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&RS\ULJKW © Copyright 1998 SAP AG. All rights reserved. No part of this brochure may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. SAP AG further does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within these materials. SAP AG shall not be liable for any special, indirect, incidental, or consequential damages, including without limitation, lost revenues or lost profits, which may result from the use of these materials. The information in this documentation is subject to change without notice and does not represent a commitment on the part of SAP AG for the future. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft®, WINDOWS®, NT®, EXCEL® and SQL-Server® are registered trademarks of Microsoft Corporation. IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation. OSF/Motif® is a registered trademark of Open Software Foundation. ORACLE® is a registered trademark of ORACLE Corporation, California, USA. INFORMIX®-OnLine IRU6$3 is a registered trademark of Informix Software Incorporated. UNIX® and X/Open® are registered trademarks of SCO Santa Cruz Operation. ADABAS® is a registered trademark of Software AG. SAP®, R/2®, R/3®, RIVA®, ABAP/4®, SAP ArchiveLink®, SAPaccess®, SAPmail®, SAPoffice®, SAP-EDI®, R/3 Retail®, SAP EarlyWatch®, SAP Business Workflow®, ALE/WEB, Team SAP, BAPI, Management Cockpit are registered or unregistered trademarks of SAP AG.
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&RQWHQWV 6$35HWDLO %DVLF3ULQFLSOHV 6$35HWDLO2YHUYLHZ Integration of SAP Retail in the R/3 Environment .................................................................... 28 Areas of Application of SAP Retail ........................................................................................... 29 Distributed Retailing ................................................................................................................. 30 7KLV'RFXPHQWDWLRQ This Documentation: Link to Corresponding General Documentation..................................... 32 2UJDQL]DWLRQDO6WUXFWXUH Organizational Structure: Example........................................................................................... 35 Organizational Structure: Example Graphic ............................................................................. 36 Organizational Structure: Corporate Group.............................................................................. 37 Organizational Structure: Purchasing Organization ................................................................. 38 Organizational Structure: Purchasing Area .............................................................................. 40 Organizational Structure: Purchasing Group............................................................................ 41 Organizational Structure: Company Code................................................................................ 42 Organizational Structure: Sales Organization .......................................................................... 43 Organizational Structure: Distribution Channel ........................................................................ 44 Organizational Structure: Distribution Chain ............................................................................ 45 Organizational Structure: Division ............................................................................................ 46 Organizational Structure: Sales Area ....................................................................................... 47 Organizational Structure: Sales Office ..................................................................................... 48 Organizational Structure: Sales Group..................................................................................... 49 Organizational Structure: Site .................................................................................................. 50 Organizational Structure: Site Group ....................................................................................... 51 Organizational Structure: Customer ......................................................................................... 52 Organizational Structure: Vendor ............................................................................................. 53 Organizational Structure: Stock Planner Group ....................................................................... 54 Organizational Structure: Storage Location ............................................................................. 55 Organizational Structure: Department, Receiving Point and Unloading Point ......................... 56 Organizational Structure: Sales Department............................................................................ 58 %DFNJURXQG3URFHVVLQJ Background Processing: Site ................................................................................................... 60 Background Processing: Setting Central Block for Sites .................................................... 61 Background Processing: Conditions ........................................................................................ 62 Background Processing: Generating a Worklist of Changed Conditions............................ 63 Background Processing: Adjusting Documents after Condition Changes .......................... 64 Background Processing: Assortment ....................................................................................... 65 Background Processing: Value-Only Article Listing............................................................ 66 Background Processing: Change Assortment Automatically Following Master Data Changes .............................................................................................................................. 67 Background Processing: Assortment List................................................................................. 68 Background Processing: Initializing Outbound Assortment List.......................................... 69 Background Processing: Outbound Processing for Assortment List .................................. 70 Background Processing: Promotion ......................................................................................... 71
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Background Processing: Message Bundling....................................................................... 72 Background Processing: Pricing .............................................................................................. 73 Background Processing: Pricing Worklist Based on Changes to Factors Relevant to Pricing.................................................................................................................................. 74 Background Processing: Requirements Planning.................................................................... 75 Background Processing: Forecast per Period Indicator...................................................... 76 Background Processing: Total Planning per Site................................................................ 77 Background Processing: Allocation.......................................................................................... 78 Background Processing: Message Bundling....................................................................... 79 Background Processing: Ordering ........................................................................................... 80 Background Processing: Adjusting Purchasing Documents after Condition Changes ....... 81 Background Processing: Invoice Verification ........................................................................... 82 Background Processing: Immediate Invoice Verification or Periodic Invoice Verification .. 83 Background Processing: Preparing the Advance Return for Tax on Sales/Purchases for Parked Documents.............................................................................................................. 84 Background Processing: Subsequent (End-of-Period) Settlement .......................................... 85 Background Processing: Settling Rebate Arrangements.................................................... 86 Background Processing: Extension of Periodic Rebate Arrangements.............................. 87 Background Processing: Compilation of Statistics and Retroactive Updating of Vendor Business Volume................................................................................................................. 88 Background Processing: Inventory Management .................................................................... 89 Background Processing: Sales Price Revaluation.............................................................. 90 Background Processing: Shipping and Transportation ............................................................ 91 Background Processing: Replenishment for Fixed Bins ..................................................... 92 Background Processing: Replenishment ................................................................................. 93 Background Processing: Forecast Weighting Factors ........................................................ 94 Background Processing: Auto-Replenishment ................................................................... 95 Background Processing: POS Interface................................................................................... 96 Background Processing: Initializing Outbound Processing................................................. 97 Background Processing: Periodic Outbound Processing for Stores................................... 98 Background Processing: Repeating Terminated/Buffered POS Inbound Processing ........ 99 Background Processing: Repeating Unsuccessful POS Inbound Processing.................. 100 Background Processing: Information and Planning System .................................................. 101 %XVLQHVV3URFHVVHV Processes at Headquarters .................................................................................................... 103 Processes in Distribution Centers .......................................................................................... 106 Processes in Stores................................................................................................................ 108 Processes in Sales Offices..................................................................................................... 110 0DVWHU'DWD 6LWH Functions ................................................................................................................................ 114 Site: Distribution Chains and Site Categories ................................................................... 115 Site: Number Assignment ................................................................................................. 116 Site: Site Profiles ............................................................................................................... 117 Site: Franchisee ................................................................................................................ 118 Site: Data Sets and Data Maintenance Levels ................................................................. 119 Site: Reference Site .......................................................................................................... 121 Site: Definitions ................................................................................................................. 123
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Site: Currency Changeover ............................................................................................... 125 Site: Groups ...................................................................................................................... 126 Site: Site Layout ................................................................................................................ 127 Site: Use of Industry Master Data ..................................................................................... 129 Site: Site Discontinuation .................................................................................................. 130 Business Processes ............................................................................................................... 131 Site Processing ................................................................................................................. 132 Site Processing: Procedure ......................................................................................... 134 Customer Processing for Site: Procedure.................................................................... 136 Additional Site Data: Procedure................................................................................... 137 Vendor Processing for Site: Procedure........................................................................ 139 Site Block .......................................................................................................................... 140 Setting a General Site Block: Procedure ..................................................................... 142 Blocking a Site in Its Capacity as a Customer: Procedure .......................................... 143 Blocking a Site in Its Capacity as a Vendor: Procedure .............................................. 145 9HQGRU Functions ................................................................................................................................ 150 Vendor: Vendor Categories............................................................................................... 151 Vendor: Number Assignment ............................................................................................ 152 Vendor: Account Group..................................................................................................... 153 Vendor: Vendor Sub-Range .............................................................................................. 154 Vendor: Data Retention Levels ......................................................................................... 155 Vendor: Business Partners ............................................................................................... 157 Vendor: Partner Functions in the Standard System.......................................................... 158 Vendor: Relationship Between Account Group and Partner Function.............................. 160 Vendor: Partner Determination Procedures in the Standard System ............................... 162 Vendor: Contact Persons .................................................................................................. 164 Vendor: Vendor Characteristic Values .............................................................................. 165 Vendor: Forwarding Changes ........................................................................................... 167 Vendor: Customizing Settings...................................................................................... 168 Vendor: Data Retention Levels and the Next-Level Principle...................................... 169 Vendor: Data segments ............................................................................................... 171 Vendor: Determining the Relevant Purchasing Info Record ........................................ 173 Vendor: Determining the Relevant Article Master Segments ...................................... 174 Vendor: SAP Blocking Mechanism .............................................................................. 176 Vendor: Planning Changes ............................................................................................... 177 Vendor: Returns with a Delivery........................................................................................ 178 Vendor: Rack Jobber......................................................................................................... 179 Rack Jobber: Master Data ........................................................................................... 180 Rack Jobber: Initial Supply of Goods to the Store ....................................................... 181 Rack Jobber: Selling Merchandise in the Stores ......................................................... 182 Rack Jobber: Subsequent Supply................................................................................ 183 Rack Jobber: Goods Receipt ....................................................................................... 184 Rack Jobber: Settlement with the Rack Jobber........................................................... 185 Rack Jobber: Processing Returns ............................................................................... 186
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Rack Jobber: Other Goods Movements....................................................................... 187 Rack Jobber: Physical Inventory.................................................................................. 188 Rack Jobber: Transferring Goods to Your Own Stock................................................. 189 Vendor Hierarchy .............................................................................................................. 190 About Vendor Hierarchies ............................................................................................ 191 Using Vendor Hierarchy categories ............................................................................. 193 Building a Vendor Hierarchy ........................................................................................ 194 Creating a Vendor Hierarchy Node: Procedure...................................................... 196 Assigning a Node Within a Vendor Hierarchy: Procedure...................................... 197 Assigning a Vendor to a Node in a Vendor Hierarchy: Procedure ......................... 198 Defining Partners as Nodes in a Vendor Hierarchy................................................ 199 Using Organizational Data in a Vendor Hierarchy.................................................. 200 Using Validity Periods in a Vendor Hierarchy......................................................... 201 Using a Vendor Hierarchy During Purchase Order Processing................................... 202 Partner Determination for Vendor Hierarchy Nodes............................................... 203 Displaying the Vendor Hierarchy Path in Purchasing Documents: Procedure....... 205 Vendor Hierarchies and Price Determination ......................................................... 206 Maintaining a Vendor Hierarchy................................................................................... 207 Adding a New Vendor Hierarchy Node : Procedure ............................................... 208 Changing the Assignment of a Vendor Hierarchy Node: Procedure ...................... 209 Changing Validity Data in a Vendor Hierarchy: Procedure..................................... 211 Deleting the Assignment of a Vendor Hierarchy Node: Procedure ........................ 212 Updating a Vendor Hierarchy: Procedure............................................................... 213 Analyzing Errors During Vendor Hierarchy Maintenance: Procedure .................... 214 Business Processes ............................................................................................................... 215 Vendor Processing ............................................................................................................ 216 Creating a Vendor: Procedure ..................................................................................... 217 Creating Planned Changes in the Vendor Master (General Data and Purchasing Data): Procedure..................................................................................................................... 221 Activating Planned Changes Online in the Vendor Master : Procedure ...................... 222 Displaying Accounts Payable Changes to a Vendor: Procedure................................. 223 Displaying Accounts Payable Changes to Several Vendors: Procedure..................... 224 Displaying Planned Account Changes for a Vendor: Procedure ................................. 225 Vendor Block ..................................................................................................................... 226 Vendor: Setting a Purchasing/Posting Block: Procedure............................................. 228 Vendor: Setting a Purchasing Block for Sites and/or Vendor Sub-Ranges: Procedure229 Vendor: Setting a Payment Block for Specific Company Codes: Procedure............... 230 Vendor: Setting a Block for Quality Reasons in the Vendor Master: Procedure ......... 231 $UWLFOH0DVWHU'DWD Functions ................................................................................................................................ 234 Articles: Article Master Records ........................................................................................ 235 Articles: Basic Data ...................................................................................................... 237 Articles: Listing Data .................................................................................................... 239 Articles: Purchasing Data............................................................................................. 241 Articles: Sales Data...................................................................................................... 243
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Articles: Logistics Data for Distribution Centers........................................................... 245 Articles: Warehouse Management Data ................................................................. 246 Articles: Logistics Data for Stores ................................................................................ 247 Articles: When Is Logistics Data Differently Maintained? ............................................ 249 Articles: Default Valuation Types in Accounting .......................................................... 251 Articles: POS Data ....................................................................................................... 252 Articles: Article Numbers ................................................................................................... 253 Articles: Organizational Levels .......................................................................................... 254 Articles: User Department and Organizational Level................................................... 256 Articles: Identically Maintained Organizational Levels................................................. 257 Articles: Differently Maintained Organizational Levels................................................. 260 Articles: Merchandise Categories ..................................................................................... 263 Articles: Article Types........................................................................................................ 264 Articles: Empties .......................................................................................................... 265 Articles: Assigning Empties to a Full Product and Unit........................................... 266 Articles: Article Categories ................................................................................................ 267 Articles: Single Articles................................................................................................. 269 Articles: Generic Articles and Variants......................................................................... 270 Articles: Sets ................................................................................................................ 272 Articles: Displays.......................................................................................................... 273 Articles: Prepacks ........................................................................................................ 274 Articles: Merchandise Category Articles ...................................................................... 275 Articles: Hierarchy Articles ........................................................................................... 276 Articles: Group Articles................................................................................................. 277 Articles: Merchandise Category Reference Articles .................................................... 278 Articles: EAN Management ............................................................................................... 279 Articles: Taxes................................................................................................................... 282 Articles: Reference Data ................................................................................................... 283 Articles: Reference Articles .......................................................................................... 284 Articles: Reference Data from the Generic Article ....................................................... 285 Articles: Reference Sites.............................................................................................. 286 Articles: Reference Data from the Same Article .......................................................... 287 Articles: Reference Data from Customizing ................................................................. 288 Articles: Reference Data from Profiles......................................................................... 289 Articles: Reference Data from a Vendor Master Record ............................................. 290 Articles: Reference Data for Seasonal Articles ............................................................ 291 Articles: Reference Data from Constants..................................................................... 292 Articles: Transfer and Distribution of Article Master Data ................................................. 293 Articles: IDoc Types for Distributing Article Master Data ............................................. 294 Articles: IDoc Type ARTMAS01 for Pure Article Master Data ................................ 296 Articles: Online Functions and Their Support in ALE................................................... 297 Articles: Number Assignment in ALE...................................................................... 298 Articles: User Departments in ALE ......................................................................... 299 Articles: Article Categories in ALE .......................................................................... 300 Articles: Reference Data in ALE ............................................................................. 301
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Articles: Checks in ALE........................................................................................... 302 Articles: Field Selection in ALE............................................................................... 303 Articles: Error Handling ................................................................................................ 304 Articles: Article Discontinuation......................................................................................... 305 Article Discontinuation: Procedure............................................................................... 307 Business Processes ............................................................................................................... 309 Article Processing.............................................................................................................. 310 Article Processing: Procedure...................................................................................... 311 Article Block....................................................................................................................... 315 Blocking an Article: Procedure..................................................................................... 316 0HUFKDQGLVH&DWHJRU\ Functions ................................................................................................................................ 320 Merchandise Category: Merchandise Category Hierarchy ............................................... 321 Merchandise Category: Value-Only Article Categories..................................................... 323 Merchandise Category: In the Context of the Classification System ................................ 324 Merchandise Category: Fields Relevant to Creating a Merchandise Category ................ 327 Merchandise Category: Possibilities for and Consequences of Changes ........................ 330 Merchandise Category: Reclassification of Articles and Merchandise Categories........... 331 Merchandise Category: Transferring Data From a Non-SAP System or Legacy System 334 Business Processes ............................................................................................................... 335 Characteristics Processing................................................................................................ 336 Creating a Characteristic: Procedure........................................................................... 337 Merchandise Category Processing ................................................................................... 339 Creating a Characteristics Profile: Procedure.............................................................. 341 Assigning Characteristics to Merchandise Category Objects: Procedure ................... 342 Creating a Merchandise Category: Procedure ............................................................ 343 Creating a Merchandise Category Hierarchy Level: Procedure .................................. 345 Creating Assignments to the Merchandise Category: Procedure................................ 346 Assigning a Merchandise Category Hierarchy Level: Procedure ................................ 347 Article and Merchandise Category Reclassification.......................................................... 348 Creating a Reclassification Version for Merchandise Categories/Articles: Procedure 350 Activating a Reclassification Version for Merchandise Categories/Articles: Procedure351 Deleting a Reclassification Version for Merchandise Categories/Articles: Procedure 352 &RQGLWLRQV Functions ................................................................................................................................ 355 Conditions: Interchanging Conditions Between Different Systems................................... 356 Conditions: Purpose of VAKEY in Condition IDoc Segment E1KOMG ....................... 358 Conditions: Transferring Conditions from Orders ............................................................. 359 Business Processes ............................................................................................................... 361 Condition Processing (Vendor) ......................................................................................... 362 Creating a Condition: Procedure.................................................................................. 363 Creating Conditions With User-Defined Condition Types: Procedure ......................... 364 Defining Vendor Prices: Procedure.............................................................................. 365 Making Global Pricing Changes: Procedure ................................................................ 367 &XVWRPHU Functions ................................................................................................................................ 370
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Customer: Customers and Business Partners .................................................................. 371 Customer: Customer Master Records............................................................................... 372 Customer: Partner Functions ............................................................................................ 373 Customer: Account Groups ............................................................................................... 375 Customer: Structure .......................................................................................................... 376 Customer: Data ................................................................................................................. 378 Customer: Number Assignment ........................................................................................ 380 Customer: One-Time Customers ...................................................................................... 381 Customer: Help in Creating a New Master Record........................................................... 383 Customer: Master Data Grouping ..................................................................................... 384 Business Processes ............................................................................................................... 385 Customer Processing ........................................................................................................ 386 Creating a Customer (Sold-To Party): Procedure........................................................ 387 Customer Block ................................................................................................................. 389 Customer: Setting Posting and Sales and Distribution Blocks: Procedure.................. 391 Customer: Setting a Payment Block for a Single Company Code: Procedure ............ 393 &ODVVLILFDWLRQ Functions ................................................................................................................................ 396 Classification: Class Hierarchies....................................................................................... 397 Business Processes ............................................................................................................... 398 Characteristics Processing................................................................................................ 399 Creating a Characteristic: Procedure........................................................................... 400 Reclassification of Objects in Hierarchical Class Types ................................................... 402 Creating a Reclassification Version for Objects in Hierarchical Class Types: Procedure404 Activating a Reclassification Version for Objects in Hierarchical Class Types: Procedure405 Deleting a Reclassification Version for Objects in Hierarchical Class Types: Procedure406 6WUDWHJLF6DOHV $VVRUWPHQW Functions ................................................................................................................................ 411 Assortment: Assortment Management.............................................................................. 412 Assortment: Assortment Modules ..................................................................................... 415 Assortment: Listing Conditions.......................................................................................... 418 Assortment: Listing Windows ............................................................................................ 419 Assortment: Listing Procedures ........................................................................................ 420 Assortment: Subsequent Listing ....................................................................................... 421 Assortment: Removing an Article From Assortments ....................................................... 422 Assortment: Automatic Assortment Correction ................................................................. 424 Assortment: Analytical Reports ......................................................................................... 425 Assortment: Assortment List ............................................................................................. 427 Assortment: Assortment List Message Generation ..................................................... 428 Assortment: Assortment List Version Management..................................................... 433 Business Processes ............................................................................................................... 435 Assortment Module Maintenance...................................................................................... 436 Assortment Module Maintenance: Procedure.............................................................. 437 Assortment Module Assignment Maintenance.................................................................. 438 Assortment Module Assignment Maintenance: Procedure.......................................... 439
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Assortment Processing ..................................................................................................... 441 Assortment Processing: Procedure ............................................................................. 442 Assortment User Assignment Maintenance ...................................................................... 443 Assortment User Assignment Maintenance: Procedure .............................................. 444 Assortment List Generation............................................................................................... 445 Manually Requesting an Assortment List: Procedure.................................................. 447 Automatically Generating an Assortment List: Procedure ........................................... 448 Assortment List Status Reorganization: Procedure ..................................................... 449 Deleting an Assortment List: Procedure ...................................................................... 450 Displaying the Assortment List Cycle: Procedure........................................................ 451 3URGXFW&DWDORJ Functions ................................................................................................................................ 455 Product Catalog: Basic Data ............................................................................................. 456 Product Catalog: Layout.................................................................................................... 457 Product Catalog: Generic Articles, Variants, and Sets ..................................................... 458 Product Catalog: Article Selection..................................................................................... 460 Product Catalog: Text........................................................................................................ 461 Product Catalog: Multimedia Objects................................................................................ 462 Product Catalog: Status and Export Information............................................................... 463 Product Catalog: Internet Product Catalog and Internet Online Store.............................. 464 Business Processes ............................................................................................................... 466 Product Catalog Processing.............................................................................................. 467 Product Catalog Processing: Procedure...................................................................... 468 6HDVRQ Functions ................................................................................................................................ 473 Season: Markdown Planning ............................................................................................ 474 Season: Markdown Rules ............................................................................................ 475 Season: Markdown Types ........................................................................................... 476 Season: Markdown Plans ............................................................................................ 477 Season: Activating Price Phases and Monitoring the Results ..................................... 478 Seasons: Currency Changeover for Markdown Planning............................................ 479 Business Processes ............................................................................................................... 480 Markdown Planning........................................................................................................... 481 Markdown Planning: Procedure................................................................................... 482 Processing Markdown Rules............................................................................................. 484 Markdown Rule Processing: Procedure....................................................................... 485 3URPRWLRQ Functions ................................................................................................................................ 489 Promotion: Basic Data....................................................................................................... 490 Promotion: Assigning Articles to a Promotion ................................................................... 491 Changing Quantities for Generic Articles and Variants ............................................... 492 Promotion: Assortment Modules and Store Groups ......................................................... 493 Promotion: Conditions and Agreements ........................................................................... 494 Promotion: Validity Periods (Retail and Wholesale) ......................................................... 495 Promotion: Status.............................................................................................................. 498 Promotion: Subsequent Processing.................................................................................. 500
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Promotion: Supply Source Determination ......................................................................... 501 Promotion: Split Valuation for Promotion Merchandise .................................................... 502 Promotion: How Split Valuation Is Controlled .............................................................. 503 Example Using Valuation Categories and Types ................................................... 504 Promotion: Split Valuation and Inventory Management............................................... 505 Split Valuation Example.......................................................................................... 506 Promotion: Split Valuation and Revenue Posting ........................................................ 507 Promotion: Announcement................................................................................................ 508 Promotion: Replenishment Planning................................................................................. 510 Promotion: Product Catalog Planning ............................................................................... 511 Product Catalog Planning Example ............................................................................. 513 Promotion: Displaying Data for Promotions ...................................................................... 514 Promotions: Currency Changeover................................................................................... 515 Business Processes ............................................................................................................... 516 Promotion Processing ....................................................................................................... 517 Creating a Promotion: Procedure ................................................................................ 519 3ULFLQJ Functions ................................................................................................................................ 526 Pricing: What Pricing Does................................................................................................ 527 Pricing: Planned Markups ................................................................................................. 529 Pricing: Price Points .......................................................................................................... 530 Pricing: Currency............................................................................................................... 531 Pricing: Conversion to the New European Currency (Euro) ............................................. 532 Pricing: Supply Source Determination .............................................................................. 534 Pricing: Calculation Schema ............................................................................................. 535 Pricing: Calculating Prices ........................................................................................... 537 Retail Price.............................................................................................................. 541 Gross Margin .......................................................................................................... 542 Actual Markup ......................................................................................................... 543 Gross Sales Price ................................................................................................... 544 Pricing: Calculating Prices for Site Groups .................................................................. 545 Pricing: Two-Step Calculation for Stores ..................................................................... 546 Pricing: Sales Price Calculation for Generic Articles and Variants .............................. 548 Pricing: Promotions Involving Variant Pricing .............................................................. 550 Pricing: Pricing Overview Screen................................................................................. 551 Pricing: Pricing Documents .......................................................................................... 552 Pricing: Cancelling Price Changes............................................................................... 554 Pricing: Pricing Worklists ............................................................................................. 555 Pricing: List Groups...................................................................................................... 557 Pricing: Fields and List Variants in the Pricing Calculation Display............................. 558 Business Processes ............................................................................................................... 559 Sales Price Calculation ..................................................................................................... 560 Sales Price Calculation: Procedure ............................................................................. 561 Pricing Worklist Processing............................................................................................... 563 Pricing Worklist Processing: Procedure....................................................................... 564
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3XUFKDVLQJ 5HTXLUHPHQWV3ODQQLQJ Functions ................................................................................................................................ 567 Requirements Planning: Supply Source Determination in SAP Retail ............................. 568 Requirements Planning: Structured Articles ..................................................................... 569 Requirements Planning: Calculation of the Quantity Required of Header Article from the Component Quantities ................................................................................................. 570 6WRFN$OORFDWLRQ Functions ................................................................................................................................ 575 Allocation: Allocation Rule................................................................................................. 576 Allocation: Manually Creating an Allocation Rule ........................................................ 577 Allocation: Allocation Rule Generation......................................................................... 579 Allocation: Example of Allocation rule Generation with Allocation Categories ....... 581 Allocation: Fixing an Allocation Rule............................................................................ 583 Allocation: Allocation Table ............................................................................................... 584 Allocation: Components of an Allocation Table ........................................................... 585 Allocation: Generic articles .......................................................................................... 587 Allocation: Structured Articles ...................................................................................... 588 Allocation: Creating an Allocation Table Referencing a Shipping Notification............. 589 Allocation: Scheduling in the Allocation Table ............................................................. 590 Allocation: Delivery Phases in the Allocation Table..................................................... 591 Allocation: Listing Check in the Allocation Table ......................................................... 592 Allocation: Quantities in the Allocation Table............................................................... 593 Allocation: Example of Order Quantity Optimizing in Allocation Tables ................. 595 Allocation: Supply Source Determination in the Allocation Table................................ 597 Allocation: Logs in the Allocation Table ....................................................................... 598 Allocation: Allocation Table Status............................................................................... 599 Allocation: Creating a Worklist for Follow-On Document Generation.......................... 602 Allocation: Texts in the Allocation Table ...................................................................... 603 Allocation: Site Groups in the Classification System ................................................... 604 Allocation: Allocation Strategy ..................................................................................... 605 Allocation: Notifications ..................................................................................................... 606 Allocation: Allocation Table Notification ....................................................................... 608 Allocation: Request Notification ................................................................................... 609 Allocation: Confirmation Notification ............................................................................ 610 Allocation: Allocation Table Notifications for Distribution Centers ............................... 611 Allocation: Replies from the Sites ................................................................................ 612 Allocation: Urging a Reply............................................................................................ 613 Allocation: How Notifications Interact with Follow-On Documents .............................. 614 Allocation: Follow-On Document Generation .................................................................... 615 Allocation: Business Scenarios in the Allocation Table (Item Category) ..................... 616 Allocation: Worklists ..................................................................................................... 618 Allocation: Example of a Worklist................................................................................. 619 Allocation: Updates ...................................................................................................... 620 Allocation: Aggregating Line Items in a Worklist.......................................................... 621
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Allocation: Allocation Table Adjustment Following a Goods Receipt................................ 622 Allocation: Adjusting the Allocation Table Online ........................................................ 623 Allocation: Allocation Profile for Controlling Allocation Table Adjustment ................... 624 Business Processes ............................................................................................................... 625 Allocation Table Processing .............................................................................................. 626 Creating an Allocation Table: Procedure ..................................................................... 628 Creating an Allocation Table Referencing a Shipping Notification: Procedure............ 630 Allocation Table with Generic Articles: Procedure....................................................... 631 Requesting an Allocation Instruction for the Distribution Center: Procedure............... 632 Allocation Rule Processing................................................................................................ 633 Creating an Allocation Table: Procedure ..................................................................... 634 Creating Model Allocation Rules: Procedure ............................................................... 635 Displaying Allocation Rule List: Procedure .................................................................. 636 Allocation Rule Generation................................................................................................ 637 Creating an Allocation Table: Procedure ..................................................................... 639 Changing Site Assignments in Allocation Rules Already Generated: Procedure ........ 640 Generation of Documents Following On From the Allocation Table (Follow-On Document Generation) ....................................................................................................................... 641 Generating Follow-On Documents for Allocation Table Items: Procedure .................. 643 Generating Follow-On Documents using a Worklist: Procedure ................................. 644 Allocation Table Notification Processing ........................................................................... 646 Creating Notifications of Stock Allocation (Allocation Table Notifications): Procedure 648 Entering Reply Notifications in Allocation Tables: Procedure...................................... 649 Adjusting the Allocation Table Referencing a Goods Receipt .......................................... 650 Adjusting an Allocation Table Following Goods Receipt Entry: Procedure ................. 652 Closing an Allocation Table for Goods Receipts: Procedure....................................... 654 2UGHULQJ Functions ................................................................................................................................ 658 Supply Source Determination ........................................................................................... 659 Supply Source Determination: Checking Quota Arrangements .................................. 661 Supply Source Determination: Checking the Source List ............................................ 662 Supply Source Determination: Checking the Supply Source in the Article Master ..... 663 Supply Source Determination: Requests for Quotations (RFQs) and Quotations....... 665 Order Optimizing ............................................................................................................... 667 Order Optimizing: Order Quantity Optimizing .............................................................. 668 Order Optimizing: Master Data ............................................................................... 670 Order Optimizing: Static Rounding Profile .............................................................. 672 Order Optimizing: Dynamic Rounding Profile......................................................... 674 Order Optimizing: Threshold Values....................................................................... 676 Order Optimizing: Quantity Comparison for Schedule Lines in Sales Orders........ 677 Order Optimizing: Investment Buying .......................................................................... 679 Order Optimizing: Requirements Determination Procedure in Investment Buying 680 Order Optimizing: Determining Requirements for Investment Buying in the Background or Online ............................................................................................. 681 Order Optimizing: Control Options for Determining Requirements in Investment Buying ..................................................................................................................... 682
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Order Optimizing: Analysis Functions in Investment Buying .................................. 683 Order Optimizing: Load Building .................................................................................. 684 Business Processes ............................................................................................................... 687 Contract Processing .......................................................................................................... 688 Creating a Contract: Procedure ................................................................................... 690 Scheduling Agreement Processing ................................................................................... 693 Creating a Scheduling Agreement: Procedure ............................................................ 695 Purchase Requisition Processing ..................................................................................... 698 Creating a Purchase Requisition: Procedure............................................................... 700 Monitoring Purchase Requisitions: Procedure............................................................. 702 Purchase Requisition Assignment .................................................................................... 703 Assigning a Purchase Requisition: Procedure............................................................. 704 ,QYRLFH9HULILFDWLRQ Business Processes ............................................................................................................... 708 Invoice Entry...................................................................................................................... 709 Invoice Entry: Procedure.............................................................................................. 710 Difference Processing (Invoice Verification) ..................................................................... 711 Searching for Errors: Procedure .................................................................................. 712 Automatic Invoice Verification ........................................................................................... 713 Automatic Invoice Verification: Procedure ................................................................... 715 Blocking Reason Processing (Invoice Verification)........................................................... 716 Deleting a Blocking Reason: Procedure ...................................................................... 717 6XEVHTXHQW (QGRI3HULRG5HEDWH 6HWWOHPHQW Functions ................................................................................................................................ 720 Rebate Settlement: Full Cycle........................................................................................... 721 Rebate Arrangements ....................................................................................................... 723 Conditions .................................................................................................................... 725 Main Conditions ...................................................................................................... 727 Scaled Conditions ................................................................................................... 728 Period-Specific Conditions...................................................................................... 729 Example of Final Settlement with Respect to Period Conditions ...................... 731 Retrospective Creation of Rebate Arrangements ........................................................ 733 Updating of Cumulative Business Volumes ...................................................................... 735 Purchase Order as Prerequisite for Business Volume Update.................................... 737 Process of Updating Cumulative Business Volume Data ............................................ 739 Example of Business Volume Update for a Condition............................................ 740 Retrospective Updating of Vendor Business Volumes ................................................ 741 Retrospective Compilation of the Document Index ................................................ 745 Recompilation of Information Structures................................................................. 747 Recompilation of Vendor Business Volumes.......................................................... 748 Comparison and Agreement of Business Volumes .......................................................... 749 Settlement Accounting ...................................................................................................... 750 Settlement Type ........................................................................................................... 752 Settlement List ............................................................................................................. 755 Distribution of Rebate Income...................................................................................... 756
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How SAP Business Workflow Supports the Settlement Accounting Process ............. 757 Broker Processing ............................................................................................................. 758 Interchange of Conditions Between Different Systems..................................................... 759 Transferring Data From Another System .......................................................................... 760 Transferring Data From Another System: Procedure .................................................. 762 Subsequent Settlement: Currency Changeover ............................................................... 764 Business Processes ............................................................................................................... 767 Rebate Arrangement Processing (Vendor) ....................................................................... 768 Creating a Rebate Arrangement: Procedure ............................................................... 770 Creating a Rebate Arrangement Using the Referencing Technique: Procedure......... 772 Processing Period-Specific Conditions: Procedure ..................................................... 773 Extending a Rebate Arrangement Using a Report: Procedure.................................... 774 Manually Extending a Rebate Arrangement: Procedure ............................................. 775 Settlement Accounting: Conditions Requiring Subsequent Settlement (Vendor) ............. 776 Comparison/Agreement of Business Volumes: Procedure.......................................... 778 Settlement Accounting for an Individual Rebate Arrangement: Procedure ................. 780 Settlement Accounting for Volume Rebate Arrangements via a Report: Procedure... 782 Settlement Accounting for Volume Rebate Arrangements via Workflow: Procedure.. 783 Subsequent Compilation of Statistics: Procedure........................................................ 784 Displaying Open Purchasing Documents Relating to Volume Rebate Arrangements: Procedure..................................................................................................................... 786 Displaying Information on Updated Statistical Records: Procedure ............................ 787 0HUFKDQGLVH/RJLVWLFV *RRGV5HFHLSW Functions ................................................................................................................................ 792 Goods Receipt: Identification ............................................................................................ 793 Goods Receipt: Rough Goods Receipt ............................................................................. 795 Goods Receipt: Check ...................................................................................................... 797 Goods Receipt: Shelf Life Expiration Date Check ............................................................ 799 Goods Receipt: Document Processing ............................................................................. 801 Goods Receipt: Repercussions......................................................................................... 803 Goods Receipt: Special Functions .................................................................................... 804 Goods Receipt: Special Article Categories ....................................................................... 806 Goods Receipt: Appointments .......................................................................................... 807 Goods Receipt: Example of an Appointment............................................................... 809 Goods Receipt: Editing Appointments Manually.......................................................... 810 Goods Receipt: Analyses for Appointments ................................................................ 811 Goods Receipt: Customer Enhancements for Appointments ...................................... 812 Goods Receipt: Automatic Generation of Appointments ........................................ 813 Goods Receipt: Automatic Determination of the Appointment Length Based on Workload............................................................................................................ 815 Goods Receipt: Entering Appointments Manually Using the Planning Board ............. 817 Goods Receipt: Entering Appointments Manually Using a Worklist ............................ 818 Goods Receipt: Store Goods Receipt ............................................................................... 819 Goods Receipt: Origin of a Store Goods Receipt ........................................................ 820
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Goods Receipt: Identifying a Store Goods Receipt ..................................................... 821 Goods Receipt: How the Head Office Handles the Store Goods Receipt ................... 822 Goods Receipt: Errors and Exceptions at Store Goods Receipt ................................. 824 Business Processes ............................................................................................................... 826 Goods Receipt Planning.................................................................................................... 827 Goods Receipt Planning: Procedure............................................................................ 828 Rough Goods Receipt Processing .................................................................................... 829 Creating a Rough Goods Receipt: Procedure ............................................................. 830 Goods Receipt Processing with Reference Document ..................................................... 831 Entering a Goods Receipt with Reference Document: Procedure .............................. 833 Goods Receipt Processing................................................................................................ 835 Entering a Goods Receipt: Procedure ......................................................................... 836 Goods Receipt (Store)....................................................................................................... 837 Goods Receipt (Store): Procedure............................................................................... 839 Goods Receipt Processing (Store).................................................................................... 840 Return Delivery.................................................................................................................. 842 Return Delivery from Stock or Consumption: Procedure............................................. 843 Return Delivery from Blocked Stock: Procedure ......................................................... 844 ,QYHQWRU\0DQDJHPHQW Functions ................................................................................................................................ 847 Inventory Management: Basic Principles .......................................................................... 848 Inventory Management: Stock Types .......................................................................... 849 Inventory Management: Article Type ........................................................................... 850 Inventory Management: Transactions............................................................................... 851 Inventory Management: Analyses..................................................................................... 853 Inventory Management: Stock Overview ..................................................................... 855 Inventory Management: Stock Types Updated ...................................................... 856 Inventory Management: Stock Types Calculated via Open Document Items ........ 858 Inventory Management: Stock Overview Display Levels........................................ 860 Inventory Management: Stock Overview Display Variants..................................... 861 Inventory Management: Stock Overview Display Versions .................................... 863 Inventory Management: Batches ...................................................................................... 864 Inventory Management: Special Stocks............................................................................ 865 Inventory Management: Inventory Management at Value-Only Article Level................... 867 Inventory Management: Controlling Inventory Management on a Value-Only Basis .. 868 Inventory Management on an Article Basis: Example ............................................ 870 Inventory Management on a Value-Only Basis at the Merchandise-Category Article Level: Example ....................................................................................................... 871 Inventory Management on a Value-Only Basis at the Hierarchy Article Level: Example .................................................................................................................. 872 Inventory Management on a Value-Only Basis at the Merchandise Category Article Level with Exceptions: Example ............................................................................. 873 Inventory Management: Stock Overview for Value-Only Articles ................................ 874 Inventory Management: Special Articles Categories ........................................................ 875 Inventory Management: Generic Articles..................................................................... 876 Inventory Management: Structured Articles................................................................. 877
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Inventory Management: Processing Empties .............................................................. 879 Inventory Management: Managing Empties Components in Bills of Material ........ 880 Inventory Management: Special Stock Type for Tied Empties............................... 881 Inventory Management: Automatic Inclusion of Empties Components in Documents882 Inventory Management: Automatic Posting of Differences for Empties Components in Physical Inventory ............................................................................................... 883 Inventory Management: Stock List of Empties ....................................................... 884 Business Processes ............................................................................................................... 886 Reservation Processing .................................................................................................... 887 Creating a Reservation ................................................................................................ 889 Processing Reservations ........................................................................................ 890 Creating a Reservation Using a Reference Document................................................ 892 Planning Goods Receipts Using Reservations ............................................................ 893 Changing a Reservation............................................................................................... 894 Changing a Reservation ......................................................................................... 895 Changing the Requirement Date ....................................................................... 896 Changing the Requirement Quantity ................................................................. 897 Changing the Movement Allowed Indicator ....................................................... 898 Changing the Final Issue Indicator .................................................................... 899 Checking Availability.......................................................................................... 900 Deleting an Item................................................................................................. 901 Enter New Items ................................................................................................ 902 Displaying a Reservation ............................................................................................. 903 Managing Reservations ............................................................................................... 905 Tasks of the Reservations Management Program ................................................. 906 Functions of the Reservations Management Program ........................................... 907 Running the Reservations Management Program ................................................. 909 Stock Transfer in a Single Step......................................................................................... 910 Using the One-Step Procedure With a Reservation - Storage Location...................... 912 Using the One-Step Procedure With a Reservation - Plant......................................... 913 Using the One-Step Procedure Without a Reservation - Storage Location................. 914 Using the One-Step Procedure Without a Reservation - Plant.................................... 915 Stock Transfer From Company Code to Company Code ............................................ 916 Stock Transfer in Two Steps ............................................................................................. 917 Two-Step Procedure - Storage Location...................................................................... 919 Entering Removal From Storage at Issuing Storage Location ............................... 921 Entering Placement Into Storage at Receiving Storage Location .......................... 922 Two-Step Procedure - Plant......................................................................................... 923 Entering the Removal From Storage At the Issuing Plant ...................................... 925 Entering the Placement Into Storage At the Receiving Plant ................................. 926 Stock Transfer From Company Code to Company Code ............................................ 927 Special Stock Movements (Store)..................................................................................... 928 9DOXDWLRQ Functions ................................................................................................................................ 931 Valuation: Reasons for Sales Price Valuation (Retail Method)......................................... 932
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Valuation: Controlling Sales Price Valuation (Retail Method) ........................................... 934 Valuation: Sales Price Valuation and Goods Movements................................................. 936 Valuation: Example of Splitting a Structured Article .................................................... 939 Valuation: Sales Value Updates in the Retail Information System ................................... 940 Valuation: Displaying Stock at Sales Prices...................................................................... 941 Valuation: Reasons for Sales Price Revaluation .............................................................. 943 Valuation: Revaluation Profiles ......................................................................................... 944 Revaluation: Manual Revaluation ..................................................................................... 946 Valuation: Automatic Sales Price Revaluation .................................................................. 947 Valuation: Automatic Revaluation when Price Calculations Change........................... 948 Valuation: Automatic Revaluation for Local Markdowns.............................................. 949 Valuation: Automatic Revaluation for Promotions ....................................................... 950 Valuation: Automatic Revaluation for Stock Transfers ................................................ 951 Valuation: Automatic Revaluation for Postings with the Posting Date in the Past ...... 953 Valuation: Revaluation for Local Markdowns .................................................................... 954 Valuation: Example of Sales Price Valuation with Different Sales Units ..................... 956 Valuation: Revaluation for Promotions.............................................................................. 957 Valuation: Sales Value Change Document ....................................................................... 959 Business Processes ............................................................................................................... 960 Sales Price Revaluation .................................................................................................... 961 Sales Price Revaluation: Procedure ............................................................................ 963 :DUHKRXVH0DQDJHPHQW Business Processes ............................................................................................................... 966 Stock Placement Processing............................................................................................. 967 Stock Placement Processing: Procedure..................................................................... 969 Stock Placement Strategies .............................................................................................. 971 Stock Removal Processing ............................................................................................... 972 Stock Removal Processing: Procedure ....................................................................... 974 Stock Removal Strategies ................................................................................................. 976 Shipping Unit Storage ....................................................................................................... 977 Storing Shipping Units.................................................................................................. 980 Removing Shipping Units From Stock ......................................................................... 981 Transferring Shipping Units ......................................................................................... 982 Replenishment Planning for Fixed Storage Bins .............................................................. 983 Replenishment Planning for Fixed Storage Bins: Procedure....................................... 985 3K\VLFDO,QYHQWRU\ Functions ................................................................................................................................ 989 Physical Inventory: Methods ............................................................................................. 990 Physical Inventory: Stock for Which Physical Inventory Can Be Carried Out................... 992 Physical Inventory: Store................................................................................................... 994 Physical Inventory: Without Warehouse Management ..................................................... 995 Physical Inventory: With Warehouse Management .......................................................... 996 Physical Inventory: Goods Movement Block..................................................................... 998 Physical Inventory: Differences....................................................................................... 1000 Physical Inventory: Analyses .......................................................................................... 1002
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Physical Inventory: Value-Only Article Management ...................................................... 1004 Physical Inventory: Support for Carrying Out a Store Physical Inventory....................... 1005 Physical Inventory: Sending Physical Inventory Documents to a Store .................... 1006 Physical Inventory: Structure of Intermediate Documents (IDocs) ............................ 1007 Physical Inventory: Processing the Count Data from a Store.................................... 1009 Business Processes ............................................................................................................. 1012 Physical Inventory Processing ........................................................................................ 1013 Creating a Physical Inventory Document: Procedure ................................................ 1015 Subsequent Blocking of Articles for Postings: Procedure.......................................... 1017 Printing Count Lists: Procedure ................................................................................. 1018 Transferring Physical Inventory IDocs: Procedure .................................................... 1019 Freezing the Book Balance: Procedure ..................................................................... 1020 Entering the Results of a Physical Inventory Count (Online): Procedure .................. 1022 Setting the Zero Count Indicator: Procedure ............................................................. 1023 Triggering a Recount: Procedure............................................................................... 1024 Posting Differences: Procedure ................................................................................. 1025 Physical Inventory (Store) ............................................................................................... 1027 6KLSSLQJDQG7UDQVSRUWDWLRQ Functions .............................................................................................................................. 1030 Shipping and Transportation: Printing the Retail Price in the Delivery Note................... 1031 Shipping and Transportation: Replenishment for Fixed Bins.......................................... 1032 Business Processes ............................................................................................................. 1033 Route Schedule Processing ............................................................................................ 1034 Creating a Route Schedule: Procedure ..................................................................... 1036 Delivery Processing......................................................................................................... 1037 Displaying the Retail Price in the Delivery: Procedure .............................................. 1040 Creating Single Deliveries.......................................................................................... 1041 Creating Deliveries without Reference....................................................................... 1043 Collective Processing................................................................................................. 1044 Packing Processing......................................................................................................... 1047 Packing Delivery Items .............................................................................................. 1049 Dividing Delivery Items for Packing ........................................................................... 1051 Packing Deliveries in Shipment Documents .............................................................. 1052 Goods Issue Processing ................................................................................................. 1053 Posting Goods Issue for a Delivery............................................................................ 1054 Posting Goods Issue in Collective Processing .......................................................... 1055 )RUHLJQ7UDGH 6DOHV $GGLWLRQDOV Functions .............................................................................................................................. 1061 Additionals: Master Data ................................................................................................. 1062 Additionals: Grouping Sites Together ............................................................................. 1063 Additionals: Control ......................................................................................................... 1064 Additionals: Examples of Procedures ............................................................................. 1065 Additionals: Data Transmission via an Additionals IDoc................................................. 1066
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Additionals: Data Transmission via the Assortment List IDoc......................................... 1068 Business Processes ............................................................................................................. 1069 Additionals ....................................................................................................................... 1070 Generating an Additionals IDoc Manually: Procedure ............................................... 1072 Generating an Additionals IDoc Automatically: Procedure ........................................ 1073 6WRUH2UGHU Functions .............................................................................................................................. 1076 Store Order: Online Processing ...................................................................................... 1077 Store Order: Generating Store Orders Offline ................................................................ 1078 Store Order: Document Categories in Offline Processing .............................................. 1080 Store Order: Working with the Sourcing Check ......................................................... 1082 Store Order: Rules for the Sourcing Check ............................................................... 1083 Store Order: Offline Processing in the Head Office ........................................................ 1084 Store Order: Checking Offline Processing Data ........................................................ 1085 Store Order: Adding to Offline Processing Data ........................................................ 1086 Store Order: Offline Processing Confirmation ........................................................... 1088 Store Order: Handling Offline Processing Errors....................................................... 1089 Store Order: Alternative Methods of Supplying Stores with Merchandise ...................... 1091 Business Processes ............................................................................................................. 1092 Store Order...................................................................................................................... 1093 Creating a Store Order: Procedure ............................................................................ 1095 Store Order Processing................................................................................................... 1097 5HSOHQLVKPHQW Functions .............................................................................................................................. 1102 Replenishment: Inventory Management Types .............................................................. 1103 Replenishment: Methods................................................................................................. 1104 Replenishment: Standard Method ............................................................................. 1106 Replenishment: Simplified Method ............................................................................ 1107 Replenishment: Inclusion of Expected Receipts and Issues .......................................... 1109 Replenishment: Example Including Expected Receipts and Issues.......................... 1110 Replenishment: Working with a Reorder Point .......................................................... 1111 Replenishment: Requirement Groups............................................................................. 1112 Replenishment: Example of the Use of Requirement Groups ................................... 1113 Replenishment: Master Data........................................................................................... 1115 Replenishment: Site Master Data .............................................................................. 1116 Replenishment: Article Master Data in Article Maintenance...................................... 1117 Replenishment: Article Master Data in an Auxiliary Transaction in Replenishment.. 1118 Replenishment: Forecast ................................................................................................ 1120 Replenishment: Planning Replenishments ..................................................................... 1121 Business Processes ............................................................................................................. 1123 Replenishment ................................................................................................................ 1124 Creating Replenishment Master Data: Procedure ..................................................... 1125 Changing Weighting Factors for Replenishment: Procedure..................................... 1127 Carrying out the Forecast for Replenishment: Procedure ......................................... 1128 Planning Replenishments: Procedure........................................................................ 1129 6DOHV6XSSRUW
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Functions .............................................................................................................................. 1131 Sales Support: Product Catalog...................................................................................... 1132 6DOHV2UGHU3URFHVVLQJ Functions .............................................................................................................................. 1134 Sales Order Processing: Basic Functions....................................................................... 1135 Sales Order Processing: How Sales Documents Are Structured ................................... 1136 Sales Order Processing: Sales Order Quantity Optimizing ............................................ 1138 Sales Order Processing: Sales Order with Promotion Determination ............................ 1139 Sales Order Processing: Blocking a Sales Order ........................................................... 1140 Sales Order Processing: Different Types of Payment .................................................... 1141 Business Processes ............................................................................................................. 1142 Sales Order Processing .................................................................................................. 1143 Creating a Sales Order: Procedure............................................................................ 1146 Creating a Sales Order with Promotion Determination: Procedure ........................... 1147 Processing Goods Offered to Customers on Approval (Store) ....................................... 1149 %LOOLQJ Functions .............................................................................................................................. 1152 Business Processes ............................................................................................................. 1153 Billing Document Processing........................................................................................... 1154 Billing Document Processing: Procedure................................................................... 1155 Processing the Billing Due List: Procedure................................................................ 1156 Invoice List Processing.................................................................................................... 1157 Creating Invoice Lists................................................................................................. 1158 Rebate Settlement (Customer) ....................................................................................... 1159 Carrying out Partial Settlement .................................................................................. 1161 Carrying out Final Settlement .................................................................................... 1162 Carrying out Final Settlement as a Background Task ............................................... 1163 &RQVLJQPHQW6WRFN Functions .............................................................................................................................. 1165 Consignment Stock: Special Stock Partner .................................................................... 1166 Consignment Stock: Sales Order Types ......................................................................... 1167 Consignment Stock: Pricing and Availability Check........................................................ 1168 'LVWULEXWHG5HWDLOLQJ 326,QWHUIDFH POS Interface - Outbound .................................................................................................... 1171 Functions ......................................................................................................................... 1172 POS Interface - Outbound: Information Flow............................................................. 1173 POS Interface - Outbound: Master Data.................................................................... 1174 POS Interface - Outbound: Which Data is Distributed?............................................. 1175 POS Interface - Outbound: Basic Settings................................................................. 1176 POS Interface - Outbound: How Is Data Distributed Periodically?............................ 1177 Business Processes ........................................................................................................ 1179 POS Interface - Outbound: Master Data Preparation ................................................ 1180 Preparing Master Data: Procedure ....................................................................... 1181 POS Interface - Inbound....................................................................................................... 1182 Functions ......................................................................................................................... 1184
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POS Interface - Inbound: Sales Data......................................................................... 1185 POS Interface - Inbound: Payment Card Processing ................................................ 1188 POS Interface - Inbound: Financial Transactions ...................................................... 1189 POS Interface - Inbound: Special Goods Movements ............................................... 1190 POS Interface - Inbound: Store Goods Receipt......................................................... 1191 POS Interface - Inbound: Cashier Statistics .............................................................. 1192 POS Interface - Inbound: Store Order ....................................................................... 1193 POS - Interface Inbound: Store Physical Inventory ................................................... 1194 POS Interface - Inbound: Changing Master Data ...................................................... 1195 POS Interface - Inbound: Currency Changeover....................................................... 1196 POS Interface - Inbound: Performance...................................................................... 1198 POS Interface-Inbound: Sales Audit / IDoc Editor ..................................................... 1199 POS Interface - Inbound: Integration in Financial Accounting ................................... 1200 Business Processes ........................................................................................................ 1201 POS Interface - Inbound: Sales/Returns (Store) ....................................................... 1202 POS Interface - Inbound: Non-Cash Payment (Store)............................................... 1203 POS Interface - Inbound: Financial Transactions (Store) .......................................... 1204 POS Interface - Inbound: Master Data Processing (Store)........................................ 1205 POS Interface Monitor .......................................................................................................... 1206 Functions ......................................................................................................................... 1207 POS Interface Monitor: Error/Exception Processing.................................................. 1208 POS Interface Monitor: Exception Processing........................................................... 1209 POS Interface Monitor: How Workflow Interacts with the Applications ..................... 1210 5HPRWH$FFHVV $SSOLFDWLRQ/LQN(QDEOLQJ $/( ,QIRUPDWLRQ6\VWHP &RPSRQHQWVRIWKH/RJLVWLFV,QIRUPDWLRQ6\VWHPDQG6WUXFWXUHRIWKH'RFXPHQWDWLRQ )OH[LEOH3ODQQLQJ6\VWHP 2SHQWR%X\ 27% Functions .............................................................................................................................. 1218 OTB: How It Works.......................................................................................................... 1219 OTB: Three Phases of Operation.................................................................................... 1220 OTB: Example Calculations for a Season....................................................................... 1223 OTB: Planning and Monitoring OTB................................................................................ 1227 OTB: Exception Reporting............................................................................................... 1228 OTB: Planning Hierarchy................................................................................................. 1229 OTB: Planning Method .................................................................................................... 1230 OTB: Ways to Plan.......................................................................................................... 1231 OTB: What to Plan .......................................................................................................... 1232 OTB: Opening Stock ....................................................................................................... 1235 OTB: Average Price Band Prices.................................................................................... 1237 6HDVRQDO0RGHOZLWK:HLJKWLQJ)DFWRUV Functions .............................................................................................................................. 1240 Seasonal Models with Weighting Factors: Formulae...................................................... 1241 Seasonal Model with Weighting Factors: Example......................................................... 1242
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6$35HWDLO Basic Principles SAP Retail Overview [Page 26] This Documentation [Page 31] Organizational Structure [Page 34] Background Processing [Page 59] Business Processes [Page 102]
Concepts and Processes (Top-Down Navigation) Central Coordination Master Data [Page 112] Strategic Sales [Page 407]
Local Operations Purchasing [Page 565]
Processes (Organizational View) Processes at Headquarters [Page 103] Processes in Distribution Centers [Page 106] Processes in Distribution Centers [Page 108] Processes in Sales Offices [Page 110]
Merchandise Logistics [Page 788] Sales [Page 1057]
Distributed Retailing POS Interface [Page 1170] Remote Access [Page 1211] Application Link Enabling (ALE) [Page 1212]
Information and Planning System Information System [Page 1213] Planning System [Page 1216] Currency Conversion (Euro) [Page 1244]
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%DVLF3ULQFLSOHV This section describes the structure of the documentation for SAP Retail, an overview of the areas in which the system is used, and information on the underlying organizational structures and processes.
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6$35HWDLO2YHUYLHZ SAP Retail is a completely integrated retailing system. It maps the complete set of business processes required for competitive assortment strategies, different retail formats, and ECR-driven logistics and distribution. It provides all the functions necessary for modeling business processes in a retail company. With SAP Retail, SAP has endeavored to model the full ´9DOXH&KDLQ´ all the links in the logistics pipeline from consumer to vendor. Retailers can thus optimize the whole array of business processes and control checks in managing the flow of merchandise and information among vendors, retailers and consumers.
The business process area “Retailing” comprises the procurement, storage, distribution, and sale of merchandise. SAP Retail supports both wholesale and retail scenarios. The Retail Information System (RIS) enables goods movements to be planned, monitored and tracked throughout the whole supply chain. The key retailing processes include:
•
Assortment Management
•
Sales Price Calculation
•
Promotion Management
•
Allocation
•
Requirements Planning and Purchasing
•
Goods Receipt
•
Invoice Verification and Subsequent Settlement of End-Of-Period Arrangements
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Warehouse Management
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Picking and Delivery
•
Billing
•
Store Supply
The retailing processes enable you to control and coordinate the whole value chain, and this react swiftly to changes in consumer behavior. New trends, such as electronic commerce or ECR, flow continually into ongoing development cycles. SAP Retail also allows for changes in legal structures or business practices – franchising, for example. This ensures that retailers not only have a future-proof investment but are able to adapt swiftly to a changing market. The growth of your company is not hampered by system constraints, and you can incorporate changes in the real world smoothly and efficiently into the system. 6HHDOVR This Documentation: Link to Corresponding General Documentation [Page 32] Organizational Structure [Page 34]
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Warehouse automation
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Transport
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SAP Retail is fully integrated in R/3, opening up whole new opportunities in the R/3 environment. Thus retailers and suppliers can work even closer together and become true allies in the value chain, without having to painstakingly build bridges between systems. Joint projects for optimizing business processes can be launched, tests carried out and the results accepted or rejected, without any large investments in uncertain projects being necessary.
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$UHDVRI$SSOLFDWLRQRI6$35HWDLO SAP Retail integrates all the key areas of retailing and wholesaling, all the various stages in the logistics chain and takes into account the differing requirements of different types of goods, from food and dairy to fashion and hardlines. It provides you with the tools necessary to model all the business processes in the retail sector. 5HWDLO
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Store trading Electronic retailing Mail order Direct selling
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'LVWULEXWHG5HWDLOLQJ Distributed Retailing enables business processes to be decentralized. The use of distributed retailing systems (DRS) brings the following benefits for retailers: •
Improved performance
•
Greater security
•
They enable decentralized company policies, whereby sites have a high degree of autonomy, to be modeled in the system. This allows whole areas of responsibility to be assigned to those organizational unit at which information - on customers, vendors or goods movements - is usually gathered.
Distributed retailing can take three forms:
•
POS Interface
•
Remote Access to SAP R/3
•
Application Link Enabling (ALE)
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7KLV'RFXPHQWDWLRQ This documentation describes the SAP Retail functions and explains how they are used, along with examples from a number of business processes. The documentation is aimed at all users of the system, especially those in the various application areas as well as administrators responsible for configuring and maintaining the system and who require basic practical skills in using the functions. You must have a knowledge of business management and know basically how to navigate in the R/3 system. ´ This documentation describes the standard version of the SAP Retail System. Depending on how your system is configured, individual screens can look different or even be missing. You can see what you should enter in each individual screen by clicking on the field with the mouse and pressing )
´ This documentation is not a guide to Customizing the system. Please use the SAP R/3 Implementation Guide (IMG) 6HHDOVR Getting Started [Ext.]
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7KLV'RFXPHQWDWLRQ /LQNWR&RUUHVSRQGLQJ*HQHUDO 'RFXPHQWDWLRQ SAP Retail is a full-fledged, closed-loop system containing all the functions you require to model retail business processes. SAP Retail also includes general R/3 components such as Financial Accounting, Controlling and Human Resources. At the heart of the SAP Retail system are functions specially developed for retailing. This is based in part on the R/3 Materials Management (MM), Sales and Distribution (SD), and Warehouse Management (WM) components.
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This documentation describes the functions developed specifically for retailing. For many topics, documentation also exists describing the functions in a more general context. If you would like to read about the more general context, please see the documentation referred to under the heading &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ. In certain circumstances – for example, if your company also has manufacturing operations – you may use some components that are purely MM, SD or WM. In this case, you can reach the documentation for these areas by choosing +HOS →5OLEUDU\ from the menu. ´ If you branch to the corresponding general documentation, the text that appears has a different structure to this documentation. Also, the terminology used is not specific to the retail sector but is the general terminology used throughout the whole SAP system. The following terms differ, depending on where you are in the documentation: 6$35HWDLO
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Article
Material
Site
Plant
Material Requirements Planning (MRP)
Requirements Planning (RP)
Logistics Calendar
Factory calendar
´ In certain situations – such as in the F1 help – the terminology of the general documentation (material, plant, etc.) is used and not the terminology specific to retail (article, site, etc.).
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2UJDQL]DWLRQDO6WUXFWXUH Flexible organizational units make it possible to reproduce even the most complex corporate structures in the R/3 system. The large number of organizational units available in the R/3 system enables you to reflect the legal and organizational structure of your company in the system and represent it from different viewpoints. The following is a list of the most important organizational units along with a short explanation of their meaning in SAP Retail. Many organizational units are also data retention levels; this means that if there is more than one of a particular organizational unit, different data can be stored for each one.
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2UJDQL]DWLRQDO6WUXFWXUH ([DPSOH The following example illustrates how the structure of a company could be reproduced in SAP Retail and explains what the various organizational units mean. The fictitious company has several subsidiaries, which themselves comprise several distribution chains. Organizational Structure: Example Graphic [Page 36] The organizational structure of the company in the example graphic would be modeled in SAP Retail as follows: •
&HQWUDOSXUFKDVLQJ The highest element in the whole corporate group hierarchy is the client. All the organizational units in a client are subject to the same control mechanisms. Data valid across the whole corporate group is stored at client level. In the example, the central purchasing department of the company is located in the SAP Retail structure at client level.
•
/RFDOSXUFKDVLQJ Local purchasing departments are assigned to central purchasing. Each local purchasing department is responsible for a different distribution chain. Each local purchasing department corresponds to a company code or a purchasing organization in SAP Retail. Specific purchasing activities are assigned to individual purchasing groups.
•
'LVWULEXWLRQFKDLQ Local purchasing procures merchandise for different distribution chains centrally. Distribution chains in SAP Retail are a combination of sales organization and distribution channel. The sales organizations are assigned to different company codes.
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'LVWULEXWLRQFHQWHU6WRUH Distribution chains consist of distribution centers (DC) and stores. The generic term for DCs and stores in SAP Retail is “site.” Sites are also managed as customers in the system.
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6WRUDJHORFDWLRQ6WRUDJHVHFWLRQ'HSDUWPHQW Sites can also be seen as a combination of one or more locations in close proximity to each other where stocks of merchandise can be found (examples are storage locations and storage sections). Stores can also be subdivided into departments, which in turn can be understood as cost centers. Each department can be assigned a receiving point.
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&XVWRPHU The value chain concludes with the customer or consumer. If the customer is recorded in the system (and is therefore not a non-identifiable customer), natural persons can be defined in the customer master as the contact persons at that customer.
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2UJDQL]DWLRQDO6WUXFWXUH ([DPSOH*UDSKLF The following illustration represents the structure of a typical retail business. Central purchasing
Client Purchasing organization Company code
Local purchasing
Distribution chain
Store
Distribution center
Storage types
Customer
Customer
Distribution center
Storage location
Storage location
Customer
Person
Company code Sales organization Distribution channel
Distribution chain
Department
Customer
Person
Store
Department
Site + Customer (Company code) Storage location Department Cost center Customers Contact person
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2UJDQL]DWLRQDO6WUXFWXUH &RUSRUDWH*URXS At the top of the hierarchy of all the organizational units is the FRUSRUDWHJURXS. It corresponds to a retailing company with, for example, several subsidiaries which are defined from a Financial Accounting point of view as individual FRPSDQ\FRGHV. Data defined at corporate group level is valid for all purchasing and sales organizations. On the logistics side, the corporate group also divides into sites. A VLWH is a store, a distribution center or a production location. In SAP Retail, the site is the organizational level at which merchandise replenishment is planned and stocks are managed. Sites can be grouped together using the Classification System.
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2UJDQL]DWLRQDO6WUXFWXUH 3XUFKDVLQJ2UJDQL]DWLRQ The purchasing organization is an organizational unit which procures articles and negotiates general purchase price conditions with YHQGRUV. Purchasing organizations are data retention levels for many types of master data. Purchasing organizations are responsible for all purchasing transactions. A purchasing transaction is processed completely by one single purchasing organization. Authorizations to maintain master data and process purchasing transactions are assigned per purchasing organization. Each buyer is assigned to a purchasing organization in his or her user master. A purchasing organization can be assigned to a variety of other organizational units: One (and only one) FRPSDQ\FRGH can be assigned to a purchasing organization. A purchasing organization which has been assigned a company code can only buy for sites that belong to that company code. If the purchasing organization is to be responsible for sites that do not all belong to the same company code, no company code should be assigned to that purchasing organization. This is especially important to bear in mind if the ordering site and the supplying site for a warehouse order or merchandise clearing are assigned the same purchasing organization but these sites belong to different company codes. A VLWH can be assigned to the purchasing organization which orders for it in site maintenance. This standard (default) purchasing organization for a site can be changed both in site maintenance and via Customizing. When the source of supply is determined for the purposes of a stock transfer or consignment, the default purchasing organization is used automatically. Further purchasing organizations can be assigned to the site in addition to the default. A site cannot order if it has not been assigned to a purchasing organization. A VDOHVRUJDQL]DWLRQ can be assigned a purchasing organization for statistical purposes. If this assignment is made and the sales organization is then assigned to a site in site maintenance, the default purchasing organization for the site must be the one that has been assigned to the sales organization. In Customizing it is possible to assign UHIHUHQFHSXUFKDVLQJRUJDQL]DWLRQV to a purchasing organization. This allows the purchasing organization access to the conditions and contracts of these reference purchasing organizations. Purchasing info records are not referenced. The purchasing organization can make use of up to two reference purchasing organizations when the sequence in which it accesses conditions is determined. 9HQGRUV are assigned a purchasing organization in the purchasing-related data in the vendor master (purchasing organization vendor).This enables the purchasing organization to order from this vendor. A vendor can supply more than one purchasing organization. Purchasing organization-specific purchasing info records can only be created if corresponding table entries exist. The system also uses the purchasing organization for vendor analyses and for vendor evaluation. In SXUFKDVHSULFHGHWHUPLQDWLRQ, a purchasing organization can be assigned a schema group. This, together with the schema group of the vendor, determines the calculation schema for Purchasing. A purchasing organization can also be assigned a market price schema, which allows the average market price of an article to be maintained (for the purposes of rating a vendor’s price history). In addition, it is possible to process in the system any delivery costs that may arise in connection with a stock transport order. The calculation schema for this is determined via the schema group for the purchasing organization, the purchasing document type and the supplying site.
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In addition to the above, some other important applications of the purchasing organization should be mentioned: When a VWRFNWUDQVSRUWRUGHUis created (order type UB), all the sites (stores) ordering together must belong to the same company code. This company code must also be the one defined for the purchasing organization specified. If the purchasing organization has not been assigned a company code, the company code of the ordering sites will be used (or alternatively, a company code can be entered manually in a separate window). The system checks whether the purchasing organization is allowed to order for the sites specified. The system does not use any data from the supplying site in the order, nor does it use any data from the combination of supplying site and receiving site (except to calculate the delivery costs). When a stock transport order is created between two company codes, the purchasing organization cannot be assigned to any fixed company code if it is to order for the supplying site. In VWDQGDUGSXUFKDVHRUGHUV(order type NB) the system also checks whether the ordering purchasing organization is assigned to the vendor. This is important for purchase price determination, for example. Similar checks take place for RXWOLQHDJUHHPHQWV (contracts, scheduling agreements). Because SURPRWLRQVand DOORFDWLRQWDEOHV can be used to generate purchase orders, purchasing organizations play a role in these areas, too. Promotions need purchasing organizations for supply source determination and price maintenance functions; they are used in allocation table functions for scheduling (determining the latest possible purchase order date), for example. An activity preceding the purchase order and which involves the purchasing organization is the UHTXHVWIRUTXRWDWLRQLVVXHGWRWKHYHQGRU, the invitation made by a purchasing organization to a vendor assigned to it to submit a quotation.
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2UJDQL]DWLRQDO6WUXFWXUH 3XUFKDVLQJ$UHD Purchasing areas are assigned to the purchasing organizations responsible for negotiations with vendors and the master data maintenance that results from them. No data or authorizations are stored at purchasing area level. Purchasing areas are only used in the Information System and in master data reporting. A purchasing group can only be assigned to one purchasing area in a purchasing organization.
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2UJDQL]DWLRQDO6WUXFWXUH 3XUFKDVLQJ*URXS Purchasing groups are assigned to the purchasing areas. Purchasing groups are not data retention levels; they are used as a selection criterion, as a level at which analyses can take place in the Information System and at which authorizations can be stored. A purchasing group comprises one or more buyers and thus resembles a purchasing department. The main strategic function of a purchasing group in SAP Retail is to maintain its master data and control data. This includes defining outline agreements and volume rebate arrangements for Purchasing, for example. A further responsibility of the purchasing group is the day-to-day ordering process (requirements planning). This includes creating purchase orders, allocation tables and promotions. It can also send vendors requests for quotation or create purchase requisitions. Every stock planner is assigned to a purchasing group. In the individual purchasing operations you are mostly required to enter a purchasing group and a purchasing organization. It is not possible to define an explicit link in the system between these two organizational units. A buyer is assigned to a purchasing group in the user master. Purchasing groups can function strategically, operationally, or both.
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2UJDQL]DWLRQDO6WUXFWXUH &RPSDQ\&RGH A company code is an independent accounting unit which represents an independent company in the legal sense. It is the central organizational element in Financial Accounting. In the retail sector, company codes can function at distribution chain level or even at the level of individual stores. For this reason, goods movements (such as stock transfers) between different company codes are common in SAP Retail. There are various assignments between a company code and other organizational units: A SXUFKDVLQJRUJDQL]DWLRQ can be assigned to a company code. In this case, the purchasing organization can only order for sites within this company code. The YDOXDWLRQDUHD is the organizational unit of the R/3 system via which stock is managed on a value basis. The valuation area can be a site but it can also be a company code. In SAP Retail it is always assumed that valuation area and site are identical. A VLWH(or more precisely the valuation area which belongs to a site) is assigned a company code as an attribute in site maintenance or in Customizing. Each VDOHVRUJDQL]DWLRQ must be assigned to a company code in Customizing. This assignment forms the link between Sales and Distribution and Accounts Receivable Accounting.
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2UJDQL]DWLRQDO6WUXFWXUH 6DOHV2UJDQL]DWLRQ Each sales organization represents a “selling unit” in the legal sense. Its responsibilities include product liability and any claims to recourse that customers may make. It is also responsible for sales and distribution of merchandise and negotiates sales price conditions. Sales organizations can be used to reflect regional subdivisions of the market, for example by states. A sales transaction is always processed entirely within one sales organization. Each sales organization is assigned one FRPSDQ\FRGH. This company code tracks the business transactions of the sales organization from a mainly financial accounting point of view. When a delivery is made for a sales order, a transfer posting from the company code of the sales organization processing the order to the company code of the supplying site is generated (if two different company codes are involved). In SAP Retail, a sales organization can be assigned a SXUFKDVLQJRUJDQL]DWLRQ. This allows you to create an artificial hierarchy like the one shown in the diagram, giving you access to useful statistical information. In some cases the two terms are identical. (PSOR\HHV can be assigned to a sales organization. If a sales organization is not allowed to use all types of sales and distribution documents, it is possible to assign it a UHIHUHQFHVDOHVRUJDQL]DWLRQ so that only those sales and distribution document types found in the reference are allowed in the assigned sales organization.
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2UJDQL]DWLRQDO6WUXFWXUH 'LVWULEXWLRQ&KDQQHO In order to supply the market as efficiently as possible, the sales and distribution component defines different distribution channels. Distribution channels include selling to consumers through various types of retail outlet or via mail order. Each distribution channel is assigned to a VDOHVRUJDQL]DWLRQ, forming a distribution chain. Multiple assignments are possible. A distribution channel is not a data retention level until it has been combined with a sales organization (and a division, if required).
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2UJDQL]DWLRQDO6WUXFWXUH 'LVWULEXWLRQ&KDLQ A distribution chain is a combination of VDOHVRUJDQL]DWLRQ and GLVWULEXWLRQFKDQQHO. For every distribution chain, you must clearly define whether it is to be used for supplying FRQVXPHUV (from stores) or for supplying VWRUHV (from distribution centers). There are indicators for this purpose. The reason for this distinction is that sales prices are generally defined for a distribution chain and not for individual sites or customers. So if the same distribution chain is used for supplying both stores and consumers, then stores will be charged the same by a distribution center as consumers are charged by a store, using the selling price defined at distribution chain level. The same applies for the determination of the units of measure to be used for each delivery. It would be very unusual for stores and their consumers to pay the same for merchandise. But it is easy to avoid this in the system by using separate distribution chains to supply stores and consumers. In Customizing you define the distribution chains for which a VLWH can deliver merchandise. No site can deliver merchandise until it has been assigned to a distribution chain. For each distribution chain (sales organization and distribution channel) there is a UHIHUHQFH GLVWULEXWLRQFKDQQHO for customer and article master data, and also for condition data and sales document types. The data used for each of these areas is that of the reference distribution channel rather than that of the original distribution channel. You specify various data for the combination of distribution chain and DUWLFOH, including sales unit and delivering site. The distribution chain is used to target a particular group of customers. It attaches a permanent (“static”) description to its sites which associates them with the distinctive form typical of that distribution chain. The distribution chain to site assignment is important for the Retail Information System. This static assignment is made in site maintenance in the general organizational data for the site.
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2UJDQL]DWLRQDO6WUXFWXUH 'LYLVLRQ Articles are assigned uniquely (client-wide) to one division. Divisions have two main applications: They are organizational units for sales and distribution and they are also necessary for EXVLQHVVDUHDDFFRXQWDVVLJQPHQW for logistics transactions in Financial Accounting. Divisions can be used to describe specific product groups and can form the basis for sales statistics, for example. Divisions are assigned to VDOHVRUJDQL]DWLRQV. For each combination of sales organization and division there is a UHIHUHQFHGLYLVLRQ for customer and article master data, and also for condition data and sales document types. This allows the data in the reference division to be used in the original division too. Divisions are not used for any other functions in SAP Retail. Nevertheless, a single dummy division is provided where necessary.
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2UJDQL]DWLRQDO6WUXFWXUH 6DOHV$UHD Another common term in the SAP system is VDOHVDUHD. This is the combination of a GLVWULEXWLRQ FKDLQ (a sales organization and a distribution channel) and a GLYLVLRQ. Since divisions are not actively used in SAP Retail, however, sales areas are of little significance here and can largely be seen as synonymous with distribution chains. Just as the purchasing organization plays an important role in calculation schema determination in Purchasing, the sales area (together with the document schema and the customer schema) is used to determine the VDOHVSULFHFDOFXODWLRQVFKHPD in Sales Price Calculation. Each VLWH is assigned one sales area, and therefore one distribution chain as well, permanently (“statically”) in site maintenance. The sales organization does not necessarily have to belong to the same company code as the site. If a site is to be supplied by other sources, you can define (in site maintenance) the sales areas, and therefore distribution chains, via which the site is allowed to procure merchandise. The “static” sales area determines the sales prices and assortments of a site, and frequently the internal and external presentation, too. Sales areas appear in all the main sales and distribution documents, including customer inquiries, customer quotations, sales orders, customer outline agreements, deliveries and billing documents. Sales areas are used for updates in the Sales Information System.
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2UJDQL]DWLRQDO6WUXFWXUH 6DOHV2IILFH A sales office is an organizational unit in sales and distribution which is responsible for sales within a specific geographical area. Sales offices are optional. A sales office can be assigned to one or several GLVWULEXWLRQFKDLQV. Sales offices are used in sales transactions in the Sales and Distribution component. They can be used for reporting purposes. A store, in its role as the customer of a sales area, can be assigned a sales office which is responsible for internal sales to this store. Regional sales managers are common in the retail sector. They can be represented in the system by sales offices with the appropriate employees assigned. This UHJLRQDOVDOHVPDQDJHU is then responsible for supplying the stores assigned to him with merchandise. You can also treat each VWRUH as a sales office. This enables you to obtain statistics on the sales volume and revenue that a store achieves through SD sales orders. (PSOR\HHV can be assigned to a sales office.
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2UJDQL]DWLRQDO6WUXFWXUH 6DOHV*URXS Distribution chains can be subdivided into sales groups (with a sales manager for each, for example). Sales groups can be used for reporting purposes. A store, in its role as customer, can be assigned a sales group which is responsible for sales to this store. You can also base sales groups in a VWRUH. These sales groups are then responsible for SD sales orders in that store. (PSOR\HHV can be assigned to a sales group.
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2UJDQL]DWLRQDO6WUXFWXUH 6LWH A site is a store, a distribution center or a production location. In SAP Retail, the site is the organizational level at which merchandise replenishment is planned and stocks are managed. A store is assigned one SXUFKDVLQJRUJDQL]DWLRQ and one VDOHVDUHD (sales organization, distribution channel and division) and thereby also a GLVWULEXWLRQFKDLQ to which the store belongs and which is used primarily for intercompany billing purposes. The store must be authorized to receive goods from the sales area to which the supplying distribution center belongs. If it is to be possible for merchandise to be transferred from one store to another, then the same applies: the recipient store must be authorized to receive goods from the sales area to which the supplying store belongs. Each distribution center is assigned a purchasing organization (and, if required, a sales area) for determining warehouse transfer prices and units of measure. A distribution center can also be assigned to a VLWH (normally to itself) and a GLVWULEXWLRQFKDLQ (for determining sales prices). These assignments enable merchandise in the distribution center to be valuated at retail prices. This sort of valuation is most common in the apparel industry. Each site belongs to exactly one FRPSDQ\FRGH.
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2UJDQL]DWLRQDO6WUXFWXUH 6LWH*URXS 6LWHV can be grouped together using the Classification System. For this to be possible, at least one FODVVW\SH has to be defined in the Classification System. $SSOLFDWLRQJURXSV are defined in Customizing and are assigned the class type required for creating the relevant site groups. This class type uses the customer number of the site as the key. The application groups Allocation Table, Promotions, Season and Labeling are predefined to allow these applications to work with the intended site groups. Site groups operate entirely independently of company codes, distribution chains and other fixed organizational structures.
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2UJDQL]DWLRQDO6WUXFWXUH &XVWRPHU Customers are the organizational units that buy merchandise from your retailing system. The two main types of customer are the non-identifiable customer (consumer), generally used to represent customers who buy merchandise from stores, and the named customer, for whom a customer master record exists in R/3. Customer records can be created in a simple form (for natural persons) or in a more complex form which allows the use of sales and distribution functionality (external customers, for example). The latter type of customer master record can be created not only for external customers but also for the sites in your own company that procure merchandise from a distribution center. If returns from a site to a vendor are to be processed with the aid of sales and distribution documents, the vendor must also be created as a customer in the system. Every VLWH always also exists as a customer in the system. The corresponding customer master record is created automatically in site maintenance.
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2UJDQL]DWLRQDO6WUXFWXUH 9HQGRU Vendors are the organizational units that deliver merchandise to sites or customers (the latter is possible in wholesale, for example, when a third-party arrangement exists). These vendors are normally external suppliers. Whether VLWHV exist as vendors in the system depends on the site category: stores are not defined as vendors but distribution centers usually are, because a DC has a vendor function from the point of view of stores. If returns from a site to a vendor are to be processed with the aid of sales and distribution documents, the vendor must also be created as a FXVWRPHU in the system. This will apply if delivery documents are to be generated and billed in the system for returns from a distribution center to a vendor, for instance.
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2UJDQL]DWLRQDO6WUXFWXUH 6WRFN3ODQQHU*URXS Sites are assigned stock planner groups, which are responsible for requirements planning. The assignment of a stock planner group to a site is dependent on the article involved. If a stock planner in a stock planner group has ordering autonomy, then the purchasing group that has been assigned to the stock planner in the user master will automatically be copied to purchase orders.
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2UJDQL]DWLRQDO6WUXFWXUH 6WRUDJH/RFDWLRQ Stocks of an article can be managed within a VLWH in different storage locations to differentiate, for example, between the stock stored for returns, promotions and cross-docking. To structure the complex warehouses that are typical in retailing, each VWRUDJHORFDWLRQ can be divided into warehouse numbers, storage types and storage bins using the Warehouse Management System. Storage locations are intended to represent areas in a warehouse. This differentiation between stocks is therefore of most relevance to distribution centers. If stock is to be managed on an article basis, storage locations must also be managed.
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2UJDQL]DWLRQDO6WUXFWXUH 'HSDUWPHQW5HFHLYLQJ3RLQW DQG8QORDGLQJ3RLQW 'HILQLWLRQ Departments are subdivisions of a ship-to party. These might be, for example, different departments in a store, doors in a distribution center, or areas in a manufacturing plant. Departments are assigned to receiving points, which in turn are assigned to unloading points. One receiving point may have several departments assigned to it, but each department is assigned to only one receiving point. By knowing a department, you can therefore also determine the receiving point and the unloading point. Using departments and receiving points enables you to more finely specify the final destination for a shipment or portions of a shipment, thus reducing the time it takes for the goods to become available for the recipient’s use or sale. ´ A pallet load of merchandise is delivered to Door 1 at a department store (unloading point). The shipment is broken down and delivered to one or more floors (internal receiving points). From there the packages are delivered to one or more departments, such as Housewares, Home Entertainment, Health & Beauty Aids, or Women’s Fashion.
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Sales orders The receiving point and department are located on the Business Data Detail Shipment screen, either at the header or item level. If the header contains this information, this becomes the default for all items, but you can override it for individual items if you wish. Items in a sales order may have different receiving points and/or departments.
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Picking lists and delivery notes You can print the receiving point and department on picking lists and delivery notes. If this information was included in the sales order, then it will automatically be inserted in these other documents; otherwise, you can enter it manually. (However, picking lists and delivery notes are not split by receiving point or department.)
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Billing documents You can specify that the department and receiving point are to be printed on billing documents. You can also specify that invoices are to be split by receiving point and department.
In Customizing for Sales (3URFHVVLQJVDOHVRUGHUV→0DLQWDLQSURPRWLRQUHFHLYLQJSRLQW GHWHUPLQDWLRQSHUVDOHVRUGHUGRFXPHQWW\SH) you can specify for each type of document whether or not automatic department and receiving point determination is to be done.
6WUXFWXUH The department and receiving points are fields in sales orders and delivery notes.
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,QWHJUDWLRQ The system can automatically determine the appropriate department and receiving point for an article. To enable this: •
For external customers, you assign merchandise categories in Customer Master Data.
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For internal sites (for example, stores or distribution centers), you assign merchandise categories in Site Master Data.
In either case, you then assign valid departments and receiving points to the customer or site, and a department to each merchandise category. A merchandise category can only have one department. When you enter an article on a sales order, for example, the system checks the merchandise category to which the article belongs, then checks the merchandise category information for that site or customer and locates the corresponding department and receiving point for the article. 6HHDOVR Site: Definitions [Page 123]
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%DFNJURXQG3URFHVVLQJ This section lists all the key retail-specific reports in SAP Retail that are run in the background. The following questions are addressed: •
What are the reports used for? The reports are used for a number of different tasks, such as making mass changes or creating worklists.
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Are there any prerequisites? The prerequisites for running the report are described. In some cases you have to run the reports in a certain order.
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What is the recommended procedure for running the report? This information tells you whether a report should be run periodically (for example, daily or monthly) or only in certain circumstances.
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%DFNJURXQG3URFHVVLQJ 6LWH This section lists and briefly describes all of the important retail-specific reports in the Site environment.
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%DFNJURXQG3URFHVVLQJ 6HWWLQJ&HQWUDO%ORFNIRU6LWHV 8VH Report 5::/2&.'sets central blocks (delivery blocks, invoicing blocks and order blocks) in line with the blocking profile if the sites are blocked on the current date.
$FWLYLWLHV We recommend you run the report daily.
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%DFNJURXQG3URFHVVLQJ &RQGLWLRQV This section lists and briefly describes all of the important retail-specific reports in the environment of Conditions.
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%DFNJURXQG3URFHVVLQJ *HQHUDWLQJD:RUNOLVWRI &KDQJHG&RQGLWLRQV 8VH Report 50(%(,1 finds all the changed conditions for a specific period for the selected document categories. It generates a separate worklist for each document category selected. You can define which condition changes are relevant for each document category in Customizing. The worklists have various functions, including: •
Worklists for purchasing documents (purchase orders and scheduling agreements) The worklist can be processed further by report 50(%(,1. This determines all documents containing changed conditions. These documents are then updated.
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Worklist for Pricing The worklist can be processed further by report 5:9.3. This determines all price calculations based on changed conditions. The price calculations are updated, with the period of validity being taken into account, and put into the pricing worklist.
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Worklist for load building
Worklists for purchasing documents and for Pricing can be processed together by report 50(%(,1
$FWLYLWLHV We recommend you run the report periodically. The time between running the report depends on the number of condition changes that are made each day.
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3UHUHTXLVLWHV You must run report 50(%(,1 beforehand. This determines and collects the conditions with the relevant changes.
$FWLYLWLHV We recommend you run the report periodically. The time between running the report depends on the number of condition changes that are made each day.
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%DFNJURXQG3URFHVVLQJ $VVRUWPHQW This section lists and briefly describes all of the important retail-specific reports in the environment of Assortments. In the 0DVVPDLQWHQDQFH screen of assortment processing, you can choose the -RERYHUYLHZ menu option to have the system analyze how the report is running.
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%DFNJURXQG3URFHVVLQJ 9DOXH2QO\$UWLFOH/LVWLQJ 8VH Report program 5:6257 generates listing conditions and article master data for value-only articles on the basis of the following changes: •
The first time the articles in a merchandise category are listed in an assortment owner.
This is the only way to list hierarchy articles and other types of value-only article. If you wish, you can use this report program to list all value-only articles in all assortment owners. This enables articles from any merchandise category to be sold at the POS.
$FWLYLWLHV We recommend you run the report daily. Report program 5:6257 is a prerequisite for POS outbound. For reasons of system performance, it should be scheduled to run before report program 5:6257 ("&KDQJHVDIWHU &RUUHFWLRQV").
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%DFNJURXQG3URFHVVLQJ &KDQJH$VVRUWPHQW $XWRPDWLFDOO\)ROORZLQJ0DVWHU'DWD&KDQJHV 8VH Report program 5:627 uses change documents to identify changes to master data and then adjusts the assortment accordingly. It can identify changes to the following types of master data: •
Site/merchandise category
•
Sources of supply for articles
•
Site layout
•
Site classification
•
Supplying site
$FWLYLWLHV We recommend you run the report daily. It is a prerequisite for POS outbound processing.
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%DFNJURXQG3URFHVVLQJ $VVRUWPHQW/LVW This section lists and briefly describes all of the important retail-specific reports in the assortment list environment.
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%DFNJURXQG3URFHVVLQJ ,QLWLDOL]LQJ2XWERXQG $VVRUWPHQW/LVW 8VH Report 5:'%%,1,is used for the initial transport of the assortment list/shelf-edge labeling data to stores with the appropriate sales organization, distribution chain and site, using selectable assortment list categories.
$FWLYLWLHV The report is only run when this data is transported to the stores for the first time. If the data is transported again, you use report 5:'%%83'
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%DFNJURXQG3URFHVVLQJ 2XWERXQG3URFHVVLQJIRU $VVRUWPHQW/LVW 8VH Report 5:'%%83' sends the relevant data to the stores.
3UHUHTXLVLWHV Assortment report 5:6257 must run beforehand.
$FWLYLWLHV It is not necessary to run the report daily. We recommend that you run the report weekly.
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%DFNJURXQG3URFHVVLQJ 3URPRWLRQ This section lists and briefly describes all of the important retail-specific reports in the Promotion environment.
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%DFNJURXQG3URFHVVLQJ 0HVVDJH%XQGOLQJ 8VH Report 5:1$6793 generates group NAST records from the individual NAST records created using output determination. This sorts article-related data at site level. When creating a promotion, start report 5:1$6793. The group NAST records generated like this are processed by the output processing program 561$67. A paper printout is then made.
3UHUHTXLVLWHV You should run report 5:1$6793 immediately before report 561$67.
$FWLYLWLHV We recommend you run the report daily.
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%DFNJURXQG3URFHVVLQJ 3ULFLQJ This section lists and briefly describes all of the important retail-specific reports in the environment of Pricing.
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%DFNJURXQG3URFHVVLQJ 3ULFLQJ:RUNOLVW%DVHGRQ &KDQJHVWR)DFWRUV5HOHYDQWWR3ULFLQJ 8VH Report 5:9.3 determines all those price calculations that are based on conditions that have changed. The price calculations are updated, with the period of validity being taken into account, and put into the pricing worklist. If you also want to automatically adjust purchasing documents, you can run report 50(%(,1 instead of generating a pricing worklist.
3UHUHTXLVLWHV Before you generate the pricing worklist, you must run the report 50(%(,1. This finds and assembles the changed conditions for further processing.
$FWLYLWLHV We recommend you run the report periodically. The time between running the report depends on the number of condition changes that are made each day.
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%DFNJURXQG3URFHVVLQJ 5HTXLUHPHQWV3ODQQLQJ This section lists and briefly describes all of the important retail-specific reports in the environment of Requirements Planning.
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%DFNJURXQG3URFHVVLQJ )RUHFDVWSHU3HULRG,QGLFDWRU 8VH Report 50352* for the forecast run is scheduled depending on the period lengths that are used. All articles for a site are always processed with a specified period indicator.
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%DFNJURXQG3URFHVVLQJ 7RWDO3ODQQLQJSHU6LWH 8VH Report 50053provides a purchase order proposal for all articles for a site with changes relevant to requirements planning (reorder point/ordering day reached) In reorder point planning, the period depends on how many articles reach the reorder point at the same time. In time-phased planning, the period depends on how the articles are distributed over the ordering days. Usually, not all the articles in a site are planned automatically, i.e. with a purchase order proposal. Total planning can be processed in parallel.
3UHUHTXLVLWHV Report 50352*must run prior to requirements planning.
$FWLYLWLHV We recommend you run the report daily.
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%DFNJURXQG3URFHVVLQJ $OORFDWLRQ This section lists and briefly describes all of the important retail-specific reports in the environment of Stock Allocation.
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%DFNJURXQG3URFHVVLQJ 0HVVDJH%XQGOLQJ 8VH Report 5:1$6793 generates group NAST records from the individual NAST records created using output determination. This sorts article-related data at site level. When creating a promotion, start report 5:1$6793. The group NAST records generated like this are processed by the output processing program 561$67. A paper printout is then made.
3UHUHTXLVLWHV You should run report 5:1$6793 immediately before report 561$67.
$FWLYLWLHV We recommend you run the report daily.
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%DFNJURXQG3URFHVVLQJ 2UGHULQJ This section lists and briefly describes all of the important retail-specific reports in the environment of Ordering.
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%DFNJURXQG3URFHVVLQJ $GMXVWLQJ3XUFKDVLQJ 'RFXPHQWVDIWHU&RQGLWLRQ&KDQJHV 8VH Report RMEBEIN determines purchasing documents (purchase orders and delivery schedules) containing changed conditions. These documents are then updated. If you also want to update all price calculations in which changed conditions appear and put them in the pricing worklist, use report 50(%(,1 to generate the pricing worklist.
3UHUHTXLVLWHV You must run report 50(%(,1 beforehand. This determines and collects the changed conditions.
$FWLYLWLHV We recommend you run the report periodically. The time between running the report depends on the number of condition changes that are made each day.
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%DFNJURXQG3URFHVVLQJ ,QYRLFH9HULILFDWLRQ This section lists and briefly describes all of the important retail-specific reports in the environment of Invoice Verification.
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%DFNJURXQG3URFHVVLQJ ,PPHGLDWH,QYRLFH9HULILFDWLRQ RU3HULRGLF,QYRLFH9HULILFDWLRQ 8VH Report 50%$%*executes invoice verification for invoices which have ,PPHGLDWHLQYRLFH YHULILFDWLRQor 3HULRGLFLQYRLFHYHULILFDWLRQset as the invoice verification category.
$FWLYLWLHV If ,PPHGLDWHLQYRLFHYHULILFDWLRQis set, the report is started during opening hours (8:00 - 17:00). If 3HULRGLFLQYRLFHYHULILFDWLRQis set, the report is started once or twice during the day, at times when the system load is low. This should be clarified with Financial Accounting. It is possible to restrict the report to specific vendors. This allows you to divide processing up into a number of jobs.
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%DFNJURXQG3URFHVVLQJ 3UHSDULQJWKH$GYDQFH5HWXUQ IRU7D[RQ6DOHV3XUFKDVHVIRU3DUNHG'RFXPHQWV 8VH Report 50%$%*formats parked vendor invoices, and vendor invoices that have not yet been correctly checked, for Financial Accounting report 5)8069(advance return for tax on sales/purchases).
$FWLYLWLHV This report is executed as and when required before Financial Accounting report 5)8069is executed.
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%DFNJURXQG3URFHVVLQJ 6XEVHTXHQW (QGRI3HULRG 6HWWOHPHQW This section lists and briefly describes all of the important retail-specific reports in the environment of Subsequent (End-of-Period) Settlement.
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%DFNJURXQG3URFHVVLQJ 6HWWOLQJ5HEDWH$UUDQJHPHQWV 8VH Report 5:0%21executes settlement of rebate arrangements.
3UHUHTXLVLWHV It is dependent on the planned settlement dates (that is the end of the validity period for the condition records) entered in Customizing. The runtime depends on the volume of vendor business volume data, purchase organization, purchasing groups, merchandise categories, tax code and settlement type.
$FWLYLWLHV You execute this report as and when required.
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%DFNJURXQG3URFHVVLQJ ([WHQVLRQRI3HULRGLF5HEDWH $UUDQJHPHQWV 8VH Report 5:0%21extends periodic rebate arrangements.
$FWLYLWLHV You should schedule the report in good time before the dates entered in Customizing, that is, before the first purchase order is created. You execute this report as and when required.
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%DFNJURXQG3URFHVVLQJ &RPSLODWLRQRI6WDWLVWLFVDQG 5HWURDFWLYH8SGDWLQJRI9HQGRU%XVLQHVV9ROXPH 8VH You can use report 5:0%21for the following activities: •
&RPSLODWLRQRIVWDWLVWLFV You can recompile vendor business volume statistics if the statistical data is incorrect. This may be necessary if the update of statistical data contained errors, for example.
•
5HWURDFWLYH8SGDWLQJRI%XVLQHVV9ROXPH You can retroactively compile vendor business volume statistics for a past period. This may be necessary if you agree a retroactive arrangement that is to be taken into account for business volume that has already recorded.
$FWLYLWLHV The report should only be run for individual cases because it takes considerable time and resources. You execute this report as and when required. 6HHDOVR Subsequent (End-of-Period) Settlement: Retroactive Updating of Vendor Business Volumes [Page 741]
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%DFNJURXQG3URFHVVLQJ 6DOHV3ULFH5HYDOXDWLRQ 8VH Report 5:9.8 generates lists of articles whose sales prices have changed in the selected period. This list has to be created for articles to be revaluated that are managed on a value-only basis and can be used as: a list for counting the stock •
an entry help for manually re-valuating stock online
$FWLYLWLHV Depending on the number of sites selected and the length of the period under review, the runtime of the report can be very long. You should therefore only run the report when necessary and when the load on the system is low.
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%DFNJURXQG3URFHVVLQJ 6KLSSLQJDQG7UDQVSRUWDWLRQ This section lists and briefly describes all of the important retail-specific reports in the Shipping and Transportation environment.
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%DFNJURXQG3URFHVVLQJ 5HSOHQLVKPHQWIRU)L[HG%LQV 8VH There are two reports within the Warehouse Management System that pertain to picking: •
:DUHKRXVH5HSOHQLVKPHQWIRU)L[HG6WRUDJH%LQV (RLLNACH1): This report shows which fixed storage bins in the warehouse currently have insufficient picking stock. The system does not do any planning based on the results.
•
3ODQQLQJ5HSOHQLVKPHQWIRU)L[HG6WRUDJH%LQV(RLLNACH2): This report shows which fixed storage bins have insufficient picking stock to fill deliveries scheduled for a specified time frame and shipping point and also carries out the planning to remedy the situation.
In both cases, the system generates transfer requirements to refill the fixed storage bins with sufficient replenishment stock for picking. It takes into account existing transfer requirements and transfer orders. The report (RLLNACH2) can be run at the end of the day so that you can see which fixed storage bins need to be refilled for the following day’s picking. The system will generate transfer requirements for that day. You can then create transfer orders from the transfer requirements, physically move the stock, and then confirm the transfer orders in the system, at which point the system posts the movement. The system views this kind of replenishment as a movement of stock from one storage type to another. Therefore, the selection screen for the report requires you to enter the storage type of the fixed storage bins in question (i.e., the destination storage type of the transfer requirements). You must also enter the site and warehouse number. You can further restrict the relevant deliveries by specifying the shipping point, multiple processing number, picking date, and goods issue date (usually the following day).
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3UHUHTXLVLWHV Replenishment master data must be maintained for the required articles.
$FWLYLWLHV We recommend you run the report once a year.
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%DFNJURXQG3URFHVVLQJ $XWR5HSOHQLVKPHQW 8VH Report RWRPL001 executes automatic replenishment. On the basis of the current stock situation, the system calculates the requirements for the customer or the plant and creates purchase requisitions, purchase orders, sales orders or delivery schedules.
3UHUHTXLVLWHV Replenishment master data must be maintained for the required materials.
$FWLYLWLHV Execute as required.
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%DFNJURXQG3URFHVVLQJ 326,QWHUIDFH This section lists and briefly describes all of the important retail-specific reports in the POS Interface environment. POS inbound processing usually takes place overnight and is triggered by the POS converter (SCS) via RFC. RFC calls POS inbound function modules, which process the incoming data.
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$FWLYLWLHV The report is only run when this data is transported to the stores for the first time. If the data is transported again, you use report 5:'32683
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%DFNJURXQG3URFHVVLQJ 3HULRGLF2XWERXQG3URFHVVLQJ IRU6WRUHV 8VH Report 5:53/ executes POS outbound processing. The quantity of data depends largely on the number of relevant master data changes.
3UHUHTXLVLWHV Assortment report 5:6257 must be executed beforehand.
$FWLYLWLHV We recommended you run this report daily after the store has closed. This requires a large amount of resources, but parallel processing is possible as the report can run simultaneously on all application servers. For further information see the report program documentation.
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%DFNJURXQG3URFHVVLQJ 5HSHDWLQJ 7HUPLQDWHG%XIIHUHG326,QERXQG3URFHVVLQJ 8VH You use report 5:'$33to restart processing of IDocs that have been buffered or for which inbound processing was terminated.
$FWLYLWLHV •
7HUPLQDWHGLQERXQGSURFHVVLQJ You can start processing IDocs at any time online or via job planning.
•
%XIIHUHG,'RFV If you decide to buffer IDocs, you must schedule report 5:'$33for the time when you want to process the data.
For further information see the report documentation.
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%DFNJURXQG3URFHVVLQJ 5HSHDWLQJ8QVXFFHVVIXO326 ,QERXQG3URFHVVLQJ 8VH You use report 5%'0$1,1to reprocess specific IDoc data that was not processed in a previous attempt.
$FWLYLWLHV If overnight inbound processing was unsuccessful, and the fault has been repaired (for example, missing master data has been entered), you can plan report 5%'0$1,1as a regular job or start it online. For further information see the report documentation.
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%DFNJURXQG3URFHVVLQJ ,QIRUPDWLRQDQG3ODQQLQJ 6\VWHP Report processing is not essential in the Information System. If certain functions (e.g. periodic exception analysis) are used, or large quantities of data are processed (e.g. creation of new statistics), reports are used. Requirements can be classified as follows: •
6WDQGDUGDQDO\VHV All standard analyses can be run as reports, e.g. as selection versions, in the case of evaluations that affect performance.
•
3HULRGLFRUHYHQWRULHQWHGHYDOXDWLRQVLQWKH(DUO\:DUQLQJ6\VWHP These evaluations must be run as reports.
•
)OH[LEOHDQDO\VHV These evaluations can be run as reports. This must be defined first. The evaluation can be started online or planned as a job.
•
&UHDWLRQRIQHZVWDWLVWLFV You must create new statistics using a report.
•
$GPLQLVWUDWLYHDFWLYLWLHV Tasks in this area, such as copying information structures, should be run as reports wherever possible.
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%XVLQHVV3URFHVVHV 8VH The following describes which business processes in SAP Retail are assigned to which organizational areas. The organizational areas are: •
Headquarters
•
Distribution center
•
Store
•
Sales office
The business processes are listed for each organizational area by subject area (such as Purchasing or Merchandise Logistics). By navigating in this way, you obtain an overview of the business processes, as it allows you to view the processes independently of the function documentation. Only certain processes are relevant for each individual organizational area. This narrows down the view on the documentation to one specific area, showing all the processes that are used in that area (for example, in the store).
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3URFHVVHVDW+HDGTXDUWHUV Usually members of this organizational area perform the following business functions:
0DVWHU'DWD 6LWH0DVWHU Site Processing [Page 132] Site Block [Page 140]
9HQGRU0DVWHU Vendor Processing [Page 216] Vendor Block [Page 226]
$UWLFOH0DVWHU Article Processing [Page 310] Article Block [Page 315]
0HUFKDQGLVH&DWHJRULHV Characteristics Processing [Page 399] Merchandise Category Processing [Page 339] Article and Merchandise Category Reclassification [Page 348]
&RQGLWLRQV0DVWHU Condition Processing (Vendor) [Page 362]
&XVWRPHU0DVWHU Customer Processing [Page 386] Customer Block [Page 389]
&ODVVLILFDWLRQ Characteristics Processing [Page 399] Reclassification of Objects in Hierarchical Class Types [Page 402]
6WUDWHJLF6DOHV $VVRUWPHQW3ODQQLQJ Assortment Module Maintenance [Page 436] Assortment Assignment Maintenance [Page 438] Assortment Processing [Page 441] Assortment User Assignment Maintenance [Page 443] Assortment List Generation [Page 445]
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3URGXFW&DWDORJ Product Catalog Processing [Page 467]
3URPRWLRQV Promotion Processing [Page 517]
3ULFLQJ Sales Price Calculation [Page 560] Pricing Work List Processing [Page 563]
3XUFKDVLQJ $OORFDWLRQ Allocation Table Processing [Page 626] Allocation Rule Processing [Page 633] Allocation Rule Generation [Page 637] Generation of Documents Following On From the Allocation Table (Follow-On Document Generation) [Page 641] Allocation Table Notification Processing [Page 646] Adjusting the Allocation Table Referencing a Goods Receipt [Page 650]
2UGHULQJ Contract Processing [Page 688] Scheduling Agreement Processing [Page 693] Purchase Requisition Processing [Page 698] Purchase Requisition Assignment [Page 703]
,QYRLFH9HULILFDWLRQ Invoice Entry [Page 709] Difference Processing (Invoice Verification) [Page 711] Automatic Invoice Verification [Page 713] Blocking Reason Processing (Invoice Verification) [Page 716]
6XEVHTXHQW6HWWOHPHQW Volume Rebate Arrangement Processing (Vendor) [Page 768] Settlement Accounting: Conditions Requiring Subsequent Settlement (Vendor) [Page 776]
0HUFKDQGLVH/RJLVWLFV *RRGV5HFHLSW
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Goods Receipt Processing (Store) [Page 840]
,QYHQWRU\0DQDJHPHQW Reservation Processing [Page 887] Stock Transfer in a Single Step [Page 910] Stock Transfer in Two Steps [Page 917] Special Stock Movements (Store) [Page 928]
9DOXDWLRQ Sales Price Revaluation [Page 961]
,QYHQWRU\ Physical Inventory Processing [Page 1013] Physical Inventory (Store) [Page 1027]
6DOHV 6WRUH2UGHU Store Order Processing [Page 1097]
5HSOHQLVKPHQW Replenishment [Page 1124]
6DOHV2UGHU3URFHVVLQJ Sales Order Processing [Page 1143]
%LOOLQJ Billing Document Processing [Page 1154] Invoice List Processing [Page 1157] Rebate Settlement (Customer) [Page 1159]
'LVWULEXWHG5HWDLOLQJ 326,QWHUIDFH2XWERXQG POS Outbound: Master Data Preparation [Page 1180]
326,QWHUIDFH,QERXQG Sales/Returns (Store) [Page 1202] Financial Transactions (Store) [Page 1204] Master Data Processing (Store) [Page 1205]
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3URFHVVHVLQ'LVWULEXWLRQ&HQWHUV Usually members of these organizational areas perform the following business functions:
6WUDWHJLF6DOHV $VVRUWPHQW3ODQQLQJ Assortment Module Maintenance [Page 436] Assortment Assignment Maintenance [Page 438] Assortment Processing [Page 441] Assortment User Assignment Maintenance [Page 443] Assortment List Generation [Page 445]
3XUFKDVLQJ $OORFDWLRQ Allocation Table Processing [Page 626] Allocation Rule Processing [Page 633] Allocation Rule Generation [Page 637] Generation of Documents Following On From the Allocation Table (Follow-On Document Generation) [Page 641] Allocation Table Notification Processing [Page 646] Adjusting the Allocation Table Referencing a Goods Receipt [Page 650]
2UGHULQJ Purchase Requisition Processing [Page 698]
0HUFKDQGLVH/RJLVWLFV *RRGV5HFHLSW Goods Receipt Planning [Page 827] Rough Goods Receipt Processing [Page 829] Goods Receipt Processing with Reference Document [Page 831] Goods Receipt Processing Without Reference Document [Page 835] Return Delivery [Page 842]
,QYHQWRU\0DQDJHPHQW Stock Transfer in a Single Step [Page 910] Stock Transfer in Two Steps [Page 917] Sales Price Revaluation [Page 961]
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:DUHKRXVH0DQDJHPHQW Stock Placement Processing [Page 967] Stock Placement Strategies [Page 971] Stock Removal Processing [Page 972] Stock Removal Strategies [Page 976] Shipping Unit Storage [Page 977] Replenishments to Be Planned for Fixed Storage Bins [Page 983]
,QYHQWRU\ Physical Inventory Processing [Page 1013]
6KLSSLQJ Route Schedule Processing [Page 1034] Delivery Processing [Page 1037] Packing Processing [Page 1047] Goods Issue Processing [Page 1053]
6DOHV 5HSOHQLVKPHQW Replenishment [Page 1124]
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3URFHVVHVLQ6WRUHV Usually members of these organizational areas perform the following business functions:
6WUDWHJLF6DOHV $VVRUWPHQW3ODQQLQJ Assortment Module Maintenance [Page 436] Assortment Assignment Maintenance [Page 438] Assortment Processing [Page 441] Assortment User Assignment Maintenance [Page 443] Assortment List Generation [Page 445]
3XUFKDVLQJ $OORFDWLRQ Allocation Table Notification Processing [Page 646]
2UGHULQJ Purchase Requisition Processing [Page 698]
0HUFKDQGLVH/RJLVWLFV *RRGV5HFHLSW Goods Receipt Planning [Page 827] Rough Goods Receipt Processing [Page 829] Goods Receipt Processing with Reference Document [Page 831] Goods Receipt Processing Without Reference Document [Page 835] Goods Receipt (Store) [Page 837] Return Delivery [Page 842]
,QYHQWRU\0DQDJHPHQW Stock Transfer in a Single Step [Page 910] Stock Transfer in Two Steps [Page 917] Special Stock Movements (Store) [Page 928] Sales Price Revaluation [Page 961]
3K\VLFDO,QYHQWRU\ Physical Inventory Processing [Page 1013] Physical Inventory (Store) [Page 1027]
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6WRUH2UGHU Store Order [Page 1093]
5HSOHQLVKPHQW Replenishment [Page 1124]
'LVWULEXWHG5HWDLOLQJ 326,QWHUIDFH,QERXQG Sales/Returns (Store) [Page 1202] Non-Cash Payment (Store) [Page 1203] Financial Transactions (Store) [Page 1204] Master Data Processing (Store) [Page 1205]
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3URFHVVHVLQ6DOHV2IILFHV Usually members of these organizational areas perform the following business functions:
0DVWHU'DWD &XVWRPHU0DVWHU Customer Processing [Page 386] Customer Block [Page 389]
6WUDWHJLF6DOHV $VVRUWPHQW3ODQQLQJ Assortment Module Maintenance [Page 436] Assortment Assignment Maintenance [Page 438] Assortment Processing [Page 441] Assortment User Assignment Maintenance [Page 443] Assortment List Generation [Page 445]
3URGXFW&DWDORJ Product Catalog Processing [Page 467]
3URPRWLRQV Promotion Processing [Page 517]
3ULFLQJ Sales Price Calculation [Page 560]
3XUFKDVLQJ 2UGHULQJ Purchase Requisition Processing [Page 698]
0HUFKDQGLVH/RJLVWLFV ,QYHQWRU\0DQDJHPHQW Reservation Processing [Page 887]
6DOHV 6DOHV2UGHU3URFHVVLQJ Sales Order Processing [Page 1143]
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Billing Document Processing [Page 1154] Invoice List Processing [Page 1157] Rebate Settlement (Customer) [Page 1159]
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0DVWHU'DWD Master data contains all the most important information on sites, vendors, and customers as well as on all the articles involved. This information also includes pricing and cycle control data and is stored in the system for retrieval when the user processes business transactions. When master data is maintained in full and correctly, the time required to process transactions can be drastically reduced, as the system automatically copies the master data you have already maintained to the relevant fields. All types of master data can be grouped together in the Classification System and analyzed. This section describes the various types of master data and how you can work with them. The following types of master data exist in SAP Retail: •
Site [Page 113] The site master contains data on sites such as the address, assignment to other organizational units, size, opening hours, control information, classification information, departments, merchandise categories, and receiving points
•
Vendor [Page 148] The vendor master contains information on vendors such as name and address, the currency in which the vendor works, and the vendor number (used in SAP Retail as the account number).
•
Article [Page 232] The article master contains data on all the individual articles that a company purchases, sells or produces. An article master record includes information such as the unit of measure and the description of the article. Other SAP components access the data contained in the article master.
•
Merchandise category [Page 318] Articles can be grouped together into merchandise categories. These groups can serve as a basis for Inventory Management, analyses, and other logistics functions.
•
Conditions [Page 353] Conditions contain information on arrangements used for pricing in purchasing and sales. These can be freely defined and stored at a number of levels with relevant periods of validity.
•
Customer [Page 369] Master data can be stored for each individual customer. This includes general data such as the address, sales data (contact person, departments, merchandise categories and unloading points, for example) and accounting data (such as bank details).
6HHDOVR Organizational structure [Page 34] Classification [Page 394] Season [Page 471] POS interface - outbound [Page 1171]
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6LWH 3XUSRVH A site is an organizational unit used in SAP Retail to document goods stored in distribution centers and stores for the purposes of inventory management, and to model the associated business processes, such as goods receipt, physical inventory and goods issue. The site master contains information on all the sites, that is all distribution centers and stores, in your company. This information is stored in master records for each individual site. The data contained in a site’s master record then appears as default values for a wide variety of business processes.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV Storing the master records centrally and sharing them between applications means that you only have to enter data once. If a site has a change of address, for example, the new address only ever has to be entered once.
,QWHJUDWLRQ A site is an independent unit that has its own Inventory Management and orders its own stock. A site can, however, be considered as a customer, since sales functions, such as delivering and billing, are carried out by head office for the site. This is why a site is always maintained in SAP Retail in its capacity as a customer. A distribution center is also a vendor (creditor), as it supplies merchandise to other sites. %XVLQHVVSURFHVVHVDQG SURFHGXUHV
Organizational areas Headquarters [Page 103]
Site processing [Page 132]
•
Site block [Page 140]
•
Distribu tion Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
6HHDOVR Organizational structure [Page 34] Vendor [Page 148] Customer [Page 369] Assortment: subsequent listing [Page 421]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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6LWH 'LVWULEXWLRQ&KDLQVDQG6LWH&DWHJRULHV Sites are grouped together in GLVWULEXWLRQFKDLQVfor marketing purposes. For example: •
Chain of supermarkets with the same logo
•
Home improvement centers in a company
•
Wholesale chains of a company
In SAP Retail, a distribution chain consists of a sales organization and a distribution channel. You can maintain data relevant to sales, such as conditions or assortments, for each distribution chain. For organizational reasons (compilation of statistics, for example), a site is assigned to only one distribution chain. However, deliveries can still be made to a distribution chain from a number of distribution centers. In the same way, one distribution center can supply goods to a number of distribution chains. Each site is part of a company code. It is an independent unit that has its own Inventory Management and orders its own stock. Goods are procured referencing one or more purchasing organizations and are sold referencing one or more distribution chains. In retailing, one distribution chain is defined as the default for store trading. There are two types of site in SAP Retail: •
'LVWULEXWLRQ&HQWHU Enables other sites and/or customers to be supplied quickly with goods A distribution center is assigned to a purchasing organization, and may also be assigned to a distribution chain for the purposes of sales price valuation, stock transfers and statistics. A distribution center can also supply a number of distribution chains. In the same way, a site can also be supplied with goods from different distribution chains.
•
6WRUH Location in which goods are put on sale to the consumer A store is assigned to one purchasing organization and one distribution chain.
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6LWH 1XPEHU$VVLJQPHQW Every site master record is assigned a unique number for identification purposes. The number given to the customer and vendor master records assigned to the site is usually the same number as the site, but it can differ. You require this number to call the master record or enter purchase orders. ´ Wherever possible, customer and vendor master records should have the same number. This makes it easier for you to use the functions which are based on this data. The Classification System, for example, uses the customer number. Numerical site numbers are extended to ten-digit numbers in the vendor and customer data (e.g. site 2500, customer 0000002500). However, they can be used in the same way. When you create a site master record, you have to enter the number manually (referred to as external number assignment). The system makes sure that the number you enter has not been assigned to any other object. How numbers are assigned, and which number range is used, for vendors and customers is determined by the account group of the site profile you have to enter when you create a site master record.
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6LWH 6LWH3URILOHV When you create a site master record, you have to specify a site profile. Site profiles are used to differentiate site categories (distribution center or store) and control maintenance functions. The following site profiles are available: •
Distribution center
•
Store without internal settlement All the transactions in the supply chain in this case take place within the same company code. From the point of view of the distribution center, no sales transaction takes place. The system therefore switches off the sales and billing screens in this case.
•
Store with internal settlement From the point of view of the distribution center, sales transactions involve different company codes. The sales and billing screens are available.
•
Store with external settlement Stores that do not belong to the company are supplied by the distribution center.
•
Wholesale customer This is a normal customer that is created as a site so that you can use site functions (such as the allocation tables, promotion, receiving points).
•
Franchisee A franchisee is a merchant who operates as an independent company funded by equity capital and offers goods or services using a standardized marketing strategy in stores owned by a franchiser.
Site profiles are assigned accounts groups (customer/vendor) and site categories (distribution center or store). The account groups mainly control number assignment and screen modification. You define the available site profiles in Customizing. ´ Once you have created a site you cannot change the site profile or the site category. Changes to the screen modification group in the site profile apply for all sites. However, changes to the site category only apply to sites created after you made the changes.
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6LWH )UDQFKLVHH A franchisee is a merchant who operates as an independent company funded by equity capital and offers goods or services using a standardized marketing strategy in stores owned by a franchiser. In the SAP system, a franchisee is modeled as a site in the site master. You must assign this site to a company code. There are two ways of doing this: •
If Financial Accounting is not active for the franchisee, it can be assigned to a company code which is used for all franchisees without Financial Accounting. This company code can be considered a “dummy” company code.
•
If Financial Accounting is active for the franchisee, it must be assigned to its own company code. All the stores of a franchisee are assigned to the appropriate company code. In this case, the company code is an additional grouping characteristic.
You can activate Inventory Management for a franchisee, regardless of whether it has its own company code or is assigned to a dummy company code. You must make the relevant Customizing settings for updating quantities and values for each material type. If Inventory Management is not active for a franchisee, the appropriate settings must be made for this in Customizing (updating quantities/values for each material type). The fact that there may not be a setting for a material type does not mean that quantities and values will automatically not be updated for the material type. If the settings are made for each material type, and updating quantities and values is not specified, the system does not create the required data retention levels in the article master. This avoids unnecessary data. If a franchisee has been assigned to a dummy company code, and Financial Accounting is subsequently activated, the franchisee can be assigned to its own company code in the site master. Special tools are available for copying franchisee data to the new company code.
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6LWH 'DWD6HWVDQG'DWD0DLQWHQDQFH/HYHOV A site master record comprises the following data sets: •
General data
•
Customer Data
•
Vendor Data
*HQHUDOGDWD This contains information on the site that is valid for the whole client. This includes: •
Name and address of the site.
•
Organizational data on how the site is assigned to other organizational structures.
•
Opening times
•
Information on sales price valuation and the profiles assigned for value-based Inventory Management
•
Listing information
•
Purchasing data on replenishment planning, automatic purchase order creation, regular vendors, source list requirements and the region of supply
•
Information on interfaces for communicating with subsystems.
•
Layout data with information on total sales area, layout and area schemas.
•
Blocking information
•
Tax information for US sites (e.g. jurisdiction code)
The following data can also be stored in the site master record: •
Departments (per site)
•
Merchandise categories (per site)
•
Receiving points (per site)
•
Supplying sites (per merchandise category and site)
•
Merchant ID
&XVWRPHU'DWD Since a site performs the functions of a customer in certain cases, this set of data is the same as that in the customer master.
9HQGRU'DWD Since a site performs the functions of a vendor in certain cases, this set of data is the same as that in the vendor master. 6HHDOVR Vendor [Page 148]
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6LWH 'DWD6HWVDQG'DWD0DLQWHQDQFH/HYHOV Customer [Page 369]
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6LWH 5HIHUHQFH6LWH You can enter a reference site when you create a new site. The following data is copied from the reference site: *HQHUDOSODQWGDWD 2UJDQL]DWLRQDOGDWD •
Company code (table 002K, field BUKRS)
•
Purchasing organization (table 001W, field EKORG)
•
Sales organization (table 001W, field VKORG)
•
Distribution channel (table 001W, field VTWEG)
•
Division (table 001W, field SPART)
•
Sales district (table 001W, field BZIRK)
•
Sales office (table RF1, fields VKBUR and WRK)
&DOHQGDU •
Calendar (table 001W, field FABKL)
9DOXDWLRQ,QYHQWRU\0DQDJHPHQW •
Valuation area (table 001K, field BWKEY)
•
Valuation grouping code (table 001K, field BWMOD)
•
Profile for inventory management on value basis (table 001K, field WBPRO)
•
Indicator for sales price valuation (table 001K, field XVKBW)
•
Revaluation profile (table 001K, field UPROF)
•
Sales organization retail price reduction (table RF1, field BWVKO)
•
Distribution channel retail price reduction (table RF1, field BWVTW)
•
Negative stocks permitted (table 001K, field XBKNG)
•
Batch status management (table 001W, field CHAZV)
•
Stock correction tolerance (table 001K, field BDIFP)
•
Sales area determination (table 001W, field VTBFI)
/LVWLQJ •
Indicator for listing conditions (table RF1, field KZLIK)
•
Indicator for subsequent listing (table RF1, field NLMATFB)
•
Listing procedure for store types (table RF1, field LSTFL)
•
Basic listing rules (table RF1, field LIGRD)
5HSOHQLVKPHQWSODQQLQJ •
Requirements planning (table 001W, field BEDPL)
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SOP plant (table 001W, field WKSOP)
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Regular vendor (table 001W, field BZQHL)
•
Automatic purchase order conversion (table RF1, field AUTOB)
•
Source list requirement (table 001W, field KORDB)
•
Conditions at plant level (table 001W, field KKOWK)
•
Supply region (table 001W, field ZONE1)
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Distribution profile (table 001W, field FPRFW) (up to now without function)
326,QWHUIDFH •
POS outbound profile (table RF1, field KOPRO)
•
POS inbound profile (table RF1, field INPRO)
•
Assortment list profile (table RF1, field BBPRO)
/D\RXW •
Layout ( table RF1, field LAYVR)
•
Area schema (table RF1, field FLVAR)
•
Sales area (table RF1, field VERFL)
•
Sales area unit (table RF1, field VERFE)
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Node type supply chain network (table 001W, field NODETYPE)
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•
Departments (table RF4)
•
Merchandise categories (table RF6)
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6LWH 'HILQLWLRQV This section describes the relationship between merchandise categories, departments, receiving points and goods recipients. •
'HSDUWPHQWV A store can be divided into GHSDUWPHQWV and UHFHLYLQJSRLQWV. Stores are divided into departments for the purposes of retail management. Departments play an important role in store-internal logistics. A department can be assigned to one receiving point.
•
0HUFKDQGLVH&DWHJRULHV Information can be stored at VLWHPHUFKDQGLVHFDWHJRU\ level. This is important for the listing of articles and Inventory Management on a merchandise category level. A merchandise category can be assigned to a department at site level. Depending on the profile for value-based inventory management, you can define how inventory management is to be carried out per merchandise category. The merchandise category to which an article belongs allows the following information to be determined for the supply of a store with merchandise:
•
–
The department to which an article usually belongs. Example: Article 4711 belongs to merchandise category XY
–
The receiving point to which a department is assigned. Example: Department G is assigned receiving point 3rd floor
–
The unloading point to which the receiving point is assigned. Example: Receiving point 3rd floor is assigned unloading point DOCK1 and goods recipient 1023
5HFHLYLQJ3RLQWV A store can have more than one XQORDGLQJ point. The carrier delivers goods to these unloading points. A store has several GHSDUWPHQWV. Departments can be determined for every store and merchandise category. When goods are received in a store, the system can automatically determine the department for every item in the delivery. A store also has several UHFHLYLQJ points. Every receiving point can be assigned one of the unloading points. Every department can be assigned a receiving point (in the case of department stores, for example). The receiving point is located close to the goods recipient. The receiving point can be determined automatically via the merchandise category and the store concerned. This can be changed by the user, however. The receiving point can be printed on delivery documents. Only items destined for the same receiving point can be contained in the one package.
•
6XSSO\LQJ6LWHV Supplying (delivering) sites can be entered at merchandise category level to facilitate supply source determination. You can define a supplying site at site level as a default value. They can be maintained for different periods of validity.
•
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6LWH 'HILQLWLRQV The merchant ID is used for the settlement of payments made with payment cards (credit cards, procurement cards etc.) with the clearing house. The merchant ID is issued to retailers by the clearing house. If a site communicates with different clearing houses, different merchant IDs are possible. 6HHDOVR Organizational structure [Page 34] SD - Sales and Distribution Processing: Payment card processing [Ext.] FI - Accounts Receivable and Accounts Payable Accounting Payment cards [Ext.]
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6LWH &XUUHQF\&KDQJHRYHU 8VH The 326FXUUHQF\ field in the POS data of the site master prevents you from having to convert the currency for all the sites in a company code at the same time as you convert the currency for the company code. In this field, you define the currency in which a site is managed in R/3.
)HDWXUHV When you install R/3 or when you upgrade to R/3 Release 4.0, this field is automatically filled with the currency of the appropriate company code. This store currency applied until you enter a new currency in the field - even if you change the company code currency. The POS currency makes use of change documents and thus allows a history to be managed. This enables you to determine the currency valid at the time a sale was transacted even after conversion has taken place.
$FWLYLWLHV Maintain the new currency in the 326FXUUHQF\field of the site in question. After you change the currency, make sure that the new prices are transferred to the POS systems involved. You can execute the functions required directly using reports, using SAP Business Workflow or via the currency changeover interface in SAP Retail. 5HIHUWR Currency Changeover in Retail (euro) [Page 1244] POS Interface - Inbound: Currency Changeover (Euro) [Page 1196] Currency Changeover Interface for Retail [Ext.] BC - Workflow Scenarios in the Applications: Currency Changeover in Retail (LO-MD) [Ext.]
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6LWH *URXSV Sites can be grouped together. One site can be assigned to several groups. A site group does not have any master data or movement data. It is used simply as a method of ensuring that data is maintained for all the individual objects assigned to it (for example, in making mass article changes). Grouping sites together has the following advantages: •
It simplifies the maintenance process For example, you can change a large number of articles for a large number of stores without having to make the changes in all the stores individually.
•
It allows best possible use of store characteristics For example, a promotion can be carried out in all the stores of the same size in a particular region.
•
It allows you to maintain data in sites for information only For example, you can enter the number of employees in a certain group of stores.
Site groups are used mainly in the following functions: •
Allocation table
•
Promotion
•
Listing
•
Supply source determination
•
Mass article maintenance
•
Information System
Site groups are created as classes in the Classification system. The groups can be valid for different periods of time, depending on the class type. The class type also determines whether a site can be assigned to one or more groups. Site group applications are used to determine how classes are used. The following views are available in the standard system: •
Allocation table
•
Promotions
The class type used to create the site groups is stored for every application. The standard system contains class type 30 (sites, not strictly hierarchical) and 35 (sites, strictly hierarchical). 6HHDOVR Classification [Page 394]
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6LWH 6LWH/D\RXW 8VH It is often desirable for stores belonging to the same distribution chain, or departments in a store, to have the same system of merchandise presentation and shelving structure, regardless of their size. This allows customers to find their way better round a store, no matter whether it is their home store or a store in a different town, and therefore provides greater customer satisfaction. To achieve this, you can define site layouts in SAP Retail. You assign these layouts to sites or individual departments. A site layout is divided into layout areas. Layout areas in turn are divided into layout modules, which articles are assigned to.
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The structure of a layout is described below: •
/D\RXWEHUHLFK The OD\RXWPRGXOH is a group of articles put on sale in the same place in a store or /D\RXWEDXVWHLQ 2EVWUHJDO 2EVW department. It can correspond to one or more shelves. You can define the fixed position of the articles within a layout module.
•
The VLWHOD\RXWconsists of a number of layout areas. Layout areas are used to divide /D\RXWEHUHLFK up the space in a site or department. 6ZDUHQUHJDO
•
The OD\RXWDUHD reflects how6ZDUHQ the layout modules in the site layout are arranged in the space available. A layout module can occur in several layout areas in a site layout.
/D\RXWEDXVWHLQ
Articles can be located in one or more places in a store. In/D\RXWEHUHLFK the basic data of the article master for 5HLQLJHUUHJDO each article, you can define a main layout module and a number of additional layout modules that are to contain the article. You can /D\RXWEDXVWHLQ enter a sort sequence to define the precise placement of articles within a layout module. The sequence of articles you determine is then reflected in the 5HLQLJXQJVPLWWHO assortment list, which is sorted in the same way for printing/D\RXWEHUHLFK purposes.
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You can also specify that the assortments to be assigned to a site layout may only consist of the articles included in the site layout. A store or department can also be assigned an area schema that provides you with a basic profitability analysis for the area. You give an area weighting to the layout area by defining area portions that indicate the relative area portion of the layout area within the site layout. ´ •
Total area points: 10,000
•
Total sales area of store: 1,000 shelf meters
•
Area portion of layout module ELECTRONICS in store: 200 area points
•
Sales volume in layout module ELECTRONICS: $1,000
•
Sales volume of the store $500.000
These details provide the following profitability analysis for layout module ELECTRONICS: •
Share of sales volume / area: 0.1
•
(2% of area and 0.2% of sales volume)
6HHDOVR
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6LWH 6LWH/D\RXW Assortment: assortment list [Page 427] Product catalog [Page 452]
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6LWH 8VHRI,QGXVWU\0DVWHU'DWD &RQYHUWLQJ,QGXVWU\3ODQWVWR5HWDLO6LWHV So that you can use Retail functions for sites created in the industry environment (industry plants), you must convert these to retail sites. You can then assign retail-specific information to them. You can convert an existing industry plant to a retail site by creating a new site. The system recognizes that the industry site exists and adds the retail-specific data and customer information. As when you create a new retail site, you can use a reference site. The system then copies data and Customizing settings.
&RQYHUWLQJ&XVWRPHUVWR5HWDLO6LWHV You can also convert existing customers to retail sites. You do this by creating a new retail site. When assigning this customer to a site, you can use an existing industry plant or enter the new site which is to be created. If the site already exists, then the retail-specific data is added to it. In the initial screen for the customer, the system suggests a customer number which is the same as the site number. You can overwrite this with the existing customer number. The system recognizes that this customer exists and displays a dialog box. Here, you can assign the existing customer to a site or enter a different customer. When you create the new site, you can change an existing customer or add sales or company code data. You can also assign existing vendors when you create a site, and change or add data relating to these.
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6LWH 6LWH'LVFRQWLQXDWLRQ If you no longer require sites that are created in the system, you can discontinue them. The related master data is normally archived first. There are two steps in this process: 1. The system checks whether it is able to delete the data, and if so records this in archive files. If a data record is still used in other functions, the system does not store this in the archive file. 2. A deletion program reads the archive file for the data record and deletes the data that is flagged for deletion from the database. Data is archived using the Archive Development Kit (ADK). The ADK contains an archiving object for every object that can be archived. You may need to transfer archived and deleted master data back to the system. For this reason there is a reloading program for most master data. A site always contains customer data, and may also contain vendor data. A site is archived in three steps to take account of this: 1. Customer data is archived (archiving object FI_ACCRECV) 2. Vendor data is archived (archiving object FI_ACCPAYB) 3. General site data is archived (archiving object WS_ACSITE) This process ensures that the customer and vendor data for a site is archived in the appropriate customer and vendor archive files. The advantage of this is that customer or vendor data which is needed at a later date can be accessed directly from the appropriate archive files. See CA - Archiving and deleting application data: Archiving general site data (LO-MD-PL) [Ext.] 6HHDOVR CA - Archiving and deleting application data: Overview [Ext.]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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6LWH3URFHVVLQJ 3XUSRVH This business process allows you to create sites. Sites can carry out the functions of a YHQGRU as well as those of a FXVWRPHU. When sites carry out vendor functions, they provide goods for other customers or sites. When sites carry out customer functions, they receive goods or services from external vendors or other sites. When a site is created in the system, you not only create a set of general data (such as the address and inventory management information) on the site, you also create data on the customer functions of the site. If the site profile requires you to create the site as a customer, you must enter the customer data in the system. By maintaining additional data, you can, for example, assign merchandise categories to the sites and define supplying sites which can be later included in supply source determination. You can use a reference site and a copying rule to reduce the amount of data you have to enter. This enables you to copy the Customizing settings from one site to another. SAP Retail enables you to maintain all the necessary data for a site in a single transaction. This transaction can be divided into the following areas (views): •
General site data
•
Customer data (site in its capacity as a customer)
•
Vendor data (site in its capacity as a vendor)
•
Additional site data
•
Copying Customizing settings using a reference site
6WHSVLQWKH3URFHVV 1. You assign the site a number and a site profile (which you use to define the site category and the type of settlement).You can also enter a reference site. 2. You assign the site organizational units. 3. You maintain the general site data. 4. You maintain the customer data for the site, such as general customer data, company code data for the customer (optional), and sales area data for the customer (optional). 5. Depending on your requirements, you maintain additional data, such as the supplying sites, the departments and the merchandise categories. 6. You maintain vendor data for the site if the profile allows this. This includes general vendor data, company code data for the vendor (optional), and purchasing organization data for the vendor (optional). 7. If required, you evaluate the characteristics of the site (such as the store manager and number of employees). 8. If required, you copy the Customizing settings from the reference site. 9. The site is now created. The system has also created an assortment that the merchandise categories of the site are assigned to. The assortment has the same
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number as the site master, providing this has not already been assigned. If it has, an internal number is determined.
5HPDUNV •
If you want to create departments for sites, you have to define these first in Customizing .
6HHDOVR Customer processing [Page 386] Vendor processing [Page 216]
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6LWH3URFHVVLQJ 3URFHGXUH To create a site master record, proceed as follows: 1. On the Site Create: Initial Screen [Ext.] enter the site number, a site profile, and the reference site number if you are using one. Choose ENTER. The screen for entering general site data appears. ´ •
The VLWHSURILOH determines the category of site involved (store or distribution center) and how merchandise is to be settled up between the sites (with internal settlement, without internal settlement, external settlement). The site profile can also contain a reference site and a copy rule for the Customizing settings that are to be copied from the reference site to the new site. The site profile also determines which fields are displayed on subsequent screens and whether the fields are optional or compulsory. If you only enter a reference site, the system will always use the site profile defined for that reference site. You can display the site profile on the subsequent screen by choosing menu path &XVWRPL]LQJ → &RQWURO → 6LWHSURILOHVFXUUHQW.
•
If you enter a reference site on the initial screen, the system proposes general site master data (merchandise category, organizational data, departments, etc.) from the reference site.
2. Maintain the JHQHUDOGDWD for the site. •
2UJDQL]DWLRQ&DOHQGDU –
3XUFKDVLQJRUJDQL]DWLRQ If you do not enter a purchasing organization, all purchasing organizations the site is assigned to in Customizing will be responsible for the site.
–
'LVWULEXWLRQFKDLQ VDOHVRUJDQL]DWLRQDQGGLVWULEXWLRQFKDQQHO Enter the distribution chain to which the site belongs. A site is assigned to exactly one distribution chain. On the basis of this assignment, the site can use this distribution chain as a means of supply. In the customer data, you maintain sales segments which the site is allowed to procure merchandise from.
´ You can only assign a number of distribution chains (which the site can procure merchandise from) and different purchasing organizations once you have created a site and subsequently changed it via 6LWH→&KDQJH On the change general site data screen choose the option for distribution chains for site or for purchasing organization. A new window appears. You can maintain further assignments here. •
*HQHUDOVLWHGDWD relating to the address, valuation and inventory management, assortment listing, replenishment planning, purchasing, POS (e.g. assortment list), and layout.
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´ •
You can either maintain layout data in the general data for the whole site or at departmental level.
•
When you create a site, you can set a client-wide block for specific customer activities for a specific period. To do so, maintain the data in the %ORFN field group. The block is only activated by a batch run.
3. Maintain the customer data for the site (Customer Processing for Site: Procedure [Page 136]). 4.
In the steps that follow, maintain the additional data for the site (Additional Site Data: Procedure [Page 137]).
5. Maintain the vendor data for the site (Vendor Processing for Site: Procedure [Page 139]). 6. From the menu, choose &XVWRPL]LQJ → &RS\IRUVLWH. If you have entered a reference site, the system will display the Customizing settings that will be copied that will be copied when you save. If you have not yet assigned a reference site to a site or if you wish to assign a different one, enter the site number and choose /LVW→1HZVHOHFWLRQ. The system will then display the relevant tables. You can also use a different copy rule to enable you to copy fewer Customizing settings, for example. The different colors are used to show which tables contain entries for the reference site and which do not. By double-clicking on a line, you can change the entries for the reference site in the relevant Customizing tables. ´ If you make changes to Customizing settings for a reference site, these changes are not updated in sites which the settings have already been copied to. Choose /LVW→&RQILUP to copy the table entries and their contents. 7. Save your entries.
1RWHVDQG5HPDUNV •
Changes you subsequently make to the site profile only affect the field status and the account group of the vendor (providing vendor data has not yet been created).
•
The fact that the site number is entered in the customer and vendor masters and the customer and vendor numbers are entered in the site master means that there is a link between the different functions carried out by a site (site, vendor, customer).
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&XVWRPHU3URFHVVLQJIRU6LWH 3URFHGXUH You start in the screen for general site data in the transaction for creating a site. To maintain the YHQGRUmaster record for a site (in its capacity as a customer), proceed as follows: 1. Choose *RWR → &XVWRPHU. The initial screen for creating a customer appears. 2. This screen contains default organizational data proposed from the site profile. ´ If, in addition to general customer data, you wish to create data that only applies to a particular company code and distribution chain, you must also enter the relevant company code and distribution chain. You can only enter sales transactions (such as sales orders) for a customer if you have entered distribution chain-specific data for that customer. Furthermore, you can only bill for a transaction if the payer has been maintained from a Financial Accounting view (data specific to the company code). Creating Customer Data For Other Organizational Units: Using the &KDQJHVLWH transaction, you can create customer data for other company codes/distribution chains. To do so, choose &XVWRPHU from the change screen for general data. The customer selection list appears. Choose &XVWRPHU→ ([WHQG By pressing ENTER you proceed to all the subsequent data screens in the customer master record. 3. On these screens you can maintain the customer data relevant to the site: –
General data (e.g. marketing, payment transactions, unloading points)
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Company code data (e.g. account management, correspondence, insurance)
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Sales area data (e.g. sales, distribution, billing)
´ Some of the screens require you to enter specific data or are logically linked to other screens, which you branch to via pushbuttons. 4. Once you have gone through all screens, the general site data screen reappears. 6HHDOVR Creating a Customer (Sold-To Party): Procedure [Page 387]
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$GGLWLRQDO6LWH'DWD 3URFHGXUH You start in the screen for general site data in the transaction for creating a site. To maintain additional data for the site, proceed as follows: 1. 6XSSO\LQJ6LWHV On the general site data screen choose *RWR → 6XSSO\LQJVLWHV. A new window appears. Assign the site one or more supplying sites. ´ When you leave the customer data the system checks whether the periods of validity overlap and supports changes to the periods. If the periods of validity overlap completely, delete one or more entries so that there is no overlap. If the periods of validity only overlap partially, change the periods of validity so that there is no overlap. 2. 5HFHLYLQJ3RLQWV On the general site data screen choose *RWR → 5HFHLYLQJSRLQWV. A new window appears. Create receiving points. A receiving point can be assigned to only one unloading point; an unloading point, on the other hand, can be assigned several different receiving points. The unloading points must have already been assigned in the customer view of the site. 3. 'HSDUWPHQWV On the general site data screen choose *RWR → 'HSDUWPHQWV. A new window appears. If you have already created departments for the site in Customizing, you can now enter the departments. A department can be assigned only one receiving point; a receiving point, on the other hand, can be assigned several different departments. 4. 0HUFKDQGLVH&DWHJRULHV On the general site data screen choose *RWR → 0HUFKDQGLVHFDWHJRULHV. A new window appears. Maintain the merchandise category data for the site (for example, assign the merchandise categories to the site, assign departments, define value-only articles, define Inventory Management exceptions, define supplying sites for the merchandise categories). The data that you have to maintain depends on the profile for value-based inventory management. ´ Merchandise categories must already exist in the system. A merchandise category can be assigned only one department; a department, on the other hand, can be assigned several different merchandise categories. 5. 0HUFKDQW,' On the general site data screen choose *RWR → 0HUFKDQW,'. A new window appears. Enter the merchant ID of the clearing house (such as NaBANCO). This ID enables sales transactions paid with payment cards to be settled with the clearing house. 6. 2SHQLQJ7LPHV
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$GGLWLRQDO6LWH'DWD 3URFHGXUH On the general site data screen choose ([WUDV → 2SHQLQJWLPHV to enter the opening times, opening date or closing date. A new window appears. So that you do not have to enter as much data, you can use an opening times key. 7. 6LWH&ODVVLILFDWLRQ On the general site data screen choose (QYLURQPHQW → &ODVVLILFDWLRQVLWH A new window appears (providing you have created the customer part). You can now assign the site further attributes (such as number of employees). ´ The class 6WRUHFODVV has the characteristics 5HJLRQ and 6DOHVDUHDLQP. If you assign a store this class the store inherits the characteristics. You can then evaluate the stores using the characteristics. This classification allows you to find, for example, all the stores in the southern region that have a sales area of over 200 2 m. Depending on your settings, click a class type and then a class. Enter values for the characteristics in the class. 8. Return to the general site data screen.
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9HQGRU3URFHVVLQJIRU6LWH 3URFHGXUH To create a YHQGRU master record for a site (in its capacity as a YHQGRU), proceed as follows: 1. Choose *RWR → 9HQGRU. The &UHDWHYHQGRU initial screen appears. 2. This screen contains default organizational data proposed from the site profile. ´ If, in addition to general vendor data, you wish to create data that is only to apply to a particular company code and purchasing organization, you must also enter the relevant company code and purchasing organization. Creating Vendors for Other Organizational Units Using the &KDQJHVLWH transaction, you can create vendor data for other company codes/ purchasing organizations. To do so, choose 9HQGRU from the change screen of the general data. The vendor selection list appears. Choose 9HQGRU→([WHQG By pressing ENTER, you proceed to the other screens in the vendor master record. 3. On these screens you can maintain the vendor data relevant to the site: –
General data (e.g. payment transactions)
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Company code data (e.g. accounting data, correspondence, payment transactions)
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Purchasing organization data (e.g. purchasing data, partner functions, conditions)
´ Some of the screens require you to enter specific data or are logically linked to other screens, which you branch to via pushbuttons. 4. Once you have gone through all screens, the general site data screen reappears. 6HHDOVR Creating a Vendor: Procedure [Page 217]
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6LWH%ORFN 3XUSRVH This business process allows you to block a site for certain activities in its capacity as a FXVWRPHU or YHQGRU. You may have to block a site for a number of reasons, for example: •
The site is being renovated
•
The site is changing its location
A block can apply to a specific period of time (due to renovation, for example) or to specific functions. A site block can be set at a number of levels. This is particularly useful, as often a site block does not have apply to the whole company but to only certain areas of the company. This business process covers the individual types of blocks that can be set for a site: •
%ORFNLQJWKH6LWHLQLWV&DSDFLW\DVD&XVWRPHU –
–
•
For a VSHFLILFSHULRGRIWLPH: –
For specific activities (such as delivery, billing, or orders)
–
For the whole client
–
Activated by a batch run
'LUHFW blocks: –
Sales block for some or all sales areas
–
Posting block or payment block for some or all company codes
%ORFNLQJWKH6LWHLQLWV&DSDFLW\DVD9HQGRU –
Posting block or payment block for some or all clients
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Purchasing block for some or all purchasing organizations
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Purchasing block for certain sites (for example, the purchasing block set for stores A and B only applies to one distribution center and not to the whole purchasing organization)
–
Block for quality reasons
–
All blocks apply directly
6WHSVLQWKH3URFHVV 1. You decide which type of block is to be set: a) *HQHUDOVLWHEORFN b) %ORFNRQVLWHLQLWVFDSDFLW\DVDFXVWRPHU c) %ORFNRQVLWHLQLWVFDSDFLW\DVDYHQGRU 2a) If you wish to set a general site block, you enter the number of the site, the period during which the block is to apply, and the reason for blocking (such as renovation).
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The system can tell from the type of blocking reason which blocks are to be set for the site: order block, delivery block and/or billing document block. 2b) If you wish to block a site in its capacity as a customer, you enter the functions and the organizational units for which the site is to be blocked in its capacity as a customer. 2c) If you wish to block a site in its capacity as a vendor, you enter the functions and the organizational units for which the site is to be blocked in its capacity as a vendor.
5HPDUNV •
You can define keys in the blocking reasons, for example for a sales block (order, delivery and billing blocks), in the customer master data of the site. These allow you to differentiate the reasons for the blocks and the way and which the system reacts to them. A delivery block, for example, might result in no deliveries being made to a customer, whereas an order block might only apply to free-of-charge deliveries and credit memos.
6HHDOVR Vendor block [Page 226] Customer block [Page 389]
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6HWWLQJD*HQHUDO6LWH%ORFN 3URFHGXUH To set a general site block (for the ZKROHFOLHQW for a particular SHULRG), proceed as follows: 1. On the Site Change: Initial Screen [Ext.] enter the site to be blocked and press ENTER. The screen for entering general site data appears. 2. In the %ORFN section enter the blocking reason and the period during which the block is to apply. ´ The blocking reason controls the blocks that are set for the whole client and how the system reacts to the different blocks (order, billing, and/or delivery block). Via &XVWRPL]LQJ → &RQWURO → %ORFNLQJUHDVRQV, you can display the blocking reasons already defined and maintain new ones. 3. Save your entries. ´ A batch program that runs every night (for example) analyzes the blocking reasons for the general site block using the validity period of the block. As required, the system sets or deletes the blocking indicator for the sites concerned. This is valid for the ZKROHFOLHQW. If the period during which a site is blocked starts today and the batch program only runs tonight, the site will not be blocked until tomorrow.
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%ORFNLQJD6LWHLQ,WV&DSDFLW\DVD&XVWRPHU 3URFHGXUH This procedure allows you to block a VLWH in its capacity as a FXVWRPHU. This block can be valid for the whole client or only for certain company codes or distribution chains. The block becomes valid immediately after you have saved. To set a customer block, proceed as follows: 1. On the Site Change: Initial Screen [Ext.] enter the site number and press ENTER. The screen for entering general site data appears. 2. Go to &XVWRPHU. The customer selection list appears. In this, you see the company codes and sales areas for which data has been maintained for the site. 3. Depending on the type of block you wish to set, proceed in one of the following ways. Since you proceed in most cases to the &KDQJHFXVWRPHU %ORFNLQJGDWDscreen, you can set a number of blocks in the one step: a) &OLHQW:LGH3RVWLQJ%ORFN6DOHVDQG'LVWULEXWLRQ%ORFN 1. From the customer list, select any company code or sales area and views. The system requires this data to proceed to the screen with the blocking data. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD.The screen &KDQJHFXVWRPHU %ORFNLQJGDWD appears 4. In the 3RVWLQJEORFN field group, select the $OOFRPSDQ\FRGHV field to set a SRVWLQJEORFNIRUWKHZKROHFOLHQW. In the 6DOHVEORFN field group, enter a key in the $OOVDOHVDUHDV field to set a VDOHVDQGGLVWULEXWLRQEORFN RUGHUGHOLYHU\DQGRUELOOLQJEORFN DW FOLHQWOHYHO. b) 6DOHVDQG'LVWULEXWLRQ%ORFN 2UGHU'HOLYHU\DQGRU%LOOLQJ%ORFN IRUD 3DUWLFXODU6DOHV$UHD 1. From the customer list, select a sales area and a sales area data view. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD.The screen &KDQJHFXVWRPHU %ORFNLQJGDWD appears 4. Enter a key for the required block in the 6HOHFWHGVDOHVDUHDVfield. c) Posting Block for a Particular Company Code 1. From the customer list, select the company code and any company code data view. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD. The screen &KDQJHFXVWRPHU %ORFNLQJGDWD appears. 4. In the field group 3RVWLQJEORFNselect the 6HOHFWHGFRPSDQ\FRGH field. d) 3D\PHQWEORFN You can set a block for automatic payment at company code level:
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%ORFNLQJD6LWHLQ,WV&DSDFLW\DVD&XVWRPHU 3URFHGXUH 1. In the customer list, select the 3D\PHQWWUDQVDFWLRQVview for the company code data and the required company code. 2. Choose &KDQJH. A new window appears. 3. On the&KDQJH&XVWRPHU 3D\PHQW7UDQVDFWLRQV$FFRXQWLQJ screen, enter the required key in the 3D\PHQWEORFNfield. 4. Save your entries. The site is now blocked in its capacity as a customer for the activities you indicated. ´ Repeat the steps as required if you wish to set a sales and distribution block, a posting block or a payment block for more than one organizational unit. 6HHDOVR Customer: Setting Posting and Sales and Distribution Blocks: Procedure [Page 391] Customer: Setting a Payment Block for a Single Company Code: Procedure [Page 393]
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%ORFNLQJD6LWHLQ,WV&DSDFLW\DVD9HQGRU 3URFHGXUH This procedure allows you to block a VLWH in its capacity as a vendor. This block can be valid for the whole client or only for certain company codes, purchasing organizations and other levels on which data is maintained. You can also set a block in the vendor master of a site for quality reasons. When you set these blocks, the block becomes valid immediately after you save. To set a block, proceed as follows: 1. On the Site Change: Initial Screen [Ext.] enter the site number and press ENTER. The screen for entering general site data appears. 2. Choose 9HQGRU The vendor selection list appears. In this, you see the company codes and purchasing organizations for which data has been maintained for the site 3. Depending on the type of block you wish to set, proceed in one of the following ways. Since you proceed in most cases to the &KDQJHYHQGRU %ORFNLQJGDWDyou can set a number of blocks in the one step: a) &OLHQWZLGH3RVWLQJ%ORFN3XUFKDVLQJ%ORFN 1. From the vendor list, select any company code or purchasing organization and data areas. The system requires this information to proceed to the screen with the blocking data. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD.The screen &KDQJHYHQGRU %ORFNLQJGDWD appears. 4. In the 3RVWLQJEORFN field group, select the $OOFRPSDQ\FRGHV field to set a SRVWLQJEORFNIRUWKHZKROHFOLHQW. In the 3XUFKDVLQJEORFN field group, enter a key in the $OOSXUFKDVLQJ RUJDQL]DWLRQVfield to set a SXUFKDVLQJEORFNDWFOLHQWOHYHO. b) 3XUFKDVLQJ%ORFNIRUD3DUWLFXODU3XUFKDVLQJ2UJDQL]DWLRQ 1. From the vendor list select a purchasing organization and the 3XUFKDVLQJ GDWD view for the purchasing organization data. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD.The screen &KDQJHYHQGRU %ORFNLQJGDWD appears. 4. In the 3XUFKDVLQJEORFN field group select the 6HOHFWHGSXUFKDVLQJ RUJDQL]DWLRQ field. c) Posting Block for a Particular Company Code 1. From the vendor list select a company code and any company code data view. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD. The screen &KDQJHYHQGRU %ORFNLQJGDWD appears. 4. In the 3RVWLQJEORFNfield group select the 6HOHFWHGFRPSDQ\FRGH field. d) 3XUFKDVLQJ%ORFNIRU'LIIHUHQW'DWD
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%ORFNLQJD6LWHLQ,WV&DSDFLW\DVD9HQGRU 3URFHGXUH If you have maintained different data for the purchasing organization at vendor sub-range level and/or site level, you can set a purchasing block for the level at which the different data is maintained to set a purchasing block in a distribution center for certain stores only. 1. From the vendor list select the 3XUFKDVLQJGDWD view for the purchasing organization data and a purchasing organization. 2. Choose &KDQJH. A new window appears. 3. On the screen &KDQJHYHQGRU3XUFKDVLQJGDWDchoose menu path ([WUDV→ 'LIIHUHQWGDWD. A new window appears. 4. Select the level (on which the different data is maintained) which you wish to block for purchasing activities. 5. Choose 3XUFKDVLQJGHWDLOV A new window appears. 6. Choose ([WUDV→3XUFKDVLQJEORFN. A window appears. 7. Select the 3XUFKDVLQJEORFN field and press ENTER. e) 3D\PHQWEORFN You can set a block for automatic payment at company code level: 1. In the site list, select the 3D\PHQWWUDQVDFWLRQVview for the company code data and the required company code. 2. Choose &KDQJH. A new window appears. 3. On the screen &KDQJH9HQGRU 3D\PHQW7UDQVDFWLRQV$FFRXQWLQJ enter the required key in the 3D\PHQWEORFN field. f)
%ORFNIRUTXDOLW\UHDVRQV 1. From the vendor list, select any company code or purchasing organization and data areas. The system requires this information to proceed to the screen with the blocking data. 2. Choose &KDQJH. A new window appears. 3. Choose([WUDV → %ORFNLQJGDWD.The screen &KDQJHYHQGRU %ORFNLQJGDWD appears. 4. In the %ORFNIRUTXDOLW\UHDVRQV field enter a key which defines the procurement functions to be blocked (ordering, goods receipt, etc.). This block does not take account of the organizational levels you previously selected.
´ The %ORFNIRUTXDOLW\UHDVRQVfield in the vendor master record is only of significance in connection with the QM system. You must set the QM procurement key and maintain the control key in the article master. 4. Save your entries. The site is now blocked in its capacity as a vendor for the activities you indicated. ´ Repeat the steps as required if you wish to set a purchasing block, a posting block or a payment block for more than one organizational unit.
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6HHDOVR Vendor: Setting a Purchasing/Posting Block: Procedure [Page 228] Vendor: Setting a Purchasing Block for Sites and/or Vendor Sub-Ranges: Procedure [Page 229] Vendor Setting a Payment Block for Specific Company Codes: Procedure [Page 230] Vendor: Setting a Block for Quality Reasons in the Vendor Master [Page 231]
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9HQGRU
9HQGRU 3XUSRVH A vendor is an organizational unit that supplies goods to a site or a customer. The vendor master contains information on all vendors. This information is stored in master records for each individual vendor. The data contained in a vendor master record then appears as default values in the appropriate fields, for example in purchase orders.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV The advantage of storing master data centrally, making it the single source of information for all system functions, is that data only ever has to be entered once. If a vendor has a change of address, for example, the new address only ever has to be entered once.
,QWHJUDWLRQ A vendor master contains information from both purchasing and financial accounting, as vendors are also business partners from the credit side in financial accounting. %XVLQHVVSURFHVVHVDQG SURFHGXUHV
Organizational areas Headquarters [Page 103]
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Vendor processing [Page 216]
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Vendor block [Page 226]
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6HHDOVR Customer [Page 369] Vendor hierarchy [Page 190] FI - Accounts Receivable and Accounts Payable Accounting [Ext.] BC – Workflow scenarios in applications: Releasing blocked vendor data (LO-MD-BP) [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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9HQGRU 9HQGRU&DWHJRULHV There are two different vendor categories: •
,QWHUQDOYHQGRU A vendor is classed as internal if the goods being delivered were already entered in Inventory Management beforehand (that is, if the vendor supplying the goods is a site). The goods movement is handled in the system in the form of a stock transport order or a delivery.
•
([WHUQDOYHQGRU The more common scenario is that of an external vendor who has a particular assortment of goods on offer at set conditions. Where parts of the assortment are offered at different conditions, the assortment can be divided up into sub-ranges. Goods from a external supplier are ordered by a site using a purchase order.
Every vendor can carry out a number of different functions in SAP Retail such as delivering goods, issuing invoices or granting conditions. Normally a site is only maintained as a vendor in the system if it is a distribution center.
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9HQGRU 1XPEHU$VVLJQPHQW Every vendor master record is given a unique number for identification within your company. Financial Accounting refers to this number as the DFFRXQWQXPEHU. You require this number to process the master record or enter purchase orders for a vendor. The numbers can be assigned externally by you, or internally by the system. If you assign the number externally, you can also make an alphanumeric entry. The system ensures that the numbers issued are always unique. If the system assigns the number, it issues numbers from a predefined number range. If you enter the number externally, the system makes sure that the number you enter has not been assigned to any other vendor. How numbers are assigned (externally by you or internally by the system) is determined by the account group you enter when creating a site master record. ´ A vendor has the same number in all purchasing organizations and company codes.
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9HQGRU $FFRXQW*URXS When you create a vendor master record, you are required to enter an account group. The account group determines: •
How numbers are assigned (externally by you or internally by the system) and the number range from which they are assigned
•
Whether the vendor is a one-time vendor
•
Which fields appear on the screen and whether the user can or must make an entry
•
Whether there are any other levels on which data can be retained below the purchasing organization level (site and/or vendor sub-range), and if so, what these are
•
Which partner procedures are valid
•
Whether article default data is to be passed on to article master records and/or purchasing information records;
In Customizing, you define the account groups that are to be available.
2QH7LPH9HQGRUV You can create special one-time master records for vendors from which you only order goods once or very rarely. ´ For example, you order merchandise from a different vendor, because your preferred vendor cannot deliver. In this case, you store the information on the vendor in a one-time vendor master record. When you create a one-time vendor master record, you have to enter a one-time account group. The vendor-specific fields are then switched off. Information that the system usually provides as default data when you create documents does not appear and has to be entered manually. Unlike other master records, one-time master records are used for a number of different vendors so that you do not have to create an unnecessarily large number of master records. This is why no vendor-specific data is stored in the master record. When you create a purchasing document using a one-time vendor, the system automatically branches to a master data screen for you to enter vendor-specific data such as name, address, or bank details. This information is then stored in the document. Like other master records, one-time vendor master records can be displayed, blocked or deleted.
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9HQGRU 9HQGRU6XE5DQJH The complete assortment of merchandise offered by a particular vendor can be divided up into different sub-ranges. These vendor sub-ranges and are useful when different conditions apply to different articles.
If you define vendor sub-ranges for an article, every article supplied by the vendor can be assigned to one vendor sub-range. Vendor sub-ranges must be defined in the same way for all sites. The texts for the vendor sub-ranges can be entered in a number of languages.
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9HQGRU 'DWD5HWHQWLRQ/HYHOV A vendor master record comprises the following data levels: •
General data
•
Company Code Data
•
Purchasing Organization Data
Data can also be retained at other levels within the purchasing organization.
*HQHUDOGDWD This information on the vendor is valid for all company codes and all purchasing organizations within the client. This includes: •
Address data for unique identification of the vendor, and communication purposes
•
Control data for finance purposes
•
Payment transaction data such as bank details and terms of payment.
•
Contact person data, such as the name and address of the director of the vendor company
&RPSDQ\&RGH'DWD This information on the vendor can be maintained separately for every company code in the client. This data is required by the payment and reminder program and for reporting to the tax authorities. This includes: •
Account management data (Financial Accounting)
•
Payment transaction data (Financial Accounting)
•
Data required for correspondence (Financial Accounting)
´ Company code data must have been entered in the system for a vendor before you can enter in the system invoices issued to you by the vendor.
3XUFKDVLQJ2UJDQL]DWLRQ'DWD This information on the vendor can be maintained separately for every purchasing organization in the client. This data is of relevance to Purchasing and includes: This includes: •
Purchasing Data
•
Partner Functions
2WKHU'DWD5HWHQWLRQ/HYHOV:LWKLQWKH3XUFKDVLQJ2UJDQL]DWLRQ In addition to data that is valid for the whole purchasing organization, you can enter information on the 3XUFKDVLQJGDWD and 3DUWQHUIXQFWLRQV screens that is only valid for a particular site and/or vendor sub-range. This includes terms of payment or incoterms that differ from those valid for the purchasing organization. The data differing for the vendor only can be retained for: •
A vendor sub-range (VSR)
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Site
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A particular combination of vendor sub-range and site
´ You managed to negotiate better prices and conditions for a particular vendor subrange that those valid for the purchasing organization. You create a vendor subrange and maintain the different terms of payment, for example, for that sub-range. The system finds the data retention level containing the vendor data (for a purchase order, for example), as follows: 1. If it finds data valid for the specific purchasing organization, vendor sub-range and site, it uses this data. 2. If the system finds no data at this level, it checks whether any data has been maintained for the specific purchasing organization and vendor sub-range. If so, it uses this data. 3. If the system finds no data at this level either, it checks whether any data has been maintained for the combination of purchasing organization and site. If so, it uses this data. 4. Finally if no data can be found at this level either, the system uses the data maintained at purchasing organization level. In Customizing, you can define whether additional levels for data maintenance within a purchasing organization are allowed, and what these levels are, for each account group. These settings can, however, be changed in the vendor master record you are creating. This allows you to control the levels at which different data can be entered for each vendor (see ([WUDV→ $GGLWLRQDOGDWD3XUFKDVLQJ . ´ If you switch off the additional data retention levels within the purchasing organization in the Customizing system, you may first have to delete any different data that exists for a vendor. Choose 3XUFK2YHUYLHZ in the 'LIIHUHQWGDWD screen to obtain an overview of the data retained at the different levels.
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9HQGRU %XVLQHVV3DUWQHUV The business partner “vendor” can assume a number of different functions in connection with your company. When you order goods from a vendor company, the company first has the function of the RUGHUUHFLSLHQW, then the JRRGVVXSSOLHU, theLVVXHURIDQLQYRLFH and then the SD\PHQWUHFLSLHQW. These different functions are described as partner functions. One or more of these functions may be carried out by different vendors. For this reason you can assign business partners a number of partner functions. The data is then used in the associated functions in Logistics and Accounting. The partner functions stored in a vendor master record can appear as default data in purchase orders and contracts, for example. Every partner function is assigned to a SDUWQHUW\SH. You can define whether each partner function is to be unique in the vendor master. If it is, it can occur only once within a data retention level (e.g. function VN). The following partner types are supported in Purchasing: •
LI
Vendor master records
•
CP
Contact Persons
•
PE
HR master records
A SDUWQHUGHWHUPLQDWLRQSURFHGXUH is used to find the partner functions that are to be allowed or mandatory for a particular vendor master record or a purchasing document. When you create a vendor master record, the partner functions that are flagged as being mandatory in the partner determination procedure valid for the account group appear as default values. Mandatory partner functions are defined in the Customizing system. If no other functions have been maintained, the vendor data applies. Any different payment recipient will be displayed if this has been maintained in the payment transaction data.
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9HQGRU 3DUWQHU)XQFWLRQVLQWKH6WDQGDUG6\VWHP Partner determination procedures are determined in the vendor master via the account group and the data retention level (purchasing organization, vendor sub-range and site). In the partner determination procedure you can define whether the business partner number used as the default value by the system in the vendor master number can be changed and whether the function is a mandatory function. The following partner functions exist in the standard system: 3DUWQHUIXQFWLRQVRISDUWQHUW\SH/, YHQGRU AZ
Alternative payment recipient
OA
Ordering address
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Vendor
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PI
Invoice presented by
CA
Contract address
GS
Goods supplier
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Delivering site
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Vendor hierarchy 1
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Vendor hierarchy 2
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Higher-level function: 2D
2D
Vendor hierarchy 4
3DUWQHUIXQFWLRQVRISDUWQHUW\SH&3 FRQWDFW SHUVRQ CP
Contact person
3DUWQHUIXQFWLRQVRISDUWQHUW\SH3( +5 PDVWHUUHFRUGV ER
Employee responsible
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Partner functions 2A, 2B, 2C and 2D are defined exclusively for the vendor hierarchy and should not be used in a partner determination procedures used in vendor master schema. Partner function ER (employee responsible) is not used in operative applications and is for information only. The employee responsible could be someone within your company who is responsible for purchasing from the vendor, for example. You can assign this type of buyer to the vendor using partner function ER. If the person in your system has a personnel master record, you can use the %X\HUsubmenu in the 9HQGRUmenu to process the buyer (create, change, display).
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9HQGRU 5HODWLRQVKLS%HWZHHQ$FFRXQW*URXSDQG 3DUWQHU)XQFWLRQ For partner functions of the partner type LI, you have to define in Customizing which account group can be used for which partner function. The following combinations exist in the standard system: 3DUWQHUIXQFWLRQ $FFRXQWJURXS AZ
Alternative payment recipient
0001
Vendor
0003
Alternative payment recipient
0100
Vendor distribution center
KRED Vendor (int. number assignment)
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Ordering address
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Vendor (ext. number assignment)
0001
Vendor
0006
Ordering address
0100
Vendor distribution center
KRED Vendor (int. number assignment)
VN
Vendor
LIEF
Vendor (ext. number assignment)
0001
Vendor
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Carrier
0100
Vendor distribution center
KRED Vendor (int. number assignment) LIEF
Vendor (ext. number assignment)
CR
Carrier
0005
Carrier
PI
Invoice presented by
0001
Vendor
0004
Invoice presented by
0100
Vendor distribution center
KRED Vendor (int. number assignment)
CA
Contract address
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Vendor (ext. number assignment)
0001
Vendor
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0005
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0100
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Delivering site
KRED Vendor (int. number assignment)
2A
2B
2C
2D
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Vendor hierarchy 1
Vendor hierarchy 2
Vendor hierarchy 3
Vendor hierarchy 4
LIEF
Vendor (ext. number assignment)
0001
Vendor
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Hierarchy nodes
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Vendor
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Hierarchy nodes
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Hierarchy nodes
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Hierarchy nodes
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9HQGRU 3DUWQHU'HWHUPLQDWLRQ3URFHGXUHVLQWKH 6WDQGDUG6\VWHP 3DUWQHU'HWHUPLQDWLRQ3URFHGXUHVLQWKH9HQGRU0DVWHU The following partner determination procedures exist in the standard system: 3DUWQHUGHWHUPLQDWLRQ SURFHGXUH
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Invoice presented by
ER Employee responsible 3DUWQHUGHWHUPLQDWLRQSURFHGXUH 3DUWQHU)XQFWLRQV L3
Vendor (site level)
OA Ordering address GS Goods supplier CP Contact persons ER Employee responsible
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9HQGRU &RQWDFW3HUVRQV You have contact - either on the telephone, by letter or in person - with a number of different people at a vendor company. Often, you need detailed information about contact persons such as their full name, telephone number and jobs within the company as well as their department. Since the contact person is directly linked to the vendor, there is a transaction for entering this data in the vendor master record. You can enter as many contact persons as desired for every vendor. Contact persons can then be used in their partner role (partner function CP) on various retention levels, with the data available for associated functions in Logistics and Accounting.
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9HQGRU 9HQGRU&KDUDFWHULVWLF9DOXHV Articles can have different characteristics such as color or size. Often characteristics are given different names by different vendors. ´ &RPSDQ\RZQYDOXH red
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fire engine red
4717
All the characteristic values used in your company can be stored in the system along with the corresponding values given to them by every vendor. This is done by assigning vendor characteristic values to your internal characteristic values. If no vendor characteristic value has been maintained for one of your company-internal characteristic values, the system uses your internal value. This function is only available in a retail system for generic articles. 3XUFKDVHRUGHUZLWKRXWYHQGRUFKDUDFWHULVWLFVYDOXHV
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9HQGRU 9HQGRU&KDUDFWHULVWLF9DOXHV The assignment of vendor characteristic values to internal characteristic values is dependent solely on the vendor and not on the individual articles. Vendor characteristic values cannot be maintained unless you assign them to an internal characteristic value. If an external characteristic value exists for an internal characteristic value, this assignment is unique. Conversely, for each vendor, one internal characteristic value exists for every vendor characteristic value maintained. All internal characteristic values are maintained in the Classification System and cannot be maintained at the same time as you maintain vendor characteristic values. You can also maintain a language-independent description for every vendor characteristic value. Vendor characteristic values can be entered from vendor or article maintenance. From the purchasing screen of the vendor master, choose ([WUDV → 9HQGRUFKDUDFWHULVWLFYDOXHV. You can only maintain a vendor characteristic value if it is assigned to an internal characteristic value. This assignment must be unique. In addition to using standard functions such as Select, Delete, etc., you can display all internal values for a characteristic and select a vendor to fit the characteristic. The sequence of characteristic values presented to you by the system corresponds to the sequence of values in the Classification system. ´ The sequence of values for a characteristic describing sizes is XS, S, M, L, XL. This is the sequence that was maintained in the Classification system.
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9HQGRU )RUZDUGLQJ&KDQJHV A large amount of information is stored in the vendor master and the system accesses this information when creating articles in the article master and in the relevant information records. When changes are made to this information, and if certain conditions are met, the system automatically changes the related information in the article master and in the relevant information records. The following factors determine whether a field in the article master and/or purchasing info record is affected by a change in the vendor master, i.e. whether the change is forwarded to the appropriate segment: •
The Customizing setting in the vendor master See Vendor: Customizing Settings [Page 168]
•
The data retention level at which the change was made in the vendor master, taking account of the “next-level principle” See Vendor: Data Retention Levels and the Next-Level Principle [Page 169]
•
The segments in which the fields changed in the vendor master appear (in the article master only, in the purchasing info record only, or in both) See Vendor: Data Segments [Page 168]
•
Special features when determining the relevant purchasing info records See Vendor: Determining the Relevant Purchasing Info Records [Page 173]
•
Special features when determining the relevant segment of the article master See Vendor: Determining the Relevant Article Master Segments [Page 174]
•
Current blocks See Vendor: Blocking Mechanism [Page 176]
Because the automatic update of all changes can involve a very large amount of data, the process may take some time.
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9HQGRU &XVWRPL]LQJ6HWWLQJV In Customizing for the vendor master, you can specify whether the changes to certain fields in the vendor master •
are not to be forwarded (standard setting)
•
are only to be forwarded to the article master records
•
are only to be forwarded to the purchasing info records
•
are to be forwarded to the article master records and purchasing info records
Please note that, if you choose the 2QO\IRUZDUGWRDUWLFOHPDVWHUUHFRUGVsetting, only those article master fields for which there is no equivalent field in the purchasing info record are forwarded (see Vendor: Determining the relevant purchasing info records [Page 173] ).
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9HQGRU 'DWD5HWHQWLRQ/HYHOVDQGWKH1H[W/HYHO 3ULQFLSOH All article master records and purchasing info records which are retained in a particular data retention level in the vendor master can be affected by a change to the purchasing data at this data retention level. A data retention level is characterized by the vendor, a purchasing organization, a vendor sub-range (can be empty) and/or a site (can be empty). As a result, there are four possible data retention levels for a combination of vendor/purchasing organization: •
Purchasing organization / sub-range / site
•
Purchasing organization / sub-range / —
•
Purchasing organization / — / site
•
Purchasing organization / — / —
Each article master and each purchasing info record is retained at one of these data retention levels. The initial values (purchasing organization, sub-range, site) which are used to determine the relevant data retention level are obtained from the article master records and/or purchasing info records which are to be analyzed. Starting from the specific level, the system tries to find a data retention level containing appropriate data. If it does not succeed, it moves to the next level (“next-level principle”). It continues to do this until it has either found a data retention level or it reaches the purchasing organization level. The search sequence is therefore as follows: 1. Purchasing organization / sub-range / site 2. Purchasing organization / sub-range / — 3. Purchasing organization / — / site 4. Purchasing organization / — / — As the system must contain a data retention level which is not characterized by the purchasing organization alone, the next-level principle means that a concrete data retention level is always determined. ´ The vendor master contains the following data retention levels: 3XUFKDVLQJRUJDQL]DWLRQ 9HQGRUVXEUDQJH 6LWH
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0001
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An article master segment for site BED1 that contains an article that is assigned to sub-range 111111 is retained at level DR1. Because there is no data retention level which is specified by site BED1 alone, the article master segment for site BED1 which contains an article that is assigned to another sub-range is retained at level DR3.
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9HQGRU 'DWDVHJPHQWV In the $UWLFOHGHIDXOWGDWDarea of the vendor master, the fields can be forwarded as follows: •
to the purchasing info records only
•
to the article master records only
•
to both
These fields are forwarded differently. Where they are forwarded to depends on the default values that are determined when an article is created in Article Maintenance.
)LHOGVLQERWKWKHDUWLFOHPDVWHUDQGSXUFKDVLQJLQIRUHFRUG VHJPHQWV When a purchasing info record is created, the initial values of the fields are determined from the data retention level (in the vendor master) at which the EIN segment is retained. When an article master is created, the initial values of the fields are determined as follows: •
from the site-dependent purchasing info record (if one exists)
•
from the site-independent purchasing info record (if one exists, and no site-dependent purchasing info record exists)
•
from the data retention level (in the vendor master) at which the segment is retained (if neither site-dependent nor site-independent purchasing info records exist).
The reason for this procedure is that the default values are embedded in the operative environment. When you create a purchase order, the default values are taken from the purchasing info record, not the vendor master. It makes no sense to adjust the fields in the article master records so that they contain values which are taken direct from the vendor master but which are not used in operative business. The following fields appear in both the article master and the purchasing info record: •
Purchasing group
•
Planned delivery time
•
Unit of measure groups
•
Rounding profile
If these fields are changed in the vendor master, the changes are forwarded to both segments.
)LHOGVLQRQO\WKHSXUFKDVLQJLQIRUHFRUGRULQDUWLFOHPDVWHU VHJPHQWV The initial values are determined from the data retention level (in the vendor master) at which the segment is retained. The following fields appear in the article master only: •
Stock planner
•
Delivery cycle
•
Planning cycle
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Confirmation control
If this field is changed in the vendor master, the changes are forwarded to the purchasing info record only.
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9HQGRU 'HWHUPLQLQJWKH5HOHYDQW3XUFKDVLQJ,QIR 5HFRUG Starting from the vendor and purchasing organization which characterize the changed data retention level, the system determines all purchasing info records which are not flagged for deletion and for which articles can still be delivered. The vendor data retention level at which the segment is retained is determined for all of the purchasing info record segments determined in this initial selection. If a change is made at this data retention level (this can be a deletion - not just at the level characterized by the purchasing organization - or an addition in the level), the system checks whether the current value in the purchasing info record is the same as the value in the data retention level at which the purchasing info record segment would have been retained if the change had not been made. Only if these two values are identical does the system forward to the purchasing info record the value from the data retention level at which it is now retained. This prevents manual changes to the purchasing info record being automatically overwritten.
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9HQGRU 'HWHUPLQLQJWKH5HOHYDQW$UWLFOH0DVWHU 6HJPHQWV The initial selection of the article master segments concerned depends on whether the vendor is an external vendor or a distribution center. •
Initial selection with external vendor The connection between vendor and article is created via the purchasing info record. Starting from the vendor and the purchasing organization which characterize the changed data retention level, the system determines all purchasing info records which are not flagged for deletion and for which articles can still be delivered. The vendor must be the only supplier of these goods, or must be the regular vendor.
•
Initial selection with distribution center As there may not necessarily be purchasing info records for the particular distribution center and site when goods are supplied to the site, the purchasing records cannot be used as they can for an external vendor. Instead, the system considers all articles that the distribution center itself can process (i.e. those for which article master segments exist for the distribution center).
The following checks are carried out for all the article master segments found in the initial selection: •
Check that the segment has planning status.
•
Check that only one purchasing organization is responsible for the site for which the article master segment exists. This must be the same purchasing organization which characterizes the changed data retention level.
•
Check determination of data retention level at which the article master segment is retained (see section below).
•
Check on the supplying site if the vendor is a distribution center. This determines whether the site for which the article master segment exists is actually supplied by the distribution center.
•
Check on the source of supply key. The system will only consider an article master record if the first entry for the source of supply key is a procurement type which matches the vendor in question. For example, if the vendor in question is an external vendor, and the source of supply key for the article master segment specifies that stock transfer is to be carried out prior to external procurement, the system will not consider this article master segment.
•
Check on the procurement code for external vendors. The system will only consider the article master segment if the procurement code indicates external procurement.
'HWHUPLQLQJWKHGDWDUHWHQWLRQOHYHOIRUWKHDUWLFOHPDVWHU VHJPHQW When the system processes an article master segment it determines whether the field affected by the change occurs in the article master segment only, or in the purchasing info record as well. If the latter is the case, the article master and purchasing info record (if one exists, which is not necessarily the case for a distribution center) are seen as a single unit. This means that the value in the field in the article master segment only changes if the value in the field in the purchasing
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info record changes Note that if the purchasing info record segment is site-independent only, this may be retained at a different data retention level to the actual article master segment. ´ The vendor master contains the following data retention levels: 3XUFKDVLQJRUJDQL]DWLRQ 9HQGRUVXEUDQJH 6LWH
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An article master segment for site BED1 that contains an article that is assigned to sub-range 111111 is retained at level DR1. If the purchasing info record for this article master segment is site-independent only, then this is retained at level DR2. This means that changes at level DR2 are of interest for the fields in the article master segment which also exist in the purchasing info record, while changes at level DR1 are of interest for the other fields. If a change is made at one of the data retention levels (this can be a deletion - not just at the level characterized by the purchasing organization - or an addition in the level), the system checks whether the current value in the article master is the same as the value in the data retention level at which the article master segment would have been retained if the change had not been made. Only if these two values are identical does the system forward to the article master segment the value from the data retention level at which it is now retained (if this relates to changes to fields which also exist in the purchasing info records, the changes are only forwarded if they have also been made in the purchasing info record). This means that manual changes to the article master are not overwritten automatically. ´ MARC segments do not contain any information on a sub-range. An article, and therefore the associated MARC segments, are assigned to a sub-range if a subrange is entered in the purchasing info header record (EINA segment).
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9HQGRU 6$3%ORFNLQJ0HFKDQLVP Changes to fields which occur in both the purchasing info record and the article master are considered as a unit if a setting is made in Customizing which indicates that changes in the vendor master are to be forwarded to the purchasing info record and article master. They are therefore changed in both segments or not at all. This means in particular that an unsuccessful block on a purchasing info record prevents a change being made to an article master record which has been successfully blocked, if the field in which the change is made occurs in both segments. This applies likewise to an unsuccessful block in the article master.
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9HQGRU 3ODQQLQJ&KDQJHV You can enter and later activate changes which you plan to make at a later date to general data (but not the contact person data) and purchasing data. Data for which you can plan changes includes: •
The address
•
Terms of payment
You can enter planned changes for a particular date and vendor. When you save the data a change document is created. If you display planned changes for a particular date, the system displays all planned changes up to and including that date. With the exception of check boxes, fields which have been changed are highlighted in a different color. If you add or delete purchasing data at site and/or sub-range level, the system indicates this on the screen by highlighting the key fields (sub-range, site) which characterize the level. You have to activate planned changes before they can become valid. When you activate a change it takes effect immediately, even if it was planned for a later date. When you activate a change all changes planned but not yet activated up to and including the date entered become valid. If you plan changes for a large number of vendors, activation may take some time. You can therefore activate the changes in the background using a batch input file. Any activation errors which occur are listed in a log.
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9HQGRU 5HWXUQVZLWKD'HOLYHU\ If the 5HWXUQVZLWKGHOLYHULHV indicator is set in the 3XUFKDVLQJGDWD screen, returns items are returned to the vendor using SD deliveries. The goods recipient is determined in the delivery from the customer master assigned to the vendor (general data, control data). The sales area for the delivery is determined from the site master. If this indicator is set in the vendor master but no customer master record has been assigned to the vendor, the system tries to create a customer master record and assign it to the vendor. The default account group of the customer can be assigned to a vendor account group in Customizing. The sales areas used for the creation of the customer master are determined as follows: •
The possible sites are found from the purchasing organization assigned to the site.
•
The possible sales areas are found from the sites.
6HHDOVR Purchase order processing: Returns [Ext.]
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9HQGRU 5DFN-REEHU 8VH Rack jobbers are wholesalers or manufacturers who are granted sales space (usually shelf space) in retail outlets and who offer goods there which are not covered by the existing assortment. The goods are the property of the rack jobber, but they are sold via the retail site’s POS system. SAP Retail supports the management of rack jobber goods in your stores by separating the stocks and sales revenue of these external goods from the goods that are your property. Rack jobbers are treated as vendors in SAP Retail.
,QWHJUDWLRQ You can use rack jobber features with or without Inventory Management. If Inventory Management is active for the rack jobber merchandise, you can include the rack jobber merchandise in most logistics functions. However, this may cost you more time, e.g. in master data maintenance. A decision to use Inventory Management depends largely on the role your company plays in managing rack jobber merchandise. •
If, for example, you carry out replenishment of rack jobber merchandise independently, you should use Inventory Management so that you can make use of procurement functions.
•
If, on the other hand, the rack jobber provides the goods for the sales area, and your company is only responsible for selling it, you do not need Inventory Management. You are still able to display sales revenue for rack jobber merchandise separately.
3UHUHTXLVLWHV To manage rack jobbers, you must make the following settings in Customizing: •
The 9HQGRUQXPEHU field must be added to the field catalog for account determination in SD.
•
The 9HQGRUQXPEHU field must be added to the field catalog for price determination in SD.
•
If you want separate accounting for the sales revenue for the external goods and your own goods in Financial Accounting, a condition table must be added to SD account determination in the correct access sequence. Because rack jobbers are modeled as vendors, the condition table must contain the vendor number.
•
You can manually charge the fee that you want to receive from the sales revenue of the rack jobber goods at the end of the settlement period. Alternatively, you can have the system charge this fee every time sales data is posted. However, this may reduce performance. If you do this, you must create a discount condition type. The access sequence of this condition type must use a condition table that contains the vendor number. You can update the fee in the Information System or assign an account for this in Financial Accounting. The condition type for this must be configured accordingly in the relevant POS calculation schema (326in the standard system).
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5DFN-REEHU 0DVWHU'DWD 3UHUHTXLVLWHV You sign an agreement with a new rack jobber, and want to reproduce the process in the system.
3URFHGXUH 1. Create the rack jobber in the system if it does not already exist as a known vendor in the system. The same vendor can be used for both normal and rack jobber processing. 2. Enter the basic data and sales data for the articles that you want to manage as rack jobber goods if the articles do not already exist in the system. You can use the same article for both normal and rack jobber processing. For each store, you decide how the article is to be managed (this step takes place later). You must enter the sales data for the articles EHIRUHthe next step, as otherwise you may have problems determining the rack jobber in the operative processes. 3. Create an assortment module using the category 5DFNMREEHUPRGXOH Enter the vendor number that you created for the rack jobber in the 5DFNMREEHUfield. You can use the ,QYPDQDJHPHQWfield to control whether Inventory Management is to be active. You can use the $VVLJQUHYHQXHDFFRXQWfunction to enter a Financial Accounting revenue account that the rack jobber revenue is posted to. The revenue account must first have been created in Financial Accounting. From table list, select an entry that contains the vendor number. In the next list, assign the appropriate G/L account to the vendor. Use application 9, account assignment type .2)5, the chart of accounts used in the store concerned, and account key (5/ You can also define account determination for the account that is to contain the rack jobber fees. To do this, you use the account key that is entered in the calculation schema for the item in which the fee is charged. However, if fees are assigned to an account directly when every individual transaction is posted, performance is affected. It is better to assign the fees to an account at the end of a settlement period. Save the data and return to assortment module maintenance. 4. You can now enter the articles that are to belong to the rack jobber assortment module. 5. Assign the rack jobber assortment module to all the required assortments or retail sites. In doing this, you define that the articles listed in the rack jobber assortment module are managed as rack jobber goods in those assortments or retail sites. 6. If Inventory Management is to be active, create purchasing info records with info category &RQVLJQPHQWfor the rack jobber articles. 7. Use the Retail Pricing to define the sales prices for the rack jobber articles. Note: For rack jobber articles, you cannot calculate the sales prices on the basis of the purchase prices.
5HVXOW The master data needed for rack jobber processing is created in the system.
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5DFN-REEHU ,QLWLDO6XSSO\RI*RRGVWRWKH6WRUH 8VH The rack jobber delivers the goods to the store and thereby provides goods for the first time for the intended sales area.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179].
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
$FWLYLWLHV •
If Inventory Management is active, you post the goods receipt (movement type . – 5HFHLSWZRSXUFKDVHRUGHULQWRFRQVLJQPHQWVWRUHV)
•
If Inventory Management is not active, you cannot enter a goods receipt.
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5DFN-REEHU 6HOOLQJ0HUFKDQGLVHLQWKH6WRUHV 8VH When merchandise is sold, you must differentiate between the merchandise that is the property of the rack jobber and the merchandise that is your property and treat these differently in followon functions.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179]
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
)HDWXUHV If you want to carry out inventory management for the merchandise, you must scan the goods at the POS. You cannot sell goods at merchandise category or value-only article level if you want to carry out inventory management for the rack jobber merchandise. If you do not want to carry out inventory management, you can either scan the goods or sell them at merchandise category or value-only article level.
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5DFN-REEHU 6XEVHTXHQW6XSSO\ 8VH You can create purchase orders for rack jobber goods if the rack jobber is not responsible for replenishing sold articles.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179].
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
•
To work with purchase orders, you must have selected the variant with Inventory Management.
)HDWXUHV You can create purchase orders in the following ways: •
Manually, using the Purchasing dialog transaction. If you use this option, enter item category .for the rack jobber goods.
•
Using the purchase order IDoc in the POS interface If you use this option, the store transfers the purchase orders electronically to the R/3 system. The purchase orders are then generated automatically. Item category .is assigned automatically.
•
Using replenishment On the basis of the sales data posted via the POS interface, purchase orders are created for the rack jobber automatically when required. In this case, too, item category .is assigned automatically.
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5DFN-REEHU *RRGV5HFHLSW 8VH The rack jobber delivers the goods to the store and thereby provides goods for the intended sales area.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179]
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
•
If Inventory Management is active, the goods receipt must be posted to the consignment stock. If a purchase order exists, you generally use movement type .. If no purchase order exists, you use movement type . 5HFHLSWZRSXUFKDVHRUGHULQWR FRQVLJQPHQWVWRUHV
)HDWXUHV You have the following options for posting goods receipts: •
Manually: You post the goods receipt using the dialog transaction. You must enter the movement type and vendor number. You enter item category .for the rack jobber goods.
•
Using the goods receipt/goods movement IDoc in the POS interface. If you use this option, the goods receipt data is transferred from the store electronically to the R/3 system. Item category .is assigned automatically.
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5DFN-REEHU 6HWWOHPHQWZLWKWKH5DFN-REEHU 8VH After a certain period, you must make a settlement with the rack jobber.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179].
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
)HDWXUHV You have the following options for making a settlement with the rack jobber for goods sold: •
Your company issues a credit memo to the rack jobber at the end of the agreed settlement period. If Inventory Management is active, you can have the settlement program for consignment withdrawals (standard menu ,QYHQWRU\PDQDJHPHQW(QYLURQPHQW &RQVLJQPHQW&RQVJQPWIURPYHQGRU/LDELOLW\) create a credit memo for the rack jobber. If Inventory Management is not active for the rack jobber goods, you can create a credit memo manually. In this case, the amount for settlement is based on the value accumulated in the revenue account for the rack jobber.
•
The rack jobber issues an invoice to your company based on goods receipts. Invoice verification for rack jobber goods is currently not supported. If Inventory Management is active, you can run the consignment settlement program and compare the result with the rack jobber invoice. In addition, the GR document and sales statistics can be used for comparison purposes. Differences must be posted manually. If Inventory Management is not active, you can compare the total value of the invoice with the value of the revenue account for the rack jobber.
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5DFN-REEHU 3URFHVVLQJ5HWXUQV 8VH When goods are returned, you differentiate between your own goods and rack jobber goods.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179].
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
)HDWXUHV Like sales of rack jobber goods, returns from consumers are processed with using a minus sign or the ‘Reversal’ goods movement type (.). This posting is made automatically when POS sales are processed.
$FWLYLWLHV Returns of rack jobber goods to the vendor only need to be posted in the R/3 system if Inventory Management is active. If you post the goods, use movement type ..
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5DFN-REEHU 2WKHU*RRGV0RYHPHQWV 8VH In addition to returns there are other goods movements, for example, transfer of stock to another store. These can be made in the following ways: •
Manually
•
Using the goods receipt/goods movement IDoc in the POS interface.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179]. •
Master data is maintained as described in Rack jobber: Master data [Page 180].
$FWLYLWLHV •
Manually You post the goods movement using the dialog transaction. You must enter the movement type and vendor number. You enter item category .for the rack jobber goods. You transfer goods to other stores in two steps. If the articles are managed by the same rack jobber in the receiving store, you post a goods receipt reversal (movement type . or .) in the supplying store. This prevents a liability being created for the rack jobber (the goods have not yet been sold). You then post a goods receipt in the receiving store (.). If the articles are managed by you in the receiving store, you post a goods issue for sales (.) in the supplying store. This creates a liability for the rack jobber (the goods become your property). In the receiving store, you post a goods receipt to your stock (e.g. using movement type ).
•
Using the goods receipt/goods movement IDoc in the POS interface. If you use this option, the posting is made automatically. In this case, too, the transfer posting is made in two steps. A stock transfer for consignment goods cannot be made in a single step.
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5DFN-REEHU 3K\VLFDO,QYHQWRU\ 8VH If Inventory Management is active, physical inventory can be carried out for the rack jobber.
3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179].
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
$FWLYLWLHV Enter value . in the 6SHFLDOVWRFN field for the rack jobber articles.
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3UHUHTXLVLWHV •
The settings in Customizing correspond to the listing in Vendor: Rack jobber [Page 179].
•
Master data is maintained as described in Rack jobber: Master data [Page 180].
)HDWXUHV You are able to control the time period for the assignment of the rack jobber to an article and store because time control is supported for the assortment module. This means that, once the validity period for the assortment module has expired, both forms of rack jobber processing (with and without Inventory Management) cease to be used in the operative processes of the system. This means that the goods processing is automatically set to normal once the specified period has expired. As a result, goods movements are included in valuated warehouse stock, and revenue is posted as your own revenue.
$FWLYLWLHV If, once the specified period has expired, you still have some of the rack jobber’s goods in stock, you must manually transfer these to your own warehouse stock. To do this, you use movement type .to post the remaining rack jobber stock from consignment stock, and movement type to post it to your own warehouse stock.
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9HQGRU+LHUDUFK\ This section describes vendor hierarchies and how you go about working with them.
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$ERXW9HQGRU+LHUDUFKLHV You use vendor hierarchies to create flexible hierarchies that reflect the structure of vendor organizations. For example, if your vendor base includes multi-level buying groups, cooperatives, or chains of retail outlets, you can create hierarchies to reflect the structure of these groups. Vendor hierarchies are used during purchase order processing and billing for determining pricing, including rebates. Vendor hierarchies may be useful for your organization if you trade with vendors who have complex, external structures that you need to take into account for pricing. For example, you trade with major retail chains or large concerns that are organized in hierarchies with numerous levels.
([DPSOHRID9HQGRU+LHUDUFK\ The following hierarchy consists of five nodes that are defined on three levels. In the example, vendors are assigned to two of the nodes - Smith South and Smith Northwest. 1XPEHUWKDW XQLTXHO\LGHQW LILHVQRGH
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)OH[LELOLW\RI9HQGRU+LHUDUFKLHV The structure of a vendor’s organization is likely to change over time. For this reason, the vendor hierarchies you create to represent your vendors must be flexible. For example, you can move or change elements (called QRGHV) within a hierarchy. When you reassign a node to a new location in the hierarchy, the system automatically reassigns any vendors (and other nodes) that are
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$ERXW9HQGRU+LHUDUFKLHV attached to the node you are moving. This reduces the amount of vendor master data you have to maintain. In addition, when you assign a new vendor to an existing hierarchy, you ensure that the vendor automatically inherits, for example, all pricing agreements that apply to this hierarchy node.
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8VLQJ9HQGRU+LHUDUFK\FDWHJRULHV The KLHUDUFK\FDWHJRU\ is used for the following purposes: •
To identify the purpose of a particular hierarchy
•
To determine which vendor account groups are allowed in a hierarchy
•
To determine which organizational data is allowed in a hierarchy
The standard version of the SAP R/3 System contains one standard hierarchy category:$. If you wish, you can define your own categories in Vendor Customizing.
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%XLOGLQJD9HQGRU+LHUDUFK\ A vendor hierarchy is a flexible structure consisting of QRGHV. Each node - with the exception of the uppermost node - refers to another node at a higher level in the hierarchy (known as a KLJKHUOHYHOQRGH). Nodes that are assigned to higher-level nodes are known as GHSHQGHQW QRGHV. There are three steps involved in creating a vendor hierarchy: 1. You create master records for each node that you plan to include in the hierarchy (some of your master data, such as vendors, already exists). 2. You assign the nodes to each other, gradually building up your hierarchy. 3. You assign your vendors to the appropriate nodes. Usually, you create a hierarchy starting with the topmost node, then create subsequent levels. Vendors are usually assigned to nodes at the lowest level of the hierarchy. However, it is also possible to assign vendors to nodes at higher levels in the hierarchy. For example, a particularly large store in a chain of retail outlets may be assigned to a regional office rather than to a local sales office. ´ The following graphic shows the example from the introductory section in greater detail. Smith Central is the higher-level node for Smith South and Smith North. Smith North is the higher-level node for Smith Northwest and Smith Northeast, and so on. As a rule, each node in the hierarchy has the same organizational data. However, this data can also vary.
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&UHDWLQJD9HQGRU+LHUDUFK\1RGH 3URFHGXUH Because a node may represent an element in the organizational structure of your vendor, such as a regional sales office, you must be able to store limited, vendor-related data for the node. Therefore, before you can create a hierarchy, you must define each node in the planned hierarchy as a master record. In terms of creating and maintaining master data for nodes in a hierarchy, you proceed just as you would with vendor master data.
6SHFLDO$FFRXQW*URXS The kind of information you can store in the master record of a node is controlled through the YHQGRUDFFRXQWJURXS. A special account group (0012) is available for creating nodes in a hierarchy, . The system automatically proposes this special account group when you create the master record for a node.
'DWDLQD1RGH You enter the following mandatory data in the master record for a hierarchy node: •
Organizational data
•
Address
You can also enter the following optional data: •
Whether the node is relevant for pricing and rebate determination
•
Contact person data
3URFHGXUH To create the master record for a node, proceed as follows: 1. From the Retailing menu, choose 0DVWHUGDWD→9HQGRU. 2. Choose 9HQGRU→+LHUDUFK\QRGHV→&UHDWH. The initial screen for creating a hierarchy node appears (you are creating a type of vendor master record, so the system uses the same screens that you see when you create a vendor). The system proposes the account group 0012. 3. Enter your data, but leave the 9HQGRU field blank (in the standard version, the vendor number is assigned automatically by the system) and choose ENTER. The screen for entering name and address data appears. In addition, you can enter data in the following screens: –
Control data
–
Contact person
–
Billing data (subsequent settlement and pricing indicators)
4. Save your data.
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$VVLJQLQJD1RGH:LWKLQD9HQGRU+LHUDUFK\ 3URFHGXUH After you create the necessary master records for the nodes in your hierarchy, you can incorporate the nodes into the hierarchy by making the actual assignments. For each node, you can enter the following assignment data: •
Number that identifies the vendor number of the hierarchy node
•
Organizational data
•
Validity period
In addition, the system automatically copies the indicators from the node’s master record that specify whether the node is relevant for price determination or subsequent settlement.
3URFHGXUH To create an assignment in a vendor hierarchy, proceed as follows: 1. From the Retailing menu, choose 0DVWHUGDWD→9HQGRU. 2. Choose 9HQGRU→+LHUDUFK\→&KDQJH. 3. Enter a vendor hierarchy category (the standard version includes only one category: A), a validity date, and select 3URJUDP→([HFXWH. The system displays a list of existing vendor hierarchies that are valid for the data you entered. 4. Position your cursor at the top of the screen and select (GLW→$VVLJQPHQW→ &UHDWHDVVLJQPHQW. The system displays the &UHDWH+LHUDUFK\$VVLJQPHQW dialog box. The data in the upper half of the dialog box defines the node you want to assign. The data in the lower half specifies the higher-level node. 5. Enter your data. If you are assigning your node to a higher-level, enter data in the lower half of the dialog box. If you are assigning an existing vendor master record as a node, you can only assign vendors with valid account groups. Valid account groups are defined in the Customizing system for Purchasing. If you are creating the node at the top of a vendor hierarchy, you do not need to enter data in the lower half of the dialog box. 6. Select &RS\ or ENTER. The system creates the assignment and displays it in the vendor hierarchy. 7. Repeat the procedure for as many nodes as you need to create. 8.
Save your data.
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$VVLJQLQJD9HQGRUWRD1RGHLQD9HQGRU+LHUDUFK\ 3URFHGXUH After you have created the master data for the nodes and assigned the nodes within the hierarchy, you can assign your vendors to the appropriate nodes. You do this in exactly the same way as when you assign the nodes to each other in the hierarchy. For each assignment, you the enter the same data as above.
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'HILQLQJ3DUWQHUVDV1RGHVLQD9HQGRU+LHUDUFK\ In addition to nodes created with the special account group 0012, you can also define a partner as a node. ´ A node in a hierarchy represents a vendor's regional sales office from which you receive invoices. In this case, you have an existing vendor master record, already maintained as an ,QYRLFLQJSDUW\ partner function. You assign this vendor master record as a node in the vendor hierarchy, using the appropriate account group.
&RQWURO8VLQJ$FFRXQW*URXSV If you want to define partners as nodes, you can specify in the Customizing system of Retail which account groups are valid for a particular hierarchy category and which of these account groups may be defined as KLJKHUOHYHODFFRXQWJURXSV. For example, you can exclude the possibility of defining goods suppliers as higher-level nodes, since goods suppliers play no role in pricing.
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8VLQJ2UJDQL]DWLRQDO'DWDLQD9HQGRU+LHUDUFK\ When you create or maintain a hierarchy node, you must specify organizational data. Just as with vendor master records, you specify the purchasing organization. As a rule, the organizational data of nodes within a vendor hierarchy should be identical. However, the purchasing data may vary. For example, vendors maintained for different purchasing organizations may be assigned to the same node. ´ A node is maintained, for example, in the following purchasing organization: Purchasing organization 0001 You then assign two vendors to this hierarchy node. The first vendor is maintained in the following purchasing organization: Purchasing organization 0002 The second vendor is maintained in a different purchasing organization: Purchasing organization 0001 In the Customizing system for Purchasing you define which combinations of purchasing organization data are allowed. When you assign a vendor to a node, the system checks to make sure the combination of purchasing organization data is valid.
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8VLQJ9DOLGLW\3HULRGVLQD9HQGRU+LHUDUFK\ A validity period consists of a valid-from date and a valid-to date. By specifying validity periods for hierarchy nodes, you can take account of the fact that vendor hierarchies usually change over time. For example, the corporate structure of a vendor may change and you may want to restructure the vendor hierarchy in advance. Alternatively, sales through some retail outlets in a vendor hierarchy may develop substantially faster than through others, requiring that you reassign the top-selling stores within the hierarchy.
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8VLQJD9HQGRU+LHUDUFK\'XULQJ3XUFKDVH2UGHU 3URFHVVLQJ Vendor hierarchies are used in purchasing documents for pricing and subsequent settlement. When you process a purchase order for a vendor that is assigned to a vendor hierarchy, the system automatically determines the corresponding hierarchy path.
+LHUDUFK\3DWKV The hierarchy path shows the relationship of a vendor to the chain of nodes all the way up to the top level of the hierarchy. The system uses partner determination to build the hierarchy path in the purchase order.
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3DUWQHU'HWHUPLQDWLRQIRU9HQGRU+LHUDUFK\1RGHV During purchase order processing, the system automatically determines special partner functions in the partner data of the document. The system uses these partner functions for the following purposes: •
To determine the hierarchy path and store it in the document
•
To store hierarchy data per item (the pricing of individual items in the purchase order may relate to different hierarchy nodes)
In the purchase order, the system determines a default partner function (2A in the standard system), based on the hierarchy category. The system then uses partner determination (controlled through Customizing) to find higher-level partner functions, until it has determined the complete hierarchy path for the purchase order. The standard version of the SAP R/3 System includes four standard partner functions for this purpose: $' You can add as many additional partner functions as you require up to a maximum of 15 levels.
([DPSOHRI3DUWQHU'HWHUPLQDWLRQ The following example shows how the system uses partner determination to create the hierarchy path in a purchase order. In the following vendor hierarchy a purchase order is placed with vendor 2743. 6PLWK &HQWUDO
0001 Pricing
0001 xx
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0001 Pricing
0001 Pricing
0001
Vendor 2742
0001 xx xx
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0001 Pricing Vendor 2743
0001 x
0001 Pricing
0001 x
Vendor 2744
Using partner determination, the system creates the correct hierarchy path by establishing which higher-level partners apply. The partner function 2A is defined in Customizing as the default partner function. The vendor has the partner function VN (vendor). In this example, the system determines the following hierarchy path and stores it as partner data in the purchase order:
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2B (node - second level) 4713 2A (node - third level)
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'LVSOD\LQJWKH9HQGRU+LHUDUFK\3DWKLQ3XUFKDVLQJ 'RFXPHQWV 3URFHGXUH You can display the hierarchy path of a purchase order in the partner screen at header level.
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9HQGRU+LHUDUFKLHVDQG3ULFH'HWHUPLQDWLRQ Vendor hierarchies enable you to apply pricing and rebate agreements that are determined at a higher level than the vendor. For each node that you indicate as relevant for price determination, you can create pricing condition records.
1HZ&RQGLWLRQ7\SHV The standard version of the SAP R/3 System includes the following new condition types for creating condition records in vendor hierarchies: &RQGLWLRQW\SHV 'HVFULSWLRQ LH01
Percentage discount at node level
LH02
Percentage discount at article/node level
3ULFH'HWHUPLQDWLRQLQWKH3XUFKDVH2UGHU In the standard version, the system determines hierarchy-related prices in the purchase order (condition types LH01 and LH02) by searching for valid condition records at each level in the hierarchy path, starting with the lowest level. As soon as the system finds a valid condition record, it stops the search. If the same kind of condition record is stored at two different levels in the hierarchy, the system takes the first valid record at the lowest level. In the Customizing system for Purchasing, you can specify your own access sequences.
([DPSOHRI3ULFH'HWHUPLQDWLRQ In the example described above, the vendor hierarchy represents the Smith nation-wide sales group. The central office - Smith Central - is defined as the top node in the hierarchy. The regional offices of the sales group - Smith South, North, Northwest, and Northeast - are defined as nodes. During negotiations, you establish a pricing agreement for a particular product line. You are offered a national discount from all Smith stores. In addition, you are offered a special promotional discount for Smith North. You create the corresponding pricing condition records for the Smith Central and Smith North nodes. A subsequent purchase order from vendor 2742 gets the national discount. When orders are placed with vendors 2743 and 2744, the system determines prices by applying the pricing data stored for Smith North.
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0DLQWDLQLQJD9HQGRU+LHUDUFK\ An important aspect of vendor hierarchies is their flexibility. When a vendor’s structure changes in any way, you must be able to respond quickly and change the corresponding vendor hierarchy with the minimum of effort. For example, a vendor may reorganize its structure and move some retail stores from one region to another, or a vendor may merge several of its area divisions into one new unit. When you move a vendor or node from one part of a hierarchy to another, you automatically carry with it all other subordinate data.
0DLQWDLQLQJ0DVWHU'DWD You maintain the master data for hierarchy nodes in exactly the same way that you maintain vendor master data. In addition, you can maintain the data for each assignment of a node within a hierarchy. You can display and maintain both kinds of master data from the main master data screen in purchasing. To maintain the assignment of a node, you enter the hierarchy category and a validity date. The system then displays the hierarchy nodes that meet your selection criteria. If there is more than one hierarchy, each hierarchy appears as a list of underlying nodes and vendors.
0DLQWHQDQFH)HDWXUHV Vendor hierarchies can be maintained as follows: •
Adding a new node or vendor
•
Changing the assignment of a node or vendor from one node in the hierarchy to another
•
Changing validity data of a node or vendor
•
Deleting a node or vendor from the hierarchy.
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$GGLQJD1HZ9HQGRU+LHUDUFK\1RGH 3URFHGXUH You add a new node or vendor to an existing hierarchy by creating an assignment. For the procedure, see ‘Assigning a Node Within a Vendor Hierarchy’. The system checks that the assignment and organizational data are valid. The indicators that determine relevance for pricing and rebate processing are copied automatically from the master record for the node.
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&KDQJLQJWKH$VVLJQPHQWRID9HQGRU+LHUDUFK\1RGH 3URFHGXUH You can make changes in a vendor hierarchy to reflect changes in the structure of a vendor’s organization. When you reassign a node or vendor within a hierarchy, all dependent nodes and vendor master records are automatically reassigned as well.
5HDVVLJQLQJD9HQGRU To reassign a vendor within a vendor hierarchy, proceed as follows: 1. From the Retailing menu, choose 0DVWHUGDWD→9HQGRU. 2. Choose 9HQGRU→+LHUDUFK\→&KDQJH. 3. Enter a vendor hierarchy category (the standard version includes only one category: A), a validity date, and select 3URJUDP→([HFXWH. The system displays a list of existing vendor hierarchies that are valid for the data you entered. 4. Place your cursor on the vendor you want to move and select (GLW→1RGHV→ 5HPRYH. The system removes the vendor from the existing assignment and displays it as a single node in the overview screen. 5. Place your cursor on the vendor and select (GLW→1RGHV→5HDVVLJQ. A dialog box lists all nodes with the same organizational data as the vendor you want to reassign. 6. To select the appropriate node, double-click on the node or place your cursor on it and select &RS\. The system automatically assigns the vendor to the new location. 7. Save your data.
5HDVVLJQLQJD6XE+LHUDUFK\ You can also move an entire sub-hierarchy to another location within a vendor hierarchy or even to another hierarchy, if the organizational data permits this. To move a sub-hierarchy from one location to another, proceed as follows: 1. Place your cursor on the highest-level node of the sub-hierarchy and select (GLW→ 6XEKLHUDUFK\→5HPRYH The system removes the sub-hierarchy from the vendor hierarchy and displays it as a separate hierarchy. 2. To reassign the sub-hierarchy to a different location in the original vendor hierarchy, place your cursor on the highest-level node of the removed sub-hierarchy and select (GLW→6XEKLHUDUFK\→5HDVVLJQ. A dialog box lists all nodes with the same organizational data as the sub-hierarchy you want to reassign.
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&KDQJLQJWKH$VVLJQPHQWRID9HQGRU+LHUDUFK\1RGH 3URFHGXUH 3. To select the appropriate node, double-click on the node or place your cursor on it and select &RS\. The system automatically makes the new assignment. 4. Save your data.
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&KDQJLQJ9DOLGLW\'DWDLQD9HQGRU+LHUDUFK\ 3URFHGXUH When you create or make changes to a hierarchy node, you specify a valid-from date. For example, a vendor advises you that the sales structure of its organization will change, from the beginning of next year. You want to restructure the vendor hierarchy in advance. You maintain the hierarchy, changing the assignment of nodes as necessary and entering the valid-from date that corresponds to the change at the vendor. Until that time the existing node assignments remain the same. You can also specify a valid-to date for a node. If you leave the valid-to date blank, the system automatically proposes 12/31/9999. ´ You may want to define a temporary reassignment of a node for which you have already defined a future change. The following example shows how the system automatically redetermines the validity period in such a situation. Two assignments exist for node 4712: a current assignment and an assignment that comes into effect 01/01/1997. The validity periods before the temporary reassignment are as follows: 4712→4711 4712→5000
(01.01.1993 - 31.12.1998) (01.01.1995 - 31.12.9999)
You now create a third, temporary reassignment: 4712 -> 4000. The system automatically redetermines all three validity periods. The resulting validity data is then as follows: 4712→4711 4712→4000 4712→5000
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'HOHWLQJWKH$VVLJQPHQWRID9HQGRU+LHUDUFK\1RGH 3URFHGXUH You can delete assignments in a hierarchy. How the system reacts when you delete a node assignment depends on the validity period of the assignment. For example, other assignments may automatically be changed as a result of the deletion. The following scenarios describe possible system reactions: •
The valid-from date lies in the past. The system updates the assignment and sets the valid-to date to yesterday’s date.
•
The valid-from date is today’s date or lies in the future. The system physically deletes the assignment.
•
Other assignments exist for the nodes in question with adjoining validity periods. The system checks whether validity periods of the remaining assignments can be extended (see following example).
([DPSOHRI'HOHWLRQ The following assignments exist for the same node (one assignment effective now, the other later): 4712→4711 4712→5000
(01.01.1993 - 31.12.1998) (01.01.1995 - 31.12.9999)
If you delete the second assignment on 02/02/1994, the system changes the valid-to date of the first assignment to 12/31/9999. However, if you delete the second assignment on 02/02/1995, the system changes the valid-to date of this assignment to 02/01/1995. If you delete the first assignment on 02/02/1994, the system advises you that a future validity for this assignment exists.
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8SGDWLQJD9HQGRU+LHUDUFK\ 3URFHGXUH If you change data in a vendor master record (for example, the pricing indicator) that is already assigned as part of a vendor hierarchy, the system does QRW automatically update the data in the hierarchy assignments. Instead, when you change or display the hierarchy, the system displays a message telling you that relevant data has been changed. You can then choose whether to update the hierarchy. If you choose to update the hierarchy, proceed as follows: 1. On the screen for displaying or changing vendor hierarchies, select (GLW→8SGDWH DWWULEXWHV The system confirms that all assignment attributes were updated. 2. Save your data.
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$QDO\]LQJ(UURUV'XULQJ9HQGRU+LHUDUFK\0DLQWHQDQFH 3URFHGXUH The system informs you if errors occur in vendor hierarchy assignments. For example, the validity period of a particular assignment may not match the validity periods of the surrounding nodes. If this is the case, the system highlights the problem node and displays a short error message. For more information about the nature of the error, you can select (GLW→(UURU DQDO\VLV→'HWDLOV A dialog box provides a more detailed description of the error.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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9HQGRU3URFHVVLQJ 3XUSRVH This business process allows you to create or change vendor master data. Vendors are business partners who generally supply goods and/or services to a customer. Vendors can also assume other functions, such as issuing invoices or providing freight carrier services. External vendors are usually selected from companies offering services on the market with the help of guidelines drawn up by the purchasing department. These guidelines determine the requirements a vendor has to fulfill before the vendor company can be included in the source list of your company. ´ In addition to external vendors, internal vendors (distribution centers) are also defined in the system. Vendors can either be maintained from the accounting view, the purchasing view or centrally from both views. When vendors are maintained by the local purchasing departments, usually only data relevant for retail operations is maintained. When vendors are maintained centrally, data relevant to accounting is also maintained.
6WHSVLQWKH3URFHVV 1. You first assign the vendor an account group. This allows you to define the vendor function (such as goods vendor, carrier, or invoicing party). 2. You assign the vendor one or more purchasing organizations and, if necessary, one or more company codes. 3. You maintain general data, purchasing data and company code data. 4. If the vendor divides the assortment of merchandise it offers into sub-ranges (VSR), you create these in the system. 5. If required, you enter any differing purchasing data, partner functions at site level and, if available, at VSR level. 6HHDOVR Site processing [Page 132]
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&UHDWLQJD9HQGRU 3URFHGXUH To create a vendor master record, proceed as follows: 1. Proceed to: •
Create vendor: Initial screen Purchasing [Ext.], if you only want to maintain purchasing data or
•
Create vendor: Initial screen [Ext.], if you want to maintain purchasing and accounting data.
2. On the initial screen enter the number of the vendor (if your system is configured for external number assignment) or have the system generate this for you (if your system is configured for internal number assignment). Then enter a purchasing organization, if necessary a company code (if you are creating the vendor centrally) and an account group. ´ •
The DFFRXQWJURXS determines the function of the vendor created (such as a goods vendor or a carrier), whether number assignment is external or internal (i.e. assigned by the user or by the system) and the screens that are subsequently displayed and the fields that appear on them.
•
You can assign a vendor to one or more purchasing organizations. If you are processing the vendor centrally, you can also assign the vendor to one or more company codes. The assignment to more than one purchasing organization and/or company code can only be done DIWHU \RXKDYHFUHDWHGWKHYHQGRU for the first time and by FUHDWLQJWKHYHQGRUIRUDVHFRQGWLPH in the different purchasing organization and/or company code. In other words, you have to create the vendor for every purchasing organization and company code to which you wish it to be assigned. Only then can you maintain data for it on these organizational levels. If you enter neither a purchasing organization nor a company code, you can only maintain the general vendor data.
By pressing ENTER you proceed to further screens in the vendor master record. 3. *HQHUDOGDWD On the subsequent screens you can maintain general data such as the address, control data, and data relevant to payment. ´ &RQWDFWSHUVRQ In the &RQWDFWSHUVRQ view you can maintain information on the persons with whom you have contact at the vendor. You can enter the name, telephone number, the office address and private address of your contact persons. You can, however, also maintain further details including whether the person has an important function in the company, whether he/she is married or single, his/her job in the department, birthday, how he/she represents their company and so on. Contact persons can be used in maintaining partner functions.
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&UHDWLQJD9HQGRU 3URFHGXUH You can maintain contact persons at a vendor company using a separate transaction that exists for this (9HQGRU → %XVLQHVVSDUWQHU→&RQWDFWSDUWQHU→ &UHDWHor&KDQJH). 4. &RPSDQ\&RGH'DWD On the subsequent screens you can maintain data specific to the company code, such as correspondence or payment data. 5. 3XUFKDVLQJ2UJDQL]DWLRQ'DWD On the subsequent screens you can maintain data specific to the purchasing organization, such as purchasing data and partner functions. ´ Depending on the possible partner functions assigned via the partner determination procedure valid for the account group, you can maintain different partner functions. 6. $GGLWLRQDOGDWD 9HQGRUVXEUDQJH If a vendor divides its merchandise into sub-ranges (VSR), you can maintain these in the SXUFKDVLQJGDWD or SDUWQHUIXQFWLRQ screens. To do so, choose from the menu on one of the screens ([WUDV→6XEUDQJHV A new window appears. Here you can assign a vendor one or more vendor sub-ranges. By making this assignment, the subranges are created in the system. A VSR can be maintained in a number of languages. ´ Vendor sub-ranges are mostly used in creating article master data and in maintaining and determining conditions: •
When you create article and info record data, you can create a unique assignment between an article and a vendor sub-range.
•
In conditions management, conditions can be agreed with a vendor at subrange level. These are taken into account by the system in price determination.
7. $GGLWLRQDOGDWD 'LIIHUHQW'DWDIRU6LWHDQGRU9HQGRU6XEUDQJH In addition to maintaining data that applies to the whole purchasing organization, you can also maintain data for a particular site and/or vendor sub-range that differs from the general data. You maintain this data, which can include terms of payment or incoterms, for example, on the 3XUFKDVLQJGDWD and 3DUWQHUIXQFWLRQV screens. ´ In Customizing, you can define whether additional levels for data maintenance within a purchasing organization are allowed, and what these levels are, for each account group. These settings can, however, be changed in the vendor master record you are creating (([WUDV → $GGLWLRQDOSXUFKDVLQJGDWD). This allows you to control the levels at which different data can be entered for each vendor. To define data that differs from the general data, proceed as follows: a) Choose ([WUDV→ 'LIIHUHQWGDWD. If no levels exist on which different data is entered, a window will appear. Press ENTER to confirm that you wish to create different data.
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b) The &UHDWHGLIIHUHQWGDWD screen appears. Depending on your previous setting, the possible entries for site and/or vendor sub-range will appear. Enter the levels on which different purchasing data and/or partner functions is to be created and choose &UHDWH. c) The 'LIIHUHQWSXUFKDVLQJGDWD or the 'LIIHUHQWSDUWQHUIXQFWLRQV screen appears. In the top part of the screen you can see the levels on which you can now maintain different data. d) Via *RWR→ %DFN you branch to an overview of the levels that exist on which different data can be maintained. You can then do one of the following: •
Choose &UHDWH to create further levels on which different data can be maintained. or
•
Select an item and choose 3XUFKDVLQJGHWDLOV or 3DUWQHUGHWDLOV to maintain or display differing data. or
•
Choose 3XUFKDVLQJRYHUYLHZ to obtain an overview of the purchasing data maintained for every levelThe 3XUFKDVLQJRYHUYLHZscreen lists the levels and the field entries created on these levels By selecting an item in the list and choosing3XUFKDVLQJGHWDLOV, you branch to the purchasing data view. Here you can also maintain purchasing data. or
•
Choose *RWR→%DFN to return to the purchasing data valid for the purchasing organization.
8. $GGLWLRQDOGDWD 6XSSO\UHJLRQV On the 3XUFKDVLQJGDWD or 3DUWQHUIXQFWLRQV screen, choose ([WUDV → 6XSSO\UHJLRQV to define the country and region which the vendor is to supply. 9. $GGLWLRQDOGDWD 3DUWQHU9HQGRU On the 3XUFKDVLQJGDWD or 3DUWQHUIXQFWLRQV screen, choose ([WUDV → 3DUWQHU YHQGRUto obtain an overview of the partner functions defined for each level on which data can be maintained. 10. $GGLWLRQDOGDWD &XVWRPVWDULIISUHIHUHQFHGDWD On the 3XUFKDVLQJGDWD or 3DUWQHUIXQFWLRQV screen, choose ([WUDV → 7DULII SUHIHUHQFHV to enter customs preference data. 11. $GGLWLRQDOGDWD 9HQGRUFKDUDFWHULVWLFYDOXHV On the 3XUFKDVLQJGDWD or 3DUWQHUIXQFWLRQV screen, choose ([WUDV → 9HQGRU FKDUDFWHULVWLFYDOXHVto link the characteristic values used by the vendor to the internal characteristic values that are used in your company. ´ This is done by assigning vendor characteristic values to your internal characteristic values.
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&UHDWLQJD9HQGRU 3URFHGXUH The assignment of vendor characteristic values to internal characteristic values is dependent solely on the vendor and not on the individual articles. A window appears containing a list of all your internal characteristic values. Select a characteristic. A new window appears on which you can make your assignment. Via 6KRZYDOXHV, you can obtain a list of all the values for the internal characteristics selected. So that you do not have to enter so much data, you can have the system list the assignments created for a UHIHUHQFHYHQGRU. 12. &ODVVLILFDWLRQ Via (QYLURQPHQW → &ODVVLILFDWLRQ you can evaluate - i.e. classify - the vendor using the characteristics inherited. ´ The class 9HQGRUFODVV$contains the characteristic 7\SHRIDVVRUWPHQW Possible values for this characteristic areJURFHU\ZKLWHJRRGVWR\VWRLOHWULHVDSSDUHO. These values are used to classify vendors in class A. Using the classification you can then find all the vendors that deliver, for example, groceries or apparel. 13. Save your entries. You have now created a vendor with its master data.
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&UHDWLQJ3ODQQHG&KDQJHVLQWKH9HQGRU0DVWHU *HQHUDO'DWDDQG3XUFKDVLQJ'DWD 3URFHGXUH A vendor has informed you of a change of address that is to take effect as of next month. This change can be entered immediately in the system. Proceed as follows: 1. On the Plan vendor: Initial screen Purchasing [Ext.] enter the vendor for which you wish the changes to take effect and when the changes are to take effect. 2. Select at least one view. If you wish to change purchasing data, also enter the purchasing organization for which the changes are to apply. Choose ENTER. 3. On the screen(s) that appear(s) you can then make the vendor changes. See also Creating a vendor: Procedure [Page 217]. 4. Save your entries. Your planned changes can now be activated.(Activating Planned Changes in the Vendor Master Online: Procedure [Page 222]). ´ •
You can display all the planned changes that are to take place on a particular date.
•
You cannot make planned changes for contact persons.
´ If you wish to schedule a new change for a vendor for whom a planned change has already been scheduled, the system reads the currently valid data and not the planned changes.
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$FWLYDWLQJ3ODQQHG&KDQJHV2QOLQHLQWKH9HQGRU 0DVWHU 3URFHGXUH To activate online changes which you have already planned, proceed as follows: 1. On the Activate planned changes in the vendor master [Ext.] screen you can enter both a key date and a vendor for which planned changes are to be activated. •
Key date: Date up to which the system searches for planned but not yet activated changes for the vendor.
•
Vendor: Vendor for which planned changes are to be activated. If you do not fill out this field, planned changes for the key date will be activated for all vendors.
2. Choose 3URJUDP→([HFXWH 3. The system may point out that warning or error messages exist and allows you to branch directly to the appropriate vendor master to process these changes. 4. The system issues a list of all the vendors for which changes were planned for the key date. The changes are now active.
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'LVSOD\LQJ$FFRXQWV3D\DEOH&KDQJHVWRD9HQGRU 3URFHGXUH When you change a master record, the system records the changes in a change document. For each field that is changed, it documents the time of the change, the name of the user and the previous contents of the field. This procedure allows you to display all the changes made to JHQHUDOGDWDSXUFKDVLQJGDWD DQGRUFRPSDQ\FRGHGDWD for RQH vendor at a time. To do this, proceed as follows: 1. On the Vendor account changes: Initial screen [Ext.] enter the vendor number. Limit your selection by entering further criteria if required (such as the purchasing organization). Choose ENTER. The screen for vendor changes: changed fields is displayed. This gives you an overview of the changes that match your selection. 2. You can now display the following information: •
Choose *RWR → $OOFKDQJHV to obtain information on the date of the change, the old field contents and the new field contents. For more detailed information on a particular item, position the cursor on the line required and choose (GLW → 6HOHFWLRQ.
•
Choose *RWR → (QWULHV to see changed entries.
´ While field changes apply to one particular field, an entry refers to a list of fields that are managed under one key and which can be entered or deleted as a group. Examples of this are general changes to the vendor master, purchasing organization data or contact person data. •
Choose *RWR → 'HOHWLRQV to display deleted entries.
•
Choose 6HWWLQJV→ )LHOGQDPHV to obtain a list of the names of the changed fields.
•
You can display changes for several vendors via (QYLURQPHQW → &URVVDFFRXQW GLVSOD\
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'LVSOD\LQJ$FFRXQWV3D\DEOH&KDQJHVWR6HYHUDO 9HQGRUV 3URFHGXUH When you change a master record, the system records the changes in a change document. For each field that is changed, it documents the time of the change, the name of the user and the previous contents of the field. This procedure allows you to display all the changes made to JHQHUDOGDWDSXUFKDVLQJGDWD DQGRUFRPSDQ\FRGHGDWD for VHYHUDO vendors at the one time. To do this, proceed as follows: 1. On the Vendor account changes: Initial screen [Ext.] enter a vendor number and choose (QYLURQPHQW → &URVVFRFGGLVSOD\. A selection screen appears. 2. Enter your selection data and execute the program. 3. A list appears of all changes which match the selection criteria.
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'LVSOD\LQJ3ODQQHG$FFRXQW&KDQJHVIRUD9HQGRU 3URFHGXUH This procedure allows you to display all planned changes made to JHQHUDOGDWDDQGRU SXUFKDVLQJGDWDfor one vendor. To do this, proceed as follows: 1. On the Planned vendor account changes: Initial screen [Ext.] enter the vendor number and your selection data. 2. Choose ENTER. 3. A list appears of all changes which match the selection criteria.
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9HQGRU%ORFN 3XUSRVH This business process allows you to block vendors for specific activities. You may have to block a vendor for a number of reasons: •
The vendor delivers poor quality goods
•
The vendor repeatedly misses deadlines
•
The vendor has failed to reach agreement with you on conditions
•
The vendor repeatedly issues incorrect invoices
•
The vendor has gone into liquidation
In such cases you are able to block particular activities involving the vendor, such as: •
Purchase order placed with the vendor, purchase requisitions involving the vendor, allocation tables that involve purchase orders being placed with the vendor (purchasing block)
•
Postings to the vendor account (posting block)
•
Payment (payment block)
•
Goods receipt, delivery
In addition to setting a general block for a vendor, you can also block the vendor on a number of levels: •
For the whole client
•
For one or more purchasing organizations
•
For one or more company codes
•
For one or more vendor sub-ranges
•
For specific sites
If a new vendor is to be created with a block already set, the employee responsible for releasing the block receives a work item for this via workflow.
6WHSVLQWKH3URFHVV 1. You determine the vendor you wish to block. 2. You decide the type of block you wish to set: a) Purchasing block b) Posting block c) Payment block d) Block for quality reasons 3. In cases a, b and c above, you define the organizational levels on which the block is to apply:
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a) Purchasing block This can be set for the whole client or particular purchasing organizations. If different data exists at vendor sub-range and/or site level, you can also set purchasing blocks at these levels. b) Posting block This can be set for the whole client or for specific company codes. c) Payment block This can be set for specific company codes. 4. If you wish to block the vendor due to quality reasons, you define the activities to which the block is to apply, such as purchase orders, deliveries or goods receipts.
5HPDUNV •
In the 3D\PHQWVWUDQVDFWLRQV$FFRXQWLQJ view you can block open items from being automatically paid. For information on blocking automatic payments, please see the Payment Block information in the Financial Accounting section of the implementation guide (IMG).
•
For information on blocking due to quality reasons (keys for delivery blocks), please see the QM in Procurement information in the Quality Management section of the implementation guide (IMG). The field %ORFNGXHWRTXDOLW\UHDVRQV in the vendor master record only is only of significance in connection with the QM system. The QM procurement key must be set in the article master and a control key maintained.
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9HQGRU 6HWWLQJD3XUFKDVLQJ3RVWLQJ%ORFN 3URFHGXUH To set a purchasing block and posting block for specific purchasing organizations, company codes or even for the whole company, proceed as follows: 1.
On the Block/Unblock Vendor: Initial Screen [Ext.] proceed as follows. a) &OLHQW:LGH%ORFN (Purchasing/posting block applied to the whole company) Enter the vendor you wish to block and press ENTER. A new window appears. •
In the 3RVWLQJEORFN field group, select the $OOFRPSDQ\FRGHV field to set a SRVWLQJEORFNIRUWKHZKROHFOLHQW.
•
In the 3XUFKDVLQJEORFN field block, enter a key in the $OOSXUFKDVLQJ RUJDQL]DWLRQV field to set a SXUFKDVLQJEORFNDWFOLHQWOHYHO.
b) 3XUFKDVLQJ%ORFNIRUD3DUWLFXODU3XUFKDVLQJ2UJDQL]DWLRQ Enter the vendor, the purchasing organization desired and press ENTER. A new window appears. In the 3XUFKDVLQJEORFN field group select the 6HOHFWHG SXUFKDVLQJRUJDQL]DWLRQ field. c) 3RVWLQJ%ORFNIRUD3DUWLFXODU&RPSDQ\&RGH Enter the vendor and the company code and choose ENTER. In the 3RVWLQJEORFN field group, select the 6HOHFWHGFRPSDQ\FRGH field. ´ If you wish to set a purchasing/posting block for PRUHWKDQRQH but not for all SXUFKDVLQJRUJDQL]DWLRQVFRPSDQ\FRGHV, repeat the steps described here as required. If you enter a SXUFKDVLQJRUJDQL]DWLRQ and a FRPSDQ\FRGH on the initial screen, you have the following options: •
You can block the vendor for both organizational units.
•
In spite of the organizational levels you entered, you can still block the vendor for all purchasing organizations and company codes.
2. Save your entries. You have now blocked the vendor as indicated.
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9HQGRU 6HWWLQJD3XUFKDVLQJ%ORFNIRU6LWHVDQGRU 9HQGRU6XE5DQJHV 3URFHGXUH You can only set a vendor purchasing block specific to a particular site and/or vendor sub-range if you have maintained data on these levels and the data is different from the data maintained at purchasing organization level. To block a vendor at a particular site and/or vendor sub-range level, proceed as follows: 1. On the Change vendor: Initial screen Purchasing [Ext.] enter the vendor you wish to block and the purchasing organization involved. Select the 3XUFKDVLQJRUJDQL]DWLRQ view in the purchasing organization data section. Choose ENTER. A new window appears. 2. If you have maintained different vendor data for a site and/or vendor sub-range (VSR), choose ([WUDV→'LIIHUHQWGDWD. A new window appears. 3. Select the level (on which the different data is maintained) which you wish to block for purchasing activities. You can select: –
A vendor sub-range
–
A site
–
Both a vendor sub-range and a site
4. Choose 3XUFKDVLQJGHWDLOV A new window appears. 5. Choose ([WUDV→3XUFKDVLQJEORFN. A window appears. 6. Select the field Purchasing block and press ENTER. 7. Save your entries. You have now blocked the vendor as indicated at site and/or vendor sub-range level.
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9HQGRU 6HWWLQJD3D\PHQW%ORFNIRU6SHFLILF&RPSDQ\ &RGHV 3URFHGXUH To block a vendor at company code level from being automatically paid, proceed as follows: 1. On the Change vendor: Initial screen [Ext.] enter the vendor to be blocked, and the company code. Select the view 3D\PHQWWUDQVDFWLRQV in the company code data section. Choose ENTER. A new window appears. ´ If you have assigned the vendor you wish to block to more than one company code, you have to repeat the steps described here as required. 2. Choose *RWR→ &RPSDQ\FRGHGDWD→3D\PHQWWUDQVDFWLRQV A new window appears. 3. In the field 3D\PHQWEORFN enter the type of block you require. 4. Save your entries.
1RWHVDQG5HPDUNV •
Manual payments are only affected by the payment block if the blocking key has been assigned the corresponding attribute in the Customizing system.
•
Posting block and payment block: If you block a vendor from being paid, you can still post to the vendor account (for example, at goods receipt). If you set a posting block for a vendor, this also prevents you from paying any open items for the vendor, i.e. the posting block also acts as a payment block. If, however, you have entered an DOWHUQDWLYHSD\HH for the vendor, you can set a posting block for the vendor and still effect payment by posting the payment to the different payee (if bankruptcy proceeding are instituted against the vendor, for example).
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9HQGRU 6HWWLQJD%ORFNIRU4XDOLW\5HDVRQVLQWKH 9HQGRU0DVWHU 3URFHGXUH To set the key in the vendor master that blocks a vendor for quality reasons, proceed as follows: 1. On the Block/Unblock Vendor: Initial Screen [Ext.] enter the site number and press ENTER.
A new window appears. 2. Enter the blocking key in the %ORFNIRUTXDOLW\UHDVRQV field. ´ The block for quality reasons in the vendor master record only is only of importance in connection with the QM system. The QM procurement key must be entered in the article master.
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$UWLFOH0DVWHU'DWD 3XUSRVH The article master contains information on all the articles that a company procures or produces, stores, and sells. It is the company’s central source for retrieving article-specific data. This information is stored in individual article master records.
)HDWXUHV In Customizing for the 0DWHULDO0DVWHU, you can model the article master around your company’s requirements. You do this in the Implementation Guide (IMG) activity &RQILJXUHFXVWRPL]HG PDWHULDOPDVWHU. By customizing the article master, you can configure the dialog for maintaining article master records. You can do this according to the following criteria: •
User
•
Article type
Both standard subscreens and customer-specific subscreens are allowed. If you use customerspecific subscreens, they must belong to a customer-specific function group that you create as a copy of the standard function group for subscreens. The standard article master offers you a choice of the following screen sequences for retail: •
03 This screen sequence is designed so that as much data as possible is displayed on a single article master screen. This increases the length of the screen, but reduces the number.
•
23 In this screen sequence, the screens are presented as tab pages, similar to a stack of index cards. Each tab page has a tab title, for example, the name of a user department such as %DVLF'DWD, /LVWLQJ, and so on. It is the screen sequence preset in the standard SAP R/3 Retail System.
The other screen sequences are for industry. %XVLQHVV3URFHVVHVDQG 3URFHGXUHV
Organizational areas Headquarters [Page 103]
Article Processing [Page 310]
•
Article Block [Page 315]
•
DC [Page 106]
Store [Page 108]
Sales Office [Page 110]
6HHDOVR Merchandise Category: Overview [Page 318]
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Assortment [Page 408] Assortment: Subsequent Listing [Page 421] Season: Overview [Page 471] Articles: EAN Management [Page 279] Articles: Taxes [Page 282] R/3 library documentation 0DQDJLQJ0DWHULDO0DVWHU'DWD /20'00
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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$UWLFOHV $UWLFOH0DVWHU5HFRUGV 'HILQLWLRQ $UWLFOH An article is the smallest unit or customer pack that can be ordered independently and that cannot be split into smaller units. Articles are generally ordered for a site and sold. However, they are not always sold in the same form as that in which they were purchased.
$UWLFOH0DVWHU5HFRUG An article master record contains the data required to manage an article. This data can be categorized as follows: •
Data of a descriptive nature such as size and weight
•
Data with a control function such as the article type
Besides this data, which can be directly maintained by the user, an article master record contains data that is automatically updated by the system such as stock levels.
8VH For each article, you define an article master record in the article master. In the article master record, you assign the units of measure and dimensions (in which an article is traded) to the article in particular.
6WUXFWXUH An article master record contains not only data relating to the article itself, but also information from other relevant areas. In the article master, these areas are known as user departments. The integration of such data in a single database object eliminates redundant data storage. The user departments are as follows: •
Basic data [Page 237]
•
Listing [Page 239]
•
Purchasing [Page 241]
•
Sales [Page 243]
•
Logistics: distribution centers [Page 245]
•
Logistics: stores [Page 247]
•
Point of sale (POS) [Page 252]
The following information is displayed at the top of the screen for the respective user department: •
Article number
•
Article description
•
Article category
For a JHQHULFDUWLFOH, you can display the variants that exist, together with the corresponding description, by choosing 9DOLGLW\DUHDV and displaying the possible entries.
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,QWHJUDWLRQ If, when you create an article master record, a reference article exists for the merchandise category, certain data is proposed from the reference article.
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$UWLFOHV %DVLF'DWD 8VH In this user department, you define global article data not specific to a vendor or site.
$FWLYLWLHV For each article, you can enter, for example, the following basic data: •
Units of measure/EANs/dimensions –
Units of measure Besides the base unit of measure, you can specify alternative units of measure. If you specify an alternative unit of measure, you must specify the factor for converting it to the base unit of measure. You can flag individual units of measure as the sales unit, unit of issue (or delivery unit), and/or order unit as required.
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$OWHUQDWLYH XQLWV
6DOHVXQLW –
8QLWRILVVXH
2UGHUXQLW
EANs You can create an International Article Number (EAN) for each unit of measure. By choosing $GGLWLRQDO($1V in the ([WUDV menu, you can specify additional EANs. See also EAN Management [Page 279].
–
Dimensions You can enter dimensions, volume, and weight for each unit of measure.
•
Groupings Besides the merchandise category and article type already defined on the initial screen, you can define further data for grouping together articles here.
•
General data Here, you specify data that is relevant to all departments, for example, the tax classification of an article for output tax. See also Taxes [Page 282].
•
Internal logistics data
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$UWLFOHV %DVLF'DWD Here, you specify data for internal control such as the purchasing group, transportation group, and loading group. •
Contents Here, you specify the net/gross contents, together with the relevant unit.
•
Validity Here, you specify, for example, the period for which the article is valid, and also the date from which the article may be used in Purchasing or Sales and Distribution.
•
Expiration date Here, you specify data for determining the shelf life. This includes the remaining shelf life, total shelf life, and storage percentage.
For a JHQHULFDUWLFOH, you can also choose the following functions: •
&KDUDFWHULVWLFYDOXHV This allows you to display the characteristics (such as color) used to describe and distinguish articles, and to select values (such as blue or white) for them. You can also define new characteristic values here and/or cancel existing ones.
•
9DULDQWV This allows you to display the combinations of characteristic values that have been defined for a generic article, for example, the colors in which a particular size is available. You can also define new combinations here.
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$UWLFOHV /LVWLQJ'DWD 8VH In this user department, you define the following information: •
Assortment owners and distribution chains in which the article is managed
•
Period in which the article can be delivered to the respective assortment owner (listing period)
•
Period in which you expect to sell the article at the respective assortment owner (selling period)
3UHUHTXLVLWHV To carry out listing, you must define a listing procedure. The listing procedure is used to list an article for a set of assortment owners. The set of assortment owners depends on whether you enter a distribution chain on the /LVWLQJ screen. •
If you specify one or more distribution chains, the system checks the assortment owners belonging to these distribution chains.
•
If you do not specify a distribution chain, the system checks all of the assortment owners.
You define listing procedures in Customizing for $VVRUWPHQWV in /LVWLQJSURFHGXUHV. A listing procedure always consists of a combination of the following basic listing procedures: 3URFHGXUH
.H\
Manual procedure
M
Listing profile procedure
P
Classifying procedure
K
Layout comparison procedure L
You can combine these basic listing procedures by linking them with AND or OR. The system executes these basic listing procedures in turn; that is, in steps. /LQNUXOH 'HVFULSWLRQ AND
The assortment owners determined for listing must satisfy the basic procedures that you have combined with AND; that is, the number of assortment owners determined in the previous step is possibly reduced.
OR
The assortment owners determined for listing are added to those determined in the previous step.
´
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$UWLFOHV /LVWLQJ'DWD You define the listing procedure Z. In this listing procedure, you want the assortment owners determined for listing to satisfy basic procedure P DQG K, RU to satisfy basic procedure L. In this case, you make the following entry in Customizing: 3 ._/
$FWLYLWLHV Before starting the listing operation, you are recommended to specify the relevant distribution chains for which the listing operation is to be carried out. Here, you have the following options: •
You can maintain the data screens for individual distribution chains by choosing 9DOLGLW\DUHDV.
•
You can interrupt the creation of data by choosing &DQFHO, but only if you have not already confirmed the data.
You start the listing operation by choosing 3HUIRUPOLVWLQJ. After carrying out the listing operation, you can display the assortment owners determined by choosing $VVRUWPHQWRZQHUV. If an assortment owner is listed and if it is defined in the article’s source of supply that the article can be procured via a distribution center, the distribution centers that can supply the assortment owner are also listed. Besides the assortment owners, the following distribution chains are also determined: •
Distribution chains to which at least one listed assortment owner belongs
•
Distribution chains via which at least one listed assortment owner can deliver goods
You can display these distribution chains by choosing 'LVWULEXWLRQFKDLQV. The /LVWLQJ screen contains the following indicators: •
0DLQWDLQDVVRUWPHQWVPDQXDOO\ By selecting this indicator and choosing 3HUIRUPOLVWLQJ, you access a dialog box displaying the listed assortments, all of which are selected. If you deselect assortments, the system sets the valid-to date for the listing period to the current date.
•
/LVWLQJHUURUV By selecting this indicator and choosing 3HUIRUPOLVWLQJ, you access a dialog box displaying the errors that occurred for each assortment owner. Here, you can decide for each assortment owner whether the error messages are to be ignored and the assortment owner listed nevertheless.
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$UWLFOHV 3XUFKDVLQJ'DWD 8VH In this user department, you define vendor-specific data for an article. ´ The vendor entered on the initial screen is copied to the 3XUFKDVLQJ screen. If the article is supplied by several vendors, you can switch to a different vendor from the 3XUFKDVLQJ screen. You do this by choosing 9DOLGLW\DUHDV and displaying the possible entries.
,QWHJUDWLRQ Purchasing data creates the link between the article, vendor, and purchasing organization.
3UHUHTXLVLWHV To access the 3XUFKDVLQJ screen, you must enter a purchasing organization and vendor on the initial screen. If, from the standpoint of a store, a distribution center is a vendor, you can specify the number of the distribution center as the vendor.
$FWLYLWLHV For each article, you can enter, for example, the following purchasing data: •
General data for each vendor This includes, for example, the availability period, the order unit, and whether the vendor is a regular vendor.
•
Data for each vendor, purchasing organization, and optionally site Here, you define, for example, the planned delivery time, and the underdelivery tolerance and overdelivery tolerance. You can also distinguish by site some of the data that you enter for each vendor and purchasing organization. You do this by specifying a site on the 3XUFKDVLQJ screen.
•
Conditions Here, you define data on prices and conditions in particular. When determining the net price, please note that only conditions at article/vendor/purchasing organization level are considered.
Other functions on the 3XUFKDVLQJ screen are as follows: •
6RXUFHOLVW Provides an overview of the available sources of supply for an article, indicating the periods during which procurement from such sources is possible.
•
7H[WV Provides an overview of the texts, for example, info record note and purchase order text, contained in the purchasing info record.
•
,QIR5HFRUG
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$UWLFOHV 6DOHV'DWD 8VH In this user department, you maintain sales-specific data for an article, in particular its sales prices which can differ according to: •
Distribution chain (combination of sales organization and distribution channel)
•
Site
•
Unit of measure
•
Period of validity
´ It is not mandatory to specify a distribution chain for sales data. However, if you access the 6DOHV screen in the article master without specifying one, only the header data is displayed. On the 6DOHV screen, you can specify organizational levels by choosing 9DOLGLW\DUHDV.
,QWHJUDWLRQ On the 6DOHV screen, the system displays the sales price for the specified organizational level (that is, distribution chain or site). It has determined this price in the background from the purchase price defined on the 3XUFKDVLQJ screen and from the planned markup.
$FWLYLWLHV In determining the sales price, the system uses the following information: •
Pricing type Determines the sales pricing schema (sometimes referred to as the sales pricing procedure). It contains, for example, the planned markup and the net/net purchase price.
•
Price point group Defines whether and how a sales price is rounded.
The pricing type and the price point group are defined by your system administrator in Customizing for 3ULFLQJ in the following Implementation Guide (IMG) activities:
•
0DLQWDLQSULFLQJW\SH and $VVLJQSULFLQJW\SHWRRUJDQL]DWLRQDOOHYHO
•
'HILQHSULFHSRLQWJURXS and $VVLJQSULFHSRLQWJURXSWRRUJDQL]DWLRQDOOHYHOPDWHULDO JURXS
Other functions on the 6DOHV screen are as follows: •
6DOHVSULFLQJ Provides details of the factors influencing the calculation of the sales price such as conditions, discounts, and costs.
•
2WKHUVDOHVGDWD Provides details of sales-specific data at article level/distribution chain level such as the volume rebate group and the pricing reference article.
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$UWLFOHV /RJLVWLFV'DWDIRU'LVWULEXWLRQ&HQWHUV 8VH In this user department, you define site-specific article data for distribution centers. You have the following options: •
Defining data for all distribution centers If you do not specify a distribution center in the header when creating an article master record, the data is maintained for all the distribution centers determined in the listing operation. This data is referred to as identically maintained data.
•
Defining data for one distribution center If you specify a distribution center in the header when creating an article master record, the data is maintained for that distribution center only. If you maintain this data differently from the data for other distribution centers, it is referred to as differently maintained data. It is not changed if you change data at a higher level. Nor does maintaining data differently for this distribution center change data at a higher level.
´ Your company has distribution centers 0001 to 0100. You maintain logistics data differently for distribution center 0099 by entering distribution center 0099 in the header of the article master record, and changing the data. For another article, you maintain logistics data, but do not enter a distribution center in the header. The data is maintained identically for distribution centers 0001 to 0100 with the exception of 0099. You have the following options for displaying distribution centers: •
Identically maintained validity areas [Page 257] Displays the distribution centers that have been maintained identically to the reference site.
•
Differently maintained validity areas [Page 260] Displays the distribution centers that have been maintained differently from the reference site.
See also Articles: When Is Logistics Data Differently Maintained? [Page 249]
,QWHJUDWLRQ On the /RJLVWLFV 'LVWULEXWLRQ&HQWHU screen, you can access, for example, the following distribution-center-relevant data: •
Replenishment planning, forecast, and consumption data
•
Accounting data See also Articles: Default Valuation Types in Accounting [Page 251].
•
Quality management data
•
Warehouse management data [Page 246]
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$UWLFOHV :DUHKRXVH0DQDJHPHQW'DWD On the /RJLVWLFV 'LVWULEXWLRQ&HQWHU screen and on the /RJLVWLFV 6WRUH screen, you can specify a main storage location for a site. The article is normally stored at this storage location. If this main storage location is a warehouse management (WM) storage location (that is, if you have assigned a warehouse number to the site and to the storage location in Customizing for (QWHUSULVH6WUXFWXUH under $VVLJQZDUHKRXVHQXPEHUWRSODQWVWRUDJHORFDWLRQ), you can choose :DUHKRXVHPDQDJHPHQWon either of the /RJLVWLFV screens to access an additional screen on which you can specify WM data for the warehouse number. Since you can define more than one storage type for a warehouse number (in Customizing for :DUHKRXVH0DQDJHPHQW under 'HILQHVWRUDJHW\SH), and since you can maintain only one storage type in integrated article maintenance, storage type 005 is used in the standard SAP Retail System. If this storage type does not exist, the system uses the first storage type in the list of storage types defined for the warehouse number. ´ You cannot enter the warehouse number or storage type manually. Both are determined automatically from the site and main storage location. You can maintain only the WM data for the automatically determined warehouse number and storage type. The system proposes all WM-specific data (except the WM storage bin) from the reference data. If you change the main storage location, the system proposes the storage location data from the main storage location of the reference site, and uses the main storage location of the reference site to propose the WM data, but only if you have not already maintained this data for the new storage location. ´ If WM data already existed for the new storage location, this data is displayed on the :DUHKRXVH0DQDJHPHQW screen. The system indicates this by warning you to this effect. The data maintained for the previous storage location is also saved. If the system cannot determine a warehouse number or storage type for the new storage location, it only resets the relevant WM data on the /RJLVWLFV screens, not the previously maintained WM data. If you reset a main storage location (that is, overwrite it with blanks), the system resets the storage location data and the WM data on the screens with a corresponding warning. 6HHDOVR Articles: When Is Logistics Data Differently Maintained? [Page 249]
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$UWLFOHV /RJLVWLFV'DWDIRU6WRUHV 8VH In this user department, you define site-specific article data for stores. You have the following options: •
Defining data for a global reference store If you specify neither a distribution chain nor a store in the header when creating an article master record, the data is identically maintained for all stores, except those belonging to a distribution chain with a reference store of its own.
•
Defining data for a distribution-chain-specific reference store If you specify a distribution chain in the header when creating an article master record, the data is identically maintained for all stores belonging to the distribution chain specified.
•
Defining data for one store If you specify a store in the header when creating an article master record, the data is maintained for that store only. You normally do this if you want to maintain data differently for a particular store. The data is not changed if you change data at a higher level. Nor does maintaining data differently for this store change data at a higher level.
´ Your company has stores 0001 to 0100. You maintain logistics data differently for store 0099 by entering store 0099 in the header of the article master record, and changing the data. For another article, you maintain logistics data, but do not enter a store in the header. The data is maintained identically for stores 0001 to 0100 with the exception of store 0099. You have the following options for displaying stores: •
Identically maintained validity areas [Page 257] Displays the stores that have been maintained identically to the reference site.
•
Differently maintained validity areas [Page 260] Displays the stores that have been maintained differently from the reference site.
See also Articles: When Is Logistics Data Differently Maintained? [Page 249]
,QWHJUDWLRQ On the /RJLVWLFV 6WRUH screen, you can access, for example, the following screens: •
Replenishment planning, forecast, and consumption data
•
Accounting data See also Articles: Default Valuation Types in Accounting [Page 251].
•
Quality management data
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•
Other logistics data
•
Warehouse management data [Page 246]
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$UWLFOHV :KHQ,V/RJLVWLFV'DWD'LIIHUHQWO\0DLQWDLQHG" Logistics data is divided into two groups: •
Data that is normally the same for all sites for a particular article Here, the system proposes this data from the reference site DQG copies any changes to it to the dependent site(s). If, for a dependent site, you maintain this data differently from the reference site, the site is identified as differently maintained. It is now no longer a dependent site. However, if you subsequently make its data conform to the reference site, it again becomes a dependent site.
•
Data that normally differs from site to site for a particular article Here, the system only proposes this data from the reference site. Any changes to this data are not copied to the dependent site(s). If, for a dependent site, you maintain this data differently from the reference site, the site is QRW identified as differently maintained. It remains a dependent site. This data is as follows: –
Planned delivery time
–
Planning cycle
–
Delivery cycle
–
Purchasing group
–
Stock planner
–
Rounding profile
–
Units of measure group
–
Minimum target stock
–
Maximum target stock
–
Average price
–
Standard price
–
Price control
–
Price unit
You can maintain data differently at the following levels: •
Site
•
Storage location
•
Warehouse management
In the case of a dependent site, this allows you to maintain site-specific data differently from the reference site. If you have specified a storage location that you have defined for the dependent site (in Customizing for (QWHUSULVH6WUXFWXUH under 0DLQWDLQVWRUDJHORFDWLRQ), you can also maintain the
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$UWLFOHV :KHQ,V/RJLVWLFV'DWD'LIIHUHQWO\0DLQWDLQHG" storage location data of the dependent site differently from the storage location data of the reference site. If the storage location of the reference site and also the storage location of the dependent site are managed in Warehouse Management (WM) (that is, you have assigned a warehouse number to the storage location in Customizing for (QWHUSULVH6WUXFWXUH under $VVLJQZDUHKRXVHQXPEHU WRSODQWVWRUDJHORFDWLRQ), you can maintain the WM data of the dependent site differently from the WM data of the reference site. Data may also exist that cannot be copied from a reference site to a dependent site, for example, if you have not defined the reference site’s storage location for the dependent site, or if the storage location of the reference site is WM-managed, but not the storage location of the dependent site). In this case, the dependent site is not identified as differently maintained at storage location level or WM data level. 6HHDOVR Articles: Logistics Data for Distribution Centers [Page 245] Articles: Logistics Data for Stores [Page 247] Articles: Differently Maintained Organizational Levels [Page 260] Articles: Identically Maintained Organizational Levels [Page 257]
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6$35HWDLO $UWLFOHV 'HIDXOW9DOXDWLRQ7\SHVLQ$FFRXQWLQJ
$UWLFOHV 'HIDXOW9DOXDWLRQ7\SHVLQ$FFRXQWLQJ When you create an article master record, you create it for all sites that are listed in the listing [Page 239] operation. If, in Customizing for 9DOXDWLRQDQG$FFRXQW$VVLJQPHQW, you have set split valuation and specified valuation category R (retail) for a site, this valuation category is proposed on the $FFRXQWLQJ screen in the article master record. In the standard SAP Retail System, you can access the $FFRXQWLQJ screen on either of the following screens: •
Logistics: Distribution Center [Page 245]
•
Logistics: Store [Page 247]
For each site with valuation category R, the system automatically creates the valuation data for the default valuation types set (in Customizing for 9DOXDWLRQDQG$FFRXQW$VVLJQPHQWunder 6HW VSOLWYDOXDWLRQ) for: •
External procurement (RNORMAL)
•
Promotional merchandise (RAKTION)
When you create or extend a site (distribution center or store) for an article, you cannot explicitly change or differently maintain the accounting data on the valuation types. It is automatically copied from the data in the valuation header record on the $FFRXQWLQJ screen. The system proposes the valuation class, the price unit, the prices, and, in the case of value-only articles, the valuation margin. If you change the valuation header record, the system copies only the valuation margin and the valuation class. The other valuation types are not affected by changes in price. 6HHDOVR Articles: When Is Logistics Data Differently Maintained? [Page 249]
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$UWLFOHV 326'DWD Here, you define special article data required for point of sale (POS) systems. In this user department, you can define special article data required for communicating with POS (Soint Rf Vale) systems. The data always relates to a single distribution chain of the article. You have the option to restrict validity by specifying a store. You can create till receipt texts for each sales unit. They are independent of the distribution chain via which the article is sold.
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$UWLFOHV $UWLFOH1XPEHUV 'HILQLWLRQ Number uniquely identifying an article master record, and thus an article.
8VH Article numbers can be assigned in one of the following ways: •
Externally Since mnemonic article numbers are common in retail, article numbers are usually assigned externally; that is, you enter the required (usually mnemonic) character string on the screen when creating an article master record.
•
Internally With this type of number assignment, you do not enter the article number on the screen. The system assigns a consecutive number automatically.
The numbers of generic articles can be assigned internally or externally. The same number range is used as for single articles. The numbers of variants are assigned internally, the system determining the number of the variant from the number of the generic article and a suffix. Your system administrator defines the required type of number assignment in Customizing for the 0DWHULDO0DVWHU in 'HILQHQXPEHUUDQJHV. After defining a number range, he or she can flag it, if external number assignment is required, as an external number range. Your system administrator then assigns it to one or more article types. As a result, when creating an article master record, the type of number assignment allowed depends on the article type chosen. In the standard SAP Retail System, one external number range and one internal number range can be defined for each article type or group of article types. Further options are provided by SAP Enhancement MGW00002. It contains three customer exits that you can use for the following purposes: •
To modify article numbers entered externally by users, for example, by appending a check digit
•
To assign article numbers internally by customer programs
•
To assign numbers for the variants of a generic article internally by customer programs
6WUXFWXUH You can define the length of your article numbers to suit your company’s requirements. This is done by your system administrator in Customizing for the 0DWHULDO0DVWHU in 'HILQHRXWSXWIRUPDW RIPDWHULDOQXPEHUV. Article numbers can be up to 18 characters long.
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$UWLFOHV 2UJDQL]DWLRQDO/HYHOV Depending on the user departments chosen, you must specify different organizational levels in article maintenance. They form the data retention level for the data defined in the user department. The following organizational levels are, for example, possible: •
Purchasing organization
•
Vendor
•
Vendor sub-range
•
Distribution chain (made up of sales organization and distribution channel)
•
Store
•
Distribution center
In some user departments, you are required to specify an organizational level on the initial screen, while this is optional in others. For example, a vendor and a purchasing organization are always required for the user department 3XUFKDVLQJ, while you have the option of specifying a vendor sub-range too. In user departments in which you can leave the organizational levels blank, the data entered is valid for all of the organizational levels possible. ´ For the user department /LVWLQJ, the entry of a distribution chain is optional since you can also carry out the listing operation for all distribution chains at the same time. Therefore, if you do not specify a distribution chain, the data entered is valid for all of the distribution chains possible. If you enter an organizational level right on the initial screen, it is copied to the corresponding user department. All of the data that you enter on the data screen for this user department is valid for the organizational level specified. •
You can add organizational levels on the screens of the respective user department by choosing $UHDRIYDOLGLW\.
•
Provided you have not yet confirmed a screen (with (QWHU or $UHDRIYDOLGLW\), you can cancel the data entered for the organizational level by choosing &DQFHO.
The section Articles: User Department and Organizational Level [Page 256] shows you what organizational levels you are required to enter according to the user departments to be maintained. Thus, if you maintain data at a higher organizational level and this data is automatically valid for all lower organizational levels, you need to be able to display, on the one hand, the organizational levels with identically maintained data. On the other hand, you also need to be able to display the organizational levels whose data you have maintained differently. For this reason, you have the following functions in article maintenance: Identically maintained areas of validity [Page 257] Differently maintained areas of validity [Page 260] Depending on the user department chosen and the article category, the list displayed contains different data:
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•
Since you normally maintain the data of a variant via the generic article, calling up the function for this article category means that the list will contain all of the variants whose data has been created identically to the generic article or differently from the generic article.
•
Since you maintain single articles and also variants at site level via the reference site, calling up the function for these article categories means that the list will contain all of the sites whose data has been created identically to the reference site or differently from the reference site. ´ You can presently execute both functions only for the user departments %DVLF GDWD, /RJLVWLFV GLVWULEXWLRQFHQWHU, and /RJLVWLFV VWRUH. For information on reference data, see Articles: Reference Data [Page 283].
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$UWLFOHV 8VHU'HSDUWPHQWDQG2UJDQL]DWLRQDO/HYHO Depending on the user department for which you create data, you are required to enter other organizational levels. The overview below shows you what data you must/can enter and when:
8VHUGHSDUWPHQW
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Basic data
None
Listing
2SWLRQDORUJOHYHOV
Distribution chain
Purchasing
Purchasing organization Vendor sub-range Vendor
Sales
Sales organization Distribution channel (but not on the initial screen)
Logistics: distr. center
Distribution center
Logistics: store
Store
POS
Sales organization Distribution channel (but not on the initial screen)
´ You must always create the user department %DVLF'DWD before all others. It is useful to maintain the user department /LVWLQJ before creating the following user departments:
•
6DOHV
•
/RJLVWLFV 'LVWULEXWLRQ&HQWHU/6WRUH
•
326
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6$35HWDLO $UWLFOHV ,GHQWLFDOO\0DLQWDLQHG2UJDQL]DWLRQDO/HYHOV
$UWLFOHV ,GHQWLFDOO\0DLQWDLQHG2UJDQL]DWLRQDO/HYHOV This section gives an overview of the organizational levels whose data you can maintain identically in the individual user departments and list accordingly by choosing ,GHQWLFDOO\ PDLQWDLQHGDUHDVRIYDOLGLW\.
%DVLF'DWD In this user department, you can maintain data that is identical for the variants of a generic article only. Choosing ,GHQWPDLQWYDODUHDVprovides you with a list of all variants maintained identically to the generic article.
/RJLVWLFV 'LVWULEXWLRQ&HQWHU±6LQJOH$UWLFOHVDQG9DULDQWV •
If you have not entered a distribution center, the data maintained is valid for the following distribution centers: –
Reference distribution center of the single article or variant
–
All distribution centers of the single article or variant, provided you have not maintained these distribution centers differently from the reference distribution center of the single article or variant
5HVXOW The list contains the distribution center of the single article or variant. This is the distribution center maintained in accordance with the reference distribution center. •
If you have entered a distribution center that is not a reference distribution center, the data is valid only for the chosen distribution center of the single article or variant. 5HVXOW Since no other lower organizational levels exist, no list is possible.
/RJLVWLFV 'LVWULEXWLRQ&HQWHU±*HQHULF$UWLFOHV •
If you have not entered a distribution center, the data maintained is valid for the following distribution centers: –
Reference distribution center of the generic article
–
Reference distribution center of all variants, provided you have not maintained it differently from the reference distribution center of the generic article
–
All other distribution centers of variants, provided you have not maintained these distribution centers differently from the reference distribution center of the variants
5HVXOW The list contains the variants whose data for the reference distribution center does not differ from that for the reference distribution center of the generic article. •
If you have entered a distribution center that is not a reference distribution center, no entry is possible. 5HVXOW Function not possible.
/RJLVWLFV 6WRUH±6LQJOH$UWLFOHVDQG9DULDQWV •
If you have not entered a distribution chain and store, the data maintained is valid for the following stores: –
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General reference store of the single article or variant
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All stores of the single article or variant that you have not maintained differently from the general reference store of the single article or variant, and for which no reference store exists at distribution chain level
5HVXOW The list contains the stores of the single article or variant, provided you have maintained these stores in accordance with the general reference store, and provided they are not based on a distribution-chain-specific reference store. •
If you have entered a distribution chain for which there is a distribution-chain-specific reference store, the data is valid for the following stores: –
Distribution-chain-specific reference store of the single article or variant
–
All stores of the single article or variant for this distribution chain, provided you have not maintained these stores differently from the distribution-chain-specific reference store of the single article or variant
5HVXOW The list contains the stores of the single article or variant for this distribution chain, provided you have maintained these stores in accordance with the distributionchain-specific reference store. •
If you have entered a store that is not a reference store (irrespective of whether it is based on the general reference store or a distribution-chain-specific reference store), the data is valid only for the chosen store of the single article or variant. 5HVXOW Since no other lower organizational levels exist, no list is possible.
/RJLVWLFV 6WRUH±*HQHULF$UWLFOHV •
If you have entered a distribution chain and store, the data is valid for the following stores: –
General reference store of the generic article
–
General reference store of all variants, provided it has not been maintained differently from the general reference store of the generic article
–
All stores of variants, provided you have not maintained these stores differently from the reference store of the variants, and provided no reference store exists at distribution chain level
5HVXOW The list contains the variants whose data for the general reference store does not differ from that for the general reference store of the generic article. •
If you have entered a distribution chain for which there is a distribution-chain-specific reference store, the data is valid for the following stores: –
Distribution-chain-specific reference store of the generic article
–
Distribution-chain-specific reference store of all variants, provided you have not maintained it differently from the distribution-chain-specific reference store of the generic article
–
All other stores of the variants for this distribution chain, provided you have not maintained these stores differently from the distribution-chain-specific reference store of the variants
5HVXOW The list contains the variants whose data for the distribution-chain-specific reference store does not differ from that for the distribution-chain-specific reference store of the generic article.
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If you have entered a store that is not a reference store (irrespective of whether it is based on the general reference store or a distribution-chain-specific reference store), no entry is possible. 5HVXOW Function not possible.
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$UWLFOHV 'LIIHUHQWO\0DLQWDLQHG2UJDQL]DWLRQDO/HYHOV This section gives an overview of the organizational levels whose data you can maintain differently in the individual user departments and list accordingly by choosing 'LIIHUHQWO\ PDLQWDLQHGDUHDVRIYDOLGLW\.
%DVLF'DWD In this user department, you can display a list of all variants maintained differently from the generic article.
/RJLVWLFV 'LVWULEXWLRQ&HQWHU±6LQJOH$UWLFOHVDQG9DULDQWV •
If you have not entered a distribution center, the data maintained is valid for the following distribution centers: –
Reference distribution center of the single article or variant
–
All distribution centers of the single article or variant, provided you have not maintained these distribution centers differently from the reference distribution center of the single article or variant
5HVXOW The list contains the differently maintained distribution centers of the single article or variant. •
If you have entered a distribution center that is not a reference distribution center, the data is valid only for the chosen distribution center of the single article or variant. 5HVXOW Since no other lower organizational levels exist, no list is possible.
/RJLVWLFV 'LVWULEXWLRQ&HQWHU±*HQHULF$UWLFOHV •
If you have not entered a distribution center, the data maintained is valid for the following distribution centers: –
Reference distribution center of the generic article
–
Reference distribution center of all variants, provided you have not maintained it differently from the reference distribution center of the generic article
–
All other distribution centers of variants, provided you have not maintained these distribution centers differently from the reference distribution center of the variants
5HVXOW The list contains the variants whose data for the reference distribution center differs from that for the reference distribution center of the generic article. •
If you have entered a distribution center that is not a reference distribution center, no entry is possible. 5HVXOW No differences can be displayed.
/RJLVWLFV 6WRUH±6LQJOH$UWLFOHVDQG9DULDQWV •
If you have not entered a distribution chain and store, the data maintained is valid for the following stores: –
General reference store of the single article or variant
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–
All stores of the single article or variant that you have not maintained differently from the general reference store of the single article or variant, and for which no reference store exists at distribution chain level
5HVXOW The list contains the differently maintained stores of the single article or variant that are based on the general reference store and not on a distribution-chainspecific reference store. In addition, all distribution-chain-specific reference stores for the single article or variant are listed since their mere existence means that they must be regarded as maintained differently. •
If you have entered a distribution chain for which there is a distribution-chain-specific reference store, the data is valid for the following stores: –
Distribution-chain-specific reference store of the single article or variant
–
All stores of the single article or variant for this distribution chain, provided you have not maintained these stores differently from the distribution-chain-specific reference store of the single article or variant
5HVXOW The list contains the differently maintained stores of the single article or variant for this distribution chain. •
If you have entered a store that is not a reference store (irrespective of whether it is based on the general reference store or a distribution-chain-specific reference store), the data is valid only for the chosen store of the single article or variant. 5HVXOW Since no other lower organizational levels exist, no differences can be displayed.
/RJLVWLFV 6WRUH±*HQHULF$UWLFOHV •
If you have entered a distribution chain and store, the data is valid for the following stores: –
General reference store of the generic article
–
General reference store of all variants, provided it has not been maintained differently from the general reference store of the generic article
–
All other stores of variants, provided you have not maintained these stores differently from the reference store of the variants, and provided no reference store exists at distribution chain level
5HVXOW The list contains the variants whose data for the general reference store differs from that for the general reference store of the generic article. In addition, all distribution-chain-specific reference stores for the generic article are listed since their mere existence means that they must be regarded as maintained differently. •
If you have entered a distribution chain for which there is a distribution-chain-specific reference store, the data is valid for the following stores: –
Distribution-chain-specific reference store of the generic article
–
Distribution-chain-specific reference store of all variants, provided you have not maintained it differently from the distribution-chain-specific reference store of the generic article
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All other stores of the variants for this distribution chain, provided you have not maintained these stores differently from the distribution-chain-specific reference store of the variants
5HVXOW The list contains the variants whose data for the distribution-chain-specific reference store differs from that for the distribution-chain-specific reference store of the generic article. •
If you have entered a store that is not a reference store (irrespective of whether it is based on the general reference store or a distribution-chain-specific reference store), no entry is possible. 5HVXOW No differences can be displayed.
6HHDOVR Articles: When Is Logistics Data Differently Maintained? [Page 249]
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$UWLFOHV 0HUFKDQGLVH&DWHJRULHV In retail, articles are grouped together to form merchandise categories. These groups are used as the basis for inventory management, planning, controlling, profitability analyses, and evaluations. You must assign each article that you want to manage on both a quantity basis and value basis to a merchandise category. Above the merchandise category, other hierarchy levels (such as main groups and divisions) are possible as statistics groups. Below the merchandise category, you can create characteristics profiles. Merchandise categories are stored as classes in the SAP classification system. You can assign characteristics to the merchandise categories and also distinguish between required or optional characteristics. When assigning a characteristic to a merchandise category, you can identify it as a variant-creating characteristic. By assigning an article master record to a merchandise category or to a characteristics profile, the article inherits the characteristics of the higher-level merchandise categories. ´ Divisions are stored in the merchandise categories. When creating an article master record, the division is copied from the merchandise category to the master record automatically. 6HHDOVR Merchandise Category: Overview [Page 318]
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$UWLFOHV $UWLFOH7\SHV Articles with the same attributes are grouped together and assigned to an article type. You must assign each article master record to a single article type. The article type essentially determines: •
Whether the article number can be assigned internally by the system or externally by the user (in general, only external number assignment is possible for generic articles)
•
Number range interval to which the article number of the article type belongs
•
Whether the stocks are managed on a value and on a quantity basis
•
Data that you can maintain for articles of this article type
You define the latter in Customizing for the 0DWHULDO0DVWHU using a specially defined screen sequence for an article type. Article types are freely definable in Customizing. The standard SAP Retail System comes with certain article types common in retail that you can, however, change, delete, and supplement at any time. The following article types are, for example, defined in the standard SAP Retail System: $UWLFOHW\SH
.H\LQV\VWHP
Advertising media
WERB
Apparel
MODE
Article type for all types of value-only articles
WERT
Beverages
FGTR
Empties [Page 265]
LEER
Food (excluding perishables and beverages)
FOOD
Full products
VOLL
Nonfood, hardware
NOF1
Perishables
FRIP
´ When creating an article master record for an article type that does not contain sales data, you cannot save your data without a corresponding reference article. In this case, you must do RQH of the following:
•
Allow the maintenance status for sales data for the article type in Customizing
•
Use a reference article of a different article type
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$UWLFOHV (PSWLHV Empties are a type of returnable transport packaging or sales packaging that is normally subject to a deposit. The empties can consist of several components grouped together in a bill of material (BOM) that are assigned to a full product. The different components in the bill of material each have an article master record. ´ A crate containing 24 empty bottles is assigned to the full product lemonade. You can assign empties to a full product and to a unit of measure. See Articles: Assigning Empties to a Full Product and Unit [Page 266]. You identify a deposit article by selecting :HPSWLHV%20 on the %DVLF'DWD screen of the article master record in Create mode. The link between a deposit article and the empties is created by the bill of material for empties (empties BOM). The unit of measure of the deposit article forms the BOM header, while the empties assigned form the components. Unlike other bills of material, an empties BOM is an addition to the BOM header since the empties are assigned to the deposit article. With other bills of material, the components show the composition of the article. When creating a deposit article, you must specify the assigned empties on an Extras screen.
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$UWLFOHV $VVLJQLQJ(PSWLHVWRD)XOO3URGXFWDQG8QLW 1. On the 5HWDLOLQJ screen, choose 0DVWHUGDWD→$UWLFOH. The $UWLFOH screen appears. 2. Now choose $UWLFOH→%LOORIPDWHULDOV→(PSWLHV→0DLQWDLQ. The 0DLQWDLQ&RPSRQHQWVIRU)XOO3URGXFWscreen appears. 3. After entering the full product and unit of measure to which you want to assign the empties, choose (QWHU. The 0DLQWDLQ(PSWLHVscreen appears. 4. Under &RPSRQHQWV, enter the empties, the quantity, and the unit of measure in which the empties are managed. 5. Save your data.
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$UWLFOHV $UWLFOH&DWHJRULHV In retail, articles are first and foremost objects that are bought and sold. However, in addition to single articles, to which this simple definition applies, there are the following special forms: •
The article purchased is not resold in exactly the same form.
•
It is necessary to link articles.
•
The article exists in a different form depending on the user department.
A distinction is made between the following article categories: •
Single articles [Page 269]
•
Generic articles [Page 270]
•
Variants [Page 270]
•
Structured articles: –
Sets [Page 272]
–
Displays [Page 273]
–
Prepacks [Page 274]
Sets, displays, and prepacks are structured articles. These are articles that are made up of several articles (components). In this case, you must specify not only the components, but also the quantities in which the components are contained in the structured article. BOM (Eill Rf Paterial) structures are used to show this. An example of each type of structured article is given in the graphic below:
&DQG\EDUV
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When creating a structured article, you must specify the components on an Extras screen.
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Merchandise category articles [Page 275]
•
Hierarchy articles [Page 276]
•
Group articles [Page 277] If you want to manage an article or a set of articles in the system on a value basis only or if sales are made not at article level but at a higher level, you can use the three types of value-only articles above. All of these types are assigned to the article type WERT, for which there is a separate screen sequence containing only basic data and POS data, but not site-specific article master data. To generate listing data for value-based inventory management in sites, you must use a background program. ´ To allow you to manage stocks on a value basis, profiles for value-based inventory management have been created in Customizing. These profiles are valid for the whole client and specify for a site whether and in what form valuebased inventory management is allowed. You must assign the profiles to the site in site maintenance.
•
Merchandise category reference articles [Page 278]
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$UWLFOHV 6LQJOH$UWLFOHV A single article is the classic article as sold to the consumer, for example, a 500 ml can of peas. A single article corresponds to the classic SAP article. You cannot turn a single article into a generic article, or vice versa.
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$UWLFOHV *HQHULF$UWLFOHVDQG9DULDQWV If articles differ only in certain characteristics such as color, size, or flavor, the individual articles are described as variants and grouped together under a generic article. Defining a generic article simplifies the maintenance of variants since you need enter data common to all variants only once for the generic article. In the graphic below, the blouse “Chiasso” is a generic article. The variants are the possible combinations of size and color in which it is available. 0HUFKDQGLVHFDWHJRU\KLHUDUFK\
HJODGLHVFORWKLQJ
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When creating the article master record for the generic article, you can create an article master record for each of the variants at the same time. The article master record for each variant contains a reference to the generic article. In practice, you normally use only variants. In functions in which you can also process generic articles (for example, a purchase order), you can enter the corresponding information for each variant on an Extras screen (for example, information on the order unit). Characteristics defining the attributes of a variant are described as variant-creating characteristics. After confirming the initial screen, you access a screen on which you can restrict the characteristic values for the generic article and the heritable characteristics, particularly the variant-creating characteristics. Only the restricted characteristic values are then allowed for defining variants. In the table below, the two variant-creating characteristics result in 5 variants. 6L]H &RORU 34
36 38 40
Red
x
x
x
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White
x
x
´ You create generic articles only for reference sites. You cannot turn a generic article into a single article, or vice versa. If you want to change the base unit of measure for a generic article, the system bases the checks necessary on the data for the variants. See also Article Processing: Procedure [Page 311].
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$UWLFOHV 6HWV A set is a group of articles that is sold as a logical article and that therefore has an article number, sales price, and sales price conditions. A distinction is made between sales sets and purchased sets. Sales sets are assembled at the company (often at the stores). The inventory is managed at individual component level. The components of a set can frequently also be sold individually and can belong to different merchandise categories and have different tax rates. However, the set itself must always be assigned to a tax rate of its own. Purchased sets are assembled by the manufacturer or vendor and normally pass through the company as a single article, that is, the set is not broken down into its component parts at any point. The set is assembled merely for the vendor’s information. ´ Examples of sets include dinnerware in five-piece place settings, skis with bindings, gift baskets, and three-piece luggage sets.
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$UWLFOHV 'LVSOD\V A display is a number of articles put together by the manufacturer or vendor that is purchased as a separate article and, as such, has an article number, purchase price, and purchase price conditions. A display is handled at the distribution center as a single article and divided into its individual components only when it reaches the store. At the distribution center, the inventory is therefore managed at display article level, while at the store, it is managed at individual component level. Retailers sell the components of the display to consumers, while wholesalers normally sell the display itself. ´ Examples of displays include boxes containing different flavored candy bars and pantyhose displays.
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$UWLFOHV 3UHSDFNV A prepack is a number of articles normally put together by the manufacturer or vendor that is purchased as a single article and, as such, has a separate article number, a purchase price, and purchase price conditions. The components of a prepack must be variants of the same generic article. The attributes of a prepack are otherwise the same as those of a display. ´ Prepacks are widely found in the textile sector, for example, sorted tennis socks.
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$UWLFOHV 0HUFKDQGLVH&DWHJRU\$UWLFOHV Merchandise category articles are used for value-based inventory management at merchandise category level. When you create a merchandise category, the system automatically creates a single merchandise category article and assigns it to the corresponding article category. You can maintain the article in article maintenance. You can also create a merchandise category article before a merchandise category. However, when you create the merchandise category, you must assign the merchandise category article to it. By entering a merchandise category article at the cash register, sales cannot be posted on an article basis. ´ The supermarkets in your supermarket chain are equipped with cash registers that have merchandise category keys. When selling different quantities of apples and pears, the till operator presses the merchandise category key )UXLW and enters the price. The sale is posted to the merchandise category article )UXLW on a value basis.
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$UWLFOHV +LHUDUFK\$UWLFOHV You may want to sell articles belonging to different merchandise categories under a single valueonly article (for example, if a store has cash registers with fewer merchandise category keys than there are merchandise categories). If you want to process a sale using value-only articles valid for several merchandise categories, you use a KLHUDUFK\DUWLFOH. A hierarchy article always corresponds to a single hierarchy node above merchandise category level. When creating a merchandise category hierarchy, a hierarchy article can be created. It is then automatically assigned to the corresponding article category. ´ A single hierarchy article exists for each merchandise category hierarchy. You can create a hierarchy article only with the corresponding function when maintaining merchandise categories. You maintain a hierarchy article in article maintenance. Please note the following limitations when maintaining hierarchy articles:
•
The standard SAP Retail System comes with info structures that support only 2 hierarchy levels above merchandise category level, that is, 3 levels in all. This means that the definition of a hierarchy article does not make sense for this standard structure from level 4 onwards.
•
If a store decides on inventory management at the level valid for several merchandise categories, exceptions below these merchandise categories are not possible. They would cause errors in intersite business volume statistics.
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$UWLFOHV *URXS$UWLFOHV Group articles are a special form of merchandise category article, allowing value-based inventory management below merchandise category level. For each site, you can group together certain articles to form subgroups. For each of these subgroups, you can create a group article. The goods movements of these articles are then posted to this group article instead of to the merchandise category article belonging to their merchandise category. ´ In a particular store, the inventory is managed at merchandise category level. In the merchandise category Confectionery, some articles are provided by rack jobbers. For these special articles, you create a group article to which the system posts their goods movements. You create group articles in article maintenance, assigning each group article to a single merchandise category. ´ When creating a group article, be sure to assign the correct article category to it.
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$UWLFOHV 0HUFKDQGLVH&DWHJRU\5HIHUHQFH$UWLFOHV You use merchandise category reference articles to simplify the maintenance of article master data. They play no physical role in merchandise management (for example, you cannot purchase one). They are merely sources of article information that the system automatically proposes when you create an article master record. You can create one merchandise category reference article for each merchandise category. You should give the merchandise category reference article the article type that occurs most frequently in this merchandise category. If you create an article master record and do not specify a reference article, the merchandise category reference article is always used (provided one exists). 6HHDOVR Articles: Reference Data [Page 283]
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$UWLFOHV ($10DQDJHPHQW An article can be traded in different units of measure. You can create an International Article Number (EAN) for each unit of measure (order unit, delivery unit, and so on) defined for an article; that is, an EAN uniquely identifies an article in a specific unit of measure. However, it is also quite possible to assign different EANs to an article and to a unit of measure. In this case, you must select a single EAN as the main EAN. This main EAN is then always used if an EAN is required for the article and for a unit of measure. In Customizing, you can define whether an EAN may be assigned to several articles or whether the assignment of EAN to article is unique. ´ The assignment of EANs to an article and to units of measure is valid for the whole client. It is not possible to restrict their assignment to certain distribution chains or stores. The SAP Retail System also supports vendor-related EANs. This means that it is possible to assign one or more EANs for the article and for each unit of measure to a vendor. The assignment to a vendor need not be unique since different vendors can supply the same article under the same EAN. When assigning different EANs to a vendor, you must again select one of them as the main EAN so that the system can determine a single vendor-related EAN. For each article number, you must assign EANs per packaging or unit of measure. This creates the conditions necessary to implement scanning in all logistic processes such as goods receipt, goods issue, and sale in different sizes of packaging (for example, pallet, covering box, or piece).
($1&DWHJRULHV The EAN category is used to distinguish between the different types of International Article Number (EAN). The SAP Retail System supports all EAN categories, including: •
Manufacturer EANs
•
Instore EANs
•
Short EANs
•
Fresh produce EANs
You define EAN categories in Customizing. The EAN category defines, for example, the following attributes of the relevant EAN: •
The EAN category defines internal and/or external number assignment. You assign each EAN category (except that for fresh produce EANs with Standard Article Number (SAN)) to a number range object. You can in turn assign number range intervals to a number range object. You can have internal and external number range intervals, thus determining whether the number can be assigned internally (by the system) or externally (by the user).
•
You must assign a check digit algorithm to each EAN category. It checks that the EAN has the correct format. For certain categories, it also defines how the system calculates the check digit.
•
The EAN category defines whether the EAN may be alphanumeric.
•
The EAN category defines the prefix, for example, in the case of fresh produce EANs.
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$UWLFOHV ($10DQDJHPHQW Since up to 18-figure numbers are possible in the system, you can also define separate numberings. You can then use them in the system like an EAN. If you enter the EAN when creating an article master record, the system determines the EAN category automatically. If, on the other hand, you enter the EAN category, the system determines the EAN if it is an EAN category for internal assignment.
/DEHOLQJ International Article Numbers (EANs) and also the relevant bar codes are normally part of the article label and are used at the point of sale (POS) to identify the article. The EAN is also frequently printed on shelf-edge labels, making it possible to enter the article number in PDC (portable data capture) purchase orders or physical inventories by scanning the shelf-edge label. You can call up labeling either direct in online mode or let it be initiated automatically as the result of certain events (such as the creation of a purchase order). If labeling is based on a document (such as a purchase order), the system attempts to determine the label data from the document as far as possible. Otherwise, the data is always determined from the master data. The EAN of the VDOHVXQLW is always used for article labels since it is needed to identify the article in sales operations. You first define the sales unit of an article on the %DVLF'DWD screen for the whole client. However, it is then defined for each distribution chain and can be defined differently on the 6DOHV data screen. Several sales units are possible for each article and distribution chain. You do this by maintaining a sales price for different units of measure of the article. When creating the label, the distribution chains for which the label is to be created are not always known. The system uses the following procedure to determine the label data from the master data: •
If the distribution chain is known, the system determines the sales unit and the sales price for the distribution chain.
•
If the store is known, the system determines the distribution chain to which the store belongs. It then determines the sales unit for the distribution chain and the sales price for the store. If the store is known, the system always determines the sales price for the store.
•
If the distribution center is known, the system determines the distribution chain for which the sales price is calculated. It then determines the sales unit and the sales price for the distribution chain.
Once the sales unit has been determined, the system determines the bar code and also the relevant EAN as the main EAN of the article and of the sales unit. If, during labeling, the vendor is known, the system uses the main EAN for the vendor, article, and unit of measure. If the labels are created at the company itself, the label data is determined as described above. If the labels are created externally, the purchase order provides the necessary data and acts as a basis for external labeling.
3XUFKDVH2UGHUDQG*RRGV5HFHLSW If an International Article Number (EAN) is defined for the article and order unit, the main EAN is copied to the purchase order item for identifying the item. If a vendor-related EAN exists (that is, for the vendor in the purchase order), it is copied to the purchase order item. For labeling, the sales unit and its main EAN are included in addition to the order unit for each purchase order item. The sales price is determined for each purchase order item and stored in
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the condition part. In ordering, the label data is only determined if the condition type for sales prices is contained in the purchasing schema. You define this in Customizing. Upon goods receipt, the system uses the EAN to determine all purchase orders containing at least one item with the specified EAN as the main EAN for the order unit. When entering a goods receipt item, the EAN for the order unit is displayed from the purchase order. It can be overwritten, is then checked, and stored in the master data. If, in merchandise logistics, the units to be moved are identified at a company via their EAN, it is important to ensure that the numbers of all of the units are correct and known to the system. For this purpose, a bar code check can be made in goods receipt. You do this by entering an EAN and a unit of measure in the relevant check field upon goods receipt. The system checks the data and, if correct, stores the EAN for the article and for the unit of measure specified.
326,QWHUIDFH±2XWERXQG Of the many uses of International Article Numbers (EANs) at a company, the identification of an article at the point of sale (POS) via the bar code is very likely the most important. Since it is not normally possible to establish which of the bar codes for an article occur at the POS of a particular store, all of the EANs for the article and for the relevant sales units are always transferred to the POS. To find the sales units for the article, the system uses a sales price (it interprets all units of measure for which a sales price is found as a sales unit). In outbound processing, you can use a user exit to filter the number of bar codes determined for outbound processing. Please note that the main EAN for each unit of measure must always be transferred to the POS since it is the article’s unique key in the POS system.
6WRUH3K\VLFDO,QYHQWRU\ To carry out a physical inventory in stores, the articles concerned are preprocessed with the data required and can be downloaded to a subsystem or to an external service provider. For each article, all of the International Article Numbers (EANs) defined for it are selected and transferred.
&ROOHFWLYH(QWU\RI($1VIRU9DULDQWV When maintaining a generic article, an entry tool makes it possible to enter in a single step the main International Article Number (EAN) for all variants for each unit of measure. After assigning characteristic values and determining the variants in article maintenance, you define on the %DVLF'DWD screen the unit of measure for which you want to enter the EAN for the variants. In addition, you define the EAN category and determine (if the EAN category allows both internal and external number assignment) whether the number is to be assigned internally. By choosing ($1VIRUYDULDQWV, you branch to the entry tool. Here, depending on the type of number assignment defined, you proceed as follows: •
Internal number assignment The system automatically determines the main EAN for all of the variants defined.
•
External number assignment You manually enter the main EAN for all of the variants defined.
For more information on EANs, see the Implementation Guide (IMG) for the $UWLFOH0DVWHU or the R/3 Library documentation /20DQDJLQJ0DWHULDO0DVWHU'DWD.
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$UWLFOHV 7D[HV Output taxes in Sales and Distribution are determined on the basis of the following data: •
Country of the delivering site and country of the ship-to party
•
Tax classification of the article to be delivered
•
Tax classification of the ship-to party
This requires you to define the tax categories possible for each delivering country in Customizing. For each delivering country (domestic delivery) or each combination of delivering country/country of destination (overseas delivery), you specify a tax rate in percent for a combination of the shipto party’s tax classification and the article’s tax classification. When creating an article master record, you must enter tax classifications for: •
All delivering countries of the article
•
All tax categories of a delivering country
The delivering countries are determined either via the sites in which the article is managed or sold, or via the sales organizations or sites assigned to them in which the article is sold. You define the tax categories possible for a delivering country in Customizing. For each delivering country and its tax category, you must specify the tax classification for the article. Only tax classifications are allowed that have been assigned in Customizing for the combination of delivering country and tax category. Since, when creating an article master record, you do not yet know the sites (or thus the delivering countries) in which you want to manage the article, you define a default country at client level in Customizing. •
If only RQH tax category exists for this country, you can specify the article’s tax classification on the %DVLF'DWD screen.
•
If several tax categories exist for this country, they are listed on an Extras screen for taxes. You must define a tax classification for each tax category. You can enter tax classifications for other countries and tax categories on this Extras screen.
•
If the tax classification entered on the %DVLF'DWD screen is not compatible with all of a distribution chain’s tax categories, the system requests you to maintain the tax classifications for each tax category.
The tax classifications that you specify for the default country are default tax classifications. If you subsequently define the sites in which you want to manage the article, the default tax classification is assigned to the countries and tax categories of the sites automatically. If the default tax classification is not allowed for a combination of delivering country and tax category, the system branches to the Extras screen for taxes.
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$UWLFOHV 5HIHUHQFH'DWD Due to the large volume of data, there is a need to offer the user useful reference data when creating article master records. This reference data is intended to keep the time required to enter data to a minimum, while allowing changes to the reference data to be copied to the data records derived from it. You have the following types of reference data: •
Reference articles [Page 284]
•
Reference data from the generic article [Page 285]
•
Reference sites [Page 286]
•
Reference data from the same article [Page 287]
•
Reference data from Customizing [Page 288]
•
Reference data from profiles [Page 289]
•
Reference data from the vendor master record [Page 290]
•
Reference data for seasonal articles [Page 291]
•
Reference data from constants [Page 292]
When creating article master records, the default data of the different reference types is used according to the following priority: 3ULRULW\
5HIHUHQFH
1
Data from the seasonal article
2
Data from the same article
3
Data from the generic article
4
Data from the reference site, including data from profiles
5
Data from the vendor master record
6
Data from the reference article
7
Data from Customizing (except for a few exceptions such as the valuation category)
8
Constants (except for a few exceptions such as areas of validity)
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$UWLFOHV 5HIHUHQFH$UWLFOHV Reference articles are used to determine default data when creating and extending article data. Changes to reference articles do not affect the articles derived from them, that is, data changed subsequently is not passed on. Depending on the type of data, default data must either be explicitly confirmed or is determined in the background from the reference data. There are two types of reference article: •
Reference article on the initial screen Here, you enter the reference article in the &RS\IURP box on the initial screen.
•
Merchandise category reference article When creating a merchandise category, you can create a merchandise category reference article. When creating an article master record, you must assign it to a merchandise category. If a merchandise category reference article exists for the merchandise category specified, the data of the merchandise category reference article is used as reference data for all of the other articles in this merchandise category.
´ You can have one or the other type of reference article, but not both. A reference article entered explicitly on the initial screen takes precedence over a merchandise category reference article. With the exception of prices, all article data is proposed from the reference article.
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$UWLFOHV 5HIHUHQFH'DWDIURPWKH*HQHULF$UWLFOH The generic article is the reference data for all variants belonging to it. It provides default data for all article data. For each variant, you need maintain neither the purchasing info record (purchase prices in particular) nor sales prices since the data for the generic article is valid for all of the variants. Changes to the generic article are passed on to all of the variants, provided you have not maintained them differently. ´ You can maintain units of measure only for the generic article. It is not possible to make an entry for variants. The descriptions of the variants are automatically created from the description of the generic article and the characteristic values of the variant-creating characteristics.
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$UWLFOHV 5HIHUHQFH6LWHV You can maintain logistics data for an article for the following areas of validity: •
All distribution centers (by leaving the distribution center key blank on the /RJLVWLFV 'LVWULEXWLRQ&HQWHU data screen)
•
All stores (by leaving the store key blank on the /RJLVWLFV 6WRUH data screen)
•
All stores of a distribution chain (by specifying a distribution chain on the /RJLVWLFV 6WRUH data screen)
•
An individual distribution center or an individual store (by specifying a distribution center or store on the respective /RJLVWLFV data screen)
Since logistics data is stored in the article master for each article and site, the data of the first three areas of validity listed above must be stored technically as single records for the subordinate sites. The sites are determined in the listing operation. You can also make changes in the above areas of validity. These changes only affect the subordinate sites if you have not maintained them differently. Changes are adopted irrespective of whether the article is still listed at the corresponding sites or not. It is essential only that a record exists containing the article and site. If you want to use the above areas of validity, you must define reference sites under which the respective data can be stored and which can also be redetermined by the system for subsequent changes. You define reference sites in Customizing. They are valid for RQH of the following options: •
All of the sites of a site category (distribution center or store)
•
All of the sites of a site category that belong to a particular distribution chain (relevant only to stores)
´ Reference sites can be sites used operationally. Please note that you can never maintain a reference site differently. The data that you maintain for a reference site is always copied to the subordinate sites. After saving your data, you first process all of the reference sites that are relevant according to the listing operation, that is: •
Reference distribution center
•
General reference store
•
Special reference store for the distribution chains listed
You then process the remaining sites.
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$UWLFOHV 5HIHUHQFH'DWDIURPWKH6DPH$UWLFOH There are reference fields that can be copied to dependent fields at a different organizational level within the same article. However, the reference data is copied only if you have not maintained the dependent fields differently. Here are a few examples: •
The purchasing group at the article’s client level is copied to site level if you have not maintained it differently here.
•
The pricing reference article at the article’s client level is copied to distribution chain level if you have not maintained it differently here.
•
The sales unit or delivery unit at the article’s client level is copied to all distribution chains, provided they are store distribution chains or distribution center distribution chains and you have not maintained the unit of measure differently here. You define the distribution chain category in Customizing for %DVLF'DWD5HWDLO in 'HILQHGLVWULEXWLRQFKDLQV.
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$UWLFOHV 5HIHUHQFH'DWDIURP&XVWRPL]LQJ Some article data is proposed from Customizing. In the SAP Retail System, this data is normally copied from Customizing only for the reference article and reference site. However, there are exceptions in which the data has to be determined for each article and site since inconsistencies can otherwise occur. If no reference article or reference site exists, the data is proposed from Customizing here too. In this case, changes in Customizing do not affect articles maintained using this reference data. ´ The valuation category is set according to site for all articles that are created for this site. The procurement type is proposed from the article type.
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$UWLFOHV 5HIHUHQFH'DWDIURP3URILOHV You can use profiles to set default data for logistics data in replenishment planning and forecasting. You can maintain profiles in the article master menu. You can choose the fields of the profile from a specified set of fields and define each field as changeable or non-changeable reference data. Like other fields, profiles are proposed from the reference article or reference site. If you change a profile, you can use a background program to pass on the changes made to non-changeable reference data in the profile to all articles assigned to this profile.
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$UWLFOHV 5HIHUHQFH'DWDIURPD9HQGRU0DVWHU5HFRUG Reference data from the vendor master record is relevant to purchasing info records and to some logistics data for an article at a site.
3XUFKDVLQJ,QIR5HFRUGV If you maintain purchasing data for an article and vendor (purchasing info records), the system proposes reference data from the vendor master record. You can maintain reference data in the vendor master record for the following data retention levels: •
Vendor
•
Vendor and purchasing organization
•
Vendor, purchasing organization, vendor sub-range, and (optionally) site
If, for the reference article, you have maintained purchasing data for the vendor, this data is also used when creating purchasing data for the article master record.
/RJLVWLFV'DWD If you maintain logistics data for an article and site, the system proposes vendor-specific data from the purchasing info record and from the vendor master record of the regular vendor. This requires the system to determine the regular vendor for each site (source determination). The following data is proposed in this way: •
Planned delivery time
•
Delivery cycle
•
Planning cycle
•
Purchasing group
•
Stock planner
•
Rounding profile
•
Units of measure group
If you change default vendor data, your changes are copied to the purchasing data. Vendor data is copied to the site data if the vendor supplying the article to the site is either the sole vendor or the regular vendor. For more information on the transfer of changes in the vendor master to article master records, see Vendor: Passing On Changes [Page 167].
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$UWLFOHV 5HIHUHQFH'DWDIRU6HDVRQDO$UWLFOHV For seasonal articles, the system proposes the listing period and selling period from Customizing for the annual season to which the article is assigned. It proposes this reference data only when you create the listing. Any changes to the reference data are not copied to data that you have already maintained.
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$UWLFOHV 5HIHUHQFH'DWDIURP&RQVWDQWV You can preassign constants to certain fields. This reference data normally has the lowest priority. ´ 'HVFULSWLRQRIILHOG
&RQVWDQW
Valid-from date for article
Current date
Valid-to date for article
12.31.9999
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$UWLFOHV 7UDQVIHUDQG'LVWULEXWLRQRI$UWLFOH0DVWHU'DWD 8VH One of the first steps required for putting the SAP R/3 Retail System into operation is normally to transfer article data from a legacy system. This is because it is not normally possible to re-create the articles manually since there are so many of them. If your retail system is a distributed system, it is also necessary to exchange data between these systems. Other scenarios making it necessary to distribute article master data are as follows: •
Transfer of article data from an R/3 system or R/2 system The legacy system can, of course, be an R/3 system or R/2 system with industry materials. During data transfer, the system converts the industry materials into retail articles. However, this only applies in the case of different systems. To convert industry materials into retail articles in the same system, you must use program RMMMMPOI.
•
Distribution of changed and/or re-created article data between R/3 systems, for example, an information system located on a separate computer
•
Supply of legacy systems or non-SAP systems with changed and/or re-created article data
•
Supply of data to sites with a separate system, for example, when commissioning a store
•
Transfer of data from data pools
•
Targeted distribution of articles (manual sending)
,QWHJUDWLRQ In the SAP R/3 Retail System, Application Link Enabling (ALE) is used to transfer and distribute data. This technique is the same for all SAP applications and is used in the R/3 Retail System to distribute different kinds of master data and transaction data via defined interfaces known as IDocs. For a detailed description of ALE, the functions supported, and how to proceed, see the R/3 library documentation $/(&RQVXOWDQW¶V+DQGERRN &$$/( . The functions offered by the assortment list and point-of-sale interface (outbound) also allow you to distribute article information. However, this information is used only to supply store systems and point-of-sale (POS) systems. It cannot be used to transfer and distribute article master records.
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$UWLFOHV ,'RF7\SHVIRU'LVWULEXWLQJ$UWLFOH0DVWHU'DWD 'HILQLWLRQ SAP format in which article master data is to be distributed.
8VH As in online mode, you can maintain articles with all additional data during data transfer and distribution. The pure article data is sent in one IDoc and the additional data each sent in a separate IDoc. The data is not all sent in a single IDoc for the following reasons: •
IDocs and the corresponding distribution/transfer functions already exist for much of the additional data.
•
It must be possible to distribute the additional data individually since, besides the integrated maintenance in the article master, there is normally a stand-alone maintenance option for the additional data.
This makes it necessary to specify the sequence in which the individual related IDocs have to be posted. During updating, abends may otherwise occur due, for example, to a purchasing info record being created for an article that does not yet exist in the database. For this reason, you can define dependencies between objects in &XVWRPL]LQJIRU'LVWULEXWLRQ $/( . This ensures that, when distributing the changes to a dependent object, the changes to the higher-level object are processed at the same time, and that both IDocs are thus created in the correct sequence. As with the creation of the IDocs at the sending end, they are posted at the receiving end only when a corresponding control message has been received indicating that all related IDocs have reached the target system.
,QWHJUDWLRQ The IDoc types relevant to the distribution of article master data are as follows: •
ARTMAS01 Pure article master data See also Articles: IDoc Type ARTMAS01 for Pure Article Master Data [Page 296].
•
INFREC01 Purchasing info records
•
SRCLST01 Purchasing source list
•
LIKOND01 Listing conditions
•
COND_A01 Sales prices and sales price conditions, and purchasing info record conditions
•
DOCMAS01 Document assignment
•
BOMMAT01
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Bill of material (BOM) structure Unlike maintenance in online mode, this means that it is not possible to create or change listing conditions or sales prices when transferring article data. Listing conditions and sales prices must be transferred in separate IDocs.
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$UWLFOHV ,'RF7\SH$570$6IRU3XUH$UWLFOH0DVWHU 'DWD 'HILQLWLRQ IDoc type containing pure article master data and the following classification information that is required to create an article correctly: •
Values of the variant-creating characteristics for each variant These values are required to create the variant in classification.
•
Other characteristic values
The creation of a generic article as a class, and also the assignment of this class to a merchandise category or to a characteristics profile is performed in the background.
6WUXFWXUH •
Header segment The header segment contains the information displayed on the initial screen in online mode such as the article type and merchandise category. It also contains information on number assignment and the characteristics profile if one or more exist in the merchandise category hierarchy and if one is to be used for characteristic value assignment. This segment can occur only once in an IDoc. In the case of generic articles, it exists only for the generic article, not for each variant.
•
Data segments For each database table, there is a corresponding segment containing the table data maintainable for the user. For details on the individual data segments and the fields contained therein, see the documentation on function module BAPI_MATERIAL_MAINTAINDATA_RT. This business application programming interface (BAPI) converts the data contained in the IDoc into corresponding application data and updates it in the database.
•
Area of validity tables For each area of validity for which article data can be maintained online, there is an area of validity table containing all areas of validity for which article data is to be created. The area of validity tables are as follows:
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List of variants for the generic article
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List of additional distribution chains
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List of additional sites
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List of additional valuation areas
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List of additional storage locations
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List of additional warehouse numbers
–
List of additional storage types
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$UWLFOHV 2QOLQH)XQFWLRQVDQG7KHLU6XSSRUWLQ$/( 8VH All essential functions for maintaining articles in online mode are also available when transferring and distributing article master data. This includes the following functions: •
Number assignment in ALE [Page 298]
•
User departments in ALE [Page 299]
•
Article categories in ALE [Page 300]
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Reference data in ALE [Page 301]
•
Checks in ALE [Page 302]
•
Field selection in ALE [Page 303]
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$UWLFOHV 1XPEHU$VVLJQPHQWLQ$/( 8VH The following types of number assignment are supported when transferring and distributing data by Application Link Enabling (ALE): •
Internal This type of number assignment is relevant only for initial data transfer. It is never used in the distribution of data by ALE since an article is always distributed with the number that it has in the source system. With integrated data transfer, it is not possible to assign article numbers internally in the target system when posting the relevant IDocs, since this would require a dummy article number to be replaced in all IDocs belonging to this article. As a result, the internal numbers for both single articles and generic articles with x variants must always be obtained from the target system before the IDocs are created. This requires you to call one or both of the following business application programming interfaces (BAPIs): –
BAPI_MATERIAL_GETINTNUMBERRET This BAPI is used to obtain internal numbers for single articles and generic articles.
–
BAPI_MATERIAL_GETVARNUMBERS This BAPI is used to obtain internal numbers for variants.
The BAPI obtains the internal numbers from the target system by remote function call (RFC). You must then transfer the internal numbers to the relevant IDocs. •
External In contrast to online mode, external number assignment is also supported for variants. In the header segment, a flag can be used to determine whether a check is to be made against the number range. This flag can be used only when transferring article data for the first time, not for the distribution of data by ALE.
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$UWLFOHV 8VHU'HSDUWPHQWVLQ$/( 8VH When transferring and distributing data by Application Link Enabling (ALE), you can maintain article master data for all user departments as in online mode.
$FWLYLWLHV In the header segment of the IDoc type for pure article master data, you specify the user departments for which you want to maintain article master data. Since only purchasing info record data can be maintained for the user department 3XUFKDVLQJ, and not pure article master data, this user department is not represented in this IDoc type. Purchasing data must be transferred in a separate IDoc type. See Articles: IDoc Types for Distributing Article Master Data [Page 294].
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$UWLFOHV $UWLFOH&DWHJRULHVLQ$/( 8VH As in online mode, you can maintain all article categories when transferring and distributing data by Application Link Enabling (ALE); that is, you can create merchandise category articles and hierarchy articles only when maintaining merchandise categories.
$FWLYLWLHV You transfer generic articles and variants in a single IDoc. In the case of structured articles, the header article and the components are transferred in different IDocs. The bill of material (BOM) is also transferred in a separate IDoc. See Articles: IDoc Types for Distributing Article Master Data [Page 294].
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$UWLFOHV 5HIHUHQFH'DWDLQ$/( 8VH In the transfer and distribution of data by Application Link Enabling (ALE), reference data is handled as in online mode. For example, by transferring only the header segment and the key tables (without data segments), you can create an article with the data of the reference article. You can also transfer data for the following sites: •
Reference sites The data is also transferred to the dependent sites. However, you must specify the number of the reference site, not leave it blank as in online mode.
•
Dependent sites The system checks, as in online mode, for differences from the reference site. If any are found, the system writes a difference record.
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$UWLFOHV &KHFNVLQ$/( 8VH In the transfer and distribution of data by Application Link Enabling (ALE), all the data transferred is checked as in online mode.
$FWLYLWLHV Besides the normal field checks, the system also checks foreign keys and required fields set in Customizing for the 0DWHULDO0DVWHU (in 0DLQWDLQILHOGVHOHFWLRQIRUGDWDVFUHHQV).
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$UWLFOHV )LHOG6HOHFWLRQLQ$/( 8VH In the transfer and distribution of data by Application Link Enabling (ALE), the field selection defined by you in Customizing for the 0DWHULDO0DVWHU (in 0DLQWDLQILHOGVHOHFWLRQIRUGDWD VFUHHQV) is interpreted in the same way as in online mode.
$FWLYLWLHV Fields defined as not ready for input in Customizing for the 0DWHULDO0DVWHU are not transferred. The system issues a corresponding warning. Fields defined as required fields are checked.
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$UWLFOHV (UURU+DQGOLQJ 8VH If, while the system is processing an IDoc, a ORJLFDO error occurs whose cause is in article maintenance, the system cancels the corresponding maintenance transaction and gives the IDoc the status “incorrect.” If no logical errors occur, it is given the status “successful.”
$FWLYLWLHV For IDocs with the status “incorrect” or “successful,” you can view in the application log the messages issued during processing of the IDoc. After resolving the cause of the logical error, you can repost the incorrect IDocs. For information on troubleshooting and the recovery of WHFKQLFDO errors, see the R/3 library documentation on ALE. Error localization is primarily a question of checking the settings made in Customizing for 'LVWULEXWLRQ $/( .
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$UWLFOHV $UWLFOH'LVFRQWLQXDWLRQ 8VH You can discontinue an article in one of the following ways: •
By disallowing the procurement of the article Here, you have the following options: –
Article discontinuation The article may no longer be procured internally or externally.
–
Article/site discontinuation The article may no longer be procured internally or externally for specific sites, or sold in them.
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Article/vendor discontinuation The article may no longer be procured from one or more specific vendors for any of the company's sites.
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Article/vendor/site discontinuation The article may no longer be procured from a specific vendor for specific sites. However, these sites may procure the article from other sources of supply.
As a result, the article is flagged for deletion accordingly. •
By archiving and deleting the article from the database
For more information on archiving and deletion, see &$$SSOLFDWLRQ'DWD$UFKLYLQJDQG 5HRUJDQL]DWLRQ Archiving Material Master Records (LO-MD-MM) [Ext.].
,QWHJUDWLRQ When you discontinue an article, it is no longer possible to carry out certain functions for it. ´ You discontinue an article for several sites. As a result, the article can no longer be ordered for these sites.
3UHUHTXLVLWHV 'LVDOORZLQJ3URFXUHPHQW 'HILQLWLRQRI6WDQGDUG7DVNV You have defined the following standard tasks as general tasks in the business workflow (7RROV →6$3%XVLQHVV:RUNIORZ→'HYHORSPHQW): •
2000 0043
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2000 0047
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2000 0053
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2000 0060
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$UWLFOHV $UWLFOH'LVFRQWLQXDWLRQ (YHQW/LQNDJH You have activated the following events with the respective workflow template. You do this from the 0DLQWDLQ7DVN screen (transaction PFTC) by displaying the respective workflow template and choosing 7ULJJHULQJHYHQWV. You then select the event as required and choose *RWR→(YHQW OLQNDJH, where you can activate the event in the dialog box that appears. 7\SH
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Client
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Site
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Vendor
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STARTVENDORMATNRDEL
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Vendor and site
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(UURU0HVVDJHV You have specified a person responsible for processing error messages. You specify this person in Customizing for the 0DWHULDO0DVWHU in $VVLJQUHWDLOWDVNVWR3'RUJDQL]DWLRQ.
$FWLYLWLHV 'LVDOORZLQJ3URFXUHPHQW After you have specified the articles to be discontinued, the system checks whether this is possible and lists the articles as follows: •
Articles checked without errors If you now select these articles for discontinuation, the system sets a deletion flag. If the discontinuation date of the article is in the future, the system starts a workflow that sets the deletion flag for the discontinuation date specified.
•
Articles checked with errors If you now select these articles for discontinuation, the system starts a workflow. The person responsible for processing the error(s) concerned is informed in his or her inbox as a result.
$UFKLYLQJDQG'HOHWLRQ You start the archive and delete program to delete articles.
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$UWLFOH'LVFRQWLQXDWLRQ 3URFHGXUH 3UHUHTXLVLWHV Before you can discontinue articles, you first have to set up Workflow. Before an article is discontinued, the system performs a check. If it identifies errors (because open purchase orders exist, for example), the person responsible for processing the errors is informed by Workflow. This person then processes the errors and sets the indicator to complete. Workflow repeats the check until all errors have been dealt with. It then sets the required deletion flags in the article master records selected. For further information, refer to the description of the Article Discontinuation function.
3URFHGXUH To discontinue articles, proceed as follows: 1.
From the SAP Retail main menu, choose one of the following:
•
0DVWHUGDWD →$UWLFOH or
•
0DVWHUGDWD →$VVRUWPHQWDQGWKHQ,QGLYLGXDOOLVWLQJ →'LVFRQWLQXHDUWLFOH 2. Depending on the organizational unit for which you want to discontinue the article, proceed as follows: •
Client level Choose Article →'LVFRQWLQXH→&OLHQWZLGH.
•
Vendor level Choose Article →'LVFRQWLQXH→9HQGRU
•
Distribution chain level Choose Article →'LVFRQWLQXH→'LVWULEXWLRQFKDLQ.
•
Assortment user level (site or customer) Choose Article →'LVFRQWLQXH→$VVRUWPHQW
3. Enter the organizational unit for which you want to discontinue the article. If required, narrow down your selection to specific merchandise categories or articles. 4. Enter the date as of which the article is no longer to be procured or sold. 5.
(Optional) If you intend to run the discontinuation program in the background, select the 2IIOLQHFKHFNV indicator.You can also schedule the discontinuation as a job for background processing. Choose 3URJUDP → ([HFXWH
6. ´
Before an article is discontinued, the system performs a check. It displays a list of the results of the check. If you run the program in the background, the system generates a worklist, which you then have to process by choosing $UWLFOH → 'LVFRQWLQXH→:RUNOLVW
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$UWLFOH'LVFRQWLQXDWLRQ 3URFHGXUH Only once you choose 'DWD →'LVFRQWLQXHwhile processing the list or worklist does Workflow trigger the discontinuation. It makes sure that all errors have been dealt with before it triggers the selection of the deletion flags in the article master records. If you ran the program in the background, choose $UWLFOH →'LVFRQWLQXH→:RUNOLVW
7.
The result of the discontinuation check is displayed. 8.
(Optional) You can select entries that the system has suggested for follow-up action, and take the necessary action by choosing (GLW →)ROORZXSDFWLRQ If you do not want to take a particular action for a selected article, deselect the identifier for the follow-up action. ´ In the standard system, one follow-up action is assigned one error message at the most. You can, however, develop function modules to allow customer-specific follow-up action and integrate this in the retail-specific article settings under $UWLFOH GLVFRQWLQXDWLRQ in Customizing. If you want to configure the system so that you have more than one follow-up action to choose from for a specific error message, you can have the system suggest a list of all possible follow-up action using the F4 possible entries help.
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Select the entries to be discontinued and choose 'DWD →'LVFRQWLQXH You thus start the workflow, leading to the article being discontinued. If errors still exist, these are sent to the inbox of the person responsible for processing them. Once the planned discontinuation date is reached and all the errors have been dealt with, the workflow triggers the selection of the deletion flags in the selected article master records.
5HVXOW A deletion flag is set on the selected organizational levels for the selected articles on the key date. The article is thus blocked for procurement and sales, and can be archived when the archiving program is run.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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$UWLFOH3URFHVVLQJ 3XUSRVH This business process allows you to create and maintain article master records. •
Article processing enables you to maintain all the relevant data for an article that is required for operations involving articles in the system.
•
All articles independent of their category (individual article, generic article with variants, sets, prepacks, etc.) can be maintained.
6WHSVLQWKH3URFHVV 1. Either you enter a number for the article (external number assignment) or the system generates a number (internal number assignment). 2. You define the article type and category and assign the article to one merchandise category. 3. You define the organizational levels and the views you wish to maintain. 4. If the article is a generic article, you define the value range for the variant-creating characteristics, if required. 5. You maintain the master data for the views selected. Article Processing: Procedure [Page 311]
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$UWLFOH3URFHVVLQJ 3URFHGXUH To create an article master record, proceed as follows: 1. On the Create Article: Initial Screen [Ext.] enter an article number if external number assignment is active for your company and external number assignment is allowed for the article type. Otherwise, leave the field empty and the number will be generated by the system (internal number assignment). 2. Enter the article type, article category and the merchandise category to which the article is to be assigned. ´ •
The article type controls which views are possible for the article; that is, the data that can be maintained for the article (purchasing, sales or requirements planning data, for example). A reduction in the number of possible views thus causes a reduction in the functions possible for the article.
•
The merchandise category (if it exists) and the hierarchy levels above it can contain a number of characteristics (color, size) that are inherited when the article is assigned to the merchandise category. You can create one or more characteristics profiles on the level below the merchandise category. If you select a profile for the article, the article inherits the characteristics in the profile.
3. In the 2UJDQL]DWLRQDOOHYHOV section, you can specify organizational levels which will then appear as default values on subsequent screens. You can change these defaults by pressing the 2UJDQL]DWLRQDOOHYHOV button. Depending on the view you select, entries in certain organizational level fields will be required. 4. Select the 9LHZV for which you wish to enter data. ´ Please note that you must always enter EDVLFGDWD for a new article. The /LVWLQJ, 3XUFKDVLQJ, 6DOHV, /RJLVWLFV GLVWULEXWLRQFHQWHU, /RJLVWLFV VWRUH and 326 views can be selected as required and maintained subsequently by the applications. 5. If an article already exists whose data is similar to the one you wish to create, you can use this article as a reference article. The data will then be copied to the new article, which you can then change as required. If you do not enter a reference article, the merchandise category reference article is used as a reference. 6. Choose ENTER. ´ If no merchandise category reference article exists, a message appears informing you of the fact. •
If more than one characteristics profile has been assigned to the merchandise category, a window appears from which you can select a profile.
´ In merchandise category processing you can define which values the characteristics of a merchandise category (hierarchy level or characteristics profile) are to assume. (For example, the characteristic
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$UWLFOH3URFHVVLQJ 3URFHGXUH FRORU can only have the values UHGJUHHQ or EOXH) In article maintenance you cannot select values that were previously excluded. •
When you create an individual article, you branch to the basic data screen. When you create a generic article, a screen appears on which you can limit the value range of inherited characteristics. Press F3 to proceed to the next screen.
•
If variant-creating characteristics have been defined, a screen appears on which the variants are displayed. –
If there is one such characteristic, the variants are displayed.
–
If there are two such characteristics, a matrix appears in which the variants to be created can be selected.
–
If there are several such characteristics, a list of the possible variants appears. You can define the variants you wish to create by entering the combination of characteristic values.
Press F3 to proceed to the next screen. A characteristic can be defined as a variant-creating characteristic in merchandise category processing. 7. You can enter all the data relevant to the article on the screens that appear: •
%DVLFGDWD (such as units of measure, EAN, groupings, tax data, internal logistics data, periods of validity, minimum shelf life and characteristic values). The following data can be entered (displayed) on additional screens: –
Short texts in various languages
–
Additional EANs and units of measure
–
Texts for cash register receipts and labels
–
Assignment of the article to layout modules. You can issue sort sequence numbers within the module and flag the main layout module.
–
Stock information for sites
You can access these additional screens from all screens. •
/LVWLQJGDWD(such as the assortment grade or the listing method) The following data can be entered (displayed) on additional screens: –
Errors identified during the listing check (all errors are displayed if the 'LVSOD\ OLVWLQJHUURUV flag has been set)
–
You can manually assign the articles to sites. (All the sites suggested for listing are displayed. Sites can then be excluded from listing if the 0DQXDO PDLQWHQDQFHRIVLWHDVVLJQPHQW flag has been set.)
–
Result of the listing arranged by sites or distribution chains.
´ Once all the listing information has been entered for a new article, the article can be listed for all the distribution chains entered and directly for specific sites. If no distribution chain has been entered, the article is listed for all existing distribution chains.
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3XUFKDVLQJGDWD(such as the vendor, purchasing organization, vendor subrange, minimum quantity, overdelivery tolerance, conditions) The following data can be entered (displayed) on additional screens:
•
–
Texts for purchasing information records (such as the order text)
–
Import data
–
Purchase price conditions
–
Source list
–
PO history data
–
Vendor characteristics
6DOHVGDWD(such as sales organization, distribution channel, sales prices)
´ Data specific to sales is entered on this screen. You can enter sales prices for the article and unit of measure at distribution chain level or at site level (sales price calculation). On the complete sales screen you can create the following data: –
Grouping terms (such as rebate group, commission group)
–
Quantity arrangements (such as minimum order quantity, minimum delivery quantity or maximum delivery quantity)
In the sales price calculation screen you can display the results of the price calculation for the article. •
/RJLVWLFVGDWDIRU'&DQGVWRUH (such as the stock planner, replenishment data, forecast parameters, general control parameters, goods issue data, picking data, and shipping data) The following data can be entered (displayed) on additional screens: –
Accounting data (such as the valuation class and the price control indicator)
–
Requirements planning and forecast data
–
Consumption values
–
Quality management data
–
Data on foreign trade
´ If no distribution center has been entered in the header section of the /RJLVWLFV '& screen, the data is created for all distribution centers determined (via the listing). Otherwise, the article is only listed for the distribution center entered at header level. A distribution chain can be entered at header level on the /RJLVWLFV VWRUH screen. The data you maintain is valid for the stores in the distribution chain. If you enter a specific store, the data only applies to that store. If you enter neither a store nor a distribution chain, the data is valid for all the stores determined via the listing function.
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326GDWD (specific article data such as cash register receipt texts)
Save your entries.
1RWHVDQG5HPDUNV •
You can create your own configuration for article maintenance in Customizing for the Article Master. You can configure the screen sequence, the logical screens and their sequence, and the subscreens to suit your own requirements.
•
The article type can be used to determine the screen sequence; that is, there can be a different screen sequence for different article types.
•
Once the article data is saved, the system automatically creates POS data records and indicators for store communication, labeling, and assortment list generation.
6HHDOVR Sales Price Calculation [Page 560] Allocation Table Processing [Page 626]
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$UWLFOH%ORFN Purpose: This business process allows you to block articles for subsequent transactions, such as purchase orders or sales. Article blocks can be set at various levels, since articles often do not need to be blocked at client level but only for certain areas of a company (such as distribution chains). •
The article blocking function is designed to be for a limited period. The block can be removed at a later date.
•
It can be necessary to block an article for sale, for example, if the goods are spoiled, broken or damaged.
•
It can be necessary to block purchase orders for an article for a particular vendor, if the vendor is currently delivering poor quality.
6WHSVLQWKH3URFHVV 1. You check if the article is to be blocked client-wide or for specific organizational levels only. The system cannot help you make this decision. 2. If the article is to be blocked client-wide, you set a general block in the basic data of the article. 3. If the article is to be blocked at specific organizational levels, you set the block for a distribution center, store, distribution chain or vendor.
5HPDUNV •
The purchasing and sales status of the article must have been maintained in the Customizing system. The status controls how an article is handled in the different applications and in different business transactions (such as sales or purchasing).
Blocking an Article: Procedure [Page 316] 6HHDOVR Vendor Block [Page 226]
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%ORFNLQJDQ$UWLFOH 3URFHGXUH To block an article, proceed as follows: 1. On the Change Article: Initial Screen [Ext.] choose the required view. 2. If you wish to set a FOLHQWZLGH block for SXUFKDVLQJ activities, choose the%DVLFGDWD view. The 3XUFKDVLQJVWDWXV field can be found in the 9DOLGLW\ section. Select the required status. You can also enter a date as of which the article is to be blocked. If no further block is to be set, proceed to step 8. 3. If you wish to set a FOLHQWZLGH block for VDOHV activities, choose the%DVLFGDWD view. The 6DOHVVWDWXV field can be found in the 9DOLGLW\ section. Select the required status. You can also enter a date as of which the article is to be blocked. If no further block is to be set, proceed to step 8. 4. If you wish to set a block for SXUFKDVLQJ activities that is to be valid for specific GLVWULEXWLRQFHQWHUV only, choose the /RJLVWLFV '& view.To block the article for specific distribution centers, choose (GLW→2UJDQL]DWLRQDOOHYHOV and enter the distribution center. The 3XUFKDVLQJVWDWXV field can be found in the*HQHUDOFRQWURO SDUDPHWHUV section. Select the required status. You can also enter a date as of which the article is to be blocked. Repeat the procedure for all DCs for which the article is to be blocked. If no further block is to be set, proceed to step 8. 5. If you wish to set a block for SXUFKDVLQJ activities that is to be valid for specific GLVWULEXWLRQFKDLQV or VWRUHV, choose the /RJLVWLFV VWRUH view. To block the article, choose (GLW→2UJDQL]DWLRQDOOHYHOV and enter the purchasing organization and distribution channel or a store. The 3XUFKDVLQJVWDWXV field can be found in the *HQHUDOFRQWUROSDUDPHWHUV section. Select the required status. You can also enter a date as of which the article is to be blocked. Repeat the procedure for all distribution chains or stores for which the article is to be blocked. If no further block is to be set, proceed to step 8. 6. If you wish to set a block for VDOHV activities that is to be valid for specific GLVWULEXWLRQ FHQWHUV, GLVWULEXWLRQFKDLQV or VWRUHVchoose the 6DOHV view. To block the article, choose (GLW→2UJDQL]DWLRQDOOHYHOV and enter a sales unit, a sales organization and a distribution channel or store or distribution center. The 6DOHVVWDWXV field can be found in the 9DOLGLW\SHUGLVWULEXWLRQFKDLQVVLWH section. Select the required status. You can also enter a date as of which the article is to be blocked. Repeat the procedure for all distribution centers, distribution chains or stores for which the article is to be blocked. If no further block is to be set, proceed to step 8. ´ You must enter a sales unit. The block is, however, valid for DOO sales units. 7. If you wish to set a block for purchase orders to specific YHQGRUV, choose the 3XUFKDVLQJ view. To block the article, choose (GLW→2UJDQL]DWLRQDOOHYHOV and enter a purchasing organization and a vendor. The fields $YDLODEOHIURP and $YDLODEOHXQWLO are found in the *HQHUDOGDWDSHUYHQGRU section. You can populate these fields to block purchase orders to the vendor for the article for a specific period. Repeat the procedure for all vendors and purchasing organizations to be blocked. ´ You must enter a purchasing organization. The block is, however, valid for DOO purchasing organizations.
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8. Save your entries.
1RWHVDQG5HPDUNV The status also determines the functions for which error or warning messages are issued.
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0HUFKDQGLVH&DWHJRU\ 3XUSRVH Every article is assigned to a single merchandise category across a whole company. This allows you to classify and structure the entire range of goods offered for sale by your company (breadth and depth). Merchandise categories can be assigned to stores and store departments. You can also group merchandise categories into hierarchies. A successfully implemented merchandise category hierarchy is an essential tool for efficient merchandise category management (Category Management). The main focus for the management of your merchandise then shifts from individual articles to merchandise groupings. The aim of merchandise category management is the better coordination of various customer considerations at each business location (for example, store), including elements such as variety, price structures and advertising.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV Make use of merchandise categories if you wish to:
•
Structure your assortment and departments
•
Perform structured analyses in the Information System and plan target and actual values
•
Store common data (conditions, for example) at a higher level
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,QWHJUDWLRQ Merchandise category maintenance should only be used for articles created using the Retail article maintenance function.
)HDWXUHV In addition to the benefits in structuring, planning and analyzing, merchandise categories offer the following advantages: •
Articles in a merchandise category can be listed automatically in stores to which it is assigned, taking the chosen listing procedure into account.
•
Sales at the POS need not be on an article basis: they can be processed via the merchandise category (using a merchandise category article).
•
Articles belonging to different merchandise categories can be sold under the umbrella of a common value-only article (the “hierarchy article”). This can be useful if, for example, a store has cash registers with fewer merchandise category keys than there are merchandise categories.
•
Depending on the merchandise category, you can define specific characteristics which have a classifying function and/or which influence the creation of variants; these characteristics can be useful when you are creating articles and especially useful for defining variants of generic articles.
•
Below the merchandise category level, structures (characteristics profiles) are provided which allow a “technical” segmentation of merchandise categories to aid new article listings or help in creating generic articles and variants.
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Organizational areas Headquarters [Page 103]
Characteristics Processing [Page 399]
•
Merchandise Category Processing [Page 339]
•
Article and Merchandise Category Reclassification [Page 348]
•
Distrib ution Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
6HHDOVR Classification [Page 394] CA - Classification Guide [Ext.] CA - Characteristics Guide [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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0HUFKDQGLVH&DWHJRU\ 0HUFKDQGLVH&DWHJRU\ +LHUDUFK\ You can group merchandise categories into hierarchies. Each merchandise category can be assigned to one merchandise category hierarchy level. An unlimited number of hierarchy levels is possible. In a merchandise category hierarchy, the merchandise category to which articles are directly assigned always represents the lowest merchandise category hierarchy level. The following example helps illustrate the merchandise category hierarchy structure: ´ 6$37HUP
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Merchandise category hierarchy level 3
Assortment area
Non food
Merchandise category hierarchy level 2
Assortment group
Household goods
Merchandise category hierarchy level 1
Main merchandise category
Small electrical appliances
Merchandise category hierarchy level 0 (Merchandise category)
Merchandise category Kitchen gadgets
Characteristics profile 1
Sub-category
Electric knife
The following terms are used in merchandise category hierarchies: •
Merchandise category hierarchy level Further hierarchy levels (merchandise groupings) can be created above the merchandise category level. Every merchandise category hierarchy level is assigned to precisely one superior hierarchy level. There is, therefore, always an x:1 relationship between lower hierarchy levels and the level above. Merchandise category hierarchy levels allow you to process sales at levels above the merchandise category level, if required. At merchandise category hierarchy level too, target and actual values can be planned and evaluations can be made in the Information System.
•
Merchandise category hierarchy The complete merchandise category hierarchy is made up of all the assignments or relationships between the individual merchandise category levels and comprises the full spectrum of inter-dependencies and validation checks.
•
Characteristics profile Below the level of the merchandise category (and therefore below the whole merchandise category hierarchy) it is possible to create characteristics profiles, a finer subdivision of the merchandise category. They generally serve to differentiate the parameters (required fields, variant-creating characteristics etc.) set when new generic articles, variants or single articles are created.
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0HUFKDQGLVH&DWHJRU\ 0HUFKDQGLVH&DWHJRU\+LHUDUFK\ Any number of characteristics profiles can be created and they can be valid for more than one merchandise category. The characteristics profile is the only object in the merchandise category hierarchy for which such multiple assignments are possible. Each article must be assigned to precisely one merchandise category and can also be assigned to a characteristics profile. If a characteristics profile exists, it takes precedence over the more general structure of the merchandise category when an article (or generic article) is created. The relationship between characteristics profile and merchandise category is x:m (m=multiple).
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0HUFKDQGLVH&DWHJRU\ 9DOXH2QO\$UWLFOH&DWHJRULHV A specific article type (WERT) is provided for value-only articles. Article categories are also defined for the individual value-only article categories.
0HUFKDQGLVH&DWHJRU\$UWLFOH One merchandise category article can be created for each merchandise category. When a merchandise category article is entered at the cash register, sales of articles in that merchandise category (that is, merchandise which is not managed on an article basis) can be processed on a value basis. The merchandise category article is created directly in the maintenance screen of the appropriate merchandise category. Before you start to use the article, it is advisable to maintain it in more detail using article master transactions. Whenever the merchandise category is subsequently assigned to stores, the value-only article is automatically listed from the relevant change documents. Merchandise category articles can be created and deleted via the merchandise category transaction only. They can, however, be changed and displayed in Article Processing as well. You can assign a value-only article to more than one store merchandise category.
+LHUDUFK\$UWLFOH Retailers also often need (or wish) to sell articles belonging to different merchandise categories under the umbrella of a single value-only article; this is necessary if, for example, a store has cash registers with fewer merchandise category keys than there are merchandise categories. If a sale is to be processed via a value-only article YDOLGIRUDQXPEHURIPHUFKDQGLVHFDWHJRULHV, the hierarchy article is used. It always corresponds to a single hierarchy node above the merchandise category level.
*URXS$UWLFOH 9DOXHEDVHG,QYHQWRU\0DQDJHPHQW Business constraints often require further value-only articles to be defined EHORZ the level of a merchandise category and its associated merchandise category article, whereby a value-only article can only be assigned to one merchandise category. This type of value-only article is called a group article. A retail organization using store-specific, value-based inventory management can use group articles for inventory management purposes, as a finer hierarchical subdivision than a merchandise category article. For example, some articles in the merchandise category “Confectionery” can be merchandised by rack jobbers in certain stores but not in others. In this case, the articles merchandised by rack jobbers need to be posted to a different value-only article than to the merchandise category article associated with the merchandise category. In the fashion industry too, it is common practice to use “catch-all” cash register keys which represent value-only articles below the level of the merchandise category. Group articles are created in Article Processing.
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0HUFKDQGLVH&DWHJRU\ ,QWKH&RQWH[WRIWKH &ODVVLILFDWLRQ6\VWHP The RQO\ way to ensure a meaningful representation of the above-described merchandise category hierarchy, including characteristics profiles, in the SAP system is by using the SAP Classification System. The interfaces and some of the functionality have been supplemented with retail-specific features. The following terms and concepts from the Classification System are useful as an aid to understanding how merchandise category hierarchies are created and maintained and are also expressed in terms of retail requirements.
&ODVV7\SH Class types group together classes which contain objects of the same type (articles, for example). In SAP Retail, class type 026 (,65DUWLFOHVWUXFWXUH) groups together all the classes relating to the classification of articles using merchandise category hierarchies. Class type 026 is a SAP-internal class type and cannot be used in the Classification System (a standard-system transaction).
&ODVV Objects are classified by being allocated to classes. The first step is to create a class structure. In SAP Retail, PHUFKDQGLVHFDWHJRULHV comprise all articles. 0HUFKDQGLVHFDWHJRU\KLHUDUFK\ OHYHOV are grouped together to form superior classes. &KDUDFWHULVWLFVSURILOHV are also classes in this context.
&KDUDFWHULVWLFV5HTXLUHGDQG2SWLRQDO)LHOGV Characteristics which represent the specific features of objects to be classified can be defined for each class. So for each merchandise category hierarchy level (including merchandise categories themselves) UHTXLUHGDQGRSWLRQDOILHOGV can be defined which represent the features of the articles / of the merchandise category hierarchy level. Every required and optional field (characteristic) must in itself be specifically defined. ´ Color, size, power, type
&KDUDFWHULVWLF9DOXHV 9DOXHV and value sets can be provided for each characteristic in a class. These values are known as characteristic values. Values or value sets can be defined for each required or optional field in a merchandise category hierarchy level, allowing great flexibility in defining how variants are created. Characteristics which control variants are defined and assigned to those merchandise categories to which the relevant generic articles or individual articles are to be assigned. ´ The characteristic “color” has the following values: red, green, blue, black. The characteristic “power” has the following values: 40 watts, 60 watts, 100 watts.
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&KDUDFWHULVWLFV,QKHULWDQFH Characteristics inheritance is the term used to describe how a characteristic and its value are passed down to all of the classes lower down in the class hierarchy. All the required and optional fields in a merchandise category hierarchy are inherited by all lower hierarchy levels. The values are passed down from one level to the next. The values in the superior hierarchy level can be taken on as they are by the lower level or they can be amended or extended, depending on how the characteristic is defined. The following diagram illustrates the basic structure of a class hierarchy.
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0HUFKDQGLVH&DWHJRU\ )LHOGV5HOHYDQWWR&UHDWLQJD 0HUFKDQGLVH&DWHJRU\ A merchandise category is always also stored in the form of a class; this takes place automatically (in the background). It is the key to the Classification System, so to speak. The individual fields which you encounter when you create a merchandise category are explained briefly below:
0HUFKDQGLVH&DWHJRU\'HVFULSWLRQ The merchandise category description is language-dependent and is also used as the class description.
0HUFKDQGLVH&DWHJRU\5HIHUHQFH$UWLFOHV One merchandise category reference article can be created per merchandise category. It plays no physical part in merchandise management: it is purely a carrier of article information, which can then be offered automatically as default values when an article is created, thus reducing unnecessary maintenance. Reference articles can only be maintained in Article Processing. The merchandise category reference article should therefore be defined as fully as possible, in order to keep the effort of maintenance to a minimum when further articles are created for this merchandise category. It is possible to assign an existing reference article to more than one merchandise category. In addition, it is also possible to use any number of other reference articles to help you when you are creating an article. This means that you can choose the most appropriate one for the article you wish to create.
0HUFKDQGLVH&DWHJRU\$UWLFOH One merchandise category article can be created to represent each merchandise category. If a merchandise category article is used, all the functions which are available for an article in the system (Inventory Management, for example) can be used. You can also assign a store merchandise category the value-only article of another merchandise category for the purposes of value-based inventory management. It is thereby possible, for example, for a small store to manage different merchandise categories (such as bread, cheese and spreads) on a value basis using a hierarchy article called “Sandwich”, to which goods receipts and sales are posted. The merchandise category article can only be created in Merchandise Category Processing. It can then be maintained in Article Processing. Once this value-only article has been created and assigned, complete with description and base unit of measure, it can no longer be changed. When an article is sold via a “catch-all” cash register key (a merchandise category key on the cash register), the merchandise category concerned is represented by the merchandise category article. You can assign any cash register key to any merchandise category.
'HSDUWPHQW You have the option of assigning a department to a merchandise category; this allows you to make the department a default value which appears when you assign the merchandise category to stores.
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'LYLVLRQ A division cannot be used as a merchandise category hierarchy level. If you do maintain one, it can form a completely independent article hierarchy.
$XWKRUL]DWLRQ*URXS The authorization group protects against unauthorized access to certain objects. In order to be able to perform a particular activity the user must have authorization for the combination of activity and authorization group. Authorization groups do not have descriptions.
0HUFKDQGLVH&DWHJRU\+LHUDUFK\/HYHO When you create a merchandise category, you can assign it to a merchandise category hierarchy level immediately, as long as the latter already exists. It should be noted, however, that you can only assign to the level directly above the merchandise category. All characteristics (required and optional fields) are inherited by the merchandise category according to the principle outlined above. If characteristics have been defined in the assigned hierarchy level a value assignment screen appears, offering the possible characteristic values for you to choose from.
+LHUDUFK\$UWLFOH If the merchandise category has been assigned to a hierarchy level, all the hierarchy levels above this level will also appear as default values for assignment. One hierarchy article can be defined for each hierarchy level when the selection indicator is set. Once the article has been created and assigned, complete with description and base unit of measure, it can no longer be changed.
2QOLQH3URFHGXUHV The following diagram illustrates the overall procedure online. No differentiation between required or optional screens is shown; instead, in the interests of completeness, all of the available procedures are represented.
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0HUFKDQGLVH&DWHJRU\ 3RVVLELOLWLHVIRUDQG &RQVHTXHQFHVRI&KDQJHV Please be aware of the following when you change merchandise categories:
•
It is only possible to delete a merchandise category if there are no articles left in it and it is no longer assigned to stores.
•
Merchandise category description: from a system viewpoint there are no restrictions to changing this.
•
Merchandise category article: it is not possible to change the assignment.
•
Merchandise category reference article: from a system viewpoint there are no restrictions to changing this. Any changes you make only affect those articles which are created subsequently using the reference article. Once a reference article has ceased to be assigned to any merchandise category it is flagged for deletion and is deleted in the next article reorganization run.
•
Department: from a system viewpoint there are no restrictions to changing this. Any changes you make only affect new assignments of merchandise categories to stores.
•
Merchandise category hierarchy level: this can be changed if there are no longer any articles assigned to the merchandise category.
•
Hierarchy article: it is not possible to change the assignment.
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0HUFKDQGLVH&DWHJRU\ 5HFODVVLILFDWLRQRI$UWLFOHVDQG 0HUFKDQGLVH&DWHJRULHV The reclassification function allows you to change your merchandise category hierarchy, following the changes through to the objects which are assigned to the hierarchy (articles and variants). You can also adjust current documents, statistics and other dependent objects so that they are in line with the new hierarchy. Restructuring the organization of objects in a retail environment in this way is most likely to be prompted by efforts towards ECR and Category Management. All the elements in the merchandise category hierarchy are defined as classes, or to be more specific, as objects of SAP-internal class type 026. The graphic below illustrates the hierarchical relationships and all the assignments which are possible in class type 026 (merchandise category hierarchy).
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The dotted line indicates that you can also assign articles or generic articles of your choice to a characteristics profile. This is usually only necessary if variant-creating characteristics, which are
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0HUFKDQGLVH&DWHJRU\ 5HFODVVLILFDWLRQRI$UWLFOHVDQG0HUFKDQGLVH&DWHJRULHV used when generic articles and their variants are created, are to be defined in more detail than the characteristics at merchandise category level. Characteristics profiles are used solely as carriers of specific characteristic values for creating articles and variants. They have no other purpose in SAP Retail; in particular, they are neither carriers of other information nor do they play a part in the Logistics or Retail Information System. This general hierarchy allows the following types of reclassification: •
5HFODVVLILFDWLRQRIDUWLFOHV An article is assigned to a different merchandise category. You can also split a merchandise category by creating a new merchandise category and moving a certain quantity of articles from the existing one into the new one.
•
5HFODVVLILFDWLRQRIPHUFKDQGLVHFDWHJRULHV Whole merchandise categories are moved to another point at the same level in the hierarchy tree. All elements subordinate to the merchandise category in the hierarchy are moved with it.
•
5HFODVVLILFDWLRQRIPHUFKDQGLVHFDWHJRU\KLHUDUFK\QRGHV Whole merchandise category hierarchy nodes are moved to another point at the same level in the hierarchy tree. All elements subordinate to the merchandise category hierarchy node in the hierarchy (other MC hierarchy nodes, merchandise categories, characteristics profiles, generic articles, articles and variants) are moved with it.
%DVLF5HVWULFWLRQV The following restrictions apply to the reclassification options described above: •
No historical data is changed automatically, not even in the Information System.
•
Neighboring systems and their documents (FI, CO, HR, etc.) are not changed and therefore remain unaffected by the reclassification process.
•
Conditions which have been defined for source and/or target objects remain entirely unchanged. A condition that has been defined for a merchandise category, for example, will continue to apply for all the articles in this merchandise category. So if an article is moved to a different merchandise category, it will be subject to the condition already defined for this target merchandise category.
•
Closed purchase orders and/or purchase order items (including the document archive) are not changed.
&KHFNVLQ5HFODVVLILFDWLRQ The following article categories can be reclassified: •
Single articles
•
Generic articles with variants
The following checks take place in the course of reclassification: •
The level of an object in the hierarchy must be the same in the target as in the source. So a merchandise category, for example, cannot become a hierarchy node or a characteristics profile when it is moved.
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An article can be moved directly from a characteristics profile in the source to a merchandise category in the target because the significance of the article in the hierarchy does not change. The reassignment is, of course, still subject to other checks. The source characteristics profile is treated as a merchandise category for the purposes of this reassignment.
•
The characteristics defined in the source must already have been defined in the target too. So a merchandise category with the characteristic “color”, for example, cannot be moved to a position beneath a target hierarchy level which only contains or inherits the characteristic “size”.
•
The characteristic values in the source must be defined in the target in full. So a merchandise category with the characteristic “color” and the values “red”, “green” and “yellow”, for example, cannot be moved to a position beneath a target hierarchy level which only allows the values “black” and “white”, even though the characteristic is also “color”.
•
An article can only be moved to a different merchandise category if both the target and the source merchandise categories are assigned to the same site(s).
•
If a value-only article is defined in a source merchandise category, then there must be one in the target too. The value-only article at the level of which stocks are managed should not be different in source and target. So reclassifications which do not affect inventory management do not pose a problem in this respect. The stocks should be transfer-posted (with physical inventory) before reclassification takes place.
&KDQJHV$IWHU5HFODVVLILFDWLRQ The following changes and adjustments are made if the reclassification is successful: •
The assignment of open purchase order items to merchandise categories, if necessary
•
The assignment of articles to merchandise categories
•
Reassignments between objects in the merchandise category hierarchy
•
Adjustments to assortment module assignments
•
Adjustments to value-only articles on the basis of which stock is managed
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0HUFKDQGLVH&DWHJRU\ 7UDQVIHUULQJ'DWD)URPD1RQ 6$36\VWHPRU/HJDF\6\VWHP It is QRW possible for technical reasons to use batch input or any other mass data transfer procedure to transfer merchandise category objects to a SAP Retail system. This is mainly because of the high level of detail in which a merchandise category hierarchy is maintained: reference articles and/or merchandise category articles have to be created and characteristics have to be defined for the merchandise category objects. All this has to be defined for each individual merchandise category in enough detail to ensure that single and generic articles can be created quickly and easily. It is therefore impracticable to support batch input or similar transfer procedures. It is, however, possible to transfer merchandise category objects and characteristics using the SAP transport functionality in Customizing, although this type of transfer is limited to copying objects from one SAP client to another. This functionality is useful if you want to copy merchandise category objects from a project client to a production client, for example. For further information on transporting merchandise category hierarchies, please refer to the master data section in the Implementation Guide (IMG).
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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&KDUDFWHULVWLFV3URFHVVLQJ 3XUSRVH This business process allows you to maintain characteristics for merchandise categories, merchandise category hierarchy levels or other objects. In addition to article data, the most important master data from the point of view of procurement and sales is vendor data and customer / site data. As it is particularly common in retail for there to be a very large number of articles and business partners, it is essential to be able to group master data together to reduce the amount of maintenance involved. This business process is known as object classification and it takes place within the Classification System. Characteristics play an important part in classification. A characteristic can describe any feature of an object you wish, an example being the color of a blouse. Characteristics differentiate objects and enable you to run a specific search for these objects in the system (you can list all articles with the characteristic value “red”, for example). The characteristics of each article can be assigned different values. For example, the characteristic “size” may have the different values “L” and “XL” assigned to it, depending on the article. Characteristic values are inherited from one hierarchy level to the next. The values in the superior hierarchy level can be taken on as they are by the lower level or they can be amended or extended, depending on how the characteristic is defined. This enables you to define individual required and optional fields and thus extend the article description.
6WHSVLQWKH3URFHVV 1. You can, if desired, specify the validity period of the characteristic. 2. You maintain the basic data of the characteristic. 3. You can, if desired, specify the values that are allowed, the form the user interface will take, table and field names and the class of the characteristic; you limit the number of class types to which the characteristic can be assigned; you maintain object dependencies; and you assign documents to the characteristic. 4. You save the characteristic and thereby create it in the Classification System.
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&UHDWLQJD&KDUDFWHULVWLF 3URFHGXUH To create a descriptive characteristic, proceed as follows: 1. On the Create Characteristic: Initial Screen [Ext.], maintain the following data: –
Enter the name of the characteristic.
–
Enter a change number if the characteristic is only intended to become valid from a specific key date.
´ The change number allows all changes to be documented in the system. Once you have processed a characteristic once using a change number, you are required to enter a change number for all further changes. This may make it more difficult to enter changes, particularly when you first start working with the Classification System. Therefore, please consider carefully before you start whether you wish to work with Engineering Change Management. –
To create a characteristic using an existing characteristic as a UHIHUHQFH, enter the name under “Copy from:”.
–
Choose the blocks in which you wish to maintain data for the characteristic. These blocks are: •
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•
'HVFULSWLRQVDQGKHDGLQJV for a characteristic in another language
•
$OORZHGYDOXHV (contains a list of the possible entries for a characteristic value; the characteristic “color,” for example, has the characteristic values “red” and “green”)
•
,QWHUIDFHFRQWURO (controls how the characteristic and its allowed values are displayed)
•
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&ODVVLILFDWLRQ, if you wish to classify a characteristic by allocating it to one or more classes. You can then use these classes as search terms for the characteristic.
Basic data must be maintained; other data is optional. Choose ENTER. 2. If you have entered a reference characteristic, a window appears in which you can choose reference areas. Make your selection and press ENTER. The next screen appears. 3. Maintain the data in the selected areas, following the screen sequence presented to you. 4. Save your entries. The characteristic is now created.
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&UHDWLQJD&KDUDFWHULVWLF 3URFHGXUH If you wish to assign a characteristic you have created to a merchandise category, a characteristics profile or a merchandise category hierarchy level, you need to be aware of the following: In SAP Retail, all the classes that are involved in structuring/classifying articles in merchandise category hierarchies belong to class type 026 (IS-R article structure). Class type 026 is a SAP-internal class type and cannot be used in the Classification System (a standard-system transaction). Characteristics are therefore assigned to merchandise categories, characteristics profiles or merchandise category hierarchy levels via the PHUFKDQGLVHFDWHJRULHV DQGPHUFKDQGLVHFDWHJRU\KLHUDUFK\ menu.
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0HUFKDQGLVH&DWHJRU\3URFHVVLQJ 3XUSRVH This business process chain involves the following business processes in the Business Navigator: •
Characteristics profile processing
•
Merchandise category hierarchy level processing
•
Merchandise category hierarchy level assignment
•
and merchandise category processing itself
This business process allows you to define merchandise categories and merchandise category hierarchy levels and create a merchandise category hierarchy. Each merchandise category can also be assigned descriptive characteristics or characteristics profiles. •
As every article must be assigned to precisely one merchandise category and every merchandise category can be assigned to a single store department, merchandise categories can be used to classify your assortment.
•
Grouping articles together to form merchandise categories or merchandise category hierarchy levels makes it easier to monitor and control an organization. This also allows powerful analyses to be obtained from the Information Systems.
•
If you assign a merchandise category article to a merchandise category, sales from this merchandise category do not need to be managed on an article basis and can be processed RQDYDOXHRQO\EDVLV; in other words, merchandise is entered at the cash register at the merchandise category level (using a “catch-all” cash register key). It is also possible, however, to continue to enter the merchandise on an article basis but manage the stock on a value basis at a higher level.
•
It is also possible to create hierarchy articles: these represent a VXSHULRU merchandise category hierarchy level and they too allow sales on a value-only basis in the stores to which they have been assigned.
•
Merchandise categories can provide assistance in creating articles: a merchandise category reference article can be created to offer standard values for articles in that merchandise category.
•
The merchandise category hierarchy enables characteristics to be inherited by lower levels from superior levels.
•
As a further aid to listing new articles or creating generic articles and variants, structures exist that allow a “technical” segmentation of merchandise categories below the merchandise category level (characteristics profiles).
6WHSVLQWKH3URFHVV 1. You create the new merchandise category hierarchy levels you need by maintaining/assigning basic data, catchwords (optional) and characteristics (optional) for the merchandise category hierarchy level in question. 2. You create the characteristics profiles you need by maintaining/assigning basic data, catchwords (optional) and characteristics (optional) for the characteristics profile in question.
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0HUFKDQGLVH&DWHJRU\3URFHVVLQJ 3. You create the merchandise categories you need by maintaining the basic data of the merchandise category and that of a merchandise category article (if this setting has been made in Customizing) and by maintaining/assigning catchwords (optional) and characteristics (optional) for the merchandise category. 4. You define a merchandise category reference article (if this setting has been made in Customizing) and create it in Article Processing or you assign an existing reference article. 5. You assign merchandise category hierarchy levels (top-down assignment). 6. You assign a merchandise category directly to a merchandise category hierarchy level. You select the hierarchy articles you need. 7. You assign the characteristics profiles you need to the merchandise category. 8. Any merchandise category hierarchy data which has changed is passed onto the POS interface - outbound.
5HPDUNV •
If you would like to see the current state of your hierarchy structure, you can display it in the form of a graphic or a list. To do this, go to the Class Hierarchy Screen [Ext.]. Make your selection there and execute the program. To find out which characteristics and values already exist in a class, go to the Class List Screen [Ext.]. Enter the data there and execute the program.
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&UHDWLQJD&KDUDFWHULVWLFV3URILOH 3URFHGXUH To create a characteristics profile, proceed as follows: 1. On the Create Char. Profile: Initial Screen [Ext.] enter the characteristics profile. Choose the areas in which you wish to maintain data for the profile. The three areas are: •
%DVLFGDWD (including authorizations)
•
&DWFKZRUGV, which can be used as additional search terms
•
&KDUDFWHULVWLFV which are to be assigned to the profile
Basic data must be maintained; other data is optional. To create a profile using an existing profile as a UHIHUHQFH, choose&ODVV → &UHDWH ZLWKUHIHUHQFH. Choose ENTER. 2. If you have entered a reference profile, a window appears in which you can choose reference areas. Make your selection and press ENTER. The next screen appears. 3. Maintain the data in the selected areas, following the screen sequence presented to you. ´ Variant-creating characteristics for generic articles are defined using the relevancy indicator. Once you have set this indicator, you cannot deactivate it again if a generic article is still using the characteristic. 4. Save your entries. The characteristics profile is now created.
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$VVLJQLQJ&KDUDFWHULVWLFVWR0HUFKDQGLVH&DWHJRU\ 2EMHFWV 3URFHGXUH 1RWHVDQG5HPDUNV If you wish to assign a characteristic you have created to a merchandise category, a characteristics profile or a merchandise category hierarchy level, you need to be aware of the following: In SAP Retail, all the classes that are involved in structuring/classifying articles in merchandise category hierarchies belong to class type 026 (IS-R article structure). Class type 026 is a SAP-internal class type and cannot be used in the Classification System (a standard-system transaction). Characteristics are therefore assigned to merchandise categories, characteristics profiles or merchandise category hierarchy levels via the PHUFKDQGLVHFDWHJRULHV DQGPHUFKDQGLVHFDWHJRU\KLHUDUFK\ menu. To find out how to do this, please refer to the stepby-step procedures for creating these merchandise category objects.
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&UHDWLQJD0HUFKDQGLVH&DWHJRU\ 3URFHGXUH To create a merchandise category, complete with its assignment to a merchandise category hierarchy level, its basic data, catchwords and characteristics, proceed as follows: 1. In the Merchandise Category Create: Initial Screen [Ext.], enter the merchandise category and choose *RWR → %DVLFGDWD. A new window appears. 2. Enter a short text for the merchandise category and maintain the basic data for the merchandise category article. ´ How your system is configured determines whether a merchandise category can only be created if certain merchandise category article fields (description, base unit of measure) have been maintained. As this article is created with very little data, we recommend you define it in more detail in Article Processing. Once the merchandise category article has been created and assigned, complete with description and base unit of measure, it can no longer be changed. 3. You have two ways of specifying a merchandise category reference article: •
You enter an existing merchandise category reference article or
•
You define a new merchandise category reference article. You do this in article maintenance once you have saved the merchandise category.
4. Maintain the department, division and authorization group, as required. 5. You can, if desired, enter the hierarchy level which is to be LPPHGLDWHO\DERYH the merchandise category; press ENTER. If the merchandise category has been assigned to a merchandise category hierarchy level in the field 0&KLHUDUFK\OHYHO,DOO the hierarchy levels DERYH this level will also appear as default values for assignment. 2QH hierarchy article can be defined for HDFK hierarchy level when the selection indicator is set. ´ If the selection indicator is set, the required fields (description, base unit of measure) of the hierarchy article must be maintained. As this article is created with very little data, we recommend you define it in more detail in Article Processing. Once the hierarchy article has been created and assigned, complete with description and base unit of measure, it can no longer be changed. The hierarchy article must also be assigned to sites in the site master if sales are to be processed in these sites via this hierarchy level; the assignment takes place via merchandise category assignment. There is always an x:1 relationship between merchandise category and superior hierarchy level; in other words a merchandise category can only ever be assigned to one hierarchy level, whilst a hierarchy level can consist of several merchandise categories. 6. Save your entries.
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&UHDWLQJD0HUFKDQGLVH&DWHJRU\ 3URFHGXUH If characteristics are defined in the assigned hierarchy level, a value assignment screen appears where you can assign values to the characteristics. It can be defined in Customizing that a merchandise category reference article must be assigned to the merchandise category. If this is defined and you have not yet assigned a reference article, a window will appear at this point, allowing you to branch to article maintenance, where you can create a reference article for the merchandise category. We recommend you define the merchandise category reference article in as much detail as possible in Article Processing, in order to keep the effort of maintenance to a minimum when further articles are created for this merchandise category. 7. &DWFKZRUGV and FKDUDFWHULVWLFV of the merchandise category can now be maintained via *RWR → &KDUDFWVFDWFKZRUG. ´ Variant-creating characteristics for generic articles are defined using the relevancy indicator. Once you have set this indicator, you cannot deactivate it again if a generic article is still using the characteristic. 8. Save your changes.
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&UHDWLQJD0HUFKDQGLVH&DWHJRU\+LHUDUFK\/HYHO 3URFHGXUH To create a merchandise category hierarchy level, proceed as follows: 1. In the Create Hierarchy Level: Initial Screen [Ext.], enter the merchandise category hierarchy level. Choose the areas in which you wish to maintain data for the hierarchy level. The three areas are: •
%DVLFGDWD (including authorizations)
•
&DWFKZRUGV, which can be used as additional search terms
•
&KDUDFWHULVWLFV
Basic data must be maintained; other data is optional. To create an MC hierarchy level using an existing MC hierarchy level as a UHIHUHQFH, choose&ODVV → &UHDWHZLWKUHIHUHQFH. Choose ENTER. 2. If you have entered a reference hierarchy level, a window appears in which you can choose reference areas. Make your selection and press ENTER. The next screen appears. 3. Maintain the data in the selected areas, following the screen sequence presented to you. ´ Variant-creating characteristics for generic articles are defined using the relevancy indicator. Once you have set this indicator, you cannot deactivate it again if a generic article is still using the characteristic. 4. Save your entries. The merchandise category hierarchy level is now created.
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&UHDWLQJ$VVLJQPHQWVWRWKH0HUFKDQGLVH&DWHJRU\ 3URFHGXUH To assign a merchandise category hierarchy level and a characteristics profile to the merchandise category, proceed as follows: 1. In the Merchandise Category Change: Initial Screen [Ext.], enter the merchandise category to which you wish to make assignments. 2. Proceed as follows: •
0HUFKDQGLVHFDWHJRU\KLHUDUFK\OHYHO Enter a merchandise category hierarchy level and assign it to the merchandise category.
´ There is always an x:1 relationship between merchandise category and superior hierarchy level; in other words, you can only assign one merchandise category hierarchy level to the merchandise category but the hierarchy level can consist of several merchandise categories. •
&KDUDFWHULVWLFVSURILOH Enter a characteristics profile and assign it to the merchandise category.
´ The relationship between characteristics profile and merchandise category is always x:m (m = multiple); in other words, you can assign a merchandise category more than one characteristics profile, each of which can, in turn, be assigned to other merchandise categories. Each article must be assigned to precisely one merchandise category in Article Processing and can also be assigned to a characteristics profile. When an article is created, the relevant characteristics profile takes precedence over the more general structure of the merchandise category. 3. The assignments to the merchandise category are now created.
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$VVLJQLQJD0HUFKDQGLVH&DWHJRU\+LHUDUFK\/HYHO 3URFHGXUH To assign a PHUFKDQGLVHFDWHJRU\KLHUDUFK\OHYHO to a superior hierarchy level WRSGRZQ, proceed as follows: 1. In the Maintain Merchandise Category Hierarchy: Initial Screen [Ext.], enter the superior MC hierarchy level and press ENTER. A new screen appears, giving you an overview of the merchandise category hierarchy levels below this one that have already been assigned to it. 2. Choose (GLW → 1HZHQWULHV and enter the hierarchy levels which are to be assigned to the higher level. To assign values to the characteristics of a hierarchy level, select the level and choose (GLW → &KDUDFWHULVWLFYDOXHDVVLJQPHQW. 3. Save your assignment(s).
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$UWLFOHDQG0HUFKDQGLVH&DWHJRU\5HFODVVLILFDWLRQ 3XUSRVH This business process allows you to move articles, merchandise categories and merchandise category hierarchy levels to new positions within a merchandise category hierarchy. Each article is assigned to precisely one merchandise category; merchandise categories can be grouped to form merchandise category hierarchy levels; merchandise category hierarchy levels can in turn be assigned to superior hierarchy levels. The result is a merchandise category hierarchy. This structure makes it easier to monitor and control the activities of your company and reduces the volume of data (such as condition data) that has to be maintained. In addition, the merchandise category hierarchy structure enables descriptive and variant-creating characteristics (color or size, for example) to be inherited by subordinate levels from superior levels. Most companies need to restructure existing merchandise category hierarchies every once in a while, however; in other words, articles, merchandise categories or merchandise category hierarchy levels have to be reassigned. The reasons for this reorganization can include the following: •
Object restructuring has been prompted by efforts towards ECR (Efficient Consumer Response) or the introduction of Category Management.
•
An article was accidentally assigned to the wrong merchandise category when it was created.
•
A merchandise category or merchandise category hierarchy level that is too large and no longer manageable is to be split in two. Some articles or merchandise categories in the old hierarchy level are reassigned to the new one.
•
Articles which have proved to be outstanding in their merchandise category are to be assigned to a special merchandise category. For example, high-quality cheeses in the 'DLU\SURGXFWV merchandise category might be reassigned to a new 6SHFLDOWLHV merchandise category.
Reclassification should, however, only be possible if certain system checks have been carried out successfully. This business process allows you to plan your reclassification for a specific date initially without actually carrying out the restructuring. The checks run as planned on this date. You can save this simulation with a change number and then change it at any time and run new checks. Once you have decided on a definite reclassification, you can activate it.
6WHSVLQWKH3URFHVV 1. You define the planned date for the reclassification version and assign a change identification. 2. You select the objects to be reclassified:
•
Article
•
Merchandise category
•
Merchandise category hierarchy level
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3. If an article is to be moved to a merchandise category which has a characteristics profile assigned to it, you have to decide whether the article should be assigned to the merchandise category directly or to the characteristics profile. 4. When you try to move an article, the system checks whether the source and target merchandise categories are assigned to all the same sites. The article can only be moved if this is the case. 5. The system checks the characteristics of source and target objects: reassignment is only possible if the characteristics and characteristic values of the source also exist in the target. 6. The system checks the level at which stock is managed in the affected sites: if in at least one site the stock is managed at a higher level than simply on an article basis, then reclassification is only possible if the value-only article remains the same or if no stock exists anyway. 7. You process the error log and change the reclassification version, if necessary. 8. You save the reclassification version. This is a simulation version, which means that it does not take effect until it is actually activated. You can change this version right up until its activation date. 9. By activating (“updating”) the reclassification version, you confirm that the relevant objects are to be moved on a specified date and - if articles are being moved - that the merchandise categories are to be changed in open purchase orders and allocation table items (optional). New listing conditions can be created and old ones deleted, as required. 10. If necessary, you update the Information System (manual function). 6HHDOVR Reclassification of Objects in Hierarchical Class Types [Page 402]
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&UHDWLQJD5HFODVVLILFDWLRQ9HUVLRQIRU0HUFKDQGLVH &DWHJRULHV$UWLFOHV 3URFHGXUH This procedure allows you to create a reclassification version for selected objects and a defined date. This means that the changes are not actually written to the database; the reclassification is merely simulated. Proceed as follows: 1. In the Create MC Reclassification Version Screen [Ext.] enter the change identification, which is used to identify the reclassification version. Select the objects to be reclassified and enter a planned date for the reclassification. Please note that only one reclassification run can be planned for any one date. 2. Execute the program and you will be issued with a hierarchical list of the merchandise categories and articles selected. 3. Select an object to be moved by positioning the cursor on the corresponding line and choosing (GLW → 6HOHFWREMHFW. You can select all the articles in a block in a single step by choosing (GLW → 6WDUWHQGRIEORFN. 4. You reassign the selected objects by positioning the cursor on the node (target) and choosing (GLW → 5HDVVLJQ. 5. You can display the consequences of the reclassification on the planned date by choosing *RWR → &KHFNFRQVHTXHQFHV. If you choose *RWR → 'LVSOD\FKDQJHV you get an overview of the changes that have resulted so far in this reclassification version. 6.
Save your simulation. You can now change or delete the saved simulation or activate the reclassification for a specific date.
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$FWLYDWLQJD5HFODVVLILFDWLRQ9HUVLRQIRU0HUFKDQGLVH &DWHJRULHV$UWLFOHV 3URFHGXUH This procedure allows you to activate on the FXUUHQWGDWH any reclassification versions that you have already created. Proceed as follows: ´ If you wish to activate the reclassification at a ODWHUGDWH, enter the change identification on the initial screen and save it as a variant. Then use this variant to schedule a background job on the desired date (via 6\VWHP → 6HUYLFHV → -REV → -REGHILQLWLRQ). You can process the error list later in the job log and in the reclassification log. 1. In the Activate MC Reclassification Version Screen [Ext.] enter the change identification for the reclassification version you have already created. 2. Select check options as required: Mark checkboxes to indicate whether you wish to change the merchandise category in open purchase order items, whether you wish to create new listing conditions or delete old ones. These check options are only relevant if you are reclassifying articles. 3. Run the program. The reassignment of the objects, as defined in the change identification which you have entered, is checked by the system once more when the program is executed and is then posted straight to the database if the error log is empty. 4. On the next screen the reclassification log appears, displaying the results of the check.
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'HOHWLQJD5HFODVVLILFDWLRQ9HUVLRQIRU0HUFKDQGLVH &DWHJRULHV$UWLFOHV 3URFHGXUH If you wish to create or activate a new reclassification version (change identification) for a date that has already been “booked,” you must first delete the version that already exists for this date. To delete a version, proceed as follows: 1. In the Delete MC Reclassification Version Screen [Ext.], enter the change identification of the reclassification tree and execute the program. The reclassification tree to be deleted is displayed. You can display the changes (reassignments) within the hierarchy tree here too. 2. Choose (GLW → &RQILUPGHOHWLRQ.
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&RQGLWLRQV 3XUSRVH Conditions are terms of payment that are negotiated with vendors or customers (surcharges, discounts and cash discounts, for example). In SAP Retail, conditions contain the following data: •
Purchase prices
•
Sales prices
•
Surcharges and discounts in Purchasing and Sales
•
End-of-period refunds granted by vendors or to customers
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is needed for SAP Retail.
,QWHJUDWLRQ Conditions determine how the system calculates the net price or effective purchase price in purchase orders, or the final price for customers. 'DWH
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)HDWXUHV You can maintain conditions as master records at various data retention levels in SAP Retail, for example: •
Vendor or vendor sub-range (VSR)
•
Article
•
Merchandise category
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&RQGLWLRQV If a purchase order is created with reference to a contract or an info record, or if it meets certain criteria defined in the condition technique, the system automatically includes the conditions when calculating prices. For more information on conditions, see • •
MM - Purchasing: Conditions and Price Determination [Ext.]
SD - Sales: Conditions and Price Determination [Ext.]
%XVLQHVVSURFHVVHVDQG SURFHGXUHV
Organizational areas Head-quarters [Page 103]
Condition processing (vendor) [Page 362]
Distribu tion Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
•
6HHDOVR Order processing: Automatic document adjustment when conditions change [Ext.] Subsequent (End-of-Period) Settlement [Page 718] Pricing [Page 523] SD - Basic functions and master data in sales processing: Free goods [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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&RQGLWLRQV ,QWHUFKDQJLQJ&RQGLWLRQV%HWZHHQ'LIIHUHQW 6\VWHPV Condition interchange allows you to upload conditions (inbound processing) and prices from external systems. This enables the retail prices of vendors or the sales prices of wholesale customers to be transferred automatically to the system and be used for the transactions carried out there. This also means that conditions and prices can be included when you transfer article and contract data for example. Conditions and prices can also be downloaded (outbound processing) from R/3 to other systems. In both inbound and outbound processing of conditions, the system converts standard SAP data to the ISO standard and vice versa. The data affected includes: •
Countries
•
Units of measure
•
Currencies and the associated amount fields
The actual transfer of data takes places via intermediate documents (IDocs) and application link enabling (ALE).
,QERXQG3URFHVVLQJ All the condition and price data contained in the IDoc is processed by the receiving system. In processing, the system differentiates between the following conditions: •
Time-dependent conditions The data in the IDocs is copied to the relevant master data tables (such as information records).
•
Time-independent conditions For example, contract conditions in master data tables.
Since not all condition types and tables are necessarily the same in the source system and in the target system, you have the option of a user exit to convert this data, for example: •
Converting a source condition type into a target condition type.
•
Converting a source condition table into a target condition table
Please note the following for inbound data transfer: •
The inbound IDoc can be changed manually using the ALE functions. A condition that was not received in the partner system or which contained an error can be transferred manually as and when required.
•
A detailed error log enables conditions to be subsequently maintained in the source system as required.
2XWERXQG3URFHVVLQJ The change documents created as a result of conditions and price maintenance and in accordance with the settings made in the ALE view determine who should automatically receive certain information and when. You can also manually select conditions where and when required and distribute them to the selected systems.
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Conditions and arrangements in Purchasing (enter ( for volume-based rebate) can only be transferred manually. Change documents for these conditions cannot be taken into account. Since less information than required may be contained in the conditions, you have the option of a user exit. Please note the following for outbound data transfer: •
Only conditions which are formally consistent are transferred. If an error is detected, the status of the change pointer concerned is still set to processed, since the same error would occur if the data was to be transferred again.
•
Only if a system error occurs when generating an IDoc is the status of the change pointers not changed. In this case, the data can be sent again.
•
Transfer information can be called up via the functions available as standard in ALE.
Conditions: Purpose of VAKEY in Condition IDoc Segment E1KOMG [Page 358] 6HHDOVR Application Link Enabling (ALE) [Page 1212] Subsequent settlement: Interchange of Conditions Between Different Systems [Page 759]
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&RQGLWLRQV 3XUSRVHRI9$.(<LQ&RQGLWLRQ,'RF 6HJPHQW(.20* The key fields in a condition table often contain the actual recipient data for sending conditions. These fields are included in the 9$.(< of the condition header in encrypted form. Segment (.20* contains this data in unencrypted form. You can therefore use standard ALE functions for filtering and distributing the data. As segment (.20* must be defined with fixed content, and customer-specific table key fields (;.20*) cannot be added, these fields must be transferred to the target system via the 9$.(<. For this reason, the segment also includes the 9$.(<. The process is as follows: •
IDoc - outbound 1. The 9$.(< of the condition record is evaluated and transferred to the relevant fields of structure .20* (customer key fields may exist). 2. User exit for modification of the new .20*structure –
The structure can be supplied with data for filter and distribution functions, i.e. data in existing fields can be included again.
–
Existing data can be converted.
3. The fields in structure .20*, which may have been modified, are transferred to structure (.20*, if they exist in the structure. 4. The 9$.(< is restructured from the modified .20* structure and transferred to the fields 9$.(< and 9$.(
IDoc - inbound 1. The 9$.(< of transferred structure (.20* is evaluated and transferred to the appropriate fields in structure .20* for the creation of conditions. 2. User exit for modification of the new KOMG structure. –
Converting of existing data
–
Supplying existing fields with data which may also be needed in the condition table of the target system, for example.
3. The condition is created with the content of structure .20*. The field conversions offered by the ALE layer cannot be used for conversion rules in inbound and outbound processing for the E1KOMG segment because the content of the 9$.(
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&RQGLWLRQV 7UDQVIHUULQJ&RQGLWLRQVIURP2UGHUV 8VH When sales orders and store orders are transferred, prices and/or conditions can be transferred together with the order data. It is therefore possible to assign retail prices directly to the order and to use these, instead of the prices stored in the condition master data, in follow-on functions such as the delivery note or billing document. This is particularly important in the area of wholesale.
,QWHJUDWLRQ The function is used in the following areas: •
Sales order
•
Store orders
3UHUHTXLVLWHV Orders are transferred as IDocs.
)HDWXUHV For both sales orders and store orders, the condition segments transferred to the IDocs in question are evaluated and transferred to the orders created in the SAP system. This can be done for both header and item conditions.
6DOHVRUGHU 7UDQVIHUULQJKHDGHUDQGLWHPFRQGLWLRQV The inbound sales order IDoc is transferred to the dialog in order for a sales order to be created. During processing, any conditions determined during price determination in the order are overwritten by those which are transferred. The inbound header and item condition segments can be modified via a user exit. You can use a customer exit to check whether the SAP system allows the condition types in the inbound header and item condition segments to be processed further in the SAP system.
6WRUHRUGHU 7UDQVIHUULQJKHDGHUDQGLWHPFRQGLWLRQV The IDoc segments “Header conditions” and “Item conditions” are processed in the inbound store order IDoc. The system enters certain structures. A maximum of four segments can be processed each time, and are transferred to the relevant fields of the structure. The inbound header and/or item condition segments can be modified via a customer exit. You can use a customer exit to check whether the SAP system allows the condition types in the inbound header and item condition segments to be processed further in the SAP system. The structures filled in this way are then posted.
0RGLILFDWLRQRIWKHLQERXQGFRQGLWLRQVHJPHQW The inbound header and item segments can be modified using a customer exit. This enables you to convert the store condition type into a condition type used in the head office, for example. For sales orders in wholesale this also means that freely defined qualifiers can be converted into an SAP condition type.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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&RQGLWLRQ3URFHVVLQJ 9HQGRU 3XUSRVH This business process allows you to enter purchase price conditions in the system. Condition values are assigned to different condition types at different data retention levels and for different periods. Purchase price conditions (prices, discounts and surcharges) are usually negotiated with vendors at the end of the year in the form of condition agreements and can refer to individual articles, groups of articles or vendor sub-ranges. They are generally only valid for a specific period and usually only if certain requirements are met, such as terms of delivery. Sometimes conditions can be dynamic, which means that they change to suit competitive offers, seasonal factors or marketing policies. Consequently, conditions must be stored in the system so that they meet the requirements of: •
Flexible condition hierarchies
•
Marketing campaigns or condition policies that are run at the same time
•
Changes in conditions that are valid for a limited period
•
Downstream systems for which data is prepared
6WHSVLQWKH3URFHVV 1. You choose the condition type. 2. You use the key combination to choose the data retention level for the conditions. 3. You enter the header data and the validity periods for the main condition. 4. You maintain the condition values for the main condition. 5. (Optional) You enter supplementary conditions (along with the condition type, condition values and validity periods) for the main condition. 6. (Optional) You enter the scales for the main and/or supplementary conditions.
5HPDUNV
•
Promotion conditions are always maintained using the Promotion menu
•
Subsequent conditions (arrangements) are always maintained using the Arrangement menu.
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&UHDWLQJD&RQGLWLRQ 3URFHGXUH This procedure allows you to maintain discounts and surcharges which apply to DOO articles for a vendor, invoicing party or article type. This procedure is illustrated using the example of FUHDWLQJGLVFRXQWVDQGVXUFKDUJHV IRUDYHQGRU When you maintain conditions for the vendor sub-range or for the invoicing party, and so on, you start from a different selection screen in each case. Proceed as follows: 1. On the Conditions by vendor [Ext.] screen enter the vendor and purchasing organization. 2. Choose 3URJUDP→([HFXWH A new window appears. Choose (GLW → 6FRSH to display existing conditions only or all possibilities. Choose ([LVWLQJFRQGLWLRQVto change conditions, choose $OOSRVVLELOLWLHVWo create new conditions for the condition type selected and the key combination. 3. For further information on creating and changing conditions, see Defining vendor prices: Procedure [Page 365] 4. Save your entries.
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&UHDWLQJ&RQGLWLRQV:LWK8VHU'HILQHG&RQGLWLRQ 7\SHV 3URFHGXUH This procedure allows you to create conditions that use the condition types and/or access sequences you defined in Customizing. If you use this function, remember that you must create a reference to the condition type in your calculation schema. This also applies if you have changed the calculation schemas in the standard system. To create conditions, proceed as follows: 1. On the Create condition [Ext.] screen enter the condition type of the main condition. ´ Choose (QYLURQPHQW→&RQGLWLRQLQIRUPDWLRQ to see the existing condition records for the condition type entered. Enter the selection criteria. Choose ([HFXWHand all the condition tables that contain records for this condition type are displayed. You can also make changes here. 2. Choose (GLW→.H\FRPELQDWLRQ to obtain a list of possible data retention levels for the condition type. Choose one key combination only. ´ A NH\FRPELQDWLRQ is the combination of key fields for which a condition can be entered in the system. For example, you wish to maintain conditions for a particular vendor in a particular purchasing organization. The combination of these two key fields (key combination) is the data retention level for the condition. Press
. The condition fast entry screen appears.
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3. Enter the key and the condition. The fields you enter data in depend on the key combination selected and on the access sequence defined for the condition type. For example, if the condition type is a percentage discount and the condition table specifies the invoicing party key, you enter the invoicing party and the percentage for every item. 4. For further information on maintaining supplementary conditions, free goods, scales and validity periods, see Defining vendor prices: Procedure [Page 365] 5. Save your entries.
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'HILQLQJ9HQGRU3ULFHV 3URFHGXUH This procedure allows you to list and maintain conditions that determine the net price in DVLQJOH information record or contract. This procedure is described using the example of creating FRQGLWLRQVLQDQLQIRUPDWLRQUHFRUG To maintain vendor prices centrally in one contract, you start from the &RQGLWLRQVIRUFRQWUDFW screen Proceed as follows: 1. On the Conditions for info record [Ext.] screen enter the purchasing organization, vendor and article number. 2. Enter the range of sites for which the information records are to be selected. 3. Choose 3URJUDP→([HFXWH A new window appears. Choose (GLW → 6FRSH to display either existing conditions only or all possibilities. Choose ([LVWLQJFRQGLWLRQV to change existing conditions or $OOSRVVLELOLWLHV. to create new conditions for the selected condition type and key combination. 4. Create or change the conditions: &UHDWLQJ1HZ&RQGLWLRQV –
Position the cursor on the line containing the key for the condition record (here vendor and article).
–
Choose &RQGLWLRQV→&UHDWH. A new window appears.
–
Maintain data for the main condition.
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You make changes to conditions for particular validity periods. Place the cursor on a period.
–
Choose &RQGLWLRQV→&KDQJH. A new window appears.
–
Change the data for the main condition as required.
5. 6XSSOHPHQWDU\&RQGLWLRQV You define supplementary conditions if a particular main condition is always to be used in conjunction with one or more (supplementary) conditions in price determination. You define whether supplementary conditions are allowed for a particular condition type in Customizing. Choose 6XJJHVWVXSSOHPHQWDU\FRQGLWLRQV to have the system suggest condition types for the supplementary conditions in question. Maintain supplementary conditions as required. 6. )UHHJRRGV If you wish to define free goods, choose *RWR → )UHHJRRGVDepending on what you chose previously, a window appears in which you can select the key combination for the free goods or you branch directly to the selection screen displaying the key for the free goods for which it was created. Maintain the fields if necessary and execute the program. A new window appears.
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'HILQLQJ9HQGRU3ULFHV 3URFHGXUH You can enter free goods as either inclusive bonus quantity or exclusive bonus quantity. •
Choose *RWR → ,QFOXVLYHERQXVTXDQWLW\ to define an inclusive bonus quantity. In the case of an inclusive bonus quantity, you cannot use a different free goods article.
•
Choose *RWR → ([FOXVLYHERQXVTXDQWLW\ to define an exclusive bonus quantity. In this case of an exclusive bonus quantity, you can us the same article or a different free goods article.
7. 6FDOHV If you wish to define scales, select the required item and choose 6FDOHV On the screen that appears enter the scale levels and the amounts. Scales can only be entered if you have defined the condition type as a scale in the Customizing system. 8. 9DOLGLW\3HULRGV If you wish to define different periods of validity for the various items, select the required item and choose *RWR→9DOLGLW\SHULRGV. On the screen that appears enter the validity periods for the items. 9. Save your entries.
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0DNLQJ*OREDO3ULFLQJ&KDQJHV 3URFHGXUH This procedure allows you to change prices uniformly for a number of info records or contracts by an absolute amount or percentage. ´ You can also change prices for scheduling agreements, provided the Customizing setting for the document type allows master conditions to be created. This procedure is illustrated using the example of making SULFLQJFKDQJHVLQLQIRUPDWLRQ UHFRUGV If you make changes to contracts, you start from a different screen. Proceed as follows: 1. On the Price change for vendor's info records [Ext.] screen enter the vendor and purchasing organization. You can also set the system so that you can only change conditions in information records that contain a particular article number or also those for which merchandise categories exist, for example. To do this, select the ,QIRUPDWLRQUHFRUGVZLWKRXW DUWLFOHV field. If you select this field, all information records will be changed, with and without article numbers; if you do not select this field, only those information records with particular article numbers will be changed. You can also limit the selection to a subset of articles. 2. Enter the SULFHFKDQJH: •
Enter either a fixed amount or a percentage value.
•
If the change is to apply to a particular condition type, enter the condition type and deselect the*URVVSULFH field.
•
In the /HDGLQJVLJQ (+/-) field, enter: +
if the amount to be changed is positive
–
if the amount to be changed is negative
" " (blank) if the current value of the condition, but not its leading sign, is to be overwritten. •
For percentage changes, you can also change scale lines. If you do not wish to do this, deselect the 6FDOHOLQHV field.
3. Define the YDOLGLW\SHULRG for the price change in one of the following ways: •
In the &KDQJHFRQGLWLRQVYDOLGRQ field enter the date from which the change is to be valid. This change applies to all conditions that are valid after this date.
•
In the &KDQJHRQO\YDOLGIURPWR fields enter the validity period of the change. Enter a date range here if the price change is valid for a specific time period.
´ The existing validity periods will be changed to reflect the new validity period you enter. For example, if the conditions for an info record are valid for the current year but the price change is only valid for May-June, then the system will split the existing validity period into three periods: January - April, May - June, and July - December.
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0DNLQJ*OREDO3ULFLQJ&KDQJHV 3URFHGXUH 4. You can first simulate price changes (test run); which means that the prices will not be updated in the database. A list appears on which you can check the changes. To write the changes to the database, deselect the test run (simulation) field. 5. Choose 3URJUDP→([HFXWH A new window appears. 6. The system displays the old and new prices, along with the validity period. You can check the results of the change before saving. 7. Save your entries. The prices in the information records will then be changed for the periods specified.
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&XVWRPHU 3XUSRVH A customer is a business partner to whom merchandise can be sold. The following types of customer exist: •
Internal customers (own sites)
•
External customers (with customer master record)
•
Anonymous consumers (without customer master record)
The customer master contains details of your company’s customers. This information is stored in individual customer master records. The system will use the data stored on a customer in a wide range of business transactions, offering this data automatically in the appropriate fields to users wishing to create sales orders, deliveries or invoices, for example. As customers are also debit-side business partners in Financial Accounting, customer master records are used in both Sales and Distribution and Financial Accounting. Storing the master records centrally and sharing them between applications means that you only have to enter data once. If, for example, a customer’s address has changed, you only need to enter this change once. As sites are customers from the point of view of delivery, they too have a customer master record each. Each site is also assigned a further customer master record to represent “anonymous” business volume from sales at the POS in the store. %XVLQHVVSURFHVVHVDQG SURFHGXUHV
Organizational areas Headquarters [Page 103]
Distribu tion Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
Customer Processing [Page 386]
•
•
Customer Block [Page 389]
•
•
6HHDOVR Site [Page 113] Vendor [Page 148] Product Catalog: Internet Product Catalog and Internet Online Store [Page 464] &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ SD - Customers and Business Partners [Ext.] FI - Accounts Receivable and Accounts Payable [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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&XVWRPHU &XVWRPHUVDQG%XVLQHVV3DUWQHUV A company deals with different natural and legal persons during business transactions. A customer orders goods from a company. A forwarding agent might deliver goods to the customer. An employee within the company processes the business transactions. All roles a natural or legal person can assume are represented by business partners in SAP Retail.
%XVLQHVV3DUWQHUV A company has contact with external business partners. There are two types of business partner: •
&XVWRPHU The term FXVWRPHU is used to define all customers to whom your company has contact. Data on business partners who are customers, for example, wholesale customers, is managed in the customer master record.
•
9HQGRU The term YHQGRU is used to define all business partners who carry out a delivery or a service for your company. Data on business partners who are vendors, for example, forwarding agents, is managed in the vendor master record.
A business partner can be a customer and a vendor at the same time if, for example, your customer also supplies goods to you or if a vendor is also one of your customers. In this case, both a customer master record and a vendor master record must be created for the business partner. You can create a link between the master records by entering the vendor number in the customer master record and the customer number in the vendor master record.
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&XVWRPHU &XVWRPHU0DVWHU5HFRUGV You enter customers with whom your company has a business relationship in a customer master record. This master record contains all data (known as master data) necessary for processing the business transactions. If master data is maintained as fully as possible you will need to spend less time processing business transactions, as the master data will be suggested automatically by the system in these transactions.
6WUXFWXUHRIWKH&XVWRPHU0DVWHU5HFRUG Both the accounting and sales and distribution departments have access to customer master records. The data of both departments is stored in a shared master record to avoid unnecessary duplication of data. General data, company code data, and sales and distribution data is stored separately in the customer master record. Company code data depends on the company code organization. It is defined individually for each company code. Sales and distribution data depends on the organization in the sales area. It is defined individually for each sales area. General data is independent from company code and sales area. It applies to one customer in all company codes and sales areas. The following figure displays the structure of a customer master record. General data
Sales and distribution data
Company code data
'DWDLQWKH&XVWRPHU0DVWHU5HFRUG Different data is maintained in each of the three areas:
•
General data, like address and telephone number, etc., is maintained for every customer. This data is only identified by the customer number, not by company code or sales area. Maintaining the data is possible from both the accounting view and the sales and distribution view.
•
Company code datais only of interest for the accounting department. It includes, for example, information on insurance or account management. This data applies to only one company code.
•
Sales and distribution datais only of interest for the sales and distribution department. It includes, for example, data on pricing or shipping. This data only applies to one sales area, and therefore is dependent on the sales structure (sales organization, distribution channel, division).
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&XVWRPHU 3DUWQHU)XQFWLRQV In sales and distribution there are: •
Business partners A customer master record must be created for business partners.
•
Contact persons at the business partner Data on contact persons is stored in the customer master record of the respective business partner. A separate master record for contact persons is not created. A new number is assigned to each contact person within a customer master record.
%XVLQHVV3DUWQHUV A business partner can be a natural or legal person who is directly involved in a business transaction with you. The following partner functions are defined for a business partner: •
6ROGWR3DUW\ For the sold-to party, data on sales is necessary (for example, the assignment to a sales office or to a valid price list). In most cases, the company which places an order for the delivery of goods or the rendering of services is at the same time ship-to party, payer and bill-to party. For this reason in the SAP R/3 System the function VROGWRSDUW\ includes all these other functions.
•
6KLSWR3DUW\ For the ship-to party only data required for shipping is necessary (for example, unloading point and goods receiving hours).
•
3D\HU A payer is a company or person who settles the invoices for delivered goods or rendered services. For the payer data on billing schedules and bank data is necessary.
•
%LOOWR3DUW\ For the bill-to party you need the address, data on document printing and data on electronic communication.
&RQWDFW3HUVRQVDWWKH%XVLQHVV3DUWQHU In your customer’s company there are always one or more contact persons with whom you are in contact either by phone, in writing or personally to carry out business transactions. Often, the information you need about the contact persons is not the same as the information you need about the customer. The most important data of the contact person is name, telephone number, and department. Since the contact person is part of the customer’s company, you enter this data in the respective customer master record. Thus, you do not need a separate master record for contact persons. However, in the standard version of the SAP R/3 System you can only enter the data on the contact person in the customer master record of the sold-to party, since only contact persons from this master record are proposed for selection in the sales order.
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'LYLGLQJ3DUWQHU)XQFWLRQV The company or person who places an order is often the same company or person who receives both the goods and the invoice, and also pays. In this case the customer fulfills all predefined functions. It is also quite common, however, that subsidiaries place orders, and the head office settles the respective invoices. In this case the partner functions are divided among different companies. If a customer fulfills all functions at the same time, only one master record is necessary, in which all data required for these functions is entered. In this case you create a master record for the sold-to party. If the functions are divided among different companies, a corresponding number of master records is needed. In one master record you enter, for example, the address of the sold-to party for correspondence, in another one the address of the ship-to party for the delivery. Only in the customer master record of the sold-to party is a link between the individual partners established, and this is done by entering the customer number of the respective partners.
6FUHHQDQG)LHOG6HOHFWLRQIRU3DUWQHU)XQFWLRQV When you enter a customer master record for the ship-to party, you need special data for shipping (for example, the unloading point and goods receiving hours). In this case, data on sales or billing is not necessary, providing the ship-to party is not the payer and sold-to party at the same time. You can limit the screens and fields accessed in the customer master record so that only the necessary data is entered. You do this using account groups. The function of a customer is defined by assigning an account group.
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&XVWRPHU $FFRXQW*URXSV The account group ensures that for the different partner functions of a customer only the necessary screens and fields are displayed for input. In the standard version of the SAP R/3 System, if you create a customer master record for a ship-to party, for example, an account group is automatically proposed. The account group then determines the number for the customer master record.
$VVLJQPHQWRI$FFRXQW*URXSVWR3DUWQHU)XQFWLRQV In the standard version of the SAP R/3 System there are account groups for the sold-to party, the ship-to party, the bill-to party and the payer. You can also use account groups to define all other combinations (for example, if the ship-to party also pays for the goods). If other combinations occur in your area, consult your system administrator.
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&XVWRPHU 6WUXFWXUH Data on customers is important for both the accounting department and the sales and distribution department. In order to avoid data redundancy, accounting data and sales and distribution data is stored in one master record, the customer master record. A customer master record can be accessed using three different groups of data, which differ in the level of detail they offer. A master record has the following structure. General data
Company code data
Sales and distribution data
*HQHUDO'DWD General data does not depend on the company code, or on your company’s organization of sales and distribution. General data is identical for both views and includes, for example, the customer’s name, address and telephone number. However, general data is not limited to the information which is of importance to both departments. The unloading point, for example, which is regarded as general data, is only relevant for sales and distribution. However, since it is not based on the sales and distribution organization of your company and is always unique for this customer, it is not considered part of the sales and distribution data. If you edit a customer master record using only the customer number, without specifying a sales and distribution area or a company code, the system will only display the general data screens. General data is entered by the department which first creates the customer master record for a customer. If the sales and distribution department creates the customer master record, it must also enter the address data. When the accounting department enters accounting data it is then unnecessary for them to enter the general data also. They can use the display function to access the general data.
&RPSDQ\&RGH'DWD This data is only of importance to the accounting department. It includes, for example, data on insurance and account management. Company code data only applies to one company code. If you edit the customer master record you must specify customer number and company code in order to access the screens containing company code data.
6DOHVDQG'LVWULEXWLRQ'DWD This data is only of importance to sales and distribution. It includes data on pricing, delivery priority and shipping conditions. The data for one customer can differ for each sales area. The sales area is a combination of sales organization, distribution channel and division. ´
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Only after entering the sales and distribution data for a customer can you process sales and distribution transactions for the customer (for example, a sales order). Also, you can only invoice a business transaction if the data on the payer has been maintained from the financial accounting view. If you edit the customer master record you must enter the customer number and the sales area in order to access screens containing sales and distribution data.
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&XVWRPHU 'DWD A customer master record contains all data needed for business transactions and correspondence with the customer. This includes address data, shipping data, sales data, and data for invoice creation.
'DWD*URXSVLQ6DOHVDQG'LVWULEXWLRQ The following figure shows the data important for the sales and distribution department.
Customer Sales organization Distribution channel Division
: : : :
K1 1000 01 01
General data Address Control data Marketing Payment transactions Unloading points Contact person
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Sales & distribution data Sales Shipping Billing Output Partner functions
$SSOLHV WR D VSHFLILF VDOHV VWUXFWXUH RQO\ VDOHV RUJDQL]DWLRQ GLVWULEXWLRQ FKDQQHO GLYLVLRQ
$FFHVVLQJ6DOHVDQG'LVWULEXWLRQ'DWDLQWKH&XVWRPHU0DVWHU 5HFRUG You access this data using the sales and distribution menu. Depending on the data groups to be edited, you enter the data that is listed in the column "Access through". $FFHVVLQJWKH'DWD*URXSV 7\SHV
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General data
Customer number
Address Control data Marketing
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Payment transactions Contact person Unloading points Sales and Distribution data Customer number Sales organization
Address Control data
Distribution channel Marketing Division
Payment transactions Contact person Unloading points Sales Shipping Billing Messages Partner functions
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&XVWRPHU 1XPEHU$VVLJQPHQW A unique number is assigned to every customer master record. You can use this number to access the master record again later, or to refer to the customer when carrying out business transactions.
,QWHUQDODQG([WHUQDO1XPEHU$VVLJQPHQW The number for the customer master record can either be assigned internally by the system, or you can define the number yourself. The second method is called external number assignment. In the case of external number assignment, a number range that allows for alphanumerical number assignment can be defined. The account group determines whether internal or external number assignment is allowed for a customer master record. For account groups 0001 to 0005, for example, only internal number assignment is allowed in the standard version of the SAP R/3 System.
1XPEHU5DQJH For every account group a number range is defined from which a serial number is assigned during internal number assignment. In the case of external number assignment the system checks whether the customer number entered lies within the defined number range. A number range can be valid for different account groups. In the standard version of the SAP R/3 System the account groups for sold-to party, ship-to party, payer and bill-to party belong to the same number range so that the numbers for these master records are assigned consecutively. You can use the number range to assign, for example, different numbers to the head office and the stores. A customer’s number is unique for all sales areas and company codes. If you, for example, have created a customer master record for a customer in a sales area and create another customer master record for the same customer in another sales area, the system identifies the number and does not display the general data from the first master record for maintenance, since the general data exists already. You can also use the change and display functions to access the general data of the newly maintained views.
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&XVWRPHU 2QH7LPH&XVWRPHUV With some customers your company has long-lasting business relationships. You have special price agreements with these customers and deliveries are given preferential treatment. At the end of the fiscal year you might honor the reliability of these customers with rebate payments. With other customers you might have only one contact. In the SAP R/3 System, therefore, you can distinguish between: •
&XVWRPHUV You create a customer master record for each customer. In the standard version of the SAP R/3 System you can choose between the partner functions sold-to party, ship-to party, bill-to party, and payer. You will find further information on partner functions under Partners in the Customer Master Record.
•
2QHWLPHFXVWRPHUV Customers who only enter into a business transaction with you once are called onetime customers in the SAP R/3 System. It is not necessary to create a customer master record for these customers, since there remains no need for this master record after the business transaction has been carried out, and it would only require unnecessary storage space.
&ROOHFWLYH0DVWHU5HFRUGVIRU2QH7LPH&XVWRPHUV For one-time customers collective master records are created. A collective master record refers to a dummy customer and includes only the data that is identical for a certain group of customers. You can create, for example, a collective master record for all customers of a certain region. This master record would include fields such as a name to identify the master record, the language, the currency and the sales office processing the customer data. If a one-time customer from this region orders goods from your company you will use the customer number of your collective master record when processing the sales order. Only in the sales order itself will you enter the address and all other data not given in the master record.
6FUHHQVDQG)LHOGVIRU2QHWLPH&XVWRPHUV When you create a customer master record for a one-time customer, the account group CPD (account group for one-time customers) is automatically proposed. This ensures that the screens from different areas (sold-to party, ship-to party, bill-to party, payer) relevant for one-time customers, are accessed. However, only fields which can be identical for all one-time customers are displayed. For example, all address fields are suppressed, since the master record is collective for data of several customers. On the following screens you can enter a limited amount of data in a master record for one-time customers: •
Address
•
Sales
•
Shipping
•
Billing
•
Messages
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&XVWRPHU 2QH7LPH&XVWRPHUV The account group can restrict the number of screens accessed in the master record for one-time customers even further. If only some of the screens and fields for one-time customers are relevant for your company, ask your system administrator to change the account group CPD or to set up a new account group.
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&XVWRPHU +HOSLQ&UHDWLQJD1HZ0DVWHU5HFRUG If a customer master record with similar data already exists, you can enter its number in the field Customer in the reference section of the initial screen, which will reduce the effort required to create the new master record. If you enter only the customer number in the reference section, the system will copy only the general data into the new customer master record. If you also enter data on the sales area, the sales and distribution data will also be copied. Only data which can be identical for both master records is copied. For example, address and unloading points are not copied, while country, language and account group are. You can change all copied data. If you create a customer master record for a customer for whom a customer master record in another sales area already exists, the general data will not need to be entered again for the second master record because it already exists in the system.
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&XVWRPHU 0DVWHU'DWD*URXSLQJ You can specify that customer master records which have been created in a particular sales organization for a specific distribution channel and division are also valid in other distribution channels and/or divisions. This means that you only have to create master records which you require in various distribution channels once. This can save you a lot of time and effort. You can use the same function to edit article master records and prices. •
Master data grouping for distribution channels At distribution channel level, you can specify the other distribution channels in which prices and customer and article master records are also valid.
•
Master data grouping for divisions At division level, you can specify the other divisions in which customer master records and prices are also valid.
You make the settings in Customizing.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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&XVWRPHU3URFHVVLQJ 3XUSRVH This business process allows you to create and change customer master data for external customers. You enter customers with whom your company has a business relationship in a customer master record. This master record contains all the master data needed to process business transactions. If this data is maintained fully, business transactions can be processed much more efficiently, as certain master data is automatically incorporated into transactions. Both the accounting and sales and distribution departments have access to customer master records. The data of both departments is stored in a shared master record to avoid unnecessary duplication of data. Within the customer master record you can differentiate between JHQHUDOGDWD, FRPSDQ\FRGH VSHFLILFGDWD and GLVWULEXWLRQFKDLQVSHFLILFGDWD. The general data is independent of company code and distribution chain and is therefore valid for a customer in all company codes and distribution chains. The company code-specific data is defined separately for the individual company codes. Similarly, the distribution chain-specific data is determined by the distribution chain.
6WHSVLQWKH3URFHVV 1. You specify which function the customer is to fulfill (for example: sold-to party, bill-to party, payer, ship-to party, assortment customer or one-time customer). 2. You assign the customer to the appropriate account group. 3. Depending on how your system is configured, you either enter the customer number yourself or it is determined by the system. 4. You maintain the JHQHUDOFXVWRPHUGDWD you need (the customer’s address, for example). In particular, you can create payment cards, receiving points and departments for your customer. 5. You can, if desired, maintain FRPSDQ\FRGHVSHFLILFFXVWRPHUGDWD (account management data, for example). 6. You can, if desired, maintain GLVWULEXWLRQFKDLQVSHFLILFFXVWRPHUGDWD (sales, shipping or billing data, for example).
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For information on customers, please see the customer information in the Implementation Guide (IMG).
•
For information on customer accounts, please see the accounting information in the Implementation Guide (IMG).
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&UHDWLQJD&XVWRPHU 6ROG7R3DUW\ 3URFHGXUH To create a sold-to party centrally (that is, including company code-specific data), proceed as follows: 1. In the Create Customer: Initial Screen [Ext.] the account group for the sold-to party appears as a default value. Enter the customer number. If in addition to general customer data, you also wish to create company code- and/or distribution chainspecific data, enter the relevant company code and/or distribution chain. Choose ENTER.
The &UHDWH&XVWRPHU $GGUHVVscreen appears. ´ You can only enter sales activities (orders, for example) for a customer if you have entered distribution chain-specific data for that customer. Furthermore, you can only bill for a transaction if the payer has been maintained from a Financial Accounting view (data specific to the company code). 2. Enter the address data. In the field called 6HDUFKWHUP enter a name which will enable you to find the customer master record if you ever need to search for it using a matchcode. By pressing ENTER you proceed to further data screens. Enter all the necessary data. The screens 3D\PHQW7UDQVDFWLRQV, 8QORDGLQJ3RLQWV (general customer data) and 3DUWQHU)XQFWLRQV (distribution chain-specific customer data) are described below. a) 3D\PHQW7UDQVDFWLRQV screen 1. In the &UHDWH&XVWRPHU 3D\PHQW7UDQVDFWLRQVscreen you can not only create bank details for the customer in the system but also SD\PHQWFDUGV. Choose (QYLURQPHQW→3D\PHQWFDUGV The &UHDWH&XVWRPHU 3D\PHQW7UDQVDFWLRQV3D\PHQW&DUGVscreen appears. 2. You can enter payment cards (both FKDUJHFDUGV and FUHGLWFDUGV) for your customer here. Choose *RWR → %DFN. You return to the &UHDWH&XVWRPHU 3D\PHQW7UDQVDFWLRQVscreen 3 Choose ENTER. The &UHDWH&XVWRPHU 8QORDGLQJ3RLQWVscreen appears. b)
8QORDGLQJ3RLQWVscreen 1. Enter the unloading points to which merchandise is to be delivered at the customer. Choose (GLW → *RRGVUHFHLYLQJKRXUV The*RRGV5HFHLYLQJ+RXUVwindow appears 2. For each unloading point enter the period during which your customer is prepared to take receipt of deliveries. Choose ENTER. You return to the &UHDWH&XVWRPHU 8QORDGLQJ3RLQWVscreen
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&UHDWLQJD&XVWRPHU 6ROG7R3DUW\ 3URFHGXUH If you do not define goods receiving hours in the customer master for the ship-to party, the system assumes that goods can be received at any time. 3. Choose *RWR → 5HFHLYLQJSRLQWV. The &UHDWH&XVWRPHU 5HFHLYLQJ3RLQWVscreen appears. 4 Enter the UHFHLYLQJSRLQWV (individual floors in a department store, for example) and assign each receiving point to an unloading point as required. Choose *RWR → %DFN. You return to the &UHDWH&XVWRPHU 8QORDGLQJ3RLQWVscreen 5. Choose *RWR→'HSDUWPHQWV. The &UHDWH&XVWRPHU 'HSDUWPHQWVscreen appears. 6. Enter the GHSDUWPHQWV (for example, the food hall or the toy department) and assign each department to a receiving point as required. Choose *RWR → %DFN. You return to the &UHDWH&XVWRPHU 8QORDGLQJ3RLQWVscreen 7. By pressing ENTER you proceed to all the subsequent data screens in the customer master record. Enter all the necessary data. c) 3DUWQHU)XQFWLRQVscreen The final screen is the &UHDWH&XVWRPHU 3DUWQHU)XQFWLRQV6DOHV$UHD screen You have already defined the sold-to party partner function for your customer. The bill-to party, payer and ship-to party partner functions are proposed automatically by the system. 3. Save your entries. 6HHDOVR Site Processing [Page 132] Assortment Module Maintenance [Page 436] Assortment Assignment Maintenance [Page 438] SD – Sales Processing: Payment Card Processing [Ext.] FI – Accounts Receivable and Accounts Payable: Payment Cards [Ext.]
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&XVWRPHU%ORFN 3XUSRVH This business process allows you to block customers (by editing the customer master record). There can be many reasons for wishing to block a customer for particular activities: •
3RVWLQJEORFN A posting block prevents all postings to the customer account. This can be necessary before you flag a customer master record for deletion, for example. A posting block can be set for all company codes or individual ones.
•
6DOHVDQGGLVWULEXWLRQEORFNV Sales and distribution blocks (RUGHUEORFNGHOLYHU\EORFNELOOLQJEORFN) make certain sales and distribution activities impossible for your customer. Sales and distribution blocks can be set for all distribution chains or individual ones. (The distribution chain comprises sales organization and distribution channel. A sales area, on the other hand, also includes a division, which is of little significance in SAP Retail and is therefore classed as a unit from the standard system.) Blocking keys are defined to specify the blocking reason and the desired reaction of the system to the block.
´ Order block to prevent order type “credit memo request” Delivery block to stop all deliveries to a customer Billing block to prevent billing documents being created with incomplete prices •
3D\PHQWEORFN A payment block stops payments to the customer at company code level. Blocking keys are defined to specify the blocking reason and the desired reaction of the system to the block.
´ Payment block to prevent all payments (such as credit memos and rebates) to a customer because of outstanding debts
6WHSVLQWKH3URFHVV 1. You determine the customer to be blocked. 2. You decide which block to set. 3. If you wish to set a SRVWLQJEORFN, you decide whether the block is to apply to one or all company codes. If you wish to set the block for one particular company code, you enter it now. Then you set the posting block. 4. If you wish to set a VDOHVDQGGLVWULEXWLRQEORFN, you decide whether the block is to apply to one or all distribution chains. If you wish to set the block for one particular distribution chain, you enter it now. Then you enter the blocking key for the sales and distribution block you require. The following sales and distribution blocks are available:
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5. If you wish to set a SD\PHQWEORFN, you enter the company code in which the block is to be valid. Then you enter the blocking key. 6. The system passes the customer blocking data on to the appropriate stores.
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For information on customers, please see the customer information in the Implementation Guide (IMG).
•
For information on customer accounts, please see the accounting information in the Implementation Guide (IMG).
6HHDOVR Site Block [Page 140]
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&XVWRPHU 6HWWLQJ3RVWLQJDQG6DOHVDQG'LVWULEXWLRQ %ORFNV 3URFHGXUH To set a posting block or sales and distribution block, proceed as follows: 1. On the Customer Change: Initial Screen [Ext.] enter the following data, if it is relevant to the block. •
Customer number
•
Company code
•
Sales organization
•
Distribution channel
•
Division
Select any view (for example, the $GGUHVVfield in the *HQHUDOGDWD section of the screen). The system needs these entries to call the screen with the blocking data. Choose ENTER. The &KDQJH&XVWRPHU $GGUHVVscreen appears. 2. Choose ([WUDV → %ORFNLQJGDWD. The &KDQJH&XVWRPHU %ORFNLQJ'DWDscreen appears. 3. 3RVWLQJEORFN Select the $OOFRPSDQ\FRGHV field in the %ORFNSRVWLQJ field group to set a SRVWLQJ EORFNIRUDOOFRPSDQ\FRGHV. If you wish to block the customer account IRURQH SDUWLFXODUFRPSDQ\FRGHRQO\, select the 6HOHFWHGFRPSDQ\FRGH field (the posting block will be set for the company code entered on the initial screen). 4. 6DOHVDQGGLVWULEXWLRQEORFNV a) 2UGHUEORFN Enter a key for the order block in the 6DOHVDQGGLVWULEXWLRQEORFNV field group under %ORFNVDOHVRUGHU in the $OOVDOHVDUHDVfield if you wish to block order processing for the customer in DOOGLVWULEXWLRQFKDLQV. If the order block is only supposed to be valid inRQHSDUWLFXODUGLVWULEXWLRQFKDLQ, set the blocking key in the6HOHFWHGVDOHVDUHDfield (the order block will be set for the distribution chain entered on the initial screen). b) 'HOLYHU\EORFN Enter a key for the delivery block in the 6DOHVDQGGLVWULEXWLRQEORFNV field group under %ORFNGHOLYHU\ in the $OOVDOHVDUHDVfield if you wish to block delivery processing for the customer in DOOGLVWULEXWLRQFKDLQV. If the delivery block is only supposed to be valid inRQHSDUWLFXODUGLVWULEXWLRQFKDLQ, set the blocking key in the6HOHFWHGVDOHVDUHDfield (the delivery block will be set for the distribution chain entered on the initial screen). c) %LOOLQJEORFN Enter a key for the billing block in the 6DOHVDQGGLVWULEXWLRQEORFNV field group under %ORFNELOOLQJ in the $OOVDOHVDUHDVfield if you wish to block billing document processing for the customer in DOOGLVWULEXWLRQFKDLQV. If the billing block is only
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The %ORFN8QEORFN&XVWRPHU 'HWDLOV screen appears and you can set the required blocking keys here in the same way as described above. 5. Save your entries. The blocks are effective as soon as they are set. ´ To delete a posting block or sales and distribution block, follow the same procedure.
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&XVWRPHU 6HWWLQJD3D\PHQW%ORFNIRUD6LQJOH &RPSDQ\&RGH 3URFHGXUH To block payments to a customer at company code level, proceed as follows: 1. On the Customer Change: Initial Screen [Ext.] enter the data for which the block is to be valid: •
Customer number
•
Company code
Select the 3D\PHQWWUDQVDFWLRQV view in the &RPSDQ\FRGHGDWD section of the screen and press ENTER. The &KDQJH&XVWRPHU 3D\PHQW7UDQVDFWLRQV$FFRXQWLQJscreen appears. 2. Set the desired blocking key in the 3D\PHQWEORFN field in the $XWRPDWLFSD\PHQW WUDQVDFWLRQV field group. 3. Save your entries. The payment block is effective as soon as it is set. ´ To delete a payment block, follow the same procedure.
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&ODVVLILFDWLRQ 3XUSRVH Classification takes place in the SAP Classification System, a tool which enables you to group specific objects (for example, articles and sites) together in an ordered structure. Its basic function is as a repository for all the characteristics that the various different types of object can have. These characteristics can then be used to group similar objects together in classes (to “classify” the objects) so that the system can find them more easily in transactions. The system then searches for objects using the class and the characteristics defined for the class; the characteristics can be used as search terms. This ensures that objects that are identical or similar from the point of view of their characteristics are retrieved as quickly as possible. Each independent classification structure is defined as a FODVVW\SH (for example, class type 026 for merchandise categories).
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is needed for SAP Retail.
)HDWXUHV Features which are possible in a class type are stored in the Classification System as FKDUDFWHULVWLFV (such as the characteristic “color” for articles). These features are the means by which objects can be distinguished from each other within a class type and they can be used as search terms. Each characteristic can be assigned FKDUDFWHULVWLFYDOXHV (the characteristic “color,” for example, could have the three characteristic values “red”, “green” and “yellow”). If you need to group objects in a class type together, you can achieve this by defining FODVVHV (all articles which belong to the category of clothing, for example). 0DLQWDLQLQJ FKDUDFWHULVWLFV
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Refer to CA - Classification System: The Classification System [Ext.] %XVLQHVVSURFHVVHVDQGSURFHGXUHV
Organizational areas Head Office [Page 103]
Characteristics Processing [Page 399]
•
Reclassification of Objects in Hierarchical Class Types [Page 402]
•
Distributi on Center [Page 106]
Stor e [Pag e 108]
Sales Office [Page 110]
6HHDOVR Merchandise category [Page 318] CA - Classification System [Ext.] CA - Characteristics [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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&ODVVLILFDWLRQ &ODVV+LHUDUFKLHV It is also possible to create FODVVKLHUDUFKLHV by assigning existing classes to superior classes (the class “ladies’ fashion,” for example, could be assigned to the class “apparel”). The functionality of the SAP Classification System is available to all users wishing to manage objects using the classification structure. A number of standard SAP class types are available which are integrated into many business processes in the system. The following overview illustrates those SAP class types which are particularly relevant to retail functions. 6WDQGDUGFODVVW\SH VKLSSHGE\6$3
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Article groups
Articles
Non-hierarchical grouping. An article can be assigned to more than one article group.
(Class type 001) Merchandise category hierarchy Articles (Class type 026)
Site groups
Hierarchical grouping which is used throughout SAP Retail (in creating assortments and in the Information System, for example). An article can only be assigned to one merchandise category.
Sites
Non-hierarchical grouping
Sites
Hierarchical grouping
Customers
Non-hierarchical grouping
(Class type 030) Site group hierarchy (Class type 035) Customer groups (Class type 011) Vendor groups
Creditors or vendors Non-hierarchical grouping
(Class type 010)
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&KDUDFWHULVWLFV3URFHVVLQJ 3XUSRVH This business process allows you to maintain characteristics for merchandise categories, merchandise category hierarchy levels or other objects. In addition to article data, the most important master data from the point of view of procurement and sales is vendor data and customer / site data. As it is particularly common in retail for there to be a very large number of articles and business partners, it is essential to be able to group master data together to reduce the amount of maintenance involved. This business process is known as object classification and it takes place within the Classification System. Characteristics play an important part in classification. A characteristic can describe any feature of an object you wish, an example being the color of a blouse. Characteristics differentiate objects and enable you to run a specific search for these objects in the system (you can list all articles with the characteristic value “red”, for example). The characteristics of each article can be assigned different values. For example, the characteristic “size” may have the different values “L” and “XL” assigned to it, depending on the article. Characteristic values are inherited from one hierarchy level to the next. The values in the superior hierarchy level can be taken on as they are by the lower level or they can be amended or extended, depending on how the characteristic is defined. This enables you to define individual required and optional fields and thus extend the article description.
6WHSVLQWKH3URFHVV 1. You can, if desired, specify the validity period of the characteristic. 2. You maintain the basic data of the characteristic. 3. You can, if desired, specify the values that are allowed, the form the user interface will take, table and field names and the class of the characteristic; you limit the number of class types to which the characteristic can be assigned; you maintain object dependencies; and you assign documents to the characteristic. 4. You save the characteristic and thereby create it in the Classification System.
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&UHDWLQJD&KDUDFWHULVWLF 3URFHGXUH To create a descriptive characteristic, proceed as follows: 1. On the Create Characteristic: Initial Screen [Ext.], maintain the following data: –
Enter the name of the characteristic.
–
Enter a change number if the characteristic is only intended to become valid from a specific key date.
´ The change number allows all changes to be documented in the system. Once you have processed a characteristic once using a change number, you are required to enter a change number for all further changes. This may make it more difficult to enter changes, particularly when you first start working with the Classification System. Therefore, please consider carefully before you start whether you wish to work with Engineering Change Management. –
To create a characteristic using an existing characteristic as a UHIHUHQFH, enter the name under “Copy from:”.
–
Choose the blocks in which you wish to maintain data for the characteristic. These blocks are: •
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'HVFULSWLRQVDQGKHDGLQJV for a characteristic in another language
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$OORZHGYDOXHV (contains a list of the possible entries for a characteristic value; the characteristic “color,” for example, has the characteristic values “red” and “green”)
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,QWHUIDFHFRQWURO (controls how the characteristic and its allowed values are displayed)
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$GGLWLRQDOGDWD (here you define for a characteristic a link to a table field)
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5HVWULFWXVDJHLQFODVVW\SHV (if the characteristic is only to be used in a specific class type)
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&ODVVLILFDWLRQ, if you wish to classify a characteristic by allocating it to one or more classes. You can then use these classes as search terms for the characteristic.
Basic data must be maintained; other data is optional. Choose ENTER. 2. If you have entered a reference characteristic, a window appears in which you can choose reference areas. Make your selection and press ENTER. The next screen appears. 3. Maintain the data in the selected areas, following the screen sequence presented to you. 4. Save your entries. The characteristic is now created.
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If you wish to assign a characteristic you have created to a merchandise category, a characteristics profile or a merchandise category hierarchy level, you need to be aware of the following: In SAP Retail, all the classes that are involved in structuring/classifying articles in merchandise category hierarchies belong to class type 026 (IS-R article structure). Class type 026 is a SAP-internal class type and cannot be used in the Classification System (a standard-system transaction). Characteristics are therefore assigned to merchandise categories, characteristics profiles or merchandise category hierarchy levels via the PHUFKDQGLVHFDWHJRULHV DQGPHUFKDQGLVHFDWHJRU\KLHUDUFK\ menu.
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5HFODVVLILFDWLRQRI2EMHFWVLQ+LHUDUFKLFDO&ODVV7\SHV 3XUSRVH This business process allows you to move objects in a hierarchical class type provided by SAP (class type 035, the site hierarchy, for example) or objects in a user-defined class type to new positions within the hierarchy (reclassification). Each object in a class type is assigned to precisely one class. Classes can, in turn, be assigned to other classes. The result is a class hierarchy. This structure makes it easier to monitor and control the activities of your company and reduces the volume of data (such as site group data) that has to be maintained. In addition, the class hierarchy structure enables descriptive characteristics (the region for a site, for example) to be inherited by subordinate levels from superior levels. Most companies need to restructure existing hierarchies every once in a while, however; in other words, sites may have to be moved from one class to another within the class type. The reasons for this reorganization can include the following: •
Object restructuring has been prompted by efforts towards ECR (Efficient Consumer Response) or the introduction of Category Management.
•
A store has grown and can no longer justify its assignment to a “Small stores” site group. It must be reclassified (moved into the “Medium-sized stores” site group).
Reclassification should, however, only be possible if certain system checks have been carried out successfully. This business process allows you to plan your reclassification for a specific date initially without actually carrying out the restructuring. The checks run as planned on this date. You can save this simulation with a change number and then change it at any time and run new checks. Once you have decided on a definite reclassification, you can activate it.
6WHSVLQWKH3URFHVV 1. You define the planned date for reclassification and assign a change identification. 2. You select the objects to be reclassified: •
Class type
•
Classes and objects
3. The system checks the characteristics of source and target objects: reassignment is only possible if the characteristics and characteristic values of the source also exist in the target. 4. You edit the error log and change the reclassification, if necessary. 5. You save the reclassification version. This is a simulation version, which means that it does not take effect until it is actually activated. You can change this version right up until its activation date. 6. You activate (“update”) the reclassification version; the relevant objects are then moved on the date specified. 7. If necessary, you update the Information System (manual function).
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6HHDOVR Article and Merchandise Category Reclassification [Page 348]
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&UHDWLQJD5HFODVVLILFDWLRQ9HUVLRQIRU2EMHFWVLQ +LHUDUFKLFDO&ODVV7\SHV 3URFHGXUH This procedure allows you to create a reclassification version for selected objects and a defined date. This means that the changes are not actually written to the database; the reclassification is merely simulated. Proceed as follows: 1. In the Create Reclassification Version Screen [Ext.] enter the change identification, which is used to identify the reclassification version. Select the objects to be reclassified and enter a planned date for the reclassification. Please note that only one reclassification run can be planned for any one date. 2. Execute the program and you will be issued with a hierarchical list of the objects selected. 3. Select an object to be moved by positioning the cursor on the corresponding line and choosing (GLW → 6HOHFWREMHFW. You can select all the articles in a block in a single step by choosing (GLW → 6WDUWHQGRIEORFN. 4. You reassign the selected objects by positioning the cursor on the node (target) and choosing (GLW → 5HDVVLJQ. 5. You can display the consequences of the reclassification on the planned date by choosing *RWR → &KHFNFRQVHTXHQFHV. If you choose *RWR → 'LVSOD\FKDQJHV you get an overview of the changes that have resulted so far in this reclassification version. 6.
Save your simulation. You can now change or delete the saved simulation or activate the reclassification for a specific date.
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$FWLYDWLQJD5HFODVVLILFDWLRQ9HUVLRQIRU2EMHFWVLQ +LHUDUFKLFDO&ODVV7\SHV 3URFHGXUH This procedure allows you to activate on the FXUUHQWGDWH any reclassification versions that you have already created. Proceed as follows: ´ If you wish to activate the reclassification at a ODWHUGDWH, enter the change identification on the initial screen and save it as a variant. Then use this variant to schedule a background job on the desired date (via 6\VWHP → 6HUYLFHV → -REV → -REGHILQLWLRQ). You can process the error list later in the job log and in the reclassification log. 1. In the Activate Reclassification Version Screen [Ext.] enter the change identification for the reclassification version you have already created. 2. Run the program. The reassignment of the objects, as defined in the change identification which you have entered, is checked by the system once more when the program is executed and is then posted straight to the database if the error log is empty. 3. On the next screen the reclassification log appears, displaying the results of the check.
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'HOHWLQJD5HFODVVLILFDWLRQ9HUVLRQIRU2EMHFWVLQ +LHUDUFKLFDO&ODVV7\SHV 3URFHGXUH If you wish to create or activate a new reclassification version (change identification) for a date that has already been “booked”, you must first delete the version that already exists for this date. To delete a version, proceed as follows: 1. In the Delete Reclassification Version Screen [Ext.], enter the change identification of the reclassification tree and execute the program. The reclassification tree to be deleted is displayed. You can display the changes (reassignments) within the hierarchy tree here too. 2. Choose (GLW → &RQILUPGHOHWLRQ.
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6WUDWHJLF6DOHV Strategic Sales comprises a number of functions that are normally used in the head office. These functions involve the following areas: •
Assortment [Page 408] Assortment allows you to determine for every site and for every article which site will be able to procure which articles during which periods. This is referred to as the listing process. The assortment list contains all the articles that can be procured for a site and the most important data pertaining to them. Assortment lists allow sites to be kept up to date about new purchasing master data and about changes to existing data.
•
Product Catalog [Page 452] Advertising is an important factor in retailing, helping to draw customers into the stores. The Product Catalog component allows you to plan not only printed product catalogs and flyers, but also CD-ROM catalogs and HTML pages for the world wide web.
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Season [Page 471] Seasonal merchandise requires special handling. This includes markdown planning and the careful monitoring of revenues based on markdowns as well as special material handling.
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Promotion [Page 486] Promotions are used by retailing companies as a way of standing out from the competition in an aggressively priced market. The Promotion Management component is a powerful tool that integrates all aspects of promotions in the logistics chain.
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Pricing [Page 523] Consumer prices for articles can be calculated by the Pricing component based on the purchase price. An interactive screen allows the user to change various elements (such as margins or mark-ups) and recalculate prices on a real-time basis.
6HHDOVR Sales [Page 1057]
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$VVRUWPHQW 3XUSRVH This component allows you to create merchandise assortments and assign articles to them. Assortments can then be assigned to sites, which enables the sites to sell these articles. Additional articles can be assigned automatically to assortments as a result of checking rules during article maintenance or assortment maintenance functions. A site cannot sell an article that is not contained in its assortment. When you create assortments, you also specify a listing period. This determines the timeframe during which stores can procure and sell the articles in this assortment.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is required for SAP Retail. ´ SAP recommends that you use the automatic listing procedures in the integrated article maintenance function (as opposed to creating assortment modules or listing procedures manually in the assortment function) in order to establish listing conditions. Listing articles manually or creating assortment modules manually requires significant processing time and can have a severe impact on system performance.
,QWHJUDWLRQ To create assortments, you must also configure the Merchandise Category, Article Master Data, and Site Master Data components. In addition: ,I\RXZDQWWR
7KHQ\RXPXVWXVH
Create assortment modules specifically for promotions
Promotion component
Determine whether certain wholesale customers can purchase certain articles
Customer Master Data component
)HDWXUHV
•
Creation of standard assortments for different sites
•
Creation of specialized or temporary assortments (for example, valid for rack jobbers or for the duration of a specific promotion)
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Creation of exclusion modules (articles not allowed to be sold in certain stores) in order to prevent inadvertent listing of articles
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Ability to assign the same assortment to multiple sites (copy feature)
•
Automatic assortment correction when changes in article master data affect assortments
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•
Ability to either enter a generic article and thereby automatically include all variants, or specify only some variants of an article (for example, separate sizes for misses’ and women’s clothing departments)
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Choice of manual assignment of articles to assortments, or automatic assignment using predefined listing procedures
•
Ability to search for articles that are nearing the end of their valid listing periods and determine whether or not to extend the listing
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Ability to determine whether articles delivered to a site for which they are not listed should be automatically listed (“subsequent listing”), not listed and therefore returned to the supplier, or left to the user to decide at time of goods receipt
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Procedures for discontinuing articles (disabling them but keeping them in the database) and deleting them (removing them from the database)
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Ability to block purchases from a specific supplier by deleting the entire assortment for that supplier.
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Ability to associate customers with assortments when creating customer orders or deliveries by having the system check the article listings. You can have the system control whether the customers can receive only those articles in their assigned assortments, or any articles in the entire assortment, or have the checking take place through a user exit.
&RQVWUDLQWV This component does not: •
Create merchandise categories. That is controlled by the Merchandise Category component.
•
Evaluate sales performance of various assortments. To do this, you would need to create an appropriate analysis in the Retail Information System using flexible planning.
%XVLQHVV3URFHVVHVDQG 3URFHGXUHV
Organizational areas Headquarters [Page 103]
DC [Page 106]
Store [Page 108]
Sales Office [Page 110]
Assortment Module Maintenance [Page 436]
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•
•
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Assortment Assignment Maintenance [Page 438]
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Assortment Processing [Page 441]
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Assortment User Assignment Maintenance [Page 443]
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Assortment List Generation [Page 445]
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6HHDOVR Article Master [Page 232]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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$VVRUWPHQW $VVRUWPHQW0DQDJHPHQW An assortment is an object to which articles are assigned for a specific time frame (validity period). This assignment can be made either directly of via assortment modules. The results of this assignment are listing conditions that form the basis for a variety of reports. The following types of assortment are available: •
Assortments suitable for stores
•
Assortments suitable for distribution centers
•
General article assortments, particularly suitable for wholesale customers
Currently, only the following assignments can be made: •
For stores, exactly one suitable assortment (occurs implicitly through retail site maintenance)
•
For distribution centers, the same applies
•
For general article assortments, as many customers as desired with one or more assignments per sales area.
An assortment user must be assigned to an assortment before it can use the articles in that assortment for its various business functions. The scope of functions available is determined by the category of assortment user. Currently, there are the following categories of assortment users: •
Retail sites –
Stores
–
Distribution centers
In Retail, the most important assortment user is the retail site. The assortment of a site consists of all the articles in which it trades. Assortments can be grouped together in the Classification System using SAP class type 047. Listing checks use only the characteristics defined here. Mass functions are available for assigning customers to assortments (using assortment maintenance functions and radio buttons). The following graphic shows the relationship of assortments to assortment customers:
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Assortment 1
Assortment 2
Assortment 3
Category: "Stores"
Category: "DC"
Category: "General"
Listing condition
Listing condition
Level: Assortment
Listing condition
optional
exactly 1 SOrg/ Dist.chnl.
exactly 1 SOrg/ Dist.chnl.
1...x per SOrg/ Dist.chnl./ Division
Level: Assortment user
DC 1
Store 1
Level: Assignment
Customer 1 Customer 2
The main tasks of Assortment Management for retail sites and customers are: •
Determining the articles that may be sold in a store at POS.
•
Adding these articles to the article assortment that is assigned to this store’s distribution center
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Determining the distribution centers via which articles are distributed when stores are to be supplied from the warehouse
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Determining the stores in which articles are to be sold at the point of sale
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Determining the articles which are to be included in the assortment customer assortments
Assortment Management has been designed to be independent of all purchasing and vendor constraints, goods movements and supply sources. This has the following advantages: •
The central purchasing division in a company can function independently, without being involved in any goods movements or marketing activities of individual distribution chains
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Different sales and distribution strategies are possible, independent of central purchasing policy
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Local autonomy is possible for sites and distribution chains
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Flexible supply sources are supported
The assortment management demands of retailers differ greatly. Some require identical assortments in all areas, while others demand assortments unique (for example) to each store. R/3 Assortment Management takes account of these differences and offers a variety of tools to allow any combination of article assortments as well as the structuring of article assortments for wholesale. Articles can be listed for sites or distribution chains in various ways:
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Initiated directly in the article maintenance screen
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Via special functions for specific manual article assortment maintenance
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Via changes in assortments (representing retail sites) that influence assortment make-up
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Via merchandise allocation or promotions (implicit listing)
Normally listing results in all the units of measure of an article being assigned to an assortment. For promotions, however, it is possible to list only those (sales) units you specify. If an article is not listed it cannot be procured for a site, as it will not exist in the site’s article assortment or in the store’s merchandise management system. However, subsequent listing is possible. (See Assortment: Subsequent Listing [Page 421].) It is possible to copy the entire article assortment of one assortment to another. However, since this is a 1:1 copy, the receiving article assortment must first be empty. Before the copy process is confirmed, the system checks assignment to make sure there are no problems. If there are, the system lists the errors and allows the user to skip over them and proceed with the copy, or else stop and otherwise resolve the problems. It is also possible to delete an assortment.
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$VVRUWPHQW $VVRUWPHQW0RGXOHV 'HILQLWLRQ An assortment module is a group of articles. Examples might include household cleaners or women’s blouses. An assortment can have several assortment modules assigned to it.
8VH There are basically two ways to assign articles to assortments so that they can be managed in distribution centers or stores or for customers: •
Articles are assigned to assortment modules created specially for the purpose
•
Articles are assigned to suitable assortments on the basis of rules defined in various functions and are thereby also assigned to the relevant assortment users
You would generally create assortment modules to group together articles that have a relatively long life cycle or that are fairly uniform enterprise-wide or that need to be grouped together for a specific purpose (such as a promotion). This method of assigning articles does, of course, still allow you to apply assortment rules. The following are examples: •
Core assortment of brand-name coffees (“all stores”)
•
Extended version of that assortment (“only in large stores”)
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Special coffee assortment (“only in specialty stores”)
Assortments can be determined on the basis of rules if articles are to be assigned on an individual basis rather than via a group of similar articles. This method is most suitable for assortments that have a short life cycle or are extremely diverse or extensive. Assortment modules are created automatically with this method, but they are only used internally by the system. Article parameters (such as merchandise category, assortment grade, characteristic values and layout) are automatically compared against assortment parameters, enabling article assortments to be formed automatically on the basis of assortment strategies, thus eliminating the need to decide for every new article the assortment to which it should belong. Assortment modules are more effective in small, restricted assortments than in large, diverse ones. Assortment modules are also not as user-friendly as assortment determination on the basis of rules. The following applies to creating assortment modules: Various module categories are available to you, thus ensuring flexible assortment maintenance. Both individual articles and generic articles (or variants of a generic article) can be entered in the items of a module. When a generic article is entered, all its variants are included in the module, too. If a variant is listed separately in this way, the system checks whether the same variant already exists as part of a generic article in the module. The same procedure applies for structured articles (prepack, set, display) and their components.
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6WUXFWXUH The following assortment module types exist: •
6WDQGDUGPRGXOH Articles are grouped according to freely-definable criteria as standard modules, which can be assigned to any assortments. Standard modules are normally used to define articles that are to be listed on a relatively long-term basis in the same way (for example, brand name goods). When a generic article is included in a module, all its variants are included, too. Individual variants of a generic article can, however, also be listed.
•
/RFDOPRGXOH Local modules are a special type of standard module. They are only valid for one assortment and cannot be assigned to any other assortment.
•
([FOXVLRQPRGXOH It is possible to avoid listings which would result in unwanted assignments by using exclusion modules. These cancel the listing of the articles contained in them. If an article is contained in an exclusion module item, this means that it will not be listed for the assortments to which the exclusion module is assigned during the validity period.
•
3URPRWLRQPRGXOH Articles that are to take part in a promotion can be grouped together in a promotion module. A promotion can be assigned several modules that in turn can be assigned separately to different assortments. This allows a promotion to run at different times in different regions, for example. A promotion can also be limited to individual sales units of an article. Only those sales units are then included in the listing conditions.
•
5DFNMREEHUPRGXOH Rack jobber modules are modules for which vendors take over the delivery and presentation of articles in stores themselves. A rack jobber module can be assigned
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to exactly one vendor; conversely, though, a vendor may have several rack jobber modules. An article that is listed in a rack jobber module cannot be listed in any other module. Articles in rack jobber modules are handled separately in POS, so that you can analyze sales and revenue information specific to articles maintained by rack jobbers. •
0RGXOHIRUYDOXHFRQWUDFWVLQ6' In SD, article lists for value contracts are maintained with the aid of assortment modules. These modules can also be used in assortment functions, just like standard modules. There is a special transaction in SD for creating these modules (WSV2).
•
3URILOHPRGXOH(not directly maintainable) These modules are not created manually; they are always a direct product of article maintenance. One (and only one) profile module is created for each assortment and merchandise category. Assortment listings determined automatically on the basis of rules are contained in profile modules. Profile module items are not articles but listing conditions.
6HHDOVR Articles: Generic Articles and Variants [Page 270]
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$VVRUWPHQW /LVWLQJ&RQGLWLRQV Normally, whole modules are assigned to assortments. This also holds true for profile modules. Individual items within a module, however, can be valid for different times or have different priorities than defined for the whole module. For this reason, the actual assignment of the individual articles to assortments is recorded in what are called OLVWLQJFRQGLWLRQV. These listing conditions contain the following:
•
The periods of time for which an article is to be assigned to an assortment
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Inclusive or exclusive assignment (that is, whether an article is to be listed or excluded from listing)
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The module number
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Whether the listing is for a promotion listing
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The number of multiple assignments, including the last-used module number
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The assortment priority
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Whether the module is assigned to a rack jobber
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$VVRUWPHQW /LVWLQJ:LQGRZV The period of time for which an article is listed for an assortment is called a listing window. The maximum time span of the window is defined by: •
Valid-from date of the article
•
Deletion date of the article
Within this time span, any differing periods can be defined via module item maintenance or integrated article maintenance. The listing window defines the availability of an article for certain functions in an assortment and therefore in the assortment users (such as a retail site) assigned to the assortment. In a site, the listing window defines when merchandise listed can be ordered. Purchase orders can only be generated if their planned delivery date falls within the period defined by the listing window. If SD sales orders or deliveries are linked to the SAP Retail listing check function and the assortments are assigned to customers, the listing window also defines in these sales documents whether or not a customer can order an article.
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$VVRUWPHQW /LVWLQJ3URFHGXUHV Listing procedures determine how the assignment of modules to assortments (and thereby to the stores, customers, or distribution centers using those assortments) is checked. During article maintenance or other assortment functions, you specify whether modules should be assigned manually or automatically. Thus, listing procedures control the result of the listing process. They allow a high level of flexibility in Assortment Management. ´ SAP recommends that you use the automatic listing procedures in the integrated article maintenance function (as opposed to creating assortment modules or listing procedures manually in the assortment function) in order to establish listing conditions. Listing articles manually or creating assortment modules manually requires significant processing time and can have a severe impact on system performance. To make it easier to use the listing procedures offered by the system, the following can be predefined: •
One listing procedure can be defined for a specific assortment (this procedure is always used for the assortment; the system will normally ignore any other procedure a user might enter). Listing procedures are selected in the following access sequence: 1. A listing procedure overrides a procedure that has been defined for assortments (for promotions, for example) Customizing for Assortments setting: $VWPW2ZQ/LVW3URparameter = blank 2. A listing procedure is defined for assortments and overrides the listing procedures entered in Assortment Planning. 3. A listing procedure is predefined in Assortment Planning.
•
One listing procedure can be defined as the standard procedure (this procedure automatically appears as the default).
•
One procedure can be defined as the default for listing promotions.
•
Individual procedures can be defined in the user master data via user parameters.
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Separate authorizations can be defined for each listing procedure.
SAP delivers a number of listing procedures intended to simplify customizing, which is otherwise rather complicated. Basically there are two methods of using listing procedures:
•
The manual assignment of assortment modules to assortments.
•
Automatic assignment of articles using predefined rules.
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$VVRUWPHQW 6XEVHTXHQW/LVWLQJ Under certain circumstances, such as goods receipt or stock transfer, articles may arrive in a site for which they are not listed. For example, a promotional article may be listed in a distribution center, which ships it to stores where the article is not listed. Or, a supplier might ship a newer article instead of an older one which it no longer carries; the site may want to accept the new article, even though it is not currently on the approved list. You can specify on a site-by-site basis, whether receipt of such shipments is to be allowed or not. If allowed, the system will automatically create the appropriate article master data and listing conditions for the articles after the fact (“subsequent listing”) so that the shipment can be received. If subsequent listing is disallowed, then the shipment cannot be accepted and must be returned to the sender. In order to enable subsequent listing, the following setting must be made: For each site, you specify whether subsequent listing is always done, never done, or left to the user to decide in each case at time of goods receipt. You can specify this setting either in Customizing for the company structure (site data) or in site master data. The same field for subsequent listing exists in both areas, and the effect is the same no matter where you set the flag.
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$VVRUWPHQW 5HPRYLQJDQ$UWLFOH)URP$VVRUWPHQWV Occasionally you may decide to stop carrying an article, either because the vendor no longer carries it, there are cheaper alternatives, the article is outdated, or for some other reason. You can remove an article by either GHOHWLQJ WKHOLVWLQJFRQGLWLRQV or GLVFRQWLQXLQJ WKHDUWLFOH.
'HOHWLQJ/LVWLQJ&RQGLWLRQV When the assignment of an article to an assortment is deleted, RQO\ the listing conditions for it are deleted. The article master record still exists and inventory may exist, but you can no longer order the article (you may be able to sell it, however). Listing conditions will be deleted automatically when the end of the listing window (the “valid to” date) is reached. This can be reversed by extending the listing window. Seasonal merchandise, such as Christmas toys, may go through automatic cycles of activation and deactivation. The expiration of an article’s listing in one assortment module does not affect the validity of that article in another assortment module. Deletion of the article’s listing conditions can also be done manually. In this case, the article will be removed from all article assortments. To reverse this, you would have to create the listing conditions all over again.
'LVFRQWLQXLQJ$UWLFOHV Discontinuation has greater implications than mere deletion of listing conditions. Discontinuation removes the article master record from the database, along with all data for that article, including the purchasing and listing conditions. First the ORJLFDO deletion takes place: the article is still in the system, but for all intents and purposes it is unavailable to users. The SK\VLFDO removal of the data takes place only after a specified interval of time (e.g., 1 year) after the procedure is completed, for safety’s sake. (This time interval is set for each article type in Customizing.) Because this is such a severe action, you should only do this if you are very sure that you wish to discontinue the article across the board (for example, if the article is no longer available from any vendor or if the manufacturer has stopped making the it). Usually discontinuation takes place in several steps: 1. 'LVFRQWLQXLQJSXUFKDVLQJ Remove the article from one, several, or all vendors’ assortments. The article can no longer be purchased, but can still be sold in your stores. Removing the article from one vendor does not affect the ability to order the article from a different vendor. You can further limit the restriction by assortment, so that one assortment user could order from this vendor but another assortment user could not. 2. 'LVFRQWLQXLQJVDOHV Remove the article from one, several, or all assortments (for stores, distribution centers, catalogs, etc.). Although these sites can no longer sell the article, this does not affect whether the article can be sold by other sites. 3. 'LVFRQWLQXLQJDUWLFOHVFOLHQWZLGH If an article is removed from all assortments, then it can be discontinued client-wide. Once this has been carried out, the article can no longer be used in any operative processes.
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If you attempt to discontinue an article for which inventory or open purchase orders still exist, or for which a promotion is planned, the system generates one or more error messages (since more than one such problem may exist). The Workflow module routes the errors to the people responsible for resolving such problems. In some cases, the system also suggests a way to deal successfully with the problem; existing inventory, for example, can be reclassified as value-only articles at the merchandise category level. The user can either accept the system-suggested workaround or deal with the problem in some other way. Once the problems are resolved, the discontinuation process resumes automatically. The archiving tool will cause the article to be physically deleted from the system after a specific period of time (depending on the article type).
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$VVRUWPHQW $XWRPDWLF$VVRUWPHQW&RUUHFWLRQ Changes in the master data for an assortment (for example, when an assortment grade is changed or a merchandise category is added or deleted) mean that the relevant article listing also has to be corrected. This generally takes place automatically when the change is made. Automatic assortment correction (via a background job running cyclically) is triggered by the following changes to master data: •
Changes to the supplying sites assigned to an assortment via its assortment users
•
Changes to the source of supply key for an article
•
Changes to the assortment/merchandise category master
•
Changes to assortment classification data
•
Changes to the layout of the assortment or of the articles in the assortment users assigned to the assortment
Automatic assortment correction takes place when the relevant background job is run: •
Subsequent listing of merchandise category/articles (Report RWSORT17)
•
Automatic relisting via master data change documents (Report RWSORT07)
´ Automatic assortment correction is not currently triggered by changes to listing data in the article master. If, for example, you change the assortment grade of an article and do QRW list the article manually in article maintenance afterwards, the article assortments will not be adjusted. If no suitable copy references can be found when article master data is being generated automatically (because there is not enough data maintained for the merchandise category reference article, for example), you can display the incomplete data via (GLWHUURUORJ→PLVVLQJ DUWVHJP, add more reference data, and then start a second attempt to generate the master data automatically.
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$VVRUWPHQW $QDO\WLFDO5HSRUWV The Assortment Planning function provides a series of reports. Here are some examples: •
$UWLFOHLQDVVRUWPHQWPRGXOH Displays all articles contained in a specific DVVRUWPHQW module, along with the listing window (validity dates).
•
$VVRUWPHQWPRGXOHVZLWKLQDVVRUWPHQW Displays all the assortment modules for a given assortment, any promotions planned for the modules, and (optionally) all the individual articles within the assortment.
•
$VVRUWPHQWVWUXFWXUHZLWKLQDVVRUWPHQW Shows all the merchandise categories for a given assortment. Optionally, you can also display the hierarchical structure graphically (for example, clothing → women’s clothing → women’s sportswear). From here you can drill down into a specific merchandise category and display all the articles assigned to it.
•
/LVWLQJFKHFNDUWLFOHOLVWHG Allows you to check whether a given article is listed for a given assortment. If it is, the report will display the different assortment modules to which it is assigned, along with the listing window and any promotions planned for it.
•
/LVWLQJDQDO\VLV Shows not only whether an article is listed for a given assortment, but for articles which were not successfully listed, it also shows the various errors which prevented the listing. So if, for example, you attempt to order an article for a the user of a particular assortment (for example, a store) but the system rejects the order, you can run this report to see the reasons why.
•
/LVWLQJVGXHWRH[SLUH Allows you to search, by assortment, for all articles whose listings are due to expire within a timeframe you specify. For example, you could search for all articles which are to expire within the coming month, in all sites (e.g., stores) assigned to the assortment.
•
&RQVLVWHQF\FKHFNIRUUHIHUHQFHDUWLFOHV Allows you to proof the consistency of reference articles for merchandise categories. This report is used primarily during R/3 implementation and whenever changes to the merchandise category structure have been made. The report indicates whether there is any missing data that needs to be maintained for the reference article.
•
$UWLFOHOLVWRIDYHQGRUIRUDVVRUWPHQWV Displays all articles listed in the assortment of a particular vendor within the specified time frame.
•
$VVLJQPHQWLQIRUPDWLRQ Consists of several reports showing specific assignment information: –
Customers assigned to an assortment
–
Assortments assigned to a customer
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Retail sites and their assignments to assortments (always a 1:1 ratio)
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$VVRUWPHQW $VVRUWPHQW/LVW Retail companies are rarely organized along strictly uniform lines. Different stores in the same corporate group are often different sizes. Some stores have a different status (legally independent companies with the status of an external customer) while others take on different functions (wholesaling, for example). All these different parts of the same company or group must be kept up to date with changes that affect them. Stores that replenish stocks by manual inspection require up-to-date information about the articles they can carry in their assortment (for example, the merchandise category to which an article belongs or the vendor from which an article can be procured). Stock planners often find it useful when planning new orders to have information about the last order placed. This information often has to be made available in a variety of media (printout, PC file, or EDI message) for all articles in an assortment, for articles for which changes have been made, or for an even more specific subset of data. In SAP Retail, the assortment list fulfills this function. How the assortment list is used in practice differs from one company to the next. Assortment lists in the food sector, for example, are totally different from assortment lists in the apparel sector. In wholesaling, the assortment list is often used as a price list. To allow for these different uses, the assortment list in SAP Retail is a standard solution that can be configured with a high degree of flexibility. •
Different assortment list types can be defined (e.g., food and non-food)
•
Assortment list profiles can be assigned to sites or site groups
•
Different creation and transmission cycles can be defined
•
The assortment list can be output using a number of different media (printout, EDI, file transfer)
An assortment list can therefore be easily tailored to your individual company requirements. Conventionally, an assortment list is produced as a printout. SAP Retail also supports assortment list output in the form of an electronic message for distributed retailing purposes (when a storebased merchandise management system is in place). This is done through the POS interface outbound. The most important part of an assortment list is the “assortment list message,” which involves the retrieval and preparation of article-related data. After a message has been prepared, it can be sent directly to other systems. Messages created in the assortment list function are structured as intermediate documents (IDocs) with segment hierarchy. The intermediate document provides the interface to other systems. 6HHDOVR POS Interface - Outbound [Page 1171]
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$VVRUWPHQW $VVRUWPHQW/LVW0HVVDJH*HQHUDWLRQ 0HVVDJH7\SHV A distinction is made between a IXOOYHUVLRQ (comprising all articles and related data) and a FKDQJHYHUVLRQ (comprising only those articles for which changes have occurred since the last message was created). These two types of message are executed as a batch job via the assortment list type parameters. It is also possible to trigger a PDQXDOUHTXHVW(with this message type you select articles and recipients manually) or LQLWLDOL]H an assortment list (which is the same as manually creating a full version).
&\FOH&RQWURO The assortment list type divides articles subject to the same message creation cycles (i.e., the intervals in which a message is created and the lead time required) into groups. An article is assigned one assortment list type at client level. The exact date on which an assortment list is created is calculated from the last creation date for the site plus the cycle time defined for the relevant assortment list type.
Version 1 (full version)
Version 2 (change version)
... next (full version)
Lead time
Today t2 = = 1st transmission 2nd transmission
t3
tn+1
The recipient (site) of the message is assigned an assortment list profile that controls the DVVRUWPHQWOLVWPRGH (this determines how the message is used - for version management or for data interchange). You have the option of creating only an IDoc, passing data only to Version Management, or both. Assortment list profiles comprise control parameters for assortment list creation and are assigned to sites.
&KDQJH0HVVDJHV 6HOHFWLQJ&KDQJHVWR0DVWHU'DWD When master data is changed, change documents are created that track every change to every field. This allows changes to master data to be identified and passed on to the proper recipient during master data distribution. It is also possible to activate the creation of change pointers that only point to objects that have been changed.
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An IDoc structure is assigned to a logical message category. There is a relationship between every field in an IDoc structure and the corresponding field in the change document. This enables you to select the relevant master data changes for every message category. The assortment list generation status is contained in the application log. For the changes messages, the system selects all the change pointers that were created since the last correct assortment list generation. This prevents duplicate selection of change pointers.
7HFKQLFDO3URFHGXUH Change pointers created for the assortment list are analyzed by the system. The system then reads the master data for the articles and recipients involved and creates the necessary IDocs. These IDocs are then transferred to the IDoc interface for export to external systems. The data is converted outside R/3 and transmitted.
6HOHFWLQJ$UWLFOHV Change pointers are the triggers used to identify the objects for the change versions. During generation of an assortment list, the system selects those change pointers that were created after the last successful assortment list generation. When a change is planned for a future date, only those change pointers are selected that will have been activated by the end of the validity period of the assortment list. The system also has to select all older changes that had not been activated by the end of the last validity period but were activated/will be activated during the period in question. (This occurs without change pointers for conditions that were created at a point in the distant past.) The following figure illustrates how change pointers are analyzed by the system:
a) and are active
Select CPs created then t1
until then
t2
t3
t4 Time
Last selection
Today
Created here
Last period end
Period end
b)
Select all CP’s that, will become active here
c)
Which time-dependent objects changed
In analyzing the change pointers, the system produces a list of recipients, articles and dates. When a full version is created, you have the option of limiting the articles selected not only to those relevant to the recipient but also to those relevant to a particular assortment list type. When you make a manual request, articles can be selected in accordance with even more criteria. The period of validity is determined in both cases by the parameters valid for the assortment list type.
6KHOI(GJH/DEHOLQJ The change pointer analysis technique is also applied to identify changes in master data that are relevant for shelf-edge labeling. A separate logical message category can be used to define
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$VVRUWPHQW $VVRUWPHQW/LVW0HVVDJH*HQHUDWLRQ master data changes relevant to shelf-edge labeling. The data on recipients, articles and dates for transmission is compared with that contained in the assortment list and a flag set indicating that a change is relevant for labeling.
6RUWLQJ0HWKRG How articles are arranged in an assortment list depends on the sorting method used. The sorting method used in each case can be defined in the assortment list type. Sorting takes place before the data is prepared and therefore determines which data on an article is read first. The sorting method also determines the structure of the assortment list and the page headers displayed. The following sorting methods are available in the standard system: •
By vendor/merchandise category/article number Articles are sorted first by vendor, then by merchandise category, and finally by article number.
•
Vendor/vendor sub-range/article number
•
Department/merchandise category/article number
•
Department/layout/layout module/article number
•
Layout area, subsequent sort number
If the sorting methods available as standard do not meet all your requirements, you can code your own sorting methods. A customer enhancement (user exit) exists for this purpose. Some sorting methods allow an article to appear multiple times. For example, if you sort by vendor, the same article will appear for every vendor for which it is valid. If you sort by layout area, the same article will appear for every layout area for which it is valid. In change versions, however, the assortment list only displays those articles which have changed their relationships. For example, if an article is supplied by a new vendor as well as existing vendors, the article will only appear for the new vendor, since the article’s relationship to the old vendors is unchanged.
'DWD3UHSDUDWLRQ A listing check is made of articles and recipients before the data is read. When an assortment list is generated, data that will become valid within the period in question is also read. A complete data record is prepared for each article and each recipient for each day for which a change is made to the master data. These data records are entered in the intermediate document. Segments in the intermediate document that are not required can be flagged as not required for preparation. No data is then prepared for these segments. You can fill further segments you define yourself in a customer enhancement (user exit). This enables you to incorporate user-specific data into the assortment list. So that intermediate documents do not become too large (10,000 segments maximum), a number of intermediate documents can be created per recipient. Depending on the assortment list mode, the IDoc is either made available for transmission and/or passed Version Management.
$VVRUWPHQW/LVWVIRU&XVWRPHUV Assortment lists can also be created for customers without reference to a site. This enables the assortment list functionality to be used in wholesale as well as retail. To accomplish this, assign
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an assortment list profile to a customer which represents a group of customers with the same assortment and prices. For more information, see Assortment: Assortment Management [Page 412]. It is recommended that you create a special assortment list profile for assortment customers. This makes it possible to assign special POS condition type groups and a special structure to the assortment list. Price determination uses the price list type of the distribution chain to which the “assortment customer” partner function was originally assigned. The corresponding set-up of price determination makes it possible to include the retail price in the assortment list (in the sense of a non-binding, suggested retail price). (See Customizing for Pricing in the Implementation Guide.) The system can calculate these prices, include them in assortment lists, and monitor them for subsequent changes. Because assortment customers do not reference any site, they have no data at the site level. When assortment list data is generated, lines for assortment customers will contain no vendor data, and therefore sorting articles by vendor makes no sense. It is not possible to jump from the POS Monitor to the application logs for assortment customers. However, you can display either the assortment list overview or the cycle and then jump from there to the application logs. Other than the differences noted above, assortment lists for assortment customers are exactly the same as for sites.
$SSOLFDWLRQ/RJV Because assortment lists are usually generated in the background on a periodic basis, information and warnings about the data preparation are contained in an application log. From the POS Monitor, you can access the application logs for stores, but not for assortment customers. Alternatively, you can display assortment lists and then branch to the corresponding application logs. To do this, drill down into the assortment list hierarchy until you get to the version level. The application log number is displayed on the right side of the screen. Click on this number to jump to the corresponding application log. You can also access the application logs by displaying the assortment list cycle. When you select a desired line, the system displays the assortment list generation history (that is, the most recent assortment lists for the selected customer and assortment list type). Every line in this list refers to a generation of the corresponding assortment list, even in cases where a change version contains no entries because no relevant changes to the data had been made. Here again you can click on the application log number to access the application log itself. Within the application log, you can do either of the following: •
If an IDoc (intermediate document at the ALE/EDI level) was successfully generated, you can display the IDoc data.
•
If the system encountered problems during data preparation (in which case no IDoc was generated), you can click on the message number to obtain detailed information.
From here you can also jump to the general application log for the entire run. This way you can see all messages that were generated, not just those restricted to a particular customer. ´ For a description of each of the IDoc segments:
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$VVRUWPHQW $VVRUWPHQW/LVW0HVVDJH*HQHUDWLRQ 1. From the R/3 main menu choose 7RROV→$GPLQLVWUDWLRQ→$GPLQLVWUDWLRQ→ 3URFHVVWHFKQRORJ\→,'RF→,'RF%DVLV→'RFXPHQWDWLRQ→,'RFW\SHV 2. Enter :%%'/'. 3. Choose 'LVSWUHH. As you expand the tree, the system displays an explanation for each node. 6HHDOVR Pricing [Page 523] Customer: Partner Functions [Page 373]
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$VVRUWPHQW $VVRUWPHQW/LVW9HUVLRQ0DQDJHPHQW In addition to preparing the data available for POS outbound purposes, the system can store the data in Version Management. This function enables data to be stored and managed in different versions. The data contained in Version Management can be displayed, deleted, or printed. The major advantage of Version Management is that all the important data pertaining to an article is stored at one central point and can be used for a number of sophisticated display functions. You can then able to navigate through all the articles listed in a site and get an overview of the most important data for each individual article. Whether assortment list data is used for Version Management or for POS outbound purposes depends on the setting for the DVVRUWPHQWOLVWPRGH in the DVVRUWPHQWOLVW profile.
'DWD6WUXFWXUHRIWKH$VVRUWPHQW/LVW Depending on the message type, data is stored as a full version, change version or as a manual request. The assortment list type, version number, validity period, and address of the site are stored in the DVVRUWPHQWOLVWKHDGHUGDWD $VVRUWPHQWOLVWJURXSGDWD is used to generate chapter or section headers and contains information relevant to sorting. This information is used to create a table of contents and for defining page breaks when a new group (new merchandise category, layout module, etc.) begins. How this information is displayed depends on the sorting method used. $VVRUWPHQWOLVWLWHPV contain information on individual articles. In the flexible data part, the data can be displayed and printed as required. This part can be adapted to your individual requirements.
&UHDWLQJ'DWD If the relevant assortment list mode has been defined for a specific recipient and assortment list type, data is passed on as intermediate documents (IDocs) to Version Management when the assortment list is created. First the header information is compiled and a new version number issued. Line data is then created from the IDoc segments for every article and date. A certain amount of data is lost in the process, as the line is unable to accommodate all the information contained in the intermediate document. However, since you can configure lines with a high degree of flexibility using the assortment list profile parameters, you can decide which data is to be included in the line. A user exit exists for you to fill the line in any way you like. Depending on the sorting method, assortment list group data is created when a new group begins.
'LVSOD\LQJWKH$VVRUWPHQW/LVW The hierarchy management function is an easy-to-use tool for displaying assortment lists. It provides you with an overview of the different versions that exist and their component parts. You can use it, for example, to display an individual group or an assortment list for a specific assortment list type. The information displayed in hierarchy management is taken from the header and group data and is used to create the front page, page breaks and page headers. The data on the individual articles is presented in the way in which it was configured and filled in the assortment list item.
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$VVRUWPHQW $VVRUWPHQW/LVW9HUVLRQ0DQDJHPHQW The standard list processor functions (exporting to a local file, scrolling or searching) can also be used in the display function.
3ULQWLQJWKH$VVRUWPHQW/LVW Assortment list data can be printed directly from the screen. A SAPscript form (assortment_list) is also available to allow bar code printing in the assortment list. You assign this form in Customizing for the Assortment List.
6KHOI(GJH/DEHOLQJ Shelf-edge labels can be printed, using the assortment list data in Version Management, for all assortment list items flagged for labeling.
5HRUJDQL]LQJ $UFKLYLQJ $VVRUWPHQW/LVWV 9HUVLRQV Assortment lists that have to be reorganized can be selected on-line, or else the system can suggest a list of all assortment lists. Versions are divided into two groups: •
Invalid (i.e., expired) versions
•
Versions which are either currently valid, or for which no more recent change version or full version exists.
You can then delete all the assortment lists displayed or those that have expired.
6WDWXVDQG(UURU7UDFNLQJ Status update data, change pointers and application logs can be reorganized. Since this information is important for transmission point analysis, only data that is no longer required can be deleted. This data can be determined automatically by the system or be limited by the user to a specific date. The status records concerned can be checked again before they are deleted.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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$VVRUWPHQW0RGXOH0DLQWHQDQFH 3XUSRVH This business process allows you to define assortment modules. Each assortment consists of the contents of the assortment modules assigned to it, whether manually or automatically (on the basis of rules). Assortment modules are groupings of articles that are to be listed together in assortments. Articles are grouped together to form assortment modules to allow the following to be defined: •
Distribution chain-specific assortments
•
Promotion assortments
•
Core assortments, supplementary assortments, etc.
At the end of this process an assortment module containing specific articles has been created and is ready to be assigned to assortments.
6WHSVLQWKH3URFHVV 1. You specify a module type and either issue a module number yourself or have the system issue one. You have the option of choosing the module type “local module.” You can assign this directly to one assortment. 2. You define a name, the priority, the validity period and (for local modules or for changing modules) the listing procedure for the assortment module. 3. You assign the required articles to the assortment module. You can do this directly for individual articles or you can use a worklist. 4. You define the validity period for the articles and also the assortment priority for each article.
5HPDUNV
•
We recommend that you list articles via Article Maintenance, rather than create assortment modules manually.
•
For information on assortment module maintenance, please see the assortments information in the Implementation Guide (IMG).
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$VVRUWPHQW0RGXOH0DLQWHQDQFH 3URFHGXUH To create an assortment module, proceed as follows: 1. In the Assortment Module Create: Initial Screen [Ext.] , enter the module type and a module number, if you have external number assignment set. If you wish to use an existing module as a UHIHUHQFH, you also need to enter the name of this module under 5HIHUHQFH. 2. (Optional) If you wish to maintain a local module for a particular assortment, enter the number of the assortment in the /RFDODVVRUWPHQW field, press ENTER and enter the desired listing procedures for stores and distribution centers in the additional fields which then appear. ´ You cannot change a local module / assortment assignment. Local modules can only ever be valid for one assortment. 3. Choose &RQWLQXH. 4. Enter a short text for the module, enter under ,WHPV the articles you wish to assign to this module and press ENTER. ´ You can also generate a worklist for the assignment process in the Items screen. To do this, choose 3URSRVHDUW(Propose article), enter your selection criteria in the window which appears and copy the articles selected to the items. 5. If you are creating a local module, the system will now check the assignment. If errors occur when an assignment is checked against the listing rules, the articles affected are displayed in a further window. Skip the errors or do not assign the articles. You can only skip errors if you have the appropriate authorization and if the communication profile of the assortment allows it. 6. You can, if desired, select the articles you do not wish to appear in the module and choose (GLW → 'HOHWHLWHP. 7. Specify the listing period and the assortment priority of the module. If you do this at header level, this data will be copied to all the items. It is still possible to specify different data for individual items, however. 8. Save your entries. You may be asked at this point if you wish to activate the module now.
1RWHVDQG5HPDUNV Promotion modules cannot be created via this menu path; they can only be created in Promotions. Profile modules are created directly in Article Maintenance or in individual listing functions and cannot be processed further here. An article can be listed in more than one assortment module. In principle, every assortment module (except for profile and local modules) can be assigned to more than one assortment.
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$VVRUWPHQW0RGXOH$VVLJQPHQW0DLQWHQDQFH 3XUSRVH This business process allows you to assign assortment modules to specific assortments so that the articles in these assortment modules can be listed in the assortments. The process of assigning assortment modules to assortments results in the articles in the module being listed in that assortment. If the assortment is also assigned to an assortment user (store / distribution center / customer), this defines: •
The distribution centers via which the articles in the assortment are to be distributed.
•
The stores in which the articles in the assortment are to be sold (point of sale).
•
The customers (in the wholesale sector) who can buy the articles in the assortment.
At the end of this process, an assortment module has been assigned to one or more assortments and the validity period of this assignment has been maintained.
6WHSVLQWKH3URFHVV 1. You define the assortments of the assortment users (stores / distribution centers / customers) in which the articles in the assortment module(s) are to be listed, using the assortment strategy of your company as a basis. You specify a listing procedure, which contains rules against which the system can check the listing. 2. You assign the required assortments to the assortment module. You can do this individually or using a worklist. 3. You specify the validity period for the assignment of the assortment module to the assortments. You decide whether to set the flag for listing individual articles. 4. If errors occur during the assignment process, you have to decide whether you want to assign the module completely (with all the articles) or not at all. You cannot decide whether or not to assign individual articles.
5HPDUNV
•
You must create assortments first before attempting to assign them to a module. You can create customer assortments manually; store or distribution center assortments are created in Site Maintenance.
•
Only active assortment modules can be assigned.
•
For information on listing procedures and the assignment of assortment modules to assortments, please see the assortments information in the Implementation Guide (IMG).
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$VVRUWPHQW0RGXOH$VVLJQPHQW0DLQWHQDQFH 3URFHGXUH To assign assortment modules to assortments, proceed as follows: 1. In the Assortment Assignment Assortment Change: Initial Screen [Ext.] , enter the module which you wish to assign. 2. In the 'DWH field, enter the date from which the assignment is to be valid. 3. Specify a listing procedure for stores and for distribution centers in the two fields provided for this purpose. The listing procedure influences the result of the listing process; it determines how the assignment to assortments is checked. ´ The listing procedure for stores also applies to customers. 4. If you mark the checkbox by the /LVW6XSSO\6LWH field, you can also list the supplying sites for all articles which can be procured via a warehouse/distribution center. Choose &RQWLQXH.
1.
A new screen appears, in which you can enter the assortments. 6. You can specify an individual validity period for each assortment; if you do not, the system will copy the validity from the header data. You can enter the assortments individually or generate a worklist in one of several ways: •
If you choose $VVLJQPHQW → $OODVVRUWPHQWV, a separate window appears where you can select individual assortments or all of them. Choose &RS\to copy the assortments that you have selected.
•
If you choose $VVLJQPHQW → 2SHQDVVLJQPHQWV a separate window appears where you can select the assortments with open assignments. Choose &RS\ to copy these assortments.
•
If you choose $VVLJQPHQW → 6RUWE\GLVWULEXWLRQFKDLQ, a separate window appears where you can select specific distribution chains. Choose &RS\ to copy the distribution chains you have selected, and thereby all the assortments that belong to them.
•
If you choose $VVLJQPHQW → 6LWHJURXSV → 1RWKLHUDUFKLFDO, a separate window appears where you can select site groups. Choose &RS\to copy the general site groups you have selected, and thereby all the assortments that belong to them.
•
If you choose $VVLJQPHQW → 6LWHJURXSV → +LHUDUFKLFDO, a separate window appears where you can select site groups. Choose &RS\to copy the hierarchical site groups you have selected, and thereby all the assortments that belong to them.
•
If you choose $VVLJQPHQW→$VVRUWPHQWJURXSV, a separate window appears where you can select assortment groups. Choose &RS\to copy the hierarchical assortment groups you have selected, and thereby all the assortments that belong to them.
The system will now check the assignment. ´
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If errors occur when the assignment is checked against the listing rules, each article affected in the specified assortment module is displayed in an additional window, along with the assortment that has errors and the reason for the error. You can skip all of these errors or individual ones, or you can choose not to assign the assortment module at all.
•
In the resulting list, distribution centers are displayed in a distinguishing color.
7. You set the flag for individual article listing. 8. You can, if desired, select the assortments that you do not wish to assign to the module and choose 'HOHWHLWHPor 'HOHWHDOOLWPV 9. Save your entries.
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$VVRUWPHQW3URFHVVLQJ 3XUSRVH This business process allows you to define customer assortments. If you want to list articles not only for stores and distribution centers but also for customers, you must define customer assortments. At the end of this process an assortment has been created and is ready to be assigned to a customer.
6WHSVLQWKH3URFHVV 1.
You define the assortment and specify its validity, listing control parameters and distribution chain.
2.
You assign the merchandise categories that belong in the assortment. You can define the assortment grade and the assortment priority for the assigned assortments.
3.
You save the assortment.
5HPDUNV •
Assortments for stores and distribution centers are created in Site Maintenance and are then assigned directly to the store or distribution center concerned.
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$VVRUWPHQW3URFHVVLQJ 3URFHGXUH In Assortment Processing you can create customer assortments and assign merchandise categories. To do this, you proceed as follows: 1. In the Change View “Assortment”: Overview screen [Ext.] you can enter a new assortment by pressing the “New entries” pushbutton. 2.
You give the assortment a key and a name.
´ The “customer assortment” assortment category is predefined here, as store and distribution center assortments are created in Site Maintenance directly and cannot be maintained in Assortment Processing. 3. You assign an assortment status and check the validity date that the system proposes. 4. You enter the distribution chain in which this assortment is to be used. 5. You set the flag for creating listing conditions. 6
You can, if desired, define a listing procedure to check the results of the listing process.
7. You can, if desired, set the flag for listing all merchandise categories - even if errors occur when the listing is checked. 8. You can, if desired, set a flag to specify that the system should only carry out listing checks on a layout assigned to the assortment. Then, if such a check is carried out, you merely have to specify the layout in question. 9. Press %DFN (F3) and select the assortment to which you would like to assign merchandise categories. Now choose $VVRUWPHQWPHUFKDQGLVHFDWHJRU\. 10. Choose 1HZHQWULHV. 11. Assign the merchandise categories to the assortment. 12. You can, if desired, assign each merchandise category an assortment grade and / or an internal (system-side) assortment priority. 13 Save your entries.
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$VVRUWPHQW8VHU$VVLJQPHQW0DLQWHQDQFH 3XUSRVH This business process allows you to assign customer assortments to customers. If you want to list articles not only for stores and distribution centers but also for customers, you must first define customer assortments and then assign them to existing customers. At the end of this process the assortment has been assigned to a customer.
6WHSVLQWKH3URFHVV 1.
You define the assortment.
2.
You assign customers and sales areas to the assortment.
3.
You save the assortment.
5HPDUNV •
Assortments for stores and distribution centers are created in Site Maintenance and are then assigned directly to the store or distribution center concerned.
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$VVRUWPHQW8VHU$VVLJQPHQW0DLQWHQDQFH 3URFHGXUH In Assortment Processing you can assign customer assortments to customers. To do this, you proceed as follows: 1. In the Change View “Assortment - Assignments”: Overview screen [Ext.] you can assign your assortment to a customer by pressing the “New entries” pushbutton. 2. You specify the assortment, the customer(s) to which you wish to assign it and the appropriate sales area. 3. You can, if desired, define a listing procedure for the SD documents. 4. You can, if desired, rank the assortments in order of importance to the customer. 5. Save your entries.
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$VVRUWPHQW/LVW*HQHUDWLRQ 3XUSRVH This business process allows you to request, pass on and manage assortment list data automatically or manually (that is, directly). The assortment list provides an overview of all the data relevant to the assortment of merchandise held in a store or at a customer. It can either be printed or transmitted in the form of IDocs. The assortment list has the following functions: •
It supports the stores when stock is replenished by visual inspection, providing them with an overview of the assortment of merchandise listed in the store with all the relevant data (such as the merchandise category to which an article belongs or the vendor supplying it).
•
It provides information on the articles that a site can or should order in a particular period.
•
It provides customers in wholesale with information on articles in the assortment.
•
It provides information on how the articles are to be presented and sold in the stores (giving information on placement labels and sales prices, and instructions on layout).
•
It provides information on any special logistics features (such as promotions, seasonal merchandise).
•
It provides information on how Assortment Management affects the way site data is distributed.
•
It provides the data base for the POS systems.
6WHSVLQWKH3URFHVV 1. There are two ways to generate an assortment list: •
Automatically
•
Manually
2. If you use the automatic option, you can have the system generate either a full version or a change version at set periods (in cycles). If you use the manual option, you can either prepare the assortment list for specific articles or carry out initialization (the manual creation of a full version). 3. If you use the automatic option, you schedule a background job, providing the system with the necessary data (such as the assortment list type, recipient). The system determines from the assortment list type the next date for creation of the assortment list and, if a change version is being prepared, checks which changes are relevant for the recipient. If you use the manual option, you select the articles and recipients for which you wish to generate an assortment list. 4. The system prepares the data for the assortment list and arranges it as per the criteria you selected.
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$VVRUWPHQW/LVW*HQHUDWLRQ 5. Depending on how the assortment list type is configured, the data is made available to the POS Interface - Outbound, printed out and/or made available for Version Management. ´ All the key pieces of information on articles are managed together in Version Management. Assortment list data can be printed, displayed and reorganized here directly and used to create tickets. 6. The system updates the status and the document flow of the POS interface.
5HPDUNV •
Partner profiles must be maintained for the recipient before assortment list data can be transferred electronically to the file system.
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0DQXDOO\5HTXHVWLQJDQ$VVRUWPHQW/LVW 3URFHGXUH To manually request generation of an assortment list, proceed as follows: 1. On the Assortment List: Manual Request Screen [Ext.] enter selection criteria for recipients and articles. 2. Choose 3URJUDP → ([HFXWH to prepare the data for the assortment list. A list of the IDocs created then appears. ´ Programs with longer runtimes should generally be executed in the background. You can check the processing status of the IDocs via the POS Interface Monitor.
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$XWRPDWLFDOO\*HQHUDWLQJDQ$VVRUWPHQW/LVW 3URFHGXUH For further information on background processing, please refer to the &&06JXLGH in %&%DVLV in the general documentation. Before change versions and full versions of the assortment list can be generated in cycles, a site has to be initialized. Background reports exist for this: 5:'%%,1, for site initialization and 5:'%%83' for the cyclic generation of change and full versions. ´ The cycle and the number of change versions which have to be created before a full version is created is defined in the assortment list type.
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$VVRUWPHQW/LVW6WDWXV5HRUJDQL]DWLRQ 3URFHGXUH To reorganize an assortment list, proceed as follows: 1. On the Reorganization of Status Entries for POS and Assortment List Screen [Ext.] select the 5HRUJDVVRUWPHQWOLVWfield. Choose 3URJUDP → ([HFXWHand a message appears indicating the number of entries that were selected. 2. The entries can be displayed via +HDGHUHQWULHV → 'LVSOD\VHOHFWHGHQWULHV. To delete the entries choose +HDGHUHQWULHV→'HOHWH.
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'HOHWLQJDQ$VVRUWPHQW/LVW 3URFHGXUH To delete a version of an assortment list, proceed as follows: 1. On the Assortment List: Version Deletion Screen [Ext.] enter the selection criteria for determining the versions to be deleted. Choose 3URJUDP → ([HFXWH to obtain a list of the assortment list versions, arranged by valid and invalid versions. 2. To delete all versions choose (GLW → 'HOHWHTo delete the invalid versions only, choose (GLW→'HOHWHH[SLUHG$/V.
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'LVSOD\LQJWKH$VVRUWPHQW/LVW&\FOH 3URFHGXUH The cycle tells you when the last assortment list was successfully created for which recipient and assortment list type, and when the next assortment list will be created. The system distinguishes between full versions and change versions. You must schedule a background job before the assortment list can be generated. To display the cycle for an assortment list, proceed as follows: 1. On the Assortment List: Analysis of the Next Creation Dates Screen [Ext.] enter the required selection criteria. 2. Choose 3URJUDP → ([HFXWH to obtain a list of the next creation dates. . ´ If you double click on a line, the system displays the creation history for the recipient and the corresponding creation and transfer status.
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3URGXFW&DWDORJ 3XUSRVH The Product Catalog function allows you to store, retrieve, and manage data to be used in advertising materials such as catalogs, promotional flyers, CD-ROM disks, on-line services (WWW, Compuserve, etc.), and multimedia kiosks at the point-of-sale. Data that can be managed includes: •
From the SAP Retail database: article master data, prices, assortments
•
Structure information (which includes rough placement of articles within the catalog)
•
From the SAP Document Management System: multimedia objects (images, sound, video, animation, etc.)
•
Text, which can be created and edited via SAPscript
You can then combine this data as desired using the Product Catalog component. This has several advantages:
•
You can manage everything through a single system, rather than having to keep track of some objects in R/3 and some elsewhere.
•
You can use the same data for several different media (print, Internet, and so on).
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You can export data from R/3 for use with your own or other third-party production software to produce a camera-ready (or multimedia) catalog.
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You can easily produce a new version of the catalog whenever desired (e.g., Summer catalog, Winter catalog, and so on).
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You reduce the possibility of errors (for example, since pricing is automatically calculated and the latest price is always in the database, you can’t insert the wrong price).
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV Use this component if you want to: •
Manage data for product catalogs or other advertising materials
•
Manage data for online stores for the Internet
•
Export up-to-the-minute article and pricing data to an external production software package
,QWHJUDWLRQ To create product catalogs or other advertising materials, you must first configure the Article Master Data and Pricing components. In addition, if you want to integrate images, audio, or video in your product catalog, then you enter this data in the Document Management component. Text can be entered either in SAPscript, or in a document produced with third-party word processing software and then managed in the SAP Document Management System.
)HDWXUHV •
Ability to create variants of a product catalog based on language or foreign currency (for example, an English catalog in $US, a German catalog in DM).
•
Ability to create Internet online stores with integrated customer master record creation, order entry, and choice of payment (invoice or credit card).
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Ability to create a catalog in hierarchical format, where users can drill down from general categories to more specific ones (for example, home electronics > televisions > specific TV models). This is especially useful for on-line catalogs.
•
Products can appear more than once. For example, computers can be sold under both “home electronics” and “office equipment.” You can, of course, have the same article appear in different sections with different pictures, yet ensure that the price will be consistent wherever the article appears.
•
Product catalogs can be created and maintained in a multiuser environment, meaning that several people can work on the same piece in parallel.
•
Product catalog data can be exported to third-party systems, either in IDoc format from the Product Catalog menu, or via a BAPI.
&RQVWUDLQWV This component does not produce a final product catalog for print purposes. Instead, it provides the data relevant for the catalog, along with the BAPI which allows you to export data, then import it into the production software of your choice. Product catalog data can also be exported in IDoc format. However, the R/3 software is itself sufficient to produce an on-line product catalog for the Internet with no additional software.
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Organizational areas Headquarters [Page 103]
Product Catalog Processing [Page 467]
•
DC [Page 106]
Store [Page 108]
Sales Office [Page 110] •
6HHDOVR Promotion: Product Catalog Planning [Page 511]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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3URGXFW&DWDORJ %DVLF'DWD The following kinds of basic data are associated with the product catalog function: •
Data relevant to pricing.
•
Display options for pricing and currency
•
Validity period
•
Variant (one for each combination of language and currency for which you want to generate a product catalog)
In order to calculate prices for articles in the product catalog, you must enter a document schema, a reference customer (which may be a store) for whom the system can retrieve sample prices, and sales area data (or click a button to have the system retrieve the sales areas relevant to the reference customer you entered). You can also enter a key date for price determination; the system will use the pricing conditions valid for that date in its calculations; this date must be within the validity period for this product catalog. If you omit the key date, pricing information for the current day will be used. Pricing depends on the sales area, the document schema, and the customer pricing procedure in the master data for the reference customer used. This will determine the calculation scheme. The system uses the amount designated as subtotal 1 in the calculation scheme.
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3URGXFW&DWDORJ /D\RXW The structure of a product catalog is referred to as its OD\RXW. R/3 helps you lay out the various sections of your catalog and assign data to them. A layout is a hierarchy of OD\RXWDUHDV. Each layout area contains either individual items or further subordinate layout areas. A layout area item consists of an article and a unit or measure. Within a layout area, a single article may occur more than once, each time with a different unit. However, you cannot place an article more than once in a layout area using the same unit of measure. (If you want to have several instances of an article with the same unit of measure, each instance must be in a separate layout area. ´ You can have a 16-oz can and a 32-oz can of Italian plum tomatoes in a single layout area called “canned goods,” but you cannot have a 16-oz can of Italian plum tomatoes appear twice within “canned goods.” However, you can have a 16-oz can of Italian plum tomatoes appear once in both the “canned goods” and “specialty foods” layout areas. Next to the layout areas at the lowest level of the hierarchical tree, the system displays the number of items assigned to that layout area. Once you have created a layout area with articles, you cannot then create another layout area EHQHDWK it (i.e., subordinate to it). You can still, however, create other layout areas that appear DIWHU it (i.e., at the same or higher level, but at a later point in the catalog). The order of the layout areas and the order of the items within each layout area serve as a rough placement for the articles within the product catalog. If necessary, you can change the order of the layout areas and the articles afterwards. The meaning you want to assign to the layout areas if left to your own interpretation. For example, you can associate layout areas with chapters, product categories, themes (e.g., wedding gifts), or catalog pages. You may or may not choose to display the final product catalog in a hierarchical fashion; you might choose simply to use the hierarchy structure to modularize the planning process of the catalog. Each layout area can have a header, text, or multimedia objects assigned to it. Text and multimedia objects can be assigned to individual items as well.
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3URGXFW&DWDORJ *HQHULF$UWLFOHV9DULDQWVDQG6HWV SAP Retail recognizes different article categories. When you are assigning articles to a layout area, the system handles each of these article categories differently. The system displays the article category for every article in the product catalog.
,QGLYLGXDO$UWLFOHV Individual articles have article category 00. When you enter an article, the system displays such information as description, unit of measure, price, and whether document or texts are associated with them. Each article occupies a single line.
*HQHULF$UWLFOHVDQG9DULDQWV Generic articles have article category 01, variants have article category 02. Generic articles themselves are not sold, only their variants (for example, the generic article “women’s blouse” may have variants in different size-color combinations). In product catalogs, generic articles serve as a means of grouping variants, as well as texts and documents which are valid for those variants. When you enter a generic article, you can select which variants you want to include (for example, a red silk blouse in size 32, a blue cotton blouse in size 36). If you have exactly two characteristics for the variants (e.g., color and size only), then the system displays a matrix (table format) instead, from which you can select variants. After you have made your selections, you return to the layout area screen. The generic article has a “+” next to it. The variants are displayed directly beneath the generic article, each on a separate line with a “–” next to it. If you move the generic article, the variants move with it. You cannot insert another article (for example, an individual article or set) between variants of a generic article; that is, the area where the variants are displayed is protected. Each variant displays its individual price, which may be different from other variants of the same article. If you enter only a variant (without its associated generic article) on the layout area screen, the system will issue a warning. You can override the warning if you really intended to include only a single variant. However, if you plan to enter several variants, it is easier and faster to enter the generic article first and then select the variants. If you remove a generic article, all its variants will also be removed. You can remove variants singly by deleting them from the layout area screen or, for variants with exactly two characteristics, by redisplaying the selection matrix and deselecting individual variants. At any time you can select additional variants to be added to the catalog. To simplify the display, you can collapse the list so that only the generic articles are shown and not the variants. Clicking again will expand the list to show the variants. (This is for ease of viewing only, and does not affect the contents of the list.)
6HWV Sets have article category 10. When you enter a set, the system includes all the components that make up that set. In addition, a new column appears, showing how many of each article make up the set; for example, a 20-
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piece set of china with 4 each of dinner plates, cups, etc. (Quantities are not relevant for variants of generic articles because they are always sold singly.) You cannot delete a component of a set, since the components and quantities are fixed. In contrast to generic articles and variants, sets themselves have a price but their components do not. As with generic articles and variants, you can expand and collapse the list. When you move a set, all its components move with it. Likewise if you delete a set, all components are deleted from the catalog as well. 6HHDOVR Articles: Generic Articles and Variants [Page 270]
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3URGXFW&DWDORJ $UWLFOH6HOHFWLRQ In addition to entering articles manually, there are two ways in which you can select articles from merchandise categories, layout modules, or the Classification system and insert them in product catalogs. •
In layout maintenance, you can click to select a class that has an article class type. (In the R/3 standard delivery, this includes 001, 200, 300 and in particular the merchandise category class type 026). The system will display that portion of the hierarchy which pertains to the selected class. You can then select one article, a subset of articles, all articles for one or more levels, or the entire sub-hierarchy, for inclusion in the layout hierarchy. The nodes of the class hierarchy will become nodes in the layout hierarchy (that is, the hierarchy structure is preserved). Articles that were already chosen during the current session are highlighted in yellow. Generic articles are highlighted as red hierarchy nodes with their variants listed underneath. The selected hierarchy portion is then inserted into the layout directly under the root level at the top of the layout, and the new nodes will be highlighted. Selecting (or deselecting) a tree node always selects (or deselects) all the nodes which belong underneath. If you deselect the checkbox 2QO\VXEWUHHV on the initial screen, then all nodes above the selected node are selected as well. In this case, you only have a single hierarchy copied into your catalog. With 2QO\VXEWUHHVselected, nodes above the selected node are not automatically selected, so you can copy several independent subhierarchies into the catalog.
•
In base layout area maintenance, you can click a merchandise category, a layout module, or a class that has an article class type (see above). The system displays a list of articles that belong to this merchandise category, layout module, or class. From this list you can select one, more, or all articles to be included in the layout area. Articles that have already been added to the current layout area are marked in red, and therefore cannot be selected again. Articles that were already chosen during the current session are highlighted in yellow. Individually selected variants can then be assigned to generic articles that are already in the layout area (assuming this has not already been done). The selected nodes are inserted (highlighted) at the bottom of the product list of the base layout area.
6HHDOVR Classification [Page 394]
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3URGXFW&DWDORJ 7H[W Text can be associated with layout areas and with individual articles. The following text options are available: •
You can create text that applies only to the specific product catalog. Four lines are shown for this text, but you can branch to the SAPscript Editor to add as many more lines as you want.
•
If you want to have article text that is used repeatedly (i.e., not specific to a single product catalog), you can click a button to copy the basic data text stored in the SAP Retail Article Master into your catalog. Then you can change it for the purposes of your catalog without affecting the original description in the master data record.
•
You can also create a header for each instance of an article and for each layout area.
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3URGXFW&DWDORJ 0XOWLPHGLD2EMHFWV You use the R/3 Documentation Management System that comes with R/3 to create or store such elements as formatted text and images (or for electronic media, even video and audio) for your product catalog. Each element is considered a separate document; you assemble these elements within the catalog component and link them to the articles and/or layout areas you have already assigned to the piece. ´ You will need to assign each document a document type that allows linkage to layout areas and layout area items. Document type L01, which comes with SAP Retail, allows this linkage. Although a document may be of type L01, it can have an associated file with one of a number of different formats, such as .doc, .txt, .jpg, .wmf, .avi, .wav. You can display formatted text, images, etc., by clicking'LVSOD\2ULJLQDO in the pop-up dialog box where you link the documents to the product catalog. Assuming that the appropriate customizing has been done in the Document Management System, this will start the appropriate application, opening a separate window to display the text or image. While that application is open, you can edit the Product Catalog window. &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ CA - Document Management Guide [Ext.]
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3URGXFW&DWDORJ 6WDWXVDQG([SRUW,QIRUPDWLRQ Normally, many people are involved in planning a product catalog. Their activities must be coordinated and controlled. The Product Catalog component supports this task by providing the following information: •
Status of the documents
•
Missing document links, texts, or prices. (This information is indicated by checkboxes near the layout area items.)
•
Empty layout areas (i.e., those containing neither items nor subordinate layout areas), highlighted in red.
The system automatically creates change documents for product catalogs. These record what was changed, who made the change, and the date on which the change was made. Product catalog data can be exported to third-party systems, either in IDoc format from the Product Catalog menu, or via a BAPI. There are two IDoc types: one for the catalog structure and one for the position (article) data. You can manually select which catalogs or positions to export. This is useful, for example, when you want to initialize a catalog on an outside system (that is, export an entire catalog to that system for the first time). Alternatively, if you wish to update an existing catalog, you can use the ALE change pointers to detect which catalogs and positions have changed and need to have IDocs created. This reduces the quantity of data that needs to be exported. &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ CA - Document Management Guide [Ext.]
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3URGXFW&DWDORJ ,QWHUQHW3URGXFW&DWDORJDQG,QWHUQHW 2QOLQH6WRUH 8VH There are two R/3 Internet Application Components which are based on the Product Catalog functionality: •
Product Catalog
•
Online Store
In both components, customers can browse through the products offered online, either by clicking through the product groups or by using a search mechanism. Current pricing information is shown for each product. The interactive online store also integrates customer data creation, order entry, and credit card payments capability. The online store is a virtual retail store, fully able to support sales transactions over the Internet. Sales orders entered via the online store are assigned to the sales area contained in the R/3 Product Catalog basic data.
,QWHJUDWLRQ Both Product Catalog and Online Store Internet Application Components (LO-MD-AM) use a ®) standard Internet browser interface (for example, Microsoft Internet Explorer . An Internet product catalog consists of several shops (similar to store departments) so that customers can navigate more easily to find the products they want. Within the shops, product groups are presented; these correspond to the layout areas underneath the shops. Consequently, the layout hierarchy for an Internet catalog must have at least two layout area levels: one for shop nodes and the other for the product groups. (There can be several product group nodes attached to a single shop). •
Level 1: Shop (for example, women’s clothing, consumer electronics, produce). You could also think of this level as a store department.
•
Level 2 (and higher): Product groups (for example, women’s blouses, TVs, fruit)
In Internet catalogs and online stores, you can assign texts and documents to shop layout areas and to articles, but not to product group nodes. Documents can include large pictures, small pictures, or audio files, which are managed by the Document Management System. For more information on these kinds of files, see Customizing under /RJLVWLFV - *HQHUDO→/RJLVWLFV%DVLF 'DWD 3URGXFW&DWDORJ. For generic articles, documents and texts assigned to the generic article itself are used, not those assigned to the variants. Customers can choose to register with your business. They enter only their address data, and this triggers the creation of Customer master records in R/3. However, in order to complete the record, the system requires company code and sales area data; these are copied from the reference customer contained in the Product Catalog’s basic data. Customers choose a payment option: invoice or credit card. Invoices are handled as normal billing documents in R/3. If the customer choose to pay by credit card, the credit card data is checked and, if valid, the system allows the transaction to proceed.
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6HHDOVR Product Catalog on the Internet (LO-MD-AM) [Ext.]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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3URGXFW&DWDORJ3URFHVVLQJ 3XUSRVH This business process allows you to maintain product catalogs. Product flyers and catalogs contain information on articles, including their prices and order numbers. In addition to the printed form, these are often available electronically as CD ROMs, on the Internet or from kiosk systems, for example. Product catalogs are generally issued periodically in different languages and for different currencies.
6WHSVLQWKH3URFHVV 1. You assign the product catalog you wish to create a number and a name and maintain the data relevant to price determination. 2. You define the variants of the product catalog, specifying the number, language, currency and, if required, the name. 3. You define how the product catalog is to be structured (the layout) by creating layout areas. A layout area can either contain articles or other layout areas assigned to it. 4. You can assign multimedia objects (texts, images, or video animation, etc.) via the Document Management System to each layout area or article assigned. You can also enter long texts and headers (titles).
5HPDUNV •
Data will be made available to an interface for further processing (so that print layouts or HTML files can be created).
•
For further information on product catalog processing, in particular document links, please refer to the Document Management (control data) section of the implementation guide (IMG).
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3URGXFW&DWDORJ3URFHVVLQJ 3URFHGXUH To create a product catalog, proceed as follows: 1. On the Create product catalog: Initial screen [Ext.](UURU5HIHUHQFHVRXUFHQRW IRXQG enter a product catalog number and choose (17(5
2. Enter a description for the product catalog. 3. Maintain the data relevant to price determination. •
You must enter a document schema and a reference customer so that prices can be found for the articles contained in the product catalog. You can also enter a key date for which pricing is to be carried out. If you do not enter data in this field, the system uses the current date.
´ The calculation schema (sometimes referred to in the system as the pricing procedure) is determined via the sales area, document schema and customer pricing procedure. The price in the ‘subtotal 1’ level of the calculation schema is copied to the product catalog. •
You can enter a sales area or choose 6HOHFW to obtain a list of sales areas valid for the reference customer.
•
You also have the option of displaying the article prices in a particular currency in the product catalog.
4. Enter the period of validity for the product catalog. 5.
6.
Maintain the product catalog variants. For each variant you wish to maintain, enter a number, the currency, and the language for which the variant is to be valid. Give the variant a name. (Optional) You can also enter an advertising material and the number of copies planned. Save your entries.
7. You can choose /D\RXWto define how the product catalog is to be structured. ´ The root to which you can assign the hierarchical tree structure of the layout is predefined. 8. You can have the Classification System propose a layout hierarchy. To do this, select the relevant class type and class and then select the structures in the hierarchy tree you want to transfer. 9. Create a new layout area without a proposal by positioning the cursor on the node at which you wish to insert the layout area and choose (GLW→&UHDWHOD\RXWDUHD. Give the layout area a name. If you do not wish to create any further layout areas below this new layout area, enter the articles you wish to assign to the layout area with the required units of measure. 10. (Optional) You can also define a long text and a heading in the languages of the variants for the layout area and for each article in the layout area. To do this, position the cursor at the required point and choose 7H[WV. Enter the heading and long text and go back a step via *RWR→%DFN
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´ When you maintain texts at item level, you can copy the long text from the article master data by selecting %DVLFGDWDWH[W. 11. (Optional) You can insert documents. To do this, choose 'RFXPHQWV. You can then assign a document created in Document Management to a layout area or to a particular article in a specific unit of measure. This could be a photograph or a formatted layout page, for example. ´ Documents that you assign must be of a type that can be linked with objects WLBM (for articles) or TWGLV (for layout areas). To meet these requirements, the document type L01 is delivered in the standard version of R/3. 12. Save your entries and create further layout areas if necessary. 13. If you wish to assign further layout areas to the layout area to be created, select the layout area to which you wish to assign a layout area on the same level or on a lower level. Go to the &UHDWHOD\RXWDUHDmenu. 14. Depending on whether you have already created a hierarchy area, a dialog box appears asking whether you wish to create a hierarchy area on the same level or on a lower hierarchy level. 15. Repeat steps 9-12, but do not assign any articles to the layout area. ´ Once you have assigned articles to a layout area, you cannot assign any further layout areas below this. 16. (Optional) You can move parts of the layout hierarchy. •
To do this, select the part of the hierarchy you wish to move.
•
Position the cursor on the node at which the selected node or part of the hierarchy is to be inserted.
•
Choose 0RYH to reassign the part of the hierarchy you wish to move to the required point.
17. (Optional) You can also move items within a base layout area in the same way as described in step 16. 18. Save your product catalog.
1RWHVDQG5HPDUNV •
Τhe sequence in which you insert items is important, as this determines the rough positioning of the articles within a layout area.
•
Non-active checkboxes for 'RFXPHQWV and 7H[WV exist for the layout areas and the items assigned to these. By double-clicking on these fields you can go directly to an existing document or text link.
•
The numbers that appear next to the layout areas in the hierarchy tell you how many articles have been assigned to each layout area.
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If a layout area is highlighted in red, no article has as yet been assigned to it, even though this is possible.
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6HDVRQ 3XUSRVH Currently the Season component consists of markdown planning. Markdown planning allows you to establish dates for scheduled markdowns before the start of a season and monitor planned vs. actual sales on a regular basis to see how well the markdown strategy is working. It is also possible to schedule markups as well as markdowns, although this is less common.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV To create markdown plans, you must first configure the Article Master Data, Pricing, and Retail Information System components. You must first create markdown rules (standard discount schedules you use most frequently) in the Markdown Planning function, then create markdown types in Customizing (to associate the rules with specific distribution chains). Then you will be able to create markdown plans.
,QWHJUDWLRQ •
Markdown Planning passes markdown information on scheduled dates to the Pricing component, so that prices for clearance merchandise can be automatically recalculated. The system may round prices to print points you have established, if applicable. Markdowns do not take effect until you activate them.
•
New prices are subsequently downloaded to the store POS systems via the POS interface.
•
During the season, sales data is passed from the Retail Information System to Markdown Planning so that you can monitor planned vs. actual revenues.
)HDWXUHV •
Ability to schedule dates for multiple markdowns based on percentages of the original sale price.
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Ability to create standard markdown rules that reflect your pricing policies, then assign them to merchandise, thus streamlining the markdown planning function.
•
Ability to enter plans for a range of articles and stores.
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Ability to assign a standard markdown rule to an article while you are entering plan data, then modify the rule at that time. The modifications only apply to this instance, and do not affect other articles to which that rule has been or may be assigned.
•
An interactive planning screen allows you to create plans and see how they affect expected revenues. If you modify a markdown percentage, expected revenues are automatically recalculated on the screen. You can continue to make adjustments until you are satisfied with the results.
•
The system warns you if you have accidentally assigned overlapping markdown validity periods to a single article (which would have resulted in two different sales prices for that article at the same time).
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Although you can include several articles in your plan, you can choose to activate some and not others, or activate only certain markdown phases for a specific article.
•
Actual data is updated automatically. This includes not only sales revenue, but also weeks-on-hand, current inventory and value, mount of open purchase orders, etc.
•
Ability to make modifications at any time, even adding or deleting price phases (dates when markdowns are to occur).
&RQVWUDLQWV The system does not suggest markdown percentages or any changes to your plan based on actual results. Instead, you decide, based on sales revenues, whether to modify your plan or not. 6HHDOVR Pricing [Page 523] Promotion [Page 486] Seasonal Model with Weighting Factors [Page 1238]
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6HDVRQ 0DUNGRZQ3ODQQLQJ 8VH The sale of seasonal merchandise is strictly controlled by pricing strategies. Price markdowns are most often used to boost the sale of an article, but occasionally markups are used for articles that are selling exceptionally well. The objective of markdown planning is a balance between ensuring that as little stock as possible remains at the end of a season while minimizing the loss of revenue due to price reductions.
$FWLYLWLHV After carefully planning your markdown strategy in SAP Retail, you can monitor the planned vs. actual results in the system on a regular basis to see how well the strategy is working. You control the markdown plan, so you can make changes at any time if you see that sales are doing better or more poorly than expected. ´ The system does not suggest markdown percentages or any changes to your plan based on actual results. 6HHDOVR Pricing: Conversion to the New European Currency (Euro) [Page 532] Currency Conversion (Euro) [Page 1244]
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6HDVRQ 0DUNGRZQ5XOHV Before you can use the markdown planning function, you must first create one or more markdown calculation rules. Later you will apply these rules to specific plans or even to individual articles or merchandise categories. Markdown rules specify: •
The time interval between markdowns
•
The percentage of the original price at which the merchandise is to be sold during each price phase
•
The percentage of total sales you expect to achieve for each price phase
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Day 0 is when the merchandise is originally displayed in the store. Within the first 60 days, you expect that 50% of your stock will be sold at the full price. At that point you will mark the merchandise down by 25%, so that it now sells for 75% of its original price; this will contribute another 30% to sales. After another month, you again mark the price down by 25%, so that now the price is half off the original, and this will bring another 10% in sales. And so on for the remaining month. The first line is always reserved for the starting point, which by definition is 100% of the original price. If you do not enter this line, the system will automatically insert it for you. Your total sales volume need not equal 100%. Percents need not be whole numbers. To enter a markXS, use a percent that is larger than the previous line (e.g., 110% of original price). These are generic rules. They do not yet apply to any actual merchandise (you will do that in a subsequent step). You may want, for example, to have different markdown rules for women’s fashions, school supplies, Christmas novelties, etc. You can create as many or as few rules as you want. Markdown rules are a tool for standardizing your markdown procedures across product lines and streamlining your planning entries. When you apply a standard markdown rule to specific merchandise, you can change the parameters of the rule at that time: omitting or adding price phases, elongating the time periods, or otherwise tailoring the rule to the circumstances. These changes will not affect the standard rule itself, only your application of it in this specific instance.
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6HDVRQ 0DUNGRZQ7\SHV After you have created markdown rules, you create markdown types and assign rules to them. You can include a reference site or reference distribution chain in the markdown type, in which case the system will be able to suggest sales prices for articles in the markdown plan based on these references. If you do not enter this organizational data in the markdown type, the system will not suggest any markdown sales prices. You create these entries in Customizing for Retail. (Later when you create markdown plans, you will need to enter markdown types for them.) ´ You might define markdown types to distinguish between women’s fashions in your upscale department stores vs. your discount outlets: 0DUNGRZQW\SH
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In this example, your US and Canadian organizations would apply the same markdown rules for women’s fashions in upscale stores but would handle discount outlet markdowns differently. The advantage of using markdown types is that default information is copied to each article, thus saving data entry time.
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6HDVRQ 0DUNGRZQ3ODQV A markdown plan is a specific instance where you want to implement scheduled price changes for certain merchandise. For example, you have received a shipment of swimwear and want to schedule markdowns for it through the end of the season. First you must select a markdown type for this plan; this will cause certain data (markdown rule, sales price, purchase price) to default to each article in the plan. Then you select stores and an assortment of articles for which the markdowns are to be applied. Articles and stores can be chosen based on various selection criteria. The system then displays the articles in the plan, each on its own line. The markdown rule is copied from the markdown type and appears on each line, but you can change them on a line-byline basis if necessary. You can also add or delete articles from the list. You enter the total quantity of each article that you plan to sell, along with the starting sales price. When you press (QWHU, the system shows detailed calculations, including the planned revenues based on the purchase price, expected write-off amount based on the sale prices for all the price phases for that article, planned residuals (both quantity and value), and so on. (You don’t have to wait until you have filled out the screen before pressing (QWHU you can keep making changes and pressing (QWHU to update the calculations until you are satisfied with the results.) ´ The markdown table of articles is very wide. Use the scroll bar under the table to see all the columns. You can easily move columns by clicking and dragging the column headers to the left or right, and can save the customized view as a screen variant. By clicking a button, you can expand the display to show each price phase for each article, including such additional information as expected sales quantity, sales price at each price phase, expected revenue, margins, and so on. The time period for each price phase is based on the markdown rule you applied to it. You can delete price phases for an individual article, add new phases, or change the quantities or prices. You can also branch to a screen where you can maintain the list of sites to which the plan applies. You can add or delete sites from the list as desired.
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6HDVRQ $FWLYDWLQJ3ULFH3KDVHVDQG0RQLWRULQJWKH 5HVXOWV 8VH Price phases are not in effect until you activate them. You can choose to activate some articles and not others, or only some price phases for a given article. ´ Before the sales prices are activated, margins and markups are only calculated from the purchase price and planned sales price within the Markdown Planning component. When sales prices are activated, the full Retail calculation program is executed in the background, taking into account all other conditions that may be applicable, including any price point tables that may exist. When you click the $FWLYDWH button, a different screen appears. You can select articles for which you want to activate and a starting date for the price phases. If you do not enter a date, the system assumes you want to use today’s date as the starting date and will schedule the various price phases accordingly. When you execute the program, the system displays a list of the articles that it was able to activate successfully. Any article that it was unable to activate will be highlighted in red. You cannot have overlapping markdown validity dates for the same article in the same site. (You might attempt to do this accidentally if an article is assigned to two or more merchandise categories and you are creating different markdown plans for each one.) Since a price is set for each article based on a specific time period, overlapping markdown validity dates would mean that the same article had two different prices at the same time. The system will not permit this, and will generate an error message.
$FWLYLWLHV Once the plan has started, the system will automatically update the actual revenues as time passes. Planned and actual statistics for each article are displayed on the same screen: current sales revenue, number of weeks-on-hand, current inventory and value, amount of open purchase orders, etc. By analyzing the constantly updated statistics, you can decide whether you need to modify any part of the markdown plan. You can make modifications at any time, even adding or deleting price phases, as long as the price phase you are changing is neither in the past nor yet activated.
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6HDVRQV &XUUHQF\&KDQJHRYHUIRU0DUNGRZQ3ODQQLQJ 8VH When your national currency is changed to the euro, prices have to be converted and rounded off to price points. Consequently, you have to re-calculate the prices. As a result, all active markeddown prices you planned must be replaced by the new euro prices.
)HDWXUHV In changing over a currency, you can change the planned currency online as required. All values and amounts denominated in this currency are then converted and updated.
$FWLYLWLHV You have to convert markdown plans together with the conversion for a specific distribution channel and merchandise category so that the markdowns can also be implemented (as before) in euro. You proceed as follows: •
In the currency changeover interface, you determine all markdowns involved (either by generating a list or via Workflow).
•
The tool converts the planned data per distribution chain and article to euro (table WMFP). Prices that were previously activated are re-activated by the system.
•
You have the option of subsequently processing the data manually and then reactivating the markdowns.
5HIHUWR ISR – SAP Retail Seasons: Markdown Planning [Page 474] Currency Changeover in Retail (euro) [Page 1244] Currency Changeover Interface for Retail [Ext.] BC - Workflow Scenarios in the Applications: Currency Changeover in Retail (LO-MD) [Ext.]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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0DUNGRZQ3ODQQLQJ 3XUSRVH This business process enables you to plan markdowns for articles as part of season processing. At the beginning of the season, you can plan markdowns for fashion articles at particular intervals. It is of interest to know what quantities are sold at what price and when, and what the results of the markdown will be (for example reduced margin, achievable margin). The markdown planning functions enable you to simulate this data and subsequently activate it. You can also carry out a target/actual comparison for past price phases, so that you can adjust new price phases accordingly if, for example, you notice considerable differences. At the end of the process you have crated a markdown plan and can then create pricing conditions.
6WHSVLQWKH3URFHVV 1.
You enter the markdown type.
2.
You create a worklist to plan the markdowns. You can select parameters to extend the worklist.
3.
You assign the markdown plan a name and unique number. You check the basic markdown rule, create the start date for the first price, the planned sales quantity, and the final price for each article in the markdown plan. You can define the initial stock and choose whether price points are to be adjusted.
4.
For each article price phase, you check the start date, the price change as a percentage of the original price, the planned sales quantity and the share of the quantity sold. You can change the final price for each article price phase.
5.
You test the price calculation and deal with errors, if necessary.
6.
You activate one or more article price phases.
7.
You save the markdown plan.
5HPDUNV For information on the markdown planning, please refer to the Season section of the implementation guide (IMG).
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0DUNGRZQ3ODQQLQJ 3URFHGXUH 3UHUHTXLVLWHV To plan a markdown, proceed as follows: 1.
On the Create markdown plan: Initial screen screen, enter the markdown type and choose &RQWLQXH.
2.
Select the distribution chain(s), articles and sites that you want to plan the markdown for.
3.
Choose ([HFXWH.
´ You can display a report showing errors that occurred during selection. 4.
(Optional) Choose (GLW → 6HOHFWto extend the worklist selected in Step 2.
5.
Enter a short text and assign a number (if the system does not do this) and validity period for the markdown plan. Check the default markdown rule proposed from the markdown type.
6.
Check the Valid-from date for the articles. Enter a planned sales quantity, check the indicator for activating price point adjustment and define the final price. (Optional) Enter the initial stock.
7.
(Optional) Display an overview of the sites assigned to the markdown plan by choosing +HDGHU→ 6LWHV (Optional) Display an overview of the distribution chains assigned to the markdown plan and associated evaluations by choosing +HDGHU→ 'LVWULEXWLRQFKDLQV
´ You can choose +HDGHU→ 'HWDLOVto view the organizational data relevant to price determination, the RIS data that you need for a later target/actual comparison, and the default values from the markdown rule. 8.
Choose 2YHUYLHZ→$UWSULFHSKDVHV. to display an overview of the article price phases. Check the validity of the individual price phases for the articles, check the price change as a percentage of the original price or enter the final price for each phase and the change is calculated. Check or enter the planned sales quantity, or enter a share of the quantity sold for each phase and the system calculates the sales quantity.
9.
(Optional) For each article price phase, article or group of articles, simulate sales price calculation by selecting the required items (or have a report do this) and choose (GLW → 7HVWVDOHVSULFLQJ
´ If errors occur, these must be corrected before you can activate prices. 10.
For each article price phase, article or group of articles, activate sales prices by selecting the required items (or have a report do this) and choose (GLW → $FWLYDWH
11.
If you answer ‘Yes’ to whether you want to activate correctly calculated sales prices, the system creates condition records and saves the markdown plan.
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If you answer ‘No’ to this question, the sales prices are not activated and you change and save the markdown plan. 12.
(Optional) Choose ,WHP → $UWWDUJHWDFWXDOto view a comparison of target and actual data for an article or article price phases, and then adjust article price phases if necessary.
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3URFHVVLQJ0DUNGRZQ5XOHV 3XUSRVH This business process enables you to define markdown rules as part of season processing. You usually plan markdowns using a few fixed rule which define the extent of the markdown after a certain number of days, and the quantities of articles that are to be sold within these defined periods. You therefore define the markdown rules before you create a markdown plan. At the end of this process a markdown rule has been created.
6WHSVLQWKH3URFHVV 1. You assign name and number to the markdown rule. 2. For each phase, you maintain the duration, the price change as a percentage of the original price, and the share of the quantity sold. 3. You save the markdown rule.
5HPDUNV
•
Once you have defined an allocation rule, you can store this in the markdown type. When you create a markdown plant, this rule is used as the default for all items. You can change the markdown rule for the individual items in the markdown plan.
•
For information on markdown planning processing, please see the Season section of the implementation guide (IMG).
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0DUNGRZQ5XOH3URFHVVLQJ 3URFHGXUH To process a markdown rule, proceed as follows: 1. On the Create markdown rule: Initial screen, enter a unique number and choose &RQWLQXH. 2. Give the markdown rule a name. 3. Maintain the duration of the individual price phases. 4. For each price phase, define the markdown as a percentage of the original price. 5. For each price phase, define the quantity of an article that you want to have sold at the end of each price phase. 6. Save the markdown rule.
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3URPRWLRQ 3XUSRVH This component allows you to create promotions in order to sell articles at lower-than-normal price. Promotions can be either for merchandise purchased at a particularly good price from a supplier or for inventory reduction. You can create both retail promotions (for anonymous, off-the-shelf purchases) or wholesale promotions (with special pricing for known customers in your customer master data). Promotions are planned at the corporate level, with data being downloaded to various sites at the appropriate time. ´ If you plan to have wholesale promotions involving known customers, then for each such customer you must create the following records (if they do not already exist): •
Customer master record
•
Site master record (maintained the same way as for retail sites)
This way, the same subsequent processing functions that are available for retail promotions are also available for wholesale promotions. The exact scope of a promotion and the results you expect to achieve can be carefully planned in advance. The projected business volume - both for the promotion as a whole and for individual articles - can be planned in terms of key figures, such as purchase price, sales price, merchandise quantity, and logistic units (for example, pallets), and then compared with previous promotions. 6HTXHQFH
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Be able to override normal prices temporarily for certain articles for a certain period of time.
•
Plan and control promotions at the corporate level for various stores.
•
Automate various aspects of promotion processing
•
Monitor the success of a promotion real-time against the projected sales volume.
•
Better evaluate and fine-tune your promotion strategy by comparing past promotions to each other and to projected sales volumes.
,QWHJUDWLRQ To create promotions, you must first configure the Article Master Data and Pricing components. In addition: ,I\RXZDQWWR
7KHQXVH
Automatically allocate promotion merchandise to sites
Allocation component
Have special text and photos associated with promotion Document Management component articles for use in advertising Take promotions into account when replenishing stock
Replenishment component
Create wholesale promotions for known customers
Customer Master Data component
)HDWXUHV •
Automatic download of promotion prices to POS on specified validity date and automatic resetting of normal prices when the promotion is over.
•
Ability to control the degree of store participation (mandatory quantities of merchandise per store, optional quantities, optional participation)
•
Assignment of special purchasing or sales agreements to promotions
•
Assignment of themes and advertising collateral to promotions
•
Ability to set different validity periods and/or delivery dates for stores taking part in the promotion
•
Ability to set validity periods for purchasing, sales, and deliveries, for both retail and wholesale customers.
•
Announcement of upcoming promotion (optional)
•
Automatic allocation of merchandise to stores (optional)
•
Split valuation of promotion and normal stock (optional)
•
Automatic update of sales volume and other promotion data (during POS inbound processing) while a promotion is running.
•
Automatic resetting of prices back to the normal prices when a promotion ends (unless another promotion follows immediately or overlaps the first one).
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Automatic promotion determination when creating sales orders and purchase orders as well as during POS inbound processing.
•
Variety of reports and analyses available for evaluating promotions.
&RQVWUDLQWV This component does not: •
Automatically trigger markdowns on seasonal goods. Although this feature exists in SAP Retail, it is handled through the Markdown Planning component instead of through Promotion.
•
Automatically trigger purchase orders when promotion stock is depleted. Replenishment planning does take promotions into account, but quantities are merely suggested by the system.
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Organizational areas Headquarters [Page 103]
Promotion Processing [Page 517]
DC [Page 106]
•
Store [Page 108]
Sales Office [Page 110] •
6HHDOVR Assortment [Page 408] Allocation [Page 572] POS Interface - Outbound [Page 1171] Season [Page 471] Pricing: Conversion to the New European Currency (Euro) [Page 532] Currency Conversion (Euro) [Page 1244]
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3URPRWLRQ %DVLF'DWD Each promotion is managed in SAP Retail under a unique number. This number may be internally assigned by the system, or externally assigned by you. A promotion in SAP Retail is divided into header data and item data. It contains information about promotion merchandise and how it is replenished, the participating stores, the themes involved, and the advertising media used. Articles of merchandise involved in a promotion are entered at item level. Promotion theme(s) are assigned at header level. Some examples of themes are January white sale, Italian foods, yearend clearance. Individual articles are assigned to the themes, allowing the merchandise to be structured as it appears in the advertising media. Advertising material (such as newspaper ads, store flyers, TV commercials, outdoor media) are also assigned to a promotion, enabling the success of a particular advertising medium to be analyzed for a particular promotion. Promotional merchandise can be allocated to participating stores in different ways, depending on the type of announcement used. For more information, see Promotion: Announcement [Page 508]. Sales volumes and other data about promotions can be displayed and analyzed in the Retail Information System (RIS) at various levels and for various time ranges. ´ For information on how pricing is handled for generic articles with variants, see Pricing: Promotions Involving Variant Pricing [Page 550]
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3URPRWLRQ $VVLJQLQJ$UWLFOHVWRD3URPRWLRQ 8VH You can assign both individual articles and generic articles with variants to a promotion.
,QGLYLGXDO$UWLFOHV When you add an individual article, the system display the article description, unit of measure, and the default currency. You enter the quantity you plan to sell and the promotion price. You can also change the currency if you wish. ´ The sales price is the price for the unit of measure, which is taken from the article master data. If the unit of measure is a carton of soft drinks, for example, the sales price you enter is for the carton, not for the individual cans.
*HQHULF$UWLFOHVDQG9DULDQWV You cannot add variants to a promotion individually. You must add the generic article, and this determines how variants are handled. When you add a generic article, all its variants are automatically included. Variants which inherit their prices from the generic article are protected so you cannot delete any of them. Variants which have their own prices, however, can be deleted. You can change the display so that it shows only the generic articles, only the variants, or both. If the variants inherit their prices from the generic article, then the sales prices for the variants are for display only. If you change the sales price for the generic article, prices for the variants change automatically. However, if variants do not inherit their prices, then you can change their sales prices here, and changing the price for the generic article will not affect these variants. (It is possible, however, to change the purchase prices of individual variants, whether or not they inherit their sales prices from the generic article.) The sales quantity for the generic article is always the sum of all the quantities for its variants. This has the following effect: •
If you increase the sales quantity for a variant, the sales quantity for the generic article is increased by the same amount.
•
If you increase the quantity for the generic article, this additional amount is distributed to all its variants in whatever proportion existed among the variants prior to the increase.
´ Click here for an example of how changing quantities affects generic articles and variants. [Page 492] You can change the quantities for the variants either directly on the overview screen, or by branching to the variant matrix screen. 6HHDOVR Articles: Generic Articles and Variants [Page 270] Pricing: Sales Price Calculation for Generic Articles and Variants [Page 548]
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&KDQJLQJ4XDQWLWLHVIRU*HQHULF$UWLFOHVDQG9DULDQWV Assume your promotion includes the following: $UWLFOH
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300
Red blouse
200
Blue blouse
100
If you increase quantity for the UHG blouse by 100, you now have the following: $UWLFOH
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400
Red blouse
300
Blue blouse
100
If you now increase the quantity for the JHQHULF blouse by 100, you have the following: $UWLFOH
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500
Red blouse
375
Blue blouse
125
If you now increase the quantity for the EOXH blouse by 100, you have the following: $UWLFOH
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600
Red blouse
375
Blue blouse
225
In this last case, the increase is not distributed. Redistribution only occurs when you change the generic article quantity directly, not when the change results from a change in a variant quantity.
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3URPRWLRQ $VVRUWPHQW0RGXOHVDQG6WRUH*URXSV The standard assumption is that all stores participating in a promotion will carry the same assortment of merchandise. In this case, you simply assign single articles to a promotion. However, if you do need to have different merchandise in different stores, you can define assortment modules to which individual articles are then assigned. It is also possible to create modules containing a subset of the variants of a generic article. In addition to standard assortment modules, modules can be created specifically for promotions, such as back-to-school promotions or January white sales. In the case of stores carrying the same merchandise, the system automatically creates a promotion module without any action being required on your part. If an article is not normally carried in a store, but the store is to participate in a promotion which includes that article, then the system will automatically create a listing for that article and that store for the duration of the promotion. This enables the store to sell articles that it does not normally handle. If certain stores are to carry some of the promotional articles but not others, you can manage this by creating exclusion modules. If an article of merchandise is assigned to an exclusion module, the article will not be available in the stores to which the exclusion module is assigned. ´ A promotion of Italian foods might normally include wines, but local laws prevent some stores from selling alcoholic beverages. In that case, you could create two assortment modules: one module for all Italian foods and one exclusion module for wines. If Store X has been assigned both modules, it will be able to sell all Italian foods H[FHSW wines. You cannot override an exclusion module at the promotion level. That is, if an article is expressly excluded (by an exclusion module) from a store, you cannot assign the article to that store even for the duration of the promotion. If an article belongs to two or more assortment modules and those modules are assigned to the same store group for a given promotion, the system will generate an error message. That is, an article cannot be listed twice for the same store during a given promotion. Each promotion must have at least one store group assigned to it. A store group contains one or more stores with some common factor: Southern stores vs. Northern stores, food stores vs. automotive stores, upscale stores vs. discount stores. These store groups are defined in the Classification system and assigned during promotion planning. For a given promotion, a store can only be assigned to a single store group. ´ In Customizing for Retail, under $SSOLFDWLRQV, you define which class types can be used in promotions. Only store groups with these class types are permitted in promotions. It is important that store groups which are defined as customer class types, for example, are entered here or else they cannot participate in promotions. 6HHDOVR Assortment [Page 408]
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3URPRWLRQ &RQGLWLRQVDQG$JUHHPHQWV 8VH You can assign purchasing agreements to a promotion, along with special pricing conditions, or you can assign single purchasing conditions. For example, a supplier may offer you a one-time discount price on a promotional article, with an additional 5% rebate on volume sold and the ability to ship unsold stock back to the supplier. You can also assign purchasing conditions (such as a discount rate) to a vendor rather than attaching them to any specific agreement. Likewise you can assign sales conditions or sales arrangements to a promotion. Several customers can participate in such sales arrangements. For wholesale, you can assign special conditions to certain customers. For example, you may supply promotion merchandise at one price for most of your customers, but for your best customers you may offer an additional volume incentive.
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6HHDOVR Pricing: Conversion to the New European Currency (Euro) [Page 532] Currency Conversion (Euro) [Page 1244] &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ SD - Promotional Pricing Agreements [Ext.]
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3URPRWLRQ 9DOLGLW\3HULRGV 5HWDLODQG:KROHVDOH 5HWDLO9DOLGLW\3HULRGV Normally, promotions run for a set period of time. In SAP Retail, you define starting and ending dates for the promotion; for example, sales period, purchasing period, listing window, last date for good receipt in stores, etc. Given this information, when procuring promotion merchandise for example, you can determine the exact date on which the promotional merchandise must be in the distribution center in order to be delivered to the stores in time. Shipping dates can vary for different stores; for example, a New York distribution center might ship sale merchandise to Connecticut two days before the start of a promotion, but to California a week before the promotion. Listing rules govern which stores can sell (or reorder) which articles at which times. If Store X normally sells winter gloves only through the end of March and you create a promotion that runs into April, the system will issue a warning message. However, you can override the message, in which case Store X will be able to sell winter gloves in April. You can have different validity period dates for different stores or store groups participating in the promotion. For example, a promotion on swimwear might start earlier and last longer for stores located in warmer climates than for those in colder ones. If you define different validity periods for different store groups, then the entire promotion period is considered to be between the earliest starting date and the latest ending date for all stores participating in the promotion. %DFNWRVFKRROSURPRWLRQ
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The following validity periods are defined for retail promotions (see illustration below): •
The SXUFKDVLQJperiod, within which you can order merchandise from your suppliers. Only during this validity period do the promotion purchasing conditions apply.
•
The RUGHUperiod, within which orders can be placed with the distribution center
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The GHOLYHU\period, within which merchandise must arrive in the stores
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The VHOOLQJperiod, within which the sales price conditions defined for the promotion are valid and within which the merchandise is on sale in the stores
Promotional merchandise can be delivered prior to or during the promotion validity period, but not afterward. It also cannot be reordered after the listing period has elapsed. Promotions may overlap. The same article can be assigned to the same store for two different promotions that overlap, provided that all the article data (including the promotion price) is identical in each case. ´ Winter gloves are assigned to both the “Winter Festival” promotion which runs from December to January and the “Christmas” promotion which runs from November to December. The “Winter Festival” price is $8 while the “Christmas” price is $7. The promotions overlap in December, but the gloves can only be sold at one price in the store. The system therefore shortens the period in which the gloves are assigned to the “Winter” promotion by a month, and the gloves will be sold for $7 in December. This will affect target sales for the “Winter Festival” promotion. For reporting purposes in the Retail Information System (RIS), however, sales and purchasing volumes can only be assigned to one promotion at a time.
:KROHVDOH9DOLGLW\3HULRGV Promotions staged by wholesalers differ from retail promotions in the way in which the periods that apply to the promotion are defined. For wholesale promotions, only three periods are defined (see illustration below): •
The SXUFKDVLQJperiod (same as for retail promotions), within which you can order merchandise from your suppliers. Only during this validity period do the promotion purchasing conditions apply.
•
The VDOHVRUGHU period, within which the promotion applies to incoming sales orders and within which sales price conditions are granted for these sales orders. The pricing date in sales orders must therefore be within the sales order period of the promotion. In configuring, the pricing date must be set as today’s date in the Customizing setting for the sales document type.
´ When wholesalers create promotions and receive orders from participating retailers, the system checks that the pricing date is within the sales order period. The retailers’ promotion sales period has no influence on the wholesaler’s pricing, but if the wholesalers have stored that information in their promotion, they can use it to request orders from retailers or give them other timely support (for example, advertising materials or services). •
2SWLRQDO The GHOLYHU\period(s) within which the merchandise is delivered to retailers. The delivery date requested in the sales order should be within the delivery period defined for the promotion, otherwise the system displays a warning.
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6HHDOVR Sales Order Processing: Sales Order with Promotion Determination [Page 1139]
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3URPRWLRQ 6WDWXV 8VH There are several steps in creating a promotion. The system will not let you move on to the next step until all prior required steps are completed. If you receive an error message, it may be because you have not completed all the necessary steps first. You can save your work at various stages along the way. Merely saving the promotion does not cause it to become active.
$FWLYLWLHV The system allows you to keep track of your progress in creating the promotion. As you complete each step, the system changes the status automatically and displays it in the Planning Data screen. For example, a “Listing” status means that listing conditions have been created and that the promotional merchandise is listed in all stores participating in the promotion. Once the promotion attains a certain status, you can no longer change earlier articles. In addition to overall status, the system displays the number of elements assigned to the promotion, such as the number of themes and assortment modules and whether advertising media have been created. This also affects what you can and cannot do; for example, once pricing conditions have been activated, articles can no longer be removed from the promotion. You can also compare the business volume generated by earlier promotions (e.g., last year’s January white sale vs. this year’s January white sale) and set a target revenue for the promotion you are creating. By accessing the Retail Information System directly linked to Promotions, you can keep track of expected vs. actual revenues.
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After you have completed all the necessary tasks and once the promotion prices are activated, you have the opportunity of analyzing the effects that the promotion will have on the resulting margins. This can be done for the full promotion or for individual articles, themes, or vendors.
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3URPRWLRQ 6XEVHTXHQW3URFHVVLQJ 8VH In a series of subsequent steps, the promotion is activated and a number of activities automatically initiated by the system, without any intervention being required by the user: •
As a result of the prices you have entered and activated for the merchandise in the promotion, the system automatically triggers the outbound processing of the pricing conditions to the POS systems in the stores.
•
The creation of allocation tables leads to the splitting up of the total quantity of merchandise among the stores. Stock transport orders or deliveries from the distribution centers to the stores can be automatically generated from the allocation tables.
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The listing function of Promotion subsequent processing leads to the creation of listing conditions valid for the merchandise in the stores and the automatic generation of assortment lists, determining which merchandise can be ordered and replenished within the period of the promotion.
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The stores are notified [Page 508] of the promotion and are given full details of the articles of merchandise involved in the promotion, the quantities allocated to each individual store and the necessary logistics control data (the order data agreed with the vendor, the date when the merchandise is scheduled to arrive etc.).
6HHDOVR POS Interface - Outbound [Page 1171]
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3URPRWLRQ 6XSSO\6RXUFH'HWHUPLQDWLRQ 8VH You can have the system suggest the best supplier for each article in a promotion. Although considered part of subsequent processing, this is an optional feature which is not automatically invoked by the system, and can be used independently of the other subsequent processing functions.
)HDWXUHV Once you have created a promotion and saved it, you can then invoke supply source determination. Each article is listed on a separate line. For generic articles, only those variants which do not inherit their prices from the generic article are selectable. You select the articles you want, then ask the system to suggest sources. The system searches for both internal and external suppliers, which may be different for each site, distribution chain, purchasing organization, etc. It displays its choice on the screen, but you can override this, if desired, by entering a different supplier. Alternatively, you can have the system display all possible sources as well as an indication of the system’s choice, and select the supplier you want. ´ When generating promotion allocation tables, the system checks the allocation table item categories for the supply sources. If a supply source does not have the correct item category, an error message appears and the allocation table cannot be generated. However, when the system automatically determines a suggested supply source, it does not take the allocation table item category into account. 6HHDOVR Supply Source Determination [Page 659]
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3URPRWLRQ 6SOLW9DOXDWLRQIRU3URPRWLRQ0HUFKDQGLVH 8VH In retailing, it is common to separate promotion merchandise from normal stock, even though the articles may be identical. Sometimes the labels on the promotion merchandise are changed so that it is clear that this merchandise is to be handled differently. Since merchandise set aside for promotion is usually sold at a lower price than the normal stock, SAP Retail allows you to value each type of stock separately. 6HHDOVR Inventory Management [Page 845]
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3URPRWLRQ +RZ6SOLW9DOXDWLRQ,V&RQWUROOHG 8VH Valuation is controlled by three factors: •
Valuation category
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Valuation type
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Valuation class
Valuation categories are set up in Customizing to determine whether split valuation of a particular article is allowed for each valuation area (usually a store or distribution center). Each category can have one or more valuation types assigned to it. Valuation category 5, for example, enables split valuation to occur automatically for two types of stock: promotion stock and normal stock. Valuation of an article occurs at the type level. For a given article, you assign a valuation category and valuation class in the article master record for each store that stocks that article. The valuation category determines which valuation types are valid for that article in that store; for example, for category 5, the only valid types are promotion stock and normal stock. The valuation class (defined in Customizing) determines the General Ledger account for the article. ´ Click here for an example of how valuation categories and types can be used. [Page 504] ´ Depending on your setup in Customizing, a store may have more than one valuation category. If an article in a given store has valuation category5 and is assigned to a promotion module, it will be valued as a promotion article and the value posted accordingly. After the promotion is over, the valuation will revert to normal (no split valuation).
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([DPSOH8VLQJ9DOXDWLRQ&DWHJRULHVDQG7\SHV Suppose you define valuation category 5 in Customizing as follows: 9DOXDWLRQFDWHJRU\
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This means that these four valuation types are valid for valuation category 5, but it does not mean that all four types necessarily apply in any given store. Assume that Store 1 (an upscale fashion store) has valuation category 5 but uses only two of the valid valuation types: normal and promotion. Store 2 (a discount outlet) also has valuation category 5, but uses only these valuation types: standard outlet price and damaged/factory seconds. 6WRUH
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If a men’s suit is assigned valuation category 5 in its article master record, then the stock of that suit in Store 1 could only be valued at the normal or promotion rate. If a shipment is damaged or of poor quality, upscale Store 1 could not value it at the normal or promotion price. The store might choose to either return the shipment to the manufacturer, or ship it to outlet Store 2, where it could be valued as either damaged goods or factory seconds.
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3URPRWLRQ 6SOLW9DOXDWLRQDQG,QYHQWRU\0DQDJHPHQW 8VH When purchase orders are created, the system checks to see whether the article is assigned to a promotion. If so, it proposes the default valuation type (for example, promotion or normal) based on the valuation category in the article master record and the valuation types assigned to it in Customizing for Material Management. However, this can be overridden (changed to normal, or no split valuation) if the purchasing agent determines that the vendor cannot supply the article at the reduced purchase price. When goods are received into the warehouse, values are posted to the appropriate General Ledger account (normal or promotion) depending on the valuation type. For clearance sales of current inventory (as opposed to promotions where merchandise is specially ordered), your entire inventory of the articles involved should be revalued as promotion merchandise (rather than normal merchandise) prior to the start date of the promotion. For stock transport orders, articles will be revalued according to the valuation category for those articles in the receiving site. ´ Click here for an example of how split valuation works. [Page 506]
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6SOLW9DOXDWLRQ([DPSOH This example demonstrates split valuation for a single site. As goods are received, they are assigned to either promotion or normal stock based on the purchase orders, and the inventory is reevaluated accordingly. Likewise, with each sale, inventory for the corresponding type of stock is reevaluated. For normal stock, the purchase price is $10 and the sale price is $15. For promotion stock, the purchase price $8 and the sale price is $12. *RRGV PRYHPHQW
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Starting inventory
1,000 articles @ $10 = $10,000
1000 articles @ $8 = $8,000
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100 articles received into QRUPDO stock
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3URPRWLRQ 6SOLW9DOXDWLRQDQG5HYHQXH3RVWLQJ 8VH For both POS and non-POS sales, the sales document for an article contains the promotion number, if it exists. If so, the value of the article sold is posted against the promotion stock account for the site and the revenue is posted to a special promotion account. If a promotion number does not exist (for example, when the promotion is over), the value is posted to the normal stock and revenue accounts. If a store initiates a price reduction for an article (e.g., an individual “store manager’s special” rather than a centrally coordinated promotion), that reduced price will apply to the entire normal stock of that article in inventory at the store, but not affect stock in other stores or the distribution center.
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3URPRWLRQ $QQRXQFHPHQW 8VH In promotion processing, member stores are informed of upcoming promotions via the announcement function. They are given full details about the merchandise involved in the promotion, the quantities (suggested or mandatory) allocated to each individual store, and the necessary logistics control data (such as the date when the merchandise is scheduled to arrive).
)HDWXUHV $QQRXQFHPHQW'DWH Part of the planning process is determining when announcement is to occur. You can define an announcement date that is different for different store groups. For example, a Winter promotion might create an announcement on October 1 for stores in cold climates and on November 1 for stores in warmer climates. Announcement is set up when you perform subsequent processing, and the R/3 message control function prints the announcements when the announcement date is reached. Currently, announcements are printed on paper. However, in a future release of SAP Retail, users will be able to define other ways in which announcements can be made: by Telex, Telefax, Teletex, SAPmail, or EDI (Electronic Data Interchange).
$OORFDWLRQ4XDQWLWLHV The quantity of stock to be allocated to the stores depends on the announcement type you set up. In Customizing, you can define an announcement type for each promotion type, and this announcement type will become the default for the site groups assigned to promotions of that type. However, when creating promotions, you can still change the announcement type at the site group level. •
0DQGDWRU\TXDQWLW\ Standard allocation rules can be used to apportion stock automatically to the various stores participating in the promotion. Individual stores have no choice with regard to participation or quantities; they must accept the quantity specified by headquarters. Stores cannot order additional quantities.
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6XJJHVWHGTXDQWLW\ZLWKRSWLRQDORYHUULGH Standard allocation rules can be used to apportion stock automatically to the various stores participating in the promotion, but the stores can change the quantities. The system will take into account the store’s requested quantity, but the actual quantity shipped need not match the requested quantity (for example, if a store requests 75 items but the minimum quantity is 100, the store will receive 100). A response of 0 means that the store does not want to participate in the promotion. No response means that the suggested quantity is accepted by the store.
•
1RVXJJHVWHGTXDQWLW\PDQGDWRU\UHVSRQVH stores must inform the distribution center of the goods and quantities they wish to receive. There is no automatic allocation from the distribution center to the stores; allocation rules are not involved. All merchandise must be specifically ordered by the stores. Even if they do not want to participate in the promotion (quantity = 0), they must still send a response at least to confirm receipt of the announcement. If they do not respond by a designated date, a warning message is generated.
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The stock allocation method for an article is defined in the allocation rules. In order for purchase orders to be generated automatically from the allocation tables, you must assign a purchasing group to the promotion. 6HHDOVR Allocation [Page 572]
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3URPRWLRQ 5HSOHQLVKPHQW3ODQQLQJ 8VH Once a promotion is in the planning stage, the Replenishment Planning function becomes aware of that upcoming promotion. For inventory reduction promotions or for one-time purchases of a set quantity of promotion merchandise, no replenishment planning is needed. But in other cases, the retailer must plan to have enough stock on hand to meet customer demand. If insufficient stock is available in the distribution center for the promotion, the replenishment planning function is invoked to generate purchase orders.
)HDWXUHV Stock transfer orders are created when a store’s required promotion quantity is greater than 0 and stock will be shipped directly from the distribution center to the stores. If the stock is to be drop-shipped by the vendors to the stores, then store purchase orders are created instead of stock transfer orders. In this latter case, the Replenishment Planning function is invoked. When a distribution center plans article replenishment on a regular frequency, R/3 looks at past periods to determine how much stock is needed for the upcoming period. This assumes normal sales volume. But if a promotion is planned for that period, sales volume will increase, and more stock than usual will be needed. R/3 will first determine the normal replenishment quantity for the upcoming period. Then it looks to see if a promotion for this article will occur during the upcoming period. If so, R/3 displays a message indicating that a promotion is planned and the time schedule for it, but will not suggest how much extra stock will be needed to meet the promotion demand. ´ A distribution center is planning replenishments for next month. For a given article, normal usage is 80 pieces per month. However, a promotion scheduled to begin near the end of the month will require 120 pieces for the promotion alone. For these 120 pieces, stock transfer orders or deliveries already exist in the system for the promotion. The system will suggest a quantity of at least 120, but will not take into account the normal 80 plus the 120. The user has the option of accepting the 120 or increasing the quantity.
$FWLYLWLHV The stock planner can look at the promotion data and change the quantity suggested by the system. If the required promotion merchandise is already on hand, but should be reserved for the promotion and excluded from the planning process, then the merchandise must be posted to a special promotion stock location which is excluded from the planning process. Automatic storage location determination ensures that all stock movements for the promotion merchandise will be done from that location. The replenishment planning program takes existing purchase orders and stock transport orders into account when calculating available stock and replenishment quantities.
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3URPRWLRQ 3URGXFW&DWDORJ3ODQQLQJ 8VH Advertising is an important factor in retailing, helping to draw customers into your stores. Advertising can include product catalogs and printed flyers, HTML pages for the world wide web, POS terminals, and CD-ROM catalogs. Managing these media can be difficult and timeconsuming. To help you do this, Retail Promotion Management includes a Product Catalog Planning function, which encompasses all these forms of advertising.
$FWLYLWLHV The planning process may include: •
Creating an article in the Article Master Data to represent a product catalog, using article type (for example, WERB) which has article identification number 3 (product catalog). This can be used to perform logistics functions for product catalogs, such as ordering, stocking, and distribution of the catalog. (This is optional; you can work with product catalogs in SAP Retail without establishing an article master data record for it.)
•
Creating a specific catalog for the promotion
•
Selecting articles to be featured in the catalog.
•
Assigning articles to specific pages within the catalog and specifying position on page.
•
Using the R/3 Documentation Management System that comes with SAP Retail to create or store text and images (or for electronic media, even video and audio) for the catalog.
´ You will need to assign each item a document type that matches the document type defined for Retail product catalogs in Customizing under General Control, Retail Master Data (the default is L01, although you can change this). Otherwise, you will not be able to link the document to your catalog. Although a document may be of type L01, it can have an associated file with one of a number of different formats, such as .doc, .txt, .jpg, .wmf, .avi, .wav. •
Linking the text, images, etc., in Document Management to articles for the promotion.
´ You can display text, images, etc., in the Product Catalog window by clicking Display Original in the pop-up dialog box where you link the documents to the catalog. This will start the appropriate application, opening a separate window to display the text or image. While that application is open, you can edit the item (if desired), save it, and close the application, returning to the Product Catalog window. •
Planning the page space requirements (in any user-defined unit) for an article.
•
You can have several variants of a product catalog, each based on a specific language and currency combination; for example:
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USD (US dollar)
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For every variant you can assign an product catalog article number and plan the production quantity. The promotion articles are identical in each variant. You can define separate article texts (headings, long text) in each language for which an product catalog variant exists. ´ Click here to see sample steps in planning a product catalog. [Page 513] &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ CA -Document Management Guide [Ext.]
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3URGXFW&DWDORJ3ODQQLQJ([DPSOH Suppose you have planned a holiday promotion for designer perfumes. You might use the following steps to help you plan a sale catalog: )XQFWLRQ
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Article Master Data
Create an article master record for product catalog, using the article type WERB (which designates advertising)
adarticle
Promotion
Create the promotion and assign different perfumes to it.
perfsale (includes fragparis “Fragrance of Paris” perfume)
Promotion
Create the product catalog (perfad1296) and link the article master record (adarticle) to it.
perfad1296, adarticle → perfsale
Promotion
Assign several of the perfumes to the catalog.
fragparis → perfad1296
Graphics application
Create or scan a picture of “Fragrance of Paris” perfume in a graphics application of your choice.
paris.jpg
Document Management
Create a document called addoc (type L01) and enter some accompanying text for the picture. Add paris.jpg to the list of associated files for this document.
paris.jpg → addoc
Promotion
Link the document to the “Fragrance of Paris” article in the catalog.
addoc → fragparis
Promotion
Decide that “Fragrance of Paris” will appear as fragparis → position 1, the first article on page 3 of the piece. page 3 of perfad1296
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3URPRWLRQ 'LVSOD\LQJ'DWDIRU3URPRWLRQV 'DWD5HVXOWLQJ)URP6XEVHTXHQW3URFHVVLQJ You can display a listing of all promotion articles assigned to a site, and all sites that are able to carry a specific article. For each article, the system displays data which includes, for example, prices, margins, listing status, announcement status, overall processing status, etc. SAP Retail’s table control technique allows you to move the columns around, suppress or display various types of information, and so on. The following reports are also available: •
Margins (arithmetic mean) for promotion articles
•
Margins (weighted) for promotional articles
•
List of all prices relevant to the promotion (purchase prices, distribution center price, store retail price)
•
Sales price list with normal sales price vs. promotion price
The report showing weighted margins, for example, shows the revenue to be generated, multiplied by the margin for each article involved. By running this report, for example, you can see in advance how effective your promotion will be. If the results are not to your liking, you can increase the margins and recalculate the revenue until the results are satisfactory. In most cases, you can drill down on individual items on the screen to see further details.
$QDO\VHVDQG5HSRUWV You can display statistics on current and past promotions so that you can evaluate and compare how well they did. From the Promotion menu, you can select $QDO\VHV and then branch directly into the Information System. You can then select individual promotions or a range of promotions that you want to compare, or select a time frame and see all promotions that occurred during that time. You can also see, for example, how well an article in a promotion sold in different stores. You can drill down into a promotion to see statistics on the individual articles. Here, too, you can choose which key figures to display in which order on the screen. You can display all of the reports discussed above for past promotions as well.
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3URPRWLRQV &XUUHQF\&KDQJHRYHU 8VH When the key currency is changed to the euro and the new prices are rounded off to price points, you have to carry out a new price calculation. As a result, all previous promotions that are not yet active and were planned in the old currency must be converted. The previous sales prices must be replaced by the new euro prices.
)HDWXUHV In promotions, you can change the planned currency online as required. All values and amounts denominated in this currency are then converted and updated. This does not apply to active promotions, i.e. promotions that are already running may have bee published (in newspapers, for example) with prices in the previous national currency.
$FWLYLWLHV You must process the relevant promotions that are not yet active while you are making the changeover for a particular distribution chain and merchandise category. You proceed as follows: •
In the currency changeover interface, you determine all non-active promotions involved (either by generating a list or via Workflow).
•
The Euro tool converts the prices (planned prices) for each store and article involved in the promotions concerned to the euro.
•
You have the option of subsequently processing the data manually and then reactivating the promotions as and when required.
5HIHUWR ISR – SAP Retail Promotion [Page 486] Currency Changeover in Retail (euro) [Page 1244] Currency Changeover Interface for Retail [Ext.] BC - Workflow Scenarios in the Applications: Currency Changeover in Retail (LO-MD) [Ext.]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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3URPRWLRQ3URFHVVLQJ 3XUSRVH This business process allows you to plan and carry out promotions. After a promotion is planned, you can carry it out by triggering the required subsequent activities. Subsequent activities include activating prices, generating and processing the promotion allocation table, announcing the promotion, listing promotional merchandise in the sites and winding up the promotion. Subsequent activities are only required in wholesaling if you have created the retail customers as sites and have assigned the promotion in a site group. A promotion is a marketing activity aimed at boosting sales. Since vendors often support marketing activities by granting special conditions, a promotion involves not only the sales side visible to the customer, but the purchasing side, too. First a promotion is planned in advance. This involves defining the articles that are to take part in the promotion, and determining the purchase prices and sales prices. During the planning phase all the data in the promotion can be changed as required. In wholesaling, retailer customers usually place orders for articles on promotion. Period-specific sales price conditions (sometimes at article level) are the relevant factors for these promotions. It is possible to carry out subsequent activities as in a retail promotion. After the planning phase has been completed, a whole series of subsequent activities takes place: The promotional merchandise must be procured and split among the stores, the stores must be notified of the promotion and the necessary data prepared. The merchandise on promotion has to be labeled.
6WHSVLQWKH3URFHVV 1. You define the type of promotion (such as advertisement in a daily, advertisement in company-own newspaper) to classify the promotion. 2. You assign a unique promotion number to the promotion. 3. You maintain the header data relevant for the whole promotion. This includes data on the stores participating in the promotion, their required assignment to a purchasing organization, validity periods in which the articles are on sale (to consumers or to retailers), sales price currency, name of the promotion and a comparative promotion. 4. You can also plan the sales volume you hope to achieve with the promotion. 5. You can maintain specific data for individual sites or site groups. This includes the date of the announcement of the promotion, the planned date of goods receipt for the stores, the listing period and the selling period. 6. You assign the merchandise involved to the promotion. You can maintain a variety of data for each individual article, including quantities, quotas, minimum order quantities for the stores, planned prices, the period in which stores can order merchandise and be supplied, as well as replenishment and return specifications. 7. If a promotion covers a number of different areas, you assign themes to the promotion.
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3URPRWLRQ3URFHVVLQJ 8. If the promotion is to be supported by the product catalogs, you can assign a number of promotional product catalogs to a promotion. 9. You can create promotion modules for assortment creation manually, and assign promotional articles to these. 10. You can also maintain vendor conditions and sales conditions for the promotion. These can be conditions granted directly or volume rebate arrangements. 11 You can assign articles to the themes you defined or to the promotional product catalog. 12. Promotion planning is then complete and subsequent activities can be initiated. 13. You can determine a valid source of supply for the articles involved in the promotion manually, or have the system propose one. 14. You ensure that a site involved in the promotion only occurs once in the site group assigned to the promotion. If it occurs twice, you remove the double assignment. 15. To ensure that merchandise is available in the stores as required, and to ensure they are included in the assortment list, you must list the promotional merchandise in the sites involved in the promotion. You can, if desired, list merchandise in a site or site group for the validity period of the promotion only. If you created the promotion modules manually, the system checks for consistency. 16. You must then activate price conditions specific to the promotion that are only valid for the period of the promotion. By activating these conditions, you trigger transfer of the data to the assortment list. 17. You can, if required, split up quantities of promotional merchandise among the stores. 18. You can then notify the stores of the promotion and all the associated data using the promotion announcement function. 19. You can assign the relevant additionals to the promotion or the promotional articles.
5HPDUNV •
Before you can create a promotion, the articles concerned must exist in the system.
•
The stores taking part in the promotion must be grouped together in store groups (this is also the case if there is only one store taking part in a promotion) and each site may only occur in one of the site groups that is relevant for the promotion.
•
For information on promotions, please see the Promotions section of the Implementation Guide (IMG)
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&UHDWLQJD3URPRWLRQ 3URFHGXUH To create a promotion, proceed as follows: 1. On the Create promotion: Initial screen [Ext.] enter the promotion type and the promotion to be created. You can enter a reference promotion. The data from the reference promotion is copied to the promotion you are entering. Choose ENTER. 2.
The item overview screen appears. Enter the required header data of the promotion.
3. On the item overview screen enter the article, planned quantity, sales unit and, if required, the promotional sales price for every item. ´ You can enter the sales price on this screen, on the overview screen of price planning or on the overview screen of article planning. 4. Choose *RWR→+HDGHU→%DVLFGDWD to branch to a screen where you can enter organizational data, the condition type groups for Purchasing and Sales and the related price activation indicator, the listing procedure, the allocation type, the promotion announcement type and the output determination procedure. ´ If you wish to clearly define responsibilities, you can assign a purchasing organization to a promotion as an attribute. You can enter a different purchasing organization, purchasing group, sales organization and distribution chain for every article in the article planning screen. You first must enter the articles concerned as individual items in the promotion, select them and branch to the article planning screen by choosing 'HWDLOV→ 3URPRWLRQWRDUWLFOH. You can also define whether you wish to block a promotion or a particular article for further processing and the period involved. If you block a promotion, you also have to enter a blocking reason. 5. Choose 'HWDLOV→3ODQQLQJGDWD to branch to a screen where you can enter a comparative promotion. In planning the promotion, you can refer to the comparative promotion. On this screen you can enter the sales volume you plan to achieve at purchase and at sales prices. 6. On the quantity planning screen, you can enter planned sales quantity and quantity to be allocated for every article. ´ To generate an allocation table for the promotion in subsequent processing, you must enter the allocation quantity and the allocation rule. 7. On the price planning screen, you can enter the planned sales quantity, purchase price and sales price for every article. 8. On the logistics control screen, you can enter the order date and the ordering and delivery period.
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&UHDWLQJD3URPRWLRQ 3URFHGXUH 9. If you wish to create special conditions for the promotion, choose *RWR→&RQGLWLRQV → 3XUFKDVLQJor *RWR→$UUDQJHPHQWV→ 3XUFKDVLQJfor purchase price conditions, and *RWR→&RQGLWLRQV→6DOHVor*RWR→$UUDQJHPHQWV→ 6DOHVfor sales price conditions ´ To continue processing the promotion, you have to switch to change mode. Choose 3URPRWLRQ→&KDQJH 10. At promotion header level, you can choose ([WUDV→ 7KHPHto assign themes to a promotion, and ([WUDV→ 6LWHJURXSto assign further site groups and maintain data relevant to the site group(s). ´ By assigning articles to specific themes, you can group together merchandise within a promotion. 11. At promotion head level, you can choose ([WUDV→ 3URGXFWFDWDORJ→ 2YHUYLHZto assign a product catalog to the promotion. In the overview screen that appears, choose ([WUDV→ 3URGXFWFDWDORJ→ &UHDWH, to branch to the screen for entering a promotion product catalog. On this screen, enter a number and a name for the promotion product catalog. Define the data for the product catalog variants. You can include promotional articles in the product catalog and assign these a place in the catalog, as well as external documents, and text. Go back to the fast entry screen. 12. To enable you to define an assortment of merchandise specific for a promotion, you can manually create an assortment module. Choose ([WUDV→ 3URPRWLRQPRGXOH→ 2YHUYLHZ A window appears in which you can create new promotion modules. Choose ([WUDV→3URPRWLRQPRGXOH→&UHDWHto create a new module. You also have to define the module type. This must always be a promotion or exclusion module. Assign a number to the module, and add the required articles to the module items by choosing (GLW → $GGLWHP Choose ([WUDV→ 3URPRWLRQPRGXOH→$VVLJQVLWHJURXSto assign this module to a site group. Go back to the fast entry screen. 13. Save your entries. 14.
Go to the &KDQJHSURPRWLRQ ,QLWLDOVFUHHQ
´ You can carry out the following steps in any order. However, we recommend you carry them out in the order listed below, as otherwise a number of checks have to be repeated at each step. 15. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→6RXUFHGHWHUPLQDWLRQ→2YHUYLHZ For each item you can choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→6RXUFH GHWHUPLQDWLRQ→6RXUFHVRIVXSSO\to list all sources of supply and select one
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manually, or choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→6RXUFHGHWHUPLQDWLRQ→ 66SURSRVDOto have the system propose a supply source. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→6RXUFHGHWHUPLQDWLRQ→6DOHVDUHDVto branch to a detailed view for the sales areas. Save your data. 16. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→/LVWLQJ→&KRRVH If you created manual promotion modules, select the promotion modules that you want to generate a listing for. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→/LVWLQJ→ *HQHUDWH Note: If you have already created manual promotion modules, the system checks for consistency and a message appears. If you did not create promotion modules, a promotion module is generated automatically. Save your data. 17. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→3ULFHV→&KRRVH Before you activate prices, you must have maintained the purchase and sales prices for the promotion. Select the items that you want to activate prices for and choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→3ULFHV→$FWLYDWH ´ An article can be activated more than once with different purchase and sales prices. An article that has already been activated is subject to the following restrictions: •
It cannot be deleted or blocked
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It cannot be assigned to any other module or theme.
18. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→$QQRXQFHPHQW→&KRRVH Choose the type of output that you want to send to the stores (message, reminder, confirmation). In the screen that appears you can select the stores and articles that you want to create the output for. Note: The announcement type that is entered in the promotion basis data controls the output type that can be created in the promotion. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→$QQRXQFHPHQW→3UHYLHZto display the announcement. Save your data. Choose 3URPRWLRQ → 6XEVHT SURFHVVLQJ → $QQRXQFHPHQW → 2XWSXW to print the messages. In a selection screen, you can determine which messages are to be printed. 19. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→$OORFDWLRQWDEOH→&KRRVH Select the items that you want to generate the allocation table for and choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→$OORFDWLRQWDEOH→*HQHUDWH Save your data. 20. Choose 3URPRWLRQ→ 6XEVHTSURFHVVLQJ→$GGLWLRQDOV→2YHUYLHZ
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1RWHVDQG5HPDUNV To find out the current processing status of the promotion, choose 3URPRWLRQ→&KHFN. Select a level on the hierarchy that appears to obtain more information. You can only execute these functions in Change or Display mode in the )DVWHQWU\ screen.
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3ULFLQJ 3XUSRVH This component allows you to calculate retail sales prices (for distribution chains and stores) as well as wholesale prices (for distribution chains and price lists). Furthermore, the system can perform calculations both for stores supplied by external vendors and stores supplied by a distribution center. You can have the system calculate sales prices for new articles, based on the basic purchase price (the vendor’s basic price or the distribution center price), a planned markup you establish, and other parameters. The prices proposed by the system are then either manually accepted by the user or changed as necessary. Calculated prices are stored as condition records.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is required for SAP Retail.
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Calculate pricing for special promotions
Promotion component
Establish seasonal markdowns and have these automatically take affect at preplanned intervals
Season component (Markdown Planning)
Automatically transfer pricing information to store POS systems
POS interface
Print prices on merchandise tickets or shelf-edge labels
Ticketing component
Print price lists
Assortment List component
)HDWXUHV •
Interactive pricing screen which allows you to vary parameters (such as the margin) and immediately see the calculation results.
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Ability to customize the pricing screen layout, creating one or more variants which you can store and retrieve (for example, different users may want to display columns in a different order).
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Ability to calculate both retail and wholesale prices.
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Ability to calculate both the distribution center’s price for the store, and the store’s retail price for the consumer.
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Ability to round prices to price points.
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Support for planned markups (entered beforehand and automatically triggered on a certain date).
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Support for markdowns (entered interactively one at a time, not triggered automatically)
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Ability to calculate different prices for different store groups (for example, upscale vs. discount stores).
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Ability to print retail price on delivery notes for merchandise shipped to stores
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Ability to search the database for all new articles for which pricing has not yet been done.
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Ability to search the database for all articles for which the supplier’s purchase price has changed, allowing you to review and recalculate new prices if desired.
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Support for generic articles and variants. You can have all or some variants inherit the price of the generic article, or specify individual prices for variants.
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Ability to calculate prices and store them for release at some future date.
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Automatic download of promotion prices to POS on specified validity date and automatic resetting of normal prices when the promotion is over.
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Authorization control. Users without full control create pricing documents which are then approved by supervisors.
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Ability to cancel pricing changes.
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Ability to archive records of pricing changes.
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Support for conversion to the new European currency (Euro)
&RQVWUDLQWV This component does not: •
Automatically trigger planned markdowns on seasonal goods. Although this feature exists in SAP Retail, it is handled through the Markdown Planning component instead of through Pricing. In Pricing, markdowns can be entered manually at time of pricing calculation.
•
Print price lists. This can be done through the Assortment List component.
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Organizational areas Headquarters [Page 103]
Sales Pricing [Page 560]
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Pricing Work List Processing [Page 563]
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DC [Page 106]
Store [Page 108]
Sales Office [Page 110] •
6HHDOVR Promotion [Page 486] POS Interface - Outbound [Page 1171] Merchandise Categories [Page 318] Season [Page 471]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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3ULFLQJ :KDW3ULFLQJ'RHV The Pricing function in SAP Retail is an efficient tool for maintaining sales prices for the articles your company sells. The sales prices are stored in the system as condition records using the condition technique. Sales Pricing offers more flexibility than article maintenance in that it allows you to create sales prices for several articles at once; you have the option of using certain selection criteria (such as the merchandise category) to limit the number of articles on which this function is to be performed. If working in the retail sector, you can calculate sales prices at the distribution chain level or for individual sites. You can also group sites into site groups and carry out pricing at that level. If working in the wholesale sector, you can calculate sales prices for distribution chains or for price lists. Pricing can be carried out in two steps for price lists in wholesale or for retail stores that are supplied by a distribution center. Sales price calculations can be created for different validity periods. Sales prices can also be created for individual units of measure and price units. The system determines sales prices using a calculation schema, where you define the parameters relevant for sales price calculation. It is possible to round the sales prices to price points. The calculation is generally based on the purchase price from the vendor (or the warehouse transfer price of a distribution center) as determined using the price determination function beforehand. If you use the model calculation schema WWS001 provided for one-step pricing in the standard system, for example, the sales price is calculated on the basis of the net/net purchase price from the vendor plus a planned markup in percent, sales costs and valueadded tax. Although the system proposes sales price values on the basis of parameters that were entered, you can overwrite these values if you wish. The following illustration shows an example of a one-step calculation for stores. Stores can have different purchase prices, for example, if they each have different negotiated vendor discounts. For the purposes of this example, it is assumed that the sales prices are rounded to price points. 9HQGRU
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In addition to first-time calculations for new articles, Sales Pricing also supports price changes. If you need to carry out a percentage price change (a price reduction for seasonal merchandise, for example), the system calculates the new sales prices by applying a markup or markdown you have entered to the existing sales prices. You can switch off price point rounding here. Sales price calculations and price changes can also be processed in the background. A price overview function is available so you can display a list of the sales prices created in Sales Pricing (or in Article Maintenance) together with promotion prices. You can save the results of the sales price calculation in a pricing document. This is particularly useful if you wish to define sales prices in two steps: first, you have the system calculate the sales price and store it in a pricing document; then, when you need it, you activate the calculated price in pricing document processing. The Pricing function also guides you through the follow-on processes that result when parameters affecting pricing are changed. A pricing worklist is generated, flagging sales price condition records for subsequent processing. In order to use this function, you must specify in Customizing that pricing documents are to be generated automatically when prices are saved in Sales Pricing.
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3ULFLQJ 3ODQQHG0DUNXSV To ensure that the sales price proposed for an article by the system in Sales Pricing is appropriate, you can use a planned markup (a percentage surcharge) in the sales price calculation schema (see, for example, the planned markup AUFS in the sample calculation schema WWS001 provided in the standard system). Planned markups are condition types which reflect the profit your company wishes to make by selling the article as well as the general cost components. It is possible to take special, directly-attributable cost components of an article, such as sales costs, into account using condition types provided for the purpose (see, for example, sales costs KV00 in sample calculation schema WWS001). Such a planned markup must be determined in an invoice (not in Pricing). You can use planned markups not only in onestep pricing but also for the second step of two-step pricing for wholesalers (planned retail markup). With planned markups, as with other condition types, you can define condition records at a variety of levels. You use the standard condition technique to do this. For planned markup AUFS and retail markup EVAU you can define condition records at sales organization, distribution channel or merchandise category level (retail sector) or at sales organization, distribution channel, price list, price list currency or merchandise category level (wholesale sector). You can maintain these planned markups starting from the initial screen of Pricing.
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3ULFLQJ 3ULFH3RLQWV For psychological reasons, retailers often round sales prices to price points. If price point rounding is specified for a sales price calculation, the system can round the sales price determined by the calculation schema ($37.41, for example) to something like $37.50 or perhaps $37.99. Price points are created and maintained within price point groups in Customizing. For each price point group, you define, in addition to price points, a rounding rule that determines how prices are to be rounded to the price points. Thus you can, for example, define that prices are always rounded up to the nearest price point or that the price point is calculated by rounding to the nearest whole number. Each price point group is valid for a specific combination of sales organization, distribution channel, and merchandise category. In maintaining price points for a price point group, you can define as many price point areas (or ranges) as you wish. For each price point group, you can establish as many price point areas (or ranges) as you wish. For each price point area, you can specify: •
A first (or base) amount
•
A last (or high-end) amount
•
An interval
If you make an entry only in the first amount and leave the other fields blank, then this price will be the only valid price point. If you make entries in all three fields, then valid price points are determined by adding the interval to the first price, then continually adding the interval to the previous price point until the last amount is reached. Within a single price point group, you can enter both ranges that have specific amounts and ranges that include first and last amounts plus an interval. When you change sales prices interactively, the system will take price points into account.
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3ULFLQJ &XUUHQF\ Various different currency types are used to display and store pricing data in Sales Pricing. There is a vendor currency, a local currency, a pricing currency and a sales currency. In two-step pricing, there is also a differentiation made between the sales currency used for the first step and that used for the second (for the consumer). On the pricing maintenance screen, the basic purchase price is displayed in the vendor currency. The purchase price (net/net purchase price) and sales price (net, gross) fields (which both play a part in pricing) are displayed in the pricing currency, which is defined in Customizing when you maintain the pricing type. The final price is displayed in the sales currency, which is either the pricing currency or the local currency (the company code currency). To specify which one is used, you go to the section in Customizing on Sales Pricing control and flag the default currency for the final price. The sales currency for the retail price is defined in the same way. The other prices used in Sales Pricing (planned final price, “reduced-from” price, cash price, etc.) are displayed in the sales currency used for the final price. The default currency indicators for the final price and the retail price determine the currencies in which these prices are displayed in the pricing table. The prices are also stored in this currency. The default currency indicator set for other price fields, on the other hand, is not taken into account when the pricing table is displayed. It is, however, used to define the currency in which the prices in these fields are stored.
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3ULFLQJ &RQYHUVLRQWRWKH1HZ(XURSHDQ&XUUHQF\ (XUR 8VH SAP Retail provides a tool that automates conversion from existing European currencies to the new Euro for all sales prices. During the dual currency period, both the original currency and the Euro are valid for sales prices. The sales price can be printed on tickets in both currencies. You can decide whether the original currency is the primary currency and the Euro for information only, or vice versa. This affects rounding to price points. ´ Suppose your store has a price point rounding policy which specifies that every price under 10 DEM is to end in 9. At the beginning of the dual currency period, an article has a sales price of 4.99 DEM. Suppose that the value of the Euro on that date is 2.30 DEM, so the relative value of the article is calculated at 2.17 Euro. If your primary currency is DEM, the actual sales price printed on tickets will be 4.99 DEM and the Euro equivalent (for information purposes) will be 2.17. The 2.17 Euro price is not rounded. For each merchandise category within a distribution center, the conversion coordinator chooses a specific date within the dual currency period when sales prices are to be recalculated in Euro, with rounding. By choosing different dates for different merchandise categories, you do not have to print new tickets for all articles on the same day. After the recalculation is carried out, the primary currency becomes Euro. Then the actual sales price printed on tickets will be rounded to 2.19 Euro and the DEM equivalent will recalculated at 5.04. The 5.04 DEM price is not rounded. After the dual currency period when the Euro becomes the sole currency, only the Euro price (in this case, 2.19 Euro) appears on tickets, not DEM, since the old currency is no longer valid. ´ For consumer protection purposes, prices in the original currency and the Euro must be equivalent, so both cannot be rounded at the same time.
,QWHJUDWLRQ Pricing changes are propagated throughout the entire R/3 System (in promotions, markdown planning, and so on) and also any Internet online stores you may have created with the Product Catalog component. The Workflow component issues a message when a planned recalculation of sales prices is to be carried out.
$FWLYLWLHV The conversion coordinator chooses a date on which the sales price recalculation is to take place. Prior to that date, Workflow issues a message to the person responsible for initiating the change, indicating that the change is to be carried out. When the recalculation is completed,
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Workflow informs the conversion coordinator, who may decide to check the results, then confirm the Workflow process. 6HHDOVR Currency Conversion (Euro) [Page 1244]
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3ULFLQJ 6XSSO\6RXUFH'HWHUPLQDWLRQ The basis for calculating the sales price for an article is usually either the purchase price (from an external supplier) or the transfer price (from a distribution center). The system uses the source determination function to find the relevant vendor or distribution center for each pricing item. This involves analyzing data which includes master data fields for the article and site for which the sales price is being calculated. If prices are being calculated at distribution chain or site group level, the system uses the settings for the reference site. You can specify a source of supply key in article master data to define whether the article is to be procured from an external supplier or from a distribution center by stock transfer. If both sources of supply are possible, you can define which source of supply has priority. The source of supply key is maintained in the article master basic data view, or in the relevant logistics view for stores/distribution centers that are to have different sources of supply. If the article is procured via stock transfer, you must enter settings for two-step pricing in the site master data of both distribution center and store. The system can only determine external suppliers from the purchasing info records if a purchasing organization is specified. If a purchasing organization has been maintained in site (or reference site) master data, this will be used in source determination. If no purchasing organization has been maintained there, the system will instead use the purchasing organization that is assigned to the sales organization defined in the site master (Customizing). If the system finds several possible vendors in the determination process, it will select the regular vendor as the default. If no regular vendor is defined, then it will select the vendor with the lowest purchase price. ´ The vendor can be changed later on the pricing maintenance screen. You can display the allowable vendors determined by the source of supply key by pressing the 3RVVLEOHHQWULHV pushbutton next to the vendor list field. When you enter a vendor (or distribution center) on the Sales Pricing selection screen, the system checks each pricing item to see whether the source of supply you have entered is permitted. Pricing items that do not match the source of supply you have entered appear in the error log.
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3ULFLQJ &DOFXODWLRQ6FKHPD Calculation schemas are used as part of the condition technique to determine prices and other pricing-related information. Pricing includes the following types of calculation schemas: •
Purchase price calculation schema
•
Sales price calculation schema
•
Calculation schema for sales price determination.
When you are setting up these calculation schemas for SAP Retail Pricing, you should take the following considerations into account. Sales Pricing uses the purchase price calculation schema to calculate the purchase price for merchandise procured from an external supplier. This calculation schema only considers condition types that have been flagged as affecting pricing. If scales have been defined for the condition types, one scale level can be defined as affecting pricing. If no scale level has been flagged in this way, the appropriate scale level will be determined by means of the standard purchase order quantity maintained in the purchasing info record. The purchase price (net/net purchase price) must be flagged in the calculation schema using the subtotal S. The purchase price calculation schema assigned to a pricing item is determined via the schema group of the vendor and the purchasing organization. Another calculation schema used in Sales Pricing is the sales price calculation schema. A variety of pricing information determined by the sales price calculation schema (the markup, for example) can be included in the pricing table in Sales Pricing. You define this data transfer in Sales Pricing Control in Customizing by specifying. for the pricing table fields, either a condition type from the calculation schema or a subtotal. When using a sales price calculation schema in Sales Pricing, you must define this type of control for the purchase price, markup and sales price (net, gross). The sales price calculation schema assigned to a pricing item is defined by the pricing type. The calculation schema for sales price determination is used to determine stored sales prices/sales price conditions in the price overview in Pricing or for the POS interface - outbound, for example. In schema determination, the system will find the calculation schema that has been assigned in Customizing to the current distribution chain for document schema A (only one division is supported in SAP Retail) and to a customer schema, which is determined by Customizing data and master data as follows. 1. The customer schema is taken from the anonymous customer stored in the POS inbound profile for the reference site of the distribution chain. If no such customer has been maintained, the reference site itself will be used instead (in its role as customer). 2. If sales area data exists for the customer, the customer schema defined there is used. If not, the customer schema used in schema determination is set at the initial value. 3. If no entry has been made in Customizing for the key determined in this way, the system simply uses one of the sample calculation schemas supplied with the standard system: –
VKP001 for store distribution chains
–
VKP002 for DC distribution chains
The sales price (or promotion price) in the calculation schemas now determined must have the same condition type (or promotion condition type) as the sales prices calculated in Sales Pricing. These calculation schemas are used not only in determining sales prices, but also in the
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3ULFLQJ &DOFXODWLRQ6FKHPD valuation at sales prices function to determine the final price without value-added tax. This is calculated according to sample calculation schema VKP001 and flagged in the calculation schema using subtotal 3.
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3ULFLQJ &DOFXODWLQJ3ULFHV With the Sales Pricing function you can create or change sales prices for several articles and several different organizational levels simultaneously in one operation. You start the program and the system calculates sales prices, displaying the results in a pricing table. The list group determines whether article data (article numbers, etc.) or organizational level data appears in the pricing table header. Any pricing items for which the system was unable to calculate sales prices (perhaps because the required master data was not maintained) are written to an error log. The sales price values that the system calculates are only suggestions and can be overwritten, if necessary. There are two ways to save the results: •
You can store the result of the calculation in a pricing document, in which case the prices are not yet activated.
•
You can save the calculation immediately, in which case the sales prices calculated are immediately written to the database as condition records with the relevant validity period. In Customizing you can define whether the system should automatically generate a corresponding pricing document when a sales price calculation is saved directly. ´ If you store a sales price calculation in a pricing document, the pricing document items are assigned status $. If the pricing document is generated automatically by the system when a sales price calculation is saved, then the items are assigned status &.
To be able to create sales prices, you must have appropriate authorization. The system distinguishes between authorization to carry out calculations and authorization to activate prices. For each sales price calculation you must specify the articles and the organizational levels to which the sales prices are to apply. You can select the articles according to the following criteria: merchandise category, vendor (external supplier or distribution center), vendor sub-range, season, or a combination of these. ´ You can have the system select all the articles from vendor 1000 that begin with the letter “A” (enter A*) and belong to the merchandise category “Beverages.” You can specify the following organizational levels: distribution chains, sites or site groups, and price lists. (A price list is a group of customers maintained in the customer master.) You can specify more than one organizational level. ´ If you want to calculate sales prices for a distribution chain but with different prices for one of its sites, you enter both the distribution chain and the site on the selection screen. If you have chosen list group A, then the site will have its own pricing item beneath the distribution chain. The same method can be applied to sites and site groups or price lists and wholesale distribution chains. However, you cannot simultaneously select a distribution chain and sites that do not belong to it, for example. It is also not possible to calculate sales prices for distribution chains and site groups at the same time.
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When sales prices are being calculated for distribution chains or site groups, the system must refer to reference site master data in order to perform functions such as source determination. (See also Pricing: Supply Source Determination [Page 534].) For distribution chains, the reference site is maintained in Customizing when you assign pricing types to organizational levels; for site groups, the first site (alphabetically) in the group automatically becomes the reference site. The system performs the following steps to calculate sales prices: 1. If the sales price is to be calculated on the basis of a vendor’s price, source determination is carried out. The system searches for distribution centers or external vendors, taking the source of supply key maintained in the article master record into account. 2. If the vendor is external, the purchase price is calculated on the basis of the purchase price calculation schema. If the vendor is a distribution center, the system searches for the transfer price defined in master data. ´ If no transfer price exists for the distribution center, a price calculation is performed in the background for the distribution center and the resulting value is used as the purchase price. 3. The sales price is calculated on the basis of the purchase price in accordance with the sales price calculation schema. In the sample calculation schema WWS001 supplied with the standard system, the sales price is calculated on the basis of the purchase price plus the planned markup, sales costs and value-added tax. When you maintain the pricing type in Customizing, you can define which pricing currency is to be used. The sales price (net, gross) will then be displayed in this currency. 4. If the sales currency and the pricing currency differ, the sales price is converted into the sales currency. If price point rounding is defined, the (converted) sales price is rounded to a price point defined in the price point group. This version of the sales price is designated as the final price. In price point rounding, the new value is
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displayed and the actual markup is recalculated. The sales price calculated using the planned markup can be displayed as the planned final price. 5
The margin (net, gross) is calculated as the difference (in percent) between the sales price (net, gross) and the purchase price (net/net purchase price).
6. In two-step pricing for wholesalers, the system determines the retail price, actual retail markup and retail margin (see sample calculation schema WWS002). The pricing maintenance screen (pricing table) displays the results of sales price calculations as defined in the relevant list variant. The standard list variant supplied by SAP (01) includes the following fields calculated during pricing: •
Actual Markup [Page 543] percentage
•
Gross Sales Price [Page 544]
•
Retail Price [Page 541]
•
Gross Margin [Page 542] ´ In Customizing you can create one or more list variants (custom views) of the pricing maintenance screen, specifying different fields to appear in different sequences. On the Sales Pricing selection screen you can then choose a list variant from those that have been created. (See Pricing: Fields and List Variants in the Pricing Calculation Display [Page 558].)
The pricing maintenance screen is interactive. This means that if you change the values in the fields that are ready for input and press ENTER, a new price calculation will be performed for every item changed, taking the changed field into account. If, for example, the vendor is changed (you can display the vendors found in source determination by pressing F4), the sales price for the item is completely recalculated, starting at step 2. If the actual markup is changed, the system uses the same purchase price as before to recalculate the sales price, but with the new markup. If the purchase price is changed, either the actual markup or the sales price will be adjusted in the new calculation, depending on settings made when maintaining the pricing type in Customizing. ´ Article X has a current delivered price of $10. The planned markup is currently set at 5%. Without price point rounding and taxes, the proposed sales price is calculated at $10.50. The actual markup is equal to the planned markup. If you change actual markup to 10%, the sales price on the screen will change to $11.00. The margin is adjusted from 4.7% to 9.1%. If you add taxes at 15%, the final price will be $12.08 initially, and after the actual markup is changed it will then be $12.65. Article Y has a delivered price of $8 and proposed sales price of $10. The actual markup is 25%. the margin is 20%. If you change the margin to 50%, the system will recalculate the sales price at $16, and the actual markup after the change is now 100%. In the first example, price point rounding could cause the calculated $10.50 to change automatically to $10.99. In this case, the actual markup deviates from the planned markup, and would be 9.9%. (See Pricing: Price Points [Page 530].) ´
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3ULFLQJ &DOFXODWLQJ3ULFHV If you change the calculated sales price in the *URVV63 field, the system will round your entry up or down to a price point defined in the price point group. However, if you change the entry in the )LQDO3ULFHfield, the system will not recalculate to the nearest price point. This way you can specify sales prices which are not rounded to price points. In two-step calculations for distribution centers and the stores which they supply, there will be a row on the pricing maintenance screen for the distribution center along with rows for its associated stores. Changes to data in a distribution center row will affect calculations for its related stores. For instance, if you change the distribution center transfer price for an article, you are also changing the purchase price for the stores. The system therefore recalculates the store sales prices (retail prices) on the basis of the new purchase price. In the Sales Pricing function, you can choose from three possible procedures in change mode: •
The first procedure is sales price calculation using a planned markup. You proceed as if you were creating sales prices.
•
With the second procedure, even if the purchase price (net/net purchase price) has changed on the key date specified on the selection screen, the system will continue to propose the existing sales price when it carries out sales price calculation. The actual markup or margin is adjusted appropriately. This procedure can be used to check the effect of purchase price condition changes on the profitability of an article if the sales price is to remain fixed (in line with the competition, for example).
•
The third procedure allows you to carry out percentage sales price changes, such as ordinary price increases or price reductions for seasonal merchandise. The new sales prices are calculated on the basis of the sales prices valid on the key date plus a markup or markdown that you enter. You can choose a separate key date for this procedure. ´ If you do not specify a key date for seasonal merchandise, the system will use the sales prices valid at the start of the season for the sales price changes. If no sales price conditions exist at the start of the season, then the first sales prices valid in the season will be used.
The retail price can be automatically printed on delivery notes for merchandise shipped from the distribution center to the stores. The delivery notes will then show the different articles in the shipment, quantity per article, the retail price for each, and totals. This way the store manager can see at a glance the total expected revenue for the shipment, broken down by article. It also helps the store personnel who must put individual price labels on the articles when stocking the shelves.
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5HWDLO3ULFH The final price is the price to be paid by the customer. Price calculations for the consumer include value-added tax. On the pricing maintenance screen, the final price is displayed in the sales currency that is defined in Sales Pricing control in Customizing as either the local currency or the pricing currency. You can also define price points for the final price in Customizing. System-calculated sales prices will be rounded to these price points. If you do not want a particular sales prices to be rounded to a price point, you can change the rounded price in the )LQDOSULFH field on the pricing maintenance screen. Pricing [Page 523]
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*URVV0DUJLQ Gross margin is the difference between the gross sales price and the delivered price, expressed as a percentage of the gross sales price. The gross margin is defined by the following equation: (gross sales price − delivered price) gross margin (%)
=
x 100 (gross sales price )
The net margin is calculated by substituting net sales price for gross sales price in the above equation.
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$FWXDO0DUNXS Because of price point rounding and/or subsequent interactive changes, the sales price can differ from the value initially calculated using the calculation schema. In this case, the system calculates an actual markup which would result in the current sales price being calculated by the calculation schema if it were used instead of the original planned markup. For example, if your delivered purchase price is $10 and your planned markup is 5%, the system would first calculate a price of $10.50. Price point rounding could change the sales price to $10.99, for example. (The )LQDOSULFH field is filled accordingly.) The actual markup is therefore 9.9%. If you manually change the final price in the pricing maintenance screen to $11.50, you get an actual markup of 15%. You can also change the actual markup manually on the pricing maintenance screen. Pricing [Page 523]
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*URVV6DOHV3ULFH The gross sales price is the price that the customer pays, including value-added tax. The net sales price is the price without value-added tax. In Sales Pricing, the gross sales price is calculated using the sales price calculation schema followed by price point rounding (if defined). The gross sales price is displayed in the 63 JURVV field on the pricing maintenance screen in the pricing currency that is defined when you maintain the pricing type in Customizing. If you change the sales price manually on the pricing maintenance screen, the new value may trigger price point rounding again (changes to the final price do not have this effect), so that when you press ENTER the value displayed may differ from the value that was entered. The gross sales price is used in combination with the purchase price to calculate the margin.
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3ULFLQJ &DOFXODWLQJ3ULFHVIRU6LWH*URXSV In Sales Pricing you can store sales prices at different data retention levels. In retail, sales prices are usually defined at the distribution chain or site level. But you may also need a single sales price in a large number of stores that do not happen to belong to the same distribution chain. In this case, you can group sites into site groups to simplify sales price calculation. Unlike distribution chains and sites, which are predefined elements in your organizational structure, site groups are logical groupings that you create in the Classification System. As it is also possible to create non-hierarchical site groups (class type 030), site groups cannot be used as data retention levels for sales prices. When you save the results of sales price calculation for a site group, therefore, “site-specific” sales prices are written to the database for each of the sites in the site group. ´ Suppose you have two distribution chains, each containing a mix of both upscale stores and off-price stores. Furthermore, you wish to calculate separate sales prices for your upscale stores or your off-price stores, rather than set them at distribution chain level. And if you have a large number of stores, you don’t want to enter them one by one every time you change prices. In this case, you might want to define two site groups: one for upscale stores and one for off-price stores, regardless of distribution chain. (Alternatively you could define four site groups: one for upscale stores in distribution chain 1, one for offprice stores in distribution chain 1, and likewise for distribution chain 2.) By defining site groups, you can therefore reduce the number of pricing items from one for every store to just two or four. This is much faster than calculating each store individually. With non-hierarchical site groups, it is possible for a site to belong to more than one site group, resulting in an overlap. If the system detects such overlaps during sales price calculation, it will prompt you to assign each of the affected sites to one site group for pricing purposes. You can assign sites individually (and also exclude individual sites from the calculation) or you can choose the default assignment, whereby the affected sites are simply assigned to first site group found in the alphabetical list. You might make this assignment if you wish to create the same sales prices for overlapping site groups. Sales prices are calculated for a site group on the basis of reference site master data. When determining default values, the system will take the first site in the site group (sorted alphabetically) as the reference site. Note that site group changes which involve the reference site can also cause changes to pricing parameters. You can change the reference site for a site group later on the pricing maintenance screen. ´ Since prices are calculated for sites and articles based on purchase prices, it is a good idea to structure site groups for pricing in such a way that all their sites have the same vendor and the same delivered price for the articles. 6HHDOVR Site: Groups [Page 126]
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3ULFLQJ 7ZR6WHS&DOFXODWLRQIRU6WRUHV For stores that receive deliveries from a distribution center, you can carry out a two-step calculation in which the distribution center transfer price is used as the purchase price for the stores. 9HQGRU
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To do this, you enter the relevant store and distribution center on the Sales Pricing selection screen. Alternatively, if the sales prices are to be calculated for a distribution chain, you can enter the store distribution chain/DC distribution chain to which the store/distribution center belongs. If you change the transfer price of the supplying distribution center on the pricing maintenance screen, the items for the stores that are supplied are adjusted accordingly. To do this, you enter the relevant store and distribution center on the Sales Pricing selection screen. Alternatively, if the sales prices are to be calculated for a distribution chain, you can enter the store distribution chain/DC distribution chain to which the store/distribution center belongs. If you change the transfer price of the supplying distribution center on the pricing maintenance screen, the items for the stores that are supplied are adjusted accordingly. In order to perform two-step calculations, you need to make various master data settings for the article, supplying distribution center and store supplied: •
In the article master, you must indicate via the source of supply key that stock transfer is allowed. The indicator can be set in article basic data, or in the logistics view of the article master if the setting only applies to certain stores.
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In the distribution center master, the distribution chain of the store which the DC supplies must be included in the list of distribution chains for the site.
•
In customer master data for the store, the distribution chain to which the distribution center belongs must be maintained in sales area data. The DC must also be defined as the supplying site for the store.
´ If prices are calculated at distribution chain level, make sure that the settings described above are made for the reference DC of the DC distribution chain or the reference store of the store distribution chain. By making similar settings in the article and site master, you can also carry out two-step pricing for deliveries between distribution centers or even multi-step pricing.
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3ULFLQJ 6DOHV3ULFH&DOFXODWLRQIRU*HQHULF$UWLFOHVDQG 9DULDQWV Variants of a generic article can either automatically inherit the price of the generic article or have their own prices calculated separately. This allows you to carefully control pricing for individual variants, lessens the chance of making pricing mistakes, and streamlines pricing for variants whose prices do not differ from the generic article. ´ ,QKHULWDQFH A specific shirt comes in several variants: blue, red, or green, all of which are normally sold at the same price. In this case, you can enter the shirt as a generic article and maintain the master data so that the different color shirts all inherit that same price. This way, you only have to do one price calculation at the generic article level. If the price of the generic article changes at some future date, the prices for all the variants will automatically change as well. 6HSDUDWHYDULDQWSULFLQJ A specific shirt comes in four sizes (S, M, L, XL). You want to charge extra for size XL. As in the example above, you would enter the shirt as a generic article and price it. You would want the S, M, and L shirts all to inherit the generic article’s price, but would want to price the XL variant separately. Variant pricing is controlled by •
The 3ULFLQJSURILOH field in the article master record for the generic article.
•
The 3ULFLQJUHIHUHQFHDUWLFOH field for each variant, which contains the article number of the article from which the variant gets its price. If the 3ULFLQJUHIHUHQFHDUWLFOH contains the generic article’s number, the variant will inherit its price from the generic article. If the 3ULFLQJUHIHUHQFHDUWLFOH contains the variant’s own article number, the variant can have its own price rather than that of the generic article.
The 3ULFLQJSURILOH field can have the following values: 3ULFLQJSURILOH
0HDQLQJ
(blank)
Few, if any, variants will inherit their prices from the generic article. The system leaves the 3ULFLQJUHIHUHQFHDUWLFOH field blank. All variants will have their own price unless the user specifically enters the generic article number.
1
Most variants will inherit their prices from the generic article. The system displays the generic article number in the 3ULFLQJUHIHUHQFHDUWLFOH field for each variant, but the user can override this for the few cases where the variant price is different by either entering the variant’s own article number or clearing the field and leaving it blank. Only these few articles will be priced separately. (The prices of these few variants can also differ from each other.)
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0HDQLQJ All variants inherit the price from the generic article. The 3ULFLQJUHIHUHQFH DUWLFOH field will contain the generic article number in all cases. The user need not change the price for any individual variant.
For each variant, a 3ULFLQJUHIHUHQFHDUWLFOH field contains either the generic article number (if the variant is to inherit pricing) or the article number of the variant itself (if it is to be priced separately). Leaving the 3ULFLQJUHIHUHQFHDUWLFOH field blank has the same effect as entering the variant’s own article number. After entering the data, you can determine the actual prices for the variants using the calculation function. *HQHULF DUWLFOH $UWLFOH QXPEHU
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´ Variant article numbers are generated by the system by using the generic article number and appending a 3-digit suffix which is incremented by 1 for each variant. So the first variant for generic article 100000 is 100000. 6HHDOVR Articles: Generic Articles and Variants [Page 270]
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3ULFLQJ 3URPRWLRQV,QYROYLQJ9DULDQW3ULFLQJ If you are planning an upcoming promotion that will involve variants of a generic article, the following pricing possibilities occur: •
All variants are on sale, 3ULFLQJSURILOH = 2, indicating that all variants inherit their prices from the generic article. In this case, the promotion price need only be calculated for the generic article, and all variants will have the same price.
•
All variants are on sale, 3ULFLQJSURILOH= 1 or blank, indicating that some variants inherit their prices while others have their own prices. Promotion prices are calculated for the generic article (and inherited by those variants where the 3ULFLQJUHIHUHQFH DUWLFOH= generic article number), and for each variant where the 3ULFLQJUHIHUHQFH DUWLFOH= variant’s own article number.
•
Only some variants are on sale, 3ULFLQJSURILOH= 2. An error will occur when creating the promotion. To resolve the error, you must temporarily change the 3ULFLQJSURILOH to 1 or blank, then remove the generic article number from the3ULFLQJUHIHUHQFHDUWLFOH field for those variants which are on sale. You can then resume promotion planning.
•
Only some variants are on sale, 3ULFLQJSURILOH= 1 or blank. All variants involved in the promotion will be automatically checked to verify that their 3ULFLQJUHIHUHQFHDUWLFOH fields do not contain the generic article number. If they do, the entry must be removed so that the variants can be priced separately. You can then resume promotion planning.
´ If you change the 3ULFLQJSURILOHor 3ULFLQJUHIHUHQFHDUWLFOH fields specifically for the duration of a promotion, remember to change the fields back again after the promotion is finished. 6HHDOVR Promotion [Page 486]
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3ULFLQJ 3ULFLQJ2YHUYLHZ6FUHHQ Using the price overview function you can see all the sales prices that have been defined for a given period. The prices displayed are the standard sales prices calculated in Sales Pricing or Article Maintenance and the promotion sales prices created in promotion processing. As with the Sales Pricing function, you can select articles according to the following criteria: •
Merchandise category
•
Vendor
•
Vendor sub-range
•
Season
The organizational levels available in this function, however, do not include the site group, as site groups are not data retention levels. You can also limit the selection according to units of measure; you can choose whether the system should only find condition records with the same sales unit as is maintained in the article master, should find all condition records with any of the units of measure maintained in the article master or should find all condition records with a unit of measure specified by you. 6HHDOVR Pricing: Calculating Prices for Site Groups [Page 545]
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3ULFLQJ 3ULFLQJ'RFXPHQWV Pricing documents serve to document the results of pricing calculations. In addition to sales prices, all other relevant parameters for the pricing items (vendor, purchasing organization, purchase price, calculation schemas used, etc.) are also saved. Pricing documents are therefore structured in much the same way as the pricing table in Sales Pricing. In addition to the pricing data, the document shows the date on which the document was created and who created it. Pricing documents can be created explicitly in Sales Pricing or, if you make the appropriate settings in Customizing, they can be generated automatically by the system when sales prices are saved. Pricing documents can be used by the following: •
Users wanting to store in master data the parameters described above, and not just the sales prices calculated. This might be to allow analyses to be performed at a later date.
•
Users wanting to make pricing calculations without actually releasing the sales prices calculated until later. This might be because they want to carry out further checks before the prices are activated.
•
Users without authorization to create sales prices but who want to carry out sales price calculations. The sales prices can then be released later by a supervisor or other person with higher level authorization.
•
Users wanting the ability to cancel pricing changes. (See Pricing: Cancelling Price Changes [Page 554] for more information.)
•
Users wanting to create a pricing worklist. The pricing worklist functionality in SAP Retail uses pricing documents as source data, so if you want to use the pricing worklist functionality, you must make sure that pricing documents are always created. (See Pricing: Pricing Worklists [Page 555] for more information.)
Pricing documents can be changed after the fact. To select a pricing document to which you want to make changes, you can either enter the pricing document number directly or display a list of pricing documents and then select the one you want. The status for a pricing document item indicates its current processing status: •
Pricing documents created explicitly in Sales Pricing have items with status $ (“new, not saved”).
•
When existing pricing documents are edited, if sales prices are changed but not activated then the status changes to % (“changed, not saved”) and if they are activated the status changes to & (“saved”).
•
All items in pricing documents generated automatically when sales prices are saved in Sales Pricing also have the status &.
•
Deleted items have status '.
•
Canceled items have status (.
When pricing documents are changed, information on the date of the change and the person to make the change are stored in the document. There is a special function available for archiving pricing documents. ´
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Document items with status ' are archived separately (that is, independently of archiving key dates). You can also set a flag in Archiving to archive canceled document items in the same way. You can define in Customizing whether document indexes are automatically generated when pricing documents are created. Document indexes are necessary to generate the pricing worklist.
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3ULFLQJ &DQFHOOLQJ3ULFH&KDQJHV Sales prices that have already been saved to the database as condition records can be cancelled. In other words, changes made to condition master records as a result of the user saving a sales price can be undone. If, for example, you notice that incorrect data (such as incorrect validity dates or condition type condition records) was entered for a sales price calculation, you would want to cancel the sales price that was calculated. You can only cancel sales prices that were saved in a pricing document. To cancel a calculated sales price, you select the relevant pricing document in pricing document processing. You can cancel the whole document or just individual items. The cancelled items are given the status (.
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You can also undo a cancellation by simply saving the cancelled items once more. The status changes from ( back to &. Cancelled items can also be deleted; this will ensure that these items are archived in the next archiving run. ´ If another price change has already overridden the change you want to cancel, you can no longer reverse your change.
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3ULFLQJ 3ULFLQJ:RUNOLVWV Sales prices are generally calculated on the basis of the purchase price, which is in turn calculated using the purchase price calculation schema on the basis of condition types affecting pricing (the basic purchase price, vendor discount etc.). Other parameters affecting pricing are the regular vendor indicator for a vendor and the source of supply key in material master data, both used in source determination. If the purchase price or the above parameters for source determination change, it is advisable to check the existing sales prices with respect to the new margin. The pricing worklist function allows you to determine all the sales price calculations affected by the above parameter changes. To find these calculations, the system refers, on the one hand, to the change pointers for the conditions or source determination parameters that have changed and, on the other, to the document indexes for pricing documents. ´ If you want to use the pricing worklist function, you must make sure that when you save a sales price a pricing document is created with a document index. There are two types of document index in the pricing worklist function: a document index which is only used to find calculations affected by a purchase price change, and a document index which is used to find calculations affected by changes to supply source parameters as well. When a pricing worklist is created, new calculations are carried out for those articles and organizational levels with calculations that are found to be affected by changes. These recalculations are managed as pricing documents. To determine the validity periods for the new calculations, the system takes the validity periods both of the changed conditions and of the original calculations into account. In following example, changes in the basic purchase price and the vendor discount generate three items in a pricing worklist.
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Once the system creates the worklist, you can select and process individual items on the worklist. When you select an item, you can branch into price calculation, where the system recalculates a new sales price based on the changed purchase price. As usual, you can work interactively with the data to tune the sales price as desired. If you want to accept the newly calculated sales price, you can save the data. If you don’t want to use the new price, you can delete the item and the old calculations will then remain in effect. In either case, the item is removed from the worklist. If you are unsure whether you want to accept the new calculation, simply return to the previous screen without choosing to save or delete. In this case, the item remains on the worklist for future decisions.
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3ULFLQJ /LVW*URXSV Sales prices can be calculated for several articles and organizational levels at once. The OLVW JURXS, which you must enter on the initial screen, determines whether the pricing table header contains the article data (article number, etc.) or the organizational data (site, distribution chain, etc.). If the article data appears in the header, the organizational levels selected will appear in the items. If you selected more than one article, there will be a separate screen for each article. If the organizational level data appears in the header, the articles selected will appear in the items. Similarly, if you selected more than one organizational level, each one will be displayed in a separate screen.
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3ULFLQJ )LHOGVDQG/LVW9DULDQWVLQWKH3ULFLQJ &DOFXODWLRQ'LVSOD\ In Customizing you can create OLVWYDULDQWVto define the fields that you want to see in the pricing table in addition to the fields already defined by your choice of list group. You also specify in the list variant the sequence in which the list fields are to be displayed. A list of the possible fields is available in Customizing. When structuring the list variant, you can choose a fixed section that displays for each item either the unit of measure and price unit of the article for which the sales price is to be calculated, or just the unit of measure. You can enter the list variant you require on the Sales Pricing selection screen. The content of the extra fields is either dictated by the program logic or controlled by settings in Customizing. The following fields belong to the first category: •
Master data fields (such as vendor, purchasing organization, pricing currency, planned markup and so on)
•
Basic purchase price and the net/net purchase price, both taken from the purchase price calculation schema
•
Final price, determined by rounding the gross sales price to a price point
•
Margin (net, gross), which is calculated using the sales price (net, gross) and the net/net purchase price.
The other fields can be specified in Customizing for sales pricing control. Here you can define how the field contents are to be taken from the sales price calculation schema or condition type master data records. These fields include: •
Markup
•
Sales price (net, gross),
•
“Reduced-from” price
•
Variable sales prices (such as VKP01)
With the markup, the sales price (net, gross) and the retail price, make sure that you fill the fields in accordance with the field meaning, as otherwise the final price or the margins could be calculated incorrectly. You can maintain descriptions for all the fields in Customizing.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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6DOHV3ULFH&DOFXODWLRQ 3XUSRVH This business process allows you to maintain retail prices and DC transfer prices (together known as sales prices) for sites (stores / distribution centers) and other operational units. To be able to sell articles, you must define retail prices for stores and other points of sale. In the cases where merchandise is subject to a logistics process with several steps, you also need to define the transfer prices that are charged by certain organizational units (such as distribution centers) to the organizational units receiving the merchandise. There are therefore different methods of calculating sales prices, as follows: •
Calculating prices for distribution centers. In this context you can also calculate prices for distribution center distribution chains or for groups of distribution centers (site groups).
•
Calculating prices for stores. In this context you can also calculate prices for store distribution chains or for groups of stores (site groups).
•
Calculating prices for the wholesale sector. This involves the calculation of prices for wholesale distribution chains and price lists (groups of customers).
There are also different methods of calculating sales prices according to the source of supply: •
Calculating prices for merchandise procured externally (one-step calculation). In this case, prices are calculated on the basis of the purchase price from the external supplier.
•
Calculating prices for merchandise procured internally (two-step calculation). In this case, prices are calculated on the basis of the transfer price from the organizational unit supplying the merchandise (multiple steps are possible).
If you are operating in the wholesale sector, you can use a two-step calculation to calculate the retail price on the basis of the transfer price you charge your customer.
6WHSVLQWKH3URFHVV 1. You select the organizational units (distribution chains, sites and price lists or site groups and sites) and the articles for which you would like to calculate retail or transfer prices. 2. You enter the validity period for the sales price calculation. 3. You have a variety of options for changing the default values in the price calculation. 4. You close sales price calculation by saving the conditions or by generating a pricing document.
5HPDUNV
•
Articles for which prices are to be calculated must have a purchasing info record.
•
For information on sales price calculation, please see the Pricing information in the Implementation Guide (IMG).
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6DOHV3ULFH&DOFXODWLRQ 3URFHGXUH To calculate sales prices or DC transfer prices, proceed as follows: 1. In the Create Calculation: Initial Screen [Ext.], specify the articles for which you wish prices to be calculated and the organizational levels to which the sales prices are to apply. Enter the period during which the sales price calculation is to be valid. Execute the selection program. By setting the flag “New price calculation”, you can ensure that only those articles that still do not have a sales price on the price determination date (=start of the validity period) will be selected for price calculation. 2. When you press ENTER, the sales price calculation maintenance screen appears. Here you can have the system calculate a new default value for the sales price by overwriting the pricing parameters in the fields that are ready for input. •
If more than one vendor exists for an article, you can change the vendor.
•
You can calculate a price for any unit of measure, not just for the sales unit that is proposed by the system. You must have already maintained your chosen unit of measure as an alternative unit of measure for the article, however.
•
The parameters that you can change include the actual markup, the margin, the sales price and the final price.
´ If the unit of measure for which you are calculating a price is the order unit, you can change the basic purchase price, if you are authorized to do so. ´ If you change the price determination date, please note that parameters that affect the price calculation (vendor, purchasing organization, conditions) can change. •
If you change the date, you can have the system perform a whole new price calculation (on the basis of the parameters that are valid on this new date).
•
Alternatively, you can accept the vendor and purchasing organization parameters that are currently valid and/or the current prices. The actual markup or margin is then brought in line with the basic purchase price, if this has changed.
•
You can also change other pricing parameters (vendor, basic purchase price, margin etc.) at the same time as you change the date; these parameters will then be taken into account in the new price calculation.
´ You would like to calculate a sales price for the coming week using a predefined vendor and the predefined margin. ´ If you are calculating prices for distribution chains or site groups, you can change the reference site by choosing (GLW → 5HIHUHQFHVLWH ´
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3ULFLQJ:RUNOLVW3URFHVVLQJ 3XUSRVH This business process allows you to create and process a worklist comprising all those price calculations affected by changes to parameters relevant to pricing. Parameters such as the basic purchase price, vendor discounts or the source of supply key, which form the basis for the calculation of sales prices (that is: retail prices or DC transfer prices), can change during the validity period of a sales price. To be able to update sales prices to reflect these changes, you must be able to find all the relevant price calculations. This function enables you to compile a pricing worklist, which is a list of all price calculations that have been stored in the form of pricing documents and that are affected by the parameter changes, taking the validity period of each price calculation into account.
6WHSVLQWKH3URFHVV 1. You create a buffer of data out of the changed parameters (known simply as a “worklist”) which forms the basis for generating the pricing worklist. 2. You generate the pricing worklist from the worklist of price calculations you wish to update. 3. You process the pricing worklist for specific articles and organizational units. 4. The new prices that are calculated are stored, as before, in pricing documents. You can change the results by fixing certain parameters, such as the article markup rate, the margin, the sales price or the final price. 5. Save new sales prices that you are happy with and delete any price calculations that you do not want.
5HPDUNV •
You can only use the pricing worklist function if a pricing document with a document index is created when you save a sales price.
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3ULFLQJ:RUNOLVW3URFHVVLQJ 3URFHGXUH To update sales prices using pricing worklist processing, proceed as follows: 1. In the Automatic Document Adjustment: Create Worklist Screen [Ext.] you must select the document category “Pricing documents” to generate the worklist that will form the basis for the pricing worklist itself. You can specify that only parameter changes in a particular period are taken into account in the worklist. ´ The change pointers for conditions are also used for the adjustment of purchasing documents and in purchase-order-based load building. Execute your selection by choosing 3URJUDP → ([HFXWH, thus creating your worklist. 2. In the Pricing Worklist: Generate Screen [Ext.] you use pricing document numbers, the document date and the validity period of the relevant conditions to define which pricing documents the system is to check. In the &RQWUROGDWD section of the screen you can specify that documents for the pricing worklist are to be selected manually from the documents that were found by the system in the original worklist. You can also specify that the documents found should only be displayed. Execute your selection by choosing 3URJUDP → ([HFXWH, thus creating your worklist. 3. In the Release Work List by Article Screen [Ext.] or the Release Work List by Organization Screen [Ext.] select from the pricing worklist the documents that you wish to process. Choose 3URJUDP → ([HFXWH to display the pricing worklist, which is either sorted by article or by organizational level, depending on which initial screen you started from. 4. In the list, select the price calculations that you would like to edit. Choose 3ULFH FDOFXODWLRQV → &KDQJHto branch to pricing document processing and, if necessary, change the default values for the price calculations derived from the changed pricingrelevant parameters. ´ You cannot save or delete unedited price calculations (status A). 5. In pricing document processing, you can choose 3ULFLQJWDEOH → 6DYH to save the price calculations (and therefore sales prices) that you have edited. You can delete any pricing items that you do not want to adopt. You can also save or delete edited price calculations from the pricing list. To do this, select the relevant items and choose 3ULFLQJZRUNOLVW → 6DYH or 3ULFLQJZRUNOLVW → 'HOHWH.
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3XUFKDVLQJ The functions available in Purchasing support the daily operations involved in the procurement of merchandise and settling up with vendors. The purchasing functionality can be used both centrally in head office and locally in stores. •
Requirements Planning [Page 566] Requirements Planning involves the determination of each individual site’s merchandise requirements. A number of manual and automatic planning methods are contained in the system. The actual planning run takes place is Requirements Planning. Here the system determines individual requirements, taking the delivery point into account. Purchase requisitions are generated.
•
Allocation [Page 572] The Allocation function is a sophisticated tool for long-term merchandise planning that enables centrally procured stock to be divided up among sites.
•
Ordering [Page 655] It is in this area that articles are ordered for which requirements were determined in the planning run. It comprises optimum order quantity calculation, generation of purchase requisitions, supply source determination and account assignment.
•
Invoice Verification [Page 706] Invoice Verification enables vendor invoices to be checked and supplies data for Rebate Processing. Invoice receipt by EDI is also supported.
•
Subsequent (End-of-Period) Settlement [Page 718] This function facilitates the settlement of volume-based rebates and other arrangements. Conditions are entered in the system, and settled at the end of a period of at the end of an arrangement.
6HHDOVR Supply Source Determination [Page 659] Order Optimizing [Page 667]
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5HTXLUHPHQWV3ODQQLQJ SAP Retail supports the following replenishment planning methods: •
9LVXDO,QVSHFWLRQ Visual inspection is a manual replenishment planning method. It involves an employee in the store visually inspecting the stock on-hand and deciding which quantities of which articles are to be ordered. The results can be entered in the store distributed retailing system and passed on to headquarters. If a store has a distributed retailing system, assortment list data (such as the last purchase order, the vendor, the order unit and the minimum order quantity) can be used to generate a list to facilitate a visual stock inspection. See also: Managing Purchase Orders: Additional Planning [Ext.]
•
5HSOHQLVKPHQW This method enables replenishment of merchandise to be triggered automatically by the system for stores or customers. The quantities replenished are based either on the stock levels of the store (which has to be article-based) or on the sales data determined at the point of sale and passed onto SAP Retail via the POS Interface. See also: Replenishment [Page 1099]
•
6WRFN$OORFDWLRQ The allocation table is a tool used by head office to plan, monitor and control the distribution of stocks of merchandise among sites. Quantities of individual articles are planned in an allocation table for each site - for example, when a new article is distributed among stores for the first time, when trade promotion merchandise is to be pushed through to the stores or simply when stocks of regular merchandise are to be split up among stores. See also: Allocation [Page 572]
•
&RQVXPSWLRQEDVHGSODQQLQJ In consumption-based planning, the system uses goods issues (consumption figures) to calculate requirements and automatically creates order proposals for these requirements. The planning run is carried out at site level. You can only run consumption-based planning if inventory management is on an exact article basis in a site. Consumption-based planning can be used for stores that report consumption in the form of sales figures via the POS interface to the central R/3 system. You can use the same functions for consumption-based planning in SAP Retail as in Materials Management. See also: MM - Consumption-Based Planning [Ext.] Consumption-based planning in SAP Retail differs from that in Materials Management as follows:
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Requirements Planning: Supply Source Determination in SAP Retail [Page 568]
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Requirements Planning: Structured Articles [Page 569]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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5HTXLUHPHQWV3ODQQLQJ 6XSSO\6RXUFH'HWHUPLQDWLRQ LQ6$35HWDLO Purchase requisitions or delivery schedules can be created during the planning run. The system attempts to find a unique source of supply for every requirement. For delivery schedules to be created, the system must find one unique source of supply for the scheduling agreement. Purchase requisitions, on the other hand, can be generated with or without a source of supply. A source of supply in a purchase requisition can either be a vendor only or a vendor and an outline agreement. ´ There are two types of outline agreement: contracts and scheduling agreements. Purchase requisitions are generated in Requirements Planning for contracts. These are then converted into release orders issued against the contracts. Delivery schedules are generated in Requirements Planning for scheduling agreements and are issued to a vendor in the same way as a purchase order. In determining the source of supply, the system proceeds as follows: 1.
Quota Arrangement Check
2.
Source List Check
3.
Supply Source Check in the Article Master 3.1
External Supply Source Check
3.2
Internal Supply Source Check
See also: Supply Source Determination [Page 659] ´ If relevant quota arrangement exist, the system checks in Customizing if the quantity required has to be split among different sources of supply (quota arrangement split). The quantity required is then split up among several supply sources in line with the quota arrangements. In Requirements Planning the system only processes unique sources of supply, except if a quota arrangement split has been defined. If the source of supply is not unique, no supply source is assigned to the requirement.
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5HTXLUHPHQWV3ODQQLQJ 6WUXFWXUHG$UWLFOHV 8VH This function allows you to calculate the requirements for a header article of a structured article from the requirements for the components. If time-phased planning is used for the header article, the system uses the listing conditions for the assigned components to determine whether they have to be procured. In other cases, the system can forecast demand for the components. The requirement for the header article is calculated on the basis of the requirements for the components.
,QWHJUDWLRQ The following general function is used for calculating header article requirements: Requirements Planning: Calculation of the Quantity Required of Header Article from the Component Quantities [Page 570]
3UHUHTXLVLWHV •
3ODQQLQJPHWKRGV The function can only be used for time-phased planning.
•
Period indicator The header article and the components must have the same period indicator.
•
&RQVXPSWLRQYDOXHVIRUWKHKHDGHUDUWLFOH For technical reasons, the header article must have consumption values. These are not, however, used in calculating requirements. We therefore recommend entering a reference article for the header data.
•
1XPEHURIIRUHFDVWSHULRGV The same number of forecast periods should be maintained for the header article and the components.
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5HTXLUHPHQWV3ODQQLQJ &DOFXODWLRQRIWKH4XDQWLW\ 5HTXLUHGRI+HDGHU$UWLFOHIURPWKH&RPSRQHQW 4XDQWLWLHV 8VH This function calculates the quantity required for a header article of a structured article from the quantities required of the constituent components. You can incorporate your own method of calculation using User Exit WSOS0001 and component EXIT_SAPLWSOS_001. If you do not use your own method of calculation , the system calculates the quantity required for a header article using the mean value method, as explained in the following example: ´ A display consists of the following: &RPSRQHQW
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Component 2
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Component 3
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Component 2
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Component 3
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,QWHJUDWLRQ This function is used in the following areas: •
5HTXLUHPHQWVSODQQLQJ in time-phased planning of components of a structured article
•
5HSOHQLVKPHQW in the planning of replenishments for components of a structured article
•
6WRFN$OORFDWLRQ in allocations using replenishment allocation strategies where structured articles are involved.
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6WRFN$OORFDWLRQ 3XUSRVH Retailers often have to centrally distribute merchandise among a large number of recipients (for example, stores). One example would be fashion merchandise or promotional items. Using allocation tables, you can plan the distribution of this type of merchandise and then trigger the necessary goods movements. You can have the merchandise delivered directly from the vendor to the recipient, from the vendor to a distribution center and then to the recipient, or from a distribution center to a recipient. You use notifications to coordinate communication between headquarters and the recipients. After you have completed the planning stage, you can then have the system automatically create documents for procuring or delivering the goods. ´ Normally in SAP Retail, a site can either be a store or a distribution center. In Allocation Tables, however, a distinction is made between sites and distribution centers. Distribution centers in the Allocation Table are of significance when goods are not delivered directly from the vendor to the sites but to the distribution center. The distribution center then splits it up among the sites.
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Central allocation of merchandise using an allocation table
Article
Determination of sites and distribution center in an allocation rule or allocation table
Site
Entry of external vendor as source of supply in an allocation table
Vendor
Determination of allocation rule for a complete merchandise category
Merchandise category
Generation of allocation rules based on data in the Retail Information System
Retail Information System
Listing check and listing in allocation tables
Assortment
Generation of an allocation table for a promotion in subsequent processing for a promotion
Promotion
Generation of purchase orders as follow-on documents for an allocation table
Ordering
Generation of deliveries as follow-on documents for an allocation table
Shipping and Transportation
Allocation table adjustment following a goods receipt
Good receipt
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Allocation rules as a reference for the stock split You can define allocation rules and then use them as a reference when subsequently creating allocation tables. An allocation rule can be valid for an article or for a whole merchandise category. It contains the sites and the proportion of the merchandise each is to receive. This information is then used in the allocation table to calculate the quantity each site is to receive. SAP Retail enables allocation rules to be generated automatically. This is based on key figures you select from the Retail Information System (RIS). You can include either planning or statistics data in the allocation.
•
Allocation tables as planning tools You create an allocation table in SAP Retail to split up a specific quantity of merchandise. The allocation table contains all the important information on the stock split, such as the articles to be allocated, the source of supply, the recipients, the quantity each is to receive and the delivery dates, You also determine the goods movements (for example, direct-store-delivery) at this point. You can have the system suggest the sites. To do this, you enter an allocation rule, an allocation strategy, or a site group. You can include your own allocation strategy via a user exit. You can change any default data suggested by the system.
•
Notifications The allocation function also enables information to be exchanged between the head office and sites and distribution centers. Data is exchanged in the form of notifications; these are used by head office to let the sites know to expect a goods receipt and by the stores to make their requests known to head office.
•
Generation of follow-on documents After you have completed planning your stock split, you can have the system automatically generate documents for procuring or delivering the stock. This can either be purchase orders for external or internal vendors or deliveries. The type of documents created depends on the type of goods movements planned.
•
Adjusting the allocation table following a goods receipt An allocation table has to be adjusted referencing a goods receipt if goods are first sent to the distribution center before being allocated. After the goods receipt is entered in the distribution center, the allocation table is adjusted and the goods receipts quantities copied to the allocation table.
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Organizational areas Headquarters [Page 103]
DC [Page 106]
Allocation Table Processing [Page 626]
•
•
Allocation Rule Processing [Page 633]
•
•
Allocation Rule Generation [Page 637]
•
•
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Sales office [Page 110]
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•
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Allocation Table Notification Processing [Page 646]
•
•
Allocation Table Adjustment with Reference [Page 650]
•
•
•
5HIHUWR Requirements Planning [Page 566]
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$OORFDWLRQ $OORFDWLRQ5XOH The allocation process can be standardized with the help of an allocation rule. Allocation rules can be created when stocks of articles or merchandise categories are always split up among certain sites in the same ratios. Allocation rules therefore contain the sites among which stocks are to be split and can be valid for a particular merchandise category or article. Allocation rules determine: •
Ratios or quantities in which the stock is to be split
•
Site groups and thus the sites among which the stock is to be split
•
Merchandise category or articles concerned
Allocation rules can be created in two ways: •
manually online Refer to: Allocation: Manually Creating an Allocation Rule [Page 577]
•
automatically in the background Refer to Allocation: Allocation Rule Generation [Page 579]
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%\HQWHULQJWKHVLWHJURXSGLUHFWO\ After you enter a site group and press Enter, the base site groups and the associated sites in the group are copied from the Classification system and displayed in the relevant views.
•
By entering the base site group directly −
You can enter the base site groups of the Classification system directly. The system breaks this down into the individual sites.
−
You can also group sites together as you require, irrespective of the Classification system. To do this, you first have to fix (or freeze) the allocation rule. Then you can enter a name for the site group (it must be different to the existing names for the site groups). You can then enter the sites in the site view.
´ When you IL[ an allocation rule, the site hierarchy and the quotas allocated to each site are saved directly in the allocation rule document. If you use an allocation rule when you create an allocation table, the sites are determined via the allocation rule document and not via the Classification system (which LV the case when the allocation rule is not fixed). Any changes that are made to the site hierarchy in the Classification system are not taken into consideration when the allocation rule used is not fixed. So if you wish to prevent changes in the site hierarchy in the Classification system affecting an allocation rule, all you have to do is set the “fix” indicator. You have to determine quotas for every site in a base site group. These determine the ratios in which the stock is split up in an allocation table. The quota category controls whether the quotas are to be interpreted as ratios or as fixed quantities. When the sites in a group have been copied from a base site group in the Classification system, the system automatically suggests splitting the stock up equally among the individual sites. The quota value set as a default (“1”) can be changed in the base site group view for all sites in the group. If you wish to split up the stock in different proportions, you can overwrite the quota defaults. If any quotas are changed or any sites in a base site group added or deleted, a change indicator is automatically set in the site group view. Since changes such as these then result in the link being broken to the Classification system, the allocation rule is automatically fixed. Since changes such as these then result in the link being broken to the Classification system, the allocation rule is automatically fixed.
&RQVLVWHQF\&KHFN When you save any allocation rule, the system automatically checks for consistency. It checks whether: •
At least one base site group has been entered;
•
Quotas have been entered for the sites;
•
Do sites appear more than once?
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It also makes sure that no sites have been entered for a model allocation rule,
If an inconsistency is discovered, the system issues a message.
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$OORFDWLRQ $OORFDWLRQ5XOH*HQHUDWLRQ Allocation rule generation enables you in a single step to create a number of allocation rules in the background. The group of sites you enter defines which sites are to be used in the allocation rules generated. Allocation rules can be generated for merchandise categories, hierarchy levels or articles. The quota each site receives is defined in the allocation rules based on the key figures in the Retail Information System (RIS). To determine the quota to be allocated to a site in an allocation rule, the system first reads a key figure (for example, sales including sales tax) for a merchandise category in a site. When you call up the generation program, you enter a key figure category. The category chosen determines which key figure is to be used from the short-term retail profitability analysis. The system can use the key figures in one of two ways to calculate the quota which the site is to receive : •
,QGLYLGXDO6LWH4XRWD$OORFDWLRQ
•
Allocation Category Assignment
,QGLYLGXDO6LWH4XRWD$OORFDWLRQ The key figure for a merchandise category in a site is used as the quota (and is interpreted as a ratio or fixed quantity). If, for example, the key figure “Sales” is used, the sales figure for a site is taken as the site quota. This enables stocks to be split according to sales figures achieved.
$OORFDWLRQ&DWHJRU\$VVLJQPHQW In this case sites are put into site groups (allocation categories) based on the key figures and a PRGHODOORFDWLRQUXOH already in the system. The number of allocation categories to be formed and the quotas allocated to each site in an allocation strategy originate in the model allocation rule. The allocation categories are created in set ratios to each other. An algorithm is used to calculate different interval limits from the ratios entered so that sites can then be assigned to these intervals. First the key figures for the individual sites are determined from the Retail Information System (RIS). Based on the key figures, sites are then assigned to an interval (or to an allocation category). The interval limits are used to calculate the value of each category and are used as the quota for each site. All the sites in an allocation category thus receive the same quota. When allocation categories are used, only the quota category “Ratio” is allowed. Allocation rules cannot therefore be generated with the quota category “fixed quantity”. ´ Allocation: Example of Allocation rule Generation with Allocation Categories [Page 581]
0RGHODOORFDWLRQ Allocation categories are defined with the help of model allocation rules. A model allocation rule is created in a similar way to a standard allocation rule, but site groups are entered as required allocation categories with a description of your choice.
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$OORFDWLRQ $OORFDWLRQ5XOH*HQHUDWLRQ You indicate in the header that the rule is a model and the rule is then automatically fixed and the link to the Classification system broken. This allows you to prevent the system checking if every category exists as a site group in the Classification system. You also have to enter a merchandise category or an article so that when allocation rules are generated the model allocation rule can be found. The allocation category quota is interpreted by the system as the upper limit in an interval. The lower limit is the next smaller quota in another allocation category.
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$OORFDWLRQ ([DPSOHRI$OORFDWLRQUXOH*HQHUDWLRQZLWK $OORFDWLRQ&DWHJRULHV The following example illustrates how you generate an allocation rule with allocation categories for a merchandise category.
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Allocation rule type: Standard allocation rule
–
Site group: G001 The site group G001 contains the sites: B002, B003, B004, B005, B006, B007, B008
•
–
Merchandise category:
–
Validity period:
Leisure wear
Beginning of next month
0RGHODOORFDWLRQ The model allocation rule is determined from the merchandise category (leisure wear) entered and is made up as follows: &DWHJRU\
•
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4XRWD 5DWLR
1
Best-selling stores
600
2
Standard sites
300
3
Slow-selling stores
150
.H\ILJXUHVIURP5,6 The key figure in the sites in group G001 is the sales figures including tax for the merchandise category “leisure wear.” 6LWH
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20
B003
60
B004
100
B005
0
B006
140
B007
60
B008
100
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The system searches among the sites in the group for the site with the highest sales volume. This is B006 with $140.
–
The upper limit of the first site group, allocation category 1 (best-selling sites), is set with the maximum value.
–
The upper limit for the remaining categories is calculated in relation to the first category: 600 to 140 corresponds to 300 to 70, so 70 is the upper limit for category 2. 600 to 140 corresponds to 150 to 35, so 35 is the upper limit for category 3.
–
Results: &DWHJRU\
•
6DOHVIURP
6DOHVWR
1
71
140
2
36
70
3
0
35
Creating a new allocation rule –
Header and item data is copied from the model allocation rule.
–
The sites are assigned to allocation categories in line with their key figures. They are then assigned the quota (upper limit) defined for the allocation category. 6LWH
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20
Allocation category 3
150
B003
60
Allocation category 2
300
B004
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Allocation category 1
600
B005
0
Allocation category 3
150
B006
140
Allocation category 1
600
B007
60
Allocation category 2
300
B008
100
Allocation category 1
600
The system creates a list of information on the allocation rule to be generated. Only once you have selected an item on the list and saved it are the allocation rules for it created as a document in the system.
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$OORFDWLRQ )L[LQJDQ$OORFDWLRQ5XOH Site groups from the Classification System can be used in allocation rules. You can, however, make up your own base site groups in the allocation rule. These are valid for the allocation rule. Allocation rules that are based on the base site groups from the Classification System are not fixed. Allocation rules containing sites that were grouped together manually are fixed. Allocation rules that are based on the base site groups from the Classification System are fixed if you change the quotas valid for the sites. When an allocation table is created using an allocation rule, a number of different things happen, depending on whether the allocation rule is fixed: •
$OORFDWLRQUXOHWKDWLVQRWIL[HG The base site groups from the Classification system are broken down into the individual sites when an allocation rule is created using the Classification system. If sites in an H[LVWLQJEDVHVLWHJURXS are changed (deleted or added) after an allocation rule has been created, this change is taken into account the next time the allocation rule is used.
´ If, however, EDVHVLWHJURXSV are created in the Classification system after an allocation rule that is not fixed has been created, this change is QRW taken into account the next time the allocation table is used •
$OORFDWLRQUXOHWKDWLVIL[HG The base site groups in the allocation rule are broken down into the individual sites via the DOORFDWLRQUXOH (allocation rule site component). Since there is no link to the Classification system, new sites are only taken into account in a stock split if these are added manually to the group in the allocation rule.
´ Allocation rules generated by the system are always fixed.
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$OORFDWLRQ $OORFDWLRQ7DEOH The allocation table is a tool used by head office to plan, monitor and control the distribution of stocks of merchandise among sites. +4 +4VWDII FRQWURO
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An allocation table can be used to plan stock splits for both distribution centers and sites. An allocation table can be created with one or more articles making use of different methods: •
Manual Method
•
Site Group Method Refer to Site Groups in the Classification System [Page 604]
•
Allocation Rule Method Refer to Allocation: Allocation Rule [Page 576]
•
Allocation Strategy Method Refer to Allocation: Allocation Strategy [Page 605]
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$OORFDWLRQ &RPSRQHQWVRIDQ$OORFDWLRQ7DEOH The allocation table in made up of various components. The following is a short description of the main ones: •
$OORFDWLRQ7DEOH+HDGHU An allocation table has one header. The header contains information such as the allocation table number, the organizational levels for which it is valid (purchasing organization and purchasing group) and a header text.
•
$OORFDWLRQ7DEOH,WHP An item is assigned to the header. Each allocation table can have a number of items. An item contains information such as the items category, the article number, the planned quantity, the allocation rule or site group used and the item status.
•
6LWH*URXS A site group is assigned to an allocation table item. The information displayed on the site group includes the number of the site group, the number of sites assigned to it, the quotas and the planned quantities.
•
6LWH A site is assigned to a site group The information displayed on the site includes the number of the site, the planned quantity for the site and supply source.
•
'&VRXWKVWDWH A distribution center is assigned to one or more sites. The information displayed on the distribution center includes the number of the distribution center, the planned quantity and the external vendor supplying the distribution center.
•
'HOLYHU\3KDVHIRUD6LWHRU'LVWULEXWLRQ&HQWHU A delivery phase is assigned to a site/distribution center. The information displayed on the delivery phase includes the delivery date, the order date and the delivery quantity.
´ $OORFDWLRQWDEOHVHWXS The following is a simplified example of how an allocation table can be set up. Allocation rule 17 is used to determine how merchandise in a particular merchandise category is split up among the sites in site group R0021. The merchandise is split up in the ratio 6:4 between the two sites R151 and R152 in the site group. Variants 1 and 2 are to be allocated for the generic article 1.
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2000 R151 R15 2
20
Generic article 1
R15 2
R15 2
420 28 0
17 R0021
300 R151 R15 2
40 0
700 R151
Variant 2 of item. 20
600
17 R0021
40
80 0
1000 R151
Variant 1 of item 20
1200
17 R0021
30
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$OORFDWLRQ *HQHULFDUWLFOHV Items for JHQHULFDUWLFOHV can be created in the allocation table. You can enter the variants of the generic article using the entry help function. This function is available on the generic article item level and on the level of the sites for the generic article item. The system creates a new item in the allocation table for every variant for which you enter a quantity. This item automatically references the generic article item. ´ As is the case with a single article, you can also insert a variant item by entering the variant article number. This item does not, however, have any reference to the generic article and is handled as a single article in the maintenance functions. You can process variants in one of two ways: •
9DULDQWPDWUL[ This is only suitable for variants with a maximum of two characteristics.
´ The generic article “ladies’ blouse” is made up of the characteristics color and size. You enter a quantity of each variant in the matrix: 6L]H &RORU 38
40
42
red
300
200
300
150
100
white •
9DULDQWOLVW The variant list is an alternative to the matrix and is suitable for generic articles that have more than two characteristics.
´ The variants from the previous example would look like this if they were displayed in list form: &RORU
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red
38
100
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40
300
red
42
200
white
38
white
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$OORFDWLRQ 6WUXFWXUHG$UWLFOHV You can enter the header of a structured article (such as a set or display) in an allocation table item. Structured articles are not split up into their component parts in allocation tables. This can be done at goods receipt or as a separate posting, depending on the system settings.
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$OORFDWLRQ &UHDWLQJDQ$OORFDWLRQ7DEOH5HIHUHQFLQJD 6KLSSLQJ1RWLILFDWLRQ You can create an allocation table referencing a shipping notification. This has the advantage that the quantities you are splitting up have been confirmed by the vendor. When you create an allocation table, you can select shipping notifications using a number of criteria: •
Shipping notification number
•
Vendor
•
Notified delivery date
•
Person who created the shipping notification
•
Receiving site
•
Article or merchandise category (any hierarchy level)
•
Purchase order number
´ A shipping notification is only selected by the system if the order item has been flagged as being relevant to a stock split (the $OORFDWLRQWDEOHUHOHYDQW indicator in the additional item data). The system copied this indicator from the order item to the shipping notification item. You cannot, however, display it in the shipping notification. You can only refer once to a shipping notification item when creating an allocation table item. You select the items from one or more shipping notifications you wish to copy to the allocation table. The system then converts the shipping notification item to an allocation table item and all you have to do is enter the data specific to the allocation table. You can enter a unit of measure that differs from the unit of measure entered in the shipping notification. If a conversion rule has been defined for the units of measure in the article master, the system automatically converts the quantity to the new unit of measure. You cannot create a purchase order for an external vendor as a follow-on document for an allocation table item that you are entering referencing a shipping notification item. This is because a purchase order already exists in the system. Consequently, you can only use those item categories that do not allow purchase orders to be created as follow-on documents. Certain data from the shipping notification is set by the system in the allocation table and can no longer be changed. This includes the article, vendor and distribution center numbers (the DC number is the same as the receiving site in the purchase order).
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$OORFDWLRQ 6FKHGXOLQJLQWKH$OORFDWLRQ7DEOH Scheduling involves determining the date by which a follow-on document has to be generated to ensure that the goods movement is made on time. Depending on the Customizing settings for the item category, dates in the following document types are scheduled: •
Purchase orders placed with external vendors
•
Warehouse orders
•
Deliveries Screen
For every follow-on document type, a generation date is managed in the allocation table both at site delivery phase level and distribution center delivery phase level. ´ The generation date is displayed in allocation table maintenance for purchase orders to external vendors RQO\(the 2UGHUGDWH field). You can find this information in the site/distribution center details screen for every delivery phase. The order date for a delivery phase at site level is only filled if the site is supplied directly from the vendor and not from the distribution center (third-party order). When switched on in Customizing, the generation date for a follow-on document is determined per site as follows Generation date =
Delivery date
-
Goods receipt processing time from article master
-
Planned delivery time from article master
Starting from the delivery date, the system VFKHGXOHVEDFNZDUGV. If the system discovers in the course of scheduling that the generation date should be before the current date, the system uses the current date. If you enter the delivery date manually, the system issues a message indicating the earliest possible delivery date. The delivery date is determined by the forward scheduling function.
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$OORFDWLRQ 'HOLYHU\3KDVHVLQWKH$OORFDWLRQ7DEOH Delivery phases enable the one delivery to a site or distribution center to be split up into a number of individual deliveries scheduled at certain times on certain days. In follow-on document generation, a separate document can be generated, depending on the Customizing settings, for every schedule line in a delivery phase. Delivery phases can be maintained on a number of levels: •
On the item overview screen (for all items)
•
On the item details screen (for one item at article level)
•
On the store details screen (for one store at store level)
•
On the distribution center details screen (for one distribution center at distribution center level)
Delivery phases created at item level are used as default values for the site. If the delivery phase is changed at item level, this does not affect other items already entered. The delivery phase default is always copied to those items for which delivery phases have not already been maintained.
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$OORFDWLRQ /LVWLQJ&KHFNLQWKH$OORFDWLRQ7DEOH For each allocation item, the listing indicator selected determines how the system checks the listing. In Customizing for allocation table types, you can define a default value for the listing indicator. You have the following options: •
1RFKHFN The system makes no listing check. In this case the allocation table is saved with no error messages and released for follow-on document generation.
•
/LVWLQJFKHFN If you have the system determine the sites in an allocation table item using an allocation rule or a site group, the system also includes sites in the allocation table item in which the article in the item is not listed. You can run the listing check online, but the system automatically runs the check whenever you save an allocation table. The listing is checked for each site or distribution center at schedule line level. The system checks if the article is listed on the delivery date. Non-listings lead to error messages in the incompleteness and listing log. The allocation table items involved are not released for follow-on document generation.
•
/LVWLQJFKHFNDQGVXEVHTXHQWOLVWLQJ The system not only checks the listing but enables you to list missing articles.
•
([FOXVLRQRIQRQOLVWHGVLWHV If you have the system determine the sites in an allocation table item using an allocation rule or a site group, the system only includes sites in the allocation table item in which the article in the item is listed. If you add additional sites manually, these are always included in the allocation table item, independently of whether the article in the item is listed in the sites.
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$OORFDWLRQ 4XDQWLWLHVLQWKH$OORFDWLRQ7DEOH All quantities in allocation tables, with the exception of the order quantity, are displayed as a standard unit of measure. You can define which unit of measure this should be for each allocation table item, but you can only enter units of measure already defined in the article master. If you do not enter any unit of measure, the system uses the order unit from the article master. In allocation tables, a distinction is made between the following quantities: •
3ODQQHGTXDQWLW\ Planned quantities can be manually entered by the user at a number of different levels (item, site or site group level). Alternatively, the system can automatically calculate the quantities at item level to be allocated to each site using a site group, an allocation rule or an allocation strategy.
•
5HTXHVWHGTXDQWLW\ If planned quantities are suggested to the sites in a notification, the sites can confirm the quantities they wish to receive and enter these as the requested quantities.
•
&RQILUPHGTXDQWLW\ All requested quantities must be confirmed by head office. Either this takes place automatically and the requested quantities are accepted as confirmed quantities or the head office enters the confirmed quantities manually. Confirmed quantities take priority over planned and requested quantities. If replying with requested quantities has not been defined for the sites, the system adopts the planned quantities as the confirmed quantities as soon as an allocation table item is created.
•
0LQLPXPDQGPD[LPXPTXDQWLWLHV Minimum and maximum quantities can be entered for every site in the item overview screen. In Customizing for allocation table type, you can configure the system to react in a particular way when the minimum or maximum quantity is not complied with. Depending on the Customizing settings, the system displays either a warning message or an error message or resets the planned quantity to the original threshold value.
•
4XDQWLW\RUGHUHG This is the quantity to be ordered in order units. If the system optimizes the order quantities, the unit of measure can change.
•
4XDQWLW\DGMXVWHGDIWHUWKHJRRGVUHFHLSWZDVHQWHUHGLQWKHGLVWULEXWLRQFHQWHU The quantity entered at goods receipt in the distribution center is displayed at various levels (DC, DC schedule, site, site schedule). The quantity in the allocation table is adjusted to match this quantity, the adjustment referencing the goods receipt.
&DOFXODWLRQRIWKH4XDQWLWLHVWREH$OORFDWHG The total quantity of every article to be allocated is contained in the item overview screen. In calculating the individual quantities, the system uses various methods for rounding off quantities and splitting up remaining quantities. You can have the system allocate remaining quantities to a site, split up the quantities among various sites or deduct the remaining quantity from the total quantity.
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2UGHU4XDQWLW\2SWLPL]LQJLQ$OORFDWLRQ7DEOHV If you use an article in an allocation table and rules (such as rounding profiles) for optimizing the quantities ordered of that article exist in the system, you can have the system optimize the quantities in the allocation table. To be able to do this, you have to configure the rounding indicator of the allocation table item. The system optimizes the quantities for all distribution centers and sites at allocation table item level. A separate field exists for displaying Optimized quantities for distribution centers. By having the system optimize quantities in an allocation table, before you generate follow-on documents you can see straight-away how existing rounding rules change the quantities you planned. You then are able to make changes before you generate follow-on documents. When quantities are optimized in allocation tables, quantities are not reoptimized when follow-on documents are generated. If you select an item category to procure merchandise via a distribution center, the system optimizes the quantities in two steps: 1. 6LWHEDVHGRSWLPL]DWLRQ The system optimizes quantities for each site. This might lead to the unit of measure for the order quantity being changed to a different packing unit (for example, from pieces to boxes). If schedule lines (delivery phases) exist for a site and the item quantity changes as a result of optimizing, the system also changes the quantities per schedule line in accordance with the percentage rule. 'LVWULEXWLRQFHQWHUEDVHGRSWLPL]DWLRQ
2.
After the system has optimized the site quantities, it optimizes the distribution center quantities. It adds up the quantities for all the sites supplied by the distribution center. This sum is optimized using existing rules. As a result, the unit of measure for the order quantity may be changed to a different packing unit (for example, from boxes to pallets). If the distribution center quantity is increased by the optimizing process, you can manually split it up among the sites or put it in storage. ´ Allocation: Example of Order Quantity Optimizing in Allocation Tables [Page 595]
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$OORFDWLRQ ([DPSOHRI2UGHU4XDQWLW\2SWLPL]LQJLQ $OORFDWLRQ7DEOHV The following example shows the effects of optimizing order quantities for the sites and distribution centers in an allocation table item.
6LWHVDQG6RXUFHVRI6XSSO\ 6KLSWRSDUW\
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Site R101, R102
DC R001
Site R103, R104, R105
DC R002
DC R001
Vendor 2000001
DC R002
Vendor 2000002
8QLWVRI0HDVXUHRIWKH$UWLFOH The base unit of measure is piece. The following table shows the alternative units of measure and how they are used. If the example, we assume that in the article logistics data of the store and distribution center a dynamic rounding profile has been created that rounds off to order units. $OWHUQDWLYHXQLWRIPHDVXUH
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Box
= 10 pieces
DC R001 unit of issue
Crate
= 12 pieces
DC R002 unit of issue
small pallet
= 100 pieces
Order unit from vendor 2000001
large pallet
= 160 pieces
Order unit from vendor 2000002
2SWLPL]LQJWKH4XDQWLWLHV2UGHUHGIRU6LWHV In an allocation table item, the total quantity of 220 pieces is split up among the sites based on an allocation rule. The quantities ordered for each site are optimized, with the total quantity of the item increasing to 234 pieces. 6LWH
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R101
30 pieces
30 pieces = 3 boxes
R102
55 pieces
60 pieces = 6 boxes
R103
10 pieces
12 pieces = 1 crate
R104
60 pieces
60 pieces = 5 crates
R105
65 pieces
72 pieces = 6 crates
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When follow-on documents are generated for delivery to the sites (warehouse orders or deliveries), the system uses the unit of measure following optimizing. The following-on document for site R101 would therefore contain the unit of measure box.
2SWLPL]LQJ4XDQWLWLHV2UGHUHGIRU'LVWULEXWLRQ&HQWHUV After the system optimizes the quantities for each site, it adds up the optimized site quantities per distribution center. If DC R001 supplies 3 boxes to site R101, for example, and 60 boxes to R102, that is a total of 9 boxes (90 pieces), the system would increase the quantity ordered for the distribution center to 260 pieces. The quantities ordered for each site are optimized, with the quantity to be ordered externally increasing to 260 pieces. '&
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R001
30 + 60
90
100 pieces = 1 box (small)
R002
12 + 60 + 72
144
160 pieces = 1 crate (large)
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The difference in quantity between the order quantity (260 pieces) and the distribution center quantity (234 pieces) can be split up among the sites in the allocation table,, as long as the order unit for the vendor is a multiple of the unit of issue of the distribution center. The quantity of 10 pieces that remains with DC R001 is equal to a box and can therefore be allocated. The quantity of 16 pieces that remains with DC R002 is equal to a box plus 4 pieces. The box can be allocated. The quantity that remains (4) cannot be split up-and can and has to be put into storage in the distribution center.
+RZDUH6FKHGXOH/LQHV0DQDJHG" If schedule lines (delivery phases) exist for a site and the item quantity changes as a result of optimizing, the system also changes the quantities per schedule line in accordance with the percentage split. If the unit of measure has changed as a result of optimizing, rounding off to whole units can lead to a change in the percentage split. The following table shows how the stock-split for the site R102 changes for two schedule lines:
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Percentage split before optimizing
60%
40%
100%
Schedule line quantity after being optimized but before being rounded off
3.6 boxes
2.4 boxes
6 boxes
Schedule line quantity after being optimized and rounded off
4 boxes
2 boxes
6 boxes
Percentage split after optimizing
67%
33%
100%
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$OORFDWLRQ 6XSSO\6RXUFH'HWHUPLQDWLRQLQWKH $OORFDWLRQ7DEOH Supply sources can either be entered directly in the allocation table or you can carry out supply source determination. This can be done automatically or manually. The supply source data required in the allocation table is determined by the type of business transaction being carried out (the item category): •
A purchase order is placed by a site with an external vendor: A standard purchase order is created for the site and placed with a vendor. The distribution center view does not have to be maintained. ([WHUQDOYHQGRUV do, however, have to be determined by the system or entered manually. If an order is to be placed with a vendor that is not the regular vendor, this always has to be entered manually.
•
Allocations out of distribution center stock The site orders directly with the GLVWULEXWLRQFHQWHUThe distribution center creates a stock transfer order from warehouse stock. The distribution center must therefore be entered as the source of supply.
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A purchase order is placed by a distribution center with an external vendor: The site order placed with the distribution center leads to the distribution center placing a purchase order with an external vendor. A GLVWULEXWLRQFHQWHUhas to be maintained as a source of supply for the VLWH and an H[WHUQDOYHQGRU for the GLVWULEXWLRQFHQWHU.
If you previously switched off the supply source determination function in Customizing, you must enter the supply source manually. If no source of supply has been maintained, an error message is issued in the incompleteness log and the allocation table is not released.
6XSSO\6RXUFH'HWHUPLQDWLRQ You can have the system search for an H[WHUQDOYHQGRU to supply both sites and distribution centers. In searching for an H[WHUQDOYHQGRU, the system first looks for a quota arrangement, then an entry in the source list and finally for the existence of any purchasing information records. In searching for a GLVWULEXWLRQFHQWHU (internal vendor), the system first looks for a quota arrangement, a source list entry and then a site master record. ´ Only one supplying site can be entered in a site master record for a particular period of validity. While the automatic supply source determination function produces one single vendor, more than one valid source of supply may be found when you trigger the supply source determination function manually.
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$OORFDWLRQ /RJVLQWKH$OORFDWLRQ7DEOH ,QFRPSOHWHQHVV/RJ This is a log of all warning messages and error messages. The checks that are carried out for this log include the following: •
Is there at least one item containing one or more site?
•
Does the planned quantity fall short of the minimum quantity for any site?
•
Is there a source of supply for every item and site?
•
Do sites appear more than once?
•
Is the notification data complete?
•
Is there at least one delivery phase for every site?
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Is the sum of the individual delivery phase quantities the same as the site quotas in each case?
•
Has a latest possible date been entered for generating follow-on documents?
•
Are the articles listed in accordance with the listing indicator?
•
Has the maximum quantity defined in the site master for the article been reached? (This check is made if the relevant check schema has been set in the Customizing system for the allocation table type)
You can save the allocation table without first processing the log. If you do not process the log, however, the status will be set to “incomplete” and not to “released.” Only once all required data has been maintained and all error messages have been dealt with can the allocation table be saved with no incompleteness log. As soon as no further error messages exist for an item, the item is released for follow-on document generation..
6WRFN&RPSDULVRQ/RJ The sum of the current stock in a site and the planned quantity for a site cannot exceed the maximum stock entered for the article in the site master. This is a log of all the exceptions and messages that occur when the maximum stock level is checked for a site. If there is QROLVWLQJ of an article in a site, or if the maximum stock level of an article in a site is PLVVLQJ or H[FHHGHG, the system issues a warning message. Whether these checks are made depends on how the allocation table type is configured in the Customizing system.
/LVWLQJ/RJ This is a log of all warning and error messages relevant to the listing.
$OORFDWLRQ6WUDWHJ\/RJ This is a log of all exceptions (warning and error messages) that occur in connection with the allocation strategy chosen. This can be edited on an item basis.
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$OORFDWLRQ $OORFDWLRQ7DEOH6WDWXV $FWLYLW\6WDWXV The $FWLYLW\VWDWXV indicates whether documents have been created for the allocation table. AtLWHPOHYHO the activity status can differ as follows: +HDGHUVWDWXV
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No follow-on documents have yet been created
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At least one follow-on document has been created for at least one site
Active
At least one follow-on document has been created for all sites
Done
All follow-on documents have been created for all sites
At KHDGHUOHYHO the activity status can differ as follows: ,WHPOHYHO
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Not active
No follow-on document have yet been created for any item
Partly active
At least one item is partly active, active or done
Active
All items are either active or done
Done
All items are done
´ The allocation table consists of a header part and two items. If for item 1 containing several sites only one follow-on document was created for only one site, this item is SDUWO\DFWLYH. If at least one follow-on document was created for all the sites in item 2, this item is DFWLYH. The header status would be SDUWO\DFWLYH.
0DLQWHQDQFH6WDWXV The maintenance status indicates the extent to which necessary data has been maintained for subsequent processing. At KHDGHUOHYHO the maintenance status can differ as follows: +HDGHUVWDWXV
7KLVPHDQVWKDW
New
an allocation table has being created
In process
an allocation table has been changed
Incomplete
an item has been saved with some data missing
Released
all the necessary data has been maintained for all items. In this case follow-on documents can be created for all items
At LWHPOHYHO the maintenance status can differ as follows: +HDGHUVWDWXV
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an allocation table has being created
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an allocation table has been changed
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an item has been saved with some data missing
Released
necessary data has been maintained for an item, follow-on documents can be created for all items
6LWH6WDWXV The site status represents the overall status of the follow-on documents. This is found on the site details screen. The site status indicates which follow-on document is not relevant or has already been created for the item category selected. ´ If delivery phase schedule lines have been maintained for a site in the allocation table, follow-on documents can be created for every schedule line. Thus several follow-on documents can be created for the one site. The site status is set to “Created” if follow-on documents have not been created for all schedule lines.
1RWLILFDWLRQVWDWXV The notification status can differ, depending on the environment. The status can be: •
Not relevant
•
Not created
•
Request created, reply open, no reminder required
•
Request created, reply open, reminder required
•
Request created, reminder generated, reply open
•
Request created, reply received, confirmation open
•
Request created, reply received, order quantity missing
•
Fully created
%ORFNLQJ,QGLFDWRUV The allocation table can be blocked and a blocking reason entered at a number of levels: •
At header level (for all items and sites in the allocation table)
•
At item level (for all sites in the item)
•
At site level
•
At distribution center level
•
At site group level
A blocking reason must always be entered. A block can be set for: •
Notifications
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Purchase orders
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Stock transfers
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Notifications and stock transfers
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Purchase orders and stock transfers
•
Purchase orders and notifications All subsequent activities
A block applies to all levels below the level on which it is set. If, for example, an item is blocked for follow-on document generation, all sites in the item are thus blocked for stock transfers.
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$OORFDWLRQ &UHDWLQJD:RUNOLVWIRU)ROORZ2Q'RFXPHQW *HQHUDWLRQ When an allocation table is saved, a worklist is automatically created or extended, and updated. A worklist is a collection of line items from a number of different allocation tables; that is, order or delivery proposals that you have to manually select and for which follow-on documents have to be created.
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$OORFDWLRQ 7H[WVLQWKH$OORFDWLRQ7DEOH Texts can be maintained at header or at item level in an allocation table. Two types of text can be maintained at header and item level: •
7H[WW\SH´7H[W´ In a notification the KHDGHUWH[W is printed at the start of the document immediately after the header data. The LWHPWH[W contains information on the article, such as how the site has to present the article. In a notification this text can be printed after the article data (article number, short text, planned quantity).
•
7H[WW\SH³1RWH´ The KHDGHUQRWH or LWHPQRWH is for internal use and does not appear in the notification.
´ You can enter allocation table texts using the SAPVFULSWeditor. SAPVFULSW enables you to format characters and paragraphs. You can, for example, print out your text using different font sizes and styles.
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$OORFDWLRQ 6LWH*URXSVLQWKH&ODVVLILFDWLRQ6\VWHP The site groups in the classification system can help you to allocate stocks to the individual sites: There are two different hierarchy levels relevant to sites: •
%DVHVLWHJURXS: This is the lowest level in the site group hierarchy. Sites are assigned to base site groups. Further hierarchy levels can be created above the base site group level.
•
Site group: This is any other level in the hierarchy. Base site groups or other site groups can be assigned to a site group.
´ If allocation categories are used in connection with DOORFDWLRQUXOHJHQHUDWLRQ, the groups used are not the base site groups in the Classification system, but the groups created manually in the model allocation rule.
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$OORFDWLRQ $OORFDWLRQ6WUDWHJ\ Allocation strategies allow specific customer requirements to be met in the allocation process through the use of different allocation algorithms. In Customizing you can assign each allocation table type an allocation strategy, which the system then uses as a default whenever you create an allocation table of that type. Depending on the setting for the allocation table type in the Customizing system, an allocation strategy can appear as a default when an allocation table is created. The following strategies exist in the standard system •
(TXDODOORFDWLRQ The quantity in the allocation table item is split up equally among all the sites.
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6LPSOHUHSOHQLVKPHQWVWUDWHJ\ Allocation based on a replenishment strategy uses a simplified form of stock level check. The maximum stock level in the article master is compared with the available stock in the site and the planned quantity to be ordered/delivered is calculated from the difference. No planned quantity can be calculated for sites that are not listed A replenishment strategy can only be used if there is at least one site group at item level. No quantities or allocation rules can be maintained in an allocation table based on a replenishment strategy, as the quantity is calculated automatically by the system.
•
5HSOHQLVKPHQWVWUDWHJ\LQFOXGLQJVWUXFWXUHGDUWLFOHV This strategy functions in the same way as the simple replenishment strategy. It also takes structured articles into account. Where structured articles are split up into their constituent components at goods receipt, the requirement for the header article is determined from consumption figures for the components.
5HIHUWR Requirements Planning: Calculation of the Quantity Required of Header Article from the Component Quantities [Page 570]
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$OORFDWLRQ 1RWLILFDWLRQV Notifications are used to exchange data between the head office and stores and between head office and distribution centers. These contain information about the stock split, including the articles, quantities and delivery dates and other information. As far as communication with the sites is concerned, the following scenarios exist: •
$OORFDWLRQ7DEOH1RWLILFDWLRQ The sites are sent information on the articles to be allocated, the quantities allocated and delivery dates.
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5HTXHVW1RWLILFDWLRQ A request notification is a allocation table notification requiring the sites to reply to the head office and confirm the quantities allocated to them or request different quantities. If a request notification is created, you can configure your system so that IROORZRQGRFXPHQWV can only be generated for the allocation table type after the quantities requested by the sites and those confirmed by the head office have been entered in the allocation table.
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&RQILUPDWLRQ1RWLILFDWLRQ A confirmation notification is a reply sent by the head office as an answer to the quantities requested by the sites. It informs the sites about the “final” quantities, as the requested quantities may be changed in the head office.
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$OORFDWLRQ7DEOH1RWLILFDWLRQVIRU'LVWULEXWLRQ&HQWHUV Distribution centers are sent information on planned goods receipts. The list they receive contains the total planned quantities of an article for all sites and the planned goods receipt date in the distribution center.
Every time each of the above notifications is changed, the system creates a FKDQJH QRWLILFDWLRQ. This contains information about subsequent changes, such as a new quantity, delivery date or additional articles. A change notification only contains information on the allocation table items that have actually changed . The type of notification (and other types of information associated with this) can be selected via the notification category indicator in the sub-items of the allocation table. The notification category controls the transfer of individual information. You can also have the system not transfer individual data fields (this is set in Customizing).
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$OORFDWLRQ $OORFDWLRQ7DEOH1RWLILFDWLRQ Allocation table notifications inform sites about future planned goods receipts. These are for information purposes only. The sites have no way of notifying head office about any differing requirements (in terms of the articles and quantities they wish to receive and when). Data is grouped together from one or more allocation table for a particular site and passed onto the sites in the form of the allocation table notification. An allocation table notification contains information on the articles and quantities in the stock split and when they are to be delivered, as well as any short texts.
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$OORFDWLRQ 5HTXHVW1RWLILFDWLRQ Request notifications inform the sites about planned goods receipts, enabling them to inform head office of any special requests in terms of the quantities and articles they wish to receive and when. A request notification contains information on the articles and quantities in the stock split and when they are to be delivered, as well as any short texts. It comprises data bundled together from one or more allocation table for a particular site. The sites check their requirements and inform head office of the quantities they require and when. When a site requests a quantity of zero, this means that they do not wish to have the article at all. If a request notification was created, you can configure your system so that IROORZRQ GRFXPHQWV can only be generated for the allocation table type after the quantities requested by the sites and those confirmed by the head office have been entered in the allocation table.
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$OORFDWLRQ &RQILUPDWLRQ1RWLILFDWLRQ After a reply has been sent by a site to a request notification issued by head office, a confirmation notification is issued. The confirmed quantities and delivery dates can be - but do not have to be - identical to the quantities and delivery dates requested by the sites. The confirmation notification is for information purposes only. The information contained in it is the same as that contained in the allocation table notification. It comprises data bundled together from one or more allocation table for a particular site. It contains information on articles, quantities, delivery dates and text information.
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$OORFDWLRQ $OORFDWLRQ7DEOH1RWLILFDWLRQVIRU 'LVWULEXWLRQ&HQWHUV Allocation table notifications inform distribution centers about future planned goods receipts. These are for information purposes only. The distribution centers have no way of notifying head office about any differing requirements (in terms of the articles and quantities they wish to receive and when). Data is grouped together from one or more allocation table for a particular distribution center and passed onto the distribution centers in the form of the allocation table notification for distribution centers. An allocation table notification for distribution centers contains information on the articles and quantities in the stock split and when they are to be delivered, as well as any short texts. The data contained in allocation table notifications for distribution centers is data aggregated across all the sites supplied by the distribution center.
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$OORFDWLRQ 5HSOLHVIURPWKH6LWHV Request notifications allow sites to inform the head office of their requested quantities. Reply can either be optional or compulsory. •
2SWLRQDOUHSO\ The site can but does not have to notify head office of any requirement. If no reply is sent, the head office decides how much the site will receive.
•
&RPSXOVRU\UHSO\ The site must notify head office of the quantity required. If it fails to do this, it receives a reminder from head office urging a reply. If still no reply is sent, the head office decides how much the site will receive.
The allocation table also contains dates for each site by which a reply can or must be sent. This request date can be entered as a default value in the allocation table header and is then valid for all items. It can be changed at item or site level. The QRWLILFDWLRQFDWHJRU\defines whether a reply is optional or compulsory. A site can reply in two ways: •
2QOLQH The sites have direct access to the central R/3 system. In this case you can enter the requested quantities directly in the system. In the separate transaction existing for replying in this way, the system only suggests data to each individual site relevant to it.
•
2IIOLQH The sites have no direct access to the central R/3 system. In this case, they have to phone in or fax the quantities they request to the head office, where the data is then entered in the system. The user entering the data can either use the transaction to reply for a single site or the transaction to reply for several sites.
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$OORFDWLRQ 8UJLQJD5HSO\ The notification “Reply urged” is a reminder to the sites that they have not yet replied to a request from head office (that is, they have not yet notified the head office of their requirements). A reminder is only generated if the notification category has been configured to allow this.
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$OORFDWLRQ +RZ1RWLILFDWLRQV,QWHUDFWZLWK)ROORZ2Q 'RFXPHQWV When allocation tables are created for which request notifications are to be created, a number of options exist for the generation of follow-on documents: •
)ROORZRQGRFXPHQWVFDQEHJHQHUDWHGLPPHGLDWHO\ Follow-on documents containing the quantities planned by head office can be generated without having to wait on replies from the sites. This means that change documents may have to be created once the sites have replied.
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6LWHE\VLWHJHQHUDWLRQ Follow-on documents are only created for a site after the notification and reply procedure is complete. Follow-on documents are then created on a site-by-site basis.
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,WHPE\LWHPJHQHUDWLRQ Follow-on documents are only created for all the sites after the notification and reply procedure for an allocation table item is complete for all sites in the item. Follow-on documents are only created after all sites that can or must reply have actually replied.
Which of the three options used is controlled by the item category.
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$OORFDWLRQ )ROORZ2Q'RFXPHQW*HQHUDWLRQ Follow-on documents can be generated for the quantities entered in the allocation table. This enables delivery of goods to be triggered, controlled and monitored. For each component in the supply chain, the system creates entries in a separate worklist. The worklist created, extended and updated by the allocation table can be considered as a collection of line items from different allocation tables that have been released for follow-on document generation. A worklist can be processed online or in the background.
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$OORFDWLRQ %XVLQHVV6FHQDULRVLQWKH$OORFDWLRQ7DEOH ,WHP&DWHJRU\ The LWHPFDWHJRU\ (set in Customizing) controls the business scenarios that you can carry out with your allocation table. %XVLQHVVVFHQDULR 1) Store places purchase order with external vendor
External vendor
2) Distribution center places purchase order with external vendor
3) Allocation out of warehouse stock
External vendor
NB
NB
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UB/NB
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Store B
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UB/NB
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NB = standard purchase order UB = stock transfer order LO = delivery without reference LU = delivery for a stock transfer
3XUFKDVHRUGHUSODFHGE\VLWHGLUHFWO\ZLWKH[WHUQDOYHQGRU The site places a purchase order with an external vendor when the merchandise cannot or should not be ordered via the distribution center (because the DC does not carry the article, for example). In the item category the settings you make include: You only allow standard purchase orders, i.e. no merchandise can be ordered via the distribution center. The supply source determination function can be limited to external vendors.
3XUFKDVHRUGHUSODFHGE\WKHGLVWULEXWLRQFHQWHU This can be divided into two stages: The first stage involves the distribution center placing a purchase order with an external vendor for the merchandise for the sites. This is done using a standard purchase order issued to the vendor (order type NB). The second stage involves goods movement from the distribution center to the sites. This can take place in the form of a warehouse order (standard PO of the type NB or a stock transfer order) or a delivery (of the type delivery without reference or delivery for a stock transfer order).
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´ A ZDUHKRXVHRUGHU is best used when the goods movement is to be planned, monitored or even billed. Warehouse orders can also be included in the replenishment planning run in the receiving site. The purchasing functions that can be used when a warehouse order is placed are determined by the order type (standard purchase order or stock transfer). If all the data relevant to shipping has already been maintained in the allocation table, only a GHOLYHU\ can be generated for the movement of goods from a distribution center to a site. Only in this case is a line item created in the delivery due list. You can make changes to a delivery that has already been generated if the shipping situation changes or if you wish to confirm the quantity actually picked. You can also display the deliveries if you wish to see the shipping information. Depending on the business scenario you are carrying out, the supply source determination function should be configured so that the system searches for external vendors and distribution centers as required.
$OORFDWLRQRXWRIZDUHKRXVHVWRFN In this case no order is placed with an external vendor. Allocation is created from warehouse stock (the order is placed at the distribution center). Allocation out of warehouse stock can be made using a warehouse order or a delivery. The supply source determination function can be limited to searching for a distribution center.
&RPELQDWLRQ $FRPELQDWLRQRIWKHDERYHFDQEHPRGHOHGLQWKHV\VWHP DQDOORFDWLRQFDQEHPDGHZLWK VRPHVWRUHVSURFXULQJWKHLUPHUFKDQGLVHIURPDQH[WHUQDOYHQGRUDQGRWKHUVSURFXULQJ WKHLUPHUFKDQGLVHYLDWKHGLVWULEXWLRQFHQWHU In this case (in Customizing “Allocation table, items categories) you set the purchase order indicator to “Purchase order as required”. You must also allow warehouse orders or deliveries- Supply source determination should include distribution centers and external vendors.
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$OORFDWLRQ :RUNOLVWV When follow-on documents are generated for an allocation table, the following worklists can be updated: •
RUGHUZRUNOLVW This is used for creating vendor purchase orders.
•
ZDUHKRXVHRUGHUOLVW This is used for creating warehouse orders.
•
GHOLYHU\GXHOLVW This is used for creating deliveries from the distribution centers to the sites.
Follow-on document generation is always based on these worklists. Only one type of worklist can be started at a time. You therefore cannot generate a worklist containing purchase orders and deliveries in the same run. If both purchase orders and deliveries are to be created for an item, you have to run a worklist twice, once for purchase orders and once for deliveries. If you want to generate follow-on documents in the EDFNJURXQG, use program 5::$*(1% for purchase orders and program 5::$*(1/ for deliveries. Only one follow-on document can be generated for the one delivery phase schedule line. For example, you can have the system generate either a stock transport order or a delivery. If documents were created for entries in a worklist, these entries are deleted and the worklist updated. &UHDWH XSGDWH ZRUNOLVW
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$OORFDWLRQ ([DPSOHRID:RUNOLVW You wish to create an allocation table for the allocation of one article. The article first has to be procured externally (using a vendor purchase order). With the exception of one site, all sites procure the article via the distribution center. The stock is transferred from the distribution center (DC) to the sites using a delivery (delivery for a stock transfer). 6LWH
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Three line items are added to the worklists for purchase orders and deliveries 1. The quantities required by stores 01 and 02 are ordered for distribution center DC01 with two delivery lines for 40 and 20 units. A line item is created in the order list for each schedule line. 2. 50 units are ordered separately for store 03 from an external vendor. A line item is added to the order list. 3. Three line items are added to the delivery due list: Store 01 receives a full delivery, store 02 is delivered on two separate dates as per the delivery phase. No entry is created for store 03, as this store is supplied directly from the vendor.
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$OORFDWLRQ 8SGDWHV Line items are added to the worklist from the allocation table. A number of follow-on documents are then generated directly from the worklist as per your selection criteria. The line items for which orders were placed are deleted from the worklist. The documents involved are updated with the following information:
8SGDWHVLQWKH$OORFDWLRQ7DEOH$IWHU)ROORZ2Q'RFXPHQWV +DYH%HHQ&UHDWHG •
If a follow-on document has been generated for at least one schedule line for a site, the document is given the status &UHDWHG in the allocation table.
•
The site and item number of the last follow-on document generated is recorded at site level.
•
When a site places a purchase order directly with an external vendor, the quantity ordered and the document and item number created are reported back to the allocation table and stored there.
8SGDWHVLQWKH)ROORZ2Q'RFXPHQW •
The allocation table and item number are stored in the follow-on item document generated.
Due to the updating of the follow-on document number in the allocation table and the updating of the allocation table number in the follow-on document, a unique link is created between both documents. ´ If a follow-on document is changed, this change is not updated in the allocation table.
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$OORFDWLRQ $JJUHJDWLQJ/LQH,WHPVLQD:RUNOLVW You can aggregate the line items of a worklist consisting of items from different allocation tables in the one follow-on document. In Customizing for item categories of allocation tables, you can configure the system so that aggregation is allowed for: • •
Purchase orders placed with external vendors Warehouse orders
3UHUHTXLVLWHVIRU$JJUHJDWLQJ3XUFKDVH2UGHUVDQG6WRFN 7UDQVIHU2UGHUV The PO line items must have the same order criteria, including: •
Vendor
•
Order Types
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Purchasing group
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Purchasing organization
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Site
3UHUHTXLVLWHVIRU$JJUHJDWLQJ'HOLYHULHV Deliveries are not aggregated in the same way as purchase orders in Customizing. These are aggregated automatically (for all allocation table items and allocation tables) in the background. All delivery items that have the same shipping point are aggregated. ´ A separate record is generated in the worklist for every schedule line in a delivery phase of a site. All the line items in a delivery phase can be aggregated to the one follow-on document in one generation run if they are all selected. The system generates RQH document item with a number of schedule lines for these line items. You can also create a document for each schedule line if these are selected and generated separately. ´ Order or delivery line items that originate from different allocation tables are not aggregated into RQHLWHP, as it would no longer be possible in the purchase order/delivery view to determine the allocation table that triggered the follow-on document.
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$OORFDWLRQ $OORFDWLRQ7DEOH$GMXVWPHQW)ROORZLQJD *RRGV5HFHLSW An allocation table has to be adjusted referencing a goods receipt if goods are first sent to the distribution center before being allocated. After the goods receipt is entered in the distribution center, the allocation table is adjusted and the goods receipts quantities copied to the allocation table. The actual quantities delivered at goods receipt are required for the follow-on documents created for delivery of the goods to the store. Allocation tables therefore also have to be adjusted even if the quantity received does not differ from the quantity in the purchase order or shipping notification. The system sets the total quantity delivered to the distribution center in every item in question; the quantity each site supplied by the distribution center is to receive is also set by the system and can be overwritten by the user. The item category can be configured so that warehouse orders or deliveries are only generated after the goods receipt has been posted in the distribution center or the allocation table adjusted on the basis of the goods receipt. This ensures that follow-on documents always contain the most up-to-date quantities. ´ If follow-on documents for site delivery already exist when the allocation table is adjusted, these are QRW automatically changed to reflect the allocation table.
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$OORFDWLRQ $GMXVWLQJWKH$OORFDWLRQ7DEOH2QOLQH You can display a worklist for allocation tables that require adjusting. A worklist can be created using different criteria, such as goods receipt documents or purchase orders. You can process the worklist in three steps (or levels). Quantities are suggested in each step which you can change as required. •
7KHJRRGVUHFHLSWVWHS On this level a list is created that is arranged by goods receipt documents. The goods receipt items for which quantities are to be split up are displayed for every document.
•
7KHGLVWULEXWLRQFHQWHUVWHS On this level all the allocation tables are displayed for a particular goods receipt item. Depending on the Customizing setting, quantities may grouped together from various allocation tables to form the one order item when purchase orders are generated (provided they are for the same distribution center and article). All the delivery phases that exist per distribution center are listed. The system suggests how the quantities should be split up among the allocation tables and delivery phases involved as per the allocation profile used.
•
7KHVLWHVWHS On this level the system suggests how the quantities should be split up among the receiving sites and existing delivery phases for every site as per the allocation profile used.
After you have checked and if necessary changed the default values for adjusting the allocation table, the data can be saved. The system then enters the quantities in the allocation tables as the goods receipts quantities.
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$OORFDWLRQ $OORFDWLRQ3URILOHIRU&RQWUROOLQJ$OORFDWLRQ 7DEOH$GMXVWPHQW So that the system can suggest how goods receipt quantities should be split up when the allocation table is adjusted, allocation profiles are maintained in the Customizing system. These are of particular importance when over or underdelivery exists. The allocation profile comprises various parameters that control the allocation process. In maintaining an individual parameter, you choose between a number of values that are preset in the system. The allocation process can be controlled as follows: •
4XDQWLWLHVDUHDOORFDWHGDWGLVWULEXWLRQFHQWHUOHYHO Here you can control how stock is allocated among the delivery phases of a distribution center and (if items from several allocation tables were grouped together to the one order item for a purchase order for an external vendor) among various allocation tables (distribution center level). The following parameters exist : –
2YHUGHOLYHU\ You can, for example, split up the total quantity proportionally or place the remaining quantity into storage in the distribution center.
–
8QGHUGHOLYHU\ You can, for example, split up the total quantity proportionally or in chronological order among the delivery phases.
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4XDQWLWLHVDUHDOORFDWHGDWVLWHOHYHO Here you can control how stock is allocated among sites and the delivery phases (in the site list step). The following parameters exist : –
2YHUGHOLYHU\ You can, for example, split up the total quantity proportionally or assign the remaining quantity to the site with the smallest or largest planned quantity.
–
8QGHUGHOLYHU\ You can, for example, split up the total quantity proportionally or in chronological order among the delivery phases.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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$OORFDWLRQ7DEOH3URFHVVLQJ 3XUSRVH This business process allows you to create an allocation table. The purpose of this process is to allocate quantities of an article on hand, ordered in a purchase order or for a promotion among your sites in the most efficient way possible. The allocation process can be automated using site groups, allocation strategies or allocation rules. You are supported in creating an allocation table by functions such as automatic supply source determination, listing check, scheduling or stock overview. If the vendor has sent you a shipping notification for a purchase order, you can reference this when creating an allocation table or allocation table item. You can also use allocation tables to handle returns managed by the head office.
6WHSVLQWKH3URFHVV 1. You determine the allocation table type. 2. You define the organizational data. 3. You define the default data and the header data. 4. You maintain the allocation table item data. This includes the article, site group or allocation rule, allocation strategy or source of supply. The allocation table type, item category, strategy selected and reference to a shipping notification (if it exists) determine which information must be maintained and which is optional. Various data is also used as default data at site level. 5. You maintain information at site group level (such as site group, planned quantity per site group, and site quota as a default value). 6. You maintain information at site level (such as site, quota per site, delivery dates and source of supply). 7. You maintain information for the distribution center view (source of supply and delivery dates). 8. The system carries out a consistency check for every item. 9. It also creates worklists for follow-on document generation. It takes the chronological sequence into consideration defined via the item category for follow-on document generation, notification processing and goods receipt.
5HPDUNV •
You can use site groups in an allocation table that were created in the Classification System. You can also maintain your own site groups in an allocation table. This site group is only used and recorded in the allocation table and has no relevance to the Classification System.
•
You can “fix” (freeze) allocation rules, which frees you from the dynamic link to the Classification System. Subsequent changes in the Classification System are not taken into account when you create new allocation tables.
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If you fixed the allocation rule, any changes made subsequently in the Classification system do not take effect. The system uses the assignments fixed as they are in the allocation rule. •
An allocation table and items in the table can be created referencing a shipping notification. When creating a purchase order item, you can specify in the additional data whether the item is relevant to an allocation table. This information is passed on to the shipping notification item referencing the order item. This information is required for an allocation table to be created referencing a shipping notification.
•
Worklists for follow-on document generation can be created and updated in the following processes: allocation table processing, allocation table notification processing and adjusting the allocation table referencing a goods receipt. The chronological sequence of notification processing and generation of purchase orders, warehouse orders and deliveries and the chronological sequence of the processes for adjusting the allocation table and generating warehouse orders and deliveries can be controlled via the item category. Depending on the sequence of events, worklists for generating follow-on documents are created and updated in the processes concerned.
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&UHDWLQJDQ$OORFDWLRQ7DEOH 3URFHGXUH To create an allocation table, proceed as follows: 1. On the Create Allocation Table: Initial Screen [Ext.] enter the allocation rule type and organizational data. Choose 2YHUYLHZ → ,WHPVGRXEOHOLQHG 2. Enter the header data on the item overview screen. Choose *RWR → +HDGHU, to enter further data. 3. On the item overview screen maintain the item category, the article, planned quantity, unit of measure, site group (if applicable) and the allocation rule number (if applicable) for every item. If you enter an allocation rule number, you can no longer enter a site group, since the assignment to a group of sites has already been made in the allocation rule. If you enter a site group, the same planned quantity is allocated to all the sites in the group and any remaining quantity is split up. If you enter an allocation rule, the quotas determined in the allocation rule are copied to the allocation table and the quantities to be allocated to each site calculated from these. You can also enter procurement information (external vendor or distribution center) as a default value for all stores in an item on the item overview screen. If an item in an allocation table is not linked to a reference document, you can trigger the supply source determination function manually (depending on the item category setting). Select an item and choose (GLW → 6RXUFHVRIVXSSO\ If more than one possible source of supply is found by the system, a dialog box appears in which you can select a source of supply. 4. Select an allocation table item on the item overview screen and choose *RWR→,WHPV →'HWDLOV. The details screen of the item appears. Here you see additional data for the item. You can change this data as required. You can, for example, maintain item texts and notes. Notes are internal and are only displayed in the allocation table; item texts, on the other hand, can be printed or used in notifications. After you have maintained the necessary information, return to the item overview screen via *RWR → ,WHPV →,WHPRYHUYLHZ. 5. Select an allocation table item on the overview screen and choose *RWR→6LWH JURXSV→6LWHJURXSVRILWHP7KHVLWHJURXSOHYHODSSHDUV Delete or add base site groups as required. ´ If you wish to display the view for an individual site for a selected allocation table item on the item overview screen (via *RWR→6LWH→6LWHJURXSVRILWHP you can also maintain sites for which the system then makes into a group. This site group is only used and recorded in the allocation table and has no relevance to the Classification System. 6. The quantities to be allocated to each site are calculated as follows at site group level:
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If you have entered an allocation rule for the item you are processing, the system suggests how the quantities should be split among the site groups. You can overwrite these quantities.
•
If you have 127 entered an allocation rule, you have to make the split manually. The standard system default in this case results in the total quantity to be allocated being split up equally among the site. These figures can be changed.
7. Select a site group and choose *RWR→6LWHV→6LWHVLQVLWHJURXS. The individual site view appears. Delete or add sites as required and split up or change the quantities as required (see step 6). 8. Select a site and choose *RWR→ 6LWH→'HWDLO to define the delivery phases for the site. To enter message types in additional to those (allocation table notification, request notification) found via the notification category, choose on the details screen *RWR→0HVVDJHV(Remember that messages in the SAP system can also be referred to as output.) 9. After making your entries, return to the item overview. Select an allocation table item and choose Goto → Distribution centers → DCs for item.The distribution center view appears. This contains all the distribution centers for an item (in as far as the stores are actually supplied by distribution centers). Supply source determination for distribution centers is carried out automatically by the system - if the item category allows this and the appropriate Customizing settings have been made. It can also be triggered manually via (GLW → 6RXUFHVRIVXSSO\. )DVW&KDQJHIRU'LVWULEXWLRQ&HQWHU'DWD In the item overview you can maintain the source of supply and/or delivery date for all distribution centers in the selected allocation table items. In doing so you can choose whether existing values are to be overwritten. To make a fast change to an item, choose (GLW→2WKHUIXQFWLRQV → )DVWFKDQJH→'LVWULEXWLRQFHQWHUGDWD 10. Select a distribution center and choose *RWR→'LVWULEXWLRQFHQWHUV→'HWDLOV On the detailed screen for the distribution center you can maintain delivery phases for the distribution center. 11. Save the allocation table.
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&UHDWLQJDQ$OORFDWLRQ7DEOH5HIHUHQFLQJD6KLSSLQJ 1RWLILFDWLRQ 3URFHGXUH You can also create an allocation table referencing a shipping notification. 1. To do so, on the Create Allocation Table: Initial Screen [Ext.] enter the allocation table type and organizational data. Then choose $OORFDWLRQWDEOH → &UHDWHZLWKUHIHUHQFH → 7RVKLSSLQJQRWLILFDWLRQ. A dialog box appears. 2. Enter the number of the reference document. You can also have the system search for the shipping notification by entering the appropriate selection criteria. Choose ENTER. The individual items of the reference document appear. 3. Select the required items and copy these to the allocation table. By copying these items, certain data in the allocation table is automatically maintained (such as the articles, the sources of supply, the delivery data in the DC etc.) and can no longer be changed. To complete the allocation table, you must at least enter the sites and the planned quantities and delivery dates. If you wish, you can also maintain other control parameters (such as the notification category or how remaining quantities should be allocated). You can add further items to the allocation table referencing a document at any time on the item overview screen by choosing $OORFDWLRQWDEOH→&UHDWHZLWKUHIHUHQFH For more information, see Create Allocation Table: Procedure [Page 628], step 2.
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$OORFDWLRQ7DEOHZLWK*HQHULF$UWLFOHV 3URFHGXUH You can call up the help (the variant matrix or list) for entering variant quantities in the following views: •
,WHPRYHUYLHZ On the item overview screen enter the generic article and press appears for maintaining variant quantities.
The screen
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After you have entered the quantities of each variant, you return to the previous screen via *RWR→%DFN Variant items are created. The data from the generic article is adopted in the items. This data includes the site group / allocation rule. The variant quantities are allocated among the sites in line with the allocation rule/site group. ´ Generic article item data is only passed on to the newly created variants. Changes in the variant items (for example, the use of a different allocation rule) do not have an effect on the generic article item. •
Site view Proceed to the site view of the generic article and select the required sites. Choose (GLW→*HQHULFDUWLFOH→9DULDQWV and enter the quantities. To help you, you can have the system copy the quantities for the variants for a particular site to other selected sites. Choose *RWR→%DFN to return to the first screen. The changed quantities will then be re-calculated on the higher levels.
If variant items already exist, you can also enter the planned quantities for the variants directly in the items in the item overview screen or site view. For more information, see Create Allocation Table: Procedure [Page 628]
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5HTXHVWLQJDQ$OORFDWLRQ,QVWUXFWLRQIRUWKH'LVWULEXWLRQ &HQWHU 3URFHGXUH The allocation instruction contains information for the distribution center and includes the sites to be supplied by the distribution center, the articles in the allocation table, the delivery schedule lines and quantities. Using the list of instructions created, a warehouse employee in the warehouse can physically split up the merchandise for cross docking or flow through. To request an allocation instruction, proceed as follows: 1. On the Allocation Instruction Request [Ext.] enter the distribution center in the top part of the screen for which you wish to request an allocation instruction. 2. Limit your selection using criteria such as: •
Allocation table and article
•
Vendor
•
Delivery date
3. Choose 3URJUDP → ([HFXWH to display the allocation instruction. The $OORFDWLRQ LQVWUXFWLRQ screen appears. 4. Choose /LVW → 3ULQW to generate a printout. Fill in the next screen and select 3ULQW. The allocation instruction will be printed on the printer you specified.
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$OORFDWLRQ5XOH3URFHVVLQJ 3XUSRVH This process allows you to manually create allocation rules and model allocation rules. ´ The allocation rule generation process provides you with an additional option of creating allocation rules. In this process the system generates allocation rules using data from the Retail Information System (RIS). The DOORFDWLRQUXOH allows you to process allocation tables with a high degree of automation and standardization. This is possible when stock of a particular article is always split up among certain sites or groups of sites in the same relative proportions. The allocation rule defines the sites or site groups among which stock is to be split. An allocation rule can also be assigned to a single article or merchandise category or MC hierarchy level. In this case the system checks in the allocation table whether the article in the item has been assigned directly or via the merchandise category hierarchy. 0RGHODOORFDWLRQUXOHV are a special kind of allocation rule. They support allocation rule generation: you group together sites in base site groups (allocation categories) according to a number of key figures and using an existing model allocation rule. The number of allocation categories to be created as well as the quotas valid for the sites in an allocation category are taken from the model allocation rule.
6WHSVLQWKH3URFHVV 1. You enter the allocation rule type and, if desired, the organizational data. 2. You decide whether you wish to create an allocation rule or a model allocation rule. 3. You maintain header and item data: •
Allocation rule You also enter base site groups and site quotas.
•
Model allocation rule You also enter a merchandise category or merchandise category hierarchy level or an article, plus allocation categories and their quotas. You flag the allocation rule as a model allocation rule.
4. When you save the system carries out a consistency check. 5. The allocation rule or model allocation rule is now created.
5HPDUNV •
Allocation rules can be created with or without the (base) site group referencing the Classification system. If the Classification System is referenced, you must have maintained the appropriate base site group structure. A model allocation rule is always created without referencing the Classification System, since “allocation categories” are used here.
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&UHDWLQJDQ$OORFDWLRQ7DEOH 3URFHGXUH To create an allocation rule, proceed as follows: 1. On the Create Allocation Rule: Initial Screen [Ext.] enter the allocation rule type. Alternatively, you can enter organizational data, a site group from the Classification System and a merchandise category/ MC hierarchy level or an individual article. Press
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to proceed to the next screen.
´ If you enter a site group and press ENTER, the system lists all the base site groups for the group. You can add or delete base site groups as required. By entering a merchandise category, a hierarchy level, or an article, you reserve the allocation rule for the object concerned. You can still use it, however, for other objects. 2. Choose *RWR → +HDGHU to enter the header data for the allocation rule (such as the quota category). 3. To return to the base site level from the header screen, choose *RWR→%DFN. If required, enter further base site groups from the Classification System or enter any other site groups. If you wish to enter a group of sites that are not grouped as such in the Classification System, you must set the )L[ indicator. ´ When you create an allocation rule, you have the option of using base site groups that exist in the Classification system. As soon as the allocation rule is “fixed” (frozen), however, any combination of other sites can be grouped together in an allocation rule. They have no relevance to the Classification system. If the allocation rule is fixed, the base site groups are copied from the allocation rule document when the allocation table is created. If the allocation rule is not fixed, the sites to which the allocation rule applies are taken from the base site group in the Classification System at the time when an allocation table is created. If sites are changed in a base site group in the Classification System in the period between the creation of an allocation rule and the creation of an allocation table, this is taken into account at stock allocation. Maintain the desired quotas for each site in the individual base site groups. In the standard version of SAP Retail, the system default is an equal split among all the sites. 4. Select a base site group. Via *RWR→6LWHVVLQJOHOLQHG you proceed to the site level of the base site group selected. You can change the shares for each site or include or delete other sites. If you do this, the allocation rule is fixed. ´ An allocation rule that is based on a base site group from the Classification System is fixed as soon as you change the quota category from ratios to fixed quantities or if you allocate the sites different percentages. 5. Save the allocation rule.
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&UHDWLQJ0RGHO$OORFDWLRQ5XOHV 3URFHGXUH To create a model allocation rule, proceed as follows: 1. On the Create Allocation Rule: Initial Screen [Ext.] enter the allocation table type, organizational data (purchasing organization and purchasing group are optional), and the merchandise category or MC hierarchy level or article. You can only create one model allocation rule per merchandise category, MC hierarchy level or article. Select the 0RGHODOORFDWLRQUXOH indicator on the initial screen Press ENTER and confirm the fixing of the allocation rule. You branch to the base site group screen. ´ A model allocation rule is always fixed, since it is based on sites that were grouped together manually. 3. Choose *RWR → +HDGHU to define the parameters for rounding off and for splitting up remaining stock. You can only create a model allocation rule using the quota category “ratio”. 4. To return to the base site level from the header screen, choose *RWR→%DFN. Enter allocation categories (sites you have grouped together with no reference to the Classification System), their descriptions and the respective quotas. The model allocation rule is now maintained. 5. Save the model allocation rule.
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'LVSOD\LQJ$OORFDWLRQ5XOH/LVW 3URFHGXUH You can use this display option for both allocation rules generated by the system and for rule created manually by the user. Proceed as follows: 1. On the Allocation Rule List screen [Ext.] enter the allocation rules you wish to display. You can choose a one-level (header data only), two-level (header and item data) or three-level (header, item and sub-item data) display. 2. Choose 3URJUDP → ([HFXWH to start the program. The list of allocation rules selected appears. You can switch the different display options here too (one-level, two-level or three-level).
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$OORFDWLRQ5XOH*HQHUDWLRQ 3XUSRVH This process allows you to create allocation rules using data from the Retail Information System (RIS). ´ The allocation rule processing process provides you with an additional option of creating allocation rules. In this process you create allocation rules manually, without the help of data from the RIS. The DOORFDWLRQUXOH allows you to process allocation tables with a high degree of automation and standardization. This is possible when stock of a particular article is always split up among certain sites or groups of sites in the same relative proportions. The allocation rule defines the sites or site groups among which stock is to be split. An allocation rule can also be assigned to a single article or merchandise category or MC hierarchy level. In this case the system checks in the allocation table whether the article in the item has been assigned directly or via the merchandise category hierarchy. 0RGHODOORFDWLRQUXOHV are a special kind of allocation rule. They support allocation rule generation: you group together sites in base site groups (allocation categories) according to a number of key figures and using an existing model allocation rule. The number of allocation categories to be created as well as the quotas valid for the sites in an allocation category are taken from the model allocation rule. You can also generate an allocation rule without using a model allocation rule. The key figures determined for a site are used as the quota allocated to the site.
6WHSVLQWKH3URFHVV 1. You first decide whether the key figure determined for a site and merchandise category or site and article is to be used directly as a site quota or for assigning the site to an allocation category. If you wish the latter to be the case, you must first create a model allocation rule for the merchandise category, hierarchy level or article. 2. You define the allocation rule parameters, selection criteria and merchandise category/article data and execute the generation program. 3. The system creates a list that includes the following information in every line: merchandise category/article, base site group, number of sites assigned to an allocation category due to their evaluation figure as per the model allocation rule. 4. You select lines in the list for whose data an allocation rule is to be created and posted. 5. The allocation rule has now been generated.
5HPDUNV •
When allocation rules are generated automatically, key figures from the Retail Information System (RIS) are used. Both planning data and statistical data can be taken into account. If no key figures exist for a site, it is evaluated with zero.
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If you want to work with allocation categories, you must have created a model allocation rule for the merchandise categories, hierarchy levels or articles concerned.
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&UHDWLQJDQ$OORFDWLRQ7DEOH 3URFHGXUH To generate an allocation rule, proceed as follows: 1. On the Generate Allocation Rules using RIS Data Screen [Ext.], you can define allocation rule data, selection parameters for RIS data, and articles/merchandise categories. You use a VLWHJURXS to determine the sites to be used in the allocation rules generated. By selecting articles or merchandise categories (hierarchy levels), you define the maximum number of allocation rules generated. Using the selection parameters for RIS data, you can define whether the key figures should be used directly as the VLWHTXRWDV or whether the sites should be grouped together in DOORFDWLRQFDWHJRULHV as per their quotas. Which key figures are to be used from the 5HWDLO,QIRUPDWLRQ6\VWHP (RIS) is defined via the key figure category. Both planning data and statistical data can be used (controlled via the 9HUVLRQ field). 2. To start the generation program, choose 3URJUDP→([HFXWH If the system finds any errors while the allocation rule is being generated (statistical data errors, for example), a message will appear recommending you *RWR → (UURUORJ on the next screen. 3. The program generates a list of allocation rules suggested by the system. The information contained in this list includes: –
The merchandise category or article
–
The number of the model allocation rule if you are working with allocation categories
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The base site groups (see the note below)
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The number of sites assigned to an allocation category via the model allocation rule based on their evaluation number.
´ The base site groups used in connection with allocation rule generation are QRW the base site groups used in the SAP Classification System. They are either allocation categories that were created manually in the model allocation rule or a site group generated as a placeholder when site quotas are created. 4. Select the items for whose data you wish an allocation rule to be created and post. The numbers of the allocation rules generated appear on the list. 5. To change the generated allocation rule, choose (GLW → (GLWDOORFDWLRQUXOH 6. Save your changes. You return to the list.
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&KDQJLQJ6LWH$VVLJQPHQWVLQ$OORFDWLRQ5XOHV$OUHDG\ *HQHUDWHG 3URFHGXUH This option can only be used for allocation rules already generated. This transaction allows you to remove a site from the allocation category to which it is currently assigned and assign it to another allocation category in the same allocation rule. This enables you to change allocation rules that were generated by the system and adapt them to changing business requirements without having to repeat the generation process. To do this, proceed as follows: 1.
On the Allocation Rules for Site/Reassign Sites screen [Ext.], you can enter selection criteria for sites, site groups, allocation rule type, and date.
2. Choose 3URJUDP→([HFXWH. A list appears of all the generated allocation rules for the site or site group entered. The analysis contains information such as: •
The merchandise category or article to which the allocation rule pertains.
•
The allocation category to which a site was reassigned (that is, to which it is currently assigned).
•
The allocation category to which a site was assigned as a result of the key figure used to evaluate the site taken into account at generation.
•
The evaluation figure (the key figure) determined from the Retail Information System for the site.
´ You can sort the list by site groups or allocation rule numbers. 3. To change the assignment, position the cursor on a line of the required allocation rule and choose $VVLJQPHQW. A window appears. It contains the allocation categories maintained for the allocation rule. 4. Select a category by double-clicking on it. You return to the previous screen. The assignment is now changed. The changed allocation rule is saved by the system.
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*HQHUDWLRQRI'RFXPHQWV)ROORZLQJ2Q)URPWKH $OORFDWLRQ7DEOH )ROORZ2Q'RFXPHQW*HQHUDWLRQ 3XUSRVH This process allows you to generate documents that follow on from the allocation table. Follow-on document generation allows you to have the system create documents for the following business transactions and events required as a result of the stock allocation process: •
Third-party orders placed by stores with an external vendor
•
Purchase orders placed by sites via the distribution center
•
Allocations out of distribution center stock
All the data that the system requires to generates the documents (such as the latest delivery date of generation, the vendor or the distribution center) was entered previously in the allocation tables concerned. All you have to do is define which types of follow-on documents are to be generated and enter the selection parameters and delivery schedule lines. Line items in worklists are grouped together in purchase orders, warehouse orders or deliveries, depending on the settings you have made.
6WHSVLQWKH3URFHVV 1. You decide whether you wish to generate follow-on documents: a) for a complete allocation table or b) for individual items in an allocation table or c) using a worklist. 2
If you choose either a) or b), enter an allocation table number. For b) you also have to select the items required. If you choose c), proceed to step 3.
3. You determine the type of follow-on documents to be generated: purchase orders placed with external vendors, warehouse orders or deliveries. 4. In the case of deliveries, you define the selection parameters (such as the purchasing group, the distribution center and so on). 5. You select the line items for which documents are to be generated. 6. The system generates the follow-on documents and updates the allocation tables and worklists concerned. 7. You decide whether you wish to generate follow-on documents of the same type and if so, return to step 5.
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The item category defined in the allocation table determines which follow-on documents are generated. The item category in an allocation table is suggested by the system based on the allocation table type you entered.
•
Line items from a number of different allocation tables can be grouped together in the one follow-on document.
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Worklists for follow-on document generation can be created and updated in the following processes: allocation table processing, allocation table notification processing and adjusting the allocation table referencing a goods receipt. The chronological sequence of notification processing and generation of purchase orders, warehouse orders and deliveries and the chronological sequence of the processes for adjusting the allocation table and generating warehouse orders and deliveries can be controlled via the item category. Depending on the sequence of events, worklists for generating follow-on documents are created and updated in the processes concerned.
•
You can also generate follow-on documents in the background by creating a selection variant (choose $OORFDWLRQWDEOH→*HQHUDWHIROORZRQGRFXPHQWV→&UHDWHYDULDQWV and scheduling a job. You can also generate follow-on documents in the background by creating a selection variant (choose $OORFDWLRQWDEOH→*HQHUDWHIROORZRQ GRFXPHQWV→&UHDWHYDULDQWV and scheduling a job.
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*HQHUDWLQJ)ROORZ2Q'RFXPHQWVIRU$OORFDWLRQ7DEOH ,WHPV 3URFHGXUH To generate documents that follow on from an allocation table or items in an allocation table, proceed as follows: 1. On the Display Allocation Table: Initial Screen [Ext.] enter the allocation table number. 2. If you wish to generate IROORZRQGRFXPHQWVIRUWKHFRPSOHWHDOORFDWLRQWDEOH proceed with the next step. If you wish to generate IROORZRQGRFXPHQWVIRULQGLYLGXDOLWHPVLQWKHDOORFDWLRQ WDEOH, press ENTER. The item overview screen appears where you can select the desired items before proceeding to the next step. 3. Depending on the type of document you wish to generate, choose $OORFDWLRQWDEOH → &UHDWHIROORZRQGRFXPHQWV→ •
3XUFKDVHRUGHU (for generating purchase orders placed with external vendors)
•
:DUHKRXVHRUGHU(for generating purchase orders with the distribution center)
•
'HOLYHU\ (for generating deliveries from the distribution center to the stores)
The system automatically suggests all the relevant allocation table items / delivery schedule lines. To change how the layout of the list, please see Generating Follow-on Documents using Worklists: Procedure [Page 644] . 4. Select the line items for which follow-on documents are to be generated and choose one of the following: (GLW →*HQHUDWHSXUFKDVHRUGHUV (GLW → *HQHUDWHZDUHKRXVHRUGHUV (GLW →*HQHUDWHGHOLYHULHV The items generated are highlighted in the list. By double-clicking on the document number, you branch to the document created. You can then generate further document in the same way by selecting further line items. ´ If the item category is configured in such a way that items can be grouped together in warehouse orders and purchase orders placed with external vendors and if the order items have the same order criteria (such as the vendor or the order type), the system groups them together in the background (provided they are selected for the same generation run). The system groups the delivery items together automatically that have the same shipping point. If you want to avoid having items grouped together, carry out the generation run for these line items separately.
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*HQHUDWLQJ)ROORZ2Q'RFXPHQWVXVLQJD:RUNOLVW 3URFHGXUH To generate follow-on documents via a worklist, proceed as follows: 1. Depending on the type of document you wish to create, proceed from one of the following screens: •
On the Follow-on Document Screen for Purchase Orders [Ext.] you can generate purchase orders for external vendors or warehouse orders.
•
On the Follow-on Document Screen for Deliveries [Ext.] you can generate deliveries from the distribution center to stores.
In both cases you proceed to the selection screen. 2. Enter selection criteria for the worklist to be processed. To choose further selection criteria fields, choose (GLW→)XUWKHUVHOHFWLRQFULWHULD To switch off these fields, choose(GLW→'HOHWHVHOHFWLRQFULWHULD The layout of the list can be changed using the 6HWWLQJV menu option. •
Choose 6HWWLQJV → /LVWVEHJLQVZLWK to determine whether you wish to branch to the totals screen for the list (WRWDOVGLVSOD\) or to the individual line items for the site (LQGLYLGXDOGLVSOD\). Documents can only be generated in individual display mode. The following is therefore based on individual line item display.
•
Choose 6HWWLQJV → 'LVSOD\YDULDQW or 7RWDOVYDULDQW to select a predefined variant.
3. Choose (GLW → 'LVSOD\ZRUNOLVW The worklist will be displayed. Every schedule line for the follow-on documents planned per allocation table is represented by a line item in the worklist. You can change the appearance of the worklist as follows: •
6XPPDWLQJ –
Position the cursor in the command line Choose (GLW → 7RWDO. A dialog box appears from which you select the predefined totals variant or create a new variant (via 6HOHFWILHOGV).
–
Position the cursor in a column or on a field in the column header Choose (GLW → 7RWDO. The items in the worklist are summated as per the field selected. If, for example, you positioned the cursor on the $UWLFOH field, the list is arranged by articles and the sum of the weights and volume is displayed at the end of each section.
•
6RUWLQJ –
Position the cursor in the command line Choose (GLW → 6RUW. A dialog box appears in which you can select up to three sort fields. By entering 1, 2 and 3 you define the sequence in which the fields are to be taken into consideration. Select the appropriate indicator if you wish
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–
Position the cursor in a column or on a field in the column header Choose (GLW → 6RUW. The worklist is arranged according to the field you selected. If, for example, you position the cursor in the 6LWH field, the list will be arranged by site.
´ The various options for displaying a worklist using the functions summate, find and sort are referred to asOLVWOHYHOV. You can return to the previous display option (previous list level) via *RWR→/LVWOHYHORYHUYLHZ Please note that when you branch to a previous list level, you cannot return to the subsequent one. If you have created four levels, for example, and go from the fourth to the second, you cannot proceed from the second to the third or fourth again. These are deleted from the display. •
$GGLWLRQDOILHOGV To add a further column to the list, position the cursor where you wish the column to be added and choose6HWWLQJV→$GGLWLRQDOILHOG Select a field by doubleclicking on an option.
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Display variant To select a different display variant, choose 6HWWLQJV → 'LVSOD\YDULDQW
4. Select the line items for which follow-on documents are to be generated and choose one of the following: (GLW →*HQHUDWHSXUFKDVHRUGHUV (GLW → *HQHUDWHZDUHKRXVHRUGHUV (GLW →*HQHUDWHGHOLYHULHV The items generated are highlighted in the list. By double-clicking on the document number, you branch to the document created You can then generate further document in the same way by selecting further line items. ´ If the item category is configured in such a way that items can be grouped together in warehouse orders and purchase orders placed with external vendors and if the order items have the same order criteria (such as the vendor or the order type), the system groups them together in the background (provided they are selected for the same generation run). The system groups the delivery items together automatically that have the same shipping point. Line items are grouped together from different allocation tables. Reference to a unique allocation table, however, is no longer possible. If you want to avoid items being grouped together, carry out the generation run for these line items separately or configure the system in such a way in the Customizing system that this is not possible.
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$OORFDWLRQ7DEOH1RWLILFDWLRQ3URFHVVLQJ 3XUSRVH This business process allows you to create notifications for the allocation table as well as enter and monitor replies from the sites Notifications are used for exchanging data between the head office and stores and between the head office and distribution centers. These are used by the head office to let the sites know about forthcoming goods receipts or changes to a stock split and are used by stores to communicate required quantities to the head office. Replies can be monitored by the head office and reminders sent if sites fail to reply. You can define the type of notification (and other features associated with it) via the notification category in the sub-item view of the allocation table (i.e. per article and site)
6WHSVLQWKH3URFHVV 1. The system creates the notifications you require for the sites selected. These can be: –
Allocation Table Notification
–
Request Notification
–
Confirmation Notification
–
Allocation Table Notifications for Distribution Centers
You can also create change notifications for the above notifications. 2. You print the notification and send it to the site. 3. If you are processing an allocation table or confirmation notification, no further processing of the notification is required. If you are processing a request notification, you have the following options: a) You can define in the notification that the sites must confirm the quantities required. b) You can define in the notification that confirmation is optional (in this case you proceed to step 5). 4. If you require confirmation (case a), you monitor the replies from the sites and send reminders as required. 5. If confirmation is received in the head office on time, the head office enters the quantity requested by the site (optional) and the quantity confirmed by the head office. If confirmation is not received in the head office on time, the head office enters the quantity allocated to the site (confirmed quantity). 6. The system updates the notification status in terms of the quantities requested and the quantities confirmed. 7. If required, you can create a confirmation notification for a request notification (return to step 1).
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Worklists for follow-on document generation can be created and updated in the following processes: allocation table processing, allocation table notification processing and adjusting the allocation table referencing a goods receipt. The chronological sequence of notification processing and generation of purchase orders, warehouse orders and deliveries and the chronological sequence of the processes for adjusting the allocation table and generating warehouse orders and deliveries can be controlled via the item category. Depending on the sequence of events, worklists for generating follow-on documents are created and updated in the processes concerned.
•
Quantities contained in follow-on documents that have already been generated can only be changed in the documents themselves.
•
You have two options for entering the replies (requested quantities) from the sites: –
You enter the reply using the allocation number, thus allowing you to maintain the requested quantities for all sites in the allocation table.
–
You enter the reply using the site number, thus allowing you to maintain the quantities requested by this site only for all allocation tables. The quantities are updated in the allocation table. If the sites have central access to R/3, the sites can enter the quantities they require using this transaction without changing any other data.
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&UHDWLQJ1RWLILFDWLRQVRI6WRFN$OORFDWLRQ $OORFDWLRQ 7DEOH1RWLILFDWLRQV 3URFHGXUH In the allocation table document the 1RWLILFDWLRQFDWHJRU\ indicator determines the type of notification that is to be created and as a result the message type (such as the request notification or a confirmation notification) for every article and site. For notifications to be created, single messages (so-called message records) are created for the sub-items in an allocation table. Using this transaction, single messages selected and those not yet processed are read and bundled together into their different types (such as into request notifications or confirmation notifications) as per the different sites and other criteria (transmission media, printer or promotion, for example) and printed as notifications. To generate notifications, proceed as follows: 1. On the Allocation Table: Message Bundling / Notification Creation Screen [Ext.] select the individual messages you want to send. You can limit your selection using the following criteria. •
Message type: this is determined by the notification category in the allocation table. The message type defines the notifications you wish to create.
•
Site: You enter the sites for which notifications are to be created.
•
Transmission date: The system creates notifications whose transmission date is before or the same as the date entered.
Select the 'LVSOD\VWDWLVWLFV indicator if you wish information to be displayed on the messages bundled and processed when you execute the program. 2. Choose 3URJUDP→([HFXWH A window appears informing you of the number of notifications issued. Choose ENTER. If you selected the 'LVSOD\VWDWLVWLFV indicator on the initial screen, these now appear.
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(QWHULQJ5HSO\1RWLILFDWLRQVLQ$OORFDWLRQ7DEOHV 3URFHGXUH To enter replies from sites (informing you of quantities requested) and the quantities confirmed by the head office in allocation tables, proceed as follows: ´ Requested quantities and confirmed quantities can only be entered for request notifications. Quantities can only be entered once you have created a request notification. 1. On the Allocation Table - Site Reply Initial Screen [Ext.] enter an allocation table for which you wish to enter quantities and press ENTER. The item overview screen of the allocation table appears. 2. Select the allocation table items to be processed and choose *RWR→6LWHV→6LWHV LQLWHP. Enter the quantity requested by the site per item (optional) and the quantity confirmed by the head office. 3. Save your entries.
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$GMXVWLQJWKH$OORFDWLRQ7DEOH5HIHUHQFLQJD*RRGV 5HFHLSW 3XUSRVH This business process allows you to adjust an allocation table in view of the actual quantity entered at goods receipt in the distribution center. When you create an allocation table, you plan the quantities that you wish to allocate to sites. Three scenarios are supported: direct customer/store delivery (referred to as third-party processing), allocation out of warehouse stock, and procurement via the distribution center. When goods are procured from the distribution center, the actual quantity delivered by the vendor to the distribution center is used as the basis for the splitting the stock among the stores. If the distribution center places an order with a vendor but does not, for example, receive the exact quantity (but either too much or too little), the stock split in the allocation table has to be revised. This business process allows you to adjust the allocation table referencing the goods receipt. The main features include: •
Different methods for allocating the stock (allocation profiles)
•
Manual correction of the revised quantities
•
Collective processing possible for a number of goods receipts
You can also mark an allocation table as closed in terms of further allocation-relevant goods receipts. You can then generate deliveries or warehouse orders in the follow-on document generation process for the site delivery phases for the allocation tables.
6WHSVLQWKH3URFHVV 1. You decide whether you wish to adjust selected allocation tables and close them for future goods receipts. 2. If you do not wish to do this, proceed with step 4. If you do wish to do this, enter the allocation tables which you wish to close for goods receipt. 3. The system sets all final delivery indicators. The selected allocation tables are then closed for goods receipt (continue with step 9). 4. You select the goods receipts to be processed and enter the control parameters. 5. You maintain the data for every goods receipt item (quantity to be processed, allocation method). 6. You maintain data at allocation table item level concerning the distribution center (quantity per distribution center delivery phase, final delivery indicator for the distribution center, and the delivery indicator for the DC delivery phase). 7. You maintain data at allocation table item level for the sites (quantity per site delivery phase, final delivery indicator for the site, and final delivery indicator for the site delivery phase). 8. The system carries out a consistency check. 9. The system updates the allocation tables and worklists concerned.
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Worklists for follow-on document generation can be created and updated in the following processes: allocation table processing, allocation table notification processing and adjusting the allocation table referencing a goods receipt. The chronological sequence of notification processing and generation of purchase orders, warehouse orders and deliveries and the chronological sequence of the processes for adjusting the allocation table and generating warehouse orders and deliveries can be controlled via the item category. Depending on the sequence of events, worklists for generating follow-on documents are created and updated in the processes concerned.
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$GMXVWLQJDQ$OORFDWLRQ7DEOH)ROORZLQJ*RRGV5HFHLSW (QWU\ 3URFHGXUH The allocation table is adjusted to the actual quantity delivered to the distribution center in three steps. In the first step you define the quantities to be processed for every goods receipt item. In the second step the system assigns quantities to the delivery phases defined for the distribution center in the purchase order, if you require this. The system also takes purchase orders into account that consist of line items from different allocation tables. In the third step the quantities are allocated to the sites to be supplied. To adjust an allocation table to the actual quantity delivered to the distribution center, proceed as follows: 1. On the Adjust Allocation Table after Goods Receipt Entry screen [Ext.] select the items you want to process by entering selection criteria for: •
Goods receipt data
•
Purchase order data
2. Enter the method you wish the system to use to allocate the quantities delivered (the allocation profile). Select any other parameters you require. You can, for example, indicate that the goods receipt quantities to be processed should be automatically allocated to the delivery phases (schedule lines) defined for the allocation items. Choose ENTER. The first level of the display (goods receipt list level) appears where you can process quantities. 3. In the ILUVWOLVWOHYHO the JRRGVUHFHLSWLWHPV selected are displayed. The article, the distribution center supplying the article, the order number and the quantity planned in the allocation table are displayed for every item. Enter the quantity actually delivered for every item (quantity for processing) and change the indicator for the allocation method (allocation profile) the system should use if required. Select the items you wish to process. You can select all the items in a goods receipt by selecting the goods receipt header and choosing (GLW→6HOHFW*5 Choose ENTER. You branch to the next level in the list (distribution center level). 4. In the VHFRQGOLVWOHYHO the system displays the allocation table items belonging to the goods receipt items, along with the GHOLYHU\SKDVHVGHILQHGIRUWKHGLVWULEXWLRQ FHQWHULQWKHSXUFKDVHRUGHU. It also displays the sum of the values for the whole distribution center. Maintain the quantities to be processed and set the final delivery indicator, if required. Setting the final delivery indicator has the following repercussions: •
At distribution center delivery phase level: The delivery phase is not taken into consideration when further goods receipts are posted. If all delivery phases have final delivery indicators but the final delivery indicator has not yet set at distribution center level, the system sets this automatically.
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At distribution center level: The distribution center is not taken into consideration when further goods receipts are posted. The sites involved cannot receive any more goods via this allocation table.
Choose ENTER. You branch to the next level in the list (the site level). 5. In the WKLUGOLVWOHYHO the sites belonging to each distribution center are displayed along with the delivery phases. The quantities rounded off as per the allocation method used are also displayed. Edit the quantities entered and set the final delivery indicators as required. Setting the final delivery indicator has the following repercussions: •
At site delivery phase level: The delivery phase is not taken into consideration when further goods receipts are posted.
•
At site level: The goods receipt process is now complete for this site.
´ When distribution center quantities are defined, you can change the quantities to be allocated to sites at any time; that is, the site quotas previously changed manually can be reset to the initial values. 6. Save your entries. ´ When you save, the system automatically carries out a consistency check of the quantities entered. You can trigger this check manually at any time by choosing (GLW→&KHFNFRQVLVWHQF\
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&ORVLQJDQ$OORFDWLRQ7DEOHIRU*RRGV5HFHLSWV 3URFHGXUH To prevent further goods receipts being entered for an allocation table, proceed as follows: 1. On the Adjust Allocation Table after Goods Receipt Entry screen [Ext.] enter the required data and choose (GLW → &ORVHDOORFWEOIRU*5→7RWDO. A window appears. 2. Enter the number of the allocation table which you wish to block for further goods receipts. Press ENTER. A warning message appears. 3. Press ENTER to close the allocation table for further goods receipts. You cannot post any goods receipts for the allocation table(s) selected. You can, however, generate deliveries or warehouse orders (follow-on documents) for the site delivery phases for the allocation tables.
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You procure the merchandise in one or more steps. You can place a purchase order with an external vendor, your own distribution center or in certain circumstances a store. Stock transfers within your company and return deliveries are handled in purchase orders.
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,QWHJUDWLRQ In SAP Retail, purchase orders are generated by Requirements Planning. They are also generated as documents that follow on from store orders or the Replenishment process. They can also be entered manually or generated automatically from purchase requisitions. The purchase orders created can be used as a basis for processing subsequent goods receipts, for Invoice Verification and for Subsequent Settlement.
)HDWXUHV Ordering includes a number of functions to help you create, optimize, and monitor purchase orders. •
You use purchase requisitions to manually enter requirements. Purchase requisitions can also be created by other components in R/3. Refer to MM - Purchasing: Purchase Requisitions [Ext.]
•
The source of supply can be determined automatically by the system. Refer to Supply Source Determination [Page 659]
•
Request for quotation (RFQ) management enables you to obtain quotations from a number of different vendors and select the most favorable one. Existing outline agreements (scheduling agreements and contracts) are also taken into consideration. Refer to MM - Purchasing: Requests for Quotation and Quotations [Ext.]
•
To make sure that the most efficient and economic purchase order is created, the system firstly determines an optimized order quantity. It does this by using certain rules to round off the order quantity to full packs or the purchase order off to full loads. Refer to Order Optimizing [Page 667]
•
You can create purchase orders referencing other documents in the system (such as agreements, purchase requisitions or requests for quotations). Refer to –
Refer to MM - Purchasing: Purchase Orders [Ext.]
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Refer to MM - Purchasing: Outline Agreements [Ext.]
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You can define that, for example, depending on the value of the goods on order or the merchandise category concerned, a purchase order can only be placed if it is approved (and released) by a particular employee. You can adapt the approval and release procedure to suit your own requirements.
•
Refer to MM - Purchasing: Approval and Release Procedures [Ext.]
•
Analysis, printing, and other functions enable you to keep a tight rein on the delivery dates of all your purchase orders right up to final delivery. –
MM - Purchasing: Text Entry, Print Functions and Messages [Ext.]
–
MM - Purchasing: Analyses in Purchasing [Ext.]
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MM - Purchasing: Conditions and Price Determination [Ext.]
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MM - Purchasing: Order Acknowledgements [Ext.]
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MM - Purchasing: Other Functions [Ext.]
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Organizational areas Headquarters [Page 103]
Contract Processing [Page 688]
•
Scheduling Agreement Processing [Page 693]
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Purchase Requisition Processing [Page 698]
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Purchase Requisition Assignment [Page 703]
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Distribu tion Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
•
•
•
6HHDOVR Requirements Planning [Page 566] Store Order [Page 1074]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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6XSSO\6RXUFH'HWHUPLQDWLRQ The supply source determination function is used to assign sources of supply to requirements. This takes account of both internal sources of supply (distribution centers) and external sources of supply (external vendors). The supply source determination function attempts to assign a site or an external source of supply to an article. The system searches for both internal and external vendors, and also take outlines agreements into account. The system analyzes all the information available to it in the system and searches in quota arrangements, source lists, purchasing information records and outline agreements. Refer to •
MM - Purchasing: Sources of Supply [Ext.]
•
MM - Purchasing: Purchasing Information Records [Ext.] 6WRUH
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Supply source determination is carried out in functions such as requirements planning, ordering, stock allocation and store order. Each application can control how the supply source determination proceeds and analyze the results differently. The following explains how the supply source determination function proceeds, the results being left open. The system proceeds as follows: 1.
Quota Arrangement Check
2.
Source List Check
3.
Supply Source Check in the Article Master 3.1
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External Supply Source Check
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Internal Supply Source Check
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6XSSO\6RXUFH'HWHUPLQDWLRQ &KHFNLQJ4XRWD $UUDQJHPHQWV A quota arrangement enables purchase orders to be split up among different sources of supply (internal and external) according to a preset ratio. The following cases can exist: •
The system finds a quota arrangement for an external or internal vendor (distribution center) The system checks the validity of the supply source - i.e., it checks if any periods of validity apply or if purchasing conditions are subject to a particular time period. If the source of supply has been maintained in the source list, the system only takes it into consideration if it is not blocked. If the source of supply is blocked or is not valid, the system searches for the next entry in the quota arrangement. –
If valid outline agreements exist for a vendor: An outline agreement or a number of outline agreements are determined as the source of supply.
–
If no valid outline agreements exist for a vendor: The internal or external vendor is determined as the source of supply.
•
No valid entry found The system continues its search for a source of supply in the source list.
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6XSSO\6RXUFH'HWHUPLQDWLRQ &KHFNLQJWKH6RXUFH/LVW The source list is used to define all the allowed sources of supply in your company. You can enter both vendors or outline agreements in the source list and flag an entry as the preferred source. The following cases can exist: •
Only one valid entry in the source list is found The vendor or outline agreement is determined as the source of supply
•
More than one valid entries are found Since the result is not unique, this has the same effect as no valid entry.
•
No valid entry found The system analyzes the source of supply indicator in the article master and continues its search (for outline agreements or information records, for example).
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6XSSO\6RXUFH'HWHUPLQDWLRQ &KHFNLQJWKH6XSSO\ 6RXUFHLQWKH$UWLFOH0DVWHU How the system searches for internal and external sources of supply can be controlled by the way you configure the source of supply indicator in the article master. Here is one possible example: ´ 1. The system searches exclusively for an external source of supply. 2. The system searches exclusively for an internal source of supply. 3. The system first looks for an internal and then for an external vendor. 4. The system first looks for an external and then for an internal vendor. If the site to be supplied with merchandise has been assigned to a supply region, a potential source of supply might only be valid if the source is valid for the region. The search for an internal and internal source of supply is described as one step in the following description. It can, however, take place in two steps (see the above example).
([WHUQDO6XSSO\6RXUFH&KHFN The system is to search for an external vendor (see 1, 3 or 4 in the example). The following cases can exist: •
Only one valid outline agreement is found The outline agreement is determined as the source of supply.
•
Several valid outline agreements are found Since the result is not unique, all outline agreements are possible sources of supply. The system then searches for a purchasing information record for the vendor.
•
Only one valid purchasing information record is found The vendor concerned is determined as the source of supply.
•
Several valid purchasing information records are found –
The regular vendor indicator has been set in on of the purchasing information records The vendor concerned is determined as the source of supply.
–
The regular vendor indicator has not been set in any of the purchasing information records Since the result is not unique, this is the same as if no valid entry were found.
•
No external source of supply is found Depending on how the supply source indicator has been configured in the Customizing system, the system either stops searching or continues searching for an internal source of supply.
,QWHUQDO6XSSO\6RXUFH&KHFN
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6XSSO\6RXUFH'HWHUPLQDWLRQ &KHFNLQJWKH6XSSO\6RXUFHLQWKH$UWLFOH0DVWHU The system is to search for an external vendor (see 2, 3 or 4 in the example). The following cases can exist: •
One valid stock transport scheduling agreement exists The agreement is determined as the source of supply.
•
Several valid stock transport scheduling agreements exist Since the result is not unique, all agreements are possible sources of supply.
•
A distribution center has been entered for a site and merchandise category in the site master The DC is determined as the source of supply. This only applies to the merchandise category of the article to be procured.
•
A distribution center has been entered for a site in the site master The DC is determined as the source of supply. This applies to all merchandise categories unless a different entry is found.
•
No internal source of supply is found Depending on how the supply source indicator is configured in the Customizing system, the system either stops the search or looks for an external source of supply.
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6XSSO\6RXUFH'HWHUPLQDWLRQ 5HTXHVWVIRU4XRWDWLRQV 5)4V DQG4XRWDWLRQV Retailers usually have long-standing relationships with fixed vendors. However, in certain cases, such as high-value and special articles, it may be advisable to determine the best vendor using a request for quotation (RFQ) and quotation procedure. RFQs can be created automatically for a number of vendors from purchase order requisitions, or can be created manually. The quotations received, including the prices and conditions for the articles concerned, are entered in the related RFQs. The RFQ and quotation therefore form a single unit.
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6XSSO\6RXUFH'HWHUPLQDWLRQ 5HTXHVWVIRU4XRWDWLRQV 5)4V DQG4XRWDWLRQV You can use a price comparison list to compare the quotations and determine the best quotation. The data obtained in this way can be automatically saved in a purchasing info record for the vendor.
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2UGHU2SWLPL]LQJ The order quantity optimizing function rounds off quantities you enter according to rules that are predefined in Customizing. You can round either up or down. You can also take different units of measure for an article into account. In a Retail system, the following activities usually occur in sequence during the night: 1. Planning run 2. Investment buying run The system uses the greater of the two quantities determined in steps 1 and 2. 3. Supply source determination 4. Automatic load building
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2UGHU2SWLPL]LQJ 2UGHU4XDQWLW\2SWLPL]LQJ Due to arrangements made with customers or vendors or as a result of internal policy decisions, it can often be necessary to adjust the quantities entered in a purchasing or sales document. This adjustment is carried out for the following documents: •
3XUFKDVHRUGHUV Optimum document calculation is available for documents entered online or generated automatically in the background.
•
6DOHVRUGHUV Optimum document calculation is available for documents entered online or generated automatically in the background. Quantities are not optimized for the following:
•
–
Sub-items representing an inclusive or exclusive quantity (such as free goods)
–
Materials marked for active ingredient management or steel processing
–
Configurable articles
–
Generic articles
–
Orders with the type 6FKHGXOLQJDJUHHPHQWZLWKUHOHDVH(type/=)
$OORFDWLRQWDEOHV Quantities are optimized at site level for each allocation table item. When quantities are optimized in allocation tables, quantities are not reoptimized when follow-on documents are generated.
•
6WRUHRUGHUV Optimizing is included in the store order functions and is available for all purchase orders, deliveries and sales orders that are generated as a result of a store order. Deliveries are only rounded off in conjunction with stores orders.
The following options exist: •
5RXQGLQJRIIXVLQJDURXQGLQJSURILOH You can enter a profile in Customizing The system will then use this profile to round quantities off (that is, round up or down). If a rounding profile is entered in purchasing or sales master data, the system rounds off quantities when documents are processed.
•
5RXQGLQJRIIXVLQJWKUHVKROGYDOXHV You can enter fixed values for rounding off items in purchasing and sales master data. The optimizing function ensures that the quantity rounded to does not fall short of the minimum threshold quantity or exceed the maximum threshold quantity.
6HHDOVR Ordering [Page 655] Sales Order Processing [Page 1133] Allocation [Page 572]
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Store order [Page 1074]
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2UGHU2SWLPL]LQJ 0DVWHU'DWD You can enter information in purchasing and sales master data to control the optimizing function. Before you can enter a rounding profile in master data, you must define the exact rounding rules for the profile in Customizing.
3XUFKDVLQJ Rounding information is maintained in the article master or in the purchasing information record. Data is always maintained on an article, purchasing organization and vendor basis. The information is valid at the purchasing organization level for all sites or only for one site if different data exists for the site. You can define the following data: •
Minimum quantity (0LQLPXPTXDQWLW\field)
•
Maximum quantity (0D[ORWVL]H field)
•
Rounding profile (5RXQGLQJSURILOH field)
•
Unit of measure group (8QLWRIPHDVXUHJURXSfield) The unit of measure group is only used in connection with a dynamic rounding profile.
6DOHV Data is always maintained on an article, sales organization and distribution channel basis. It can be made customer-specific through the creation of customer-article information. You have the following control options: •
&XVWRPHUPDVWHU You can deactivate rounding at customer level for each distribution chain by deselecting an indicator.
•
,WHPFDWHJRU\LQ&XVWRPL]LQJ In Customizing for sales documents you use an indicator for each item category to switch the rounding function on or off.
•
$UWLFOHPDVWHUFXVWRPHUDUWLFOHLQIRUPDWLRQ –
Minimum quantity (0LQLPXPRUGHUTXDQWLW\or0LQLPXPGHOLYHU\TXDQWLW\ field)
–
Maximum quantity (0D[GHOLYHU\TXDQWLW\ field)
–
Delivery unit (two fields for 'HOLYHU\XQLW) The delivery unit comprises an increment and a unit of measure. If you define an increment, the system rounds off the delivery quantity so that it can be divided into whole numbers by the increment. You only have to enter a unit of measure for the increment if the unit of measure is not the base unit of measure. Otherwise, the increment refers to the base unit of measure.
–
Rounding profile (5RXQGLQJSURILOH field)
–
Unit of measure group (8QLWRIPHDVXUHJURXSfield)
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The unit of measure group is only used in connection with a dynamic rounding profile. ´ When you enter a delivery online, the optimizing function is not available.
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2UGHU2SWLPL]LQJ 6WDWLF5RXQGLQJ3URILOH A static rounding profile comprises threshold and rounding values, whereby every threshold value is assigned a rounding value. With a static rounding profile, the system only rounds up; the unit of measure is not changed. In rounding off, the system starts with the highest level in the rounding profile. It processes all the levels below that, carrying out the calculation until the procedure is stopped or until the lowest level is reached. The lowest level is processed differently, as the rounding logic is different here than in the other levels. The steps in the procedure are as follows: As long as the lowest level has not been reached: It divides the quantity required into whole numbers by the rounding value of the current level. It then checks whether the remainder is equal to or greater than the threshold value of the current level. If yes: It rounds up the quantity required to the next multiple of the rounding value of the current level and stops there. If no: It repeats the procedure with the next lower level. If the lowest level has been reached: It checks whether the quantity required is equal to or greater than the threshold value of the lowest level. If yes: It rounds up the quantity required to the next multiple of the rounding value of the first level and stops there. If no: It does not change the quantity required and stops there. ´ An article has the base unit of measure “kilogram” and is ordered in lots of at least 100 kilos. Above 300 kilos the order is to be rounded up to 500 kilos. The following rounding profile can be created for this: 6WDWLFURXQGLQJSURILOH /HYHO
7KUHVKROGYDOXH
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1
3
100
2
300
500
If a quantity of 2215 kilos is required, the procedure would be as follows:
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The system would start at level 2, dividing the requirement quantity of 2215 by 500 (the rounding value for level 2). The result is 4, with the remainder of 215 being smaller than 300 (the threshold value for level 2), so the system proceeds to the next smallest level (level 1). The lowest level is level 1. The requirement quantity of 2215 is larger than 3 (threshold value of level 1), so the system rounds up the quantity to 2300. The following table illustrates how the above profile influences different quantities:
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1
1
2
2
2
3
100
100
101
200
200
201
299
300
300
500
500
501
600
600
601
700
700
701
799
800
800
1000
1000
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2UGHU2SWLPL]LQJ '\QDPLF5RXQGLQJ3URILOH A dynamic rounding profile comprises the following parameters: •
5RXQGLQJPHWKRG This determines the way in which quantities are rounded off. The options available include:
•
–
A multiple of the order/sales unit
–
A multiple of the order/sales unit and to the next greater unit of measure (such as a layer or pallet)
5RXQGLQJUXOH The rounding rule consists of units of measure and percentage threshold values. Each unit of measure is assigned a threshold value at which the system then rounds up or down. The rules for conversion between the different units of measure must first be defined in the article master record. Using the dynamic rounding method you can have the system round up to the next greater unit of measure (to whole pallets, for example).
•
8QLWRIPHDVXUHJURXS The unit of measure group contains those units allowed for the vendor or the recipient of the goods. The units of measure to be used in rounding are derived from the rounding rule and the article master. If you wish to round up to a specific unit of measure, the system checks the settings in the rounding profile: –
Whether the unit of measure is contained in the unit of measure group defined for the vendor
–
Whether the unit of measure is contained in the unit of measure group defined for the recipient
´ You want to order article 500004711, for which the base unit of measure is “piece”. You require 425 pieces in the one unit of measure. The following data exists: 8QLWVRIPHDVXUHLQWKHDUWLFOHPDVWHURIDUWLFOH $OWHUQDWLYH XQLWRI PHDVXUH
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Layer
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Pallet
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01
Box
From 50
Not allowed
01
Layer
From 70
Not allowed
01
Pallet
From 90
Not allowed
5RXQGLQJSURILOHRIDUWLFOHLQSXUFKDVLQJLQIRUPDWLRQUHFRUG •
Rounding method 2 A multiple of the order/sales unit and to the next greater unit of measure
•
Rounding method 01
5HVXOW 43 boxes are ordered. Since the rules only allow for rounding up, the system calculates for every unit of measure the next quantity up that is closest to that required. Then it examines the rounding rule to determine whether the quantity is allowed. The following table illustrates this more clearly. &KHFN
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1 Pallet
500
From 450
No
2.
5 layers
500
From 470
No
3.
43 boxes
430
From 425
Yes
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2UGHU2SWLPL]LQJ 7KUHVKROG9DOXHV The system only checks the threshold values after it has analyzed the rounding profile. If a rounding profile is available and the quantity has been rounded off, the new quantity may have to be changed again. If you have defined threshold values for a quantity, the quantity cannot exceed/fall short of these values. So the system rounds off once again to the minimum or maximum quantity. ´ You place an order for distribution center “North” of 425 pieces of article 500004711 with vendor “Jones.” When the system optimizes the quantity using the dynamic rounding profile, it calculates an order of 43 boxes containing 10 pieces each. In the purchasing information record for “Jones,” article 5000004711 and distribution center “North,” the minimum quantity is 50 boxes. Therefore the system changes the order quantity for the item to 50 boxes.
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2UGHU2SWLPL]LQJ 4XDQWLW\&RPSDULVRQIRU6FKHGXOH /LQHVLQ6DOHV2UGHUV If, when you are creating or changing a sales order item, you define schedule lines and the item concerned is relevant for order quantity optimizing, the system optimizes at schedule line level. To prevent the sum of the rounded schedule line quantities deviating greatly from the total order quantity for the item as a result of rounding, the system carries out a quantity comparison for the schedule line quantities.
7KH4XDQWLW\&RPSDULVRQ0HWKRG The system compares the schedule lines in the sequence of planned delivery dates. If the system rounds up a schedule line quantity, an overdelivery quantity is created. In the next schedule line, the system calculates the difference between the current order quantity and the overdelivery quantity from the previous schedule line and distinguishes between the following cases: •
7KHGLIIHUHQFHLVJUHDWHUWKDQ]HUR In this case a delivery must be created. The current rounded quantity is based on the current order quantity.
•
7KHGLIIHUHQFHLVVPDOOHURUHTXDOWR]HUR In this case the current order quantity is covered by the overdelivery and the rounded quantity is changed to zero.
The system then calculates the over-delivery quantity for the current schedule line using the following rule LQERWKFDVHV: Current over-delivery quantity
=
previous overdelivery quantity
+
current rounded quantity
−
current order quantity
([DPSOHRI4XDQWLW\&RPSDULVRQ A number of schedule lines are maintained for a sales order item. An order quantity in pieces is entered for each schedule line. A box contains 100 pieces. The following rounding rule exists for converting pieces to boxes: •
Round off if under 10%
•
Round up if over 10%
The following table shows the schedule lines and illustrates how the quantities would be rounded if QR quantity comparison took place. 'HOLYHU\GDWHRIVFKHGXOHOLQH
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01.01.
60 pieces
1 box
01.02.
10 pieces
0 box
01.03.
50 pieces
1 box
01.04.
80 pieces
1 box
01.05.
40 pieces
1 box
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2UGHU2SWLPL]LQJ 4XDQWLW\&RPSDULVRQIRU6FKHGXOH/LQHVLQ6DOHV2UGHUV In this case a total of 400 pieces (4 boxes) would be delivered. If, as a comparison, you were to use the rounding rule on the quantity actually required for 240 pieces, this would result in a rounded quantity of 300 pieces (3 boxes), that is, 100 pieces fewer. The following table shows, again as a comparison, the schedule lines and illustrates how the quantities would be rounded if quantity comparison GRHV take place. 'HOLYHU\GDWHRI VFKHGXOHOLQH
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60 pieces
40 pieces
1 box
01.02.
10 pieces
30 pieces
0 box
01.03.
50 pieces
80 pieces
1 box
01.04.
80 pieces
01.05.
40 pieces
0 box 60 pieces
1 box
No delivery is necessary on April 1 because the overdelivery quantity of March 1 already covers the order quantity of April 1. Instead of the 240 pieces required, in this case 300 pieces (3 boxes) would be delivered.
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2UGHU2SWLPL]LQJ ,QYHVWPHQW%X\LQJ 8VH Investment Buying helps you decide whether you could best cover future requirements by purchasing articles now that are due to increase in price. The aim of investment buying is to buy at as economical a price as possible. In determining how much to procure, the system compares the current stock level, forecast requirements and storage costs and calculates the UHWXUQRQLQYHVWPHQW 52, It determines whether it is worthwhile procuring merchandise before it is actually required.
,QWHJUDWLRQ Investment buying is integrated with the following areas: •
3XUFKDVLQJ Purchase requisitions or purchase orders can be generated as follow-on documents.
•
:RUNIORZ Before follow-on documents are generated, you can have the system generate work items. The work items are processed by the staff and converted to purchase requisitions or purchase orders. You can configure workflow so that the system sends the work items to the inbox of the relevant staff member.
•
2SWLPL]HG3XUFKDVH2UGHU%DVHG/RDG%XLOGLQJ Investment buying can be incorporated in to optimized purchase-order-based load building.
3UHUHTXLVLWHV •
You must define the relevant purchase price condition types in Customizing. When these condition types change, this is taken into account in investment buying and can trigger procurement.
•
Before you can determine requirements, you have to run report RMEBEIN4 to determine all the relevant conditions for the required period. This report generates condition change pointers that are analyzed during requirements determination.
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2UGHU2SWLPL]LQJ 5HTXLUHPHQWV'HWHUPLQDWLRQ 3URFHGXUHLQ,QYHVWPHQW%X\LQJ Requirements are determined and follow-on documents generated directly afterwards in the following sequence: 1. Report RMEBEIN4 determines all relevant condition changes for the desired period and generates condition change pointers. 2. The system uses the condition change pointers to check whether any relevant purchase price conditions have changed. 3. If any relevant purchase price conditions are found, the system determines the order price on the date of the change for the articles concerned and calculates the return on investment to decide whether forward-buying would make economic sense. 4. If forward-buying makes sense, the system generates follow-on documents in line with the control parameters. 5. The requirements determination run generates an internal log, which you can then analyze. This shows how the stock situation will develop in the weeks and months to come if you make use of forward-buying and helps you decide whether buying would be a good investment.
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2UGHU2SWLPL]LQJ 'HWHUPLQLQJ5HTXLUHPHQWVIRU ,QYHVWPHQW%X\LQJLQWKH%DFNJURXQGRU2QOLQH You can calculate requirements in two ways: •
,QWKHEDFNJURXQG Usually the system has to process a large amount of data, making background processing the better option. You define how often the report is run, for example daily. You have various options for narrowing down and controlling your selection.
•
2QOLQH It only makes sense to run the report online if you narrow down the data to be processed to an absolute minimum. You would do this, for example, to determine requirements for an individual article.
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2UGHU2SWLPL]LQJ &RQWURO2SWLRQVIRU'HWHUPLQLQJ 5HTXLUHPHQWVLQ,QYHVWPHQW%X\LQJ You have the following control options: •
/LPLWLQJVHOHFWLRQ You can narrow down the amount of data analyzed by entering selection values, such as a particular vendor, article or site.
•
*HQHUDOFRQWUROSDUDPHWHUV You can control which type of follow-on document is generated and whether the vendor with the most favorable conditions is always selected.
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2UGHU2SWLPL]LQJ $QDO\VLV)XQFWLRQVLQ,QYHVWPHQW %X\LQJ You can use the following analysis functions for investment buying: •
6XEVHTXHQWDQDO\VLV This allows you to determine which articles were actually bought and which are still in storage. The following information is available:
•
–
List of follow-on documents generated
–
Stock overview
–
List of all goods movements for an article
3XUFKDVHSULFHVLPXODWLRQ You can simulate generation of a purchase order for a vendor and article. This allows you to determine the exact purchase price conditions without actually entering a purchase order.
•
5HWXUQRQLQYHVWPHQW 52, DQDO\VLV Based on an article, vendor, previous price and future price, you can decide whether it would be best to buy more stock in view of price changes and what to buy. The system automatically makes the same calculation when determining requirements.
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2UGHU2SWLPL]LQJ /RDG%XLOGLQJ )HDWXUHV Load-building is used to: •
Minimize transport costs by making best possible use of the means of transport (for example, ship, rail freight container, truck)
•
Achieve the best possible purchase prices by making full use of scaled conditions
To do so, the system works through all open purchase requisitions and promotion purchase orders, grouping items together according to certain criteria: The following methods are possible: •
One vendor, one distribution center Example: A vendor delivers the merchandise for several purchase orders in the one truck to a distribution center. This results in lower transport costs and better purchase prices simply by making full use of the scaled conditions granted by the vendor.
•
Several vendors, one distribution center Example: Your own company truck drives around all the vendors in the Boston area and brings the goods to one distribution center in New York. This results in lower transport costs, but because the quantities are smaller, the conditions are not any better.
•
One vendor, several distribution centers Example: A Boston vendor delivers a truck full of goods to several distribution centers in New York. This results in lower transport costs and better purchase prices simply by making full use of the scaled conditions granted by the vendor.
•
Several vendors, several distribution centers Example: Your own company truck drives around all the vendors in the Boston area and brings the goods to several distribution centers in New York. This results in lower transport costs, but because the quantities are smaller, the conditions are not any better.
Loads can only be built for vendors to which you assign restriction profiles. A restriction profile is divided into compulsory and optional restrictions and contains, for example, information on the minimum and maximum loading capacity of the means of transport used. ´ A truck is only allowed to have a minimum load of 300 kg, but can only take a maximum of 27 pallets. Load-building can be run automatically or manually.
$XWRPDWLF/RDG%XLOGLQJ Automatic load building only takes purchase orders into account for a single vendor and distribution center.
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The system determines all the open purchase requisitions and promotion purchase orders placed with all the various vendors for each distribution center and groups them together in a single load. It determines the total weight, total volume, total units and total value for each load. The results are documented in a log: Three different cases can occur: •
The load meets all the requirements contained in the compulsory restrictions. In this case the system generates a purchase order and, if you have not configured the system so that purchase orders generated in load-building are always blocked, releases it automatically.
•
The load does not meet the minimum requirements contained in the compulsory restrictions (because the value is too low, for example). In this case the system uses the forecast data to find the articles with the lowest range of coverage over increasing periods of time in the future and increases the pieces ordered until the compulsory restrictions are met for the load. The maximum number of days for which the system determines future requirements can be defined as required. The system does, however, keep the shelf-life expiration date of the merchandise in mind. As a result: –
The quantity ordered is increased or
–
Additional articles are added to the purchase order
If this results in the minimum requirements being met for the load, the system generates a purchase order and releases it automatically. If it cannot release it, it blocks it and flags the entry in the log for manual processing. •
The load does not meet the maximum requirements contained in the compulsory restrictions (because the load is too heavy, for example). The system generates a purchase order, but does not release it and flags it in the log as requiring manual processing.
/RJ All the purchase orders processed in automatic load building are managed in a log. Each line indicates whether a purchase order has been generated or whether manual processing is required. The following instances are possible: 32FUHDWHG
0DQXDOSURFHVVLQJUHTXLUHG &RPPHQW low quantity, but no important articles selected
selected selected
low quantity, but articles are important standard
selected
PO too large
To determine whether an article is important, the system analyzes the vendor service level. This is an indication of the sales you can expect to lose if there is not enough stock of an article procured from a particular vendor. If the vendor service level is below a value configured in Customizing (such as 97%), the article is classified as important and purchase orders are created even when the quantities are low.
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2UGHU2SWLPL]LQJ /RDG%XLOGLQJ If a line requires manual processing or if you configure the system so that purchase orders are always blocked, the purchase order is processed in manual load building.
0DQXDO/RDG%XLOGLQJ Unlike automatic load building, manual load building can be used when several vendors or recipients of goods in a purchase order are involved. If you use your own means of transport, you can use restriction profiles not specific to any vendor. Manual load building is used to:
•
Build purchase order as required
•
Build existing purchase orders and purchase orders for promotions
•
Allow you to process purchase orders generated in automatic load building but not yet released
•
Release purchase orders
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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&RQWUDFW3URFHVVLQJ 3XUSRVH This business process allows you to create a vendor contract that you can later use to create release orders against the contract for ordering merchandise. Vendor contracts are outline agreements and are therefore similar to scheduling agreements. A contract is a longer-term agreement with a vendor (one of the two kinds of "outline agreements" in the SAP system) to supply goods or provide a service for a certain period of time. A number of different terms may be used for this concept in purchasing literature, including "blanket order," "blanket contract," "systems contract" and "period contract." The contract does not contain specific delivery dates or the individual delivery quantities. These are specified subsequently in release orders issued against the contract. The contract does, however, contain a total target quantity and value as well as conditions. A number of different types of contracts exist in practice. The most important ones are: •
Value contract The contract is regarded as fulfilled when release orders totaling a given value have been issued. Use this contract type when the total value of all release orders should not exceed a certain amount.
•
Quantity contracts The contract is regarded as fulfilled when release orders totaling a given quantity have been issued. Use this contract type when the total quantity to be ordered over the duration of the contract is known.
6WHSVLQWKH3URFHVV 1. You create a vendor contract according to your purchasing strategies and policies. You enter the header data (agreement type, vendor data, purchasing organization, terms of payment and delivery, for example), period of validity of the contract, contract type (value or quantity contract) and any required header texts. 2. You determine the item category. You can choose from item categories for unknown articles, unknown quantities or prices, consignment contracts and contracts for standard articles. 3. If you choose an item category for unknown articles and quantities or prices, enter the merchandise category and the article description; in the two other cases, enter the article number and the target quantity. 4. You assign the contract the items to be released (specifying the item conditions, item texts and other data). You can branch from processing the contract directly to the source list to create an entry in the source list. 5. You can then pass on the contract to your vendor and monitor its progress.
5HPDUNV For information on item categories and item conditions, please see the implementation guide (IMG). 6HHDOVR
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Scheduling Agreement Processing [Page 693]
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&UHDWLQJD&RQWUDFW 3URFHGXUH To create a contract, proceed as follows: 1. On the Create Contract: Initial Screen [Ext.], enter the following data: •
Vendor
•
Contract type (for quantity contracts or value contracts)
•
Organizational data
If you enter default data, this will appear in all the items. Press ENTER. A new window appears. ´ A contract can either be created PDQXDOO\ or by UHIHUHQFLQJDQRWKHUV\VWHP GRFXPHQW. You can use the following reference documents for copying purposes: •
Purchase requisitions
•
Requests for quotations/quotations
•
Other contracts
If you use a purchase requisition as a reference when creating a contract, the purchase requisition must be of a document type for which a link to a contract has been defined. You can also use a combination of the two options: You use a document as a reference and change the item information as required. 2. Enter the details for the header (such as the validity period end and target value). Check and, if necessary, change the other fields on this screen (such as the terms of delivery and payment). 3. Maintain other header information, such as: •
Header texts, if you require additional instructions to be sent to the vendor or to goods receipt. Choose +HDGHU→7H[WV→7H[WRYHUYLHZ
•
Conditions valid for all the items in the agreement. Choose +HDGHU→&RQGLWLRQV
•
Partner functions (possibly at vendor sub-range level), if the partner functions in the agreement differ from those maintained in the vendor master data. Choose +HDGHU→3DUWQHUV
From the details screen of the header data choose 3RVLWLRQ → 0RUHIXQFWLRQV → 2YHUYLHZ 4. The item screen of the contract appears. Enter the required data, such as: •
Item category –
No entry required for standard articles
–
0 for unknown articles In this case you only enter an article number once a release order has been issued against the contract.
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. required if the article is on consignment
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: for merchandise category
´ If the contract refers to a group of articles - such as stationery or canned fruit - you can, for example, enter a merchandise category (using the item category W) rather than a specific article. The item category W can only be used in connection with value contracts. •
Article number
•
Target quantity
•
Net price
•
Receiving site
´ You can also create a contract without entering a site. The contract then applies to all sites assigned to the purchasing organization. •
Order unit
5. Select an item and choose ,WHPGHWDLOV to enter other data such as conditions, control data, texts, etc. Press ENTER ´ If you wish to maintain different conditions for individual sites at item level, you can do this via (GLW → 6LWH&RQGLWLRQV→2YHUYLHZ 6. Save your entries.
1RWHVDQG5HPDUNV •
•
Document output (messages): The saved contract is automatically queued for printing or transmission as an EDI, telex, or fax message. Depending on the procedure used at your company, the contract will be printed or transmitted as follows: –
Automatically: The contract will be outputted after it has been saved.
–
Manually: From the Print/Transmit Purchasing Documents Screen [Ext.], select the documents that are to be printed out or transmitted.
You can display contracts individually and create analyses pertaining to them. The header statistics contains information valid for the whole document. This includes: –
Value of the delivery
–
Invoice value
You can display general information on the status of the individual items in the contract via the item statistics. The release documentation contains details on the ordering activities that have taken place against a contract. The system provides the following information per release order issued: –
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Number of the release order
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Order date
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Quantity ordered
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Value of the order
You can analyze contracts using various criteria: –
General You can list contracts by article number range, purchasing group, requirement tracking number and merchandise category.
–
Contract number You can select contracts within a range of outline agreement numbers.
–
Account assignment You can list contracts with a particular account assignment (cost center, for example).
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Requirement tracking number You can list contracts with a particular requirement tracking number.
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Vendor/Article You can list contracts created for a particular vendor, article or merchandise category.
–
Archived purchasing documents You can list all the contracts that have been archived.
´ You can also list contracts that are due to expire in the near future. The fields 7DUJHWYDOXHand 7RWDOUHOHDVHYDOXH in the general statistical data in the contract header can be used to analyze contracts in this way.
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6FKHGXOLQJ$JUHHPHQW3URFHVVLQJ 3XUSRVH This business process allows you to create and monitor scheduling agreements. Scheduling agreements are a type of outline agreement and are therefore similar to contracts. A scheduling agreement contains the quantity of an article that is to be ordered from a vendor and the price. You enter a scheduling agreement item for every article or service that is to be procured. You also create a delivery schedule (that is, a number of schedule lines) for every item. When you procure an article using a scheduling agreement, the vendor receives a conventional delivery schedule or a scheduling agreement release (comprising a header and a rolling delivery schedule made up of individual schedule lines) rather than discrete purchase or release orders. The delivery schedule specifies the quantities to be delivered, the delivery dates, and possibly also delivery time-spots, and may contain data on previous goods receipts. A delivery schedule may contain firm, semi-firm, or planned (forecast) delivery dates. If you are using scheduling agreements, you can work with or without release documentation. The advantage of working with such documentation is that you can display the valid scheduling agreement releases transmitted to a vendor over a certain period whenever necessary. If you work with scheduling agreements ZLWKRXW release documentation, the current schedule is automatically outputted via the message (output) control program. If you work with scheduling agreements ZLWK release documentation, internally you can make as many changes to the individual schedule lines as you wish. As soon as the schedule lines for a certain item have been finalized and the schedule is ready to be transmitted to the vendor, you generate a scheduling agreement release. This triggers the transmission of the relevant data to the vendor. Working with scheduling agreements has a number of advantages. Some examples of how they benefit your work include the following: •
You negotiate a scheduling agreement with the vendor and enter it in the system. When you create a delivery schedule, the system suggests data from the scheduling agreement. This reduces the amount of data you have to enter.
•
If you know the exact time at which a delivery is required, this makes it easier to make deliveries on a just-in-time basis. The vendor can also schedule deliveries more accurately. This enables you to keep your stock on-hand to a minimum.
•
Since the vendor does not have to provide the total quantity ordered in a scheduling agreement at the one time, but as specified in the schedule, this allows the vendor company to reduce the lead time required for delivery. As a spin-off, vendors are often more willing to offers better conditions when a scheduling agreement is negotiated.
•
Delivery schedules can be generated automatically in Requirements Planning. This enables you to notify the vendor of requirements as early as possible. This also reduces processing time for Purchasing.
6WHSVLQWKH3URFHVV 1. If you wish to work with scheduling agreements, you first have to define the type of scheduling agreement. You can choose between standard scheduling agreements and stock transport scheduling agreements.
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6FKHGXOLQJ$JUHHPHQW3URFHVVLQJ 2. At header level you enter general data (scheduling agreement number, agreement type, etc.), the validity period, vendor data and any required header texts. 3. You determine the item category. You can choose among item categories for standard purchase orders, third-party purchase orders, stock transport orders, consignment orders, and subcontract orders. 4. At the item level you enter the article, total target quantity, item conditions and other data (such as administration information, the account assignment category and item texts). 5. You can branch directly from scheduling agreement maintenance to the source list. You have to do this if a source list requirement has been defined for a site. 6. You can then pass on the scheduling agreement to your vendor and monitor its progress.
5HPDUNV •
For information on item categories and item conditions, please see the implementation guide (IMG).
6HHDOVR Contract Processing [Page 688]
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&UHDWLQJD6FKHGXOLQJ$JUHHPHQW 3URFHGXUH To create a scheduling agreement, proceed as follows: 1. On the Create Contract: Initial Screen [Ext.], enter the following data: •
Vendor
•
Agreement type (for scheduling agreements with or without release documentation)
•
Organizational data
If you enter default data, this will appear in all the items. Press ENTER. A new window appears. ´ A scheduling agreement can either be created PDQXDOO\ or by UHIHUHQFLQJ DQRWKHUV\VWHPGRFXPHQW. You can use the following reference documents for copying purposes: •
Purchase requisitions
•
Requests for quotations/quotations
•
Other scheduling agreements
If you use a purchase requisition as a reference when creating a scheduling agreement, the purchase requisition must be of a document type for which a link to an outline agreement has been defined. You can use a combination of both options. You use a document as a reference and change the item information as required. 2. Enter the details for the header (such as the validity period end and target value). Check and, if necessary, change the other fields on this screen (such as the terms of delivery and payment). 3. Maintain other header information, such as: •
Header texts, if you require additional instructions to be sent to the vendor or to goods receipt. Choose +HDGHU→7H[WV→7H[WRYHUYLHZ
•
Conditions valid for all the items in the agreement. Choose +HDGHU→&RQGLWLRQV
•
Partner functions (possibly at vendor sub-range level), if the partner functions in the agreement differ from those maintained in the vendor master data. Choose +HDGHU→3DUWQHUV
From the details screen of the header data choose 3RVLWLRQ → 0RUHIXQFWLRQV → 2YHUYLHZ 4. The item screen of the scheduling agreement appears. Enter the required data, such as: •
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Item category –
No entry required for standard articles
–
. required if the article is on consignment
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Article number
•
Target quantity
•
Net price
5. Select an item and choose ,WHPGHWDLOV to enter other data such as conditions, control data, texts, etc. Press ENTER. ´ You use time zones (firm/trade-off zones) to define the degree to which the schedule lines are binding. 6. Save your entries.
1RWHVDQG5HPDUNV •
•
Document output (messages): The saved scheduling agreement is automatically queued for printing or transmission as an EDI, telex, or fax message. Depending on the procedure used at your company, the scheduling agreement will be printed or transmitted as follows: –
Automatically: The scheduling agreement will be outputted after it has been saved.
–
Manually: from the screen for printing or transmitting purchasing document, select the documents that are to be printed out or transmitted.
You can display scheduling agreements individually and create analyses pertaining to them. The header statistics contains information valid for the whole document. This includes: –
Value of the delivery
–
Invoice value
You can display general information on the status of the individual items in the scheduling agreement via the item statistics. You can analyze scheduling agreements using various criteria: –
General You can list scheduling agreements by article number range, purchasing group, requirement tracking number and merchandise category.
–
Delivery schedule number You can select scheduling agreements within a range of outline agreement numbers.
–
Account assignment You can list scheduling agreements with a particular account assignment (cost center, for example).
–
Requirement tracking number You can list scheduling agreements with a particular requirement tracking number.
–
Vendor/Article
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You can list scheduling agreements created for a particular vendor, article or merchandise category. –
Archived purchasing documents You can list all the scheduling agreements that have been archived.
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3XUFKDVH5HTXLVLWLRQ3URFHVVLQJ 3XUSRVH This business process allows you to manually process and monitor purchase requisitions. A purchase requisition is an internal notification to the Purchasing department to procure a certain quantity of goods or services for a certain date from an external source of supply. Purchase requisitions are processed and converted to purchase orders. With purchase requisitions, you have the following options: •
You can process the results of the planning run The planning run generates purchase requisitions from requirements determined. Usually the purchase requisitions already have a source of supply assigned to them.
•
You can select alternative vendors If no source of supply could be assigned in the planning run, you can manually find a source of supply.
•
You can create different release procedures You can define your own release (approval) procedures for purchase requisitions. Approval could be connected with the order value, for example. Purchase requisitions are only converted into purchase orders after they have been released.
•
You can create a collective purchase order for the requirements of a number of different stores When requirements planning is the responsibility of the stores and purchases are made in head office, you can combine the requirements of different stores before creating a purchase order.
•
You can create a purchase requisition for articles for consumption. If goods are to be procured for internal purposes (for a cost center, for example) the department or office requiring the goods can manually create a purchase requisition.
6WHSVLQWKH3URFHVV 1. You enter a document type to distinguish between the different types of purchase requisition. 2. You select the field 6XSSO\VRXUFHGHWHUPLQDWLRQif you wish the system to automatically find a source of supply for every item in the purchase requisition. 3. You decide upon an item category. This indicates which type of purchase order is to be generated (standard purchase order, stock transport order, consignment order, third-party order etc.). 4. If you choose the third-party order item category (that is, if the goods are to be procured from an external vendor and sent directly to a customer), you enter a general ledger account and an account assignment category. 5. You then enter the required data for the article in question. 6. If you choose the stock transfer item category, you enter a distribution center.
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7. If required, you maintain texts and other details for the individual items. 8. You have now entered the purchase requisition. If no single source of supply was assigned automatically by the system, you can manually assign the purchase requisition a source of supply. 9. You can now monitor the development of the purchase requisition.
5HPDUNV •
Purchase requisitions can also be generated automatically in consumption-based planning. The planning run proposes the articles that have to be ordered, basing its analysis on past consumption and stock on-hand. The system also calculates the order quantity and the delivery date.
•
A flag in the purchase requisition referred to as the creation indicator indicates whether the purchase requisition was created manually by a user or automatically by the system. This indicator is displayed in analyses involving purchase requisitions and in the statistical data for each requisition item.
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&UHDWLQJD3XUFKDVH5HTXLVLWLRQ 3URFHGXUH To create a purchase requisition, proceed as follows: 1. On the Create Purchase Requisition: Initial Screen [Ext.] maintain the data required: •
Enter the document type of the purchase requisition.
´ The document type enables you to inform Purchasing, for example, that a longterm outline agreement should be created for the purchase requisition. This means that the purchasing department can only create an outline agreement and not a purchase order for the purchase requisition. In most cases, however, you select a document type that leads to the creation of a type of purchase order. •
If your system is configured so that numbers are entered manually by the user, enter a purchase requisition number.
•
Select the field 6RXUFHGHWHUPLQDWLRQ if you wish the system to automatically assign a single source of supply to each item.
´ If both a contract and a purchasing information record exist as a source of supply for an article, the system automatically retrieves the contract. Otherwise, only when there is a single source of supply for an article does the system automatically make an assignment. •
You can, if desired, maintain the default data (such as the item category or the site) for the items. The entries you make will then be copied over by the system to every item. These defaults can, however, be overwritten by the user.
Choose ENTER. The overview screen appears. 2. On the overview screen maintain the following data for each item: •
Number of the article to be ordered
•
Quantity required
•
Delivery date
•
Site and, if necessary, storage location
If you requisition an article that does not have a master record (that is, you are unable to enter an article number), enter the following additional data: •
A short text for the article
•
Account assignment category
•
Purchasing group
•
Unit of measure
•
Merchandise Categories
3. Select an item and choose *RWR→'HWDLOV to proceed to the details screen. Here you can check and, if required, change the data. You can, for example, enter the number of days after which a purchase requisition that has not been processed should be
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resubmitted to the purchasing department. You can also enter data for the source of supply (such as the number of an outline agreement). If you requisition an article that does not have an article number, you must enter the price of the article in terms of the order unit. 4. If you entered an account assignment category other than “unknown,” press ENTER to enable you to key in additional account assignment data (such as the general ledger account number). A window appears in which you can make entries. Choose ENTER. The ,WHPRYHUYLHZVFUHHQDSSHDUV 5. Here you can assign items containing articles with various sources of supply a single source of supply. Select the item and choose (GLW → $VVLJQVRXUFHRIVXSSO\, to display a list of all the possible sources of supply for an item. Select a source of supply. ´ You can now simulate prices to help you in selecting the source of supply. 6. If you wish to enter text and notes for an item, choose 7H[WRYHUYLHZ. These texts will appear in the purchase order you later create. ´ ,WHPWH[W This is a more detailed description of an article. You can enter this text as an addition to the short text copied from the article master record. 'HOLYHU\WH[W This text contains instructions for delivery. If the delivery instructions that apply to the item are to differ from the header instructions, you can enter these instructions here. ,WHPQRWH: This is not passed on to any external documents. 7. Save the purchase requisition.
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0RQLWRULQJ3XUFKDVH5HTXLVLWLRQV 3URFHGXUH You can monitor a purchase requisition by displaying the statistical data and purchase order history for a purchase requisition and generate analyses. To monitor a purchase requisition, proceed as follows: 1. Go to the Display Purchase Requisition: Initial Screen [Ext.]). Proceed in one of the following ways, depending on the information you require: •
,I\RXUHTXLUHLQIRUPDWLRQRQVWDWLVWLFDOGDWD Enter the number of the purchase requisition on the initial screen. Press ENTER. The item overview screen appears. Select an item and choose *RWR→6WDWLVWLFV →*HQHUDO or&KDQJHVThe data appears.
•
If you require information on purchase orders for purchase requisitions Enter the number of the purchase requisition on the initial screen. Press ENTER. The item overview screen appears. Select an item and choose (QYLURQPHQW → 3XUFKDVHRUGHU → /DVWSXUFKDVHRUGHU or $OOSXUFKDVHRUGHUV. The data appears.
2. To generate analyses, proceed to the Purchase Order Screen [Ext.](UURU5HIHUHQFH VRXUFHQRWIRXQG. Choose 3XUFKDVHUHTXLVLWLRQ→/LVWGLVSOD\V Decide which list you wish to display (general, for an account assignment etc.). A selection screen appears on which you can limit the scope of the list displayed. Run the program.
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3XUFKDVH5HTXLVLWLRQ$VVLJQPHQW Purpose: This business process allows you to assign a source of supply to a purchase requisition. •
You can automatically assign a purchase requisition to a source of supply: The system determines the source of supply for a purchase requisition, using quota arrangements, the source list, outline agreements and purchasing info records.
•
You can list and process several purchase requisitions: You can display a list of open purchase requisitions and have the system automatically assign sources of supply.
•
You can generate requests for quotations, purchase orders and delivery schedules from purchase requisitions.
•
You can release purchase requisitions for subsequent functions (purchase order or RFQ processing, for example)
•
You can change sources of supply already assigned to purchase requisitions.
6WHSVLQWKH3URFHVV 1. In a previous process a purchase requisition was either generated automatically by the system or entered manually by the user. You can now define (or redefine) the source of supply and assign this to the purchase requisition. 2. If you accept the existing supply source or once you have redefined the supply source, you can now release the purchase requisition for subsequent processes (such as purchase order processing). 3. If you are unable to assign any supply source to a purchase order, you can flag the purchase requisition as requiring a request for quotation or you enter a supply source when you crate a purchase order. In both cases you must first release the purchase requisition.
5HPDUNV •
A purchase requisition must have been created manually by the user or automatically in consumption-based planning.
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$VVLJQLQJD3XUFKDVH5HTXLVLWLRQ 3URFHGXUH To assign a supply source to a purchase requisition, proceed as follows, depending on whether you only wish to assign a supply source or whether you also wish to process the purchase requisition further: Do one of the following: 1a. From the Assign Supply Source to Purchase Requisitions [Ext.] , you can assign a source of supply to purchase requisitions. or: 1b. From the Assign and Process Purchase Requisitions [Ext.](UURU5HIHUHQFHVRXUFH QRWIRXQG you can assign purchase requisitions a source of supply and then process them further to create requests for quotations and purchase orders (delivery schedules, contract release orders) referencing the purchase requisitions. A selection screen appears in both cases. 2. Enter the selection criteria for the purchase requisitions requiring sources of supply. You can enter, for example, the purchasing group key to list all the purchase requisitions assigned to your purchasing group. Execute the program. A list of the purchase requisitions selected appears. ´ You can also display purchase requisitions that already have sources of supply assigned to them. If required, you can cancel the assignment and replace it by another source of supply (to do so, see step 4). You can sort the list in accordance with certain criteria (such as by article, merchandise category, stock planner, etc.).Choose (GLW→6RUW 3. Select a purchase requisition. Select one or more purchase requisitions. Choose (GLW → 6RXUFHRIVXSSO\→$VVLJQPDQXDOO\ to directly assign a source of supply to a purchase requisition. or Choose (GLW→6RXUFHRIVXSSO\→$VVLJQDXWRPDWLFDOO\ to determine possible sources of supply for the purchase requisitions selected. If more than one supply source exists for a purchase requisition, a dialog box appears listing the supply sources. Select a source of supply. 4. If you wish to return to the original assignment, choose (GLW→ &DQFHO. 5. (Optional if you start with step 1b) After you have made the assignment, you can generate a purchase order or a request for quotation for a purchase requisition.
•
3XUFKDVHRUGHU Choose *RWR→$VVLJQPHQWRYHUYLHZ. Select an item and choose (GLW→3URFHVVDVVLJQPHQW A dialog box appears. Enter your data and press ENTER. A window appears for creating purchase orders (for further information, see purchase order processing). You can also create delivery schedules or purchase orders referencing outline agreements.
•
5HTXHVWIRUTXRWDWLRQ Choose *RWR→)ODJIRU5)4→:LWKYHQGRU or :LWKRXWYHQGRU If you choose :LWKYHQGRU, a window appears with a list of the possible vendors, You can add to this list. Select one or more vendors. The
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system flags the purchase requisition as requiring a quotation to be requested from the vendors selected. Choose *RWR→$VVLJQPHQWRYHUYLHZ. Select an item and choose (GLW→ 3URFHVVDVVLJQPHQW A dialog box appears. Enter your data and press ENTER. A window appears for creating requests for quotations (for further information, see request for quotation processing). After editing the purchase requisition, you return to the $VVLJQPHQWRYHUYLHZ screen. 6. Save your entries.
1RWHVDQG5HPDUNV In purchase requisition processing (3XUFKDVLQJ→3XUFKDVHRUGHU and 3XUFKDVHUHTXLVLWLRQ → &UHDWHor &KDQJH), you can also assign purchase requisitions sources of supply ((GLW→$VVLJQ VXSSO\VRXUFH). You can, however, only make an assignment for one purchase order at a time.
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,QYRLFH9HULILFDWLRQ 3XUSRVH It is the task of Invoice Verification to check the accuracy of invoices received from vendors with respect to contents, prices, and arithmetic. An important activity involves matching up invoices with purchase orders or goods receipts. Company
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,PSOHPHQWDWLRQ&RQVLGHUDWLRQV /RJLVWLFV,QYRLFH9HULILFDWLRQ enables all the data in original invoices to be entered at the location of the logistics system and is decoupled from Accounting, thus supporting distribution of applications among several systems. In addition to the /RJLVWLFV,QYRLFH9HULILFDWLRQ module that meets the particular requirements of the retail sector, SAP Retail also comprises conventional the Invoice Verification module.
,QWHJUDWLRQ Invoice Verification uses the data entered previously in the Purchasing and Goods Receipt application areas and passes on documents created when an invoice is posted to Financial Accounting, Asset Accounting and Cost Accounting.
)HDWXUHV Invoice Verification tasks include:
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Entering invoices and credit memos that have been received
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Checking the accuracy of invoices with respect to contents, prices, and arithmetic
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Executing the account postings resulting from an invoice
•
Updating certain data in the SAP system (for example, open items and article prices)
•
Checking invoices that were blocked because the details varied too greatly from the purchase order
&RQVWUDLQWV Invoice Verification does not handle the payment or the analysis of invoices. The information required for these processes is passed on to other departments. When an invoice is posted, the system simply creates open items on the vendor account which are then cleared when Financial Accounting makes payment. For more information on Invoice Verification, see MM - Invoice Verification [Ext.](UURU 5HIHUHQFHVRXUFHQRWIRXQG %XVLQHVVSURFHVVHVDQGSURFHGXUHV
Organizational areas Headquarters [Page 103]
Invoice Entry [Page 709]
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Difference Processing (Invoice Verification) [Page 711]
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Automatic Invoice Verification [Page 713]
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Blocking Reason Processing (Invoice Verification) [Page 716]
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Distrib ution Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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,QYRLFH(QWU\ 3XUSRVH This business process allows you to enter invoices sent to you by your vendors. When you enter an invoice in the system, the aim is to make available data for the verification of the vendor invoice in the least possible time and with the least possible cost. Invoice entry has two main features: •
It is the step prior to actual verification and allows the system to link up the invoice that it is expecting with the actual invoice received.
•
It allows invoices to be entered independently of the actual verification process itself.
6WHSVLQWKH3URFHVV 1. If external number assignment has been set in the Customizing system, you enter a document number. If internal number assignment has been set, the system issues a number. 2. You enter all the information necessary for invoice verification. This includes the vendor, the gross amount of the invoice, the gross value of the goods, individual tax amounts, unplanned delivery costs and allocation criteria such as purchase order number, bill of lading number and delivery date selection date. 3. You choose the invoice verification type. This controls whether the invoice is verified immediately in a predefined cycle or whether it is checked at a specified timespot in the background. 4. If you have chosen Automatic Invoice Verification, you can enter further invoices. Once you have entered all your invoices, you switch to Automatic Invoice Verification processing. Otherwise you process the invoice immediately.
5HPDUNV •
• •
You must specify a document type in the Customizing system of Invoice Verification. This determines whether invoices are to be posted net (that is, the cash discount is posted to the stock account) or gross. The system can be configured at company code level so that either one or two tax amounts can be entered. For information on entering invoices, please see the implementation guide (IMG) –
in the Invoice Verification section of Central Coordination
–
in the Invoice Verification section of Materials Management
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,QYRLFH(QWU\ 3URFHGXUH To enter an invoice, proceed as follows: 1. On the Enter Invoice - Initial Screen [Ext.](UURU1RERRNPDUNQDPHJLYHQ enter the required data: •
Document number (if your system is configured for external document assignment)
•
Gross amount of the invoice including tax
•
Tax amount (or select &DOFXODWHWD[
´ The number of tax amounts entered is defined at company code level in the Customizing system. •
Terms of payment (if these have to be checked, too)
•
Any unplanned delivery costs (if applicable)
•
Invoice verification type
•
At least one allocation criterion (such as the purchasing document or the delivery note). You can also match the invoice to more than one document (multiple allocation). You do this by entering more than one object in the allocation criteria.
2. Save your entries.
1RWHVDQG5HPDUNV This process allows you to enter invoices and reverse them in the form of credit memos.
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'LIIHUHQFH3URFHVVLQJ ,QYRLFH9HULILFDWLRQ 3XUSRVH This business process allows you to process differences that were identified in Invoice Verification. •
A difference exists between the data in the invoice received from a vendor and that which the system was expecting to receive. Your task now is to find out what caused the error and why.
•
This process enables you to process invoices for which errors were identified and supports you in identifying the errors. This ensures that the invoice can be passed on as quickly as possible to Financial Accounting for payment.
6WHSVLQWKH3URFHVV 1. To find out what caused the error and why, you can make use of the automatic help function and aggregate the invoice by delivery note or by purchase order numbers. You also have the option of excluding and re-including delivery notes and purchase orders in the aggregation. 2. Once you have found the reason for the error, you correct this at item level, redefine the Invoice Verification type and have the system check the invoice once again. 3. If you find the error but cannot identify why it occurred, you can leave the invoice as it is in the system and process it at a later time. You can also accept the error and post the invoice with or without a payment block. 4. If the invoice is posted and blocked for payment, the system sets blocking indicators at item level depending on the type of change that was made. Three blocking reasons can be set here: quantity variance, price variance, and order price quantity variance
5HPDUNV •
The invoices must have been entered in Logistics Invoice Verification and identified as being incorrect.
•
You must set an acceptance tolerance limit and, if desired, a tolerance limit for invoice reduction in the Customizing system.
•
For information on Invoice Verification, please see the Invoice Verification section of Central Coordination in the implementation guide (IMG).
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6HDUFKLQJIRU(UURUV 3URFHGXUH To process errors, proceed as follows: 1. On the Invoice Overview - Selection Criteria [Ext.](UURU5HIHUHQFHVRXUFHQRW IRXQG enter the required data and press ENTER. 2. An overview screen appears of the invoices you selected. To enable you to pinpoint the cause of an error, you can choose one of three aggregation variants. Select the required invoice and choose either one of the following *RWR →$JJUHJDWHE\ →3XUFKDVHRUGHUV *RWR →$JJUHJDWHE\→'HOLYHU\QRWHV *RWR →$JJUHJDWHE\ →$UWLFOHV Depending on what you choose, the items will be aggregated by purchase order number, delivery note number of articles and are therefore easier to compare with the invoice you received. 3. Once you branch to the aggregation screen, you have the option of excluding and reincluding articles from the total. Select the required purchase order, the delivery note or article and choose(GLW→([FOXGHor (GLW→,QFOXGH The difference amount displayed at the top of the screen and the amount expected for the invoice change accordingly.
5HPDUNV
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If you were XQDEOHWRLGHQWLI\DQ\HUURUVRUDQ\UHDVRQVIRUDQHUURU, you can either leave the invoice unchecked with the appropriate check flag or manually accept the difference. To manually accept the difference, choose *RWR→'RFXPHQWKHDGHU →$FFHSWGLIIHUHQFH You have to start the Invoice Verification process once again.
•
If you were DEOHWRLGHQWLI\DQHUURUEXWFRXOGQRWILQGWKHUHDVRQIRUWKHHUURU, you can post the Invoice to Financial Accounting and block it for payment. Choose *RWR→,WHPV Adjust the invoice data that you expected with the invoice you actually received. Choose the check flag for online Invoice Verification and save your entries.
•
If you found both the error and the reason for the error, you must correct it. Once you have done this choose a check flag and start the Invoice Verification process once again.
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$XWRPDWLF,QYRLFH9HULILFDWLRQ 3XUSRVH This business process allows you to check invoices from vendors. Before invoices can be passed on (for posting and payment) to Financial Accounting, they have to be checked in Invoice Verification. Since the number of invoices received every day is very high and a lot of work is involved in checking all the invoices individually, you can have the system check the invoices automatically. At a particular time specified by you, the system compares the total values in the invoices you receive from your vendors with the data the system is expecting to receive. If the comparison is successful - that is, the differences are within the tolerance limits set by you - the Invoice Verification clerk does not have to go make all the necessary, time-consuming checks of individual conditions, for example, at item level. We recommend that you choose an acceptance tolerance limit that is approximately the same as the average amount it costs you to check an invoice. The reduction tolerance limit should also not be smaller than this amount.
6WHSVLQWKH3URFHVV 1. You select the invoices to be checked and execute the Automatic Invoice Verification function. You also have the option of executing the Automatic Invoice Verification function in a particular cycle. 2. The invoices are assigned to PO history records. If the system is able to assign every invoice to a PO history record, the system creates a target invoice; that is, an invoice containing data it expects to receive. 3. The total in the target invoice is then compared with the value entered. 4. If a difference exists between the target invoice and the actual invoice, the system checks whether an invoice reduction tolerance has been set for the vendor in question and, if so, how much. 5. If the difference is within the tolerance limit, the system reduces the invoice and posts the target invoice as being correct and passes it on to Financial Accounting. The invoice can no longer be changed by Invoice Verification. 6. If the difference is outside the tolerance limit, the invoice remains as containing errors and the difference must be processed. 7. If invoice reduction has not been agreed with the vendor, the difference is automatically checked against the acceptance tolerance limit. If the difference is within this tolerance limit, the system invoice and the difference amount are posted to a difference account. The invoice can no longer be changed by Invoice Verification.
5HPDUNV •
The invoices must have been entered in Logistics Invoice Verification and flagged as being subject to Automatic Invoice Verification.
•
Tolerance limits for invoice reduction and for acceptance must be maintained in the Customizing system and in the vendor master record.
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For information on Invoice Verification, please see the Invoice Verification section of Central Coordination in the implementation guide (IMG).
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$XWRPDWLF,QYRLFH9HULILFDWLRQ 3URFHGXUH Automatic Invoice Verification takes place in the background. A job containing the appropriate variants is defined for this. For further information on background processing, refer to the BC - Computing Center Management System [Ext.].
1RWHVDQG5HPDUNV If Quality Management is active at goods receipt and if the goods have not yet been inspected for quality or a quality defect was established, the invoice is flagged with the appropriate blocking reason (without the person entering the invoice having to intervene).
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%ORFNLQJ5HDVRQ3URFHVVLQJ ,QYRLFH9HULILFDWLRQ 3XUSRVH This business process allows you to delete blocking reasons. If the blocking reasons you set (due to quantity or price variance, for example) are no longer valid and you wish to release the invoice for automatic payment, you must remove the blocking reasons.
6WHSVLQWKH3URFHVV 1. Delete the blocking reasons that are no longer valid.
5HPDUNV For information on invoice verification, please see the Invoice Verification information in the Materials Management section of the implementation guide (IMG).
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'HOHWLQJD%ORFNLQJ5HDVRQ 3URFHGXUH To delete a blocking reason, proceed as follows: 1. On the Release Invoice: Initial Screen [Ext.] (UURU5HIHUHQFHVRXUFHQRWIRXQG enter the criteria (such as vendor or fiscal year) by which you wish the blocked invoices to be listed. Select the $OOEORFNLQJUHDVRQV field in the %ORFNLQJUHDVRQV section of the screen. 2. Depending on how you wish to delete the blocking reasons, proceed as follows: •
'HOHWLQJLQGLYLGXDOEORFNLQJUHDVRQV Press to proceed to the item display screen. Position the cursor on the field that displays the blocking reason for the relevant invoice item and choose ,QYRLFH LWHP→'HOHWHEORFNLQJUHDVRQ If no other items in the invoice contain any further blocking reasons, the system automatically releases the invoice. (17(5
•
5HOHDVLQJFRPSOHWHLQYRLFHV Press to proceed to the item display screen. Choose (GLW → 7RWDO. A window appears in which total variants are listed. (17(5
´ In the previous step, you must ensure that the cursor is positioned in the header line. If it is not, the system totals as per the column in which the cursor is positioned. Choose the required total variant. Please note that you can only release invoices using the defined total variants (document number total and vendor total). The list is displayed. Choose (GLW → &ROOHFWLYHUHOHDVH. The system displays a list in which the lines are inactive. By positioning the cursor on a required line and choosing (GLW → $FWLYDWHGHDFWLYDWH you can activate individual lines or deactivate lines that you previously activated. Once you have activated all the required lines, choose ,QYRLFHLWHP→6DYH UHOHDVH The blocking reasons for the lines activated will be deleted. •
Automatic release of invoices If blocking reasons are no longer relevant (for example, with a date variance), you can automatically release the invoices in question. On the initial screen choose 5HOHDVHDXWRPDWLFDOO\.
´ Automatic release is only possible for invoices whose blocking reasons are no longer relevant. This can be the case with invoices that are blocked due to quantity, price, quality and date. These invoices normally do not require to be processed any further and can be automatically released. Save your entries. The system releases those invoices you selected for which the blocking reasons are no longer valid.
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6XEVHTXHQW (QGRI3HULRG5HEDWH 6HWWOHPHQW 3XUSRVH This component permits once-only or periodic settlement accounting with regard to conditions governing cumulative, end-of-period rebates. If, for example, you agree upon certain conditions with your vendor that provide for the payment of rebates by the latter at the end of a certain period (possibly subject to a certain minimum volume of purchases) instead of immediate discounts deductible from individual invoices, you can store such conditions in the system in the form of a “rebate arrangement”. The relevant business volumes are continuously and automatically updated. Settlement with regard to such conditions takes place at predefined points in time.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV Use this component if you and your vendors agree to conditions of purchase requiring “subsequent settlement”.
,QWHJUDWLRQ )XQFWLRQ\RXUHTXLUH
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Updating of cumulative vendor business volumes at time of purchase order.
Purchase orders.
Updating of cumulative vendor business volumes at time of goods receipt.
Goods receipt.
Updating of cumulative vendor business volumes at time of invoice verification.
Invoice verification.
)HDWXUHV •
You can store rebate arrangements entered into with your vendors in the system. The arrangements involved can comprise two types of condition: those requiring once-only settlement and those requiring periodic settlement. Both the validity period of the arrangement and the reference magnitude (e.g. quantity, value, weight, physical volume, or number of points) are optional.
•
The cumulative business volumes (i.e. volumes of purchases of the relevant goods) achieved with the vendor over the period in question are continually and automatically updated by the system. Updating can be on the basis of data from purchase orders, goods receipts, or invoice verification.
•
You can also still enter rebate arrangements after business volumes have already been recorded. In this case, the relevant vendor business volumes are determined and updated retrospectively.
•
At the end of the validity period of a rebate arrangement, or at the end of the agreed period, the system computes the rebates payable with regard to conditions that are due for settlement and creates a settlement list. Depending on the settlement type, either a billing document or a credit memo can be automatically processed.
•
Interim settlement can be carried out at any time for both rebate arrangements requiring once-only settlement and those requiring periodic settlement.
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In the event that the results of your ongoing cumulative business volume update process differ from those of the vendor, you can compare and reconcile the two sets of figures and carry out settlement accounting on the basis of an agreed value.
5HVWULFWLRQV Conditions having immediate effect are taken into account immediately in the vendor invoices or at the time of payment of the latter (and therefore do not form part of this component). %XVLQHVVSURFHVVHVDQGSURFHGXUHV
Organizational areas Headquarters [Page 103]
Rebate Arrangement Processing (Vendor) [Page 768]
•
Settlement Accounting: Conditions Requiring Subsequent Settlement (Vendor) [Page 776]
•
Distri butio n Cent er [Pag e 106]
Store [Pag e 108]
Sales Office [Page 110]
6HHDOVR Conditions [Page 353] BC Workflow application scenarios: Settlement Accounting with Regard to Rebate Arrangements in Purchasing (MM-PUR-VM) [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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5HEDWH6HWWOHPHQW )XOO&\FOH The following graphic illustrates the business cycle with regard to the granting and settlement of end-of-period rebates. The functions other than %XVLQHVVYROXPHFRPSDULVRQDQGDJUHHPHQW and )LQDOVHWWOHPHQW occur repeatedly during the validity periods of the conditions.
1HJRWLDWLRQVZLWKWKH&RQGLWLRQ*UDQWHU As a rule, price negotiations between buyers and vendors’ representatives are held at least once a year. These may relate to immediate discounts on the purchase prices of individual articles or cover end-of-period rebates for one or more articles. End-of-period rebates are usually based on the business volume (expressed as a value, quantity, points figure etc.) achieved with the vendor
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5HEDWH6HWWOHPHQW )XOO&\FOH over the relevant period. “Subsequent settlement” accounting involves determining the sum due from the “condition granter” (the party granting the rebate), who may be a vendor or so-called “prior vendor” (perhaps a manufacturer, for example), as a prelude to actual settlement (payment).
&UHDWLRQ0DLQWHQDQFHRI5HEDWH$UUDQJHPHQWV Rebate arrangements entered into with the condition granter, with their agreed conditions stipulating subsequent (end-of-period) settlement, are recorded in the system in order that automatic settlement accounting can take place on the agreed dates. See Rebate Arrangements [Page 723]
8SGDWLQJRI&XPXODWLYH%XVLQHVV9ROXPHV Within the validity period of each rebate arrangement, the business volumes (expressed as values, quantities, weights, physical volumes, and points) for the relevant areas of application are continually updated for each condition. The updated cumulative business volume data serves as the basis for settlement accounting. The vendor business volume data can be updated on the basis of data from POs, goods receipts, or verified invoices. See Updating of Cumulative Business Volumes [Page 735]
&RPSDULVRQDQG$JUHHPHQWRI%XVLQHVV9ROXPHV If the buying entity and the vendor have agreed to compare and reconcile their respective cumulative business volume data, this process is carried out prior to final settlement. In the case of discrepancies, an “agreed value” is negotiated by the two parties. This agreed business volume figure then serves as the basis for final settlement. See Comparison and Agreement of Business Volumes [Page 749]
6HWWOHPHQW$FFRXQWLQJ At the end of the validity period of a rebate arrangement, or at the time of partial settlement accounting for a periodic arrangement, the rebates payable with regard to conditions that are currently due for settlement are computed and a settlement list created. In the process, the cumulative business volume data not included in previous settlement accounting is taken into consideration. The amounts payable thus determined are automatically posted in Financial Accounting according to the settlement type. Interim settlement accounting can be carried out at any time with respect to rebate arrangement conditions for which settlement has not yet been effected. Rebate income that is settled as a result is then set off against the amounts calculated as being due at the time of partial or final settlement accounting. See Settlement Accounting [Page 750]
$UFKLYLQJRI5HEDWH$UUDQJHPHQWV Rebate arrangements and all associated documents are archivable, i.e. you have the option of placing all relevant data in an archive and extracting it from the archive as and when necessary. To ensure data consistency and traceability, all index files are archived together. In addition, a program that deletes all entries relating to purchasing documents which have likewise been released for archiving is available.
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5HEDWH$UUDQJHPHQWV A rebate arrangement groups together conditions requiring subsequent (or end-of-period) settlement which are valid over a certain time period (for example, a fiscal year) and are due for settlement at the same point in time within this validity period.
$UUDQJHPHQW7\SH Each arrangement is assigned to a certain arrangement type (for example, incentive rebate). Arrangement types are defined in Customizing and contain general information, such as the following: •
Default values (e.g. date that is pre-set as the start of the validity period when an arrangement is created)
•
Arrangement calendar
•
Settlement calendar
•
Settlement type (debit-side or credit-side)
•
Permissible condition types and their areas of application (purchasing organization or site)
([WHQVLRQRI5HEDWH$UUDQJHPHQWV Frequently, arrangements providing for the payment of end-of-period rebates run for a long time or indefinitely. This situation is reproduced in the system by the provision of the option of automatically extending a rebate arrangement that may have originally been created, say, for a period of one calendar year. The data of the original arrangement can automatically be adopted in a follow-on arrangement valid for the next calendar year. The period of extension is flexibly controlled via the arrangement calendar. Among other things, this facilitates statistical comparisons of a number of years.
5HEDWH$UUDQJHPHQW3DUWQHUV The partner concept enables you to record the relevant contact person for each rebate arrangement in the system. In particular, you can record who is responsible for the individual rebate arrangement and who negotiated the conditions of the arrangement. There are three types of partner: •
Vendors
•
Own employees (with HR master record)
•
Contact person (typically the condition granter, only in Retail systems)
See also Vendor: Business Partners [Page 157]
6HWWOHPHQW$FFRXQWLQJ Rebate arrangements are subdivided into arrangements requiring once-only settlement and those requiring periodic settlement. •
Settlement accounting with regard to the former is carried out as per the validity end date of the arrangement.
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Settlement accounting with regard to the latter is carried out at certain points in time, as partial settlement or final settlement, according to the periods specified in the settlement calendar.
In both cases, once settlement accounting has taken place an indicator is set confirming that settlement has been effected with regard to the conditions of the arrangement. Interim settlement can be carried out for both rebate arrangements requiring once-only settlement and those requiring periodic settlement. In this case, settlement accounting extends to those conditions of an arrangement that would not otherwise be due for settlement at this time (because either the end date of the arrangement or the end date of the next period has not yet been reached). In this case, the settlement indicator is not set: the conditions remain active and are taken into account in the next partial or final settlement. ´ If final settlement is to be carried out at the end of the vendor’s fiscal year, the validity period must correspond to the vendor’s fiscal year. This can be achieved through the use of suitable arrangement and settlement calendars.
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&RQGLWLRQV A condition is an individual stipulation of a rebate arrangement. Conditions apply on the one hand to goods or merchandise (for example, vendor assortment, vendor sub-range, merchandise category, article), and on the other to the organizational units of a corporate enterprise (such as sites or distribution centers), referred to in the following as the “areas of application”. If a condition applies to several articles that do not form part of the same vendor sub-range, these articles can be assigned to a single “settlement group”. Conditions can be described as follows: •
Each condition specifies a certain rebate. This consists of the amount (e.g. fixed amount or percentage) and the unit of rebate of the amount (for example, DM, %).
•
Each condition is assigned to a condition type. The condition type is defined in Customizing and determines the basic characteristics of a condition, such as the reference magnitude and the calculation rule. Via the condition type, you can also specify whether or not a provision for accrued income is to be set up.
´ In the case of scaled conditions, the UHIHUHQFHPDJQLWXGH defines how the scale is to be interpreted. The scale can relate to a quantity, a value, a weight, a physical volume, or a number of points, for example. The FDOFXODWLRQUXOHspecifies how the rebate payable with respect to a condition is to be calculated. The rebate can be a fixed amount or a percentage. The amount can relate to a quantity, a value, a physical volume, a weight, or a number of points. Via SURYLVLRQVIRUDFFUXHGLQFRPHyou determine whether anticipated rebate income is to be taken into account in the current valuation of an article (that is to say, whether the moving average price in the article master record is adjusted at the time a goods receipt is posted against a purchase order whose price determination process takes account of a provision-relevant condition). •
Each condition can be specified in a different currency - even within the same rebate arrangement. The currency in which settlement is to be carried out (= the settlement currency) is entered in the rebate arrangement.
•
A condition can be scaled or non-scaled. The rebate payable under non-scaled conditions remains constant (that is, it is independent of the quantity or value purchased etc.
•
Settlement with regard to a condition can be carried out periodically. In the case of conditions subject to periodic settlement, the planned settlement dates for each period are determined via the settlement calendar. The dates defined in the calendar determine the validity periods and thus the due dates of the conditions. Similarly, the date for effecting a final settlement (last settlement within the validity period of an arrangement) can be predefined if desired.
•
Each condition can apply to certain goods or merchandise on the one hand, and to certain organizational units of a corporate enterprise on the other. You determine which of the two a certain condition applies to via the key combination of the associated condition table (condition tables are defined in Customizing): –
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&RQGLWLRQV The condition applies to an article, a vendor sub-range, a merchandise category, a settlement group or to the entire vendor assortment. –
&RUSRUDWHXQLWUHODWHG The condition applies to a site or a purchasing organization.
´ A VHWWOHPHQWJURXS is a grouping of certain articles to which the same rebate arrangements or conditions apply. The settlement groups are stored in the info record of the vendor for the article. For conditions that relate to a group of articles (for example, to a vendor sub-range or a settlement group) you must ensure that a VHWWOHPHQWDUWLFOH is maintained in the system (on the detail screen of the conditions). This is needed by the system to perform conversions between units of measure and, in some cases, to create a billing document in the course of settlement accounting. The following types of condition exist:
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0DLQ&RQGLWLRQV When a rebate arrangement is created, the main conditions are defined at the highest level. All main conditions can have the same validity period. The rebate payable is entered for each main condition. ´ The buyer has negotiated an end-of-period rebate of $1 for each item of article X purchased. Final settlement with regard to a rebate arrangement is always carried out with the main condition. A main condition can be scaled and/or subject to periodic settlement. Periodic settlement is only possible if a settlement calendar has been assigned to the arrangement.
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6FDOHG&RQGLWLRQV Scaled conditions specify a series of rebates that vary according to different total volumes of purchases made over a period (expressed as a quantity, value, or number of points). Scaled conditions consist of one or more scale levels. Each scale level consists of a scale value and a rebate that depends on this value: •
The VFDOHYDOXHV of a condition can be defined via the vendor business volume (expressed as a quantity or dollar value). The unit of the scale value (e.g. quantity, weight, physical volume, points) is defined in Customizing for the condition type in the 5HIHUHQFHPDJQLWXGH field. The value in combination with the reference magnitude is also referred to as the VFDOHEDVLV.
•
The UHEDWH consists of the scale amount (e.g. fixed amount, percentage) and the unit of rebate of the amount (e.g. $ or %). The amount is calculated for a quantity, a weight, a physical volume or a number of points, for example. This unit is termed the FRQGLWLRQEDVLV and corresponds to the reference magnitude.
´ First scale level
)URP(Scale value) SLHFH (Reference magnitude) (Scale basis)
(Scale amount) GROODU (Unit of rebate) SHUSLHFH (Condition basis)
Second scale level
From 2,000 pieces
2 dollars per piece
Prior to settlement accounting, the scale level that has been achieved must be determined by reference to the scale values, to enable the rebate payable to be calculated. Rebates payable as fixed amounts can be determined directly. Sums payable as percentages or per unit (for example, quantity, weight, physical volume, points), are calculated on the basis of the business volume (expressed as a quantity etc. or dollar value) done with the vendor in the relevant area of application in accordance with the desired calculation rule.
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3HULRG6SHFLILF&RQGLWLRQV In the case of conditions requiring periodic settlement, the main condition defines the overall timeframe. The validity periods of the period-specific conditions may not lie beyond the validity period of the main condition. Different conditions can be entered for each period. In the process, the unit of rebate of the period conditions can differ from that of the main condition. For example, settlement with regard to the main condition can be effected as a percentage, whereas settlement in respect of the period conditions can be effected as a fixed amount in dollars. This is predefined via the calculation rule in Customizing for the condition type. When maintaining conditions, you can assign a different calculation rule to the period conditions.
6HWWOHPHQW&DOHQGDU The periods of the period-specific conditions correspond to those of the settlement calendar that is valid for the rebate arrangement. For example, only monthly period conditions are created in the case of monthly settlement. These periods cannot be changed once the rebate arrangement has been set up.
$VVXPHG9DOXHV In the case of scaled conditions, the use of period-specific conditions allows settlement to be effected using assumed values if desired. These assumed values can represent empirical figures or estimates. Thus the assumed value can be used for the purposes of partial settlement in the course of the fiscal year, without the need to take into account which scale level has actually been reached on the basis of the business volume achieved to date. This approach permits a non-fluctuating rebate income to be generated as early as possible within the validity period of a condition. ´ 6FDOHGFRQGLWLRQ From $100 000
1%
From $200 000
2%
From $300 000
3%
From $400 000
4%
From $500 000
5%
3HULRGFRQGLWLRQ 1st – 31st Jan.
3%
1st – 28th Feb.
3%
1st – 31st March
3% etc.
Setting the period conditions at 3% reflects the empirical value for the last few years. To date, purchases worth at least $300,000 have always been made from this vendor each year. The advantage of this setting is that settlement is already effected on the basis of 3% over the first few months of the year, even though the business volume does not reach the 3% scale level during this time.
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3HULRG6SHFLILF&RQGLWLRQV In contrast to partial settlement within the validity period, final settlement with respect to period conditions takes into account the total business volume achieved over the period, even if partial settlement has already been effected with respect to the conditions in some cases. By taking total figures into consideration, a higher scale level can be reached in the case of scaled conditions (and hence a larger rebate attained). The final sum payable is arrived at after deduction of the rebates already paid in the course of the partial settlements.
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([DPSOHRI)LQDO6HWWOHPHQWZLWK5HVSHFWWR3HULRG &RQGLWLRQV 9HQGRU 0DLQFRQGLWLRQ Valid from 1 Jan. - 31 Dec. From $100 000
2%
From $200 000
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From $300 000
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3HULRGVSHFLILFFRQGLWLRQV Quarterly settlement: 1st Jan. - 31st March 1st Apr. – 30th Jun. 1st July – 30th Sept. 1st Oct. - 31st Dec.
2% in each case
9ROXPHVRIEXVLQHVVZLWKYHQGRU: Jan.
$25 000
Feb.
$20 000
March
$29 000
April
$50 000
May
$45 000
June
$34 000
July
$23 000
Aug.
$20 000
Sept.
$38 000
Oct.
$35 000
Nov.
$19 000
Dec.
$32 000
Jan. – Dec.
$370 000
2% = $1 480 (Partial settlement)
2% = $2 580 (Partial settlement)
2% = $1 620 (Partial settlement)
2% = $1 720 3% = $11 100 (Final settlement for this year)
The results of the partial settlements are set out above. Final settlement takes into account the total volume of business done with (volume of purchases made from) the vendor over the period as a whole. Since a total business volume of $370,000 was achieved, the third scale level (3%) is reached. The total rebate earned thus amounts to $11,100 (3% of $370,000).
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([DPSOHRI)LQDO6HWWOHPHQWZLWK5HVSHFWWR3HULRG&RQGLWLRQV However, since partial settlements have already been effected during the year (in March, June, and September), the sum due in final settlement amounts to $5,420 ($11,100 – $1,480 – $2,580 – $1,620).
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5HWURVSHFWLYH&UHDWLRQRI5HEDWH$UUDQJHPHQWV 8VH In the normal course of the process chain, conditions requiring subsequent settlement are inserted into the document conditions at the time of price determination for a purchase order item. On the basis of this inclusion in the document conditions, the relevant cumulative business volumes are then updated in the information structures of the LIS. This procedure necessitates the creation of a rebate arrangement prior to the creation of the first purchase order or scheduling agreement release (delivery schedule issued under a scheduling agreement). In some cases, however, it is not possible to set up the rebate arrangement in good time. This may be due to one of the following reasons: •
Annual negotiations with the vendor do not take place until April. However, the agreed conditions requiring subsequent (end-of-period) settlement apply retrospectively (i.e. from the start of the year).
•
The programs for subsequent settlement are activated during current business operations.
In both cases, purchasing documents will already exist in the system, and a rebate arrangement whose condition records are not included in the purchasing document conditions will thus be entered subsequent to the creation of these documents. (If the rebate arrangement had been created at the right time, the arrangement conditions ZRXOG have been included in the purchasing document conditions.)
3UHUHTXLVLWHV Retrospective determination and updating of the relevant vendor business volumes is necessary with respect to those purchasing documents that were entered prior to the creation of the rebate arrangement. For each purchasing document entered DIWHU the creation of the rebate arrangement, the cumulative business volumes are updated in the normal way. You can ascertain whether a rebate arrangement was created retrospectively by looking at its creation date (menu path 5HEDUUPDLQW→ ([WUDV → 6WDWXVLQIRUPDWLRQ). For condition records - especially for period condition records - there is a corresponding indicator in the detailed view, which you can also change if necessary. A rebate arrangement is regarded as having been created retrospectively if its validity period begins prior to or on the same day as its creation. If this is the case, relevant purchasing documents may already exist in the system. Likewise, a condition record is regarded as having been created retrospectively if its validity period begins prior to or on the same day as its creation. Only a retrospectively created rebate arrangement can contain retrospectively created condition records. ´ Rebate arrangement 1, valid from 01.01. – 12.31., entered on 03.01, 10 hrs, Monthly period conditions (periodic partial settlement), Busn. vol. updating as per invoice receipt Purch. order 4500000010, entered on 02.10., Invoice no. 5000000100, document date 03.10, Invoice no. 5000000140, document date 04.02
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5HWURVSHFWLYH&UHDWLRQRI5HEDWH$UUDQJHPHQWV Purch. order 4500000020, entered on 03.01., 9 hrs, Invoice no. 5000000120, Purch. order 4500000030, entered on 03.06., Invoice no. 5000000130 In the above example, rebate arrangement no.1 was created at 10 hrs. on 03.01. Since its validity period start date is 01.01, it is a retrospectively-entered arrangement. The5HWURVSHFWLYH HQWU\ indicator is set for the period condition records for the months of January, February, and March. Updating of the cumulative business volumes with respect to purchasing document no. is carried out in the normal way (in this case, following invoice receipt).This is not possible for POs nos. and because their document conditions do not include a condition record for rebate arrangement no. 1. The business volume update process cannot therefore be triggered in these cases.
$FWLYLWLHV How to determine the missing vendor business volumes for retrospective rebate arrangements and condition records is described in Retrospective Updating of Vendor Business Volumes [Page 741].
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8SGDWLQJRI&XPXODWLYH%XVLQHVV9ROXPHV To determine the applicable scale level, the cumulative vendor business volumes (expressed as a money value in the rebate arrangement currency, quantity, weight, or physical volume purchased, or points) are continually updated for each condition, depending on which data is required for settlement purposes. Exactly which figures are updated depends on the basis upon which settlement is to be effected. However, the money value of the business volume is updated in all cases. If different currencies or units of measure are used in a rebate arrangement (e.g. arrangement currency differs from scale currency and scale unit differs from condition unit) the system records the vendor business volumes in all currencies and units that occur. This circumvents problems such as those caused by exchange rate fluctuations or missing conversion factors. The following methods of updating are possible: •
Updating at time of purchase order Updating is carried out as at the delivery date. When you order an article from a vendor, the vendor’s conditions that are valid as at the date of the PO are applied in determining the price of the article. The relevant condition type must be specified in the calculation schema for this purpose.
•
Updating at time of goods receipt Updating is carried out as at the document date. The document conditions of the PO or the results of a new price determination process (e.g. in the case of prices for precious metals) can be used as the basis for this. A new price determination process is always carried out at the time of goods receipt if the GR date is specified as the pricing date category.
•
Updating at time of invoice receipt Updating is carried out as at the invoice date. With regard to the value, you can elect to update using either the verified final invoice value or the PO data. In this case, the scale and condition basis to be updated can be any level of the calculation (e.g. the net net purchase price).
If the cumulative business volume figures are updated at the time of the purchase order or the goods receipt, the tax code of the PO item must be known. The general rule in the case of scheduling agreements with master conditions is that the price determination process is not carried out as the basis for updating until the time of goods receipt. Under certain circumstances updating that is planned for the time of the purchase order may take place at the time of goods receipt. Updating that is planned for the time of invoice verification may be brought forward to the time of goods receipt. Updating takes place for each valid condition. In the process, the vendor business volumes (expressed as dollar values and quantities) are cumulated separately for the area of application (goods-related or corporate-unit-related conditions) of each condition and for each site and each tax rate. If settlement is effected monthly or more frequently, updating is carried out simultaneously for each settlement period. If settlement is carried out less frequently than monthly, the business volumes are nevertheless updated on a monthly basis. This ensures that it is subsequently possible to generate monthly statistics. The updating of business volumes is based on certain important information from the conditions, such as area of application and settlement frequency. For this reason, such information cannot be changed once a rebate arrangement has been created.
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3XUFKDVH2UGHUDV3UHUHTXLVLWHIRU%XVLQHVV9ROXPH 8SGDWH The purchase order is a prerequisite for the cumulative updating of business volume figures. In the following, the price determination process for a purchase order and the interactions with the “subsequent settlement” process are explained.
When a purchase order is created, a price determination process takes place. The latter is based on the price calculation carried out for the article. The calculation also defines which value is relevant to subsequent (end-of-period rebate) settlement accounting with respect to a condition (in the above example, this is the net net purchase price, NNPP). Within the framework of price determination, the system checks whether any conditions have been agreed with the relevant vendor with respect to the article in question (in the example: 5% discount and 1% surcharge) as at the time of the purchase order. In this case, the valid conditions (4711) are taken into account in the purchase order and displayed. If a condition belongs to a condition type for which a SURYLVLRQIRUDFFUXHGLQFRPH has to be set up (that is, the condition involves subsequent, or end-of-period, settlement), the value of the provision (here: 1 % of 191.9 = 1.92) is displayed in the purchase order. In the case of condition types without provisions for accrued income, the value “0” is shown against the condition. For weight- and volume-dependent condition records, the gross or net weight or the physical volume must be maintained in the article master record, purchasing info record, and/or the purchase order item, in order for the condition record to be drawn and the business volume
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3XUFKDVH2UGHUDV3UHUHTXLVLWHIRU%XVLQHVV9ROXPH8SGDWH updating process to take place. In the case of points-dependent conditions, the points conversion factor must be maintained in the purchasing info record or in the purchase order.
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The process is as follows: 1. As part of the price determination process at the time a purchase order is created, the system establishes which conditions apply to the PO in question. 2. When the vendor’s invoice is received, it is checked against the PO and the goods receipt. 3. If the incoming invoice is correct, the cumulative business volume data (values, quantities purchased etc.) is updated by the addition of the data from the invoice. 4. Credit memos received from vendors have a retrospective and reversing effect on the updated data in comparison with the corresponding invoices. The areas of application and the validity periods of the conditions are taken into account. If, according to the condition type, a provision for accrued income is to be set up, the appropriate posting is made at the time of goods receipt and the moving average price in the article master record is changed accordingly.
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A rebate arrangement has been entered into with vendor 12345 with regard to the vendor subrange xy. This is valid for the entire calendar year. When a purchase order is created for article 22222 on Feb.10, the system recognizes that article 22222 belongs to vendor sub-range xy, and that the rebate arrangement 5 is valid at this point in time. When the vendor’s invoice created on the basis of this PO is subsequently released for payment, the cumulative business volume data is updated as outlined above. Updating is carried out for each condition at the level vendor, site, and tax rate in the rebate arrangement currency and the unit of measure of the condition. At the same time, the figures are cumulated separately for each settlement period. However, if settlement is effected less frequently than monthly, the update data is still cumulated on a monthly basis. This ensures the availability of monthly statistical information.
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5HWURVSHFWLYH8SGDWLQJRI9HQGRU%XVLQHVV9ROXPHV 8VH If rebate arrangements or conditions have been entered retrospectively (see Retrospective Creation of Rebate Arrangements [Page 733]), the cumulative figures on the volumes of business done with the vendor to date must be updated with the missing data from the period prior to the entry of the rebate arrangement or conditions.
3UHUHTXLVLWHV A precondition is that all relevant purchasing documents are included in the document index (LIS information structure 6). You can check the document index data using the general table maintenance facility. Enter table 6 and choose ([HFXWH. On the screen that now appears, enter the value (purchase order/delivery schedule) in the 'RFXPHQWFDWHJRU\ field and your chosen LIS version in the 9HUVLRQ field. Enter the document item you wish to examine in the 'RFXPHQWQXPEHU and 'RFXPHQWLWHP fields and choose ([HFXWH. Several table entries should now appear. Only in this case can the purchasing document be processed with the function 5HWURVSHFWLYHFRPSLODWLRQRIYHQGRUEXVLQHVVYROXPHV.
$FWLYLWLHV Run report 5:0%21. In the event of a large volume of rebate arrangements and associated purchasing documents, you should schedule the report to run in the background. In the standard system, only the information structures of the “subsequent settlement” area are updated (i.e. info structures for which active update rules for the update group exist. In the standard R/3 system, these are the information structures •
6 Operative view, vendor business volumes used for settlement accounting purposes
•
6 Standard information structure for analysis (standard analysis, planning, etc., if activated by you)
All existing information structures relating to the area of “subsequent settlement” are listed in the value help. You need only make a restriction if you do not wish to update all information structures (e.g. compilation of info structure 6 in the case of retrospective activation).
7HVW5XQ You can initially carry out a test run in order to view any error messages that may be generated and rectify the errors. To do this, set the 7HVWUXQindicator. In this case, the vendor business volumes are not updated. If you do not carry out a test run (indicator deleted), the update data created is written to the information structures. At the same time, the successfully processed document items are recorded in an index log. Updating of these document items cannot be carried out again unless you carry out a complete recompilation of the vendor business volumes for the rebate arrangement (see Recompilation of Information Structures [Page 747]).You can write direct to version Document items with respect to which errors have occurred during processing can be reprocessed in another program run after rectification of the errors. Multiple updating is not possible in the case of the retrospective updating of vendor business volumes.
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5HWURVSHFWLYH8SGDWLQJRI9HQGRU%XVLQHVV9ROXPHV For test purposes, you can also initially write the data to one of the versions beginning with the two characters . The third character is optional. The user parameter MCR allows you to directly access the data of this version in all list functions for vendor business volumes (vendor business volumes, statement of statistical data, standard analysis). To achieve this, enter the value for the parameter 0&5 under 6\VWHP → 8VHUGHIDXOWV → 8VHUSDUDPHWHUV (starting from the system menu). After this, you can copy the data into the version (additive) using the LIS Copy Management tool. Report RMCSISCP permits the selective copying and deletion of individual rebate arrangements. If necessary, limit the rebate arrangements to be processed. The indicators 2QO\UHWURVSHFWLYHO\ HQWHUHGUHEDWHDUUDQJHPHQWV and 2QO\UHWURVSHFWLYHO\HQWHUHGFRQGLWLRQUHFRUGVare set in the standard system and have the effect that only relevant rebate arrangements and condition records are processed. If you delete these indicators, a complete recompilation of the vendor business volumes relevant to the rebate arrangement is carried out (see Recompilation of Vendor Business Volumes [Page 748]). You can specify that the execution of the report is definitely terminated by a certain point in time. In the event of premature termination, the system logs the already processed rebate arrangements under the run name, so that you can continue the processing with the next rebate arrangement. To continue an interrupted run, deleted the 1HZUXQindicator and enter the name of the interrupted run. Refer to the value help for the 5XQQDPH field for information on any interrupted runs. ´ If a run is terminated prematurely, only the rebate arrangement numbers are recorded. In order that you can continue the run with the same selection parameters (e.g. condition granter, etc.), you should save the selection parameters in a variant. When the report has been executed, you obtain a log with the updated cumulative vendor business volumes relating to the rebate arrangement and any error messages that may have been generated in the rebate arrangement header.
$QDO\VLV The analysis function enables you to generate a listing of all purchasing document items plus the associated follow-on documents (invoice documents) together with one or more notes on the course of the updating process. In particular, this shows you which document items are contained in the document index (6) and why updating was or was not carried out. You can also invoke the analysis function from within the list output of the 'HWDLOHGVWDWHPHQWfunction. You can choose whether to view all documents, and their condition records, that are relevant to the rebate arrangement or only those document items for which updating has not yet been carried out. The latter are precisely those document items in respect of which an error message has been issued or which, although they are included in the document index, are not relevant to the concrete condition record (e.g. requirement infringed). ´ If you wish to analyze the document items with respect to which updating has just been successfully completed (no test run), choose $OOGRFXPHQWV, since you have just carried out the updating for these document items. You will find an equally important function for the mass-processing of documents under ([WUDV → 'LVSOD\LQGH[, which is similar to the 'HWDLOHGVWDWHPHQW function. The system redetermines all
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the index entries for those document items for which updating has already been carried out. This data is compared with the actual status. On the one hand, you thus have an opportunity to view this index for the rebate arrangement. On the other, it is possible - in particular - to monitor the correct functioning of the programs (especially with regard to problem analysis). You obtain a two-column display of the document data relevant to a condition record. The lefthand column shows the index of all documents - including follow-on documents (invoice documents) - for which no update has been carried out to date. The right-hand column shows all index entries resulting from the updating are displayed for comparison purposes. You can choose whether the right-hand column is to contain only document items for which updating has not yet been carried out or whether it is to show all document items for which updating has already been carried out. Depending on the type of processing, variances between the two columns (i.e. potential problem cases) are determined automatically by the program and highlighted in color: •
Complete recompilation of vendor business volumes relevant to the rebate arrangement The document data shown in the left- and right-hand columns must agree. Any variance indicates a problem with updating.
•
Retrospective updating of vendor business volumes –
Test run Since no index entries have yet been created, the document data in the left- and right-hand columns should differ.
–
No test run The right-hand side should be empty, since updating has just been carried out for all document items for which the updating of the vendor business volumes had previously not taken place. The document items should appear in the index and be visible on the right-hand side.
)XQFWLRQDO5HVWULFWLRQV A number of restrictions apply to the 5HWURVSHFWLYHXSGDWLQJRIYHQGRUEXVLQHVVYROXPHV function due to the facts that no new price determination process (and - in particular - no new valuation) is carried out and the items of the purchasing documents are not changed: •
Condition exclusions may not be processed correctly. You should thus not work with condition exclusions if this function is being used.
•
The valuation of the document remains unchanged. In particular, no provisions for accrued rebate income are posted.
The following examples illustrate the problems that are liable to occur: •
([DPSOH A rebate at corporate group level has been entered against condition type $ (rebate arrangement 1), which is designed to take precedence over a condition requiring subsequent settlement belonging to condition type $ of the procuring regional purchasing organization (rebate arrangement 2). Since no adjustment of the document conditions takes place - in particular, no price determination - the exclusion cannot be taken into account.
•
([DPSOH
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5HWURVSHFWLYH8SGDWLQJRI9HQGRU%XVLQHVV9ROXPHV The condition record 5HJLRQDOLQFHQWLYHUHEDWH$ (rebate arrangement 2) is included in the document conditions. A condition record belonging to condition type $(rebate arrangement 1, incentive rebate at corporate group level) is now subsequently determined. The vendor business volume update for the condition record belonging to condition type $ ought to be cancelled due to the condition exclusion. It may also be necessary to reverse any posting to provisions for accrued income, re-valuate the purchasing document, and post appropriate follow-on documents. However, none of this occurs. The update remains effective despite the infringement of the condition exclusion. •
([DPSOH The immediate vendor discount 5/ should only be granted if no end-of-period rebate is granted. If such a rebate is determined retrospectively, the vendor discount ought to be cancelled (new valuation, follow-on documents). The ensuing changes in the subtotals could have far-reaching effects. The vendor discount remains unchanged.
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5HWURVSHFWLYH&RPSLODWLRQRIWKH'RFXPHQW,QGH[ 3UHUHTXLVLWHV In order to carry out the retrospective compilation of vendor business volumes, the system must be able to efficiently access all purchasing documents that may be relevant to a retrospectively entered condition record. This is done via an appropriate index. In this case, the document index is an information structure within the Logistics Information System (structure 6), which is also used by other applications in the R/3 System. The information structure is supplied with the relevant data at the time a purchasing document item is created, changed, or deleted. The system goes through the calculation schema item by item and creates an entry with the document number and the pricing date for each condition type belonging to the field of “subsequent settlement”. To reduce the volume of data, there is a 6XEVHTXHQWVHWWOHPHQWLQGH[ indicator for each vendor (among the purchasing organization data). Set this indicator for each supplier of the goods listed in the purchasing document in order for the relevant index entries to be created. The actual supplier of the goods can, of course, differ from the “condition granter” of the rebate arrangement. In view of the high volume of data, however, you should set this indicator judiciously. If you set this indicator retrospectively, e.g. when putting the mechanism into operation for the first time, or in the case of subsequent changes and additions, the corresponding index entries may be missing in already existing documents. In this case, you must recompile the document index.
3URFHGXUH Reports 50&(1(8$ and 50(%(,1 are available for the purpose of carrying out the retrospective compilation of the document index. Set the 6XEVHTXHQWVHWWOHPHQWLQGH[ indicator for the relevant goods suppliers and run one of the above reports (in the case of large volumes of data, they can be run in the background). ´ In the case of report 50&(1(8$, it is essential that you limit the structures to be processed to the structure 6, otherwise you will also update other info structures in Purchasing (duplicated updating). You can write the data directly to version . Prior saving of the data or compilation in one of the test versions, with subsequent re-copying of the data, is unnecessary. You can specify that the execution of the report is definitely terminated by a certain point in time. In the event of premature termination, the system logs the already processed documents under the run name so that you can resume the processing with the next document. To continue an interrupted run, delete the 1HZUXQindicator and enter the name of the interrupted run. ´ If a run is terminated prematurely, only the document numbers are recorded. In order that you can continue the run with the same selection parameters (e.g. document date), you should save the selection parameters in a variant. If you also set the6XEVHTXHQWVHWWOHPHQWindicator for the first time when you set the 6XEVHTXHQW VHWWOHPHQWLQGH[indicator, it may be that all existing purchasing document items are flagged as not relevant to the “subsequent settlement” process. A requirement in the calculation schema
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5HWURVSHFWLYH&RPSLODWLRQRIWKH'RFXPHQW,QGH[ prevents conditions involving subsequent settlement from being inserted for certain document items (e.g. delivery without charge). Similarly, such document items are not inserted in the document index. Any existing contract items are flagged as not relevant to “subsequent settlement”. These must likewise be changed. Otherwise newly created PO items referencing an outline agreement item will similarly not be relevant to the “subsequent settlement” process. You should therefore pick out all affected documents (purchase orders, delivery schedules, and outline purchase agreements) relating to the goods supplier and set the 6HWWOHPHQW indicator in the “additional data” of the relevant document items (2YHUYLHZ → *RWR → )XUWKHUGDWD → $GGLWLRQDOGDWD). You can check the document index data using the general table maintenance facility. Enter table 6 and choose ([HFXWH. On the next screen, enter the value (purchase order/delivery schedule) in the 'RFXPHQWFDWHJRU\ field and your selected LIS version (normally ) in the 9HUVLRQ field).Enter the document item to be examined in the 'RFXPHQWQXPEHUand 'RFXPHQW LWHPfields, and then choose ([HFXWH. Several table entries should now appear. Only in this case can the purchasing document be processed with the 5HWURVSHFWLYHFRPSLODWLRQRIYHQGRU EXVLQHVVYROXPHVfunction.
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5HFRPSLODWLRQRI,QIRUPDWLRQ6WUXFWXUHV 3UHUHTXLVLWHV Please do not fail to read the general notes on recompiling the statistics. In particular, you should perform a data backup and carry out the recompilation using a version designated specifically for this purpose (beginning with the two character ). You should not delete the “actual” data of version and copy over the recompiled data until you are sure that the recompilation has been successful. Report RMCVISCP is available for copying and deleting all data. Alternatively, you can work with the LIS Copy Management tool. In this case, report 50&6,6&3 allows you to selectively copy and delete data relating to individual rebate arrangements.
3URFHGXUH Two steps are necessary to recompile the information structures: 1. Recompilation of vendor business volumes 2. Recompilation of rebate income data You can dispense with the second step if no settlement accounting has yet taken place.
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5HFRPSLODWLRQRI9HQGRU%XVLQHVV9ROXPHV 3UHUHTXLVLWHV It is generally possible to recompile the vendor business volumes using the normal recompilation report 50&(1(8$. You will find details on how to use this report under Retrospective Compilation of the Document Index [Page 745]. The disadvantage here is that there is no control over the purchasing documents processed. For this reason, this approach only makes sense if all purchasing documents must be processed anyway, including any already archived documents. The report can also simultaneously recompile the index of purchasing documents ((.%2) (any missing entries are supplied). In general, therefore, it makes more sense to use report 5:0%21. This allows the processing of individual rebate arrangements and processes precisely the relevant purchasing documents. An error message is issued in the event of any problems. However, the report is based on the index of purchasing documents ((.%2). The latter must be complete and correct. If this is not the case, please use report 50&(1(8$.
3URFHGXUH Report 5:0%21 is used largely in the same way as report 50&(1(8$. Take care to delete the two indicators under 6FRSHRIFRPSLODWLRQRIYHQGRUEXVLQHVVYROXPH so that a recompilation for the rebate arrangement really is carried out.
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&RPSDULVRQDQG$JUHHPHQWRI%XVLQHVV9ROXPHV Data on the volume of business done with (that is, purchases made from) a vendor (expressed as value, quantities, points etc.) is continually updated internally for rebate settlement purposes. At the same time, vendors determine and document the volumes of business done with (that is, volumes of sales to) their customers. The business volume figures arrived at by the two parties to a rebate arrangement may differ, due to the vendor and customer assigning items to different accounting periods for example. The business volume comparison serves as the basis for the reconciliation of the buying entity’s and vendor’s figures, the aim being to avoid having to make subsequent corrections. If the two values differ, an “agreed value” can be entered. Internally, the system stores both the value it actually determines and the agreed value, so that all changes can be traced and verified. The agreed value is used as the basis for settlements effected thereafter. The storage of both values also ensures that any additional business volume recorded after the comparison and agreement process can be identified and additionally taken into account, provided that final settlement has not yet taken place. In comparing and agreeing business volumes, users must bear in mind that the vendor’s fiscal year can differ from the buying entity’s. Care must therefore be taken to ensure that the value entered for comparison purposes relates to the same period as the value stored in the system. If the comparison and reconciliation of business volumes has been agreed with a vendor as a precondition for final settlement, the system will not allow final settlement accounting to take place until this comparison and reconciliation process has been carried out.
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6HWWOHPHQW$FFRXQWLQJ Settlement accounting (determination of the amounts payable in settlement with respect to conditions, generation of the necessary documents and the posting of the relevant amounts in Financial Accounting) can be carried out subject to the following prerequisites: •
Conditions must be due for settlement. This is the case if rebate arrangements exist for which settlement has not yet been effected or whose settlement data has been cancelled. In the case of rebate arrangements for which settlement is carried out periodically, the validity of the period conditions must end before the settlement period or their validity end date must be the same as the settlement date. In the case of rebate arrangements for which once-only settlement is carried out, the validity period must end before the settlement date or its end date must be the same as the settlement date.
•
Cumulative business volume data must exist for the conditions that are due for settlement.
Both the conditions requiring once-only settlement and those requiring periodic settlement are taken into consideration in each settlement run. Settlement accounting covers all the due conditions of a rebate arrangement. The resulting settlement list provides a detailed documentation and breakdown of the total sum payable. The amounts shown on the successfully generated settlement list are automatically posted in Financial Accounting. The settlement type is specified via Customizing per rebate arrangement type. ´ Settlement documents that are created (billing document or credit memo) can be cancelled if necessary. The condition records concerned are reactivated and, after correction, can be re-included in the settlement accounting process. The system can tell from the settlement date whether a partial settlement or a final settlement must be carried out. The user can also specify whether or not an interim settlement is to be carried out on the initial screen for invoking the settlement program.
3DUWLDO6HWWOHPHQW Partial settlements are only effected for rebate arrangements requiring periodic settlement, and only if the settlement date lies before the validity end date of the rebate arrangement. During partial settlement accounting with regard to a rebate arrangement, the condition records are blocked for a new price determination process, for example, and the status of the rebate arrangement is set to 6HWWOHPHQWHIIHFWHGIRUDUUDQJHPHQW
)LQDO6HWWOHPHQW Final settlement accounting is carried out if the settlement date is later than or the same as the validity end date of the rebate arrangement. In the case of periodic settlement, the last settlement accounting process carried out within the validity period of a rebate arrangement constitutes final settlement. ´
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At the time of final settlement, the business volume data should be correct and - in particular - all invoices should have been received. At the time of final settlement accounting with regard to a rebate arrangement, the condition records are blocked and the updating of business volume statistics deactivated. This is to ensure that the statistical data remains consistent with the settlement accounting data. In addition, the status of the rebate arrangement is set to )LQDOVHWWOHPHQWHIIHFWHGIRUDUUDQJHPHQW If the )LQDOVHWWOHPHQWindicator has been set for the arrangement type in Customizing, the total business volume achieved over the entire validity period of the arrangement is taken into consideration in the course of final settlement accounting with respect to a rebate arrangement requiring periodic settlement. This is done even if some of the business volume has already been taken into consideration in the past, in partial settlements. The purpose of this is to check the extent to which a higher scale level, and thus a higher rebate, can be reached on the basis of the total business volume. The result of this computation represents the rebate payable by the vendor with respect to the overall validity period of the rebate arrangement. This total figure has to be reduced by the sum of the rebates already paid in previous partial settlements.
,QWHULP6HWWOHPHQW Interim settlement can be carried out for both rebate arrangements requiring once-only settlement and those requiring periodic settlement. In the case of an interim settlement, the end date of the current period must be specified as settlement date. In this case, settlement accounting is also carried out with regard to those arrangement conditions that would otherwise not be due for settlement at the time of the settlement run (because either the validity end date of the arrangement or the next end date of a period has not yet been reached). The status indicator is not set, that is to say, the conditions remain active and are taken into consideration in the next partial or final settlement accounting run. ´ You wish to carry out settlement accounting on July 15 with respect to a rebate arrangement requiring periodic settlement which is not actually due for settlement until the end of the period (July 31). On the initial screen for settlement accounting you enter July 31 as settlement date, and specify that you wish to carry out interim settlement accounting with respect to the condition records. The system carries out settlement accounting for all conditions that are due for settlement on July 31. The conditions remain active.
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6HWWOHPHQW7\SH A settlement type can be defined for each rebate arrangement type. The settlement type determines the way in which settlement data is posted. There are two basic settlement types: debit-side and credit-side.
'HELW6LGH6HWWOHPHQW With this settlement type, you can specify whether the posting of the settlement accounting data is to take place at purchasing organization or site level. If settlement is effected at site level, the rebate income is automatically apportioned among the individual sites in the accounting system. It is possible to apportion income across company codes. If settlement is effected at purchasing organization level, the income is posted to the company code of the purchasing organization to which the rebate arrangement is assigned. Within the framework of settlement accounting, the valid condition basis and the settlement amount (possibly apportioned among sites) for each condition requiring settlement is passed on for ELOOLQJ. A billing document is created for each rebate arrangement with respect to which settlement is due. ´ Debit-side settlement can only be carried out for one tax rate per condition record.
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If these billing documents have not yet been released for posting, they must be released manually. The statistical updating in the Information System and the distribution (apportionment) of income only take place at the time of such clearance. In the case of settlement at purchasing organization level, the income is not apportioned by share in business volume at site level until this time. ´ Final settlement accounting with respect to a rebate arrangement involving the creation of a billing document is only possible if the billing documents created in the course of partial and interim settlements have already been forwarded to Financial Accounting. Only then is the income deriving from partial and interim settlements updated in the statistics. You can store a sales document type and a billing document type for settlements via the arrangement type in Customizing. This billing document type determines (via an indicator) whether clearance for Financial Accounting is to be effected immediately or at a later point in time.
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6HWWOHPHQW7\SH This settlement type RQO\ supports posting at SXUFKDVLQJRUJDQL]DWLRQOHYHO (that is, at the level of the company code of the purchasing organization or the rebate arrangement). This settlement type involves the creation of FUHGLWPHPRV. A document is created for each condition for which settlement accounting has been effected. This document is posted immediately. In this connection, if the settled condition applies to several sites, a distribution (apportionment) of income by share of business volume is carried out at site level. However, the income is only apportioned at the level of the business volume statistics.(That is to say, the distribution of income isSXUHO\VWDWLVWLFDO: there is QRDXWRPDWLFDSSRUWLRQPHQWamong the individual sitesLQWKHDFFRXQWLQJV\VWHP.) ´ Credit-side settlement accounting can carried out for several tax rates per condition record.
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6HWWOHPHQW/LVW The settlement list sets out the amounts payable under rebate arrangements that are currently due for settlement. It consists of three parts for each arrangement: •
The header part of the list contains the general data on each arrangement (such as the condition granter).
•
The relevant condition and scale bases determined (or the values agreed with the vendor) and the corresponding rebate are printed out for each condition of the arrangement that is due for settlement. All values are shown in the arrangement currency agreed with the vendor.
•
The totals part of the settlement list contains the rebate due under the conditions of the rebate arrangement, as well as the relevant tax, in the arrangement currency. However, the tax payable is calculated at item level. This is because different tax rates can apply with respect to each condition on the basis of the vendor business volumes. (Debit-side settlement accounting can only process one tax rate per condition record.) Since settlement accounting for a condition ultimately involves a reduction in the value of a vendor’s invoices, the tax must be calculated proportionately. The applicable tax rate corresponds to that applicable to the vendor business volumes. For example, if the computation of the amount due with respect to a condition is based on business volumes subject to 7% tax, this same tax rate of 7% must likewise be applied to the amount of the rebate.
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'LVWULEXWLRQRI5HEDWH,QFRPH After settlement accounting has been carried out, the settled income is distributed (apportioned) among the sites involved. If settlement accounting is carried out at site level, rebate income can be distributed either by share of business volume or evenly. If settlement accounting is carried out at purchasing organization level, distribution is always by share of business volume. In the case of HYHQdistribution, rebate income is split up among the sites in equal portions (that is, the total income is divided by the number of sites). In the case of distribution E\VKDUHLQEXVLQHVVYROXPH, the total income is distributed among the different sites in proportion to their respective recorded business volumes (condition basis). You can specify the desired type of distribution when you invoke the settlement accounting function. Apportionment can also cover individual months if monthly values were consolidated in the course of settlement accounting. For example, monthly business volume figures may be available even though settlement is carried out quarterly. The recording of monthly business volume figures permits the rebate income to be documented on a monthly basis. However, the extended distribution over months is carried out by share in business volume only. If business volume data exists for several article groups, purchasing organizations, purchasing groups, and months, the rebate income may be further apportioned by share in business volume. Determination of rebate income at site level and apportionment of income can also be carried out on a customer-specific basis via the user exit LWBON003. In the process, the computation defined in the standard system is carried out in all cases. The values determined can then by modified by a customer-specific program.
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+RZ6$3%XVLQHVV:RUNIORZ6XSSRUWVWKH6HWWOHPHQW $FFRXQWLQJ3URFHVV Enterprises that have entered into a large number of rebate arrangements with their vendors can automate a large portion of the work involved in the settlement accounting process by using the pre-configured workflow scenario for this purpose. In this case, as part of the workflow process, the system examines whether business volume figures must be compared and agreed prior to settlement. All the staff involved in carrying out the business volume comparison and agreement or settlement accounting are informed accordingly via workflow. That is to say, a work item appears in their integrated inbox each time workflow is triggered. The former can then be processed directly from the inbox. When the item is processed, the system automatically offers the user either the transaction for business volume comparison and agreement or the one for settlement accounting. The persons concerned therefore need to know neither the transaction name nor the menu path. Within the transaction for settlement accounting with regard to a rebate arrangement, the employee can then still decide whether to carry out interim rather than partial settlement accounting, for instance. Which employees are to be informed via workflow is decided via the purchasing group. All employees belonging to the group responsible for the rebate arrangement are notified. &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ BC SAP Business Workflow [Ext.]
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%URNHU3URFHVVLQJ Broker processing is a method of distribution employed by certain suppliers. In such cases, a socalled “prior vendor”, or original supplier (who may be the manufacturer, for example), does not supply an article direct to customers himself, but commissions other firms (so-called EURNHUV) to do this. In these cases, the buying entity can still negotiate directly with the prior vendor regarding prices and conditions of purchase for the relevant article. These apply just to this article, irrespective of who actually supplies it. There are the following differences between broker processing and the “normal” situation: •
5HEDWHDUUDQJHPHQW Within the context of broker processing, you must take care to specify the prior vendor as the “condition granter” when you create a rebate arrangement. Ensure that an access sequence for broker processing is assigned to the condition type (in other words, ensure that the access sequence includes the accessing of the prior vendor).
•
8SGDWLQJRIFXPXODWLYHEXVLQHVVYROXPHV During the price determination process when a purchase order is created, the system searches for conditions at the “vendor and article” level as well as at the “prior vendor and article” level. This search sequence is defined with the aid of the access sequences. In this connection, the prior vendor must have previously been maintained in the purchasing info record. If, during the cumulative business volume update process, the system finds that a relevant condition involves broker processing, the total business volume of all the supplying vendors affected by this condition is cumulated as soon as the article concerned appears in one of the vendor invoices or reversal documents.
•
6HWWOHPHQWDFFRXQWLQJ The only real difference lies in the scope of the settlement bases: there are no visible differences. Details regarding settlement are to be found in the list 6WDWHPHQWRI VWDWLVWLFDOGDWD and in the 6WDQGDUGDQDO\VLVfor “subsequent settlement”.
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,QWHUFKDQJHRI&RQGLWLRQV%HWZHHQ'LIIHUHQW6\VWHPV In contrast to prices and individual discounts/surcharges, conditions requiring subsequent (endof-period) settlement are not transmitted automatically. Transmission of such conditions can only be initiated manually. In the process, only the condition records for subsequent settlement are transmitted - not the header data of the rebate arrangement. After transmission of the condition records, the target system recognizes which of them belong to which rebate arrangement and automatically assigns them. A prerequisite for this interchange of conditions between systems is that identical Customizing settings must have been made for the “subsequent settlement” facility in both source and target systems. Furthermore, prior to data interchange, the rebate arrangement must be created in the target system under the same number that it has in the source system. This can be ensured through external number assignment. Transmission of conditions requiring subsequent settlement can be initiated manually via the rebate arrangement menu, for example ((QYLURQPHQW → &RQGLWLRQLQIR You are provided with a dialog box allowing you to choose a condition type defined for rebate arrangements. After this, a selection screen for the display of condition records appears. After you have chosen the condition records you wish to view, the relevant records are displayed. You then make the appropriate selections for transmission purposes. 6HHDOVR Conditions: Interchange of Conditions Between Different Systems [Page 356]
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7UDQVIHUULQJ'DWD)URP$QRWKHU6\VWHP Rebate arrangements are frequently agreed for a period of one year. During this period, data on business volumes, which is the basis for the “subsequent settlement” process, and other information is recorded. In the event of a change of system, such data has to be taken over from the other system and assigned to the rebate arrangements entered in the R/3 System. Usually, the conditions and business volume data will be stored in the two different systems in different database tables, so that a direct transfer of the business volume data is not possible. For this reason, transfers of data between systems are effected using a two-step procedure. The basis of the procedure is an interface which can be filled by an external data file, for example. Via this interface, the system ensures that there is automatic assignment to the relevant conditions requiring subsequent settlement and the relevant business volume statistics in the Logistics Information System. If the interface is not to be filled via an external data file, either a modification to the standard transfer program is necessary, or a customer-specific transfer program must be used.
,QWHUIDFH The interface contains the &RPPXQLFDWLRQVWUXFWXUHIRUVXEVHTXHQWVHWWOHPHQW of the Logistics Information System and the &RPPXQLFDWLRQVWUXFWXUHIRUSULFHGHWHUPLQDWLRQ, the &RQGLWLRQW\SH and the 'DWHRISHUIRUPDQFH. You can also enter important administrative data of your own which is included in the data displayed in the case of error treatment and update analysis. This ensures comparability and traceability between the update data of the SAP System and that of the nonSAP or legacy system. The purpose of the &RPPXQLFDWLRQVWUXFWXUHIRUVXEVHTXHQWVHWWOHPHQW is to import business volume data relevant to “subsequent settlement” into the statistics of the R/3 System in accordance with the update definition. The data is thus posted in the system in exactly the same way as if you had carried out the updating directly in the R/3 System (via R/3 System documents). The 'DWHRISHUIRUPDQFHhas two purposes. On the one hand it facilitates the determination of the date the LIS statistics were updated. On the other - together with the &RQGLWLRQW\SH and the &RPPXQLFDWLRQVWUXFWXUHIRUSULFHGHWHUPLQDWLRQ - it is used in determining the conditions requiring subsequent settlement in the R/3 System that were valid on the date of performance and for which updating is necessary.
0DWFKLQJXSWKH&RQGLWLRQV5HTXLULQJ6XEVHTXHQW6HWWOHPHQWRI WKH1RQ6$3RU/HJDF\6\VWHPZLWK7KRVHRIWKH56\VWHP Within the framework of rebate arrangement maintenance in the R/3 System, you enter conditions requiring subsequent settlement valid for certain periods for various areas of application (key combinations) and condition types you have defined yourself. The area of application is defined by an associated condition table. Which fields are allowed for condition tables within the field of “subsequent settlement” is specified in Customizing with the aid of a field catalog, a selection of the communication structures for price determination. In turn, this field catalog is now the basis for ensuring the linkage between the conditions of the non-SAP or legacy system and those of the R/3 System.
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The business volume data of the non-SAP or legacy system is placed in the communication structure for “subsequent settlement”. This automatically ensures that the data is correctly adopted in the statistics of the R/3 Systems.
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7UDQVIHUULQJ'DWD)URP$QRWKHU6\VWHP 3URFHGXUH To transfer data to the SAP R/3 System from another system, proceed as follows: 1. In the SAP R/3 System, create the rebate arrangements that you wish to provide with data from your non-SAP or legacy system or adopt complete. 2. Define in your system a structure that is identical with the interface structure of the SAP R/3 System. 3. From within your non-SAP or legacy system, fill the communication structures for “subsequent settlement” with the relevant business volume data for a condition record of your non-SAP or legacy system. 4. Assign the condition type of the SAP R/3 System to your condition record and specify the performance date. 5. To enable your condition record to be linked to that of the SAP R/3 System, fill the communication structure for price determination with the data for which you created your condition in the R/3 System. Then you can assign an external description to this data record for identification purposes. 6. Save your data in a data file. 7. Load this data file on the application server of your SAP R/3 System or your front end and run the program for external data transfer. 8. Enter the name of the data file. You can choose whether to load the data file from your front end or from the application server (Unix file). 9. To verify whether or not all data has been filled correctly, you can carry out a check run for the relevant rebate arrangement. If data has been has not been created correctly or is incomplete, the system will issue an error log. Furthermore, you can take a look at the external data file in advance, and check it for correctness. Should the check run be completed without errors, you can store the data under a test version in the LIS statistics in order to test which data has been updated. If the data is consistent, you can either import it into version with the aid of the LIS tools or carry out the same run for version . If an update has been duplicated or carried out with the wrong data, you can also cancel the data (update) by setting the appropriate switch on the selection screen. ´ You can simulate how the external data file is to be filled using the test report 5:0%21). The report creates all the external data for an existing rebate arrangement in the SAP R/3 System that is necessary for correct data transfer. You will find the programs in the 6,08/$7,21routine. In addition to the mandatory data, further data is automatically supplied by the system. All data required for updating and for condition determination is checked for consistency by the system. All checks are carried out via function modules. The fields to be checked are defined via a check structure. If special previously unchecked fields are to be checked, please create a new function module with the name 00B$55$1*B(;7(51$/B&+(&.B.... on the lines of the modules in the function group :1). Create an appropriate function group within the customer name range. In the process, the last dots are to be replaced by the name of the field you wish to check. If you insert new fields, the latter should lie within the customer name range. Then add this field to the
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structure 0&.21$&865. The field check will then be carried out automatically in accordance with the fields of the communication structure in the program for external data transfer. ´ All list displays and the standard analysis are also possible for external data transfer. The only exception to this is the detailed statement, since there is no link between the external data and the original documents. Please ensure that when you generate your external data file the interface definition corresponds to that of the SAP R/3 System. Refer to the model report 5:0%21) for details of how to generate the external data.
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6XEVHTXHQW6HWWOHPHQW &XUUHQF\&KDQJHRYHU 8VH Arrangements made in Subsequent Settlement have a particular currency in which income and provisions for accrued income are displayed and updated in the Logistics Information System. The condition records of an arrangement can refer to the vendor business volume in terms of the scale basis (which determines the scale level reached) and the condition basis (which determines the income as per the scale level determined). Condition records may have their separate currencies (condition scale currency or condition currency). An arrangement therefore can have any number of different currencies. There is no fixed link to the company code currency. When a currency changeover takes place, the currencies in the arrangements have to be converted. It is also possible to change the currencies in the arrangements at runtime. ´ Reference (scale basis)
B
Value scale
e.g. as of DM 100 000
Calculation rule (condition basis)
B
Fixed amount
e.g. DM 1 000
C
Quantity
e.g. DM 0.01 per piece
D
Gross weight
e.g. DM 1 per ton
E
Net weight
e.g. DM 1 per ton
F
Volume
e.g. DM 1 per m
L
Points
e.g. DM 0.05 per point
3
The provision for accrued income for calculation rules C, D, E, F and L is also an amount in condition currency, for rule B it is a percentage. These amounts also have to be converted.
3UHUHTXLVLWHV When converting to any new currency, there must be a fixed conversion rate between the old and the new currency, as is the case with the euro. Otherwise fluctuations in the exchange rate would be detrimental to the whole conversion process.
)HDWXUHV In the course of a general currency changeover with fixed conversion rates, the following alternatives are possible: •
You convert the arrangement currency at a time of your choice (for example, when it best suits your vendor). After you make the switch, all settlements are made exclusively in the new currency. The basis for scales and conditions, however, remain in the old currency. The system operates in the background with the old arrangement currency. This avoids unnecessary recompilation of vendor business volume and income in the Logistics Information System. Since there is a fixed conversion rate between the two currencies, the conversions pose no problems.
•
You convert the arrangement currency when an arrangement is extended (for arrangements of a more long-term nature, where a calendar has been defined) and when you create an arrangement with reference. Income and provisions for accrued income are
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updated in the new currency of the arrangement for the extended arrangement. You can also change the currencies in the condition records. The system issues warning messages if, when you are extending an arrangement or creating one with reference, you process an arrangement that contains currencies of the European Monetary Union (i.e. currencies with fixed conversion rates) that have still to be changed over.
$FWLYLWLHV You can execute the functions required directly using reports, using SAP Business Workflow or via the SAP Retail currency changeover interface (Convert arrangement currency). All functions refer to the currency in which the relevant transactions are entered, and can therefore be converted independently of the general currency conversion in Financial Accounting. You can make use of a powerful search engine for selecting the arrangements to be converted by choosing 1HZHQWULHV→6XJJHVWHQWULHV.
&RQYHUWLQJWKH$UUDQJHPHQW&XUUHQF\ You can use program 5:0%21( to convert the arrangement currency. You can select arrangements based on a number of criteria, a key criterion being the previous arrangement currency. Alternatively, you can manually select the arrangements from those found by the system and first carry out a test run. The report changes the field .21$:$(56The first time you run it, it stores the old arrangement currency in the field .213.:$(+of each condition record of the arrangement. You can use the method 5HEDWH$JUHHPHQW3XU&RQYHUW&XUUHQF\ in SAP Business Workflow. This function is integrated in the currency changeover interface of SAP Retail. Please note that you cannot change over the currency of arrangements for which final settlement has been carried out. Currencies in the condition records cannot be changed. The new arrangement currency defined in this function is the only valid currency for the arrangements created in the extension and creation with reference functions, All the income and provision updates are made in the new currency.
&XUUHQF\&KDQJHRYHUZKHQ$UUDQJHPHQWVDUH([WHQGHG Arrangements made in Subsequent Settlement that are valid for a longer period of time - for several years or until they are revoked - are modeled in R/3 by several single arrangements (one arrangement per calendar or fiscal year, for example). A reference allows you to see exactly which arrangement is valid in which year. You can extend arrangements manually or have the system do it for you. 0DQXDO([WHQVLRQRI$UUDQJHPHQWV You can manually change all currencies (arrangement currency, condition scale currency and condition currency). Do not forget to maintain period-specific conditions. You can make use of the mass maintenance functions to change the condition currency. Mass maintenance of scales is not supported. If, when you save the arrangement, it still contains a currency that has to be converted, the system displays a warning message. It informs you of every currency for which fixed conversion rates are defined.
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6XEVHTXHQW6HWWOHPHQW &XUUHQF\&KDQJHRYHU You can use the method $UUDQJHPHQW5HEDWH$JUHHPHQW3XU([WHQG0DQXDOO\:LWK0RG in SAP Business Workflow. No automatic extension is possible for arrangements you have already changed manually. $XWRPDWLF([WHQVLRQRI$UUDQJHPHQWV Alternatively, using report 5:0%21you can have the system automatically convert currencies in arrangements when they are extended. This procedure is best used for arrangements that only have one currency. You can select the arrangements using various selection criteria, one of the key criterion being the arrangement currency. You have the option of manually pre-selecting the arrangements and first carrying out a test run. You can also have the system automatically change the scale condition currency and/or the condition currency. This is only possible in the new arrangement currency. You can enter a rounding rule in each case. You use switches to determine whether condition records that are flagged for deletion may be converted. Other switches are available to enable you to prevent arrangements being converted containing a condition record in which a currency is used which is not the same as the arrangement currency. You can differentiate between foreign currencies and currencies of the European Monetary Union. For examples, see the F1 help. For information on the currencies belonging to the European Monetary Union, see (XUR &XUUHQFLHV. A currency is considered as belonging to the European Monetary Union if fixed exchange rates have been defined in the system that apply for the whole period of the arrangement. You can use a switch to prevent arrangements with EMU currencies being extended if you want to process them manually. The system checks whether an arrangement that has been extended contains currencies that are still relevant for conversion. It displays warning messages where necessary. If you work with cross-company-code arrangement types (of the type 3 on the credit side at site level), you should enter an interim currency (the local currency) on the selection screen. The system then uses this when it cannot determine a company code from the purchasing organization or the condition record. 5HIHUWR Currency Changeover Interface for Retail [Ext.] ISR - SAP Retail: Currency Changeover (Euro) [Page 1244] BC - Workflow Scenarios in the Applications: Currency Changeover in Retail (LO-MD) [Ext.]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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5HEDWH$UUDQJHPHQW3URFHVVLQJ 9HQGRU 3XUSRVH This process allows you to create rebate arrangements by grouping together conditions requiring end-of-period settlement agreed with a “condition granter” that are valid within the same overall timeframe and which are due for settlement at the same points in time. Vendors may agree to refund a certain portion of the purchase price to purchasers in the wholesale/retail industry on condition that a certain quantity or value of goods is bought (incentive rebates), that payment is effected promptly, or that promotional activities are carried out, for example. End-of-period refunds of (retrospective discounts allowed on) part of the total spend with a certain vendor may also be payable as the vendor’s contribution towards disposal costs incurred by retailers and wholesalers (in connection with packaging, waste materials returned such as spent batteries, etc.). If a vendor agrees to enter into an such an arrangement with a buying entity, he is regarded in the SAP R/3 System as “granting conditions” to the latter. Conditions can be divided into two groups: those having immediate effect based on individual invoice dates, and those requiring “subsequent” settlement (retrospective settlement at the end of a certain period). &RQGLWLRQVKDYLQJLPPHGLDWHHIIHFW are taken into account LPPHGLDWHO\ in the vendor invoices or at the time of payment of the latter (and therefore do not form part of this module). &RQGLWLRQVKDYLQJVXEVHTXHQWHIIHFWhave to be taken into account DWDODWHUGDWH: that is, some time after the submission of an invoice relating to an individual purchase transaction. In this case, settlement is based not on individual transactions but on the total volume of purchases expressed in money or quantity terms - over a period. This is the concept of “subsequent settlement.” You can enter volume rebate arrangements negotiated with the so-called “condition granter,” comprising the agreed conditions requiring subsequent settlement, in the system. Later, settlement with regard to such arrangements can be effected automatically, when payment becomes due.(Process: settlement accounting for conditions requiring subsequent settlement.) Rebate arrangement processing in the SAP R/3 System includes the following options: •
Conditions apply on the one hand to goods/merchandise and on the other to organizational units of an enterprise (area of application).
•
If a condition applies to several articles that do not belong to the same vendor subrange, you can assign these articles to a “settlement group” for joint processing.
•
Conditions relating to a group of articles (say, a vendor sub-range or a settlement group) are created with a so-called “settlement article.” The latter serves to facilitate any necessary conversions between different units of measure.
•
A volume rebate arrangement can contain scaled or non-scaled conditions/main conditions and period conditions.
•
Furthermore, you can extend the validity of such an arrangement to cover a longer time-span or “until further notice”. For example, an arrangement created for one calendar year can be automatically replaced by a new, identical one that is valid for the following calendar year.
6WHSVLQWKH3URFHVV
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1. You first choose an arrangement type. This determines the payment method, default values for validity periods, the permissible condition types, and key combinations, for example. It is also used to assign the settlement and arrangement calendars. 2. You then enter the “condition granter” and define the validity period of the rebate arrangement. 3. You enter the conditions that make up the arrangement. In the case of arrangements requiring periodic settlement, you also enter the period-specific condition records (covering the individual periods within the overall timeframe of the arrangement). 4. If required, you define rebate scales for the conditions, together with the relevant validity periods. 5. You specify whether a business volume comparison and agreement process is to take place (in order to identify and reconcile any discrepancies between your company’s and the vendor’s figures) prior to final settlement accounting with regard to the rebate arrangement.
5HPDUNV •
Before you set up a rebate arrangement in the system, the 6XEVHTXHQWVHWWOHPHQW indicator must have been set for the condition granter in the vendor master record at the desired purchasing organization level.
•
For conditions relating to a group of articles, you must make sure that a so-called “settlement article” has been maintained in the system. This is used to carry out any necessary conversions between different units of measure and may also be used for billing rebate income due. The settlement article is entered in the arrangement.
•
The ongoing business volume update process is based upon certain important information from the conditions, such as the area of application (condition relates to goods/merchandise or to organizational units of an enterprise), and settlement frequency. This information cannot be changed once the arrangement has been created in the system.
•
In the case of broker processing, ensure that an access sequence for broker processing has been assigned to the condition type (in Customizing).That is to say, the condition type must include accessing of the prior vendor (original, or supplier’s, supplier).
•
You will find details on the volume of business done with a vendor in the lists 'HWDLOHG VWDWHPHQW(e.g. of purchase orders or invoices received) and 6WDWHPHQWRIVWDWLVWLFDO GDWD as well as in the 6WDQGDUGDQDO\VLV for subsequent settlement accounting. You will find these lists in the 6XEVHTXHQWVHWWOHPHQWmenu ´ Arrangements for a promotion are created via the Promotion menu.
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&UHDWLQJD5HEDWH$UUDQJHPHQW 3URFHGXUH To create a rebate arrangement in the system, proceed as follows: 1. On the Create Agreement [Ext.] screen, enter the desired arrangement type and choose *RWR → 2UJDQL]DWLRQDOGDWD. The 2UJDQL]DWLRQDOGDWDscreen appears. 2. Enter the desired organizational data and press ENTER. The $UUDQJHPHQWoverview screen appears. 3. Enter descriptive and control data pertaining to the arrangement, such as the following: •
Description of the arrangement
•
Condition granter, currency
•
Validity period
•
Control (For example, you can set the indicator “Business volume comparison” for the later reconciliation of your business volume figures with the vendor’s - if this is necessary prior to final settlement. The system suggests a value derived from the vendor master record for this setting.)
4. Choose *RWR → $UUDQJHPHQWSDUWQHU to enter the name of a person who is responsible for the rebate arrangement, for example. Partner roles may have been defined as mandatory roles in the partner schema for the arrangement type (Customizing). Return to the previous screen. 5. Choose *RWR→&RQGLWLRQV to enter the conditions belonging to this rebate arrangement. ´ If the settlement type is GHELWVLGHVHWWOHPHQWDWSXUFKDVLQJRUJDQL]DWLRQOHYHO, the screen 'HELWVLGHVHWWOHPHQWOHYHOappears, with the appropriate mandatory entries (for example, the sales organization). Otherwise, the system skips directly to the next screen. If the settlement type is GHELWVLGHVHWWOHPHQWDWVLWHOHYHO, the necessary data can be determined automatically from the master data if the latter has been maintained. 6. If VHYHUDOFRQGLWLRQW\SHVRUNH\FRPELQDWLRQV exist, a box showing the valid condition types and key combinations now appears. Choose the entry for which you wish to create conditions. The entry screen for conditions appears. If there is only RQHYDOLGFRQGLWLRQW\SH, the entry screen for conditions appears immediately. 7. Enter one or more main condition(s). ´ If a VHWWOHPHQWFDOHQGDU has been defined for the rebate arrangement, period conditions are created automatically. If the calculation rule for the period conditions is the same as that for the main condition, the $PRXQWand 8QLWare adopted. Otherwise, these fields are set to zero and must be remaintained manually. The
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3URYLVLRQfield in the main condition is simply a suggested value for period conditions that have not yet been created. When provision is later created when purchase orders are created, the provision of the valid period condition is used. 8. The following options are available for processing a main condition: –
You can process the GHWDLOV. To do so, select the main condition and then choose *RWR→'HWDLOV. On the detail screen for the main condition, you can then enter a “settlement article”, for example.
–
You can specify VFDOHOHYHOV. To do so, select the main condition and choose *RWR→6FDOHV. If desired, you can enter a currency unit that differs from the arrangement currency.
–
If a settlement calendar has been assigned to the rebate arrangement, you can define the SHULRGVSHFLILFFRQGLWLRQV. To do this, select the main condition and choose *RWR→3HULRGFRQGLWLRQV. See also Processing Period-Specific Conditions [Page 773].
9. Save your rebate arrangement.
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&UHDWLQJD5HEDWH$UUDQJHPHQW8VLQJWKH5HIHUHQFLQJ 7HFKQLTXH 3URFHGXUH If you wish to adopt data from an existing arrangement, you can reference the latter when you create a new one. The arrangement type in both cases must be identical. ´ You cannot use this function to extend an arrangement (for example, to cover the following year). A separate transaction (Manually extending a rebate arrangement) is available for this purpose. To create a rebate arrangement by referencing an existing one, proceed as follows: 1. On the Create Rebate Arrangement [Ext.] screen, enter the desired arrangement type and choose $UUDQJHPHQW → &UHDWHZLWKUHIHUHQFH. The box for entering the reference arrangement appears. 2. Enter the ID of the rebate arrangement you wish to reference, specify the new validity period, and copy. The arrangement overview screen appears. The data from the reference arrangement is preset in the new arrangement. 3. Make any necessary changes to the data. If you have used an arrangement requiring periodic settlement as a reference, you must enter a new, unique, external description. 4. Choose *RWR→&RQGLWLRQV to change the conditions of the arrangement. If necessary, change the detail data, the scale levels, and the period-specific conditions. See also Processing Period-Specific Conditions [Page 773]. 5. Save your rebate arrangement.
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3URFHVVLQJ3HULRG6SHFLILF&RQGLWLRQV 3URFHGXUH You can enter different rebates for individual periods. ´ If settlement accounting has already been carried out for a period-specific condition, no further changes can be made with respect to this condition. 1. On the Change Rebate Arrangement [Ext.] screen, enter the rebate arrangement ID and press ENTER. The arrangement overview screen appears. 2. Choose *RWR→&RQGLWLRQV and then the desired condition type. The overview screen for the conditions appears. 3. Select the condition for which you wish to process the periods and choose *RWR → 3HULRGFRQGLWLRQV. The screen with the period-specific conditions appears. 4. You can choose a different calculation rule via (GLW → 2WKHUFDOFXODWLRQUXOH. This enables you to determine in individual cases whether or not, for example, final settlement is to be effected on the basis of the total money business volume and the partial settlements on the basis of quantity. ´ When creating the period-specific conditions, you cannot enter a unit of refund that differs from that of the main condition if the calculation rule of the main condition is the same as that of the period conditions. To ensure data consistency, the unit cannot be changed after the rebate arrangement has been saved. 5. If you wish to process the amount RIDQLQGLYLGXDOSHULRGenter the amount in the desired line. If you wish to assign WKHVDPHDPRXQWVWRVHYHUDOSHULRGV, choose (GLW→0DVV PDLQWHQDQFH. In the following box, enter the condition amount. If the condition type is provision-relevant, you can enter the amount of the provision. Choose &RS\. 6.
Save your rebate arrangement.
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([WHQGLQJD5HEDWH$UUDQJHPHQW8VLQJD5HSRUW 3URFHGXUH You can use this procedure to extend a rebate arrangement. In this procedure, you create a new rebate arrangement referencing the old arrangement. A prerequisite for extending a rebate arrangement is that an arrangement calendar has been assigned to the relevant arrangement type in Customizing. ´ Note that a rebate arrangement must be extended in good time - before the creation of the first purchase order for the new arrangement period, so that the business volume data can be recorded correctly. If an arrangement is not to be extended any further, delete the arrangement calendar from the last valid arrangement by choosing the function 5HPRYH DUUDQJHPHQWFDOHQGDUfrom the ([WUDV menu during rebate arrangement maintenance. If the rebate arrangement is later to be extended after all, you can restore the arrangement calendar to the arrangement in the same way. To extend the validity of an arrangement, proceed as follows: 1. On the Extension of Rebate Arrangements (Purchasing) [Ext.] (UURU1RERRNPDUN QDPHJLYHQ screen, enter the desired selection criteria and specify which details you wish to see in which order in the list output. 2. Start the program. You can decide whether or not the program is to be run in the background and whether you wish to have the list of results printed out. If the extension has been successful, the list will contain the appropriate messages. You can display the extensions of a rebate arrangement in maintenance or display modes via *RWR→([WHQGHGDUUDQJHPHQWV This function is also available on the %XVLQHVVYROXPH FRPSDULVRQ screen.
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0DQXDOO\([WHQGLQJD5HEDWH$UUDQJHPHQW 3URFHGXUH You can use this procedure to manually extend a rebate arrangement. In this procedure, a new rebate arrangement is created and linked to the old arrangement. In contrast to extending an arrangement using a report, in the manual procedure you are able to make changes to the rebate arrangement before saving it. A prerequisite for extending a rebate arrangement is that an arrangement calendar has been assigned to the relevant arrangement type in Customizing. ´ Note that a rebate arrangement must be extended in good time - before the creation of the first purchase order for the new arrangement period, so that the business volume data can be recorded correctly. If an arrangement is not to be extended any further, delete the arrangement calendar from the last valid arrangement by choosing the function 5HPRYH DUUDQJHPHQWFDOHQGDUfrom the ([WUDV menu during rebate arrangement maintenance. If the rebate arrangement is later to be extended after all, you can restore the arrangement calendar to the arrangement in the same way. To extend the validity of an arrangement, proceed as follows: 1.
On the Extend Agreement [Ext.] enter the rebate arrangement to be extended and choose ENTER. A box containing error or warning messages may appear.
2.
The overview screen for the new rebate agreement appears. Make the necessary changes.
3.
Save the new rebate arrangement.
You can display the extensions of a rebate arrangement in maintenance or display modes via *RWR→([WHQGHGDJUHHPHQWV This function is also available on the %XVLQHVVYROXPH FRPSDULVRQ screen.
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6HWWOHPHQW$FFRXQWLQJ &RQGLWLRQV5HTXLULQJ 6XEVHTXHQW6HWWOHPHQW 9HQGRU 3XUSRVH With this process, you can have the amounts due according to the conditions of volume rebate arrangements previously created in the system calculated and the associated settlement documents generated. The relevant sums may also be posted in the accounting system.
•
The rebate arrangements entered into with the “condition granter” (the vendor granting the rebate) in the course of price negotiations are recorded in the system (rebate arrangement processing). The conditions requiring subsequent (end-ofperiod) settlement can then later be processed automatically on the agreed due dates.
•
Settlement accounting encompasses both those conditions that require once-only settlement and those requiring interim settlement at the end of certain predefined periods. Prerequisites for settlement accounting are that the conditions are due for settlement and that cumulative business volume data (update data) is available for the validity periods of the due conditions.
•
The system can tell from the settlement date whether a partial settlement or a final settlement must be carried out. The user can also stipulate whether or not an interim settlement is to be effected when he or she invokes the settlement accounting function.
•
When final settlement accounting is carried out for a rebate arrangement requiring periodic settlement, the total business volume for the entire validity period of the arrangement is taken into account. Business volumes achieved over individual past periods within the overall validity period are also taken into account in final settlement accounting, even if they have already been covered by previous interim settlements. In this way, the system checks whether a higher scale level - and thus a higher rate of rebate - can be attained when the individual business volumes are taken together. The result of this computation represents the rebate payable by the vendor with respect to the overall validity period of the rebate arrangement. The sum of the rebates already paid in previous partial settlements is subtracted from the final figure.
•
In the course of each settlement run, the system computes the amounts owing with respect to all due conditions of a rebate arrangement. The resulting settlement list provides a detailed documentation and breakdown of the total sum payable.
•
The amounts shown on the successfully generated settlement list are automatically posted in Financial Accounting. In the case of debit-side settlement, however, you can stipulate that the billing document generated must be released to Financial Accounting manually.
•
At the time of final settlement accounting with regard to a rebate arrangement, the condition records are blocked and the cumulative business volume update process deactivated. The statistical data with the settlement data can thus not be changed and remain consistent. In addition, the status of the rebate arrangement is set to )LQDO VHWWOHPHQWHIIHFWHGIRUDUUDQJHPHQW
•
During partial settlement accounting with regard to a rebate arrangement, the condition records are blocked for a new price determination process, for example,
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In interim settlement, the conditions remain active and are taken into account in the next partial or final settlement accounting process.
6WHSVLQWKH3URFHVV 1. If a rebate arrangement that is subject to a business volume comparison/agreement process prior to final settlement has been created, you must carry out this process once the date for final settlement has been reached. Any discrepancies identified as a result must be reconciled with the “condition granter” (the vendor granting the rebate). (Continue with step 3.) 2. If an arrangement that is not subject to a business volume comparison/agreement process prior to final settlement has been created, or if partial or interim settlement accounting is to be carried out, the system computes the business volume once the settlement date is reached. 3. The system carries out settlement accounting with respect to the rebate arrangement. 4. Depending on the settlement type (debit-side or credit-side settlement), the system generates a credit memo or a debit memo (billing document).
5HPDUNV •
If the %XVLQHVVYROXPHFRPSDULVRQ indicator was set during the creation of a volume rebate arrangement, final settlement accounting can only be performed after the results of the business volume comparison and agreement process have been recorded in the system.
•
Ensure that the business volume data is correct at the time of final settlement - in particular, that all invoices have been received.
•
For final debit-side settlement accounting, all documents relating to partial and interim settlements must have previously been released to Financial Accounting. For partial debit-side settlement accounting, all documents relating to interim settlements must have been previously released to Financial Accounting.
•
Settlement can only be carried out with regard to the rebate arrangement if the status of the latter (for example, “Release for settlement effected”) is higher than or equal to the minimum status set in Customizing for the arrangement type (for example, “Release for settlement being checked”). You can use this mechanism to exclude individual rebate arrangements from a settlement run, for example.
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&RPSDULVRQ$JUHHPHQWRI%XVLQHVV9ROXPHV 3URFHGXUH To compare business volume, proceed as follows: 1. On the Perform Comparison of Business Volume [Ext.] screen, enter the ID of the desired rebate arrangement and press ENTER. The $UUDQJHPHQWoverview screen appears. This screen is displayed for information purposes only. You cannot make any manual changes. 2. Choose *RWR→&RQGLWLRQV to obtain the conditions for which the business volume comparison is to be carried out. A box with the valid condition types and key combinations appears. If no select options exist, this box does not appear. ´ Only those condition types and key combinations for which condition records actually exist are displayed. 3. Choose the desired entry. The entry screen appears. 4. In the case of discrepancies, enter the agreed values. Save these values. If you are not carrying out the business volume comparison for the first time, you can obtain information on the results of the last comparison. To do so, choose (GLW→ /DVWEXVLQHVVYROXPHFRPSDULVRQ. At the same time, you can take a look at the recorded business volume that had accumulated at the time the last comparison was performed (by choosing (GLW→%XVLQHVVYROXPHEHIRUHFRPSDULVRQ). If this differs from the current level of business volume, an incoming invoice must have been posted in the meantime. If you wish to change already-reconciled data, the system will suggest the data of the last business volume comparison. If you require the current statistical data as the starting point for the comparison, choose (GLW→%DVLVEXVLQHVVYROXPHFRPSDULVRQ →&XUUHQWEXVLQHVVYROXPH. To view the reconciled values once again, choose (GLW →%DVLVEXVLQHVVYROXPHFRPSDULVRQ→/DVWEXVLQHVVYROXPHFRPSDULVRQ. ´ If business volumes exist for several tax codes (for example, in the case of two articles taxed at different rates in one settlement group), the business volumes must be compared and agreed for each tax code. If tax processing on the basis of the WD[MXULVGLFWLRQFRGH is active, rebate processing is carried out with the tax code for non-taxable posting transactions within the company code (that is, there is no tax posting). If the business volume data according to your business volume statistics agrees with the corresponding data recorded by the vendor, consider whether you really wish to save the result of the business volume comparison or whether it is preferable to reset the indicator “Business volume comparison” in the rebate arrangement, in view of the absence of any discrepancies. Due to the increased volume of data, the system needs more time and storage capacity during the settlement run if the results of a business volume comparison have been saved.
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A comparison of business volumes can only be carried out for a condition record if business volume data has actually been updated in the statistics (that is, at least one invoice must have been received). 5. You can display the scale levels for the condition for information purposes. To do so, choose *RWR→6FDOHV. 6. Via ([WUDV → ,QFRPHSHUVFDOHyou can obtain an overview showing you the position of the scale level currently achieved within the scale as a whole and the additional volume of purchases necessary to reach the next scale level. 7. You will find details on the volume of business done with the vendor in the lists 'HWDLOHGVWDWHPHQW SXUFKDVHRUGHUV and 6WDWHPHQWRIVWDWLVWLFDOGDWD and in the 6WDQGDUGDQDO\VLVfor “subsequent settlement”. You will find these functions under the menu options 6HWWOHPHQWand ([WUDV
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6HWWOHPHQW$FFRXQWLQJIRUDQ,QGLYLGXDO5HEDWH $UUDQJHPHQW 3URFHGXUH To carry out settlement accounting for an individual rebate arrangement, proceed as follows: 1. On the Change Rebate Arrangement [Ext.] screen, enter the rebate arrangement ID and press ENTER. ´ If you choose *RWR→&RQGLWLRQUHFRUGRYHUYLHZinstead of ENTER, you will obtain an overview of all conditions belonging to the arrangement. From there you can also display an overview of their validity periods. 2. Choose 6HWWOHPHQW→6HWWOHPHQW A new window appears. 3. Enter the settlement date directly or using the “Possible entries” facility. The “Possible entries” facility provides you with a list of all outstanding planned settlement dates for the rebate arrangement on which final or partial settlement accounting is to be carried out. Furthermore, you are also shown the dates on which condition records that are flagged for deletion exist (that is, on which provisions for income already set up have to be reversed/dissolved). If provisions for income have to be dissolved, this is done independently of the settlement date at the time of settlement accounting. 4. Enter the posting date. 5. Select the ,QWHULPVHWWOHPHQWfield to ensure that the conditions remain active and are taken into account at the time of the next partial or final settlement accounting process. Alternatively, select the field 6HWWOHPHQW to carry out partial or final settlement accounting. 6. If you are dealing with the settlement type “Debit-side at site level,” specify whether the rebate income is to be apportioned by share in business volume or evenly. 7. Run the program. The system checks the rebate income due as at the date entered. The settlement list appears. 8. You now have the option of flagging the documents for posting or terminating the settlement accounting process. The number of documents created depends on the arrangement type and the selected organizational units of the participating sites (among other things). 9. Save your changes. The documents are not posted until you save. ´
•
You also have the option of carrying out settlement accounting for several rebate arrangements in one run, using a report (5HEDWHDUUDQJHPHQW→ &UHDWHVHWWOHPHQWOLVW→9LDUHSRUW .
•
Any settlement documents created (billing documents or credit memos) can be canceled if necessary. The condition records affected are
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6HWWOHPHQW$FFRXQWLQJIRU9ROXPH5HEDWH $UUDQJHPHQWVYLDD5HSRUW 3URFHGXUH To carry out settlement accounting for volume rebate arrangements, proceed as follows: 1. On the Settlement: Rebate Arrangements (Purchasing) [Ext.] screen, choose the rebate arrangements for which settlement accounting is necessary by entering the desired criteria. On the selection screen, also specify whether you wish to actually carry out settlement accounting or merely wish to run a simulation, whether or not you wish to carry out an interim settlement (in which case specify the end date of the current period as settlement date), how the rebate income is to be apportioned (distributed), and the type of sorting you wish to have. 2. Choose 3URJUDP→ ([HFXWH to carry out the settlement run. This will result in the generation of a settlement list. The settlement list comprises the results of the settlement accounting for the relevant rebate arrangements. The header part contains general data pertaining to an arrangement, such as the condition (rebate) granter or the purchasing organization. The settlement list is generated by a report which can be run in the background. ´
•
You can also perform settlement accounting for individual rebate arrangements directly from within arrangement maintenance ($UUDQJHPHQW→&KDQJH .
•
Provided you do not run the settlement report in the background, you can also carry out settlement accounting before the due date.
•
Previously created settlement documents (billing documents or credit memos) can be canceled if necessary. The condition records affected are reactivated, allowing settlement accounting to be carried out again following any necessary corrections.
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6HWWOHPHQW$FFRXQWLQJIRU9ROXPH5HEDWH $UUDQJHPHQWVYLD:RUNIORZ 3URFHGXUH You can use this procedure to initiate a defined workflow that supports both settlement accounting and the process of comparing and agreeing business volumes. Proceed as follows: 1. On the Generate Work Items for Settlement re Rebate Arrangements (Purchasing) [Ext.] screen, choose the rebate arrangements for which settlement accounting is necessary by entering the desired criteria. Those rebate arrangements for which settlement accounting is due are selected. Settlement accounting is due if the validity start date of the arrangement is earlier than or the same as the settlement date and settlement has not yet been effected. A work item for SDUWLDOVHWWOHPHQW is generated if the settlement date is earlier than the end date of the rebate arrangement and the field 3DUWLDOVHWWOHPHQWhas been selected If the settlement date is later than or the same as the validity end date of the arrangement, and if the field )LQDOVHWWOHPHQWhas been selected, the Workflow facility first checks whether or not the buying entity’s and vendor’s respective business volume figures need to be reconciled. If this is the case, a work item for the EXVLQHVV YROXPHFRPSDULVRQDQGDJUHHPHQW process is first generated. After this, a work item for ILQDOVHWWOHPHQWis generated. If it is not the case, a work item for final settlement accounting is generated at once. By specifying the purchasing organization, the purchasing group, the condition granter, or other data, you can narrow down the selection further. 2. Run the program. Depending on the rebate arrangement selected, the employees assigned to the relevant task receive a work item in their integrated inbox. ´ To automate the initiation of the workflow process, you can schedule this program (RWMBON11) for background processing. When doing so, create suitable variants (*RWR→9DULDQW → ...) and schedule these in a job (6\VWHP→6HUYLFHV → -RE → ...). The system will then regularly start the workflow for settlement accounting purposes. For more information on Workflow, please see Subsequent (End-of-Period Rebate) Settlement: How SAP Business Workflow Supports the Settlement Accounting Process [Page 757]
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6XEVHTXHQW&RPSLODWLRQRI6WDWLVWLFV 3URFHGXUH The subsequent compilation of statistics becomes necessary if rebate arrangements are entered in the system on a date that is later than their validity start date. In this case, all purchase orders issued prior to this entry date must be treated as though the rebate arrangement conditions had already been applicable on the date of the PO. A precondition for the retrospective compilation of the statistics is that the 6XEVHTVHWWOHPHQW LQGH[indicator has been assigned to the suppliers of the article in the relevant vendor master records. ´ If the indicator has not been set, you can recompile information structure S111 of the Purchasing Information System using report RMCENEUA. You will find this report in the Implementation Guide (IMG) under the following path: /RJLVWLFVJHQHUDO→/RJLVWLFV,QIRUPDWLRQ6\VWHP→/RJLVWLFV'DWD:DUHKRXVH→ 'DWDEDVLV→7RROV→&RPSLODWLRQRIVWDWLVWLFDOGDWD→$SSOLFDWLRQVSHFLILF FRPSLODWLRQ→3XUFKDVLQJ. Before running the report, refer to the documentation in the IMG, particularly the section &RPSLODWLRQRIVWDWLVWLFV. Here you will also find general information on the retrospective compilation of statistics. To initiate the retrospective compilation of LIS statistics, proceed as follows: 1. On the Retrospective Compilation of Vendor Business Volume Without Automatic Document Adjustment [Ext.] screen, enter the selection criteria. Among other things, you can specify the following: –
Which information structure is to be compiled: S015: Standard information structure, provided that you have activated this S074: Structure that serves internal operative purposes and which must definitely be compiled. Changes to this structure should only be carried out after consultation with SAP. Your own structures (assuming that you have defined any).
–
You can elect to carry out a check run. In this case no changes are written to the database (in contrast to a test run). After the check run, you may receive a list log.
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If you wish to carry out a test run, enter [! as the version number, where [ represents any character. If you enter the vendor business volumes are updated in the LIS.
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You can specify that only those rebate arrangements that have a certain status (e.g. open, settlement effected) are to be taken into account.
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You can specify that only subsequently entered rebate arrangements are processed. Furthermore, you can decide whether the entire vendor business volume or only the business volume that is missing due to the subsequent (late) entry of the rebate arrangement is updated.
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´ You can thus carry out a selective compilation for individual rebate arrangements (in contrast to report RMCENEUA ). –
You can specify that the program is to run only until a certain time on a certain date. In addition, you can define whether the program carries on from the data that it was able to determine up to this date and time in the next program run, or whether all data must be redetermined.
2. Run the program. ´ The results delivered by the report are stored under a version number. You have the option of storing this version number as a user parameter. If you then call up a list display (for example, business volumes, detailed statement, statement), this version number is pre-set in the field 9HUVLRQ. To set the user parameter, choose 6\VWHP→8VHUGHIDXOWV→8VHUSDUDPHWHUV from the system menu. Enter PFUas the parameter ID and the version number as the parameter value.
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'LVSOD\LQJ2SHQ3XUFKDVLQJ'RFXPHQWV5HODWLQJWR 9ROXPH5HEDWH$UUDQJHPHQWV 3URFHGXUH Before carrying out the settlement accounting process, it is sensible to check whether there are any purchasing documents relating to a rebate arrangement that have not been completely processed. You can display a list showing all open purchasing documents relevant to a rebate arrangement. This will enable you to tell, for example, whether there are any differences between the purchase order and goods receipt quantities. To display the list of open purchasing documents, proceed as follows: 1. Enter the desired selection criteria on the Check Rebate Arrangements (Purchasing) for Open Purchasing Documents [Ext.] screen. 2. Start the analysis with 3URJUDP→([HFXWH. The list of results is displayed. From the list, you can access various data and display the relevant rebate arrangement or the associated settlement document relating to a condition record.
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'LVSOD\LQJ,QIRUPDWLRQRQ8SGDWHG6WDWLVWLFDO5HFRUGV 3URFHGXUH You can display information on the statistical data of a condition record using the functions 6WDWHPHQW and 'HWDLOHGVWDWHPHQW.
6WDWHPHQW Using the 6WDWHPHQW function, you can display a list of all statistical records created within the framework of the cumulative business volume update process for a rebate arrangement. This statistical data is updated at the time of invoice receipt. The list contains the scale and condition bases of the period conditions and (where applicable) the main condition, as well as the settled rebate income and provisions for accrued income for each statistical record (that is, for each condition record), site, tax code, vendor and month. Both the rebate income deriving from partial settlements and that resulting from final settlement is shown.
'HWDLOHG6WDWHPHQW If, in addition to the statistical data, you want the list to show all purchasing documents (e.g. purchase orders, invoices received) pertaining to a rebate arrangement and its condition records, use the 'HWDLOHGVWDWHPHQW function.
3URFHGXUH To display a list including statistical records, proceed as follows: 1. Enter the desired selection criteria on the Detailed Statement of Vendor Business Volumes (Rebate Arrangements, Purchasing) [Ext.] screen or the Statement of Statistical Data (Rebate Arrangements, Purchasing) [Ext.] screen. 2. Choose 3URJUDP→([HFXWH The list of results is displayed. You can invoke various functions from the list, such as the following: •
Scope of statement This function allows you to edit the data of a statistical record from a variety of viewpoints. For example, you can display all documents in order to gain an overview and then restrict the display to a single vendor or one vendor and one period.
•
You can display the associated rebate arrangement for a statistical record, or the “condition granter” or the settlement document.
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0HUFKDQGLVH/RJLVWLFV Merchandise Logistics is the link in SAP Retail between Purchasing and Sales and comprises the following areas: •
Goods Receipt [Page 789] Merchandise that has been delivered is identified and the goods receipt posted.
•
Inventory Management [Page 845] Transactions involving stock changes and the resulting updates are entered in the system in real time, enabling physical stock levels to be mirrored exactly in Inventory Management.
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Valuation [Page 929] The Valuation component manages your inventory at cost and retail prices. SAP Retail carries out most valuation transactions automatically. Valuation links Merchandise Logistics and Financials, as it accesses and updates the G/L accounts of Financial Accounting.
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Warehouse Management [Page 965] Data warehouse management ensures the smooth and efficient handling of all the logistics processes in a company.
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Physical Inventory [Page 987] By carrying out a physical inventory, you can determine the exact quantity of an article in stock at a given period in time. SAP Retail supports a number of physical inventory methods.
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Shipping and Transportation [Page 1029] The Shipping and Transportation functions in SAP Retail enable the best possible preparations to be made for goods issues and shipping activities and allow them to be controlled and monitored. They are directly linked to the requirements determination function of the stores and to Sales. The high degree of integration of R/3 components ensures that all delivery-relevant data is already contained in the warehouse release order of the store.
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Foreign Trade [Page 1056] Import and export information is maintained and printing automated, allowing the fast and easy creation of delivery papers and other documents for both world trade and for deliveries to specific economic areas (such as the EU or NAFTA).
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*RRGV5HFHLSW 3XUSRVH In most cases, you post goods receipts referencing a preceding document, such as a purchase order or a shipping notification. The system suggests all the key data for the goods receipt from the preceding document. If the shipping documents you receive do not contain any reference number, you have various options for searching for the reference document in the system. You can, for example, search on the internal article number, the EAN, or the delivery date. SAP Retail also enables you to enter the goods receipt in two steps. To ensure that the data is as accurate as possible when the goods are actually checked at goods receipt, you can enter the delivery note data as a rough goods receipt. You post the actual goods receipt is a second step, referencing the rough goods receipt.
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Updating of stock at time of goods receipt.
Article, Site, Inventory Management
Updating of purchase order history at goods receipt for a purchase order
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Creation of transfer requirements at goods receipt
Warehouse Management
Updating of delivered values for the goods receipt items in Financial Accounting
Financial Accounting
Updating of account assignment objects at goods receipt for purchase orders assigned to an account
Controlling
)HDWXUHV The following functions are available at goods receipt: •
Goods receipt referencing a purchase order A purchase order can be placed with either an external vendor or an internal vendor (such as a distribution center).
•
Goods receipt not referencing a purchase order You can have the system automatically generate a purchase order to enable you to verify the invoice.
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Goods receipt referencing a delivery A goods receipt can be entered for deliveries with or without purchase order reference.
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Rough goods receipts This is the first step in a two-step goods receipt. Only the information contained in the delivery note from the vendor is entered in the system.
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You can enter returnable transport packaging as special stock (third-party stock)
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You can cancel goods receipts or post a return to vendor
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You can enter quantities for variants of a generic article using a matrix
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You have support for receiving goods in the stores
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Organizational areas Headquarters [Page 103]
D i s t r i b u t i o n C e n t e r
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[ P a g e 1 0 6 ] Goods Receipt Planning [Page 827]
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Rough Goods Receipt Processing [Page 829]
•
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Goods Receipt Processing with Reference Document [Page 831]
•
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Goods Receipt Processing [Page 835]
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• •
Goods Receipt (Store) [Page 837] Goods Receipt Processing (Store) [Page 840] Return Delivery [Page 842]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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*RRGV5HFHLSW ,GHQWLILFDWLRQ Goods receipts are usually entered referencing another document in the system. The following referencing options exist:
*RRGV5HFHLSW5HIHUHQFLQJD3XUFKDVH2UGHU If goods are delivered for a purchase order, the goods receipt is entered in the system referencing the purchase order. This has a number of advantages: •
The goods receipt can be planned, since the delivery date and the quantities are known to the system (in the purchase order or shipping notification).
•
When the goods receipt is entered, the system suggests data (such as articles and quantities) contained in the purchase order, shipping notification or rough goods receipt, making it easier for you to enter the goods receipt document and check the accuracy of what you have received.
•
Goods receipt data is updated in the purchase order history and in Vendor Evaluation. This enables the purchase order history to be tracked, dunning procedures initiated, and quantity reliability and on-time delivery performance checked.
•
The information entered at goods receipt is available for Invoice Verification purposes.
•
An automatic SAPmail can be sent to the buyer who created the purchase order as soon as the goods receipt is posted.
Ideally, the delivery documents should contain a reference to the purchase order for which the delivery is made. If this information is missing, however, you can find the correct purchase order using other information known to you, such as the vendor article number, the EAN or the vendor number.
*RRGV5HFHLSW5HIHUHQFLQJD6KLSSLQJ1RWLILFDWLRQRUD5RXJK *RRGV5HFHLSW You enter the number of the shipping notification or the number of the rough goods receipt. The system then creates a reference to the purchase order on which the shipping notification or the rough goods receipt is based.
*RRGV5HFHLSW5HIHUHQFLQJD'HOLYHU\ Two options exist for a goods receipt referencing a delivery: •
7KHGHOLYHU\FDQEHIRUDZDUHKRXVHRUGHU You use this function when the goods were ordered and delivered from a distribution center. You can identify the goods receipt via the delivery document number and the system automatically creates a reference to the warehouse order. If the transaction takes place within the same company code, the process is handled using a stock transport order and no Invoice Verification is necessary. When different company codes are involved, the process is handled using a standard purchase order and the transaction is subject to Invoice Verification.
•
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*RRGV5HFHLSW ,GHQWLILFDWLRQ This delivery type is a simplified form of warehouse order. You can enter a delivery can be for a stock transfer without first entering a warehouse order. You can reference the delivery at goods receipt. No Invoice Verification is possible with this type of delivery.
*RRGV5HFHLSW5HIHUHQFLQJD6KLSSLQJ8QLW If you enter a goods receipt for a shipping notification, a rough goods receipt or a delivery, you can select an indicator on an additional dialog box and branch to a screen listing the shipping units contained in the reference document (the delivery, for example). You can select shipping units and the system will automatically find the items in the goods receipt.
*RRGV5HFHLSW:LWKRXW5HIHUHQFHWRD6\VWHP'RFXPHQW If you are unable to reference another document in the system, you can still post the goods receipt. No Invoice Verification is, however, possible in this case. The goods receipt can only be posted if the article is listed at the site. If the article is not listed and you still wish to post the goods receipt (because the vendor delivered a new article to replace an older model, for example), you can configure the system so that the new article is automatically listed. In this case the listing conditions are only valid for the day. Alternatively, you can configure the movement types in such a way that a purchase order is automatically created in the background when a goods receipt of this kind is entered. Once a purchase order has been created, you can then carry out Invoice Verification. 6HHDOVR Assortment: Subsequent Listing [Page 421]
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*RRGV5HFHLSW 5RXJK*RRGV5HFHLSW A goods receipt for a purchase order can take place either in one or in two steps. If it takes place in two steps, it is first entered “rough” and then “exact.” The rough goods receipt involves identifying the delivery and matching up the items on the delivery documents sent by the vendor with the order items in the system. A rough goods receipt can be entered for a number of purchase orders and can refer to a shipping notification. A rough goods receipt can only be entered if a special confirmation key is set for the order items. 6LQJOHVWDJH JRRGVUHFHLSW
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,QYRLFHYHULILFDWLRQ When a rough goods receipt is posted, a document is created that is similar to a shipping notification. When the exact goods receipt is entered, reference is made to the rough goods receipt. The rough goods receipt has the following functions: •
Quantities on the delivery note can be entered The quantities can be entered exactly as they are on the delivery documents, irrespective of whether they deviate from the order quantities.
•
Order items can be assigned and arranged The purchase order items are arranged to correspond with how they are listed on the vendor’s delivery note, making further processing easier.
•
The goods receipt can be included in availability checks The system can be configured in such a way that quantities posted at rough goods receipt can be taken into account in availability checks.
•
Count lists can be created A count list of the items entered at rough goods receipt can be printed to facilitate checking of the goods receipt.
•
Tickets can be created
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Goods receipt/issue slips can be created These can be used as pallet notes.
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*RRGV5HFHLSW &KHFN The goods receipt is checked in detail to ensure that the merchandise delivered meets all the necessary requirements. The duration of the check and the methods used are dependent on the stock type to which the goods are posted. &KHFNTXDQWLW\DJDLQVWSXUFKDVHRUGHU RUVKLSSLQJQRWLILFDWLRQ &KHFNVKHOIOLIHH[SLUDWLRQGDWHDJDLQVW UHPDLQLQJVKHOIOLIHDVSHUDUWLFOHPDVWHU
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4XDQWLW\&KHFN The quantity check can be carried out in one of two ways: •
Check using a count list The quantities can be checked using a count list. The quantity delivered is compared either with the order quantity, the shipping notification quantity or the rough goods receipt quantity.
•
Check on entering the goods receipt In this case the system suggests the actual quantities that should be contained in the goods receipt. The quantity is displayed both in order units and in base units of measure. The goods receipt can be entered in other units of measure if a factor for conversion to base units of measure has been entered in the system for the article. Reference can be made to a number of documents at goods receipt. Depending on the document referenced, the default values can be taken from the purchase order, the shipping notification, the rough goods receipt or the delivery document.
6KHOI/LIH([SLUDWLRQ'DWH&KHFN For articles with a shelf life expiration date, you must enter either the use-by date or the remaining shelf life. The information entered is compared with the data in the article master record. If the minimum shelf life cannot be complied with, a warning or error message is issued, depending on how the system is configured.
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8QGHUGHOLYHU\2YHUGHOLYHU\7ROHUDQFH&KHFN If underdelivery or overdelivery tolerances were defined by the purchasing department, these are checked by the system as soon as a quantity is entered. When the tolerance limits are exceeded, a warning or an error message is automatically issued and under certain circumstances the goods receipt can be rejected. When an underdelivery occurs, the order item remains open by the missing quantity - that is, the system expects a further goods receipt to take place. If you know that no further goods receipt is expected, you can set the final delivery indicator.
6KLSSLQJ,QVWUXFWLRQV If packaging or shipping instructions were agreed with the vendor, these can be recorded in the purchase order. A check can be made at goods receipt to determine whether the instructions were adhered to. This also enables the salability of the goods to be checked and any complaints made. The results of this check can be included in Vendor Evaluation.
($1&KHFN When you enter a goods receipt, the system displays two EANs for you to process: •
EAN for the order unit If the EAN for the order unit has been entered in the system, it is displayed at goods receipt. You can overwrite the number. If you do, the new number is entered in the article master record as an additional EAN. If the EAN for the order unit has not been entered in the system, you can enter it at goods receipt. The number is then adopted in the article master.
•
Check EAN (not for the order unit) You also have the option of entering an additional unit of measure and an EAN for it. Before you can do this, the unit of measure must exist in the article master record. If no EAN has been entered for the unit of measure in the article master record, the new number is entered as the main EAN. Otherwise, it is stored as an additional EAN.
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*RRGV5HFHLSW 6KHOI/LIH([SLUDWLRQ'DWH&KHFN You can check the minimum shelf life of an article at goods receipt.
3UHUHTXLVLWHV This check is only made when the following requirements are met: •
The minimum remaining shelf life that an article must have at goods receipt must be maintained in the article master record or in the purchase order. The system will reject the goods receipt if the minimum remaining shelf life is not met.
•
The shelf life expiration date check must be activated in Customizing for Inventory Management for the relevant site and movement type.
)LHOGVLQWKH$UWLFOH0DVWHU5HFRUG The following fields in the article master record are relevant for the shelf life expiration date check: •
Minimum remaining shelf life in days
•
Total shelf life in days –
If you do not enter a total shelf life, you enter the shelf life expiration date when entering goods movements
–
If you enter a total shelf life, you enter the date of manufacture when entering goods movements. The system automatically calculates the shelf life expiration date from the date of manufacture and the total shelf life.
Both fields are found on the storage data screen in the article master.
6KHOI/LIH([SLUDWLRQ'DWH&KHFN •
$UWLFOHVQRWVXEMHFWWRDEDWFKPDQDJHPHQWUHTXLUHPHQW If the shelf life expiration date check is active, you must enter the shelf life expiration date or the date of production at goods receipt. The system checks at goods receipt whether the remaining shelf life entered in the purchase order or in the article master record can be complied with. If not, a warning or an error message appears, depending on how your system is configured. When you post a goods receipt, the shelf life expiration date is stored in the article document.
•
$UWLFOHVVXEMHFWWRDEDWFKPDQDJHPHQWUHTXLUHPHQW If the shelf life expiration date check is active, you must enter the shelf life expiration date or the date of production at goods receipt. The system checks at goods receipt whether the remaining shelf life entered in the purchase order or in the article master record can be complied with. If not, a warning or an error message appears, depending on how your system is configured. When you post a goods receipt, the shelf life expiration date is stored in the article document and in the batch master record.
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*RRGV5HFHLSW 'RFXPHQW3URFHVVLQJ 3URFHVVLQJWKH*RRGV5HFHLSW'RFXPHQW When the purchase order number is entered (or found by the system), a collective entry screen appears on which all open order items for the sites are listed. Quantity and storage location are defined for every item. The storage location is suggested by the system if this was already defined in the purchase order. After checking the data, the user can post the goods receipt document or process the goods receipt in more detail. Items referring to more than one purchase order can be processed in the one goods receipt document. Several goods receipt documents can also be entered for the one purchase order. Several goods receipt items can also be entered for the one order item (for example, when not all of the quantity delivered is to be stored at the same location).
'HWHUPLQLQJWKH6WRFN7\SH Depending on the type of article and the scope of the goods receipt check, the merchandise is posted to a specific stock type. Stock types include: •
Unrestricted-use stock
•
Stock in quality inspection (for the duration of the inspection process)
•
Goods receipt blocked stock (when goods are accepted provisionally subject to approval) In this case the goods are not managed as part of your inventory and are not valuated. The blocked stock is simply recorded in the purchase order history. Goods are posted to goods receipt blocked stock if, for example, a quality inspection has still to take place or if any questions still have to be cleared up with the vendor.
•
Consignment goods from the vendor (special stock)
•
Transport equipment (special stock) In this case the stock is managed in your inventory as belonging to a third party and is non-valuated.
•
Consumption, for example for a cost center The goods receipt is entered referencing an order item with account assignment. The recipient of the goods and the unloading point are copied, if entered, from the purchase order.
5HFHLSWRI%DWFKHV A goods receipt for articles subject to batch management differs from other goods receipts in that you are required to enter the batch number on the collective entry screen or on the detailed item screen. ´ When a goods receipt is entered for a purchase order with account assignment, you are normally not required to enter a batch. If the batch where-used list is active, you can enter a batch number to enable the receipt and consumption of the batch to be tracked via the batch where-used list.
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*RRGV5HFHLSW 'RFXPHQW3URFHVVLQJ If batch classification is active, you can evaluate the class characteristics of the batch at goods receipt.
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*RRGV5HFHLSW 5HSHUFXVVLRQV After the goods receipt check has taken place and the merchandise has been posted to a specific stock type, the delivery is ready to be physically put away into storage. A goods receipt posting has the following repercussions: •
A goods receipt document is posted. A goods receipt for a purchase order can be divided up among a number of documents. Similarly, a goods receipt can be entered referring to a number of purchase orders. The delivery note number for a delivery can be stored as a reference number in the goods receipt document.
•
A goods receipt is usually valuated at delivered price. Delivery costs that were planned in the purchase order are automatically copied over to the goods receipt and included in valuation. The value is updated in the relevant accounts in Financial Accounting and an accounting document is created.
•
A goods receipt / issue slip can be printed for goods that are to be placed in storage.
•
An automatic SAPmail can be sent to the buyer who created the purchase order as soon as the goods receipt is posted.
•
The article stock data is updated. If a goods receipt is assigned to an account, the consumption statistics are also adjusted if necessary.
•
The delivery data is noted in the purchase order history and is available for Vendor Evaluation and Invoice Verification.
•
Consumption material is transferred to the recipient.
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When Warehouse Management is active, a transport requirement is created for the goods to be placed in storage. $UWLFOHGRF
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*RRGV5HFHLSW 6SHFLDO)XQFWLRQV In addition to the standard processes handled at goods receipt, the same functionality can be used to handle a whole array of special processes that frequently occur.
)DXOW\RU:URQJ'HOLYHULHV A delivery from a vendor or from the warehouse can sometimes be wrong or contain damages. Examples of faulty or wrong deliveries include: •
Delivery date exceeded.
•
Merchandise broken or damaged
•
Shelf life expiration date not long enough or the remaining shelf life too short.
•
Wrong goods delivered.
If you wish to accept the goods nonetheless, you have a number of options, including: •
Post part of the quantity as spoiled or destroyed
•
Make a transfer posting to an other article number if the wrong goods were delivered
5HWXUQVWR9HQGRU Merchandise may have to be returned to the vendor when: •
Stock that was not sold remains at the end of a season or promotion
•
Merchandise involved is returnable transport packaging
•
Articles are being discontinued
If you can still trace the goods to a purchase order, you can post the return as a type of goods receipt reversal using a special movement type and reason for the return. Alternatively, you can enter additional items when you are posting a goods receipt from the vendor as returns items. No reference is made to the original purchase order. You use a special movement type and can configure the system so that a purchase order is generated for the returns items in the background. The purchase order is required so that you can match up the credit memo you receive from the vendor with a system document in Invoice Verification. Refer to: Ordering: Returns [Ext.]
'HOLYHU\RI*RRGV0DQDJHGRQD9DOXH2QO\%DVLV When merchandise is delivered that is not managed on an article basis, the sales price has to be made known to the system in any case. If valid sales price conditions exist in the system, the price is determined automatically. Otherwise it has to be entered manually by the user. The individual articles are managed together under a “value-only article.” No quantity data is managed for this stock, only the cumulated delivered price and sales price of the stock.
'HOLYHU\RI5HWXUQDEOH7UDQVSRUW3DFNDJLQJ In addition to the goods delivered, returnable transport packaging can also be entered in the system. It can either be managed on a non-valuated basis as belonging to a third party or, if there is a charge for it, on a valuated basis as part of your own stock.
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7KLUG3DUW\2UGHU3URFHVVLQJ In addition to warehouse business (goods being ordered by and sent to distribution centers), stores also receive goods directly from vendors. This is known as a third-party order and is a key procurement method in retailing. Third-party order processing must be defined in the master records of the stores and vendors involved. Once a stock planner has determined a vendor for merchandise in a purchase order, the source of supply determination function establishes whether a third-party order or a warehouse order should be created. The stores process goods receipts for third-party orders themselves. How this is done exactly depends on the IT system in place. Data distribution techniques enable the stores to have access to the order data. Depending on the technology available in the store, a comparison can therefore be made between the data in the purchase order and the goods receipt.
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*RRGV5HFHLSW 6SHFLDO$UWLFOH&DWHJRULHV 8VH Articles that have a special article category are those which are not single articles. The following article categories are subject to special treatment at goods receipt: •
*HQHULFDUWLFOHV Generic articles have variants, for example in different colors and sizes. The variants are processed at goods receipt.
•
6WUXFWXUHGDUWLFOHV Structured articles consist of a header article and a bill of material with components. Examples are sets, prepacks and displays. At goods receipt you can split up a header article into its constituent components.
6HHDOVR Inventory Management: Generic Articles [Page 876] Inventory Management: Structured Articles [Page 877]
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*RRGV5HFHLSW $SSRLQWPHQWV 8VH Appointments describe the goods receipt agenda for specific doors in a warehouse complex. Appointments are negotiated between a retailer’s distribution center or store and a carrier or vendor. You can create an appointment with reference to a purchase order, a shipping notification, a rough goods receipt, or without reference to a document. Appointments are defined with the aim of: •
Optimizing unloading processes Informing a truck driver of the door and time for the goods receipt in advance, for example
•
Supporting the planning of warehouse resources (personnel)
•
Optimizing the use of capacity at the door and avoiding waiting times
•
Monitoring compliance with delivery schedules (comparison of the planned and actual dates and times)
´ Goods Receipt: Example of an Appointment [Page 809]
3UHUHTXLVLWHV To be able to work with appointments, you must define a warehouse structure for Warehouse Management (WM). You can use the streamlined version of Warehouse Management (Lean WM). In Customizing for your company structure, you must assign every warehouse number to one or more combinations of site and storage location. In Customizing for Warehouse Management (WM), you must specify the warehouse numbers involved and the appropriate doors. A warehouse number is ready for appointments once an appointments profile is assigned to it and the respective doors are flagged as relevant for goods receipt. The reference documents must fulfill the following requirements: •
•
Purchase orders –
All items are destined for the same combination of site and storage location. This combination has been assigned to a warehouse number in which appointments functionality has been activated.
–
All schedule lines in the purchase order have the same delivery date.
–
The confirmation key of the items indicates that QR shipping notification or rough goods receipt is intended.
Shipping notification and rough goods receipt –
All items are destined for the same combination of site and storage location. This combination has been assigned to a warehouse number in which appointments functionality has been activated.
´
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*RRGV5HFHLSW $SSRLQWPHQWV If an appointment referencing a shipping notification for a purchase order already exists, and an appointment referencing a rough goods receipt for the same purchase order is entered, the appointment referencing the shipping notification is deleted automatically.
)HDWXUHV The following functions are available: •
(GLWLQJ$SSRLQWPHQWV0DQXDOO\ This function allows you to create, change, and display appointments interactively with reference to a document (purchase order, shipping notification, or rough goods receipt) or without reference to a document. Refer to: Goods Receipt: Editing Appointments Manually [Page 810] •
$QDO\]LQJ$SSRLQWPHQWV Refer to: Goods Receipt: Analyzing Appointments [Page 811]
•
&XVWRPHU(QKDQFHPHQWVIRU$SSRLQWPHQWV Refer to: Goods Receipt: Customer Enhancements for Appointments [Page 812]
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*RRGV5HFHLSW ([DPSOHRIDQ$SSRLQWPHQW The following table is a simplified example of the data contained in an appointment: ([SODQDWLRQRIWKHGDWDGLVSOD\HG
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Document category and document number
Purchase order 4500004711
Warehouse number / door
001 / 18
Planned start and end date
From 10/17 to 10/17
Planned start and end time
From 11:00 to 11:45
Actual date
17.10.
Actual start and end time
From 11:00 to 12:00
Reason for variance
Overdelivery
In the example, goods were received at door 18 (warehouse number 001) for a purchase order. The appointment not only contains the planned data (date and time) but the actual data. The merchandise was delivered punctually on the correct date. However, unloading took 15 minutes longer than planned, as more merchandise was delivered than had actually been ordered. This difference and its cause are used in analyses.
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*RRGV5HFHLSW (GLWLQJ$SSRLQWPHQWV0DQXDOO\ 8VH You can use this function to create, display, and change appointments online. You can edit appointments in one of three ways: individually, using a work list, or in graphical form on a planning board.
,QWHJUDWLRQ In every appointment, you can display the document (purchase order, shipping notification, or rough goods receipt) which is assigned to it. The planning board is displayed graphically as a Gantt chart.
)HDWXUHV You have the following options for editing appointments online: •
3ODQQLQJERDUG This function is used for creating, changing, and displaying appointments with and without reference to a document. The appointments are displayed graphically in the form of a Gantt chart. You can display weekly, daily and hourly overviews for several warehouse number doors at a time. In the overview, you can choose an individual appointment and branch to the display or maintenance transaction for this appointment.
•
,QGLYLGXDOPDLQWHQDQFH This function is used for changing and displaying appointments which reference a document. You can select the appointment via the vendor and/or the number of the assigned document.
•
:RUNOLVW This function is used for creating appointments from a list of documents requiring appointments. You can select the documents to be processed using the warehouse number and/or the doors, for example. You can enter the appointments on an overview screen, using appointments data proposed by the system. The system determines the data in the same way as when generating appointments automatically. Refer to: Goods Receipt: Automatic Generation of Appointments [Page 813]
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*RRGV5HFHLSW $QDO\VHVIRU$SSRLQWPHQWV 8VH You can perform analyses to gain an overview of the goods receipts expected and of past deviations from planned arrival times. The analyses are generated using the List Viewer, giving you a range of layout options which you can save as list variants.
)HDWXUHV •
$UULYDOVOLVW This analysis provides an overview of the appointments in a specific period. It is similar to the arrivals board at an airport in that it displays the appointments in sequence.
•
&RPSDULVRQRISODQQHGDQGDFWXDOGDWD If you want to evaluate the on-time delivery performance of your vendor, it is possible to compare planned and actual values for appointments. You can define reasons for all deviations from the planned schedules and specify who caused the schedule deviation.
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*RRGV5HFHLSW &XVWRPHU(QKDQFHPHQWVIRU $SSRLQWPHQWV 8VH The options for making enhancements enable you to optimize the appointments functions to suit your needs.
)HDWXUHV •
(GLWLQJDSSRLQWPHQWGDWDZKHQWKHDSSRLQWPHQWLVVDYHG ((;,7B6$3/:$3B) This user exit is always called when appointments are saved. The appointments to be saved are transferred in a table. This allows you to edit the appointment data as required.
•
(QKDQFHPHQWVWR DQDO\VHV((;,7B6$3/:$3B) An enhancement structure (5:$3=) was created for the appointments data structure. If you have defined your own customer-specific fields in this structure, you can use this user exit to fill these fields and integrate them in the display.
•
6WUDWHJ\IRUGHWHUPLQLQJWKHDSSRLQWPHQWGDWD ((;,7B6$3/:$3B8) This user exit is always called when appointment data is determined automatically. You can use it to define your own strategy for determining the appointment data (door, start time and appointment length). –
Appointment length for purchase orders ((;,7B6$3/:$3B) You can define a procedure for calculating the appointment length for purchase orders to reflect your own appointments strategy.
–
Appointment length for shipping notifications/rough goods receipts ((;,7B6$3/:$3B) You can define a procedure for calculating the appointment length for shipping notifications or rough goods receipts to reflect your own appointments strategy.
•
$XWRPDWLFJHQHUDWLRQRIDSSRLQWPHQWV You can have the system generate appointments automatically by making corresponding Customizing settings and, if necessary, by taking advantage of user exits. Refer to: Goods Receipt: Automatic Generation of Appointments [Page 813]
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*RRGV5HFHLSW $XWRPDWLF*HQHUDWLRQRI$SSRLQWPHQWV 8VH The system can generate appointments automatically to reduce the amount of manual data entry required for appointments, in particular if the number of documents requiring appointments is high. You have the choice between triggering the generation of appointments when documents are created, and generating the appointments for documents that already exist by starting a special program.
3UHUHTXLVLWHV Appointments can only be generated automatically if the system can determine the door, the start time and the appointment length automatically. •
'HWHUPLQLQJWKHGRRUDQGWKHVWDUWWLPH If no door was defined in the reference document, the appointments already created for the delivery date are evaluated in the numerical order of the doors. If a free door is found, the earliest possible time available at this door is taken as the start time.
•
'HWHUPLQLQJWKHDSSRLQWPHQWOHQJWK You have the following options here: –
Your own determination procedure You can define your own procedure via a user exit ((;,7B6$3/:$3B).
–
Determining the appointment length based on workload In Customizing you can specify in the appointments profile that the appointment length should be determined on the basis of the workload. In this case, further settings are required in Customizing for Shipping. Refer to: Goods Receipt: Determining the Appointment Length Automatically Based on Workload [Page 815]
–
Using the default appointment length from the appointments profile If you have not defined your own procedure and do not wish the appointment length to be determined on the basis of workload, the system simply uses the default values from the appointments profile.
If you want automatic generation of appointments to be triggered when documents are created, you should consider the following points: •
3XUFKDVHRUGHUV Function module :B$332,170(17B&5($7(B32 must be called in the user exit for saving purchase orders ((;,7B6$300(B).This function module generates appointments for purchase orders.
•
6KLSSLQJQRWLILFDWLRQDQGURXJKJRRGVUHFHLSW Function module :B$332,170(17B&5($7(B61 must be called in the user exit for saving shipping notifications and rough goods receipts (86(5(;,7B'2&80(17B6$9(B35(3$5().This function module generates appointments for shipping notifications and rough goods receipts.
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)HDWXUHV You have two options for generating appointments automatically: •
*HQHUDWLQJDSSRLQWPHQWVIRUH[LVWLQJGRFXPHQWV If you want to generate appointments for existing documents in a separate program run, use program 5:$337. This program first creates a worklist, and then calls the function modules for generating appointments for the documents on the list.
•
'RFXPHQWFUHDWLRQWULJJHUVJHQHUDWLRQRIDSSRLQWPHQWV You can also generate appointments automatically when you create purchase orders, shipping notifications and rough goods receipts by calling the function modules for generating appointments in the user exits provided for creating these documents (see Integration).
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*RRGV5HFHLSW $XWRPDWLF'HWHUPLQDWLRQRIWKH $SSRLQWPHQW/HQJWK%DVHGRQ:RUNORDG 8VH The system can determine the appointment length dependent on workload if you have maintained the article master data accordingly and made the required settings in Customizing. Various factors can be considered, such as the quantity of goods expected, and the attributes of the unit of measure and of the articles being delivered.
,QWHJUDWLRQ Workload calculation is also used for calculating picking workloads in Shipping and for rough workload planning in Warehouse Management.
3UHUHTXLVLWHV In the IMG, you must make settings in Customizing for Sales and Distribution for the workload calculation (6DOHVDQG'LVWULEXWLRQ→ 6KLSSLQJ→3LFNLQJ→3LFNLQJZDYHV→&DOFXODWH ZRUNORDG) •
0DLQWDLQZDUHKRXVHVXESURFHVVHV Subdivisions (operations) of the warehouse process Appointments must be defined for each appointment. The warehouse process category for appointments is defined internally as 7.
•
$VVLJQXQLWVRIPHDVXUHWRXQLWRIPHDVXUHORDGFDWHJRU\ In many cases, the workload generated by a goods receipt depends on the unit of measure involved. You can group units of measure together into load categories, and then define the length of operations in the workload table dependent on the unit-ofmeasure load category.
•
0DLQWDLQORJLVWLFVKDQGOLQJJURXS The logistics handling group represents a group of articles with the same handling considerations (for example, hazardous or fragile goods). You can specify the logistics handling group in the article master. By defining the length of operations in the workload table dependent on the logistics handling group, you can ensure that the attributes of the articles influence the workload calculation.
•
0DLQWDLQZRUNORDGWDEOH The lengths of the operations for the warehouse process category Appointments are stored here. Every operation can have a constant and a variable time portion. In workload calculation the variable portion is multiplied by the GR quantity. Every operation length specified can be assigned to a unit-of-measure load category and a logistics handling group. This means that you can make different specifications for the length of an operation according to whether the unit of measure or the attributes of the article are considered. A constant length must be entered in the workload table for operations which do not depend on the individual document items (driving the truck up to the door, for
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*RRGV5HFHLSW (QWHULQJ$SSRLQWPHQWV0DQXDOO\8VLQJ WKH3ODQQLQJ%RDUG 3URFHGXUH 1. On the Appointments: Maintain Screen [Ext.] enter a warehouse number. Restrict the period for the selection by specifying start and end dates and times. If you only want to look at specific doors, enter these too. Choose ENTER. The Gantt chart 0DLQWDLQ$SSRLQWPHQWVappears. 2. The chart shows an overview of one day. If you want to see an overview of a week instead, select :HHN. If you only want to see one hour, select +RXU. 3. Choose $SSRLQWPHQW → &UHDWH 4. Place the cursor on the door and time for which you want to create an appointment. You double-click to proceed to the &UHDWH$SSRLQWPHQW screen. 5. Choose the document category you require (for example, SXUFKDVHRUGHU). You can also select the category :LWKRXWGRFXPHQWUHIHUHQFH if you do not want to specify a document. 6. Specify the door, and the start and end dates and times. If you want to refer to a document, enter the number of the document. When you have entered the required data, press ENTER. The appointment you have entered is now displayed on the chart. 7. Save the appointment. Then go back to leave the chart. You return to the 0DLQWDLQ$SSRLQWPHQWV screen
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*RRGV5HFHLSW (QWHULQJ$SSRLQWPHQWV0DQXDOO\8VLQJ D:RUNOLVW 3URFHGXUH 1. On the Appointments: Process Worklist Screen [Ext.] enter a warehouse number. Restrict the period for the selection by specifying start and end dates and times. If doors were already maintained in the documents to be selected and you only want to select specific doors , enter the relevant doors . Choose ENTER. If a worklist is available, the screen for maintaining the worklist appears. Documents requiring appointments but for which no appointments were created yet are listed here. One line is displayed for each document; you can enter the appointment data here. 2. You have two options for maintaining the appointment data: •
Entering the data manually Enter the door, the start and end times, and (if appropriate) the end date, on the line which you want to edit.
•
The system proposes the data Select the lines for which you want the system to propose values and then chose 3URSRVHDSSRLQWPHQWOHQJWK. The system determines as much of the required data as possible. You can then change this data afterwards.
3. When you have finished editing, save the work list.
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*RRGV5HFHLSW 6WRUH*RRGV5HFHLSW Goods received in a store are only entered in the R/3 system if the store has its own Inventory Management. Two scenarios are possible in the store: •
The store enters goods receipts locally at terminals linked up to the central R/3 system.
•
The store has no direct link to R/3. The goods receipts are entered in a store retailing system. The data is passed onto the central R/3 system using intermediate documents (IDocs).
The following only describes the second scenario, where the goods receipt information is passed on via IDocs. The goods receipt in store consists of the following steps:
•
•
Goods are counted and entered in the store retailing system.
•
Goods receipt items are matched up with reference documents in the store retailing system.
•
IDocs are prepared and transferred to the central R/3 system.
•
IDocs are processed automatically in the central R/3 system. –
Assigns the items to reference documents
–
Triggers user action if errors or exceptions occur
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3XUFKDVHRUGHUVSODFHGZLWKDQH[WHUQDOYHQGRU The head office or the store itself placed an order with a vendor. Merchandise is then delivered for the order.
•
Orders placed with a distribution center The head office or the store itself placed an order with a distribution center. Merchandise is then delivered for the order. This can be handled in one of two ways: ±
6WRFNWUDQVIHULQWZRVWHSV In the first step the distribution center posts the goods issue; the goods receipt is posted in a second step in the store. Following the goods receipt posting, the goods receipt data is transferred to the central R/3 system in the form of intermediate documents (IDocs). A two-step stock transfer ensures that the stocks of a particular article are only flagged as being available for use in the R/3 system once the goods have actually been received in the store.
±
6WRFNWUDQVIHULQDVLQJOHVWHS The distribution center posts both the goods issue and the goods receipt for the store. This is the more simplified procedure but results in the stocks of a particular article being flagged as available for use in the R/3 system even though the goods have not actually been received in the store. When the goods receipt is checked in the store, the results of the check can be sent to the central R/3 system as intermediate documents (IDocs). In processing the store goods receipt, the system automatically compares the results of the check with the goods receipt that has already been posted in the system. If differences are established (exceptions), the system triggers action on the part of the user to process the exception.
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6WRUHRUGHUV The store sent a store order for a requirement to the central R/3 system.
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&RQILUPDWLRQVWRVWRUHRUGHUV The central system sent a confirmation of a store order to a store.
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6KLSSLQJQRWLILFDWLRQVIRUDGLVWULEXWLRQFHQWHU The distribution center created a delivery for a warehouse order or a store order and sent a shipping notification to the store. Depending on how the system is configured, the shipping notification is either created at the same time as the delivery or after the delivery has been picked.
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6KLSSLQJQRWLILFDWLRQVIURPDYHQGRU The external vendor sent a shipping notification to a store as a result of a purchase order issued by the store or distribution center.
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1RUHIHUHQFHGRFXPHQW The original requirement can no longer be tracked in the system. An unplanned goods receipt is entered.
By entering a reference document, the store obtains exact information on the goods that are expected (such as the quantity and the delivery date). It also enables the system to calculate the volume of goods that are expected and can plan the staff required at goods receipt accordingly. If no reference document can be found, an intermediate document is created without any reference information. The central R/3 system then attempts to find the associated purchase order when the IDoc is passed onto head office. 6HHDOVR Store Order [Page 1074]
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*RRGV5HFHLSW +RZWKH+HDG2IILFH+DQGOHVWKH6WRUH *RRGV5HFHLSW When the central R/3 system processes the intermediate documents (IDocs) concerning the store goods receipts, it attempts to match up the goods receipts with reference documents in the R/3 system. It can assign the goods receipts to the following documents: •
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The reference document can be contained in the IDoc. If it is missing from the IDoc, the system attempts to find the associated purchase order. If more than one possible purchase order is found, the system triggers action on the part of the user so that the exception is processed. If no purchase order is found, the system proceeds in one of two ways, depending on how it is configured: User action is triggered so that the exception is processed. A purchase order is created in the background. In this case, the goods receipt is then posted referencing the new purchase order.
2SHQ4XDQWLW\&KHFN The system checks the quantity that is still to be received. If the open quantity is smaller than the goods receipt quantity or the quantity being reversed, the system triggers the exception processing function: •
If the goods receipt is for a purchase order, it checks the quantities in the purchase order history.
•
If the goods receipt is for a delivery, it attempts to find the purchase order for the delivery. –
If it finds the order item for the delivery item, it checks the purchase order history.
–
If no order item exists for the delivery item, it checks the document flow of the delivery and is thus able to calculate the open quantity.
When a store goods receipt in posted in the central R/3 system, either the purchase order history or the document flow is updated (depending on the document referenced).
,GHQWLI\LQJDQ,WHP An item in a store goods receipt can be identified via the following data in the intermediate document: •
($1 This is the usual way in which an article is identified, if no other information is given to the contrary. When this is indicated in the intermediate document, the system can automatically determine the unit of measure assigned to the EAN. If a different unit of measure was transferred in the IDoc, this is ignored by the system.
•
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The system uses this to determine the base unit of measure for the article. •
9HQGRUDUWLFOHQXPEHU Since this number can only be unique for the one vendor, it is best also to include the vendor number in the intermediate document.
•
6KLSSLQJXQLWQXPEHULQWKHFHQWUDO5V\VWHP A shipping unit always has a unique number and can be broken down into the individual articles and quantities in the central R/3 system if the shipping unit number and the items contained in it have been maintained there. Shipping units can be made known to the system in shipping notifications from a vendor, for example.
An intermediate document PXVWDOZD\V contain a quantity. The only exception to this is when it contains a shipping unit. The quantity of a shipping unit is always 1.
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*RRGV5HFHLSW (UURUVDQG([FHSWLRQVDW6WRUH*RRGV 5HFHLSW The system differentiates between errors and exceptions in processing store goods receipts. ´ (UURUVRFFXUDQGKDYHWREHSURFHVVHGZKHQ •
Required data (such as the article identification) is missing from the IDoc
•
Master data is missing
•
Customizing settings are wrong
([FHSWLRQVRFFXUDQGKDYHWREHSURFHVVHGZKHQ •
The open goods receipt quantity is smaller than the goods receipt quantity
•
Quantity differences are established during the goods receipt check
•
More than one possible purchase order or delivery exists for the store goods receipt
•
No purchase order or delivery is found for the store goods receipt
•
A shipping unit cannot be broken down into the individual articles
3URFHVVLQJ(UURUV Errors can be processed with the help of the POS interface monitor.
3URFHVVLQJ([FHSWLRQV When an exception occurs, the system sends a task (or a work item) via Workflow to the SAPoffice inbox of the employee responsible. You can create an organizational plan (HR plan) in the R/3 system in which you define the areas of responsibility for each job, position or work center. The system uses the area of responsibility to determine one or more employee for the work item. If no one is found, the work item is assigned to the standard user (such as the system administrator) defined in the Customizing system of ALE for EDI administration. Work items can be sent individually or in groups. They can also be passed on, if the task is within the area of responsibility of a different user. All the processing steps in a work item are documented and can be analyzed for statistical purposes (processing time, number of work items per employee etc.). In processing exceptions that occurred in store goods receipts, the system analyzes the quantity differences and executes a background job. All the data is processed in the background. The session only has to be processed online if the user has to intervene to analyze any problems that occur.
8VHU6SHFLILF)XQFWLRQVIRU(UURUVDQG([FHSWLRQV •
6SHFLDOSURFHGXUHIRUTXDQWLW\GLIIHUHQFHV This enhancement allows you to influence how the system reacts to quantity differences. You can have the system issue a list or carry out additional checks, for example, rather than trigger exception processing.
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(Enhancement WPUE0001 with component EXIT_SAPLWPUE_002) •
&RPSDULVRQZLWKJRRGVUHFHLSWVDOUHDG\SRVWHGZLWKVWRFNWUDQVIHUVLQDVLQJOH VWHS This enhancement allows you to influence how the system reacts when goods receipt data is sent from the store for stock transfers carried out in a single step. The system compares the data with the goods receipt posting made at the time of the stock transfer in the central R/3 system. If the quantity recorded in the store is identical to the quantity in the goods receipt previously posted, you can use the enhancement to have the system issue a list of the articles checked or check the delivery dates, for example. (Enhancement WPUE0001 with component EXIT_SAPLWPUE_001)
6HHDOVR POS Interface [Page 1170]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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*RRGV5HFHLSW3ODQQLQJ 3XUSRVH This business process allows you plan expected goods receipts for a specific delivery date in line with various selection criteria. The goods receipt planning facility allows you to schedule expected goods receipts from delivery schedules and purchase orders for a specific delivery date. The aim is to speed up the goods receipt processing process by planning deliveries. Goods receipt planning provides valuable information for logistics operations, helps you plan your staff and thus avoid bottlenecks. The following types of planned or changed data are used as the basis for goods receipt planning: •
When delivery schedules are used by Purchasing instead of individual purchase orders or contract release orders, the quantity scheduled in the scheduling agreement is used as the basis for goods receipt planning. Schedule lines in a delivery schedule are also used for goods receipt planning.
•
Purchase orders are also included. These can be open purchase orders, purchase orders for which partial deliveries have already been made or purchase orders for which the deliveries are late.
6WHSVLQWKH3URFHVV 1. You select documents for which goods are expected to be received on a particular date or in a particular period. 2. A list appears of expected goods receipts for the period, sorted by weight, volume, number of deliveries and items. 3. You can print the list of expected goods receipts if required.
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*RRGV5HFHLSW3ODQQLQJ 3URFHGXUH To plan goods receipts, proceed as follows: 1. Go to the Expected Goods Receipts Screen [Ext.]. 2. On the initial screen enter the criteria with which you wish to select data for planning the goods receipts. 3. Choose 3URJUDP→([HFXWH A list appears of expected goods receipt as per the selection criteria entered. ´ If you did not choose the GR forecast per document as the level of aggregation, you can switch to less aggregated levels. To do so, position the cursor on a line and press the 'HWDLOV pushbutton. 4. If you want to print the list, choose 3URJUDP→([HFXWHSULQW
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5RXJK*RRGV5HFHLSW3URFHVVLQJ 3XUSRVH This business process allows you to carry out checks before you actually process the goods received and thus split the process of goods receipt: When articles are delivered to a site, this process enables you to make preparations for physically checking the goods receipt, entering the goods in the system and making the posting. The aim to is split up the individual steps involved in processing a goods receipt, thus increasing efficiency. The following activities are carried out in this process: •
You match up the delivery note with a purchase order or a shipping notification. This allows the delivery to be identified. This has the advantage that the items on the delivery note do not have to be entered manually but simply compared with existing system documents and the variances entered.
•
The documents necessary for the physical goods receipt check are printed in advance, thus enabling the goods to be checked immediately on unloading.
6WHSVLQWKH3URFHVV 1. You enter the header data. This information includes the vendor, the site and the delivery date. You then determine the reference document for the rough goods receipt. 2. You select the items for which a rough goods receipt is to be entered. If the data differs from that contained in the reference document, this can be entered here. 3. You save the document, thus creating a rough goods receipt and triggering the message determination function so that the documents for the physical goods receipt check (count lists, for example) are printed.
5HPDUNV •
Before you can enter the rough goods receipt, this has to be allowed in the purchasing information record as a confirmation category (confirmation control).
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&UHDWLQJD5RXJK*RRGV5HFHLSW 3URFHGXUH To create a rough goods receipt, proceed as follows: 1. On the Create Rough Goods Receipt Screen [Ext.], enter the required delivery data. Information must be entered on at least the vendor and the site. 2. Determine the reference document by entering known selection criteria in the appropriate fields and choosing 5RXJK*5→6HOHFWSXUFKDVHRUGHUVor 5RXJK*5 →6HOHFWVKLSSLQJQRWLILFDWLRQ 3. Select the items for which the rough good receipt is to be created and choose (GLW → &RS\VHOHFWHG. 4. The overview screen of the rough goods receipt appears. Enter the delivery note number and any quantity variances ´ •
You can maintain further header information via +HDGHU→'HWDLOVsuch as: –
Bill of lading number
–
Weights and volume
–
Number of shipping units
•
Maintain header texts via +HDGHU→7H[WV
•
If you want to enter information on weight for individual items, select the required items and choose ,WHPV→'HWDLOV
5. Save your entries. ´ While processing a rough goods receipt, items that you wish to pack can be packed into a shipping unit together with shipping material (box, card or wire basket, for example). Shipping units can consist of further shipping units or items.
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*RRGV5HFHLSW3URFHVVLQJZLWK5HIHUHQFH'RFXPHQW 3XUSRVH This business process allows you to enter all the relevant information pertaining to goods delivered to you from an external vendor or from another site as a result of a purchase order or a delivery. You can also enter goods you wish to return to an external vendor with this process. If the goods are delivered as a result of a delivery or a purchase order, the goods receipt is entered with reference to the relevant documents. If a shipping notification and/or a rough goods receipt exist, the goods receipt can also be entered with reference to these documents. The system compares the data entered at receipt with that entered in the reference document. A posting is made to stock, the goods receipt document is created and the stock is placed in storage (if storage locations are not managed by the Warehouse Management [WM] system). When storage locations are managed by the Warehouse Management system, a posting is also made to WM. There are a number of advantages to processing a goods receipt referencing a document in the system: •
The staff at goods receipt can check whether the goods ordered were actually delivered.
•
When you enter a goods receipt, the system proposes data contained in the referenced document. This makes it easier to enter the goods receipt and check the accuracy of the delivery.
•
Goods receipt data is updated in the purchase order history and in Vendor Evaluation. This enables the purchase order history to be tracked, dunning procedures initiated, and quantity reliability and on-time delivery performance checked.
•
An automatic SAPmail can be sent to the buyer who created the purchase order as soon as the goods receipt is posted.
•
The vendor invoice can be verified in terms of the quantity ordered and quantity actually delivered.
6WHSVLQWKH3URFHVV 1. You determine the document to which the goods receipt refers. This can be either a purchase order, a shipping notification or a delivery. You then adopt the delivered items in the goods receipt. You then check the individual items and then compare the data contained in the referenced document with that on the delivery note and make any necessary corrections. 2. You determine the actual quantity of goods received, the type and amount of returnable transport packaging (such as pallets) or empties. If the shelf life expiration date is relevant or if a batch-management requirement exists for the article, you also enter a batch and/or the shelf-life expiration date / date of production. 3. The system compares the data you enter with the data that should have been entered as contained in the referenced document or in the article master. If variances occur,
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*RRGV5HFHLSW3URFHVVLQJZLWK5HIHUHQFH'RFXPHQW an error or a warning message will appear, depending on how your system is configured. 4. If required, you enter goods that have to be returned to the vendor. 5. You post the goods to a stock type and, if Warehouse Management is not active for the storage location, place them into stock. If the storage location is controlled by Warehouse Management, the data is transferred to Warehouse Management. 6. The system updates the stock balances and prints a goods receipt/issue slip. The system can also be configured in such a way that an automatic mail is sent to Purchasing.
5HPDUNV •
The system only checks the shelf-life expiration data if the check has been activated for the site and movement type in the Customizing system.
•
To run a shelf-life expiration date check, this has to be maintained in the article master or at item level in the purchase order. The batch-management requirement must be defined in the article master.
•
You can tell the system how to react when the data you enter varies from the data the system expects - for example, when the goods receipt exceeds or falls short of the tolerance limit.
•
You can determine per site whether the final delivery indicator should be set automatically when variances in the goods receipt quantity are within the pre-set tolerance limits.
6HHDOVR Goods Receipt (Store) [Page 837]
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(QWHULQJD*RRGV5HFHLSWZLWK5HIHUHQFH'RFXPHQW 3URFHGXUH To create a goods receipt with reference document, proceed as follows: 1a. If you wish to refer to a purchase order and you know the number, go to the Goods Receipt for Purchase Order: Initial Screen [Ext.] (UURU5HIHUHQFHVRXUFHQRWIRXQG 1b. If you wish to refer to a purchase order and you do know the number, go to the Goods Receipt for Purchase Order, Unknown Screen [Ext.] (UURU1RERRNPDUNQDPH JLYHQ Search for the correct purchase order by entering known data on the selection screen. You can enter a vendor, article number, or order date for example. You can also use this function if you wish to refer to a shipping notification, a rough goods receipt or a delivery. The following is a description of the procedure referencing a purchase order: ´ If you fill out the site and storage location fields on the initial screen, the data will be copied to the items. You can change the storage location data at item level. If you do not fill out the fields, the system copies the data from the document referenced. 2. Maintain the data on the initial screen. •
Enter the header data.
•
Choose a movement type.
•
Enter a purchase order number. If you wish to limit your selection of order items, you can also enter the site and order item. Press ENTER.
´ If in the course of goods receipt processing referencing a shipping notification, rough goods receipt or delivery, you have also received information on shipping units, you can also select via shipping units. 3. The goods receipt selection screen appears. All the order items meeting your selection criteria are suggested by the system. ´ You can group together a number of items from more than one purchase order in a single goods receipt posting. To do so from the initial screen, choose *RRGVUHFHLSW →&UHDWHZLWKUHIHUHQFH→7RSXUFKDVHRUGHU In the resulting window you can either enter the relevant purchase order numbers or search for them using the data known to you. 4. Deselect the items for which no goods receipt or return to vendor is to be entered, process the items selected if required and switch to the overview screen by choosing (GLW → ,WHP V →&RS\. ´ You can also divide an order item among several goods receipt items (for example, when the goods are to be distributed among several storage locations). To do so, enter an asterisk (*) in the storage location field on the selection screen or on the
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(QWHULQJD*RRGV5HFHLSWZLWK5HIHUHQFH'RFXPHQW 3URFHGXUH detail screen of the item. A storage location and batch selection screen appears, where you can then distribute the order quantity as desired. 5. If any messages (for example, concerning tolerances or the batch-management requirement for an article) are necessary as a result of internal checks, they will appear here. If you only receive a warning message, you can decide whether to continue regardless or make any necessary changes. If you receive an error message, you must correct your entries before you can continue processing. ´ If shipping instructions were defined for an item in the purchase order, the system automatically asks you whether the shipping instructions were adhered to when you process a goods receipt for the item. You can also call up this function manually by choosing *RWR→0RUHIXQFWLRQV→6KLSSLQJLQVWUXFWLRQV For checking purposes, you can also enter a further EAN/UPC code for a different unit of measure in addition to the EAN/UPC code for the order unit. If the alternative code does not exist in the system, it is created in the article master record, provided external number assignment has been defined. 6. After you have processed the last item, the overview screen appears. 7. If you wish to return goods that you received but did not order, or articles you wish to return to the vendor for some other reason, then on the overview screen choose (GLW →:LWKRXWSXUFKDVHRUGHU→(QWHU. A window appears in which you can enter a movement type and then press ENTER. Enter the article items. 8. If you wish to enter returnable transport packaging (RTP) for a goods receipt, then on the overview screen choose (GLW→:LWKRXWSXUFKDVHRUGHU→(QWHU. A window appears in which you can enter a movement type and the special stock indicator for the RTP quantity. Enter the RTP items. 9. Save your entries. 6HHDOVR Goods Receipt (Store): Procedure [Page 839]
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*RRGV5HFHLSW3URFHVVLQJ 3XUSRVH This business process allows you to enter all the relevant information pertaining to goods delivered to you from an external vendor or from another site without referencing any document in the system. You receive goods that you want to accept but have to reference to a system document. You therefore manually enter goods receipt items. This allows other goods receipts to be entered in the system without a purchase order having to be entered subsequently. The following goods movements can be processed in this way: •
Initial entry of stock balances
•
Goods receipt with no reference to a purchase order or reservations
•
Deliveries free of charge
•
Returns from customers
•
Return of returnable transport packaging (transport equipment or empties)
6WHSVLQWKH3URFHVV 1. You check the goods and the delivery note and, depending on the type of delivery, select a movement type and, if necessary, a special stock indicator. 2. You enter the quantity of goods received, along with the type and amount of returnable transport packaging. If the shelf life expiration date is relevant or if a batchmanagement requirement exists for the article, you also enter a batch and/or the shelf-life expiration date / date of production. 3. You post the goods to a stock type using the relevant movement type and special stock indicator and place the stock in storage at a storage location that is not managed by the Warehouse Management (WM) system. If WM is active, the data is transferred to Warehouse Management for further processing and stock placement. 4. The system updates the stock balances and prints a goods receipt/issue slip.
5HPDUNV •
To run a shelf-life expiration date or batch-management requirement check, the relevant settings must be maintained in the article master.
•
The system only checks the shelf-life expiration data if the check has been activated for the site and movement type in the Customizing system.
6HHDOVR Goods Receipt Processing with Reference Document [Page 831]
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(QWHULQJD*RRGV5HFHLSW 3URFHGXUH To create a goods receipt without a reference document, proceed as follows: 1. On the Enter Other Goods Receipts: Initial Screen [Ext.](UURU5HIHUHQFHVRXUFHQRW IRXQG enter the movement type and, if required a special stock indicator. Press ENTER. The collective entry screen for other goods receipts appears. ´ If you make any entries in the fields 6LWH and 6WRUDJHORFDWLRQ on the initial screen, these entries will be set as a default at item level. If you wish to change these default values on the collective entry screen, choose (GLW→'HIDXOWYDOXHV for all items. 2. Enter the type and quantity of goods received and press ENTER or switch to item level and enter further data. To do so, choose *RWR→'HWDLOVIURPLWHP 3. Enter all the relevant data for the first item and confirm your entries by pressing ENTER. The next item screen appears where you can continue. ´ It is here that the system will issue you with any necessary messages (for example, when you have to maintain the shelf-life expiration data for an article). If you only receive a warning message, you can decide whether to continue regardless or make any necessary changes. If you receive an error message, you must correct your entries before you can continue processing. 4. Repeat this until you have finished processing all the items. Once you finish processing the last item, the collective entry screen reappears. 5. Save your entries. 6HHDOVR Entering a Goods Receipt with Reference Document: Procedure [Page 833]
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*RRGV5HFHLSW 6WRUH 3XUSRVH This business process allows you to enter all the data pertaining to goods received in a store from an external vendor or another site. A store goods receipt can be entered in three ways: •
Off-line The goods receipt is entered in a store retailing system and then transferred via the POS Interface - Inbound to R/3.
•
On-line in store In this case the store is linked via a terminal to R/3 in the head office and can create the goods receipt documents itself.
•
On-line in the head office In this case the head office is informed of the goods receipt by telephone or fax without any computer assistance. The goods receipt is processed in the head office.
A distinction is made at goods receipt between the following transactions: •
Goods receipt referencing an existing SAP purchase order (purchasing document)
•
Goods receipt referencing a purchase order generated at goods receipt
•
Goods receipt referencing a delivery or a shipping notification (sales document)
•
Goods receipt without reference
If a goods receipt is entered referencing an existing system document, the data from the reference document is suggested automatically by the system in the goods receipt document. This speeds up the time required to enter and check the goods receipt. If a goods receipt is entered without referencing a system document, the relevant delivery data is entered manually.
6WHSVLQWKH3URFHVV 1. When a delivery arrives in a store, you decide on how it is to be processed (on-line or off-line). 2. If the goods receipt is to be processed off-line, the goods receipt data is entered in the store (for example, using a handheld scanner) and transferred to SAP Retail via the POS Interface - Inbound. 3. If the goods receipt is to be processed on-line, the goods receipt is posted in a similar way to the goods receipt process with or without reference to an existing system document.
5HPDUNV •
For further information on goods receipt processing, please refer to the Inbound information in the POS Interface section of the implementation guide (IMG).
The following processes can follow on from this process:
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Goods Receipt Processing with Reference [Page 831]: You use this process if the goods receipt is to be entered with reference to an existing system document and posted on-line.
•
Goods Receipt Processing [Page 835]: You use this process if the goods receipt is to be entered without reference to an existing system document and posted on-line.
•
Goods Receipt Processing (Store) [Page 840]:You use this process if the goods receipt is to be entered off-line.
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*RRGV5HFHLSW 6WRUH 3URFHGXUH The following options exist for entering a goods receipt for a store: •
On-line entry
•
Off-line entry
2QOLQH(QWU\ To enter a store goods receipt on-line, proceed as follows: 1. If you want to enter a store goods receipt for a purchase order, see Entering a Goods Receipt with Reference: Procedure [Page 833]. 2. If you want to enter a store goods receipt for a delivery note, see Entering a Goods Receipt with Reference: Procedure [Page 833]. 3. If you want to enter a store goods receipt without a reference document, see Entering a Goods Receipt: Procedure [Page 836].
2IIOLQH(QWU\ To enter a store goods receipt off-line, proceed as follows: 1. The order confirmation received from the head office or purchase orders entered in a store retailing system could be the basis for entering and checking the goods receipt in the store. 2. A goods receipt is entered in the store and, if required, compared with open purchase orders. 3. The goods receipt data is transferred to the central R/3 system and prepared in the POS Interface - Inbound.
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*RRGV5HFHLSW3URFHVVLQJ 6WRUH 3XUSRVH This business process allows you to transfer data entered in a distributed retailing system (DRS) to the central SAP system. Goods receipts that were entered in a distributed retailing system (DRS) in a store are transferred in the form of intermediate documents (IDocs) to the POS interface - inbound and subsequently processed in SAP Retail. Processing takes place automatically in the background and is only canceled if inconsistencies or plausibility problems are detected in the data transferred. Worklists are created and the work items passed onto the employee responsible for processing. At goods receipt processing the following occurs: •
The accuracy of the IDoc data is checked
•
Missing data is added
•
Documents are created in SAP Retail
6WHSVLQWKH3URFHVV 1. The central SAP system determines the units of measure for the goods receipt data transferred per IDoc and checks if a reference transaction exists: a) If no reference transaction exists, the system searches for open purchase orders. b) If the reference transaction is a delivery, the system checks the delivery reference. If a delivery exists, it then checks if a preceding document exists. •
If no preceding document exists, it checks the open delivery stock. If open delivery stock exists, the goods receipt is posted referencing the delivery item. Otherwise the item is compared with the items already posted and the document flow is updated.
•
If the preceding document is a purchase order, see step c).
c) If the reference transaction is a purchase order, the system determines the correct item in the purchase order. If the purchase order item cannot be determined or if no reference document exists, the system tries to determine a purchase order and an order item. If it is successful, it then checks the open order stock of the item and updates the purchase order history. d) If the goods receipt cannot be matched with a reference transaction, it is posted as an Other Goods Receipt. 2. If the data transferred per IDoc is incomplete or if a document or item cannot be matched uniquely or if quantity differences exist between the reference document and the goods receipt data, a worklist is created and the work items passed on via Workflow to the employee responsible for processing. The worklist is deleted after it has been processed. 3. The status and the document flow are updated in the POS interface monitor. ´
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Unlike online processing, in off-line processing there is no direct access to difference lists of order and goods receipt quantities.
5HPDUNV •
Responsibilities must be defined and assigned in Human resources so that worklists can be created via Workflow for the employee in whose area of responsibility a task lies.
•
For further information on goods receipt processing (store), please refer to the conversions information under Inbound in the POS Interface section of the implementation guide (IMG).
&RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ BC SAP Business Workflow [Ext.]
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5HWXUQ'HOLYHU\ 3XUSRVH This business process allows you to return goods to a vendor when a goods receipt has been posted (this may be necessary because the delivery or packaging instructions were not adhered to, for example). In many cases defects (such as poor quality or wrong delivery) only become apparent after the goods have been received and a closer inspection has taken place. You want to return these goods to the vendor, with reference to the original document. You therefore have to refer to the original purchase order or article document posted at goods receipt when you make a return delivery to the vendor. This is the case irrespective of the stock type to which the receipt was posted. There are a number of advantages to creating a return delivery with reference to an existing system document: •
The data in the original document is suggested by the system, making it easier for you to enter the return delivery.
•
The system carries out internal checks.
•
The quantity delivered so far is automatically reduced by the correct quantity.
•
The updates that were made at goods receipt are reversed.
•
The return delivery is taken into account in Invoice Verification.
6WHSVLQWKH3URFHVV 1. You discover that the goods in the warehouse are faulty or were delivered wrongly and therefore wish to enter a return delivery to the vendor. 2. You determine the reference document, enter the relevant data and post the return delivery from the relevant stock type. 3. The shipping documents are printed and the system checks whether an invoice has already been posted for the goods. 4. When the goods are stored at a location for which Warehouse Management is not active, the goods are returned straight from the storage location. If WM is active, the data is transferred to Warehouse Management where the necessary removal procedures are initiated.
5HPDUNV •
For information on return delivery, please see the movement types information in the Materials Management section of the implementation guide (IMG). Here you can define reasons for a return delivery.
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5HWXUQ'HOLYHU\IURP6WRFNRU&RQVXPSWLRQ 3URFHGXUH To enter a return delivery from stock or consumption, proceed as follows: 1a. If you wish to refer to the article document posted at goods receipt, choose the Enter Return Delivery: Initial Screen [Ext.](UURU5HIHUHQFHVRXUFHQRWIRXQG. Enter the article document number and the article document year or search for the document using the criteria known to you. (Continue with step 2) 1b. If you wish to refer to the purchase order to which the goods receipt referred, choose either the Goods Receipt for Purchase Order: Initial Screen [Ext.] or the Goods Receipt for Purchase Order, Unknown Screen [Ext.]. Maintain the data on the initial screen and choose the movement type via 0RYHPHQWW\SH→5HWXUQGHOLYHU\WR YHQGRU. (Continue with step 2) 2. Press ENTER and the item selection screen appears ´ When you reference a purchase order, the system suggests all items for which a goods receipt has already been posted. If you reference the goods receipt document, however, only the items in the document are suggested for return items posted to blocked stock are not suggested. If stock was posted to a specific stock type (such as stock in quality inspection), the same stock type is posted from. The stock type (column B) is set for these items. 3. Select and process the items that you wish to return. ´ The system asks you to enter a reason for the return delivery of each item. 4. Save your entries. ´ When the return delivery is posted, an article document is created that can also be printed as a return delivery slip. An accounting document is also created. Reverse postings are made to all the stock and G/L accounts that were updated when the original goods receipt was posted. The open order quantity is also increased by the quantity returned. 6HHDOVR Return Delivery from Blocked Stock: Procedure [Page 844]
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5HWXUQ'HOLYHU\IURP%ORFNHG6WRFN 3URFHGXUH To enter a return delivery from blocked stock, proceed as follows: 1a. If you wish to refer to the article document with which the goods receipt was posted to blocked stock, go to the Cancel Article Document: Initial Screen [Ext.].(UURU 5HIHUHQFHVRXUFHQRWIRXQG On the initial screen enter the number of the article document to be reversed and the article document year or search for the document using the criteria known to you. 1b. If you wish to refer to the purchase order to which the goods receipt referred, choose either the Goods Receipt for Purchase Order: Initial Screen [Ext.] or the Goods Receipt for Purchase Order, Unknown Screen [Ext.]. Enter the relevant data on the next screen and choose the movement type 0RYHPHQWW\SH→%ORFNHGVWRFNWR32 2. Press ENTER and the item selection screen appears. ´ If you referenced an article document, all the items in the reference document are suggested for return delivery, i.e. even items that are not in blocked stock. Deselect the items you do not wish to return. You can only reverse full items, that is, the quantity cannot be changed. ´ If you referenced a purchase order, the suggests all order items posted to blocked stock. Since this transaction only differs from a goods receipt for a purchase order in the movement type selected, you can change the default values (for example, when only a part of the quantity delivered has to be returned). 3. Select and process the items that you wish to return. 4. Save your entries. ´ When the return delivery is posted, an article document is created. Since blocked stock is managed neither on a quantity nor on a value basis, the only effect the return delivery has is to update the purchase order history. It does not affect unrestricted-use stock or any values in Financial Accounting. 6HHDOVR Return Delivery from Stock or Consumption: Procedure [Page 843]
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,QYHQWRU\0DQDJHPHQW 3XUSRVH You use Inventory Management to: •
manage stocks of merchandise on a quantity and value basis.
•
plan, enter and provide evidence of all goods movements.
You manage stocks on a site and storage location level, and can assign each site a number of storage locations. If you want to manage a sophisticated warehouse complex within a storage location, you can link Warehouse Management to Inventory Management. Inventory Management enables you to have an overview of your current stock situation at all times. Since a document is created for every transaction, there is a complete audit trail of all goods movements. Inventory Management is required for consumption-based planning, since the system calculates requirements based on the stock on-hand. Normally, goods movements are valuated automatically and result in updates on the Financial Accounting stock accounts. SAP Retail supports inventory valuation at both cost and retail.
,QWHJUDWLRQ )XQFWLRQ\RXUHTXLUH
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Management of stocks on a quantity and value basis, and of others on a value-only basis
Article, Site
Management of stocks on a value-only basis at merchandise category level
Merchandise category
Updating of stock at time of goods receipt.
Goods Receipt
Updating of stocks at goods receipt for a delivery
Shipping and Transportation
Creation of transfer requirements for goods movements
Warehouse Management
Stock corrections when physical inventory differences are posted
Physical Inventory
Updating of goods movements in RIS statistics
Retail Information System
Updating of delivered values for goods movements in Financial Accounting
Financial Accounting
Updating of account assignment objects for goods movements assigned to an account
Controlling
)HDWXUHV The following functions are available in Inventory Management: •
Entry of goods movements
•
Creation of a document for every goods movement
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Division of the stock into categories (such as unrestricted-use stock, stock in quality inspection, or blocked stock)
•
Inventory Management on a value-only basis at value-only article level
•
Batch management
•
Management of special stocks (assigned to a vendor, for example)
•
Special supporting functions (such as for generic articles, structured articles, and empties)
•
Various analyses (such as the stock overview)
%XVLQHVVSURFHVVHVDQG SURFHGXUHV
2UJDQL]DWLRQDODUHDV Headquarters [Page 103]
Distribu tion Center [Page 106]
St or e [P ag e 10 8]
Reservation Processing [Page 887]
•
Stock Transfer in a Single Step [Page 910]
•
•
•
Stock Transfer in Two Steps [Page 917]
•
•
•
Special Goods Movements (Store) [Page 928]
•
Sal es Offi ce [Pa ge 11 0] •
•
6HHDOVR Valuation [Page 929] [Page 929] &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ MM - Inventory Management [Ext.] [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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,QYHQWRU\0DQDJHPHQW %DVLF3ULQFLSOHV The following basic principles apply for the whole of Inventory Management: •
The system creates a document for every goods movement, creating a complete audit trail for all transactions. Refer to MM - Inventory Management: The Document Concept [Ext.]
•
A goods movement is identified by a numeric key called the movement type. Refer to MM - Inventory Management: The Movement Type Concept [Ext.]
•
You use different stock types to divide the stock up for different use. Refer to: Inventory Management: Stock Types [Page 849]
•
The article type determines how inventory for an article is managed. Refer to: Inventory Management: Article Types [Page 850]
•
All inventory is managed in base units of measure. If you enter a quantity in a different unit of measure, the system converts it to base units of measure. Refer to MM - Inventory Management: Units of Measure [Ext.]
•
You can configure your system so that you can manage negative stocks. See MM - Inventory Management Allowing Negative Stocks [Ext.]
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,QYHQWRU\0DQDJHPHQW 6WRFN7\SHV Three stock types exist that provide information about the usability of an article: Unrestricted-use stock Stock in quality inspection Blocked stock When you post a goods receipt, you decide the stock type you wish to post a quantity to. The stock type is relevant for determining the available stock in Requirements Planning and for withdrawals in Inventory Management. From the Requirements Planning point of view, the unrestricted-use stock is always available. Stock in quality inspection or blocked stock is not available for withdrawals in the standard system. They can be defined as available in the Customizing system.
Receipts
Unrestricted-use stock
Stock in quality inspection
Blocked stock
Scrapping/sampling
Withdrawals
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,QYHQWRU\0DQDJHPHQW $UWLFOH7\SH Articles are assigned different article types depending on how they are used in the company (for example, food, apparel). An article can only have one article type. An article’s type determines whether number assignment for that article is external or internal. It also determines which views can be maintained for the article. In Inventory Management, the article type plays an important role in the following: •
Type of Inventory Management
•
Value updates of stock accounts
7\SHRI,QYHQWRU\0DQDJHPHQW An article can be managed by: quantity and value, quantity only, value only, or neither by quantity, nor by value. If an article is managed ERWKE\TXDQWLW\DQGYDOXH, goods movements generally lead to updates of the stock quantity, the stock value, and the G/L accounts of Financial Accounting and Cost Accounting. If an article is managed E\TXDQWLW\RQO\, no accounting data can be maintained in the article master record. When you post a goods movement, the system only updates the quantity. The stock value of the article or the accounts of Financial Accounting and Cost Accounting are not updated. If an article is managed E\YDOXHRQO\, quantity data may exist for information purposes only. The sales value must be maintained when an article is managed by value only. Each goods movement is valuated at both delivered price and at sales price (and cost and at retail). The existence of value-only articles allows stores to manage inventory on a merchandise category basis. If an article is managed QHLWKHUE\TXDQWLW\QRUE\YDOXH, no stocks are contained in the system for this article. You cannot maintain storage data in the article master record, and you cannot display the stocks.
9DOXHXSGDWHVRIVWRFNDFFRXQWV Via the article type you can control which valuation classes are allowed and in which stock accounts the articles are therefore managed.
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,QYHQWRU\0DQDJHPHQW 7UDQVDFWLRQV This section describes the various transactions and events that take place in Inventory Management. These are the same, independent of whether you use Warehouse Management. If you use Warehouse Management, however, stock placement/removal transactions are also necessary.
*RRGV5HFHLSW One of the main tasks of Inventory Management involves entering goods receipts. The system recognizes the following kinds of goods receipt: •
Goods receipts for a purchase order
•
Goods receipt without reference to another document in the system (for example, returnable transport packaging)
•
Return of goods to vendor
Refer to: Goods Receipt [Page 789]
7UDQVIHU3RVWLQJVDQG6WRFN7UDQVIHUV A transfer posting is a goods movement that involves a change in the status of stock but not necessarily a change in the physical location of the stock. A transfer posting is made when: •
Stock is released from quality inspection
•
Consignment stock is transferred to your own stock
•
An article number is changed (for example, when an article to be discontinued is to be changed to a value-only article)
When stock is transferred from one storage location to another, the system makes the following distinctions: •
Stock transfer between two storage locations of a site
•
Stock transfer between two sites of the same company code
•
Stock transfer between two sites of different company codes
Depending on the stock transfer involved, a number of different methods are used: •
Stock transfer in one step in Inventory Management
•
Stock transfer in two steps in Inventory Management
•
Stock transfer using a stock transport order within the same company code
•
Stock transfer using a stock transport order between two different company codes.
Refer to: MM - Inventory Management Transfer Postings and Stock Transfers [Ext.]
*RRGV,VVXH Typical examples of goods receipts are: •
Goods issues for own use
•
Postings out of stock due to breakage or spoilage
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Goods issues at the POS
•
Goods issue for a store delivery
Refer to: Shipping and Transportation [Page 1029]
3K\VLFDO,QYHQWRU\ A physical inventory must be carried out once every fiscal year. To support this, a number of functions enable you to: •
Create physical inventory documents
•
Enter count results
•
Post physical inventory differences from the books
Refer to: Physical Inventory [Page 987]
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,QYHQWRU\0DQDJHPHQW $QDO\VHV In addition to providing transactions for posting, the Inventory Management system offers functions (or reports) for displaying information about article movements or the stocks of an article. These functions do not result in database updates. Their purpose is merely to display to the user data stored in the system. You can perform these functions by selecting (QYLURQPHQWfrom the Inventory Management menu. There are the following individual functions: •
/LVWGLVSOD\ The /LVWGLVSOD\ function offers reports for documents posted in Inventory Management. The following can be displayed:
•
–
Article documents for an article
–
Article line items
–
Archived article documents (for analysis)
–
Canceled article documents
–
Article documents with reason for movement
–
Article documents for a specific posting date
6WRFNGLVSOD\ This provides information on the stocks of an article. The following can be displayed: –
Stock overview for one or more articles Refer to: Inventory Management: Stock Overview [Page 855]
–
Stock overview for value-only articles Refer to: Inventory Management: Stock Overview for Value-Only Articles [Page 874]
–
Stock/requirements list for an article
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Site stock availability for an article
–
List of warehouse stocks on hand for an article
–
Expiration date list
–
Stock list of empties Refer to: Inventory Management: Stock List of Empties [Page 884]
•
,QIRUPDWLRQ The ,QIRUPDWLRQ function allows you to display data (master data, transaction/movement data) from other applications. Example: displaying a purchase order.
•
%DODQFHVGLVSOD\ The %DODQFHVGLVSOD\ function offers analysis of the stock accounts and of the GR/IR clearing account.
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&RQVLJQPHQW The &RQVLJQPHQW option permits analysis of the consignment stocks from vendors as well as the consignment stocks and the returnable packaging stocks at the customer’s site.
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,QYHQWRU\0DQDJHPHQW 6WRFN2YHUYLHZ The stock overview provides you with current information on the stock of a particular article at all organizational levels. It tells you what quantities of an article are held at what storage locations or sites, and the type of stock concerned. Since merchandise categories and generic articles are of particular importance in retail, you can create a stock overview at merchandise category level and generic article level, taking any classification characteristics into account. To display the stock data for a generic article and the variants assigned, you have the following options: You can display an overview of the stock of a generic article at all organizational levels. For a particular organizational level, you can choose a stock type and display the stock for all of the variants of a generic article (stock split into variants). You can choose a variant and display an overview of its stock at all organizational levels. ´ To make the most of the functionality offered by the stock overview, you are advised to maintain a merchandise category hierarchy and a site group hierarchy in addition to maintaining the corresponding article master data and site master data.
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,QYHQWRU\0DQDJHPHQW 6WRFN7\SHV8SGDWHG Certain stock data is updated whenever goods movements are posted. Therefore, the stock fields of the relevant database tables always contain the current data. The stocks concerned are as follows: 9DOXDWHGVWRFN Total of all valuated stocks of an article. It comprises all stock types belonging to a company. 8QUHVWULFWHGXVHVWRFN Valuated, company-owned stock of an article that is held on your premises and whose usage is not subject to any restrictions. 6WRFNLQTXDOLW\LQVSHFWLRQ Company-owned stock that is in quality inspection. This stock is valuated, but its use is not unrestricted. Depending on how your system is configured, it is either available for requirements planning or not. %ORFNHGVWRFN Company-owned stock that is not to be used. There are restrictions on its use in Inventory Management and it is not normally available for requirements planning. 5HVWULFWHGXVHVWRFN Valuated, company-owned stock of an article to be managed in batches that is held on your premises, but whose usage is subject to certain restrictions. This stock is used only with active batch status management. %ORFNHGVWRFNUHWXUQV Stock returned by a customer. It is subject to conditional acceptance on the part of the receiving company. It is neither valuated nor is its use unrestricted. 6WRFNLQWUDQVIHU Company-owned stock that, in the case of a stock transfer (using the two-step procedure), has already been withdrawn from the stock at the point of issue (site, storage location), but has not yet reached the point of receipt (site, storage location). This stock is managed as valuated stock at the point of receipt, but is not yet included in unrestricted-use stock. 6WRFNLQWUDQVLW Stock in transfer in the case of a stock transfer via a stock transport order. Of the above stock types, the following are supported in the stock overview:
•
Valuated stock
•
Unrestricted-use stock
•
Stock in quality inspection
•
Blocked stock
•
Restricted-use stock
•
Blocked stock returns
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Stock in transfer at storage location level and also site level
•
Stock in transit
In addition to the normal stocks above, company-owned and external special stocks are also supported: For each special stock, it is possible to differentiate according to unrestricted-use stock, stock in quality inspection, and restricted-use stock. •
Stock provided to the vendor
•
Consignment stock at customer
•
Returnable packaging stock at customer (empties, returnable transport packaging (RTP))
•
Consignment stock
•
Returnable transport packaging from the vendor
•
Sales order stock
The following stock is not supported: Project stock
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,QYHQWRU\0DQDJHPHQW 6WRFN7\SHV&DOFXODWHGYLD 2SHQ'RFXPHQW,WHPV Certain stock types are, if required, calculated dynamically by reading document data. They include the following: $YDLODEOHVWRFN Dynamic stock that is calculated in requirements planning by reconciling the receipts, issues, and current available stocks, taking the time axis into consideration. In Customizing, you define the requirements, receipts, and issues to be included in the availability check. 5HVHUYHGVWRFN Total of all quantities of an article that are reserved for withdrawals. Reserved stock is not normally available for requirements planning purposes, but its usage is still unrestricted as regards Inventory Management. 3ODQQHGUHFHLSWVLVVXHV Total of all quantities whose receipt/issue has been planned as the result of reservations. Planned receipts/issues are normally available for requirements planning purposes, but their usage is still restricted as regards Inventory Management. 2SHQSXUFKDVHRUGHUTXDQWLW\ Total of all open purchase order quantities for an article. The open purchase order quantity normally increases the stock available in requirements planning, but does not increase unrestricted-use stock in Inventory Management. *RRGVUHFHLSWEORFNHGVWRFN Total of all quantities of an article supplied by vendors as a result of purchase orders and that have been conditionally accepted. GR blocked stock is neither valuated nor is its usage unrestricted. 6WRFNVFKHGXOHGIRUGHOLYHU\ Total of all deliveries scheduled to be made to customers for which goods issues have not yet been posted. Like reserved stock, stock scheduled for delivery is not normally available for requirements planning purposes, but its usage is unrestricted as regards Inventory Management. The following stock types are supported in the stock overview: Open purchase order quantity Goods receipt blocked stock Planned receipts/issues Open customer inquiries and also quotations Open outline agreements from customers Open deliveries and also deliveries free of charge to customers The following stock types are not supported in the stock overview:
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Production order stock Available stock ´
It is also possible for open purchase order data to exist for a generic article, but only in the following cases:
•
In the purchase order, you have entered only data for variants without reference to a generic article.
•
In the purchase order, you have entered data for the generic article and split the purchase order quantity among the variants. As a result, you do not have to make a separate search for purchase order data for the generic article since the system does not allow you to enter a purchase order containing a generic article without the variants assigned. In the stock overview, you can display only those sales requirements (inquiries, quotations, scheduling agreements, contracts, deliveries, deliveries free of charge) that have been defined in the Implementation Guide as requirement-relevant since only for this document data are the requirement quantities transferred to Inventory Management. This is normally the case only for sales orders and scheduling agreements with delivery schedules.
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,QYHQWRU\0DQDJHPHQW 6WRFN2YHUYLHZ'LVSOD\/HYHOV The stock overview offers different display levels depending on the scope of article selection and the type of articles selected. You can choose between different display variants for each display level. The article you choose determines which of the following display levels are available to you: $UWLFOHOLVW VWRFNRYHUYLHZIRUDOLVWRIDUWLFOHV Overview created by entering a merchandise category or several articles on the selection screen. Only single articles, generic articles, and variants whose relevant generic article is not contained in the resulting article list are displayed. Variants whose relevant generic article is contained in the article list are removed since the stock display for them is generated via the generic article. $UWLFOH VWRFNRYHUYLHZIRUDVLQJOHDUWLFOH 9DULDQWVSOLW VWRFNRYHUYLHZZLWKWKHVWRFNGDWDIRUDJHQHULFDUWLFOHVSOLWXSE\ YDULDQW For a particular organizational level, you can choose a stock type and display the stock for all of the variants of a generic article . The display is in matrix form. This requires at least one and at most two variant-creating characteristics to exist for the generic article. 6LQJOHYDULDQW VWRFNRYHUYLHZIRUDVHOHFWHGYDULDQW Overview of the stock data for a variant if the display level “article” is chosen for a generic article. You choose the variant to be displayed in the display level “variant split”. You can switch from each display level to the following display levels, and vice versa. In addition, you can return from the display level “individual variant” straight to the generic article (in the display level “article”) without having to go via the display level “variant split.” Whether you access the stock overview at article list level or article level depends on whether the articles entered on the selection screen result in one or more articles. If you access the stock overview using a generic article and also restrict the characteristic values, it is possible that no matching variants will be found for the characteristic data specified. The system cannot then determine any stock for the generic article. If you access the stock overview using a merchandise category containing corresponding generic articles, and if you have also restricted the characteristic values, it is possible that matching variants will be found for none, one, or several generic articles. Depending on the outcome, one of the following occurs: The system displays a message The stock overview is accessed at article display level The stock overview is accessed at article list display level This is because all generic articles for which no matching variant is found are deleted from the article list.
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,QYHQWRU\0DQDJHPHQW 6WRFN2YHUYLHZ'LVSOD\ 9DULDQWV Depending on the display level, you can display the stock data in different ways (display variants). The functions can differ from level to level. The following display variants exist: Basic List Breakdown List Segregated List Matrix Display
%DVLF/LVW The various stock types are displayed in columns in groups each containing three stock types. You can switch between the different groups of three. When switching to a new display level, the basic list always appears first. You can call up the basic list for the following display levels: article list, article, and individual variant. With the display level DUWLFOHOLVW, the system uses your selection criteria to display an overview of the total stocks across the (corporate) group for each article and also to display the stock total for all articles selected. If not all of the articles in the list have the same display unit, the system indicates this by displaying *** as the display unit in the totals line. With the display levels DUWLFOH and LQGLYLGXDOYDULDQW, the stock data for all organizational levels chosen is displayed according to your selection criteria. Sites not assigned to a group are grouped together under the heading 6LWHVZLWKRXW JURXSDVVLJQPHQW. A deletion flag is displayed for all organizational levels except for the site groups at the lowest level if a deletion flag has been set for the article master data at the corresponding level. You can also display the stock data in alternative units of measure. If you return to the basic list for a generic article (article display level) from the variant split or individual variant display levels, the stock type is displayed from which you branched to the variant split display level, irrespective of whether other stock types were displayed at the individual variant display level.
%UHDNGRZQ/LVW This is an overview of the stocks at a selected organizational level and at the next level down. You can go from the basic list to the breakdown list. You can then break down the list further. From one list level, you can go back to the preceding level or directly to the basic list. A breakdown list is not possible at special stock level. The breakdown list is only possible for “article” and “single variant”. Stock types are displayed in the same way as in the basic list, except that site data, storage location data, and special stock data are also displayed, even if you did not select these display levels on the initial screen.
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,QYHQWRU\0DQDJHPHQW 6WRFN2YHUYLHZ'LVSOD\9DULDQWV ´ At the article list display level, you can break down the variants for a generic article. The total stock of the generic article chosen and of all of the variants selected is displayed. If you break down the display at the article list display level, the system switches to the basic list for the article previously selected.
6HJUHJDWHG/LVW This is an overview of all of the stock types defined for a previously selected organizational level. You can create a segregated list for the article list, article, and individual variant display levels. The segregated list makes it possible for you to include in the basic list only those stock types necessary for day-to-day activities, allowing you to scroll quickly between the few stock types chosen. If required, you can activate the segregated list at any time, where you can also view the less important stock types. When calling up the segregated list for special stock lines, you obtain a more precise display for the vendor or customer for whom stocks are stored at your company, or on whose premises your own stocks are stored. In the case of consignment stock, you can also branch from the segregated list for the vendor selected to the price segment assigned.
0DWUL['LVSOD\ For each combination of characteristics to which an existing variant can be assigned, the system displays the stock value of the variant assigned. This form of display is possible only at the variant split display level. You choose the organizational level and the stock type, for which you want to display stock data in the matrix, by positioning the cursor on the corresponding line and column in the basic list/breakdown list for the generic article. If only RQH variant-creating characteristic exists, the data is displayed in the matrix as an individual line. If special stock data is displayed, the type of special stock is also displayed after the stock type. By positioning the cursor on a variant in the matrix and choosing %DVLFOLVW YDULDQW, you can branch to the stock overview for this variant (individual variant display level).
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,QYHQWRU\0DQDJHPHQW 6WRFN2YHUYLHZ'LVSOD\ 9HUVLRQV You can have different display versions for the basic list and breakdown list display variants. The display version determines what stock types are displayed in what column sequence in the basic list/breakdown list for all of the organizational levels. The display version is valid for all display levels. To display special stock data, you need not maintain any separate entries in the display version. The normal stock type entries are used for this: Unrestricted use Quality inspection Blocked Restricted use For the segregated list display variant, you can also define the stock types that you want to appear in this list. This allows you to display different portions of stock data for each organizational level, or to additionally display those stock types that were excluded from the basic list/breakdown list (such as special stock types that can be displayed in the basic list only as a separate stock line and not in the stock line for the storage location, site, site group at the lowest level, or for the enterprise as a whole). You set up display versions in the Implementation Guide (IMG) under 'HILQHVWRFNOLVWGLVSOD\
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,QYHQWRU\0DQDJHPHQW %DWFKHV The structure of the article master allows you to manage stock of an article on a value basis at site or company code level and an a quantity basis at storage location level. In certain circumstances it is necessary to manage the stocks of an article in batches. Articles that are managed in batches (such as medical products) are not only identified and managed in stock by their article numbers but by their EDWFKQXPEHUV. Batch management can be enhanced by the batch status management function. Refer to MM - Inventory Management: Batches [Ext.]
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,QYHQWRU\0DQDJHPHQW 6SHFLDO6WRFNV In addition to ordinary stock, special stocks can also exist that, because they do not belong to your company or are stored at a particular location, have to be managed separately. In the SAP System there are two types of special stock:
2ZQ6SHFLDO6WRFNV Own special stocks are stocks belonging to your company that are stored with the vendor or the customer. &RQVLJQPHQWVWRFN Consignment goods belonging to your company that are stored with the customer. This stock is not available for Requirements Planning. In Inventory Management you can only post initial entry of inventory data for this special stock. Other goods movements are processed in the Sales and Distribution component (SD). 5HWXUQDEOHSDFNDJLQJDWFXVWRPHU Packaging articles or means of transport (for example, pallets or crates) which are supplied by your company to a customer and must be returned. Returnable packaging at the customer is not available for Requirements Planning. In Inventory Management you can only post initial entry of inventory data for this special stock. Other goods movements are processed in the Sales and Distribution component (SD). Since these special stocks are not located at your own company, they are managed on site level and not on storage location level. These special stocks can be allocated to two different stock types: Unrestricted-use stock Stock in quality inspection All stock types can be inventoried.
([WHUQDOO\2ZQHG6SHFLDO6WRFNV Externally-owned special stocks belonging to a vendor or customer that are stored at your company: 9HQGRU&RQVLJQPHQW Consignment stock belonging to the vendor that is stored on your premises. This stock is available for Requirements Planning. Goods movements for vendor consignment stock are explained in the section on consignment. 5HWXUQDEOHWUDQVSRUWSDFNDJLQJ Multi-trip packaging medium (such as pallets or containers) in which goods can be transported between vendors and customers. Returnable transport packaging from a vendor which is kept on your premises is managed as special stock and assigned as belonging to the vendor. Since it belongs to the vendor, it is not a part of your
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6HHDOVR valuated stock. Goods movements for returnable transport packaging are explained in the section on returnable transport packaging. Since these special stocks are located at your company, they are managed at storage location level. These special stocks can be allocated to three different stock types: Unrestricted-use stock Stock in quality inspection Blocked stock All stock types can be inventoried.
6HHDOVR MM - Special Stocks and Special Procurement Forms in Materials Management [Ext.]
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,QYHQWRU\0DQDJHPHQW ,QYHQWRU\0DQDJHPHQWDW9DOXH 2QO\$UWLFOH/HYHO Articles can be grouped together for Inventory Management purposes. A “value-only” article is created for every group. All the goods movements for articles in the group are posted to the value-only article. A typical group used in such cases is the merchandise category. You can also group together merchandise categories or divide up a merchandise category. Inventory Management on a merchandise category basis is carried out on a YDOXHRQO\ basis. The cost and retail values of a value-only article are known in the system. Usually there is no information on quantities.
$SSOLFDWLRQ Inventory Management on a merchandise category basis can be used in the following situations: No electronic scanner registers are in use in the stores. In this case the number of keys on the cash register is not enough to allow articlebased postings. So each key is assigned to a merchandise category. You wish to minimize the volume of data. Even when electronic scanner registers are in use, you may not wish to manage your inventory on an article basis in the SAP system. By managing your inventory on a value-only basis, you reduce the number of goods movements and the volume of article master data. You wish to minimize administration. Grouping together articles makes it easier to keep a track of business. It is also less trouble to create lists and analyses in this way.
6WUXFWXUHLQ,QYHQWRU\0DQDJHPHQW When a goods movement is posted, the system searches for a value-only article (a procedure called value-only article determination). For every item in an article document, the system checks whether the posting is to be made to a specific article or to a value-only article. The following methods are possible: Posting to an article Posting to a hierarchy article Posting to a merchandise category article Posting to a group article
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,QYHQWRU\0DQDJHPHQW &RQWUROOLQJ,QYHQWRU\ 0DQDJHPHQWRQD9DOXH2QO\%DVLV To activate inventory management at value-only article level for a site, you must assign the site a profile for value-only inventory management in the site master data. You then define a value-only article for each merchandise category in the site, whereby the system checks the merchandise category hierarchy for the article chosen. In assigning a value-only article to a merchandise category, you may assign: •
a value-only article of the merchandise category
•
an article above the merchandise category in the hierarchy (hierarchy article).
•
an article below the merchandise category in the hierarchy (group article).
If you want to assign a merchandise category any other value-only article of your choice, you can set an indicator in the profile so that the system does not check the merchandise category hierarchy. The following examples illustrate the significance of using different profiles for value-based inventory management: ´
3URILOH $UWLFOHEDVHG,QYHQWRU\0DQDJHPHQW All articles in stock are managed on an individual value and quantity basis. Inventory Management on an Article Basis: Example [Page 870] 3URILOH 0DQDJHPHQWRQD9DOXH2QO\%DVLVDWWKH0HUFKDQGLVH &DWHJRU\$UWLFOH/HYHO No article in stock is managed on an individual value and quantity basis. Every article is assigned to a merchandise category article. Inventory Management on a Value-Only Basis at the Merchandise-Category Article Level: Example [Page 871] 3URILOH 0DQDJHPHQWRQD9DOXH2QO\%DVLVDWWKH+LHUDUFK\$UWLFOH /HYHO No article in stock is managed on an individual value and quantity basis. Every article is assigned to a hierarchy article at the node above the merchandise category. A hierarchy article groups together a number of merchandise categories. Inventory Management on a Value-Only Basis at the Hierarchy Article Level: Example [Page 872] 3URILOH ,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLVDWWKH 0HUFKDQGLVH&DWHJRU\$UWLFOH/HYHOZLWK([FHSWLRQV Most articles in stock are not managed on an individual value and quantity basis. Every article is assigned to a merchandise category article valid for the respective merchandise category. In addition to this, some articles are assigned
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3UHUHTXLVLWHV Sales price valuation must be activated in the Customizing system for the site in question. Value-only articles must be created. Profiles forInventory Management on a value-only basismust be created and assigned to the sites in question via the site maintenance function. Exceptions for Inventory Management on a value-only basis must be defined for every site via the site maintenance function.
6HHDOVR Valuation: Controlling Sales Price Valuation (Retail Method) [Page 934]
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,QYHQWRU\0DQDJHPHQWRQDQ$UWLFOH%DVLV ([DPSOH Merchandise category hierarchy nodes: Perishables
Base merchandise category: fruit
Apples
Pears
Kiwis
Bananas
Base merchandise category: vegetables
Hazelnuts
Walnuts
Coconuts
Legend: : Article to which stock is posted
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,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLVDWWKH 0HUFKDQGLVH&DWHJRU\$UWLFOH/HYHO ([DPSOH Merchandise category hierarchy node: Perishables
Base merchandise category: Fruit Merchandise category article : Fruit
Kiwis
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Apples
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Coconuts
Legend: : Article to which stock is posted
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,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLVDWWKH +LHUDUFK\$UWLFOH/HYHO ([DPSOH Merchandise category hierarchy node: Perishables
Base merchandise category: Fruit Merchandise category article : Fruit
Group article: Exotic fruits
Apples
Pears
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Kiwis
Bananas
Legend: : Article to which stock is posted
: Article to which no stock is posted
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,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLVDWWKH 0HUFKDQGLVH&DWHJRU\$UWLFOH/HYHOZLWK([FHSWLRQV ([DPSOH Merchandise category hierarchy node: Perishables
Base merchandise category: Fruit Merchandise category article : Fruit
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,QYHQWRU\0DQDJHPHQW 6WRFN2YHUYLHZIRU9DOXH2QO\ $UWLFOHV You can display a list of the stock of one or more value-only articles, limiting your selection to the site, storage location or distribution chain levels. The value of the stock at VDOHVSULFHV is displayed for every value-only article. It is not possible to display any information on the quantity of stock on-hand for a value-only article. ´ You can only display an overview of the stock of value-only articles using this report or in a balance list for every valuation area. Other reports and analyses only take quantity-based stocks into account. You can make your selection via article or merchandise category numbers. Normally, only one merchandise category article exists for a merchandise category. More than one group article can exist so that a more detailed distinction is possible. The report takes the following stock types into account: 8QUHVWULFWHGXVHVWRFN Stock of a value-only article that is not in transfer and has no restrictions in its use. 6WRFNLQWUDQVIHUDWVWRUDJHORFDWLRQOHYHO The stock is displayed in the receiving storage location a the goods issue is posted for a two-step transfer posting between two storage locations. 6WRFNLQWUDQVIHUDWVLWHOHYHO The stock is displayed in the receiving site after a goods issue is posted for a two-step transfer posting between two sites. 6WRFNLQWUDQVLWDWVLWHOHYHO The stock is displayed in the receiving site after a goods issue is posted for a stock transport order. A negative sales price value is displayed if negative stocks exist.
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,QYHQWRU\0DQDJHPHQW 6SHFLDO$UWLFOHV&DWHJRULHV 8VH Articles that have a special article category are those which are not single articles. The following explains how these articles are handled in inventory management: *HQHULFDUWLFOHV Generic articles have variants, for example in different colors and sizes. The variants are processed in goods movements. Inventory Management: Generic Articles [Page 876] 6WUXFWXUHGDUWLFOHV Structured articles consist of a header article and a bill of material with components. Examples are sets, prepacks and displays. In Inventory Management you can split up a header article into its constituent components or create a header article from the individual components. Inventory Management: Structured Articles [Page 877] (PSWLHV You can assign a full product empties components in a bill of material. In certain transactions the system automatically adds empties items to the full product. Inventory Management: Processing Empties [Page 879]
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,QYHQWRU\0DQDJHPHQW *HQHULF$UWLFOHV 8VH When you enter a goods movement for a generic material, a screen appears for you to enter the variants. There are two ways in which you can process variants: 9DULDQWPDWUL[ This is only suitable for variants with a maximum of two characteristics. ´ The generic article “ladies’ blouse” is made up of the characteristics color and size. You enter a quantity of each variant in the matrix: 6L]H &RORU 38
40
42
red
300
200
300
150
100
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The variant list is an alternative to the matrix and is used for generic articles with more than two characteristics: ´ The variants from the previous example would look like this if they were displayed in list form: &RORU
6L]H
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red
38
100
red
40
300
red
42
200
white
38
white
40
300
white
42
150
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,QYHQWRU\0DQDJHPHQW 6WUXFWXUHG$UWLFOHV 8VH By making transfer postings using special movement types, you can split up the header article of a structured article (for example, a prepack or display) into its constituent components or create a header article from the individual components.
,QWHJUDWLRQ •
A structured article is split into its constituent components automatically, either in the purchase order or at goods receipt, depending on how your system is configured.
•
You can also use this function if Warehouse Management (WM) is active.
3UHUHTXLVLWHV If you want to have the system automatically split up structured articles, you must make the retailspecific article settings in Customizing to control the logistics processes involved with structured articles.
)HDWXUHV &UHDWLRQRI6WUXFWXUHG$UWLFOH+HDGHUV You can use movement type to create a structured article header from the individual components. This posting leads to the stock of the header article being increased and that of the components decreased. The transaction is reversed using reversal movement type . ´ You enter a transfer posting to create a box of structured article “Display” comprising components 1 and 2. This results in the following article document items: 4W\
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1
Box
Display
317 +
4
Piece
Component 1
317 -
5
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Component 2
317 -
6SOLWWLQJXS6WUXFWXUHG$UWLFOH+HDGHUV You can use movement type 319 to split up a structured article (such as a lot or prepack) into its constituent components A structured article is split into its constituent components automatically, either in the purchase order or at goods receipt, depending on how your system is configured. The stock of the header article is debited and the components credited. The transaction is reversed using reversal movement type . ´
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1
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4
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5
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,QYHQWRU\0DQDJHPHQW 3URFHVVLQJ(PSWLHV 8VH Empties processing allows you to create a link in Inventory Management between a full product and an empty article. Various functions make it easier for you to manage your stocks of empties and split them up into their individual components.
3UHUHTXLVLWHV Before you can use the empties functionality, you must activate empties processing by making the required settings in Customizing for Materials Management.
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,QYHQWRU\0DQDJHPHQW 0DQDJLQJ(PSWLHV&RPSRQHQWV LQ%LOOVRI0DWHULDO 8VH You can assign each unit of measure of a full product an empties bill of material. ´ The unit “crate” of the full product “beer” is made up of two components: &RPSRQHQW
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3UHUHTXLVLWHV Before you create a bill of material, you must create an article master record for the full product and also for the empties components. The standard system contains the article type 92// for full products and /*87 for empties.
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15 crates
Beer 2
20 crates
Bottle
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840 pieces
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15
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Purchase orders
•
Sales orders
•
Deliveries (only when deliveries are generated as follow-on documents to store orders)
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,QYHQWRU\0DQDJHPHQW $XWRPDWLF3RVWLQJRI 'LIIHUHQFHVIRU(PSWLHV&RPSRQHQWVLQ3K\VLFDO ,QYHQWRU\ 8VH If you enter physical inventory differences for a full product in a unit of measure for which an empties BOM exists, the system automatically posts the differences for the empties components. The quantity is based on the full product quantity and the corresponding percentage of the component in the BOM. Empties components are not recorded in physical inventory documents and only appear after differences have been posted in the article document.
,QWHJUDWLRQ This function applies to physical inventory differences for full products.
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,QYHQWRU\0DQDJHPHQW 6WRFN/LVWRI(PSWLHV You can display a list of the stock of one or more empties articles, limiting your selection to the site and storage location levels. You can branch from the basic list to the article master data display. A distinction is made in the list between tied and non-tied stock of empties. 7LHG(PSWLHV6WRFN The empties stock is said to be tied if it is assigned to the stock of a full product. You can assign an empty article to a unit of measure of a full product using a bill of material (BOM). The system determines the tied empties stock from the stock onhand of the full product and the bill of material assignment. If more than one bill of material exists for a full product, the system bases its calculation of the tied empties stock on the bill of material for the unit of issue of the full product in the site concerned. If you have not created a bill of material for the unit of issue, the system uses the first entry in the database table for bills of material for its calculation. 1RQWLHG(PSWLHV6WRFN The empties stock is said to be non-tied if the full product to which the empties belongs has no stock. ´ Article 50004720 has the description “Apple juice, 1 liter” and the base unit of measure piece. The article is issued from the distribution center in crates of 6 bottles. The following bill of material has been created for the unit of issue created: &RPSRQHQW
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100 crates
10 crates
Sometimes tied or non-tied empties are displayed with figures after the decimal point, even though the unit of measure is usually a whole number. This is an indication that the SKU has been broken open. ´ If, in the above example, a goods issue was posted in the base unit of measure because 3 bottles were broken, for example, the stock of tied crates is displayed as a non-whole number.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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5HVHUYDWLRQ3URFHVVLQJ 3XUSRVH This process allows you to plan the goods movements goods issues, stock transfers and goods receipts via reservations. A reservation enables your actual stock on-hand to be divided into unrestricted-use stock and reserved stock. This also enables you to define the sequence in which customers or other recipients are supplied. A reservation can be created for an article or for a number of articles. Each reservation contains information on the use, article number, planned quantity, planned date of requirement/receipt, and the valuation type if the article is subject to split valuation. Reservations allow you to: •
3ODQJRRGVLVVXHV A reservation for a goods issue is a request to the warehouse to reserve articles for issue at a later date for a specific purpose (such as for your own consumption or for a sales order). This makes the goods issue process easier and allows the goods issuing department to prepare the work. This is also a valuable source of information for Requirements Planning, helping to identify a state of shortage and replenish stocks, if required.
•
3ODQVWRFNWUDQVIHUV Reservations for stock transfers allow goods issues to be planned in the issuing center. They are used for stock transfers in one step.
•
3ODQJRRGVUHFHLSWV Reservations for planned receipts are created to enable you to plan goods receipts from a vendor when Purchasing is not active in SAP Retail.
6WHSVLQWKH3URFHVV 1. You choose a movement type and define the purpose of the reservation (goods issue, transfer posting, goods receipt) and the sites involved. 2. Depending on the movement type, you enter the receiving and/or issuing organization unit and the account assignment data. 3. You define the scope of the reservation (articles and quantities) and the required date. 4. If required, you can block the reservation items from movements. 5. If the article is subject to split valuation, you enter the valuation type. 6. The system adopts any empties items. 7. If you require, you can enter any returnable transport packaging (RTP). 8. The system checks the availability of the article. 9. When you post the reservation, the system updates the reserved stock and creates a reservation document.
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You can only create reservations for a particular purpose - you can only enter the one movement type and account assignment (such as a cost center) in a reservation.
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&UHDWLQJD5HVHUYDWLRQ 3URFHGXUH To create a reservation for a goods issue, you follow these steps:: 1. Choose 5HVHUYDWLRQ →&UHDWH from the Inventory Management menu. The initial screen of the function appears. 2. On the initial screen, enter the following data: –
Base date
–
Movement type
–
plant
3. Press ENTER to display the collective entry screen. (QWHUDQ$FFRXQW$VVLJQPHQW The upper part of the screen contains the header data for the reservation. Depending on the movement type, you must maintain different account assignment fields (for example, cost center, order, or asset). Some of the account assignment fields (for example, G/L account) need not be maintained manually. The relevant information is automatically copied from the account assignment object. (QWHUD*/$FFRXQW If the */DFFRXQW field is available on the screen, you can manually enter a G/L account used as the offsetting entry for the inventory posting (usually a consumption account). –
If you do not enter an account, the system will automatically determine the G/L account when the goods movement is entered.
–
If you enter an account manually, no automatic account determination takes place when the goods movement is entered. The system uses the G/L account entered in the reservation.
(QWHU,WHPV In the lower part of the screen, you can enter several items. If you need to enter more items in the reservation, you can choose (GLW → 1HZLWHPV to enter additional items. $YDLODELOLW\&KHFN If an availability check has been defined for the material or for the movement type, the system performs this check for each item. If a material will not be available on the requirement date, the system issues either a warning or an error message, depending on the corresponding setting. 4. Check data on the overview screen. From the overview screen, you can perform various functions (see (UURU1RERRNPDUNQDPHJLYHQ) 5. Post the reservation.
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3URFHVVLQJ5HVHUYDWLRQV 8VH When you create a reservation, you can use the following functions to process it:
&KDQJH+HDGHU'DWD By selecting *RWR →+HDGHU, you can display the header data screen where you can change the base date and the account assignment.
(QWHU1HZ,WHPV RQ'HWDLO6FUHHQ If you do not want to enter a new item on the &ROOHFWLYHSURFHVVLQJVFUHHQ, but rather directly on the detail screen, select (GLW →1HZLWHP. The detail screen for the entry of a new item appears. Once you have entered the new item, you can display the detail screen for entry of the next new item by selecting (GLW →1HZLWHP. ´ If you want to enter all of the items directly on the detail screen instead of on the collective entry screen, you can call the 1HZLWHP function directly from the initial screen. When you do this, you first receive a box in which you enter the account assignment data. After you press ENTER, the detail screen for entry of the first item appears.
(QWHU1HZ,WHPV RQ&ROOHFWLYH3URFHVVLQJ6FUHHQ To enter several new items at once on the collective processing screen, choose (GLW →1HZ LWHPV. Alternatively, you can select *RWR →&ROOHFWLYHSURFHVV. The collective processing screen appears, and you can enter new items, but the items already entered are also listed. For those items, you cannot change the material number or the plant.
'HOHWLQJDQ,WHP If a material no longer needs to be withdrawn, or if you entered an incorrect material number or plant, you can delete the item. To do this, proceed as follows: 1. On the collective processing screen, position the cursor on the item to be deleted. 2. Select (GLW →0RUHIXQFWLRQV →'HOHWHLWHP
&KDQJHDQ,WHPRQ'HWDLO6FUHHQ To obtain detailed information on an item (for example, the quantity in the different units of measure, or the account assignment), select the item.
•
If you only entered one item for the reservation, the detail screen for that item immediately appears.
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If you entered more than one item, a dialog box appears in which you enter the number of the required item.
On the detail screen, you can change all of the item data (for example, the requirement date). You cannot change the material number or the plant.
&KDQJH'HIDXOW9DOXHVIRU1HZ,WHPV You use this function to enter new items for a different requirement date or for another plant. Choose (GLW →'HIDXOWYDOXHV. A dialog box appears in which you define the new default values.
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&UHDWLQJD5HVHUYDWLRQ8VLQJD5HIHUHQFH'RFXPHQW 3UHUHTXLVLWHV You use this function to copy items from an existing reservation when entering a new reservation. When doing this, you can:
•
change the account assignment and the base date
•
select and change the items to be adopted (copied)
•
enter new items
3URFHGXUH To enter a reservation that references another reservation, proceed as follows: 1. Select 5HVHUYDWLRQ →&UHDWH. This takes you to the initial screen for this function. 2. Enter the base date of the new reservation. Enter a movement type only if you want a movement type that differs from the movement type of the reservation to be copied. Enter the number of the reservation to be copied in the 5HVHUYDWLRQ field (under 5HI). You can also search for the reservation number using the matchcode function. You can also choose 5HVHUYDWLRQ →&UHDWHZUHIHUHQFH→7RUHIHUHQFH. A dialog box is displayed where you enter the base date and the reference reservation. 3. Press ENTER.The item selection screen is displayed. The list contains all items from the reference reservation. 4. If necessary, change the account assignment. 5. Select the items to be copied to the new reservation. You can edit the items directly on the item selection list. 6. To adopt (copy) the selected items, choose (GLW screen appears.
→,WHP V →$GRSW. The overview
7. Post the new reservation.
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3ODQQLQJ*RRGV5HFHLSWV8VLQJ5HVHUYDWLRQV 8VH You enter reservations for planned receipts for either of the following reasons: to plan goods receipts from production if your company does not use the PP Production Orders component to plan goods receipts from vendors, if your company does not use the MM Purchasing component These sorts of planned receipts can only be posted to the warehouse; they cannot be posted to consumption/usage.
$FWLYLWLHV 1. Select 5HVHUYDWLRQ →&UHDWH from the Inventory Management menu. The initial reservation screen appears. 2. Enter the data on the initial screen: a) %DVHGDWH: Here, you enter the planned delivery date. b) 0RYHPHQWW\SH: For a goods receipt from a vendor, select 0RYHPHQWW\SH →5HFHLSW →)URP YHQGRUZR32→7RXQUHVWULFWHG. The system places the corresponding movement type () into the 0RYHPHQWW\SH field. For a goods receipt from production, select 0RYHPHQWW\SH →5HFHLSW →)URP SURGZRRUGHU→7RXQUHVWULFWHG. The system places the corresponding movement type () into the 0RYHPHQWW\SH field. ´ You can specify only one movement type per reservation. This movement type is valid for all items in the reservation. c) 3ODQW: Enter the receiving plant in this field. Choose &RQWLQXH to display the collective entry screen. 3. Maintain the individual items on the collective entry screen. 4. Save the reservation.
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&KDQJLQJD5HVHUYDWLRQ 8VH You can change a manual reservation at any time, even if the reserved quantity has already been withdrawn. You cannot manually process automatic reservations.
:KLFK'DWD&DQ%H&KDQJHG" The &KDQJHUHVHUYDWLRQ function allows you to:
•
change general item data (for example, storage location, batch, recipient)
•
change the requirement date for one item or for all items
•
change the quantity of a reservation item if you need more or less than the quantity reserved until now
•
set or reset various indicators (final issue indicator, 0RYHPHQWDOORZHG indicator)
•
check the availability of the material for the base date specified
•
delete items
•
enter new items
&RQVWUDLQWV There are some restrictions on changing a reservation, as follows:
• •
You cannot change the account assignment data (for example cost center, order, and so on). If the account assignment is incorrect, you must delete the reservation and enter a new reservation. You cannot change the material number or the plant for an item. If either of these entries is incorrect, you must delete the item and enter a new item.
$YDLODELOLW\&KHFN If you change data relevant to materials planning (for example, quantity, storage location, requirement date), the system automatically performs a new availability check, if this has been defined for the material or for the movement type. If you do not change any data relevant to materials planning, you can still initiate the availability check manually.
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&KDQJLQJD5HVHUYDWLRQ 3UHUHTXLVLWHV This section begins by describing the general procedure for changing a reservation. It then goes on to explain several change functions.
3URFHGXUH To change a reservation, proceed as follows: 1. Choose Reservation
→ Change.
2. On the initial screen, enter the reservation number. If you do not know the reservation number, you can search for it using the Possible entries button. The collective processing screen for the reservation appears. 3. You can change the data (for example, quantity or storage location) directly on the collective processing screen. Alternatively, you can select one particular item and change the data on the detail screen. 4. Post the changes.
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&KDQJLQJWKH5HTXLUHPHQW'DWH 3URFHGXUH You can change the requirement date for individual items or for all items of the reservation. You change the requirement date for a certain item on the detail screen. You change the requirement date for all items by changing the base date in the header. To do this, proceed as follows: 1. Choose *RWR
→+HDGHU.
2. Change the base date. 3. Press The system displays a box in which a new requirement date is proposed for all of the items. (17(5
If desired, you can still change the requirement date of any item in this box. 4. Press ENTER.The system uses the new requirement date for all items. 5. To go to the overview screen, select *RWR →2YHUYLHZ. 6. Post the changes.
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&KDQJLQJWKH5HTXLUHPHQW4XDQWLW\ 8VH You can change the requirement (or required) quantity of an item at any time. You can change the quantity on the collective processing screen or on the detail screen. On the detail screen, the required quantity (in the stockkeeping unit) and the quantity withdrawn to-date are also displayed. ´ If you change the quantity for a reservation item and do not reset the “final issue” indicator, this item will be suggested as deselected when you enter the goods movement (see Changing the Final Issue Indicator [Page 899]).
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&KDQJLQJWKH0RYHPHQW$OORZHG,QGLFDWRU 8VH If you specified that movements are not yet allowed for the reservation items when you entered the reservation (for example, because the requirement date is in the far future), you must set the 0RYHPHQWDOORZHG indicator before you post the first goods issue for the reservation item. You have various options of setting or resetting the Movement allowed indicator:
• • •
You can use the reservations management program to set the indicator automatically (see Functions of the Reservations Management Program [Page 907]). You can set or reset the indicator manually for individual items on the collective processing screen (0 column) or on the detail screen (0YWDOORZHG field). To set or reset the indicator for all items, choose (GLW →0RUHIXQFWLRQV →)RUDOO LWHPV →0RYHPHQWRQRII on the collective processing screen. The system automatically sets the indicator for all of the items (or resets it if it has already been set).
Post the changes.
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&KDQJLQJWKH)LQDO,VVXH,QGLFDWRU 8VH The final issue indicator is used to mark a reservation item as completed. It is set automatically during goods issue posting if the entire reserved quantity is withdrawn. If the indicator is set for a reservation item, this item will no longer be suggested as selected for the goods issue. If you want a reservation item to be considered completed by a particular goods issue despite the fact that the entire quantity was not issued, you can manually set the final issue indicator when you enter the goods issue item, to mark the item as completed. ´ Entering goods issues with reference to a reservation is explained in detail in Goods issues [Ext.]. There are other situations in which you can manually change the final issue indicator in the reservation, namely:
• •
If a reservation item was completed by a partial withdrawal, but the final issue indicator was not set when the goods issue was entered, you can set the final issue indicator directly in the reservation to mark the item as completed. If a reservation item has already been marked as completed, but you want to reserve an additional quantity, reset the indicator, so that the item will be appear as selected when the goods issue is entered.
You can set or reset the final issue indicator for an item directly on the collective processing screen (),V column) or on the detail screen ()LQDOLVVXH field). Post the changes.
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&KHFNLQJ$YDLODELOLW\ 8VH If you change data relevant to materials planning, the system automatically checks whether the material will be available on the requirement date. If you have not changed any data relevant to materials planning, you can manually initiate the availability check.
$FWLYLWLHV To do so, proceed as follows:
•
To perform the availability check for a particular item, choose (GLW → 0RUHIXQFWLRQV → &KHFNDYDLODELOLW\ from the detail screen.
•
To perform the availability check for all items, choose (GLW → 0RUHIXQFWLRQV → )RU DOOLWHPV →&KHFNDYDLODELOLW\ from the collective processing screen.
If the material will not be available on the requirement date, the system issues either a warning or an error message, depending on the corresponding setting.
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'HOHWLQJDQ,WHP 3UHUHTXLVLWHV If a material is no longer to be withdrawn, or if you entered an incorrect material number or incorrect plant, you can delete the reservation item.
3URFHGXUH 1. On the collective processing screen, position the cursor on the item to be deleted. 2. Choose (GLW
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This marks the item for deletion. Although the item still appears in the list, it can no longer be changed. 3. Post the change.
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(QWHU1HZ,WHPV 3URFHGXUH You can enter new items either on the collective processing screen or on the detail screen. 1. Choose (GLW →1HZLWHPV. To enter a new item directly on the detail screen, choose (GLW →1HZLWHP. 2. In either case, a dialog box appears in which you enter default values (requirement date and plant) for the new items. 3. After you press ENTER, the collective processing screen or the detail screen appears, respectively. Enter new items on that screen. 4. Post the new items.
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'LVSOD\LQJD5HVHUYDWLRQ 3URFHGXUH The following functions are available for displaying reservations:
•
Displaying an Individual Reservation
•
display a list of the reservations for a material
•
display a list of the reservations for an account assignment
'LVSOD\LQJDQ,QGLYLGXDO5HVHUYDWLRQ Using this function, you can display a specific reservation. To do this, proceed as follows: 1. From the Inventory Management menu, select 5HVHUYDWLRQ screen for displaying a reservation appears.
→'LVSOD\. The initial
2. Enter the reservation. If you do not know the reservation number, you can search for it using the Possible entries button. The overview screen for the reservation appears. 3. If you want to display detailed information about an item, select the item. The detail screen for the item appears. 4. To display the header data screen, choose *RWR →+HDGHU. The header data screen appears. 5. Select *RWR →2YHUYLHZ to return to the overview screen. 6. To exit the function, choose 5HVHUYDWLRQ
→([LW.
'LVSOD\LQJ5HVHUYDWLRQVIRUD0DWHULDO Using this function, you can display the list of reservations for one or more materials. To display the list, proceed as follows: 1. Choose Reservation → For material. 2. On the initial screen, enter the material number and the selection criteria. 3. Choose 3URJUDP →([HFXWH. The list of reservations for the material appears. To display the overview screen for a reservation, place the cursor on that reservation and either select that line or select *RWR → 5HVHUYDWLRQ from the menu. By choosing *RWR → 5HVHUYDWLRQLWHP you can go directly to the detail screen for the reservation item.
'LVSOD\LQJ5HVHUYDWLRQVIRUDQ$FFRXQW$VVLJQPHQW Using this function, you can display the list of reservations for an account assignment (for example, cost center, order, asset).
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→ By account assgt.
2. On the initial screen, enter the account assignment. 3. Choose Program →Execute. The list of reservations for the specified account assignment appears. To display the overview screen for a reservation, place the cursor on that reservation and select the line.
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0DQDJLQJ5HVHUYDWLRQV 8VH This topic describes how to delete reservations or set the 0RYHPHQWDOORZHG indicator using the reservations management program.
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7DVNVRIWKH5HVHUYDWLRQV0DQDJHPHQW3URJUDP 8VH Management of reservations involves the following:
•
reorganization of the reservation file
•
mass changes of reservations
5HRUJDQL]DWLRQRIWKH5HVHUYDWLRQ)LOH Completed, old, or unnecessary reservations should be regularly deleted, to keep the reservation file from becoming excessively large. Reservations are deleted as follows: 1. Reservation items that are completed or that are in the system longer than a certain number of days are marked for deletion by the reservations management program. 2. When all of the items of a reservation are marked for deletion, the reservation is physically removed from the file.
%XON&KDQJHRI5HVHUYDWLRQV When you enter reservations for which movements are not yet allowed, you must set the MRYHPHQWDOORZHG indicator so that you can post goods movements for these reservation items. It is possible to make this change for all reservation items whose requirement date is in the near future (for example, within the next 10 days).
6HOHFWLQJ5HVHUYDWLRQV7R%H3URFHVVHG You can limit the list of reservations to be processed by entering various selection criteria, as follows:
•
reservation number (defining a range is allowed)
•
base date (7R date)
•
account assignment ´ This function cannot be used to manage automatic reservations which were created for an order. These reservations are managed via the maintenance functionality of the order.
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)XQFWLRQVRIWKH5HVHUYDWLRQV0DQDJHPHQW3URJUDP 8VH The management program carries out the following actions:
•
Marking Items for Deletion
•
Deleting Reservations
•
Allowing movements for reservation items
These functions are described in more detail in the following topics.
0DUNLQJ,WHPVIRU'HOHWLRQ The reservations management program sets the deletion indicator for reservation items:
•
that are completed (final issue indicator has been set)
•
whose requirement date is earlier than the date calculated by the system Consequently, old or unnecessary reservations that no longer represent an "actual" request are deleted (for example, because the material was withdrawn without the reservation being referenced during the goods issue posting).
&DOFXODWLRQRIWKHGHOHWLRQGDWH To allow the system to calculate a date for the deletion of the reservations, you must enter a EDVHGDWH on the selection screen. The system calculates the deletion date using the base date you enter minus a predefined number of days (in the standard SAP System: 30 days). ´ You enter 10. 01 as a base date. In this case, all reservation items whose requirement date is on or before 09.01 are marked for deletion.
'HOHWLQJ5HVHUYDWLRQV If all of the items of a reservation are marked for deletion, the entire reservation is removed from the file. It is possible to delete only those reservations that were entered for a certain account assignment (for example, a cost center or an order). To do so, enter the account assignment as a selection criterion.
$OORZLQJ0RYHPHQWVIRU5HVHUYDWLRQ,WHPV The reservations management program sets the 0RYHPHQWDOORZHGindicator for all items whose requirement date falls within a certain period. For these items, goods movements are allowed. &DOFXODWLRQRIWKH3HULRG To enable the system to calculate a period for allowing movements, you must enter aEDVHGDWH on the selection screen. The system calculates the period using the base date you enter plus a predefined number of days (in the standard SAP System: 10 days). ´
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5XQQLQJWKH5HVHUYDWLRQV0DQDJHPHQW3URJUDP 3URFHGXUH 1. Choose 5HVHUYDWLRQ →0DQDJH from the Inventory Management menu. The selection screen for the management program appears. 2. On this screen, enter a range for the reservations to be processed. You can also narrow down the number of reservations to be processed by entering an account assignment as a selection criterion. Enter the base date:
- Only reservations whose base date is on or before the date entered are taken into account.
- Using the base date, the system calculates the date for deletion of the reservation items and the period for allowing movements. Select the actions to be carried out (for example, 6HWGHOHWLRQLQGLFDWRUGHOHWH UHVHUYDWLRQ or $OORZJRRGVPRYHPHQW). If the 2QO\FRPSOHWHGLWHPV indicator is set, only items that are completely issued or marked as completed are marked for deletion. If you run the program as a test run, you obtain a list of all reservations and reservation items with the changes to be carried out. You can make the changes by choosing /LVW → 6DYH. If you do not run the program as a test run, the changes are carried out immediately. A log of the changes that are carried out is only issued if you selected the LVVXHORJ indicator. 3. Run the reservations management program by choosing 3URJUDP
→([HFXWH.
Depending on the function you selected, one of the following collective processing screens will be displayed: –
collective processing screen for the reservations to be deleted
–
collective processing screen for the reservation items to be changed
If you selected both functions, the collective processing screen for the reservations to be deleted is displayed. To display the screen for the items to be changed, choose *RWR→5HVHUYDWLRQLWHPVWREHFKDQJHG On the collective processing screen, select the required reservations or reservation items. 4. To obtain the list of the selected reservations or reservation items, choose *RWR → 2YHUYLHZ. 5. To delete the reservations or set the 0RYHPHQWDOORZHG indicator, choose /LVW→ 6DYH.
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6WRFN7UDQVIHULQD6LQJOH6WHS 3XUSRVH This business process allows you to post the transfer of merchandise between different organizational units in a single step. Goods movements are made in a company not only in the form of goods receipts and goods issues. Due to the way a company is organized (such as decentralized storage) or the sales and distribution policies of the company, stock sometimes has to be transferred within the company. This has to be mapped in the system with the smallest number of postings. Stock transfers can be posted at various levels: •
Storage location to storage location within the same site
•
Site to site within the same company code
•
Site to site between different company codes
A stock transfer always comprises the posting of a goods issue from the one organizational unit (storage location, site or company code) and the posting of a goods receipt in another (storage location, site or company code). With stock transfers using the transfer posting procedure in a single step, the goods receipt and goods issue are entered and posted in the system in a single step. Postings are only made in Inventory Management; that is, no purchase orders or deliveries are generated. The transfer of stock in a single step is only suitable for retailers in special cases (such as when pallets are being returned) and requires smooth and efficient communication between the organizational units concerned.
6WHSVLQWKH3URFHVV 1. If a reservation exists, you carry out the stock transfer referring to the document and are thus able to copy data from the reservation to the stock transfer. You can change the items as required. Proceed with step five. If no reservation exists, proceed with step two. 2. Choose a stock transfer type: •
Storage location to storage location within the same site
•
Site to site within the same company code
•
Site to site between different company codes
3. You enter the issuing organizational unit, receiving unit, article and quantity. 4. If the article is subject to split valuation, you enter the valuation type (such as promotion stock or standard stock) in the issuing and/or receiving site. 5. The system adopts any empties items. 6. If you require, you can enter any returnable transport packaging (RTP). 7. The system checks the availability of the article.
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8. You post the stock transfer and print the goods issue/receipt slip if you require it. 9. If Warehouse Management is not active, this process also includes the physical transfer of the goods. 6HHDOVR Stock Transfer in Two Steps [Page 917]
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8VLQJWKH2QH6WHS3URFHGXUH:LWKD5HVHUYDWLRQ 6WRUDJH/RFDWLRQ 3URFHGXUH 1. From the Inventory Management menu, choose *RRGVPRYHPHQW →7UDQVIHU SRVWLQJ. 2. Enter the data on the initial screen: a) Enter the header data. b) Choose 7UDQVIHUSRVWLQJ →&UHDWHZUHIHUHQFH →7RUHVHUYDWLRQ A box appears for selecting the reservation. Enter the reservation number or search for the reservation using selection criteria (material number or plant and receiving storage location). 3. Select the items that you want to process and, If necessary, change the data suggested from the reservation. 4. Check the data on the overview screen and post the document. The stock transfer reduces unrestricted-use stock and reserved stock at the issuing storage location and increases the same stock at the receiving storage location No change in stock occurs at plant level. No accounting document is created in addition to the material document. The quantity becomes available again for Materials Planning.
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8VLQJWKH2QH6WHS3URFHGXUH:LWKD5HVHUYDWLRQ 3ODQW 3URFHGXUH 1. Choose Goods movement → Transfer posting. 2. Enter the data on the initial screen: a) Enter the header data. b) Select 7UDQVIHUSRVWLQJ →&UHDWHZUHIHUHQFH →7RUHVHUYDWLRQ A box appears for selecting the reservation. Enter the reservation number or search for the reservation using selection criteria (material number or receiving plant and receiving storage location). 3. Select the items that you want to process and, If necessary, change the data suggested from the reservation. 4. Check the data on the overview screen and post the document. The stock transfer reduces total valuated stock, unrestricted-use stock, and reserved stock in the issuing plant and increases the total valuated stock and the unrestricted-use stock in the receiving plant. An accounting document is created. The quantity becomes available again for Materials Planning.
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8VLQJWKH2QH6WHS3URFHGXUH:LWKRXWD5HVHUYDWLRQ 6WRUDJH/RFDWLRQ 3URFHGXUH 1. From the Inventory Management menu, select *RRGVPRYHPHQW →7UDQVIHUSRVWLQJ. 2. Enter the data on the initial screen: a) Enter the header data. b) Select the movement type7UDQVIHUSRVWLQJ →6WRUORFWR6WRUORF, and select the required stock type (for example, 8QUHVWUWRXQUHVWU). c) Enter the plant and the issuing storage location, as defaults for the items. 3. Maintain the data on the collective entry screen: a) Enter the receiving storage location. If this storage location does not yet exist in the material master record, it is automatically created (provided that automatic creation of storage locations is allowed in this plant). b) Enter the items. For each item, you can still change the plant and the issuing storage location. 4. Check data on the overview screen. 5. Post the document. The stock transfer reduces the corresponding type of stock at the issuing storage location and increases the same type of stock at the receiving storage location. At plant level, plant stock does not change, except that the stock is distributed differently among the storage locations in the plant. No accounting document is created in addition to the material document.
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8VLQJWKH2QH6WHS3URFHGXUH:LWKRXWD5HVHUYDWLRQ 3ODQW 3URFHGXUH 1. Choose Goods movement → Transfer posting. 2. Enter the data on the initial screen: a) Enter the header data. b) Select movement type7UDQVIHUSRVWLQJ →3ODQWWRSODQW →5HPIPSOLQVWRUDJH. c) Enter the issuing plant and the issuing storage location as default values for the individual items. 3. Maintain the data on the collective entry screen: a) Enter the receiving plant and the receiving storage location. The plant must already exist in this material’s master record. If the storage location does not yet exist in the material master record, it is automatically created (provided that automatic creation of storage locations is allowed in this plant). b) Enter the items. For each item, you can still change the issuing plant and the issuing storage location. 4. Check the data on the overview screen and post the document. The stock transfer reduces unrestricted-use stock in the issuing plant and increases the same stock in the receiving plant. Parallel to the material document, an accounting document is created.
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6WRFN7UDQVIHU)URP&RPSDQ\&RGHWR&RPSDQ\&RGH You post a stock transfer from company code to company code the same way as you post a Stock Transfer From Plant to Plant [Ext.], except that both plants belong to different company codes. You can enter this stock transfer using the one-step or the two-step procedure. During the stock transfer, WZRDFFRXQWLQJGRFXPHQWV are created in addition to the material document:
• •
an accounting document for the removal from storage at the issuing company code an accounting document for the placement into storage at the receiving company code
The offsetting entry for the stock posting is done on a company code clearing account. You can display the value of the cross-company-code stock in transit with a report; refer to Displaying Cross-Company-Code Stock in Transit [Ext.]. ´ Stock transfers from company code to company code can be carried out using stock transport orders. For more information on stock transport orders, see the MM Guide 0DQDJLQJ6SHFLDO6WRFNV
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6WRFN7UDQVIHULQ7ZR6WHSV 3XUSRVH This business process allows you to post the transfer of merchandise between different organizational units in two steps. Goods movements are made in a company not only in the form of goods receipts and goods issues. Depending on how the company is organized (such as decentralized storage) or the sales and distribution policies of the company, stock sometimes has to be transferred within the company. This has to be mapped in the system. Stock transfers can be posted at various levels: •
Storage location to storage location within the same site
•
Site to site within the same company code
•
Site to site between different company codes
A stock transfer always comprises the posting of a goods issue from one organizational unit (storage location, site or company code) and the posting of a goods receipt in another (storage location, site or company code). With stock transfers using the transfer posting procedure in two steps, the goods receipt and goods issue are entered and posted in the system in two steps. Postings are only made in Inventory Management; that is, no purchase orders or deliveries are generated. The transfer of stock in two steps is only suitable for retailers in special cases (such as when stock is being transferred between stores).
6WHSVLQWKH3URFHVV 1. Choose a stock transfer type: •
Storage location to storage location within the same site
•
Site to site within the same company code
•
Site to site between different company codes
2. You enter the issuing organizational unit, receiving unit, article and quantity. 3. If the article is subject to split valuation, you enter the valuation type (such as promotion stock or standard stock) in the issuing site. 4. The system adopts any empties items. 5. If you require, you can enter any returnable transport packaging (RTP). 6. The system checks the availability of the article. 7. You post goods issue in the issuing site and print the goods issue/receipt slip if required. 8. You remove the stock from the issuing organizational unit. If Warehouse Management is active, the stock removal process in the issuing organizational unit is
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6WRFN7UDQVIHULQ7ZR6WHSV supported by transfer orders: Stock Removal Processing [Page 972]. 9. You enter the receiving organizational unit once the goods have arrived there. 10. You post the goods receipt in the receiving organization unit and print the GR/GI slip if required. 11. If Warehouse Management is not active, this process also includes the physical putaway of the goods.
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If you are transferring stock from site to site and the article is subject toVSOLW YDOXDWLRQ in the receiving site, you can only post the transfer posting using the VLQJOH VWHSSURFHGXUH or via a VWRFNWUDQVSRUWRUGHU.
6HHDOVR Stock Transfer in a Single Step [Page 910]
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7ZR6WHS3URFHGXUH6WRUDJH/RFDWLRQ 8VH Posting a stock transfer in two steps involves the following:
• •
In the first step, you enter the removal from storage at the issuing storage location. In the second step, you enter the placement into storage at the receiving storage location.
In the two-step procedure, you can only transfer material from the unrestricted-use stock of the issuing storage location into the unrestricted-use stock of the receiving storage location. Reservations are not possible with this procedure. After posting the removal from storage, the quantity is deducted from the issuing storage location. The quantity is managed in the stock at the receiving storage location (not in unrestricted-use stock, but in VWRFNLQWUDQVIHU). Also at plant level, the quantity is not available for unrestricted use. Stor. loc. 0001
Stor. loc. 0002
B A
B C
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Stock in transfer
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When the goods are actually received at the receiving storage location, the quantity is taken over from stock in transfer into unrestricted-use stock. For more information, please refer to: Entering the Removal From Storage At the Issuing Plant [Page 921] Entering Placement Into Storage at the Receiving Storage Location [Page 922] :KDWLIWKH*RRGV$UH'DPDJHG'XULQJ7UDQVSRUW" Damage that occurs during transport and that leads to scrapping of the goods must be reported in the system, so that the transfer stock can be corrected accordingly. Reporting damages can be done two ways, as follows:
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Cancel the removal from storage at the issuing storage location, then post the scrapping in the issuing storage location.(You cancel the removal with the function 7UDQVIHUSRVWLQJ, movement type5HYHUVHWIUSRVWLQJ → 6WRUORFWRVWRUORF → 5HPIPVWRUDJH6ORF, and you post the scrapping in the issuing storage location using the function*RRGVLVVXH, movement type,VVXH → 7RVFUDS → )URP XQUHVWULFWHG. Alternatively, post the placement of the entire quantity into storage at the receiving storage location, then post the scrapping in the receiving storage location.
Which method you select is not important for valuation of the scrapped quantity, since the material is not valuated at storage location level.
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(QWHULQJ5HPRYDO)URP6WRUDJHDW,VVXLQJ6WRUDJH /RFDWLRQ You enter the removal from storage at the issuing storage location as follows: 1. From the Inventory Management menu, select *RRGVPRYHPHQW →7UDQVIHUSRVWLQJ. 2. Enter the data on the initial screen: a) Enter the header data. b) Select the movement type7UDQVIHUSRVWLQJ →6WRUORFWR6WRUORF → 5HPIPVWRUDJH6/RF c) Enter the plant and the issuing storage location, as defaults for the items. 3. Maintain the data on the collective entry screen: a) Enter the receiving storage location. b) Enter the items. You can still change the plant and the issuing storage location. 4. Check the data on the overview screen and post the document. 6WRFN6LWXDWLRQ$IWHU5HPRYDO)URP6WRUDJH The posting of the removal from storage has the following effects on the stock situation:
•
3ODQWVWRFN Unrestricted-use stock is reduced by the posted quantity , because the goods are in transit at the moment.
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6WRFNLQWKHLVVXLQJVWRUDJHORFDWLRQ The quantity has been deducted from unrestricted-use stock.
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6WRFNLQWKHUHFHLYLQJVWRUDJHORFDWLRQ The quantity is already managed in stock, but is not yet part of unrestricted-use stock. It is contained in the stock in transfer at storage location level.
Since the stock transfer occurs within the plant, no accounting document is created in addition to the material document.
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(QWHULQJ3ODFHPHQW,QWR6WRUDJHDW5HFHLYLQJ6WRUDJH /RFDWLRQ You have the option of entering the placement into storage at the receiving storage location with or without reference to stock removal document.
3ODFHPHQW,QWR6WRUDJH:LWK5HIHUHQFHWRWKH6WRFN5HPRYDO'RFXPHQW If you know the material document with which the removal from storage was posted, you can enter the placement into storage as follows: 1. Choose 0DWHULDOGRFXPHQW→ 3ODFHPHQWLQWRVWRUDJH. 2. On the initial screen, enter the number of the document with which the removal from storage was posted (stock removal document) and - if required - a storage location. The system suggests all items of the reference document for placement into storage. 3. Copy (adopt) the desired items. 4. Post the document.
3ODFHPHQW,QWR6WRUDJH:LWKRXW5HIHUHQFHWRWKH6WRFN5HPRYDO'RFXPHQW You enter the placement into storage without reference to stock removal as follows: 1. Choose Goods movement → Transfer posting. 2. Enter the data on the initial screen: a) Enter the header data. b) Select the movement type7UDQVIHUSRVWLQJ → 6WRUORFWRVWRUORF → 3OLQ VWRUDJH6ORF c) Enter the plant and the receiving storage location, as defaults for the items. 3. Enter items on the collective entry screen. You do not need to enter the issuing storage location, because the transferred quantity is simply transferred from the stock in transfer to the unrestricted-use stock of the receiving storage location. 4. If you want to check the amount of stock in transfer for a particular item, select that item and then select *RWR → 0RUHIXQFWLRQV → 0RYDEOHTXDQWLW\. 5. Check the data on the overview screen and post the document.
6WRFN6LWXDWLRQ$IWHU3ODFHPHQW,QWR6WRUDJH Posting the placement into storage has the following effects on the stock situation:
•
3ODQWVWRFN The transferred quantity is now part of unrestricted-use stock.
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6WRFNLQWKHUHFHLYLQJVWRUDJHORFDWLRQ In the receiving plant, the quantity has been transferred from stock in transfer to unrestricted-use stock.
Since the stock transfer occurs within the plant, no accounting document is created in addition to the material document.
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7ZR6WHS3URFHGXUH3ODQW 8VH If you post a stock transfer from plant to plant using the two-step procedure, you post the removal from storage at the issuing plant first. After you post the removal from storage, the quantity being transferred is managed in VWRFNLQWUDQVIHU at the receiving plant. It is not yet part of unrestricted-use stock, however. You post the placement into storage at the receiving plant in a second step. Only then is the event completed and the transferred quantity part of unrestricted-use stock.
Plant Werk 0001 0001
Plant Werk 0002 0001
B A
B C
D
A
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"Unrestricted" stock
Stock in transfer
B A
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Possible reasons for carrying out the a stock transfer in two steps may be:The plants are located at quite a distance from each other and the goods are in transit for a prolonged period of time; or there is one employee responsible at each plant, and each can only post movements for his/her own plant. For more information, please refer to: Entering the Removal From Storage At the Issuing Plant [Page 925] Entering the Placement Into Storage At the Receiving Plant [Page 926] :KDWLIWKH*RRGV$UH'DPDJHG'XULQJ7UDQVSRUW" Damage that occurs during transport and that leads to scrapping of the goods must be reported in the system, so that the transfer stock can be corrected accordingly. Depending on whether to debit the issuing plant or the receiving plant with the costs of scrapping, reporting damages can be done two ways, as follows:
•
Cancel the removal from storage at the issuing plant, then post the scrapping in the issuing plant.(You cancel the removal with the function 7UDQVIHUSRVWLQJ, movement type5HYHUVHWIUSRVWLQJ→ 3ODQWWRSODQW → 5HPIPVWRUWRSODQW, and you post the
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•
Alternatively, post the placement of the entire quantity into storage at the receiving plant, then post the scrapping in the receiving plant.
It is important that the scrapped quantity not remain "in transfer" but be reported to the system as scrapped.
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(QWHULQJWKH5HPRYDO)URP6WRUDJH$WWKH,VVXLQJ3ODQW You enter the removal from storage at the issuing plant as follows: 1. Choose Goods movement → Transfer posting. 2. Enter the data on the initial screen: a) Enter the header data. b) Select the movement type7UDQVIHUSRVWLQJ→3ODQWWRSODQW →5HPIPVWRUWR SODQW c) Enter the issuing plant and the issuing storage location as default values for the individual items. 3. Maintain the data on the collective entry screen: a) Enter the receiving plant in this field. The plant must already exist in this material’s master record. For the removal from storage, entry of the receiving storage location is not necessary. The storage location is not defined until the placement of the material into storage. b) Enter the items. For each item, you can still change the issuing plant and the issuing storage location. 4. Check the data on the overview screen and post the document. 6WRFN6LWXDWLRQ$IWHU5HPRYDO)URP6WRUDJH The posting of the removal from storage has the following effects on the stock situation:
•
6WRFNLQWKHLVVXLQJSODQW The quantity has been deducted from total valuated stock and from unrestricted-use stock in the issuing plant and the issuing storage location.
•
6WRFNLQWKHUHFHLYLQJSODQW The quantity is already managed in total valuated stock in the receiving plant, but is not yet available for unrestricted use. It is in stock in transfer, at plant level. At this time, the receiving storage location is not yet known to the system.
If the plants belong to different valuation areas, an accounting document is created parallel to the material document for the removal from storage, because the stock is transferred from one plant into another.
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(QWHULQJWKH3ODFHPHQW,QWR6WRUDJH$WWKH5HFHLYLQJ 3ODQW You have the option of entering the placement into storage at the receiving plant with or without reference to stock removal document.
3ODFHPHQW,QWR6WRUDJH:LWK5HIHUHQFHWRWKH6WRFN5HPRYDO'RFXPHQW If you know the material document with which the removal from storage was posted, you can enter the placement into storage as follows: 1. Choose 0DWHULDOGRFXPHQW→3ODFHPHQWLQWRVWRUDJH. 2. On the initial screen, enter the number of the document with which the removal from storage was posted (stock removal document) and - if required - a storage location. The system suggests all items of the reference document for placement into storage. 3. Copy the desired items. 4. Post the document.
3ODFHPHQW,QWR6WRUDJH:LWKRXW5HIHUHQFHWRWKH6WRFN5HPRYDO'RFXPHQW You enter the placement into storage without reference to the stock removal document as follows: 1. Choose Goods movement → Transfer posting. 2. Enter the data on the initial screen: a) Enter the header data. b) Select the movement type7UDQVIHUSRVWLQJ →3ODQWWRSODQW →3OLQVWRULQSODQW. c) Enter the receiving plant and the receiving storage location, as defaults for the items. 3. Enter items on the collective entry screen. You do not need to enter the issuing plant, because the transferred quantity is simply transferred from the stock in transfer to the unrestricted-use stock of the receiving plant. 4. If you want to check the amount of stock in transfer for a particular item, select the item and then select *RWR →0RUHIXQFWLRQV →0RYDEOHTXDQWLW\. 5. Check the data on the overview screen and post the document.
6WRFN6LWXDWLRQ$IWHU3ODFHPHQW,QWR6WRUDJH Posting the placement into storage has the following effects on the stock situation:
•
6WRFNLQWKHUHFHLYLQJSODQW In the receiving plant, the quantity has been transferred from stock in transfer to unrestricted-use stock. It is also managed in unrestricted-use stock at the receiving storage location.
Since the transfer posting from stock in transfer to unrestricted-use stock occurs within the plant, an accounting document is not created in addition to the material document.
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6WRFN7UDQVIHU)URP&RPSDQ\&RGHWR&RPSDQ\&RGH You post a stock transfer from company code to company code the same way as you post a Stock Transfer From Plant to Plant [Ext.], except that both plants belong to different company codes. You can enter this stock transfer using the one-step or the two-step procedure. During the stock transfer, WZRDFFRXQWLQJGRFXPHQWV are created in addition to the material document:
• •
an accounting document for the removal from storage at the issuing company code an accounting document for the placement into storage at the receiving company code
The offsetting entry for the stock posting is done on a company code clearing account. You can display the value of the cross-company-code stock in transit with a report; refer to Displaying Cross-Company-Code Stock in Transit [Ext.]. ´ Stock transfers from company code to company code can be carried out using stock transport orders. For more information on stock transport orders, see the MM Guide 0DQDJLQJ6SHFLDO6WRFNV
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6SHFLDO6WRFN0RYHPHQWV 6WRUH 3XUSRVH This business process allows you to process store transactions that are purely goods movements (that is, not involving financial transactions) via the point of sale (POS). This applies to your own stock and to rack-jobber stock. In addition to actual sales, other transactions are handled at the point of sale which involve purely goods movements; that is, they only involve Inventory Management and not Financial Accounting. These goods movements have to be entered in the Inventory Management system. Some examples are: •
Withdrawal for own use This would be the withdrawal of an article for your own consumption (for example cleaning material to clean your store) or for further processing. Withdrawal for own use is posted to a cost center or a merchandise account.
•
Breakage/Spoilage/Weight loss This could involve merchandise that was spoiled or broken at some point in the logistics chain.
•
Theft
•
Stock transfers A stock transfer is the movement of goods between sites.
6WHSVLQWKH3URFHVV 1. The goods movements are entered in an external POS system or distributed retailing system (DRS) outside of SAP Retail. Data required includes the article identification, the quantity, the cost center to be debited or the receiving site. 2. The data is made available to the POS interface - inbound in the central system (SAP Retail). 3. The R/3 system finds the values and accounts relevant to the stock postings and then makes the postings. ´ Processing in the head office is triggered automatically. The processing status can be displayed at any time via the POS monitor.
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For information on special stock movements, please see the inbound and conversion information in the POS inbound section of the implementation guide (IMG).
•
The store must be configured for inbound processing.
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9DOXDWLRQ 8VH In retailing it is common practice to record the retail price of inventory (retail method). Since it is extremely time-consuming to determine all the costs associated with the procurement of an article without the use of modern IT systems, it is all the more difficult to determine the delivered cost of merchandise. In view of this, the delivered cost of an article is usually taken as an average price calculated on the basis of the sales value. •
9DOXDWLQJLQYHQWRU\DWGHOLYHUHGSULFHV FRVWLQYHQWRU\PHWKRG You can only apply this method if you can ensure that all changes involving an article can be accurately recorded. What is known in the trade as the “FRVWLQYHQWRU\ PHWKRG” or the “FRVWPHWKRG” involves valuating stocks at delivered prices and assigning costs to individual articles.
•
9DOXDWLQJLQYHQWRU\DWVDOHVSULFHV UHWDLOLQYHQWRU\PHWKRG What is known in the trade as the “UHWDLOLQYHQWRU\PHWKRG” or the “UHWDLOPHWKRG” involves valuating stocks at sales prices, often aggregated at merchandise category or departmental level. Stock is updated at sales prices for every merchandise category and department. For balance sheet valuation purposes on the balance sheet key date, the delivered cost of the stock is worked out based on a gross margin between cost and retail.
Both the cost method and the retail method can be used in SAP Retail. ´ The following describes how you can valuate stocks at sales prices using the retail method. For more information about the cost method, see MM - Invoice Verification and Material Valuation [Ext.]. For SAP Retail, the valuation area must always correspond to a site.
,QWHJUDWLRQ •
Article The sales value for every article is managed at valuation area. In SAP Retail, every site has its own valuation area. This is also the case when inventory is managed on a value-only basis. In this case, a value-only article is used to represent the individual articles.
•
Site In the site master you assign a valuation area to every site. You can activate sales price valuation here if required. When sales price valuation is active, you must enter a control profile for sales price revaluations. This defines, for example, whether revaluations are to affect margins.
•
Pricing If you re-calculate prices in Pricing, you usually have to revaluate the inventory at retail. You can have the system revaluate the inventory automatically.
•
Goods Receipt, Inventory Management and Physical Inventory
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Sales Price Revaluation [Page 961]
Organizational areas Head Office [Page 103]
Distribu tion Center [Page 106]
Store [Page 108]
•
•
•
Sales Office [Page 110]
6HHDOVR Promotion: Split Valuation for Promotion Merchandise [Page 502]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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9DOXDWLRQ 5HDVRQVIRU6DOHV3ULFH9DOXDWLRQ 5HWDLO 0HWKRG Sales price valuation in SAP Retail corresponds to all aspects of the UHWDLOLQYHQWRU\PHWKRG as used in the trade. Sales Price Valuation is transparent and easy to follow. When you use this method, inventory is updated in the article master at retail and at the same time in the Retail Information System (RIS), allowing you to carry out a number of powerful analyses. Stock margins and inventory valuation in Financial Accounting are always up to date. And thanks to the integration of sales price valuation with Inventory Management and the integration of Inventory Management with Financial Accounting, Controlling and Profitability Analysis, the valuation data is consistent in all areas. Sales price valuation can be used for both exact article-based Inventory Management and Inventory Management on a value-only basis. The following explains how you can best use sales price valuation for your requirements:
$UWLFOH%DVHG,QYHQWRU\0DQDJHPHQW If you use article-based Inventory Management, sales price valuation is not necessary for accounting purposes. For short-term profitability analysis, however, it provides you with the most up-to-date sales values from the applications. This sales data can be processed as key figures such as JURVVSURILW, JURVVPDUJLQ or JURVVPDUJLQUHWXUQRQLQYHVWPHQW (GMROI). Sales price valuation also allows you to document the effects of changes in retail prices more effectively, especially markdowns. It also allows you to analyze, plan and coordinate markdowns. This is of particular importance in the apparel trade.
,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLV If you use Inventory Management on a value-only basis, sales price valuation is essential for determining the value of your inventory at delivered prices and is therefore necessary for accounting purposes. The retail inventory method (or simply the retail method) used for deducing the delivered value of your inventory from the retail value at merchandise category level rather than at individual article level can be used most effectively when you are dealing with a high inventory turnover (in the case of a discounter) or with a high number of articles (in the case of a department store). The quotient resulting from the delivered value and retail value of the value-only article is described as the FRVWPXOWLSOLHUor FRVWFRPSOHPHQW ´ 6LWH ,QYHQWRU\0DQDJHPHQWRQDQDUWLFOHEDVLVZLWKVDOHVSULFH YDOXDWLRQ Three articles are of interest. The following valuation information is contained in the article master records:
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50004712
100
200
298
50004713
100
300
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6LWH ,QYHQWRU\0DQDJHPHQWRQDYDOXHRQO\EDVLV In this case the articles are managed under value-only article R1000: $UWLFOHQXPEHU
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50004712
50004713
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600
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When 10 pieces of article 50004711 are sold at 1.29 per piece, the stock account of article R1000 is updated as follows: 5HWDLO &RVW
826.00 - 12.90 = 813.10 813.10 × 600.00 / 826.00 = 590.63
6HHDOVR Inventory Management: Inventory Management at Value-Only Article Level [Page 867]
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9DOXDWLRQ &RQWUROOLQJ6DOHV3ULFH9DOXDWLRQ 5HWDLO 0HWKRG All events and transactions that result in a change in the stock lead to an update of the value of the stock at cost and retail in Inventory Management. With sales price valuation, therefore, you do not have to maintain a special table usually referred to in the field as the retail stock ledger to update the sales value of the stock. The data usually maintained in a retail stock ledger, such as the starting stock, the total goods receipts or total markdowns in a period, can be analyzed in the Retail Information System (RIS). The RIS is updated every time a change is made to the quantity or value of the stock.
3UHUHTXLVLWHV •
Sales price valuation is activated in Customizing for the site in question by maintaining the site master record.
•
Sales price conditions must be maintained before goods movements can be properly valuated at retail.
•
To determine the sales value (net without tax), subtotal 3 is used in the calculation schema concerned. See: Pricing: Calculation Schemas [Page 535]
The system determines the sales price, and thus the sales value at which goods movements are updated in the article master.
6DOHV3ULFH'HWHUPLQDWLRQ To determine a price, the system searches for valid sales price conditions. The sales price is calculated as follows: Sales value of movement = quantity moved × sales price as per condition The delivered price is calculated depending on the type of Inventory Management: •
,QYHQWRU\0DQDJHPHQWRQDQDUWLFOHEDVLV The delivered value of the movement = quantity moved × valuation price from the article master (usually the moving average price)
•
,QYHQWRU\0DQDJHPHQWRQDYDOXHRQO\EDVLV The delivered value of the movement = sales value of quantity moved × delivered value of the value-only article from the article master / sales value of the value-only article from the article master.
Since the delivered cost and the sales price are constantly updated when any events take place that change the value or quantity of the stock, you can find out the current stock margin at any time in the article master. The ratio between the cost and retail value of an article can change as a result of price changes on the purchasing or sales side. This change is taken directly into account in inventory valuation in the system. ´
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A special promotion price usually exists for promotional merchandise. If split valuation is active, you must enter a valuation type before the valuation price can be determined.
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9DOXDWLRQ 6DOHV3ULFH9DOXDWLRQDQG*RRGV0RYHPHQWV A value-only article is only updated when goods movements are posted if the sales value of the movement is greater than zero. This is because with Inventory Management on a value-only basis, the sales value corresponds to the quantity in article-based Inventory Management. If the sales value is zero, it is therefore not possible to determine a cost value.
*RRGV5HFHLSWIRU3XUFKDVH2UGHU,VVXHGWRDQ([WHUQDO9HQGRU •
+RZGRHVWKH6\VWHP'HWHUPLQHWKH&RUUHFW'HOLYHUHG9DOXH" The delivered price is determined from the purchase price in the purchase order.
•
+RZGRHVWKH6\VWHP'HWHUPLQHWKH&RUUHFW6DOHV9DOXH" –
If the sales price is known from the purchase order, this is used for valuation purposes.
–
If the sales price is not known from the purchase order, price determination is carried out for the receiving site.
*RRGV5HFHLSW:LWKRXW5HIHUHQFH&HQWUDO*RRGV,VVXH A goods receipt without reference is a goods receipt for which no reference document (such as a purchase order or a delivery) exists in the central R/3 system. A central goods issue is a goods issue that is posted directly in R/3 (that is, not via POS inbound processing). •
+RZGRHVWKH6\VWHP'HWHUPLQHWKH&RUUHFW'HOLYHUHG9DOXH" –
When Inventory Management on an article basis is active, the valuation price from the article master is used for valuation purposes.
–
When Inventory Management on an article basis is not active, the delivered value is calculated proportionally from the sales value.
´ If you have made the required settings in the Customizing system and if you have the required authorization, you can enter the delivered price manually on the screen. This is only necessary in exceptional circumstance. With a goods receipt without reference, you can configure the system in such a way that a purchase order is automatically created in the background. This does not affect valuation. •
+RZGRHVWKH6\VWHP'HWHUPLQHWKH&RUUHFW6DOHV9DOXH" –
You can enter the sales price manually.
–
If you do not enter the sales price manually and you are entering individual articles, the system carries out price determination for the receiving site.
–
If you do not enter the sales price manually and you are not entering individual articles but on a merchandise category basis, the system will not allow you to post.
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A goods issue at the point of sale (POS) is a goods issue that is transferred as an intermediate document (IDoc) to the central R/3 system from the POS. POS inbound processes the intermediate document and converts it to a goods issue posting in the central system. •
•
+RZGRHVWKH6\VWHP'HWHUPLQHWKH&RUUHFW'HOLYHUHG9DOXH" –
When Inventory Management on an article basis is active, the valuation price from the article master is used for valuation purposes.
–
When Inventory Management on an article basis is not active, the delivered value is calculated proportionally from the sales value.
+RZGRHVWKH6\VWHP'HWHUPLQHWKH&RUUHFW6DOHV9DOXH" –
If no sales price has been entered in the IDoc, the system runs the price determination function.
–
If a sales price has been entered in the IDoc, this price is used or the system runs the price determination function, depending on the settings in the revaluation profile.
6WRFN7UDQVIHU:LWKRU:LWKRXWD6WRFN7UDQVSRUW2UGHU •
*RRGV,VVXH Valuation: See the above information on “Central goods issues”
•
*RRGV5HFHLSW –
If sales price valuation is active in the issuing site, both the delivered price and the sales price from the issuing site are used for valuation purposes in the receiving site.
–
If sales price valuation is not active in the issuing site, price determination is carried out in the receiving site.
6WRFN7UDQVIHU%HWZHHQ&RPSDQ\&RGHV8VLQJD6WDQGDUG 3XUFKDVH2UGHU •
*RRGV,VVXH Valuation: See the above information on “Central goods issues”
•
*RRGV5HFHLSW Valuation: See the information on “Goods receipt for purchase order”
6SOLWWLQJRI6WUXFWXUHG$UWLFOHV You can split a structured article (e.g. prepack or display) into its components by making a transfer posting. The header article is then deducted from stock, and the various components are added to stock. You must differentiate between valuation at cost and retail. You can use a user exit to include your own procedures for valuation at cost. SAP provides the following procedures: •
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9DOXDWLRQ 6DOHV3ULFH9DOXDWLRQDQG*RRGV0RYHPHQWV The delivered value of the header article is proportionally distributed over the individual components based on their valuation prices in the article master. As the header article value is distributed in full, no difference in values results. •
9DOXDWLRQDWVDOHVSULFH The header article which has been deducted from stock and the components which have been added to stock are valuated using their current sales conditions. If a difference in values results, this is displayed in a sales value change document.
´ Valuation: Example of Splitting a Structured Article [Page 939]
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9DOXDWLRQ ([DPSOHRI6SOLWWLQJD6WUXFWXUHG$UWLFOH In a bill of material (BOM), components are assigned to a display which is managed in the unit of measure “box”. The following table shows the components with their purchase and sales price. $UWLFOH
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Because the purchase price of the display (40.00) is lower than the total of the purchase prices of the components (total purchase price of components = 1 × 10.00 + 2 × 20.00 = 50.00), the moving average price of the components is reduced. The sales price valuation, on the other hand, is carried out using the current sales price of the components, giving the following stock quantities and values: $UWLFOH
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9DOXDWLRQ 6DOHV9DOXH8SGDWHVLQWKH5HWDLO,QIRUPDWLRQ 6\VWHP If you have activated sales value data updates in the Retail Information System (RIS), all the goods movements are recorded there in information structures. ´ The Retail Information System is only updated for those information structures you have activated in Customizing. The control parameters can be found in Logistics General under Logistics Information System (LIS). Sales price valuation in the Retail Information System allows you to continue with the UHWDLO VWRFNOHGJHU commonly used in the field and thus use the retail method as usual. The information structures contained in the standard version support you in analyzing the key figures relevant to the retail industry and on which sales price valuation is based. You thus have access to the following information: •
6DOHV7D[ YDOXHDGGHGWD[ Sales values are displayed both including and excluding tax.
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$JJUHJDWLRQ For statistical analysis, the goods movements valuated at sales prices are aggregated at any level of your choice for any period of your choice. You can choose the merchandise category or purchasing organization level, for example, as the level of aggregation.
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*URVV0DUJLQ The gross margin is displayed for all goods movements and stock values.
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In addition to the information structures contained in the standard version of SAP Retail, you can create your own structures tailored to the individual requirements of your company. 6HHDOVR Information System [Page 1213]
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9DOXDWLRQ 'LVSOD\LQJ6WRFNDW6DOHV3ULFHV The Sales Price Valuation application component links the Pricing application component and the Inventory Management application component. This link is particularly apparent in the revaluation function. When you revaluate stock on-line, the system displays data from the pricing conditions and from Inventory Management for every item. You can display information for sales price revaluation in various areas. These areas are described as follows: •
*HQHUDO6WRFN2YHUYLHZ This evaluation function is part of the stock display facility in the Inventory Management environment. It lists the stock quantities when article-based Inventory Management is active. You can display both the cost and retail values of the stock for a particular article on a particular level (such as site level).
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6WRFN2YHUYLHZIRU9DOXH2QO\$UWLFOHV This evaluation function is part of the stock display facility in the Inventory Management environment. It allows you to display stocks of value-only articles that cannot be displayed in the general stock overview. You can display the value of the stock at retail prices for a particular article on a particular level (such as site level) No quantity information exists.
•
$UWLFOH'RFXPHQW This evaluation function is part of the list display facility in the Inventory Management environment. It allows you to display article documents created by the system when you post goods movements. The system displays the sales value of an item in the details view.
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$FFRXQWLQJ9LHZLQWKH$UWLFOH0DVWHU You can display the accounting view for an article in the logistics data for a store or a distribution center. Here you can see the total stock quantity in base units of measure and total stock value at cost and retail.
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6DOHV9DOXHLQ3XUFKDVH2UGHUV The sales price conditions are displayed in the item conditions. Here you can see the sales price and the total value of the stock with and without sales tax. The information on the sales value of the stock from the purchase order is used for sales price valuation at goods receipt.
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5HWDLO,QIRUPDWLRQ6\VWHP Information on the sales value of inventory is contained in all information structures of the Retail Information System (RIS). The key figures available for sales price valuation differ from information structure to information structure.
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,QIRUPDWLRQVWUXFWXUHIRU67536 0RYHPHQWV 6 This structure includes the following key figures for sales price valuation (with and without tax) Invoiced sales, promotional sales, goods receipt for vendor, return to vendor, goods receipt in the distribution center, goods issue from distribution center, order volume, revaluations.
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,QIRUPDWLRQVWUXFWXUHIRU67536 6WRFN 6 This structure only contains the key figure inventory value at sales prices (with and without tax)
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9DOXDWLRQ 5HDVRQVIRU6DOHV3ULFH5HYDOXDWLRQ If you change the sales price of an article and the stock is managed at sales prices, stock has to be revaluated at sales prices so that Inventory Management is exact. If you do QRW revaluate the stock, the margin between the delivered price and the sales price would no longer be accurate and this would lead to goods movements for stock managed on a value-only article basis being valuated LQFRUUHFWO\. A sales value change document is updated whenever sales prices are revaluated. An absolute or percentage reduction in the sales price is referred to as a markdown. An absolute or percentage increase in the sales price is referred to as a markup. The markup or markdown multiplied by the quantity to which the price change applies is referred to as the markdown/markup volume. With the retail inventory method, markups and markdowns are aggregated in the retail stock ledger. In the case of markdowns, invoiced sales are updated at the reduced price. To determine the closing stock at retail, the system adds the aggregated markdowns to the invoiced sales.
5HDVRQVIRU0DNLQJ3ULFH&KDQJHV Price changes can be necessary as a result of a change in the factors making up the sales price. The new sales price is entered in the conditions in the central R/3 system. The new sales price applied to the total inventory on-hand in the site. Another type of price change is a local price change. In this case the new sales price is not stored as conditions in the central SAP Retail system. As a result, the price charged at the point of sale is not identical with that in the system. The new sales price may only apply to a part of the stock. ´ You can maintain reasons for sales price changes in Customizing. You must enter a reason for a sales price change every time you revaluate stock of an article. This enables you to analyze markdowns based on reasons and adjust your assortment, pricing or purchasing policies to suit.
5HYDOXDWLRQ'DWD8SGDWHV When you make a price change, the stock of the article is valuated in SAP Retail at the new price. You do not have to update price changes in a separate step. Every sales price revaluation is passed on to the Retail Information System (RIS) and can be analyzed there in information structures. You can use the information structures to evaluate markdowns, for example, using selected criteria.
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9DOXDWLRQ 5HYDOXDWLRQ3URILOHV The revaluation profile consists of the following indicators which can either be activated or deactivated: •
&RXQWLQJ If this indicator is set, the articles to be revaluated have to be counted if they are managed on an article basis. This is a two step method. If the articles are managed on a value-only basis, a count is always necessary. This indicator is therefore only of any relevance in article-based Inventory Management. If a FRXQW is to be carried out as part of the revaluation, you can use VWRUHSK\VLFDO LQYHQWRU\functions. If you do this, you must ensure that stocks are corrected at quantity level before the sales price valuation is carried out. In POS - outbound processing, you can transfer condition changes to the stores in the form of IDocs. If the sales price changes, and stocks are to be counted before they are revaluated at sales price, a “stock count request” flag is set in the IDoc items concerned.
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3URPRWLRQYDOXDWLRQ This indicator is only relevant if promotional merchandise is not subject to split valuation. If this indicator is set, the entire stock of the article on promotion is valuated at the promotional sales price during the validity period of the promotion. Stock is revaluated at the beginning and end of the promotion: at the beginning based on the promotional price and at the end based on the standard price.
•
/RFDOPDUNGRZQV Local markdowns are changes made to prices in sites that were not entered in the sales price conditions in the central R/3 system. If this indicator is set, you can revaluate the stock after a local price has been marked down. Revaluation either takes place on-line or automatically at POS inbound processing.
•
1RWDIIHFWLQJPDUJLQV If this indicator is set, the stock is revaluated and the margins remain the same. The value of the stock at delivered prices is changed in the same proportion as the value of the stock at sales prices. An account document is created for this transaction and a posting made to Financial Accounting, since a change in the delivered cost of an article is relevant to the profit and loss statement. If this indicator is not set, the stock is revaluated and the margins change. You only change the sales value, but the delivered price remains the same. No posting is made to Financial Accounting.
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5HYDOXDWLRQ 0DQXDO5HYDOXDWLRQ Here you carry out a revaluation for one article (single entry) or a number of articles (collective entry) on-line. When you use article-based Inventory Management, the sales value of the stock is only managed at company code level, and is therefore the same for all storage locations. For valueonly articles, the sales value is managed at both company code and storage location level. For revaluation of a value-only article you must therefore enter all the storage locations concerned. There are two kinds of manual revaluation: •
7RWDOUHYDOXDWLRQ The total stock of an article is revaluated. When the stock of an article is managed on an article basis (quantity and value), the quantity as per the book inventory balance is revaluated. When the stock of an article is managed on a value-only basis, you must enter the quantity and the storage locations concerned.
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3DUWLDOUHYDOXDWLRQ Only some of the stock of an article is revaluated. You must enter the quantity both for article-based and value-only Inventory Management. When the stock of an article is managed on a value-only basis, you must also enter the storage locations concerned.
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9DOXDWLRQ $XWRPDWLF6DOHV3ULFH5HYDOXDWLRQ You use program 5:9.8 to carry out automatic revaluation. You can select all articles which have a relevant sales condition change by using criteria such as date and organizational level. You then carry out a revaluation of the book inventory balance for these articles. You cannot carry out an automatic revaluation for changes to conditions which are to take place in the future. You can trigger the following types of automatic sales price revaluation: •
$XWRPDWLFUHYDOXDWLRQRQOLQH You can start the report for automatic revaluation on-line. If the volume of data involved is too large, however, the system will terminate processing after a certain runtime.
•
$XWRPDWLFUHYDOXDWLRQLQWKHEDFNJURXQG You can start automatic revaluation in the background. You are advised to use this method if you want to process a large amount of data. You can, for example, run the program overnight, so that it is finished before the start of the working day.
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$XWRPDWLFUHYDOXDWLRQGXULQJ326LQERXQGSURFHVVLQJ A revaluation at POS leads to the creation of an IDoc which contains the relevant information, such as the date of the price change, the new price, old price, quantity etc. This IDoc is transferred to the central R/3 system during POS - inbound processing. Revaluation takes place automatically as part of POS - inbound processing.
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9DOXDWLRQ $XWRPDWLF5HYDOXDWLRQZKHQ3ULFH &DOFXODWLRQV&KDQJH As a result of a change in purchasing conditions, the sales price of an article is re-calculated. The sales price is stored in the conditions for the article. •
$UWLFOH%DVHG,QYHQWRU\0DQDJHPHQW When you use article-based Inventory Management, you have the option of counting the stock before you revaluate. You can revaluate on-line or in the background using the automatic revaluation program.
•
,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLV If the articles are managed on a value-only basis, a count is DOZD\VQHFHVVDU\. This is done before the sale is posted. Using the results of the count, the system revaluates automatically via POS inbound processing before the goods issue is posted.
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9DOXDWLRQ $XWRPDWLF5HYDOXDWLRQIRU/RFDO0DUNGRZQV The sales price of an article, e.g. an apparel article, is reduced in a store. As a result, the article conditions in the store are different to those in the central R/3 system. You PXVWtransfer information on the quantity of the revaluated article to the central R/3 system. The quantity can be determined, for example, by a count in the store or using data from a store retailing system. The store sends the revaluation data (e.g. date of price change, quantity, old price, new price, storage location and reason for price change) to the central R/3 system. If revaluation for local markdowns is defined in the revaluation profile, the revaluation is carried out automatically during POS inbound processing. See also: Valuation: Automatic Revaluation for Local Markdowns [Page 954]
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9DOXDWLRQ $XWRPDWLF5HYDOXDWLRQIRU3URPRWLRQV In a promotion, an article is priced using a promotion price. The promotion price is entered in the conditions in the central R/3 system. •
$UWLFOH%DVHG,QYHQWRU\0DQDJHPHQW The revaluation is carried out in the same was as for a new price calculation resulting from a change in purchasing conditions.
•
,QYHQWRU\0DQDJHPHQWRQD9DOXH2QO\%DVLV You can count the stock and then carry out a revaluation in the same way as for a new price calculation. However, as a count takes time and resources, and promotions are held frequently, particularly in the food sector, you can use a method which does not require a count: During the promotion period, the goods issue is valuated at the promotion price at POS, even though the article is valuated at standard price in stock. The resulting difference is cleared by a revaluation which is triggered by the store. The store sends the revaluation data (revaluation date, quantity sold, promotion price, standard price, storage location and reason for price change) to the central R/3 system. An automatic revaluation is carried out if revaluation for local markdowns is defined in the revaluation profile.
´ For promotion analyses, it is important to give ³3URPRWLRQ´as the UHDVRQIRUWKH SULFHFKDQJH, so that the revaluations are assigned to the promotion. See also: Valuation: Automatic Revaluation for Promotions [Page 957]
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9DOXDWLRQ $XWRPDWLF5HYDOXDWLRQIRU6WRFN7UDQVIHUV If you transfer stock from one site to another, and the sales conditions in these sites differ, you usually need to carry out a sales price partial revaluation for the stock transferred. In Customizing for general Retail master data control, you can indicate whether you are working with PDQXDOor DXWRPDWLFpartial revaluation.
0DQXDO3DUWLDO5HYDOXDWLRQ The sales value of the stock in the supplying site is posted in the receiving site. The sales value is determined as follows: •
QRH[WHUQDOVDOHVYDOXHHQWHUHGLQWKHVXSSO\LQJVLWH The system determines the sales value on the basis of the sales conditions in the supplying site.
•
H[WHUQDOVDOHVYDOXHHQWHUHGLQWKHVXSSO\LQJVLWH The external sales value is used for valuation if revaluation for local markdowns is allowed in the supplying site.
If the goods transferred to the receiving site are to be sold at the price valid in that site, you must carry out a manual partial revaluation in the supplying or receiving site for the goods transferred.
$XWRPDWLF3DUWLDO5HYDOXDWLRQ As manual partial revaluation takes time and resources if there are a large number of stock transfers, you can also carry out automatic partial revaluation. You can carry out the revaluation in either the supplying or the receiving site. You must assign a UHDVRQIRUWKHSULFHFKDQJHto the automatic revaluation transaction in Customizing for sales price revaluation.
3DUWLDO5HYDOXDWLRQLQWKH6XSSO\LQJ6LWH The sales value to be used when the article master in the supplying site is updated is determined from the sales conditions. If revaluation for local markdowns is allowed in both sites, you can enter an external sales value for the article master update in the receiving site. If not, the system determines the sales value for the article master update in the receiving site from the sales conditions. In the supplying site, a sales value change document is created for the difference between the sales values in the supplying and receiving site. This document has no effect on stock, as the article master update which takes place when stock is posted is based on the values determined after revaluation.
3DUWLDO5HYDOXDWLRQLQWKH5HFHLYLQJ6LWH The sales value to be used when the article master in the receiving site is updated is determined from the sales conditions. If revaluation for local markdowns is allowed in the supplying site, you can enter an external sales value for the article master update in the supplying site. If not, the system determines the sales value for the article master update in the supplying site from the sales conditions.
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9DOXDWLRQ $XWRPDWLF5HYDOXDWLRQIRU3RVWLQJVZLWKWKH 3RVWLQJ'DWHLQWKH3DVW In Inventory Management, all goods movements are valuated at the sales price valid according to the conditions on the posting date, unless you specify otherwise. You can enter a sales price if revaluation for local markdowns is permitted in the revaluation profile. Valuation of goods movements using the sales price valid on the posting date can lead to inaccuracies in sales price valuation if the posting date is different to the day’s date, the sales price has changed since the posting date, and revaluation has been carried out. To avoid these inaccuracies, you carry out an automatic sales price revaluation. A special transaction is provided in standard Customizing for the sales price revaluation. You must assign a price change to this transaction. You use this UHDVRQIRUWKHSULFHFKDQJHto select the transactions for evaluation purposes in the Retail Information System (RIS). The following is an example of when automatic revaluation is needed: ´ 'DWH
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2.00
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21.05.
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10
1.50
180.00
In this example, a sale is made at the POS on 20.05. However, POS inbound processing takes place one day later. As the sales value of the stock has already changed, the system uses a price of 2.00 for valuation in POS inbound processing. As a result, the transaction is valuated at 20.00, even though the actual value of the sale was 15.00. A sales value change document is created for the difference of 5.00. This document does not affect the inventory.
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9DOXDWLRQ 5HYDOXDWLRQIRU/RFDO0DUNGRZQV Local markdowns are changes to the sales price of an article in a store. The changes are either made on the tickets or are entered at the point of sale (POS). The sales price as per the conditions in the central R/3 system is QRW changed. Depending on the revaluation profile, you can mark down local prices with or without sales price revaluation.
/RFDO0DUNGRZQVZLWK6DOHV3ULFH5HYDOXDWLRQ If you want to carry out a revaluation for a local markdown, you have to inform the central R/3 system which articles and quantities were revaluated. Various options exist: •
3HUVRQWRSHUVRQ You call up head office about the markdown. A colleague then revaluates on-line.
•
'LUHFWLQ5LQWKHVWRUH The store is connected to R/3 via a terminal. A member of the store staff revaluates on-line.
•
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When goods are sold at a reduced price, the reduced price has to be sent to the central system via the POS interface inbound. Since the merchandise has been revaluated, the goods issue (or sale) in the central R/3 system has to be valuated at the reduced price in order to ensure that valuation remains accurate. ´ 9DOXDWLRQRIJRRGVLVVXHVZLWKORFDOPDUNGRZQVDQGVDOHVSULFHUHYDOXDWLRQ 6LWXDWLRQ
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Before markdown
2
2
100
200
10 pieces marked down
1
2
100
200
10 pieces revaluated
1
2
100
190
10 pieces sold at reduced price
1
2
90
180
10 pieces sold at standard price
2
2
80
160
´ If more than one sales units with different sales prices exist for an article and revaluations have been defined in the revaluation profile when prices are marked down locally, this can lead to inaccuracies in sales price valuation. Valuation: Example of Sales Price Valuation with Different Sales Units [Page 956]
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/RFDO0DUNGRZQV:LWKRXW6DOHV3ULFH5HYDOXDWLRQ Depending on the revaluation profile, you can mark down the price of an article in a store without changing the sales price valuation data of the stock in the central R/3 system. When the sales data is processed at POS inbound, the system recognizes that the sale was made at a price lower than the sales price as per the conditions. Here the system valuates the goods issue in the central R/3 system at the sales price as per the conditions. The difference between the two prices is passed on to the Retail Information System (RIS) where it is used to document a price discount. The loss of revenue is posted to a separate account (as a discount). Whether and to what extent the reason for the price difference is documented depends on the POS system used and the interface between the POS system and the Retail Information System (RIS). If RIS is updated from Billing, you can only maintain a certain amount of price discount types. You do, however, have the option of updating the RIS from the POS system. In this case you can create as many price discount types as the POS system allows. You can configure the type of update in Customizing. ´ 9DOXDWLRQRI*RRGV,VVXHVZLWK/RFDO0DUNGRZQVDQG:LWKRXW5HYDOXDWLRQV 6LWXDWLRQ
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2
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10 pieces marked down
1
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100
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10 pieces sold at reduced price
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90
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10 pieces sold at standard price
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80
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´ To be able to apply this method, you have to ensure that articles are entered in the cash register individually (and not on a merchandise category basis). Otherwise the price cannot be found from the conditions.
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9DOXDWLRQ ([DPSOHRI6DOHV3ULFH9DOXDWLRQZLWK 'LIIHUHQW6DOHV8QLWV The article “quality wine” is managed in two units of measure that have different sales prices: •
Sales price per bottle = 10
•
Sales price per box = 90 (a box contains 10 bottles)
Inventory is managed at sales prices for the unit bottle. Revaluation in the case of local markdowns is allowed in the revaluation profile. For POS inbound processing, this means that a sale is DOZD\V valuated at the price registered at the cash point. If this were the case, the sales value of the boxes would cause the total stock value at sales prices to be inaccurate, as illustrated by the following table: 6LWXDWLRQ
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You can solve this problem in one of two ways: •
6DOHV3ULFH5HYDOXDWLRQ You carry out a revaluation to correct the value of the stock at sales prices.
•
6HSDUDWH$UWLFOH3HU8QLWRI0HDVXUH You can create different article master records for the different sales units. The stocks are managed completely separately.
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9DOXDWLRQ 5HYDOXDWLRQIRU3URPRWLRQV When you run a promotion, you can work with or without sales price revaluation, depending on the sales price revaluation profile. The differences are explained as follows: ´ You only have to revaluate if you do QRW work withVSOLWYDOXDWLRQ. If you do work with split valuation for promotional merchandise, all goods movements are automatically valuated at the promotion pricing conditions.
5XQQLQJD3URPRWLRQZLWK6DOHV3ULFH5HYDOXDWLRQ If you revaluate stock at the start of a promotion, all goods movements are valuated with the promotional price for the duration of the promotion. At the end of the promotion the stock is revaluated on the basis of the standard sales price. ´ 9DOXDWLRQRIDJRRGVLVVXHIRUDSURPRWLRQIRUZKLFKVWRFNLVUHYDOXDWHG 6LWXDWLRQ
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5XQQLQJD3URPRWLRQ:LWKRXW6DOHV3ULFH5HYDOXDWLRQ If you do not revaluate, the goods movements in the central R/3 system are valuated at the standard sales price as per the conditions even for the duration of the promotion. The difference between the promotion price and the standard sales price is transferred from the point of sale to the Retail Information System (RIS), where it is then available for analysis. The RIS can calculate the sales volume generated by the promotion from the promotion number, which is part of an information structure. ´ 9DOXDWLRQRIDJRRGVLVVXHIRUDSURPRWLRQIRUZKLFKVWRFNLVQRWUHYDOXDWHG
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Promotion start
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Promotion ends ´
To be able to apply this method, you have to ensure that articles are entered in the cash register individually (and not on a merchandise category basis). Otherwise the price cannot be found from the conditions If you use Inventory Management on a value-only basis, you can revaluate promotional stock as local markdowns. In this case you do not revaluate the stock at the start of a promotion. Instead you transfer the relevant data for revaluation to R/3, where the stock is automatically revaluated in the course of POS inbound processing. The quantity of the promotional merchandise sold in the store must also be transferred. You should always make sure that you enter the reason for the price change as “promotion”. This enables you to track and analyze promotional sales volume. ´ 6LWXDWLRQ
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100
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Promotion start
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100
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10 pieces sold
1
2
90
190
10 pieces revaluated
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2
90
180
2
90
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Promotion ends
To be able to apply this method, you must have selected the “local markdowns” indicator in the revaluation profile. 6HHDOVR Promotion: Split Valuation for Promotion Merchandise [Page 502]
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9DOXDWLRQ 6DOHV9DOXH&KDQJH'RFXPHQW When you revaluate the inventory of an article, a document is created that contains all the information pertaining to the change in sales value. It serves the following purposes: •
'RFXPHQWDWLRQRIWKHUHYDOXDWLRQ The document consists of a header and items. The header contains information such as the posting date, the name of the person making the change, or the status of the document. The items contain information such as the status of the item, the site, the storage location, the article number, the reason for the price change, the previous sales price and the new sales price. You can create a list of sales value change documents and limit your selection by document numbers, dates, organizational level, and reasons for the price change.
•
%DVLVIRUWKHDUWLFOHFRXQWLQWKHVWRUHV Sales value change documents can support the work involved in counting the stock of an article. You can generate the documents automatically in the background using the automatic sales price revaluation function. All document items therefore are given the system “Count is still to be carried out.” After the stock has been counted in the store, the revaluation data is transferred via the POS interface inbound on the day the change is made to the central R/3 system. The data is processed automatically and the revaluation carried out. If processing is successful, the items all receive the status “Revaluation complete.” If individual articles cannot be processed, they receive the status “Count complete” and they have to be processed manually.
•
%DVLVIRU5HWDLO,QIRUPDWLRQ6\VWHP 5,6 XSGDWHV All items in a sales value change document that have the status “Revaluation complete” are passed onto the Retail Information System (RIS). An information structure is created for the data and is available for analysis.
Sales value change documents enable you to track every change in the sales value of your stock. They are a detailed source of information for evaluations and analyses in RIS. You can have the system list the documents and branch to the list viewer for each document. You are able to display the information in the format you require, e.g. by defining your own display variants. 6HHDOVR POS Interface [Page 1170]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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6DOHV3ULFH5HYDOXDWLRQ 3XUSRVH This process allows you to revaluate stock of an article valuated at sales price when the sales price of the article changes. In addition to managing stock at cost (purchase price), retailers also manage stock at retail (sales prices). This is referred to as the retail method. The retail value of stock is often used for OTB planning or sales and operations planning. SAP Retail supports revaluation that affects margins as well as revaluation that does not affect margins. When revaluation does not affect margins, not only is the stock revaluated at sales prices, it is also revaluated at purchase prices with the original margin remaining the same. It is often necessary to revaluate stock in this way to ensure that a price change at the time at which it is made is accurately reflected in Financial Accounting. A distinction can be made between the following types of sales price changes that result in revaluation: •
Condition changes The sales price that is calculated using conditions is stored centrally in the timedependent conditions. When this price changes, the total stock usually has to be revaluated. One reason for this might be that the store has suggested a change in the retail price and the price is then recalculated.
•
Revaluations and Promotions The promotion price is stored in the time-dependent conditions along with the standard sales price as a condition. The promotion price can be valid for the duration of a particular promotion.
•
Local markdowns Markdowns are local changes in the price of an article that lead to a change in some or all of the stock of an article in a site. The site itself initiates the price change. The sales price calculated in the conditions is not changed.
•
Automatic Revaluation for Stock Transfers If you transfer stock from one site to another, and the sales conditions in these sites differ, you usually need to carry out a sales price partial revaluation for the stock which is transferred.
•
Revaluation for Postings with the Posting Date in the Past Valuation of goods movements using the sales price valid on the posting date can lead to inaccuracies in sales price valuation if the posting date is different to the day’s date, the sales price has changed since the posting date, and revaluation has been carried out. •
Revaluation when Structured Articles are Broken Down
The sum of the prices of the constituent components of a structured article is not always the same as the price of the structured article. To avoid differences in sales price valuation, you have to revaluate the inventory.
´
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6DOHV3ULFH5HYDOXDWLRQ No separate revaluation is carried out for price changes that are only entered at the time of a sale. The stock accounts are corrected when the POS interface - inbound data is processed. Price changes made in this way are handled in SAP Retail as discounts.
6WHSVLQWKH3URFHVV 1. You can choose from the following revaluation methods: •
Automatic total revaluation
•
Manual total revaluation
•
Partial revaluation online
•
Partial revaluation off-line via the POS Interface - Inbound
2. Depending on the method used, either you enter the data relevant to revaluation (site and article, for example) or the data is copied from the previous processes. 3. When applying the partial revaluation method and for articles managed on the basis of a value-only article (using all methods), you enter the quantity to be revaluated. When applying total revaluation and for articles managed on an exact quantity and value basis, the quantity is determined from Inventory Management. 4. Stock is revaluated for all the data entered or determined as described above and a revaluation document is created. ´ Promotional merchandise only has to be revaluated when it is QRW subject to split valuation and the revaluation profile is configured for this.
5HPDUNV
•
The site must belong to a valuation area in which Inventory Management at sales prices is active.
•
If stock is to be revaluated in a site based on local markdowns, the required revaluation profile must be maintained in the site master data.
•
For more information on sales price revaluation, please see the Inventory Management information in the Local Operations section of the implementation guide (IMG).
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6DOHV3ULFH5HYDOXDWLRQ 3URFHGXUH The following options exist for sales price revaluation: •
Automatic total revaluation
•
Manual total revaluation
•
Partial revaluation online
•
Partial revaluation off-line via the POS Interface - Inbound
To revaluate a sales price, proceed as follows: 1. On the Valuation Screen [Ext.], choose menu options as follows: •
6DOHVSULFHUHYDOXDWLRQ→7RWDOVDOHVSULFHUHYDOXDWLRQ to revaluate the total stock.
•
6DOHVSULFHUHYDOXDWLRQ→3DUWLDOVDOHVSULFHUHYDOXDWLRQ to revaluate a portion of the stock.
•
6DOHVSULFHUHYDOXDWLRQ→$XWRPDWLFWRWDOVDOHVSULFHUHYDOXDWLRQWRUHYDOXDWHWKH WRWDOVWRFNDXWRPDWLFDOO\
The initial screen appears. 2. Depending on the method chosen, proceed as follows: •
7RWDODQGSDUWLDOVDOHVSULFHUHYDOXDWLRQ a) Enter the articles and the sites and, if the article is subject to split valuation, the valuation type. ENTER.
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The overview screen appears.
b) Maintain the required data on the overview screen: •
New sales price
The system displays the valid sales price stored in the time-dependent conditions. You can overwrite this price. •
Reason
Enter a reason for the price change. When revaluating only part of the stock, you can enter the following additional data: •
Old sales price
The system displays the valid sales price stored in the time-dependent conditions. You can overwrite this price. •
Qty
Enter the quantity you wish to revaluate. c) Save your entries.
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$XWRPDWLF7RWDO5HYDOXDWLRQ Enter selection criteria such as date and site. You can determine the scope of the list by entering further selection criteria. You can also decide whether you wish to only revaluate stock managed on an article basis with or without stock counting. A number of logs are also available for your information. Choose 5HYDOXDWLRQOLVW→([HFXWH to obtain a list of the articles which were revaluated.
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:DUHKRXVH0DQDJHPHQW Together with SAP Retail, the SAP Warehouse Management system enables you to manage stocks on an exact storage bin basis in a distribution center or warehouse. The Warehouse Management system handles the following tasks: •
Management of complex warehouse structures
•
Management of storage bins
•
Management of different storage types such as high rack storage areas, or block storage areas
•
Placement in and removal from stock using a number of strategies
•
Support for physical inventory
See: MM - Warehouse management [Ext.] %XVLQHVVSURFHVVHVDQGSURFHGXUHV
Organizational areas Headquarters [Page 103]
Distrib ution Center [Page 106]
Stock placement processing [Page 967]
•
Stock placement strategies [Page 971]
•
Stock removal processing [Page 972]
•
Stock removal strategies [Page 976]
•
Shipping unit storage [Page 977]
•
Replenishment planning for fixed storage bins [Page 983]
•
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Store [Page 108]
Sales Office [Page 110]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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6WRFN3ODFHPHQW3URFHVVLQJ 3XUSRVH This business process allows you to place articles in stock using the Warehouse Management system. Stock placement processing involves the following activities in the Warehouse Management System: •
If the Inventory Management system is used for stock placement, the system automatically creates a transfer requirement in Warehouse Management.
•
A transfer order is created on the basis of the information in the transfer requirement. The system uses a predefined search strategy to determine the bin in which the article is to be placed.
•
The transfer order is printed.
•
The warehouse clerk moves the goods from the goods receipt area to the bin in the warehouse.
•
The warehouse clerk then confirms the transfer of the stock and enters in the system any differences that occurred between the requested quantity and the quantity actually placed in stock.
6WHSVLQWKH3URFHVV 1. You select the transfer requirement and create a transfer order. 2. The system checks the stock category and whether it is relevant for placement in stock. 3. The system determines the storage type for stock placement. 4. The system determines the ‘to’ bin according to the stock placement strategy. 5. The system checks whether storage unit management is active for the storage type. If it is, you enter the storage unit number or have the system determine it. 6. You save the transfer order. 7. The system checks whether the physical inventory method 3HUSHWXDOLQYHQWRU\EDVHG RQWRELQWUDQVIHU is to be used for the storage type and triggers this if required. 8. The system determines the control system for the stock placement. a) If stock is to be put away ZLWKRXWDZDUHKRXVHFRQWUROXQLW, the system prints the transfer order items and the warehouse clerk physically puts the stock away. b) If stock is to be put away XVLQJDZDUHKRXVHFRQWUROXQLW, Warehouse Management passes the transfer order onto the warehouse control unit which controls the physical stock placement. 9. The system checks whether transfer orders must be confirmed. If confirmation is required, the system checks the control system for the confirmation. a) If FRQILUPDWLRQZLWKRXWDZDUHKRXVHFRQWUROXQLW is defined, you confirm the transfer order in Warehouse Management.
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6WRFN3ODFHPHQW3URFHVVLQJ b) If FRQILUPDWLRQXVLQJDZDUHKRXVHFRQWUROXQLW is defined, the warehouse control unit transfers the confirmation to the Warehouse Management System. 10. If differences occur during the confirmation process, you process these. 11. The system checks whether a posting has been made in Inventory Management. If necessary, you post the goods receipt in Inventory Management.
5HPDUNV •
For information on stock placement processing, please see the Warehouse Management section of the Implementation Guide (IMG).
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6WRFN3ODFHPHQW3URFHVVLQJ 3URFHGXUH To place articles in stock using the Warehouse Management system, proceed as follows: 1. Create a transfer order with or without posting a goods receipt in Inventory Management. •
7UDQVIHURUGHUZLWKSULRUJRRGVUHFHLSWSRVWLQJLQ,QYHQWRU\0DQDJHPHQW On the Create transfer order from TR: Initial screen [Ext.] or the Create transfer order for article document: Initial screen [Ext.] enter the necessary data and decide whether you want to create the transfer order in the )RUHJURXQG or %DFNJURXQG. ENTER.
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If you choose background processing, the system displays the transfer order number for the transfer order it generated. If you choose foreground processing the system displays the overview screen for the transfer requirement items. •
7UDQVIHURUGHUZLWKRXWSULRUJRRGVUHFHLSWSRVWLQJLQ,QYHQWRU\ 0DQDJHPHQW On the Create transfer order: Initial screen [Ext.](UURU5HIHUHQFHVRXUFHQRW IRXQG enter the warehouse number, the movement type, the article number, the requested quantity, the site, and decide whether the transfer order should be created in the %DFNJURXQG or )RUHJURXQG. If you enter a storage unit type, the system uses the storage unit type you entered instead of any existing one in the article master record. ENTER.
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If you choose background processing, the system displays the transfer order number for the transfer order it generated. If you choose foreground processing the system displays the overview screen for the transfer requirement items. ´ If you create a transfer order in Warehouse Management without having posted a goods receipt, you complete the goods receipt process by posting a goods receipt in Inventory Management. On the Enter other goods receipt: Initial screen [Ext.] use movement type ‘Goods receipt without purchase order’. 2. On the overview screen of the transfer order items, an overview is displayed of the items selected from the transfer requirement. The following options are open to you: •
Choose 7UDQVIHURUGHU→ 3RVW You thus create a transfer order without changing or adding any transfer requirement data.
•
Choose *RWR→ 3DOOHWL]DWLRQ The screen for preparing the transfer order appears. You have the following options:
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Choose (GLW→)RUVWRFNSODFHPHQW→%DFNJURXQG You create the transfer order items in the background.
–
Choose (GLW→)RUVWRFNSODFHPHQW→)RUHJURXQG The system proposes the palletization data from the article master record. You can change this or enter further values by entering a storage type and/or a storage area. After you have processed each item, press ENTER.
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3. Choose 7UDQVIHURUGHU→ 3RVW The initial screen re-appears and the transfer order number is displayed. 4. If you have configured your system is such a way that transfer orders are subject to confirmation requirement, you must confirm the transfer order. On the Confirm transfer order: Initial screen [Ext.] or the Confirm item: Confirm single item [Ext.] screen, enter the transfer order number and the warehouse number. Decide whether the transfer order is to be confirmed in the %DFNJURXQG or )RUHJURXQG. Choose ENTER. •
Confirmation in the background The system confirms the transfer order and acknowledges confirmation of the transfer order.
•
Confirmation in the foreground The system displays all the items in the transfer order selected. Select those items for which you wish to confirm the transfer order and choose 7UDQVIHURUGHU →3RVWto confirm the items. The initial screen reappears and the system acknowledges that that transfer order has been confirmed.
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6WRFN3ODFHPHQW6WUDWHJLHV 3XUSRVH This business process allows you to place goods into stock using strategies defined in the Warehouse Management system. You define search strategies in the Warehouse Management system that the system uses to determine the correct storage bin when goods are put away and removed from storage. Stock placement strategies are the methods used by the system to search for a suitable ‘to’ bin within a specific storage type when goods are put into storage. The following stock placement strategies can be used: •
No stock placement strategy (manual entry of storage bin)
•
Fixed bin assignment
•
Reserve storage (placement in a reserve storage area near the fixed bin/picking bin)
•
Open storage area
•
Addition to existing stock
•
Next empty bin
•
Storage unit type
•
Block storage
•
Customer-defined placement strategy
The individual strategies are explained in detail in Warehouse Management: Stock Placement Strategies [Ext.] (UURU5HIHUHQFHVRXUFHQRWIRXQG.
6WHSVLQWKH3URFHVV 1. The system determines the stock placement strategy. 2. On the basis of the stock placement strategy, the system determines the storage section, the bin type, and the storage bin in which the goods are to be placed. 3. The storage bin determined by the system is passed onto the transfer order.
5HPDUNV •
For information on stock placement strategies, please see the Warehouse Management section of the implementation guide (IMG).
6HHDOVR Stock Removal Strategies [Page 976]
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6WRFN5HPRYDO3URFHVVLQJ 3XUSRVH This business process allows you to remove articles from stock using the Warehouse Management system. The following events occur in the Warehouse Management system during the stock removal process: •
If the Inventory Management or Sales and Distribution systems are used to remove articles from stock, the system automatically creates a transfer requirement or a delivery.
•
A transfer order is created on the basis of the information in these documents. Using a predefined search strategy, the system determines the bin from which the articles are to be removed.
•
The transfer order is printed.
•
The warehouse clerk moves the goods from the bin in the warehouse to the goods issue area.
•
The warehouse clerk then confirms the transfer of the stock and enters in the system any differences that occurred between the requested quantity and the quantity actually picked.
6WHSVLQWKH3URFHVV 1. You select the transfer requirement and create a transfer order. 2. The system determines the ‘from’ bin location according to the stock removal strategy. 3. The system checks when there is a remaining quantity as a result of a complete stock removal. If necessary, the system determines the return storage bin as per the stock return strategy. 4. You save the transfer order. 5. The system checks whether the physical inventory method 3HUSHWXDOLQYHQWRU\EDVHG RQ]HURVWRFNFRQWURO is to be used for the storage type and triggers this if required. 6. The system determines the control system for stock removal. a) If stock is to be removed ZLWKRXWDZDUHKRXVHFRQWUROXQLW, the system prints the transfer order items and the warehouse clerk physically removes the stock. b) If VWRFNUHPRYDOXVLQJDZDUHKRXVHFRQWUROXQLW is defined, Warehouse Management sends the transfer order to the warehouse control unit, which controls the physical removal of the article from storage. 7. The system checks whether transfer orders must be confirmed. If confirmation is required, the system checks the control system for the confirmation. a) If FRQILUPDWLRQZLWKRXWDZDUHKRXVHFRQWUROXQLW is defined, you confirm the transfer order in Warehouse Management.
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b) If FRQILUPDWLRQXVLQJDZDUHKRXVHFRQWUROXQLW is defined, the warehouse control unit transfers the confirmation to the Warehouse Management System. 8. If differences occur during the confirmation process, you process these. 9. The system checks whether a posting is necessary in Inventory Management. If it is, you post the goods issue in Inventory Management. 10. The system checks if return transfer is necessary (see step 3).
5HPDUNV •
For information on stock removal processing, please see the Warehouse Management section of the Implementation Guide (IMG).
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6WRFN5HPRYDO3URFHVVLQJ 3URFHGXUH To remove articles from stock using the Warehouse Management system, proceed as follows: 1. You can create a transfer order with or without posting a goods issue in Inventory Management. •
7UDQVIHURUGHUZLWKSULRUJRRGVLVVXHSRVWLQJLQ,QYHQWRU\0DQDJHPHQW. On the Create transfer order from TR: Initial screen [Ext.] or the Create transfer order for article document: Initial screen [Ext.] enter the warehouse number and decide whether you want to create the transfer order in the )RUHJURXQG or %DFNJURXQG. ENTER.
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If you choose background processing, the system issues the transfer order number generated. If you choose foreground processing, the overview screen of the transfer requirement items appears. •
7UDQVIHURUGHUZLWKRXWSULRUJRRGVLVVXHSRVWLQJLQ,QYHQWRU\0DQDJHPHQW. On the Create transfer order: Initial screen [Ext.](UURU1RERRNPDUNQDPH JLYHQ enter the warehouse number, the movement type, the article number, the requested quantity, the site, and decide whether the transfer order should be created in the %DFNJURXQG or )RUHJURXQG. ENTER.
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If you choose background processing, the system issues the transfer order number generated. If you choose foreground processing, the overview screen of the transfer requirement items appears. ´ If you create a transfer order in Warehouse Management without having posted a goods issue, you complete the goods issue process by posting a goods issue in Inventory Management on the Enter goods issue: Initial screen [Ext.](UURU 5HIHUHQFHVRXUFHQRWIRXQG 2. On the overview screen of the transfer order items, the system displays an overview of the items selected from the transfer requirement. You now have the following options: •
Choose 7UDQVIHURUGHU→ 3RVW You create a transfer order without changing or adding any transfer requirement data.
•
Choose (GLW→ *HQHUDWH72LWHP The transfer order is created in the background.
•
Choose *RWR → 6WRFNRYHUYLHZ The system displays the available stock for the first item. From the list you can select the quantities required to cover the requirement for the first transfer
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requirement item. The system will also accept a quantity that is smaller than the required quantity but will issue a message indicating that the quantity is insufficient. You have the following options: Choose (GLW→)RUVWRFNUHPRYDO→%DFNJURXQG
–
You create the transfer order items in the background. Choose (GLW→ )RUVWRFNUHPRYDO→ )RUHJURXQG
–
The system proposes the palletization data from the article master record. You can change this or enter further values by entering a storage type and/or a storage area. 3. Choose 7UDQVIHURUGHU→ 3RVW The initial screen re-appears and the transfer order number is displayed. 4. If you have configured your system is such a way that transfer orders are subject to confirmation requirement, you must confirm the transfer order. On the Confirm transfer order: Initial screen [Ext.] or the Confirm item: Confirm single item [Ext.] screen, enter the transfer order number and the warehouse number. Decide whether the transfer order is to be confirmed in the %DFNJURXQG or )RUHJURXQG. ENTER.
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•
Confirmation in the background The system confirms the transfer order and acknowledges confirmation of the transfer order.
•
Confirmation in the foreground The system displays all the items in the transfer order selected. Select the items you wish to confirm and choose 7UDQVIHURUGHU → 3RVWto confirm the items The initial screen reappears and the system acknowledges that the transfer order has been confirmed.
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6WRFN5HPRYDO6WUDWHJLHV 3XUSRVH This business process allows you to determine storage bins for stock removal using stock removal strategies defined in the Warehouse Management system. In the Warehouse Management system, you define search strategies that the system uses to determine the correct storage bin when goods are placed in and removed from stock. Stock removal strategies are the methods used by the system to search for a suitable quant within a specific storage type when goods are removed from stock. The following stock removal strategies can be used: •
Strict FIFO (first in, first out) for all storage types
•
LIFO (last in, first out)
•
Partial quantities first
•
Shelf life expiration date
•
FIFO (first in, first out)
•
Removal proposal based on quantities (large/small quantities)
•
Customer-defined strategy
The individual strategies are explained in detail in Warehouse Management: Stock Removal Strategies [Ext.](UURU1RERRNPDUNQDPHJLYHQ.
6WHSVLQWKH3URFHVV 1. The system determines the stock removal strategy. 2. On the basis of the stock removal strategy, the system determines the storage area, the bin type, and the ‘from’ bin which the goods are to be removed from. 3. The ‘from’ bin determined by the system is passed on to the transfer order
5HPDUNV •
For information on stock removal strategies, please see the Warehouse Management section of the implementation guide (IMG).
6HHDOVR Stock Placement Strategies [Page 971] [Page 971]
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6KLSSLQJ8QLW6WRUDJH 3XUSRVH This business process allows you to place shipping units into stock, remove them from stock and transfer them using the Warehouse Management System. The Packing Processing business process allows you to store packing information in the system, for example, a number of different items in a delivery can be packed in the same box. The box together with the articles it contains then constitutes a shipping unit, which is uniquely identified by a shipping unit number. You enter the shipping unit number to store the shipping unit using the Warehouse Management System. The contents of the shipping unit are not relevant in the Warehouse Management System. Shipping unit storage allows you to place into stock, remove from stock and transfer shipping units that have been formed in the documents “rough goods receipt” and “delivery”. These documents also contain Information on which articles are contained in the individual shipping units. ´ Your vendor sends you merchandise that has already been picked and packed into boxes in a format acceptable to your stores and you wish to place it into stock before it is dispatched. When you place the merchandise into stock in the system you can reference the “rough goods receipt” document, which has all the relevant packing information. ´ Merchandise that has already been picked and packed in boxes must be returned to stock because of delays in Shipping. When you place the merchandise into stock in the system you can reference the “delivery” document, which contains all the relevant packing information.
6WHSVLQWKH3URFHVV 1. You define whether a shipping unit is to be placed into stock, removed from stock or transferred. 2. In all 3 cases you define the selection criteria for the shipping units to be stored. The following selection criteria are possible: •
Goods issue date
•
(Optional) Customer
•
(Optional) Rough goods receipt
•
(Optional) Delivery
•
(Optional) Shipping unit
3. In all three cases you define default values for the stock movement. The following default values are possible: •
Site
•
Warehouse number
•
(Optional) Storage unit type (stock placements only)
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(Optional) Storage type (stock removals and transfers only)
In all three cases the movement type is determined by the system. 4. If the stock movement is either a stock placement or a stock removal, you decide whether it is to be processed in the foreground or the background. 5. Background processing: a) Placement in stock The system lists the shipping units to be placed into stock (if errors occur, an error log is created) and also generates the transfer orders. The shipping units are also posted to the ‘to’ bin locations in the stock to be placed in storage. b) Removal from stock The system lists the shipping units to be removed from stock (if errors occur, an error log is created) and also generates the transfer orders. The shipping units are also posted in the ‘from’ bin locations in the stock be removed from storage. 6. Foreground processing: a) Placement in stock –
The system lists the shipping units selected and generates an error log if errors occur.
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You select the shipping units to be placed in stock and specify the ‘to’ bin location manually, if necessary.
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You create the transfer order and the system posts the shipping unit in the ‘from’ bin location in the stock to be placed in storage.
b) Removal from stock –
The system lists the shipping units selected and generates an error log if errors occur.
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You select the shipping units to be removed from stock.
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You create the transfer order and the system posts the shipping unit in the ‘from’ storage location in the stock to be removed from storage.
c) Stock transfer –
The system lists the shipping units selected and generates an error log if errors occur.
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You select the shipping units to be transferred and specify the ‘to’ storage location, if necessary.
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You create the transfer order. The system posts the shipping unit to be transferred to the ‘from’ bin location in the stock to be removed from storage, and the ‘to’ bin location in the stock to be placed in storage.
7. In all three cases you confirm the transfer order that has been generated. (At this stage, transfer orders that have not yet been confirmed can be reversed if necessary.) a) Placement in stock The system posts the shipping unit to the ‘to’ bin location in the available stock. The shipping unit has been placed in stock.
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b) Removal from stock The system posts the shipping unit to the ‘from’ bin location. The shipping unit has been removed from stock. c) Stock transfer The system posts the shipping unit from the ‘from’ bin location and posts it to the ‘to’ bin location in the available stock. The shipping unit has been transferred.
5HPDUNV •
For information on shipping units, please see the packing information in the Implementation Guide (IMG).
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6WRULQJ6KLSSLQJ8QLWV 3URFHGXUH To place shipping units into stock 1. Choose Transfer 2UGHU → &UHDWH→ )RUVKLSSLQJXQLWV→6WRUHVKLSSLQJXQLW Enter the selection criteria on the initial screen and choose 3URJUDP → ([HFXWH The system displays the screen /LVWRI6KLSSLQJ8QLWVWREH3ODFHGLQWR6WRFN 2. In the 6KS8Q column, select the shipping unit you wish to place into stock and choose (QYLURQPHQW→*HQHUDWHWUDQVIHURUGHU In the 'HVWLQDWLRQVWRUDJHELQ column you see the storage bin in which the shipping unit is to be placed. In the 2SHQWUDQVIHURUGHUQXPEHU column you see the number of the transfer order that has been generated. In the 6KLSSLQJXQLWVWDWXV column you see the status of the shipping unit, which appears as ,QVWRFNSODFHPHQW at this stage 3. Place the cursor on the shipping unit in question and choose (QYLURQPHQW→&RQILUP LQWKHEDFNJURXQG •
Once the transfer order is confirmed it is no longer open, so it disappears from the 2SHQWUDQVIHURUGHUQXPEHU column.
•
In the 6KLSSLQJXQLWVWDWXV column the status of the shipping unit is set to 3ODFHG LQWRVWRFN. ´ You can display more detailed information on the storage bin, quant, delivery, transfer order and stock of the shipping unit at any time by going to the 6KLSSLQJ 8QLW6WRFN3ODFHPHQW screen (via *RWR).
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5HPRYLQJ6KLSSLQJ8QLWV)URP6WRFN 3URFHGXUH7RUHPRYHVKLSSLQJXQLWVIURPVWRFN 1. Choose Transfer 2UGHU → &UHDWH→ )RUVKLSSLQJXQLWV→5HPRYHVKLSSLQJXQLWV Enter the selection criteria on the initial screen and choose 3URJUDP → ([HFXWH The system displays the screen List of Shipping Units to be 5HPRYHGIURP6WRFN. 2. In the 6KS8Q column, select the shipping unit you wish to remove from stock and choose (QYLURQPHQW→*HQHUDWHWUDQVIHURUGHU In the 2SHQWUDQVIHURUGHUQXPEHU column you see the number of the transfer order that has been generated. In the 6KLSSLQJXQLWVWDWXV column you see the status of the shipping unit, which appears as ,QVWRFNUHPRYDO at this stage 3. Place the cursor on the shipping unit in question and choose (QYLURQPHQW→&RQILUP LQWKHEDFNJURXQG •
Data is removed from the 6RXUFHVWRUDJHELQ column as the shipping unit has now been posted out of this storage bin.
•
Once the transfer order is confirmed it is no longer open, so it disappears from the 2SHQWUDQVIHURUGHUQXPEHU column.
•
In the 6KLSSLQJXQLWVWDWXV column the status of the shipping unit is set to 1RWLQ WKHZDUHKRXVH. ´ You can display more detailed information on the storage bin, quant, delivery, transfer order and stock of the shipping unit at any time by going to the 6KLSSLQJ 8QLW6WRFN5HPRYDO screen (via *RWR).
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7UDQVIHUULQJ6KLSSLQJ8QLWV 3URFHGXUH To transfer shipping units 1. Choose Transfer 2UGHU → &UHDWH→ )RUVKLSSLQJXQLWV→7UDQVIHUVKLSSLQJXQLWV Enter the selection criteria on the initial screen and choose 3URJUDP → ([HFXWH The system displays the screen /LVWRI6KLSSLQJ8QLWVWREH7UDQVIHUUHG 2. In the 6KS8Q column, select the shipping unit you wish to transfer and choose (QYLURQPHQW→*HQHUDWHWUDQVIHURUGHU. In the 'HVWLQDWLRQVWRUDJHELQ column you see the storage bin to which the shipping unit is to be transferred. In the 2SHQWUDQVIHURUGHUQXPEHU column you see the number of the transfer order that has been generated. In the 6KLSSLQJXQLWVWDWXV column you see the status of the shipping unit, which appears as ,QVWRFNWUDQVIHU at this stage. 3. Place the cursor on the shipping unit in question and choose (QYLURQPHQW→&RQILUP LQWKHEDFNJURXQG. •
Data is removed from the 'HVWLQDWLRQVWRUDJHELQ column and added to the 6RXUFHVWRUDJHELQ column as this is now the new source storage bin for any future stock transfers.
•
Once the transfer order is confirmed it is no longer open, so it disappears from the 2SHQWUDQVIHURUGHUQXPEHU column.
•
In the 6KLSSLQJXQLWVWDWXV column the status of the shipping unit is set to 3ODFHG LQWRVWRFN. ´ You can display more detailed information on the storage bin, quant, delivery, transfer order and stock of the shipping unit at any time by going to the 6KLSSLQJ 8QLW6WRFN7UDQVIHU screen (via *RWR).
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5HSOHQLVKPHQW3ODQQLQJIRU)L[HG6WRUDJH%LQV 3XUSRVH You can plan replenishment for fixed storage bins by creating transfer requirements for replenishing fixed bins from reserve storage bins. In addition to the current stock situation, the system takes into account planned removals based on forthcoming deliveries for which goods have to be picked from fixed storage bins. This process can be used at the end of each day’s business, for example, to create all the transfer requirements needed to supply the fixed bins the following day. This provides you with an overview of planned replenishments. No scheduling or control of replenishment takes place. Replenishment stock transfer is triggered and carried out after replenishment planning for fixed storage bins. To do this, you create a transfer order for the replenishment transfer requirement and confirm it once it has been carried out.
6WHSVLQWKH3URFHVV 1. You select parameters such as site, storage number and fixed storage type. 2. (Optional) You select additional information for the transfer requirement to be created. 3. (Optional) You limit selection of deliveries. 4. You determine how small quantities are to be handled. If the removal strategy “small/large quantities” is used and the control quantity has been exceeded, you determine here whether the small quantity is to be considered as a remaining quantity or ignored. 5. The system determines all relevant items and quantities of the deliveries selected and calculates the total requirement per article (= total requirement per fixed bin). 6. The system calculates the effective requirement per article (= effective requirement per fixed bin) by subtracting the stock in the fixed bin that is currently available, and any existing replenishment transfer requirements, from the total requirement. 7. The system determines the number and quantity of the transfer requirements per fixed bin and creates the necessary transfer requirements for replenishing the fixed bins.
5HPDUNV •
The Warehouse Management view in the article master must be maintained. Fixed bins must be created for the articles in a fixed storage type and assigned. Replenishment quantities must be defined. The replenishment quantity defined for an article is the quantity that will be entered at the item level in a replenishment transfer requirement.
•
Depending on how the replenishment movement type was configured for the storage type, a requirement type may be necessary (to identify the reason for the requirement). If a requirement type has been entered, a requirement number must always be entered (to allow transfer requirements to be grouped) on the selection screen for the replenishment transfer requirement to be created (see step 2 under Steps in the Process).
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The placement strategy “Fixed bin assignment” must be set for the fixed bin storage type.
•
Storage type determination must guarantee that, when transfer orders for replenishment transfer requirements are created, a reserve storage type is found from which the fixed bin storage type can be supplied.
•
For information on the planning of replenishments for fixed storage bins, please see the Warehouse Management section of the implementation guide (IMG).
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5HSOHQLVKPHQW3ODQQLQJIRU)L[HG6WRUDJH%LQV 3URFHGXUH To plan replenishments for fixed storage bins, proceed as follows: 1. On the Replenishment planning for fixed storage bins [Ext.] screen enter the following data: a) In the 6HOHFWLRQ field group enter the following storage parameters: •
Site
•
Warehouse number
•
Fixed bin storage type in the 6WRUDJHW\SH field.
b) In the $GGLWLRQDOLQIRUPDWLRQIRUWUDQVIHUUHTXLUHPHQW field group you can enter the following data: •
(Optional) Requirement type/number Depending on how the replenishment movement type was configured for the storage type, a requirement type may be necessary (to identify the reason for the requirement). If you enter a requirement type, you must also enter a requirement number (to allow transfer requirements to be grouped).
•
(Optional) Transfer priority This value is copied to the replenishment transfer requirement and to the subsequently created transfer order, thus enabling transfer orders to be processed according to priority.
•
(Optional) Planned date. The system proposes the day’s date.
•
(Optional) Planned time. The system proposes the current time of day.
´ In the 3ODQQHGGDWH field you can enter the date on which the transfer requirement is to be processed. The same applies for the 3ODQQHGWLPH field. c) In the Delivery selection field box you can select deliveries “From.... To....”. •
(Optional) Shipping point
•
(Optional) Group number Deliveries created together when the delivery due list is processed are grouped together in a delivery group by the system. The system assigns this group a number. You can select deliveries using this number.
•
(Optional) Picking date
•
(Optional) Goods issue date in the *5GDWHfield.
d) In the ,IFRQWUROTXDQWLW\H[FHHGHG field group you can select the&RQVLGHU UHPDLQLQJTXDQWLW\field This results in small quantities being considered as remaining quantities if the large/small quantities strategy is used for stock removal and a large quantity is established (i.e. the quantity to be removed is
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5HSOHQLVKPHQW3ODQQLQJIRU)L[HG6WRUDJH%LQV 3URFHGXUH larger than the control quantity). If you do not want the system to do this, select the ,JQRUHUHPDLQLQJTXDQWLW\field. 2. Choose 3URJUDP→([HFXWH The system creates the necessary replenishment transfer requirements and creates statistics containing the following information:
•
Number of delivery items and number of articles that were taken into account in planning replenishments for fixed storage bins
•
Number of replenishment transfer requirements created and number of items
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3K\VLFDO,QYHQWRU\ 3XUSRVH Every company is legally required to carry out a physical inventory of warehouse stocks at least once a year to balance the physical stocks with the book figures. SAP Retail supports a number of physical inventory methods, and enables you to carry out a physical inventory for warehouses and stores.
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Determination of book balances and adjustment of the stock when physical inventory differences are posted
Article, Site, Inventory Management
Physical inventory at storage bin level
Warehouse Management
Updating of delivered values for physical inventory differences in Financial Accounting
Financial Accounting
)HDWXUHV Physical inventory is supported by a number of functions, including: •
A number of different physical inventory methods such as periodic inventory, or continuous inventory
•
Creation and printing of physical inventory documents
•
Upload of data entered by portable data capture to the SAP system
•
Goods movement block for the duration of the physical inventory
•
Entry of the count results and comparison with the book balance
•
Sending physical inventory documents in the form of intermediate documents (IDocs) from the head office to the store.
•
Receipt and processing of the results of the count from a store in the form of intermediate documents (IDocs)
•
Count results check, count result changes and recount, if required
•
Adjustment of the inventory differences and correction of the values on the stock accounts of Financial Accounting
•
Evaluation of the physical inventory using the physical inventory history
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Organizational Areas
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Headquarters [Page 103]
D i s t r i b u t i o n C e n t e r [ P a g e
S t o r e [ P a g e
Sal es Off ice [Pa ge 11 0]
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1 0 6 ] Physical Inventory Processing [Page 1013]
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Physical Inventory (Store) [Page 1027]
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&RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ MM - Inventory Management: Physical Inventory [Ext.] MM - Warehouse Management [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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3HULRGLF,QYHQWRU\ In a periodic inventory, all stocks of the company are physically counted on the balance sheet key date. In this case, every article must be counted. During counting, the entire warehouse must be blocked for goods movements.
&\FOH&RXQWLQJ Cycle counting is a method of physical inventory whereby inventory is counted at regular intervals within a fiscal year. These intervals (or cycles) depend on the cycle counting indicator set for the articles. Cycle Counting allows fast-moving items to be counted more frequently than slow-moving items, for example.
&RQWLQXRXV,QYHQWRU\ With the continuous inventory method, stocks are counted continuously during the entire fiscal year. In this case, it is important to ensure that every article is physically counted at least once during the year. Continuous inventory affords a high degree of flexibility, as counting can be distributed over the full year.
3HUSHWXDO,QYHQWRU\%DVHGRQ7R%LQ7UDQVIHU RQO\LIWKH :DUHKRXVH0DQDJHPHQW6\VWHPLV$FWLYH The first time a bin is occupied, the Warehouse Management system requests a physical inventory. When stock placement is confirmed, a physical inventory is carried out and entered in the system. No further physical inventory is usually carried out for the bin in the same year. This method usually involves a high percentage of storage bins being involved in the physical inventory. Sometimes no stock is actually placed into a bin in the course of a fiscal year, however. Bins into which no stock has been put away are subject to a periodic inventory at the end of the fiscal year.
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The zero stock control method exploits the fact that a storage bin is emptied when stock is removed. A note is made on the transfer order document indicating that the storage bin has to be checked. When stock is removed, the warehouse clerk checks whether the bin is actually empty. The transfer order is confirmed with the results of the count. If the bin is not empty, the stock balance is corrected automatically in the Warehouse Management system. The difference must also be adjusted subsequently in Inventory Management. Physical inventory is thus complete for the storage bin.
,QYHQWRU\6DPSOLQJ 7KHODUJHUWKHQXPEHURIDUWLFOHVVWRUHGLQDFRPSDQ\WKHPRUHWLPHDQGH[SHQVHLV LQYROYHGLQFRXQWLQJWKHVWRFNVRIWKHDUWLFOHV The time and trouble involved in a physical inventory can be reduced considerably by restricting counting to a limited number of articles and extrapolating the results for all stock management units. This sampling principle is also used in quality inspection – only a sample is inspected and the results extrapolated for the whole quantity. The results of a physical inventory carried out in this way are only permissible when certain requirements are met: •
The number of stock management units participating in the physical inventory must be large enough
•
The number of stock management units participating in the physical inventory must be representative
A number of statistical methods are used to carry out inventory sampling: •
A sample is taken at random from the stock management units taking part in the physical inventory. The size of the sample depends on the probable degree of confidence that is to be obtained when the results of the count are extrapolated for all stock management units.
•
Using the results posted, an extrapolation is carried out for all stock management units participating in the inventory sampling.
•
If there is only a small variance between the extrapolated value and the book value and a high probability that any error in the extrapolation process is very small, the inventory sampling is considered as successful.
An inventory sampling is considered as successful when the estimated differences that are established are so negligible that they can be disregarded. As in classical physical inventory, only stock values of the elements that are actually counted are corrected; the stock values of the other stock management units are not changed. If an inventory sampling is not successful, a complete physical inventory is carried out for the stock management units that were not counted.
3HULRGLF,QYHQWRU\6DPSOLQJ In this case a count is made on a periodic basis. No warehouse movements or changes to the book balances are made while sampling is in progress.
&RQWLQXRXV,QYHQWRU\6DPSOLQJ This can take place over a long period of time. Book balances are periodically updated in line with the data obtained. Changes in book values are therefore included in inventory sampling calculations.
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3K\VLFDO,QYHQWRU\ 6WRFNIRU:KLFK3K\VLFDO,QYHQWRU\ &DQ%H&DUULHG2XW When a physical inventory is carried out, stocks must be divided up according to various criteria, for example according to use, ownership or management in batches/valuation types. Note the following:
6WRFN7\SHV Stock can be divided into various stock types, depending on how the stock is to be used: •
Unrestricted-use stock in the warehouse
•
Stock in quality inspection
•
Blocked stock
If more than one stock type exists for an article, these can be entered in a physical inventory document. Each stock type must, however, be entered and counted as a separate physical inventory item.
3DUWLDO6WRFNV Stock can be divided up based on: •
Batches (because batch numbers were issued by the manufacturer, for example)
•
Valuation types (because standard stock and promotional stock are subject to split valuation, for example)
A batch/valuation type can also be divided up into different stock types. A number of batches/valuation types can be entered in a physical inventory document but make up a single item (per valuation type, if applicable). ´ If batch status management is active, the stock type “unrestricted-use stock in the warehouse” is used for both the unrestricted-use stock and for the restricted-use stock, as the other stock types are represented by the status of the batch.
6SHFLDO6WRFNV Special stocks also have to be handled separately. These include: •
&RQVLJQPHQWVWRFN This is stock stored on your premises but which belongs to a vendor. You only have to pay for the stock upon consumption.
•
5HWXUQDEOHWUDQVSRUWSDFNDJLQJ This is stock which you receive from a vendor at goods receipt and which you have to return at a later date.
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Both of these stock types are non-valuated and managed as belonging to a third party. These are considered as special stock because they are not part of your own stock and are assigned to the respective vendor. Separate physical inventories must be carried out for your own stock and for the various special stocks such as vendor consignment stock or returnable transport packaging. Separate physical inventory documents must be created in each case.
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3K\VLFDO,QYHQWRU\ 6WRUH All the information relevant to a physical inventory is stored in a physical inventory document. This also contains information as to the current status of the physical inventory and is the document on which the physical inventory history is based.
'DWD&RQWDLQHGLQWKH3K\VLFDO,QYHQWRU\'RFXPHQW A physical inventory document comprises a header and one or more items and contains the following data: •
•
+HDGHUGDWD –
Location of the physical inventory
–
Date of the physical inventory
–
Status information
,WHPGDWD –
Article information
–
Stock type
–
Batch or valuation type, if applicable
–
Quantities and values
&UHDWLRQRID3K\VLFDO,QYHQWRU\'RFXPHQW The following options exist for creating a physical inventory document: •
You can create it manually You enter the articles to be counted. This method is recommended if only a few articles are to be inventoried.
•
You can run a batch input session You enter a number of criteria to enable the system to determine the items to be counted. These include organizational levels and article numbers. You can also define whether you wish articles to be counted that have already been counted in the current fiscal year. The system then creates one or more physical inventory documents with those items that match the criteria entered. This method is recommended if a large number of articles is to be inventoried.
•
You can enter physical inventory data using handheld readers (PDC units) If physical inventory data is entered via portable data capture, the data can be transferred to the SAP system using a special program. This can process records for which an open physical inventory document exists and also records for which no physical inventory document has been created.
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3K\VLFDO,QYHQWRU\ :LWKRXW:DUHKRXVH0DQDJHPHQW Typically a physical inventory is carried out in a store without the use of Warehouse Management. A physical inventory is based on data in Inventory Management. It is in Inventory Management that stock data is managed for every site and storage location. The organizational levels relevant to physical inventory are therefore: •
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If no storage location segment has been created for an article in a particular storage location, no stock exists for the article. This is why it is not possible to carry out a physical inventory for the article in this storage location. When the stock of an article is managed using a value-only article, the physical inventory data is entered on the level of the value-only article. When Warehouse Management is not in use, the system is unaware of where stock is stored in your warehouse. Information on storage bins can, however, be entered in the article master. This information can be printed on the physical inventory document and used for arranging items in the document. The following example illustrates the structure of a physical inventory document: ´ +HDGHURIDSK\VLFDOLQYHQWRU\GRFXPHQW 6LWH 0001
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3K\VLFDO,QYHQWRU\ :LWK:DUHKRXVH0DQDJHPHQW If Warehouse Management is in use, the system is aware of the precise location of all stock stored in your warehouse. Warehouse Management can be seen as a supplement to Inventory Management; that is, goods movements documented in Inventory Management are also documented in Warehouse Management. Warehouse numbers are assigned to storage locations. These in turn are divided into storage types and storage bins. The following levels are therefore relevant for physical inventory: •
:DUHKRXVHQXPEHU A warehouse number is always assigned to a site and to a storage location. The storage location provides the link between the Warehouse Management and Inventory Management structures.
•
6WRUDJHW\SH These include high rack storage area or block storage area
•
%LQORFDWLRQ The storage bin indicates the exact location of an article (via coordinates, for example)
A physical inventory item is the stock of an article contained in a storage bin (the quant). A physical inventory document is structured as follows: ´ +HDGHURIDSK\VLFDOLQYHQWRU\GRFXPHQW :DUHKRXVHQXPEHU 001
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3K\VLFDO,QYHQWRU\ *RRGV0RYHPHQW%ORFN If goods movements occur in the period between stock being counted and the results of the count being compared with the book balance, the results of the physical inventory will be inaccurate. To avoid this, it is recommended that you set a posting block for those articles participating in the physical inventory while the physical inventory is in process.
6HWWLQJD3K\VLFDO,QYHQWRU\%ORFN This can be done in one of two ways: •
You can set a goods movement block when you create the physical inventory document. This procedure is recommended when the physical inventory document is created directly before counting begins.
•
You can set a goods movement block after you have created the physical inventory document by changing the posted document. This procedure is recommended when the physical inventory document is not created directly before counting begins.
/HYHO%ORFNHG A physical inventory block is set per item. This enables the stock of an article in one storage location only or only one particular stock type to be blocked for goods movements. The following examples illustrate the level at which a block can be set: ´
1
Article
Site
Storage location
Stock type
2
Article
Site
Storage location
Valuation type
3
Article
Site
Storage location
Special stock
4
Storage type
Bin location
Article
Site
Stock type
5
Storage type
Bin location
Article
Valuation type
Site
Stock type
Stock type
Depending on the type of physical inventory, you can block all the articles in a storage location or all the bin locations of a storage type. This would be advisable, for example, if you work with periodic inventory.
5HPRYLQJWKH3K\VLFDO,QYHQWRU\%ORFN The physical inventory block is automatically removed by the system. •
Physical inventory without Warehouse Management The block is removed once the count data has been entered in the system.
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Physical inventory with Warehouse Management The block is removed once physical inventory differences have been posted in Warehouse Management.
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3K\VLFDO,QYHQWRU\ 'LIIHUHQFHV Once the results of the count have been entered in the system, the differences are determined by the system via a difference list. The system compares the book value at the time of the count with the results of the count and calculates the differences. ´ If there is a long period of time between physical counting and entering of the results in a physical inventory document, you can “capture” (fix) the book balance in the physical inventory document immediately before the physical count has taken place. This enables you to prevent differences being distorted by a goods issue that is posted, for example, in the period between the counting and entering of results in the system. If you trace the differences back to a counting error, you can initiate a UHFRXQW for the items in question. Difference are adjusted for every document, allowing you to process one document completely before moving onto the next. Alternatively, you can elect to adjust the differences only for certain items in a document. When differences are adjusted, the system always adjusts both values and quantities. ´ When physical inventory is carried out and Warehouse Management is active, two steps are necessary to adjust the differences. First only the variant quantities are corrected in the storage bins of the storage type. Valuation is not affected. The differences then have to be posted in Inventory Management for the relevant site and storage location. How this is done is described below:
4XDQWLW\&RUUHFWLRQ The difference posting leads to a correction of the stock quantity. The current stock level as per the book value is replaced by the quantity actually counted. Similar to the document created at goods receipt, the system creates an article document. This contains movement types defined especially for physical inventory postings to enable the stock quantity to be corrected
9DOXH&RUUHFWLRQ In addition to correcting the quantity, the system also corrects the value of the stock. The difference quantity determined is valuated at the moving average price of the article. Depending on the type of difference, the amount is posted as an inward or outward movement to the relevant stock account in Financial Accounting. The offsetting entry is normally posted to the “expenses from inventory differences” or “revenue from inventory differences” account. An accounting document is therefore created in addition to the article document. No value correction is necessary if the stock is non-valuated (for example, vendor consignment stock). No accounting document is created.
7ROHUDQFHV Value tolerances can be defined for a group of users who post inventory differences. You can define two types of tolerances: •
Maximum amount per physical inventory document
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Maximum amount per document item
If a document exceeds the document tolerance limits defined for the user group, the user is unable to post the physical inventory differences. If the total value of the document is below the document tolerance limit, but some items in the document exceed the maximum amount defined per item, the user is unable to post the differences for the item but is still able to post the differences for the remaining items. The following example illustrates how physical inventory documents and follow-on documents are connected: ´ 3K\VLFDOLQYHQWRU\GRFXPHQW ,WHP
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3K\VLFDO,QYHQWRU\ $QDO\VHV 3K\VLFDO,QYHQWRU\+LVWRU\ A physical inventory history is maintained which enables you to track the progress of the physical inventory and carry out subsequent reports. The physical inventory history is updated for each physical inventory item and contains information such as: •
Organization level of the physical inventory (such as site, storage location, stock type)
•
Physical inventory status (such as counted, recounted, adjusted)
•
Dates –
Count date
–
Posting date (of difference posting)
–
Date of last physical inventory
•
Number of the article document of the difference posting
•
Personnel data
•
–
counted by
–
posted by
Quantity and value information (e.g. count quantity, book quantity, value of the difference)
A number of reports are available to give you an overview of the current situation, or past physical inventories. These include: •
Physical inventory overview Overview in which you can display physical inventory data for one or more sites. Using a number of criteria you can limit your selection to a particular stock type or physical inventory status.
•
Physical inventory data for articles This provides a brief overview of the physical inventory data for the current period and previous period.
•
Physical inventory documents for articles This lists all physical inventory documents that have not yet been archived.
•
Archived physical inventory documents
´ As is usual with data relating to goods movements, physical inventory documents must be reorganized at regular intervals. How often this is necessary depends on your system configuration and the organizational requirements of your company. You cannot usually access archived documents on-line. You can, however, display them using archiving reports. Your IT department can provide the data necessary for this.
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You can use a special information structure to monitor ongoing physical inventory, as this structure is updated as soon as count results are entered. This gives you an overview of the number of considerable differences there are before you make the posting. In this case you can also use the early warning system.
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3K\VLFDO,QYHQWRU\ 9DOXH2QO\$UWLFOH0DQDJHPHQW A value-only article represents a group of articles for which no Inventory Management on an individual article basis is carried out. The total value of the article group (for example, a merchandise category) is represented at the value-only article level. The main features of the value-only article are: •
The stock quantity of the individual articles is not known
•
Stock is also managed at retail as well as at cost
Since no stock information exists for the individual articles assigned to the value-only article, a physical inventory is carried out for the value-only article based on the sales value. A value-only article cannot be managed in batches or in different stock types for physical inventory.
&RXQW When a physical inventory is carried out for a value-only article, the following applies: •
The sales value must be entered
•
The quantity can be entered (optional)
When count data entered using a handheld reader is transferred to the SAP system, the system searches for a value-only article (value-only article determination). The sales value of all articles assigned to a value-only article is aggregated at the value-only article level and can be entered as a total in the relevant item.
,QYHQWRU\GLIIHUHQFHV When a physical inventory is carried out for a value-only article, differences occur when the current stock value at sales price differs from the sales value determined in the course of the count. A correction is made as follows: 1. The sales value of the value-only article is replaced by the value determined during counting. 2. The delivered price calculated from the moving average price is updated proportionally. The margin valid at value-only article level thus remains unchanged. ´ Physical inventory differences can only be posted to the previous period if the sales value was “captured” (fixed) for the document in question in the previous period.
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3K\VLFDO,QYHQWRU\ 6XSSRUWIRU&DUU\LQJ2XWD6WRUH 3K\VLFDO,QYHQWRU\ If store stock is managed in the Inventory Management System of the head office, a physical inventory is carried out for the stock in the store in a similar way to the central physical inventory. The following functions are available to facilitate communication with the store: •
Physical inventory documents can be sent to the store in the form of intermediate documents (IDocs)
•
Count data can be sent from the store to the head office in the form of intermediate documents (IDocs)
•
Count data from the store can be automatically processed in R/3
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A suitable interface must be available in the store for data to be exchanged in the form of intermediate documents. Alternatively, data can be transferred as printed lists. The most suitable physical inventory methods for a store are periodic inventory and cycle counting. Not all special stock types are supported in a store physical inventory. You can use special stock types Consignment for vendor and Returnable transport packaging for vendor. ´ You cannot use the functions for supporting the store physical inventory together with the R/3 Warehouse Management System. However, the Warehouse Management System provides an IDoc type which enables you to send and receive physical inventory documents in the form of IDocs.
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3K\VLFDO,QYHQWRU\ 6HQGLQJ3K\VLFDO,QYHQWRU\ 'RFXPHQWVWRD6WRUH The following methods are possible: •
'RFXPHQWVVHQWDVSULQWHGOLVWV These lists can be used for counting in the store.
•
'RFXPHQWVVHQWDVLQWHUPHGLDWHGRFXPHQWV ,'RFV A suitable interface must be available in the store before this option can be used. The recipient can, for example, be a POS system or a store retailing system. You could also, if required, send the physical inventory data to an external service company you have commissioned to carry out a physical inventory for you.
•
'RFXPHQWVQRWVHQW Physical inventory data does not have to be sent to a store if the store is responsible for the count (if the count lists are created using a store retailing system for example). The results of a count can still be sent to the head office for automatic processing. There are two possible situations: –
Physical inventory documents already exist in the central system In this case, count data is assigned to the corresponding physical inventory documents on the basis of the article number in SAP Retail or the EAN/UPC.
–
No physical inventory documents exist in the central system In this case, physical inventory documents are generated subsequently for the count data.
9DOXH2QO\$UWLFOH0DQDJHPHQW If the article to be counted is not managed on an article basis in the head office, the information can be passed on in two different ways: •
By entering the value-only article to be counted
•
By breaking down the value-only article into the articles assigned to it with the help of the listing This provides more detailed information for the physical inventory.
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3K\VLFDO,QYHQWRU\ 6WUXFWXUHRI,QWHUPHGLDWH 'RFXPHQWV ,'RFV A special IDoc structure (WVINVE02) exists for transferring data. The structure is similar to the physical inventory document used by the head office and all the EANs/UPCs for an article can be included in this.
6HJPHQWIRU&XVWRPHU6SHFLILF'DWD The IDoc type includes a segment the purpose of which you can define yourself. In the IDoc, you can add as many of these segments as you want for each item, and enter the data there. When count data is automatically processed in the head office, you can evaluate these segments in a user exit.
$UUDQJLQJ,WHPV$FFRUGLQJWR/D\RXW$UHDV When intermediate documents are created, you can have the system arrange the items by layout areas and by their sequence in the layout areas. The following example aims to illustrate this more clearly: ´ You wish to transfer a physical inventory document that includes the following items for site R151 and storage location 0001: ,WHP
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Site R151 is a supermarket. The modules are used as follows in the layout for the site:
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3K\VLFDO,QYHQWRU\ 3URFHVVLQJWKH&RXQW'DWDIURPD 6WRUH After the store carries out a physical inventory, the results are passed on to the head office in the form of printed lists or as intermediate documents (IDocs). When intermediate documents are passed on, they are automatically processed in the head office. The following functions are provided: •
Assignment to Physical Inventory Documents
•
Evaluation of Item Data
•
Data Aggregation
•
User Exits
•
Error Management
$VVLJQPHQWWR3K\VLFDO,QYHQWRU\'RFXPHQWV The following situations are possible: •
3K\VLFDOLQYHQWRU\GRFXPHQWVDUHFUHDWHGEHIRUHVWRFNLVFRXQWHG This is needed if, for example, you want to send physical inventory documents to the store and convert them to count lists there. In this case you must assign the results of the count to the head office physical inventory documents. If the document number was not passed onto the head office, the system determines the document is by using article numbers or EANs/UPCs. If the system is unable to find the correct document number, this is recorded in the error log. You can evaluate this error log using the 326PRQLWRU. This would be the case, for example, if an article is counted in a store which the central system in the head office has listed as not bring available in the store. A physical inventory document must be subsequently created for these items. You can create the missing physical inventory documents manually or by workflow. If the appropriate settings are made in Customizing, work items are created which you can process to create these missing physical inventory documents.
•
3K\VLFDOLQYHQWRU\GRFXPHQWVDUHFUHDWHGZKHQFRXQWGDWDLVSURFHVVHG You use this method if, for example, the store creates count lists from its store retailing system, and therefore does not need document data from the head office. In this case, physical inventory documents can be generated automatically when count data is processed. Document creation can be controlled by the following Customizing settings: –
Automatic document creation in the background
–
Automatic document creation on-line In the POS monitor you receive an error message for each physical inventory document item for which no corresponding physical inventory document was found. You can then repeat processing for an IDoc, and thereby create physical inventory documents for all the open items in that IDoc.
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(YDOXDWLRQRI,WHP'DWD •
$UWLFOHQXPEHUVLQ6$35HWDLORU($183&TXDQWLW\ This information must be passed on to the head office. Any EAN/UPC of your choice can be used. It is then converted to the base unit of measure in the head office.
•
6WRFNW\SH Since different stock types are taken into consideration for physical inventory, the different stock types should if possible be available. If they are not available, the system sets the default to “warehouse.”
•
%DWFKHV A batch number must be available for articles that are managed in batch.
•
9DOXHRQO\DUWLFOHV The sales value or the sales price must be available for value-only articles. If the sales value is passed onto the head office, the quantity field does not have to be filled. The value or price can be given in a different currency to the local currency of the head office. In inbound processing, this currency is then automatically converted to the local currency.
'DWD$JJUHJDWLRQ A number of different count results can be sent for the one article. Head office then aggregates them at article level. (This may be necessary if the one article, for example, is found at different places in the store.) If, when physical inventory documents were passed onto the stores, value-only articles were broken down into the individual articles assigned to them, the system aggregates them again when the results are received in the head office.
8VHU([LWV The following user exits are provided for the store physical inventory: •
&RQWUROIRUVXEVHTXHQWJHQHUDWLRQRISK\VLFDOLQYHQWRU\GRFXPHQWV You can make settings in Customizing to control the automatic creation of physical inventory documents when count data is processed. The Customizing settings apply to one site. Via a user exit you can make settings which are valid per IDoc. (User exit WVFI0001 with component EXIT_SAPLWVFI_001)
•
(YDOXDWLRQRIFXVWRPHUVSHFLILFGDWDLQ,'RFV You can add customer-specific fields to the IDoc type for physical inventory data in a special segment. A number of these segments can be assigned to each individual item of an IDoc. If the system recognizes customer-specific segments during inbound processing, a user exit is executed in which you can process the data as you wish.
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(UURU0DQDJHPHQW A number of errors can occur; data can be missing, or the results of a count might be sent more than once, for example. When errors occur, the error log is updated. You can evaluate this log via the 326PRQLWRU. When the error has been solved, the user can restart processing of the results sent. Only those items previously containing errors are then processed. 6HHDOVR POS Interface Monitor [Page 1206]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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3K\VLFDO,QYHQWRU\3URFHVVLQJ 3XUSRVH This business process allows you to carry out a physical inventory for sites for which SAP Retail Inventory Management is active. A store physical inventory is carried out to determine the exact quantity of stock of an article at a particular time. The book balance for the store is updated in SAP Retail based on the actual level determined during the physical inventory. The following physical inventory methods exist for stores for which R/3 Warehouse Management is not active: •
Periodic inventory
•
Continuous inventory
•
Cycle counting
•
Inventory sampling
6WHSVLQWKH3URFHVV Depending on the method chosen, physical inventory can be divided into four steps: 1. Preparation Physical inventory documents are created, the articles concerned blocked or the book inventory balance frozen and the physical inventory documents (count lists) created and transferred to the stores. 2. Count In this step the physical count is carried out in the stores. The results are entered in a list, in a distributed retailing system, or via a handheld reader and transferred to the head office. Depending on which method is used, the results are either entered in SAP Retail online or via the PDC interface (off-line) for physical inventory data where they are matched up to the physical inventory documents. 3. Physical inventory analysis The system then compares the results of the count with the book inventory balance for every article. You can create a difference list, with which you can decide which articles displaying large difference are to be recounted. When you trigger a recount, a new physical inventory document is automatically created. 4. Posting The last step is the posting of the physical inventory. If differences occurred, the stocks are updated. ´ Differences can only be posted during a limited time period: •
The posting period is set automatically during the count. The difference must therefore be posted in the same period or - if posting to the previous period is allowed - in the following period.
•
The fiscal year is set when you enter a planned count date on creation of a physical inventory document. All further postings for this document must take
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For further information on physical inventory, please refer to the physical inventory information in the Materials Management section of the implementation guide (IMG).
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&UHDWLQJD3K\VLFDO,QYHQWRU\'RFXPHQW 3URFHGXUH The following options exist for creating physical inventory documents for sites: •
Creating single documents You enter the articles to be counted. This method is recommended if only a few articles are to be inventoried.
•
Creating a session You enter the criteria by which articles are to be inventoried in which sites. The system then creates one or more physical inventory documents per site with the articles that match the criteria. This method is recommended if a large number of articles is to be inventoried.
•
Creating physical inventory document for cycle counting You enter the criteria for physical inventory document creation. The system then determines all the articles for physical inventory that match the criteria.
&UHDWLQJVLQJOHGRFXPHQWV To create a single document, proceed as follows: 1. On the Create Physical Inventory: Initial Screen [Ext.](UURU1RERRNPDUNQDPH JLYHQ enter the site and storage location You can also enter the grouping type at header level.
´ The grouping type ensures that only articles having the same grouping criterion are included in the physical inventory document. The criterion (such as a particular merchandise category) is determined based on the first article you enter in the document. The grouping criterion is also stored at header level. 2. Choose (GLW→1HZLWHPV to go to the item screen. Enter the articles to be inventoried. Articles managed on a value-only basis cannot be inventoried directly. You must carry out a physical inventory in this case for the value-only article. The %'column controls batch determination for articles managed in batches or for those subject to split valuation. If this column is selected, an item is automatically created for every batch or valuation type. If this column is not selected, a window appears with all the allowed batches and valuation types in which you can select those to be included in the physical inventory. 3. Save your entries. The system confirms that the document has been created and displays the number of the physical inventory document.
&UHDWLQJDVHVVLRQ To create a session for physical inventory documents, proceed as follows: 1. On the Batch Input: Create Physical Inventory Document Without Special Stock Screen [Ext.](UURU5HIHUHQFHVRXUFHQRWIRXQG enter the sites and storage locations for which physical inventory documents are to be created. By entering further selection criteria you can reduce or expand the list of physical inventory documents created.
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&UHDWLQJD3K\VLFDO,QYHQWRU\'RFXPHQW 3URFHGXUH ´ If you enter a threshold values, only those articles will be selected which have stock (in base units of measure) that is less or the same as the threshold value. If you also select the field for articles already inventoried, the articles already inventoried will be selected. You can sort physical inventory documents by merchandise category or storage bin description. You must select one of the two fields in the 6RUWE\ section. If you also select the grouping criterion in document header field, you can, for example, create documents with articles from the same merchandise category in each document. The merchandise category is stored in the header, so that all the documents for the merchandise category can be found later. 2. Choose 3URJUDP → ([HFXWHand the system creates a list with all the items to be inventoried. Alternative: If you have selected the Create batch input field in the batch input session section, a session is created. You do not have to carry out step 3. 3. Choose (GLW → &UHDWHVHVVLRQto create the session. The system issues a message with the name of the session. ´ If you wish to run the session directly, choose *RWR → (GLWVHVVLRQ. The overview screen appears. You can select and run the required session.
&UHDWLQJSK\VLFDOLQYHQWRU\GRFXPHQWVIRUF\FOHFRXQWLQJ To create a session for physical inventory documents for cycle counting, proceed as follows: 1. On the Batch Input: Create Physical Inventory Documents for Cycle Counting Screen [Ext.](UURU1RERRNPDUNQDPHJLYHQ enter the sites and storage locations for which physical inventory documents are to be created. 2. Choose 3URJUDP → ([HFXWH and the system creates a session. A list appears of all items that are to be inventoried. 3. Choose (GLW → &UHDWHVHVVLRQto create the session. The system issues a message with the name of the session. ´ The cycle counting indicator must be set in the article master before an article can be inventoried with the cycle counting method. This can be done manually in article maintenance or automatically via an ABC analysis. ´ By selecting the 6HWSRVWLQJEORFN field or the )UHH]HERRNEDODQFH field, you can control whether the articles are to be blocked for goods movements or the book balance frozen. You can also set the block or freeze the book balance subsequently (Subsequent Blocking of Articles for Postings: Procedure [Page 1017] / Freezing the Book Balance: Procedure [Page 1020])
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6XEVHTXHQW%ORFNLQJRI$UWLFOHVIRU3RVWLQJV 3URFHGXUH The following options exist for subsequently blocking articles for postings for the duration of a physical inventory, that is, after the physical inventory documents have been created: •
Individual Processing
•
Processing with Sessions
,QGLYLGXDO3URFHVVLQJ 1. On the Change Physical Inventory Document: Initial Screen [Ext.] enter the physical inventory document number. 2. Choose *RWR→+HDGHUto go to the header data screen. Select the 3RVWLQJEORFN field. Post the document via 3K\VLFDOLQYHQWRU\GRFXPHQW→3RVW
3.
3URFHVVLQJZLWK6HVVLRQV 1. On the Batch Input: Block Articles for Physical Inventory Screen [Ext.] enter selection criteria with which you want to select physical inventory documents. These can be a site or a range of document numbers. If you entered a grouping criterion (such as a merchandise category) in the document header, you can also select using this criterion. Select the 3RVWLQJEORFN field. 2. Choose 3URJUDP → ([HFXWH and the system creates a session. A list appears of all the physical inventory documents meeting your selection criteria that are to be blocked. The system issues a message with the name of the session. ´ If you wish to run the session directly, choose *RWR → (GLWVHVVLRQ. The overview screen appears. You can select and run the required session.
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3ULQWLQJ&RXQW/LVWV 3URFHGXUH To print count lists, proceed as follows: 1. On the Print Physical Inventory Document Screen [Ext.](UURU5HIHUHQFHVRXUFHQRW IRXQG enter the criteria for which you wish to select physical inventory documents for which count lists are to be created. If you entered a grouping criterion (such as a merchandise category) in the document header, you can also select using this criterion. Select the field for breaking down (or exploding) a value-only article if all articles managed on the value-only article are to appear on the count lists. ´ If you also wish to limit your selection via the status ID (not yet counted or partially counted) of the document or item, select the required field in the status area. 2. Choose 3URJUDP→([HFXWH If you selected a status field, a window appears in which you can select the status. Confirm your selection. A new window appears in which you can enter the print settings. You can then print the count lists or display the print preview. 3. In the print view select 7H[W → 3ULQW to print the lists.
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7UDQVIHUULQJ3K\VLFDO,QYHQWRU\,'RFV 3URFHGXUH To transfer physical inventory intermediate documents (IDocs), proceed as follows: 1. On the Transfer Physical Inventory Document Screen [Ext.](UURU1RERRNPDUN QDPHJLYHQ enter the criteria for which you wish to select physical inventory documents for which IDocs are to be created. If you entered a grouping criterion (such as a merchandise category) in the document header, you can also select using this criterion. Select the field for breaking down (or exploding) a value-only article if all articles managed on the value-only article are to appear on the count lists. ´ If you also wish to limit your selection via the status ID (not yet counted or partially counted) of the document or item, select the required field in the status area. 2. Choose 3URJUDP→([HFXWH If you selected a status field, a window appears in which you can select the status. Confirm your selection. An overview of the IDocs sent appears. 3
To print a list of the IDocs sent, choose /LVW → 3ULQW
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)UHH]LQJWKH%RRN%DODQFH 3URFHGXUH If the results of the count will not be entered in the system directly after the count has taken place, it makes sense to freeze the book balance. Any subsequent goods movements therefore do not affect the book balance of the articles being counted. The following options exist for freezing the book balance: •
Direct freezing of the book balance on physical inventory document creation
•
Subsequent freezing of the book balance for individual documents
•
Subsequently for a session
'LUHFWIUHH]LQJRIWKHERRNEDODQFHRQSK\VLFDOLQYHQWRU\GRFXPHQW FUHDWLRQ 1. On the Create Physical Inventory Document: Initial Screen [Ext.] for single document processing or on the Batch Input: Create Physical Inventory Document Without Special Stock Screen [Ext.] for batch input processing, select the )UHH]HERRN EDODQFHfield. 2. When you save, the book balance is frozen.
6XEVHTXHQWIUHH]LQJRIWKHERRNEDODQFHIRULQGLYLGXDOGRFXPHQWV 1. On the Change Physical Inventory Document: Initial Screen [Ext.](UURU5HIHUHQFH VRXUFHQRWIRXQG enter the number of the physical inventory document for which you wish to freeze the book balance. 2. Choose *RWR →+HDGHU to go to the document header. 3. Select the )UHH]HERRNEDODQFH field. 4. When you save, the book balance is frozen. ´ Subsequent freezing is only possible if no count has been entered for at least one item.
6XEVHTXHQWO\IRUDVHVVLRQ 1. On the Batch Input: Freeze Book Balance for Physical Inventory Screen [Ext.] enter selection criteria such as physical inventory documents or sites. If you entered a grouping criterion (such as a merchandise category) in the document header, you can also select using this criterion. Select the field for physical inventory documents whose book balance has not yet been fixed. In the batch input session section, make selections for: –
Creating a batch input session or
–
Issuing a log, if you wish to see an overview of the documents selected.
2. Choose 3URJUDP→([HFXWH
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If you selected the batch input field, a message appears indicating that the session was created.
–
If you selected the log field, a list of physical inventory documents is displayed. Choose (GLW → &UHDWHVHVVLRQ to create the batch input session.
´ If you wish to run the session directly, choose *RWR → (GLWVHVVLRQ. The overview screen appears. You can select and run the required session.
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(QWHULQJWKH5HVXOWVRID3K\VLFDO,QYHQWRU\&RXQW 2QOLQH 3URFHGXUH A number of options exist for entering the results of the count, depending on the processing status of the physical inventory: •
Entry with reference to a physical inventory document
•
Entry without reference to a physical inventory document
(QWHULQJZLWKUHIHUHQFH To enter the results of the count online for a site, proceed as follows: 1. On the Enter Physical Inventory Count: Initial Screen [Ext.] enter the physical inventory document number and the fiscal year. 2
Choose *RWR → &ROOHFWLYHSURFHVVLQJ to branch to the item screen of the count document. Enter the quantities counted and the units of measure, if required. If the article is managed on a value-only basis, enter the sales value of the articles counted in the sales value column. The quantity is for information purposes only.
´ If you counted a quantity of zero for an item, enter this by selecting the ZC column. Simply entering a 0 in the quantity column is not enough, as the system interprets this as not yet counted. If several items have a quantity of zero, enter the other items first. Choose (GLW→=HURFRXQWand set the remaining items to zero. 3. Post the count via &RXQW→3RVW
(QWHULQJZLWKRXWUHIHUHQFH To enter the results of the count for a site online without referencing a physical inventory document, proceed as follows: 1. On the Enter Count Without Document Reference: Initial Screen [Ext.](UURU1R ERRNPDUNQDPHJLYHQ enter the site and storage location Articles managed on a value-only basis cannot be inventoried directly. You must carry out a physical inventory in this case for the value-only article.
2
Choose (GLW→1HZLWHPV to branch to the item screen. Enter the articles, the stock type and quantity counted. If the article is managed on a value-only basis, enter the stock value of the articles counted in the sales value column.
3. Post the count via &RXQW→3RVWA physical inventory document is then created. ´ You can also change a count document already entered. This may be necessary if you entered a wrong figure or a correction has been received even though no recount has been initiated.
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6HWWLQJWKH=HUR&RXQW,QGLFDWRU 3URFHGXUH If you counted zero stock for several items in a physical inventory document or if you wish to set all items not yet counted to zero, the following options exist: •
Individual Processing
•
Processing with Sessions
,QGLYLGXDO3URFHVVLQJ 1. On the Enter Physical Inventory Count: Initial Screen [Ext.] enter the physical inventory document number and the fiscal year. 2
Choose *RWR → &ROOHFWLYHSURFHVVLQJ to branch to the item screen of the count document. First enter the results of the count for those items that do not have a zero count.
3. Then choose (GLW→ 6HW]HURFRXQW. The zero count indicator is automatically set in every item for which no result has yet been entered. 4. Post the count via &RXQW→3RVW
3URFHVVLQJZLWK6HVVLRQV 1. On the Batch Input: Post Zero Count for Articles Not Counted Screen [Ext.] enter selection criteria such as physical inventory documents or sites. If you entered a grouping criterion (such as a merchandise category) in the document header, you can also select using this criterion. In the batch input session section, make selections for: –
Creating a batch input session or
–
Issuing a log, if you wish to see an overview of the documents selected.
2. Choose 3URJUDP→([HFXWH –
If you selected the batch input field, a message appears indicating that the session was created.
–
If you selected the log field, a list of physical inventory documents is displayed. Choose (GLW → &UHDWHVHVVLRQ to create the batch input session.
´ If you wish to run the session directly, choose *RWR → (GLWVHVVLRQ. The overview screen appears. You can select and run the required session.
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7ULJJHULQJD5HFRXQW 3URFHGXUH To trigger a recount, proceed as follows: 1. On the Enter a Recount: Initial Screen [Ext.] (UURU5HIHUHQFHVRXUFHQRW IRXQGenter the physical inventory document for which you wish to enter a recount. ´ If you enter a threshold value for the differences, only those items will be suggested by the system for which the difference is greater than the threshold value. 2
Choose *RWR→6HOHFWLRQVFUHHQ to obtain a list of the document items. Select the items you wish to recount.
3. Choose 3K\VLFDOLQYHQWRU\GRFXPHQW→3RVW to create a new physical inventory document with the items selected. The items to be recounted are deactivated in the original document and cannot be processed there.
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3RVWLQJ'LIIHUHQFHV 3URFHGXUH Depending on the status of the physical inventory, a number of options exist for posting physical inventory differences: •
Posting the difference after the count has been posted A physical inventory document has already been created and the count posted. You then post the difference.
•
Post the count/difference at the same time after physical inventory document has been created A physical inventory document has already been created but the count has not yet been posted. The results of the count are available to you. You enter the results of the count and post the differences in one step.
•
Entering without reference You have a result of a count without reference to a system document; that is, no physical inventory document has been created. You create the physical inventory document, enter the results of the count and post the differences in one step.
When you post the physical inventory difference, the system creates an article document that corrects the stock and an accounting document that contains the required account movements.
3RVWLQJWKHGLIIHUHQFHDIWHUWKHFRXQWKDVEHHQSRVWHG To post a difference after the count has been entered, proceed as follows: 1. On the Post Physical Inventory Differences: Initial Screen [Ext.] enter the physical inventory document number. If you enter a threshold value for the differences, only those items will be suggested by the system for which the difference is greater than the threshold value 2
Choose *RWR→6HOHFWLRQVFUHHQ to receive a list of the items for which differences are to be posted. You can select or deselect the items as required.
3. Choose 'LIIHUHQFH → 3RVW to post the document. The items whose difference is smaller than the threshold value and those selected in the overview screen are then settled.
3RVWLQJWKHFRXQWGLIIHUHQFHDWVDPHWLPH To enter a count for a physical inventory document and post the differences at the same time, proceed as follows: 1. On the Post Count and Differences: Initial Screen [Ext.] enter the physical inventory document number. 2. Choose (GLW → &ROOHFWLYHSURFHVVLQJ to go to the item screen.Enter the quantities counted and the units of measure, if required. If the article is managed on a valueonly basis, enter the sales value of the articles counted in the sales value column. The quantity is for information purposes only. If you counted a quantity of zero for an item, enter this by selecting the ZC column. Simply entering a 0 in the quantity column is not enough, as the system interprets this as not yet counted.
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(QWHULQJZLWKRXWUHIHUHQFH To enter a count without reference to a physical inventory document and post the differences at the same time, proceed as follows: 1. On the Post Document, Count and Difference: Initial Screen [Ext.] (UURU5HIHUHQFH VRXUFHQRWIRXQG enter the site and storage location for which a count is available. 2. Choose (GLW → New items to go to the item screen. Enter the articles counted, the stock type and quantity, if required. If the article is managed on a value-only basis, enter the sales value of the articles counted in the sales value column. The quantity is for information purposes only. If you counted a quantity of zero for an item, enter this by selecting the ZC column. Simply entering a 0 in the quantity column is not enough, as the system interprets this as not yet counted. 3. Post the difference via 'LIIHUHQFH → 3RVW.
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3K\VLFDO,QYHQWRU\ 6WRUH 3XUSRVH This business process allows you to carry out a physical inventory for stores for which Inventory Management is active in SAP Retail. A store physical inventory is carried out to determine the exact quantity of stock of an article at a particular time. The book balance for the store is updated in SAP Retail based on the actual level determined during the physical inventory. The following physical inventory methods exist for stores for which R/3 Warehouse Management is active: •
Periodic Inventory
•
Cycle Counting
6WHSVLQWKH3URFHVV Depending on the method chosen, physical inventory can be divided into three steps: 1. Preparation A unique physical inventory number is assigned, physical inventory documents are created, the articles concerned blocked or the book inventory balance frozen and the physical inventory documents (count lists) transferred to the stores. 2. Count In this step the physical count is carried out in the stores. The results are entered in a list, in a distributed retailing system, or via a handheld reader and transferred to the head office. Depending on which method is used, the results are either entered in SAP Retail online or via the physical inventory interface (offline) where they are matched up to the physical inventory documents. If no documents exist, these are then created. 3. Physical Inventory Analysis The system then compares the results of the count with the book inventory balance for every article. You can create a difference list, with which you can decide which articles displaying large difference are to be recounted. When you trigger a recount, a new physical inventory document is automatically created. The last step is the posting of the physical inventory. If differences occurred, the stocks are updated. ´ Differences can only be posted during a limited time period: •
The posting period is set automatically during the count. The difference must therefore be posted in the same period or - if posting to the previous period is allowed - in the following period.
•
The fiscal year is set when you enter a planned count date on creation of a physical inventory document. All further postings for this document must take place in the same fiscal year, or in the first period of the following fiscal year if posting to the previous period is allowed.
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For further information on store physical inventory, please refer to the physical inventory information in the Materials Management section of the implementation guide (IMG).
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6KLSSLQJDQG7UDQVSRUWDWLRQ Shipping and Transportation covers the following functions involved in the process of issuing goods: •
Monitoring deadlines for sales orders and warehouse orders which are due
•
Creating and processing deliveries
•
Monitoring the availability of merchandise
•
Supporting picking
•
Determining the daily picking load
•
Packing
•
Including the retail price in the printout of the delivery note
•
Supporting loading and transportation processes
•
Creating shipping documents
•
Goods issue
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Organizational areas Headquarters [Page 103]
DC [Page 106]
Route Schedule Processing [Page 1034]
•
Delivery Processing [Page 1037]
•
Packing Processing [Page 1047]
•
Goods Issue Processing [Page 1053]
•
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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6KLSSLQJDQG7UDQVSRUWDWLRQ 3ULQWLQJWKH5HWDLO3ULFHLQ WKH'HOLYHU\1RWH You can have the retail price (the price to be paid by the end customer) for each article printed on delivery notes for deliveries going from the distribution center to a receiving site. The price can also be printed on picking labels in the distribution center so that pickers can attach them to the merchandise prior to shipment. This serves the following purposes: •
It provides an additional piece of information to help in identifying articles during goods receipt and goods issue
•
It helps store personnel who need to put price labels on individual articles
•
It projects the total revenues the store can expect to receive from the shipment, broken down by article.
This is set up in Customizing by assigning the appropriate pricing schema to the delivery type. See the Customizing documentation for more details. ´ This function has no effect on settlement with the store. It is for information only.
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6KLSSLQJDQG7UDQVSRUWDWLRQ 5HSOHQLVKPHQWIRU)L[HG %LQV There are two reports within the Warehouse Management System that pertain to picking: •
:DUHKRXVH5HSOHQLVKPHQWIRU)L[HG6WRUDJH%LQV (RLLNACH1): This report shows which fixed storage bins in the warehouse currently have insufficient picking stock. (The system does not do any planning based on the results.)
•
3ODQQLQJ5HSOHQLVKPHQWIRU)L[HG6WRUDJH%LQV (RLLNACH2): This report shows which fixed storage bins have insufficient picking stock to fill deliveries scheduled for a specified time frame and shipping point and also carries out the planning to remedy the situation.
In both cases, the system generates transfer requirements to refill the fixed storage bins with sufficient replenishment stock for picking. It takes into account existing transfer requirements and transfer orders. The second report (RLLNACH2) can be run at the end of the day so that you can see which fixed storage bins need to be refilled for the following day’s picking. The system will generate transfer requirements for that day. You can then create transfer orders from the transfer requirements, physically move the stock, and then confirm the transfer orders in the system, at which point the system posts the movement. The system views this kind of replenishment as a movement of stock from one storage type to another. Therefore, the selection screen for the report requires you to enter the storage type of the fixed storage bins in question (i.e., the destination storage type of the transfer requirements). You must also enter the site and warehouse number, and can further restrict the relevant deliveries by specifying the shipping point, multiple processing number, picking date, and goods issue date (usually the following day).
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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5RXWH6FKHGXOH3URFHVVLQJ 3XUSRVH This business process allows you to create and change route schedules. Wholesale customers and stores can be delivered merchandise at precisely regular intervals. These delivery cycles affect working patterns in the warehouse. A route schedule is a part of issue planning which allows customer deliveries that are repeated at regular intervals to be planned using a specified route. At the planning stage, potential deliveries are grouped together in the route schedule. When the actual deliveries are created, a route schedule can be determined and assigned to each delivery. All deliveries with the same route schedule and the same date can be processed together at the shipping point. All these deliveries leave the shipping point together at a predetermined time of day. They are distributed via the same geographical route. ´ •
Deliveries according to route schedule MO10H leave the shipping point on Monday at 10:00 am in the direction of Hamburg
•
Deliveries according to route schedule MO10M leave the shipping point on Monday at 10:00 am in the direction of Munich
•
Deliveries according to route schedule MO10S leave the shipping point on Monday at 10:00 am in the direction of Stuttgart
Picking lists and other documents can be printed together for all the deliveries belonging to route schedules MO10H - MO10S.
6WHSVLQWKH3URFHVV 1. You choose the shipping point for which you are responsible and enter the route schedule number. 2. You enter more detailed data for the route schedule: •
Description of the route schedule (short text)
•
Route
•
Departure day (weekday)
•
Departure time
3. You define route schedule determination. When a delivery is created, the system can use the following data to determine a route schedule:
•
Shipping point
•
Ship-to party
•
Unloading point (if one exists)
•
Shipping condition
•
Transportation group
•
Year/period (optional)
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You enter this data (with the exception of the shipping point, which you have already entered (see 1. above)). 4. You decide whether you wish to define an itinerary for the route schedule. 5. You can, if desired, enter an itinerary and the journey time, as appropriate.
5HPDUNV •
To be able to define route schedules, you must: –
activate route determination
–
activate delivery scheduling
–
activate route schedule determination for your shipping point
–
make settings for repeated route determination in the relevant delivery types
•
You should maintain an itinerary for all the route schedules or for none, depending on whether you wish to plan precisely or roughly. Do not maintain an itinerary for some route schedules and not for others.
•
If you do not define goods receiving hours for unloading points in the customer master of the ship-to party, the system will assume that goods can be accepted at any time (see Customer Processing [Page 386]). The system calculates the arrival time as the departure time in the route schedule plus the traveling time required to reach the ship-to party according to the itinerary (specific transportation time). This arrival time must lie within the goods receiving hours for the unloading point at the ship-to party or the relevant route schedule will not be found when the delivery is created.
•
For information on route schedules, please see the route schedule information in the Implementation Guide (IMG).
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&UHDWLQJD5RXWH6FKHGXOH 3URFHGXUH To create a route schedule, proceed as follows: 1. In the Create Route Schedule: Initial Screen [Ext.] (UURU5HIHUHQFHVRXUFHQRW IRXQG, enter the shipping point and the route schedule number. ´ If you would like to use the data of an existing route schedule as a reference, enter the relevant shipping point and the number of the route schedule in question. If you also wish to make use of the associated itinerary, check the box marked &RS\ LWLQHUDU\ Press ENTER. The &UHDWH5RXWH6FKHGXOHscreen appears (displaying the shipping point and the route schedule number which you have just entered). 2. Enter the following data: •
Description of the route schedule (short text)
•
The route for the route schedule
•
Departure day (weekday)
•
Departure time
3. In the 5RXWHVFKHGXOHGHWHUPLQDWLRQ section of the screen, enter the following data: •
Ship-to party
•
Unloading point (if one exists)
•
Shipping condition
•
Transportation group
•
Year/period (optional)
4. If you wish to specify for this route schedule an itinerary which defines the sequence in which the ship-to parties are visited, choose ([WUDV→,WLQHUDU\ The &UHDWH,WLQHUDU\screen appears. 5. Enter the itinerary and, if desired, the journey time. ´ When calculating the traveling time from one ship-to party to the next, you should take into account the time that the vehicle is likely to spend waiting at the first shipto party. Choose *RWR → %DFN. You return to the &UHDWH5RXWH6FKHGXOHscreen. 6. In this screen you will now see that the ,WLQHUDU\PDLQWDLQHGfield has been filled. If you wish to add another ship-to party, you will need to maintain the itinerary for this new ship-to party, too. 7. Check your data and save your entries.
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'HOLYHU\3URFHVVLQJ 3XUSRVH This business process allows you to create and maintain deliveries. The delivery document is the central object in the Shipping component. When a delivery is created, shipping activities such as delivery scheduling, picking and packing are triggered in the system. A shipping point is responsible for processing a delivery. The following functions and business processes can be carried out in delivery processing or as soon as the sales order or warehouse order is created: •
Shipping point and route determination The shipping point and route defined for the delivery can be determined automatically by the system when the sales order or warehouse order is created.
•
Route schedule determination Wholesale customers and stores can be delivered merchandise at precisely regular intervals. These delivery cycles affect working patterns in the warehouse. A route schedule is a part of issue planning which allows customer deliveries that are repeated at regular intervals to be planned using a specified route. At the planning stage, potential deliveries are grouped together in the route schedule. When the actual deliveries are created, a route schedule can be determined and assigned to each delivery. All deliveries with the same route schedule and the same date can be processed together at the shipping point. All these deliveries leave the shipping point together at a predetermined time of day. They are distributed via the same geographical route.
•
Scheduling When the sales order or warehouse order is created, the system can automatically schedule when the necessary shipping activities must begin if the delivery is to arrive by the date requested.
•
Availability check When you enter a delivery and if the availability check has been activated for the requirement class, the system carries out an availability check for the date on which the article is made available/picked. This check is carried out in the same way as in the sales documents. Even if you determine the availability of an article when you enter a sales order and the order quantity is confirmed, it makes sense to carry out the check again when you enter a delivery.
•
Determining the retail price The retail price can be determined for each delivery item using general price determination functions. It can be printed on the delivery note and on picking labels.
Other activities include: •
Picking The picking process differs depending on whether or not you use Warehouse Management.
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Packing While you are processing a delivery, you can enter packing information in the system. You create shipping units by assigning delivery items to a shipping material (such as crates, boxes or wire baskets). (Packing Processing [Page 1047]).
•
Transportation Shipments, a key part of the logistics chain, can be planned and managed in the transportation component.
•
Goods issue When you post a goods issue for a delivery, a business transaction is concluded from the shipping view. Stocks are updated on a quantity and value basis. The delivery for which the goods issue was posted can then be included in the billing due list.
You can subsequently change a delivery for which no goods issue has been posted if the shipping status changes or if you wish to confirm the quantity picked. You can also display the deliveries if you wish to see the shipping information.
6WHSVLQWKH3URFHVV 1. The system checks the delivery creation date for every shipping point. 2. You choose a delivery creation type: a) Creating from a delivery due list You determine the items due for shipping using selection criteria and create deliveries for these items in a collective run. b) Creating an individual delivery with reference to an order You choose the sales order to be delivered and create the delivery for it in the system. c) Creating an individual delivery without a reference document You enter a delivery without reference to a preceding document. 3. (Optional) You create delivery groups according to various group types. 4. You trigger the picking process. 5. (Optional) You create shipping units. 6. (Optional) If the merchandise is not to be shipped until a later date, you place the shipping units into stock using the Warehouse Management System. 7. (Optional) You create the delivery texts. 8. (Optional) You create shipping messages; this is supported by the option of selecting deliveries according to route schedule. 9. The system updates the delivery and any other reference documents (sales order or warehouse order). 10. (Optional) If the delivery is relevant for transportation, you plan transportation. 11. (Optional) If shipping units were placed in interim storage in the Warehouse Management System, you remove them from stock again. 12. You post the goods issue.
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13. The system checks whether the delivery has to be billed.
5HPDUNV •
For information on deliveries, please see the Shipping information in the Implementation Guide (IMG).
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'LVSOD\LQJWKH5HWDLO3ULFHLQWKH'HOLYHU\ 3URFHGXUH To display the retail price in the delivery, proceed as follows: 1. On the Display Delivery Screen [Ext.] , enter the delivery number and press ENTER. The 'HOLYHU\'LVSOD\2YHUYLHZ 4XDQWLWLHVscreen appears. 2. Select the desired delivery item and choose ,WHP→&RQGLWLRQV. The 'HOLYHU\'LVSOD\ ,WHP&RQGLWLRQVscreen appears. 3. If the relevant price determination settings have been made, the retail price is displayed on this screen.
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&UHDWLQJ6LQJOH'HOLYHULHV You create a single delivery for an order if you know the order number. You can include in the delivery the order items from this order that are due for delivery. You can, if necessary, make changes to the shipping data.
3URFHGXUH Proceed as follows to create a single delivery: 1. In the Shipping Screen [Ext.], choose 'HOLYHU\→ &UHDWH. You see the screen where you create the delivery. 2. Enter the appropriate shipping point. 3. Specify the selection date. You can only deliver schedule lines whose material availability date or transportation scheduling date is the same as or lies before the selection date. The current date is proposed by the system as the selection date. 4. If you only want to deliver some of the order items, specify the appropriate item numbers in the )URP and 7R item fields. 5. Press ENTER. The delivery is put together according to your specifications. You then come to the delivery overview screen. Data is copied into the delivery from the order to which it refers. The system enters the delivery quantity according to availability. On the header screens and item screens, you can enter additional specifications (for example, how the goods are to be transported). You can also change the specifications from the order. A note is entered in the error log if inconsistencies occur in a schedule line. 6. Save the delivery by choosing 'HOLYHU\→ 6DYH. When the system has saved the document, it informs you of the number of the delivery. After creating a delivery, you can branch directly to one of the subsequent functions such as creating a transfer order in the Warehouse Management System, printing or allocating the delivery to a group. To do this, choose 'HOLYHU\→ 6DYHDQGVXEVHTIXQF. When you call up one of these functions, the delivery is automatically saved. The number of this delivery is then proposed on the initial screen of the subsequent function.
(UURU/RJ If errors occur while a delivery is being created, the system notes them in a log. For example, an entry is made in the log if an item is rejected because of lack of availability. You can branch to the log from all the overview screens in the delivery by choosing (GLW→ /RJ. From there, you can carry out changes to the shipping document.
'LUHFW,QWHUIDFHWR2UGHU3URFHVVLQJ You can branch directly from sales order processing to delivery creation:
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&UHDWLQJ6LQJOH'HOLYHULHV 1. Choose Sales RUGHU→ 6XEVHTXHQWIXQFWLRQV→ 'HOLYHU\ on the sales screen. You see the initial screen for creating deliveries. 2. You can now create a delivery in the same way as described above.
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&UHDWLQJ'HOLYHULHVZLWKRXW5HIHUHQFH You can create deliveries without referring to an order. This function is designed for activities such as decentralized shipping where order processing is carried out on another system. When you create a delivery without reference to an order, you must enter the ship-to party and the materials manually. Data is copied into the document from the appropriate master records. The system does not check whether the data is complete. Therefore, you can create a delivery without specifying a delivering plant or a storage location.
3URFHGXUH To create a delivery without referring to an order, proceed as follows: 1. In the Shipping Screen [Ext.], choose 'HOLYHU\→ &UHDWH. You see the initial screen for creating deliveries. 2. Enter the shipping point. You do not need to make any further specifications. 3. Press ENTER. A dialog box appears. 4. Specify the delivery type for deliveries without reference. You also need to enter the sales organization, the distribution channel and the division. 5. Press ENTER. You see the delivery overview screen. 6. Enter the ship-to party, the items, and the delivery quantities. If necessary, enter further header and item data. 7. Save the delivery by choosing 'HOLYHU\→ 6DYH. As soon as the delivery is saved, you receive a message that contains the delivery number.
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&ROOHFWLYH3URFHVVLQJ Instead of using the order number to process deliveries individually, you can edit a delivery due list which contains all order items that are due for delivery.
3URFHGXUH To process a delivery due list, proceed as follows: 1. In the Shipping Screen [Ext.], select 'HOLYHU\→ &UHDWHFROOSURFHVVLQJ. The system branches to the initial screen 3URFHVVGHOLYHU\GXHOLVW. 2. Specify the shipping point at which the deliveries are to be created. 3. You can restrict the search for order items due in the following ways: –
You can specify a time period within which the due date of the order items to be included in the list must lie. The system only selects the order items whose material availability date or transportation scheduling date fall within this period.
–
You can specify a route or a carrier. The system only selects the order items which have been allocated to this route or this carrier.
4. You can specify organizational data for the delivery due list by selecting 6HWWLQJV → 2UJDQL]DWLRQDO'DWD. A dialog box appears in which you can specify a sales organization, a distribution channel or a division. Confirm your entry by pressing ENTER. The system only selects the order items which correspond to these specifications. 5. By selecting 6HWWLQJV→ )XUWKHUVHOVFUHHQ, you reach a screen on which you can narrow down the selection criteria further. On the further selection screen, you can specify the range of order numbers within which you wish the search to be carried out. You can also specify that the search is carried out for a particular sold-to party or ship-to party or for a particular material. In addition, you can also ensure that the maximum capacities of the shipping point are taken into consideration during the search by specifying the maximum work capacity of the shipping point in days and the maximum gross weight or volume that can be processed. As a result, the system only selects as many order items as the shipping point can deal with. 6. There are three ways in which you can proceed: –
Create Deliveries Directly You can create deliveries directly for all the order items selected . To do this, select 'HOLYHULHV→ 6DYH on the initial screen or the selection screen. The system groups the order items according to shipping criteria and creates one delivery for each of these groupings. On the next screen, the results of the delivery creation process are analyzed. This completes the processing of the delivery due list.
–
Edit Delivery Due List You can select the order items which you want to deliver from the delivery due list.
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To do this, select (GLW→ 'LVSOD\GOYGXHOLVW. You reach the list of the selected order items. Mark the item(s) you wish to deliver. Select 'HOLYHU\→ 6DYH. All order items that can be grouped together are combined in one delivery. You then reach a screen where the results of the delivery creation process are analyzed. –
Create a Single Delivery You can create a separate delivery for the each of the order items marked. To do this, you select (GLW→ ,QGLYLGXDO'HOLYHU\. This takes you to the delivery creation screen. As soon as you save the delivery, you return to the delivery due list.
All deliveries created are assigned to a group. The group number is displayed in the title bar of the log. You can use this number to access the deliveries under the menu option *URXSHG GHOLYHULHV.
$QDO\VLV6FUHHQ Once processing of the delivery due list has been completed, you reach an analysis screen. You will find the following information here: •
Number of deliveries which were created
•
Number of errors which occurred
•
Total processed weight
•
Total processed volume
•
Total number of man-days required for shipping
'HILQLQJ)XUWKHU6HOHFWLRQ&ULWHULD If, for example, you want to limit the selection to several sold-to parties or several ship-to parties, proceed as follows: 1. Select (GLW→ )XUWKHUVHOFULWHULD on the initial screen or the selection screen for the delivery due list. The system displays a dialog box which contains the following selection criteria: –
route
–
carrier
–
ship-to party
–
sold-to party
–
delivery priority
Select up to three of these criteria and press ENTER. 2. Specify one or more values for the criteria. You can also specify ranges of values. Press ENTER. 3. Start the delivery creation process. The system takes into consideration all the selection criteria which you have specified.
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'HOHWLQJ)XUWKHU6HOHFWLRQ&ULWHULD You can delete the selection criteria again if you no longer wish them to apply. To do this, select (GLW→ 'HOHWH sel.criteria. The system informs you that the further selection criteria have been deleted. There are several ways in which you can change the display of the delivery due list. This enables you to obtain additional information about the order items that are due for delivery. You can choose between various display, totals and sort variants. 6HHDOVR Processing Lists in Sales and Distribution
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3DFNLQJ3URFHVVLQJ 3XUSRVH This business process allows you to pack items of the shipping notifications of a vendor, rough goods receipts and customer deliveries. When you are processing a shipping notification from a vendor, a rough goods receipt or a customer delivery in the system you can pack the relevant items into a shipping material (crate, cardboard box, wire basket) to form a shipping unit. Shipping units can in turn be packed into further shipping units. The packing process offers you the following functionality: •
Packing items to form shipping units
•
Distributing individual items over several shipping units A specific quantity of an item is automatically split between several shipping units.
•
Multi-level packing You can pack shipping units inside each other.
•
Checking the weight or volume limits When items are packed to form shipping units the weight or volume limits are taken into account.
•
Generating delivery items from shipping units Delivery items can be generated from shipping units. This makes it possible to manage shipping materials as stock in their own right and to bill for them.
•
Default values for packing in sales orders and scheduling agreements It is possible to enter standard values for packing in sales orders and scheduling agreements. These values are automatically offered as default values for packing in the delivery function. They can be changed in the delivery.
•
Generating packing data from subsystems It is possible to copy packing data from subsystems to a delivery and its shipping notification.
•
Packing different deliveries together in Shipment Processing
6WHSVLQWKH3URFHVV 1. You select the item you wish to pack. 2. You create the shipping material into which you wish the item to be packed. You can also select an existing shipping material by displaying the shipping materials allowed for the article in the item that is to be packed. 3. When the shipping unit is created, the shipping unit number is assigned either automatically by the system or manually by you. 4. You assign the item the shipping unit into which the item is to be packed and this action triggers the packing process.
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3DFNLQJ3URFHVVLQJ 5. During packing, the system checks whether weight and volume tolerances are observed. 6. If the tolerances were exceeded, the system automatically packs the surplus into an additional shipping unit (optional). 7. In the case of multi-level packing, you can, if desired, repeat the process until all the packing levels have been processed. 8. You can, if desired, print a packing list and shipping unit labels. 9. The shipping material appears as an independent item in the delivery (optional).
5HPDUNV •
For information on packing, please see the packing information in the Implementation Guide (IMG).
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3DFNLQJ'HOLYHU\,WHPV To pack delivery items in shipping units, proceed as follows: 1. Select (GLW→ 3DFNLQJin the quantities overview of the delivery. You reach the 3DFNLQJ,WHPV screen. 2. Create the required shipping units in the $OOVKLSSLQJXQLWV section of the screen. You may use free shipping units which have already been created. For further information on creating shipping units, see Creating Shipping Units [Ext.]). 3. Mark the items which you wish to pack in the ,WHPVWREHSDFNHG section of the screen. Then mark the shipping units in which you wish to pack those items. Do this in the $OOVKLSSLQJXQLWV section of the screen. Select (GLW → 3DFNLWHP You may receive a system message informing you that packing has been completed successfully, or a message informing you that all items were not packed because weight or volume limits were reached. ´ If you have marked several shipping units to be packed, the shipping unit listed first will be completely packed. If not all items marked for packing fit in the shipping unit, the system will automatically continue packing in the next shipping unit. If you are packing a partial quantity of a delivery item, you must enter this quantity for the appropriate item in the 3DUWLDOTXDQWLW\ field in the ,WHPVWREHSDFNHG section of the screen. The following figure illustrates how a delivery item and a partial quantity of another delivery item are packed together in one shipping unit.
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Deliveries not yet packed Ship-to party C1 X X
Delivery: 80000327
M1 M3 M4
40
10 pc. 20 kg 50 pc.
Fill
M1 M4
10 pc. 40 pc.
Shipping unit
´ If you select (GLW→ 1HZ6KSXQLWLIIXOO in Step 3. all selected items are packed and, if the selected shipping unit is filled to capacity, a new shipping unit is created.
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'LYLGLQJ'HOLYHU\,WHPVIRU3DFNLQJ If you wish to completely pack a delivery item but at the same time want to divide up the quantity into equal parts among several shipping units, proceed as follows: 1. Select (GLW→ 3DFNLQJin the quantities overview of the delivery. You reach the 3DFNLQJ,WHPV screen. 2. Create a shipping unit with the desired characteristics in the $OOVKLSSLQJXQLWV section of the screen. Or use a free shipping unit which has already been created. For additional information on creating shipping units, see Creating Shipping Units [Ext.]). 3
In the ,WHPVWREHSDFNHG section of the screen, mark the item which you wish to split up and enter the desired partial quantity in the 3DUWLDOTXDQWLW\ field.
3. Mark the desired shipping unit in the $OOVKLSSLQJXQLWV section of the screen. Then select (GLW→ 1HZ6K8QSHU3DUW4W\ The system creates as many shipping units with the partial quantity which you specified as needed until the total quantity of delivery items is packed. This facilitates data entry when, for instance, you have 100 items of a material to be divided up into 50 cartons.
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3DFNLQJ'HOLYHULHVLQ6KLSPHQW'RFXPHQWV To pack a number of deliveries in a shipment document, proceed as follows: 1. Select /RJLVWLFV→ 6DOHVGLVWULEXWLRQ→ 7UDQVSRUWDWLRQ in the initial screen. You reach the initial screen for transportation processing where you can create or process shipments. 2. Select 6KLSPHQW→ &UHDWHor 6KLSPHQW→ &KDQJH You reach the 2YHUYLHZ $OO'HOLYHULHV screen. 3. In the shipment document, select +HDGHU→ 6KLSSLQJXQLWV. You reach the 3DFNLQJ,WHPV screen. If the items in the delivery have not been fully packed, the shipment deliveries with individual items are listed in the ,WHPVWREHSDFNHG section of the screen. If the items in the delivery have already been packed, the system displays the individual shipping units. You can then continue packing these units. 4. Pack the required delivery items and shipping units. Packing in shipment documents is exactly the same as packing in deliveries.
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*RRGV,VVXH3URFHVVLQJ 3XUSRVH This business process allows you to update goods issues. You can post the following types of goods issue in the system: •
Goods issue for delivery You post to goods issue any deliveries which are ready to be shipped, thereby removing the merchandise from stock.
•
Goods issue for consumption You can post a goods issue for consumption for various purposes, including usage at the cost center, for fixed assets and for sales.
•
Goods issue for scrap You scrap an article if it has become unusable. This may be because it has been stored too long and the quality has deteriorated or it is now obsolete or because it has been destroyed (breakage).
•
Goods issue for inspection samples Removal of sample stock is a goods movement which is usually associated with quality inspection. The sample is destroyed, based on the assumption that the article can no longer be used after the inspection.
6WHSVLQWKH3URFHVV 1. You decide whether you wish to enter the goods issue for a delivery or with reference to another document or without reference to any other document. 2. If you are entering a goods issue with reference to another document (such as a reservation, for example), you determine the reference document data. 3. The system checks the available stock. 4. You post the goods issue.
5HPDUNV •
For information on goods issue for a delivery, please see the shipping information in the Implementation Guide (IMG).
•
For information on goods issue for consumption, scrap and inspection samples, please see the inventory management information in the Implementation Guide (IMG).
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3RVWLQJ*RRGV,VVXHIRUD'HOLYHU\ Goods issue can only be posted for a delivery if the following prerequisites are fulfilled:
• • •
The data in the delivery must be complete. For example, the storage location, the batch, or the valuation type must be specified in the delivery. Picking must have been completed for all items in the delivery. This means that goods issue can only be posted for the picked quantity. If a delivery item was picked in the warehouse management system MM-WM, the item must have the status ’completed’ in MM-WM. For this status to be assigned, all transfer orders for the delivery must have been confirmed.
3URFHGXUH If you want to post goods issue for a delivery, proceed as follows: When creating or changing a delivery, select (GLW→ 3RVWJRRGVLVVXH on one of the overview screens. As soon as the delivery is saved and goods issue is posted, you receive a message. The delivery number is included in the message. The system does not display the goods issue document number.
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3RVWLQJ*RRGV,VVXHLQ&ROOHFWLYH3URFHVVLQJ Only deliveries that have been fully picked are included in the goods issue overview. You can limit the selection further to a specific goods issue date, for example.
6HOHFWLQJ5HOHYDQW'HOLYHULHV To select deliveries for which goods issue is to be posted, proceed as follows: 1. In the Shipping Screen [Ext.], choose *RRGVLVVXH→ &UHDWHFROOSURFHVVLQJ. You see the screen 'HOLYHULHVIRU*RRGV,VVXH. 2. Enter the selection criteria you want to use in the Shipping data section and the relevant shipping forms in the Choice of output section. You can also enter intervals for certain data. 3. Choose (GLW→ 'HOLYHULHVOLVW. You see the screen listing the deliveries for which goods issue is to be posted. The deliveries are listed according to goods issue date. Other relevant information is also displayed.
3RVWLQJ*RRGV,VVXH To post goods issue for the deliveries included in the overview, proceed as follows: 1. Select the deliveries for which you want to post goods issue on the Deliveries: Goods Issue screen. 2. Choose (GLW→ 3RVWJRRGVLVVXH. Goods issue is posted for the deliveries selected. You receive the message goods issue posted, goods issue not posted. which enables you to establish whether goods issue could not be posted for any deliveries. In addition there is a separate overview for each delivery which indicates whether goods issue has been posted successfully or not. 3. Choose *RWR→ %DFN to return to the goods issue overview.
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)RUHLJQ7UDGH As countries move increasingly toward a global market economy, businesses become more involved in and influenced by foreign trade. This affects not only the vendor and customer relationship, but that of foreign subsidiaries within a single company. With this opening of market opportunities come regulations, licenses, import tariffs, and an increasing amount of paperwork required by government agencies and other legal entities. SAP Retail provides extensive support for world-wide export/import trade as well as deliveries within specific trade areas (such as the EU or NAFTA), thus automating the burdensome paperwork and freeing your shipping and receiving departments to concentrate on moving merchandise quickly. R/3 functionality includes: •
Maintenance of data specific to foreign trade in the following master records: −
Customer master
−
Vendor record
−
Article master
−
Purchasing info record
•
Copying data specific to foreign trade into purchasing and sales documents
•
Data interface for the retrieval of export-specific data
•
Export control
•
Government reporting
•
Preference procedures
Full details of R/3 foreign trade functionality is contained in the corresponding general information as listed below. Merchandise Logistics [Page 788] &RUUHVSRQGLQJ*HQHUDO,QIRUPDWLRQ SD - Sales and Distribution: Foreign Trade [Ext.]
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6DOHV SAP Retail supports different types of selling methods: In the retail sector, most sales are transacted at the cash register (point of sale or POS). A POS interface is available to enable you to link up POS and store-based retailing systems to SAP Retail. To meet the requirements of the wholesale sector, SAP Retail also includes comprehensive sales order processing functionality. Internal sales to company-owned stores can also be modeled in SAP Retail. A whole suite of functions is available, including Store Order and Replenishment, to enable you to manage your business processes smoothly and simply. Intercompany sales can be settled using special conditions. The following functions are included within Sales: •
Additionals [Page 1059] Additionals include, for example, tickets, clothes hangers, and services such as pressing clothes for display or arranging it on hangers. With this component you can control the master data for additionals, and can send or receive this data in IDoc format.
•
Store Order [Page 1074] A store order is the triggering by a store or a customer (such as a wholesale customer) of the process that procures merchandise. A store order can either be entered on-line in the central R/3 system or transferred off-line to the central R/3 system using Application Link Enabling (ALE). A store order entered off-line is automatically processed in R/3. A store order can be converted into a purchase requisition, purchase order (either for an external vendor or a distribution center), delivery or sales order.
•
Replenishment [Page 1099] With this stock planning method, store stock is automatically replenished based on the quantity sold. In its most simple form, one of the same article is ordered for every article sold.
•
Sales Support [Page 1130] The Sales Support component assists employees in Sales and Distribution and Marketing in all activities in the areas of business development and customer service. Sales Support is closely linked to Sales, Shipping and Billing.
•
Sales Order Processing [Page 1133] In addition to POS sales, retailers sometimes need to generate and track standard sales orders, which may involve inquiries, quotations, delivery scheduling, billing, and so on. Such sales orders can be entered directly into SAP Retail without involving the POS system.
•
Billing [Page 1150] Billing represents the final stage of a business transaction in SAP Retail goods issue processing. This applies whether the sale is to an identifiable customer or a company’s own stores are being replenished with merchandise.
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Consignment Stock [Page 1164] The Consignment Stock function tracks consignment goods stored at a customer location, including fill-up, withdrawal, pick-up, return, and settlement.
6HHDOVR Strategic Sales [Page 407] POS Interface [Page 1170]
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$GGLWLRQDOV 3XUSRVH You can assign additionals to an article to ensure the effective presentation of that article to customers. “Additionals” in SAP Retail can mean tickets (price labels). Other examples of additionals are: care labels, security tags, swing tickets, clothes hangers, and services such as arranging clothing on hangers for display. This component enables you to manage master data for additionals and to transmit this data in the form of IDocs. You can define a variety of events (such as goods receipt, for example) that will automatically trigger the generation of these IDocs.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV Use this component if you wish to do the following: •
Transmit ticket (price label) data.
•
Manage packaging, gum tabs or swing tickets that identify branded goods with your own company’s image or with the merchandise categories available in your distribution chains.
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Assign additionals to merchandise
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Assign additionals to articles in a promotion
Promotions
Grouping sites together
Classification System
Define that goods movements trigger generation of additionals IDocs
Inventory Management
Transmit data for additionals to stores via an assortment list IDoc
Assortment
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Every article that is to be sold can be assigned more than one additional in article maintenance. You can create multiple lines of text for every additional.
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You can define procedures for additionals in Customizing. This procedure defines how data for an additional is generated and where the additional is procured. It also defines who is to affix the additional to the merchandise (or combine them in some other way).
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You can define that additionals IDocs are triggered by certain events. The IDocs can be sent to a transmission partner such as a distribution center, a vendor or a label supplier (imprinter).
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You can transmit data for additionals to stores using the assortment list IDoc.
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Changes that affect additionals are automatically analyzed centrally.
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To print labels or tickets you require a translator that converts the IDoc data from the R/3 system to the format required by the printer. This converter is not supplied by SAP.
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Additionals are only supported in the retail sector, not in the wholesale sector or for the consumer products industry.
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$GGLWLRQDOV 0DVWHU'DWD 8VH Master data maintenance for additionals takes the following forms: •
0DLQWDLQLQJWKHPDVWHUGDWDIRUDQDGGLWLRQDO An additional is stored as an article master record, just like articles that are sold.
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$VVLJQLQJDGGLWLRQDOVWRDQDUWLFOHWREHVROG Additionals can be assigned to: –
$VWDQGDUGDUWLFOH In this case you assign the additionals in central article maintenance (that is, without reference to a promotion). When you maintain an article, you can branch to a special screen where you can create several additionals and enter the control data (such as the procedure for additionals) and several lines of text for each one.
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$SURPRWLRQDUWLFOH In this case you assign the additionals for a promotion in follow-on processing for promotions. Here you will see all the articles involved in the promotion. You can branch to a special screen where you can create several additionals for each promotion article. The data you can enter for each additional is the same as that described for standard articles above.
,QWHJUDWLRQ You edit master data for additionals either via article maintenance or via follow-on processing for promotions.
3UHUHTXLVLWHV The article types for additionals must have a special article type ID. The article type provided for additionals in the standard system is 9.+0.
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$GGLWLRQDOV *URXSLQJ6LWHV7RJHWKHU 8VH If you have several distribution chains in your company or a large number of stores to supply with merchandise, you can group stores together. This group is freely-definable and you can also create a hierarchy structure.
,QWHJUDWLRQ You group sites together for additionals using standard Classification System functionality. The FODVVW\SH defines the type of object classified.
3UHUHTXLVLWHV You must define the class types permitted for the Classification application “Additionals” in Customizing for additionals. 6HHDOVR Classification [Page 394]
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$GGLWLRQDOV &RQWURO 8VH The central control parameter is the SURFHGXUHIRUDGGLWLRQDOV, which you maintain in Customizing. This controls whether data for additionals is copied to the assortment list IDoc and the circumstances in which additionals IDocs are generated.
&RS\LQJ'DWDWRWKH$VVRUWPHQW/LVW,'RF To specify that data for additionals is copied to the assortment list IDoc when an assortment list is generated, define a corresponding procedure for additionals and flag it accordingly. In this case there is no need to maintain any details in the control table for procedures for additionals.
*HQHUDWLQJ$GGLWLRQDOV,'RFV If certain events are to trigger the generation of additionals IDocs, you must define corresponding procedures for additionals and also maintain details in the control table for procedures for additionals. Parameters of particular significance in this control table are: •
$SSOLFDWLRQ Here you specify the application from which the generation of follow-on documents is to be triggered. An application could be, for example: –
•
Goods movement
(YHQW An event is an operation within an application. Events can be assigned to applications, for instance thus: Create Article, Change Article or Create Goods Receipt. An event could be, for example: –
Create The event refers to creating movement data. This is the only event that is defined for goods movements, as reversing the goods movement is represented by the reversal movement type.
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)ROORZXSDFWLRQ The follow-up action defines how the system reacts to a particular event. A follow-up action could be, for example: –
Generate an additionals IDoc
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$GGLWLRQDOV ([DPSOHVRI3URFHGXUHV The following are simplified examples of procedures for additionals and their Customizing settings: •
3URFHGXUH 3ULQWDQGDIIL[LQWKHVWRUH The data for additionals such as shelf-edge labels, for example, is to be sent to stores via the assortment list. You define the procedure for additionals and set the flag for copying data to the assortment list. In this case there is no need to maintain data in the control table for procedures for additionals.
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3URFHGXUH 3ULQWDWKHDGRIILFHDQGDIIL[LQWKHVWRUH The data for additionals such as posters or other attention-grabbers is to be sent to stores via the assortment list. At the same time, an additionals IDoc is generated centrally if changes are made to an additional. This IDoc enables you to print highquality posters centrally and then send them to the stores. You define the procedure for additionals and set the flag for copying data to the assortment list and for central IDoc generation. In this case there is no need to maintain data in the control table for procedures for additionals. You must ensure that you instruct the stores not to print additionals that have Procedure 0002 defined for them. The indicator $'',5(/ is QRW set in the assortment list.
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3URFHGXUH $IIL[LQWKHFHQWUDOGLVWULEXWLRQFHQWHU IDocs are to be generated for tickets (price labels), for example, in the central distribution center on the basis of goods receipts for purchase orders. You define the procedure for additionals and maintain the necessary details in the control table for procedures for additionals.
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3URFHGXUH $IIL[LQWKHUHJLRQDOGLVWULEXWLRQFHQWHU IDocs are to be generated for tickets (price labels), for example, in a regional distribution center on the basis of goods receipts for purchase orders. You define the procedure for additionals and maintain the necessary details in the control table for procedures for additionals.
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Goods movement
Create
101
Central DC
Generate additionals IDoc
0004
Goods movement
Create
101
Regional DC
Generate additionals IDoc
Notes: Movement type 101 stands for goods receipts for purchase orders. No entry is necessary in this table for Procedure 0001.
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$GGLWLRQDOV 'DWD7UDQVPLVVLRQYLDDQ$GGLWLRQDOV,'RF 8VH There is a special IDoc (IDoc type :7$'',, reduced logical message type :7$'', for transmitting data for additionals. This IDoc enables you to exchange data for additionals with head office, distribution centers and external suppliers. It is not intended for sending data to stores, as the assortment list is available for this purpose.
,QWHJUDWLRQ When goods movements are entered, the system checks whether additionals IDocs have to be generated. It also checks the articles in question to see if they are on promotion. If they are and special additionals have been created for the promotion, these will be copied to the IDoc.
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If the generation of additionals IDocs is to be triggered automatically, you must define a follow-up action for the procedure for additionals and the event in Customizing.
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Before you can send an additionals IDoc to distribution centers, you must make the relevant site settings (partner type: customer) in ALE.
)HDWXUHV $XWRPDWLF7ULJJHULQJRI,'RF*HQHUDWLRQ You can define that certain events, such as the creation of particular data, automatically trigger the generation of additionals IDocs. The system uses the settings that have been made in Customizing to determine whether IDocs have to be generated by an event and, if so, who the recipient is. One triggering event could be the posting of a goods receipt at the distribution center, whereby it is defined that tickets are to be generated for the articles in question. IDocs can be triggered by any goods movement. You can use report program 5%'0,'2& to find changes relevant to additionals. This report program analyzes logical message types. In the standard system, the additionals IDoc is sent to the logical system 7,&.(76. It will be forwarded to any distribution center that requests it for goods movements. The relevant ALE settings must be made for this to be possible.
0DQXDO7ULJJHULQJRI,'RF*HQHUDWLRQ You can also generate additionals IDocs manually, if required. Make use of this option in situations such as the following: •
You require replacements for additionals that are lost or spoilt.
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You wish to print posters or other attention-grabbers centrally for a promotion.
&KDQJLQJ$GGLWLRQDOV,'RFVYLDD8VHU([LW The content of an additionals IDoc can be changed via a user exit ((;,7B6$3/:7$'B) that is called every time an article number or unit of measure is changed.
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In this user exit you see the values selected for message type :7$'', and the parameters for the application in question. This means that when goods movements are posted you have access to the article document header and item data.
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$GGLWLRQDOV 'DWD7UDQVPLVVLRQYLDWKH$VVRUWPHQW/LVW ,'RF 8VH You can send data for additionals to a store using the assortment list IDoc. This data cannot, however, be SULQWHG in the assortment list. When an assortment list IDoc is generated, the system checks whether data for additionals needs to be included in the list. Any such data is copied to the assortment list IDoc if the following criteria are met: •
,QGLFDWRULVVHWIRUSURFHGXUHIRUDGGLWLRQDOV If you have set the corresponding indicator against a procedure for additionals in Customizing, the additionals that belong to this procedure will be copied to the assortment list.
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Articles created or changed Triggering events include: Creation of a new article to be sold with simultaneous assignment of additionals; subsequent assignment of further additionals to an article to be sold; or changes to a text for an additional.
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Conditions changed Triggering events include: A change in the sales price of an article if the price is recalculated; or a change in the sales price of an article for the purposes of a promotion.
Entries containing information about changes to additionals are flagged accordingly in the assortment list IDoc. ´ WithORFDOSULFHFKDQJHV (when a store reduces prices to undercut the local competition, for example), the initiative is store-based. In this case, therefore, responsibility for generating the tickets must be assumed by the store retailing system.
,QWHJUDWLRQ The assortment list IDoc contains all the fields relevant to additionals. It also checks the articles in question to see if they are on promotion. If they are and special additionals have been created for the promotion, these will be copied to the IDoc.
3UHUHTXLVLWHV The procedure for additionals must be flagged in Customizing as relevant for assortment lists. 6HHDOVR Assortment: Assortment List [Page 427]
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$GGLWLRQDOV 3XUSRVH This business process allows you to generate data for additionals either manually or on the basis of a variety of events. This data is always generated in the form of intermediate documents (IDocs). If you have additionals that you have to print (tickets, for example), the IDoc must first be converted. This process is not supported in R/3 itself. Additionals are the “extras” without which you would be unable to present your merchandise for sale. They can provide the customer with important information. Tickets, for example, display the price of the merchandise; sew-in labels in clothing describe the composition of the fabric (100% cotton, for example) and the care instructions; packaging is used to convey other important information, such as safety instructions or size. If you sell own-brand goods, the customer should be able to recognize instantly that the product is one of yours. Additionals are the ideal medium for getting this information across. Additionals are supported in the following processes: •
IDoc generation for additionals, triggered by the following events: –
Goods movement, such as goods receipt in a distribution center
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Analysis of master data changes that affect additionals
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Generating an assortment list
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Requesting an IDoc for an additional manually
3URFHVV)ORZ Additionals IDoc generation takes two different forms: it can be triggered by events or by a manual request. If a store requests an assortment list, this list is laid out with data for additionals appearing in two special segments alongside every unit of measure of the relevant articles. Except when an assortment list is requested, all processes conclude with the generation of an additionals IDoc. All processes except the manual request are controlled by the procedure for additionals.
5HPDUNV •
For information on additionals and procedures for additionals, please refer to $GGLWLRQDOV in the /RJLVWLFV*HQHUDO section of the Implementation Guide (IMG).
•
It is not possible to send additionals IDocs to stores. Stores receive the information they require about additionals via the assortment list.
Additionals IDocs can be altered by means of a customer exit without the need for modification in the SAP sense.
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The assortment list flag must be set for the procedure for additionals in Customizing.
Unless the number of additionals to be used has been fixed as 1 in Customizing for additionals, the number is determined on the basis of all the warehouse stock of the relevant article in the store.
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*HQHUDWLQJDQ$GGLWLRQDOV,'RF0DQXDOO\ 3URFHGXUH Additionals IDocs can be generated for one or more articles or for articles in a particular promotion. In both cases the additionals IDoc is sent to the logical system TICKETS.
$GGLWLRQDOV,'RFVIRUDUWLFOHV In the screen for requesting an additionals IDoc for articles, you specify the minimum criteria: article, site, the number of additionals to be generated and the date of use. You can specify other parameters as well, if you wish to restrict your selection still further.
$GGLWLRQDOVIRUDUWLFOHVLQDSURPRWLRQ In the screen for requesting additionals for articles in a promotion, you specify a promotion number (and other parameters, if you wish). The system selects the additionals that are assigned to the promotion.
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*HQHUDWLQJDQ$GGLWLRQDOV,'RF$XWRPDWLFDOO\ 3URFHGXUH $GGLWLRQDOV,'RFV$IWHU*RRGV0RYHPHQWV When the event “goods movement” takes place, a check is run to see whether the procedure assigned to every additional specifies that an additionals IDoc has to be generated. If this is the case, the additionals IDoc is automatically generated and sent when the goods movement is posted. The number of additionals that have to be generated is determined from the goods movement document. The quantity determined from the document can be rounded off using a rounding profile for the additional, ensuring that a few extra tickets are printed to cover loss or damage, for example. This is only possible if the additional is listed in the DC and a rounding profile has been assigned. If the goods movement takes place in a distribution center, the additionals IDoc is sent to the distribution center via ALE. In the case of a store goods movement, the IDoc is sent to the logical system TICKETS. We do not recommend that you configure your system to generate additionals IDocs for stores. They should instead be informed via the assortment list about any additional-related tasks that are necessary.
$GGLWLRQDOV,'RFV$IWHU0DVWHU'DWD&KDQJHV Often (for example, when additionals are printed centrally) it is desirable that an additionals IDoc is generated automatically when specific parameters change so that additionals immediately reflect the updated data. (Additionals can only be printed if an additionals IDoc containing the relevant data has been received.)
3URFHGXUH The relevant change fields (transaction BD52) must be maintained for every logical additionals message type used. Fields are already maintained for the message type supplied with the standard system (WTADDI). 3OHDVHQRWH For changes to a condition DPRXQW to be recognized, the special field KBETR must be used for additionals. The logical message type must be activated in the general change analysis. To perform this analysis you run program RBDMIDOC. You enter the message type as the selection parameter. The report program can be included in your background job schedules and executed once a day, for example. If there have been changes, an additionals IDoc is generated and sent to the logical system TICKETS at the end of the program run.
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6WRUH2UGHU 8VH A store order is used by a store or customer (such as a wholesale customer) to trigger procurement of merchandise. Store orders can be entered online, or offline and sent to SAP Retail via an interface. Orders received via this interface are processed automatically and converted to documents (for example purchase orders or sales orders). If exceptions occur, for example because incomplete data has been transmitted, you can display an overview of the problem(s). Workflow is automatically triggered for documents that were not created. The documents concerned are forwarded to Purchasing. The system proposes a suitable processing method (e.g. create a purchase order).
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Purchasing, Shipping and Sales and Distribution Documents can be created online or offline for a store order in Purchasing, Shipping and Sales and Distribution.
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Purchase requisition
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Purchase order placed with an external or internal vendor (distribution center)
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Delivery without reference to a purchase order or sales order
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Sales order
Replenishment Offline store order processing is called by Replenishment once replenishment requirements have been determined. As a result, follow-on documents are automatically created for Replenishment.
3UHUHTXLVLWHV A customer master for the store or customer in question must exist in the system before a store order can be initiated. This is almost always the case anyway for stores; but a customer master record must usually be created for an external customer.
)HDWXUHV There are no separate functions for creating a store order online. Existing transactions are used to create the document. If, for example, you wish to create a purchase order, you use the transaction for creating a purchase order in Material Management. The rest of this section therefore describes the functions for offline store order processing. •
Processing store order IDocs transferred to SAP Retail via ALE (application link enabling).
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Where possible, adding missing data (e.g. unit of measure or source of supply) in the store order IDocs.
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Creating a confirmation for the sender of a store order IDoc.
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Automatically generating follow-on documents for store order IDocs.
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Creating a log for store order processing that can be evaluated via the POS interface monitor.
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Triggering workflow for documents that cannot be generated.
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Organizational areas Head Office [Page 103]
Store [Page 108]
Sales Office [Page 110]
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Store Order [Page 1093] Store order processing [Page 1097]
Distribu tion Center [Page 106]
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6HHDOVR Ordering [Page 655]
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6WRUH2UGHU 2QOLQH3URFHVVLQJ In online store order processing, store orders are entered directly in the R/3 system in the store, at the customer’s or head office. The store or customer triggers the order, that is, if the order is entered in the head office, it is because a store or customer phoned or faxed in requirements.
6WRUH2UGHUIURPD6WRUH An order placed by a store can be converted into the following documents: •
3XUFKDVHUHTXLVLWLRQ Purchase requisitions are required when the order quantity is to be optimized before a purchase order is created, for example. Once the necessary data has been maintained (such as the source of supply and conditions), a purchase requisition can be converted automatically into a purchase order.
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3XUFKDVHRUGHU A purchase order can be placed with either an external vendor or an internal vendor (such as a distribution center or warehouse).
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'HOLYHU\ You can enter deliveries without referencing another document in the system (purchase order or sales order). You can use the following delivery types for this: –
Delivery without reference (to a sales order)
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Delivery for a stock transfer (without reference to a warehouse order)
6WRUH2UGHUIURPD&XVWRPHU An order placed by a customer can be converted into the following documents: •
'HOLYHU\ZLWKRXWUHIHUHQFH (to a sales order) A delivery cannot be created with a different delivery type.
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6DOHVRUGHU A sales order is created for an external customer. Various order types are available, such as the standard order.
6HHDOVR Ordering [Page 655] Sales order processing [Page 1133] Shipping and Transportation [Page 1029]
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6WRUH2UGHU *HQHUDWLQJ6WRUH2UGHUV2IIOLQH Store orders are transferred as intermediate documents (IDocs) in the following sets of circumstances: •
$VWRUHSODFHVDQRUGHUGLUHFWZLWKDYHQGRURUGLVWULEXWLRQFHQWHU The head office must be informed of the transaction. The following options exist:
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After placing the order with a vendor or distribution center, the store sends information about the order to the head office. Here a purchase order (order copy) is generated, since this is required for central Invoice Verification and/or entry of goods receipt. As a result, an up-to-date overview of orders is available in the information system.
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The store sends information about the order to the head office after the goods have been received in the store. In this case the head office creates a purchase order, since this is required for central Invoice Verification. Up until this point, however, the head office is unaware of the ordering activities of the store.
$VWRUHSODFHVDQRUGHUYLDWKHKHDGRIILFH In this case the store does not place an order directly with a vendor. It sends an IDoc to the head office instead.
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A customer places an order via the head office The customer transfers IDocs to the head office.
An IDoc can be created in a number of ways, for example from a store retailing system. It is then transmitted via the application link enabling (ALE) interface. There are various types of IDoc. The type determines the format the system uses to interpret the data in a business transaction. It is made up of the following components: •
A control record
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A set of data records
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A set of status records
´ For test purposes, you can simulate a store order using a transaction developed for this. For every item in the IDoc the minimum information required for transmission is the article identification and the quantity. The article number, the EAN/UPC or the vendor article number can be used as identification. The following IDoc types are used for the store order:
,'RF7\SHVLQ/LQHZLWK($1&20 •
25'(56 This is a request to create a document. It is sent to head office. –
Sent by store The store order is then converted to a purchase requisition, a purchase order or a delivery in the head office.
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Sent by customer
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The store order is then converted to a sales order or to a delivery without reference to a sales order in the head office. •
25'563 This is a confirmation that the store order is being processed. It is sent from the head office to the store or customer. Depending on the processing status of the order, the reference number is sent as a confirmation or as error information.
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25'&+* This is a request to delete an existing purchase order. It is sent from a store to the head office. The reference number of the store order is included as information. All purchase orders containing this reference number are deleted if they have not been sent out to the vendor. At the moment you can only delete purchase orders. The function is not available for purchase requisitions, sales orders or deliveries.
The structures are based on EANCOM and can be used to send purchase orders and changes to purchase orders to external vendors. They are, however, very complex and a large amount of data is transmitted. In view of this complexity, you can opt to use only a subset of the possible fields transmitted. When fields contain predefined fixed values, only a part of the possible value range is then available.
6SHFLDO,'RF7\SHV Structure :*65(4 was developed especially for efficient transfer of requirements. You can model the same transactions with this structure as with the structure based on EANCOM. It only contains the most important data required for creating the relevant document in the head office. Due to its simple structure, it is easy to handle and the amount of data transferred is relatively small. 6HHDOVR POS Interface [Page 1170]
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6WRUH2UGHU 'RFXPHQW&DWHJRULHVLQ2IIOLQH3URFHVVLQJ The document category indicates the type of follow-on document that is to be created. It can also be used to control how a particular type of follow-on document is to be processed. You can transfer the document categories in an intermediate document (IDoc) or define them in a profile for controlling store orders in Customizing. The most important document categories are described below. •
'RFXPHQWFDWHJRU\³3XUFKDVHUHTXLVLWLRQ´ Purchase requisitions are created, and processed by Purchasing in the head office. They are then converted to purchase orders for stores.
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'RFXPHQWFDWHJRU\³3XUFKDVHRUGHUDVRULJLQDOGRFXPHQWZLWKRXWVRXUFLQJ FKHFN´ Purchase orders are created for stores for transfer to external or internal vendors. The sources of supply are either transferred in the store order or determined automatically by the supply source determination function. No sourcing check is carried out.
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'RFXPHQWFDWHJRU\³2ULJLQDOSXUFKDVHRUGHUFUHDWLRQZLWKVRXUFLQJFKHFN´ Purchase orders are created for stores for transfer to external or internal vendors. A sourcing check is carried out for these purchase orders:
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Store order: Working with the sourcing check [Page 1082]
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Store order: Rules for the sourcing check [Page 1083]
'RFXPHQWFDWHJRU\³3XUFKDVHRUGHUFRS\´ Here, purchase orders have already been sent to the vendor from the store. Copies of the purchase orders are created in the head office so that the order is known in the system in good time. The purchase orders can then be referenced for Invoice Verification in the head office.
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'RFXPHQWFDWHJRU\³'HOLYHU\´ You can create deliveries with various delivery types from a store order: –
Delivery without reference This delivery type is used to deliver goods to an internal or external customer (store) without referencing a sales order. This provides you with a simplified form of sales order processing, as you do not have to check credit limits, among other things, when you create sales orders. You cannot use a delivery of this type as a reference in goods receipt.
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Delivery for a stock transfer (without reference) This delivery type is used to deliver goods to an internal customer (store) without referring to a warehouse order. This provides you with a simplified form of warehouse order processing, as no purchase requisitions are created or warehouse orders generated. You can enter a goods receipt referencing a delivery of this type, but no Invoice Verification is possible.
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In a store order, if an article is transferred with a unit of measure for which a bill of materials for empties exists, the system automatically inserts additional items for the empties components when the delivery is created. •
'RFXPHQWFDWHJRU\³6DOHVRUGHU´ Sales orders are generated for external customers. In the IDoc, you can transfer the order type and up to four additional conditions at order header or item level. You can, for example, enter retail prices for ticketing purposes as an additional condition.
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6WRUH2UGHU :RUNLQJZLWKWKH6RXUFLQJ&KHFN The sourcing check is an advanced form of supply source determination and proceeds in accordance with rules predefined depending on the document category. A rule may be “Order an article from the distribution center, but only if it is available”. The sourcing check differentiates between the following cases: •
$VRXUFHRIVXSSO\LVHQWHUHGLQWKHLQWHUPHGLDWHGRFXPHQW ,'RF In this case the sourcing check is applied to this source of supply
•
1RVRXUFHRIVXSSO\LVHQWHUHGLQWKHLQWHUPHGLDWHGRFXPHQW In this case the system carries out supply source determination, which can lead to a number of internal and external supply sources being found. The supply sources are listed in the sequence defined in supply source determination.
6HHDOVR Supply Source Determination [Page 659]
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6WRUH2UGHU 5XOHVIRUWKH6RXUFLQJ&KHFN 5XOH ³&KHFN$YDLODELOLW\´ When the source of supply is internal, the system checks whether the required quantity of an article is available. If no internal source is available or the available quantity is insufficient, the system then searches for an external source of supply (the availability check cannot be carried out for an external source). The supply source determination function can lead to more than one internal or external supply source being found. The sources are sorted in the priority sequence defined in supply source determination. The availability check is only carried out for the ILUVW source of supply. ´ This rule is suitable in the following situation, for example: Store R151 usually orders article 50004799 from distribution center R001, which is 50 km away from the store. When the distribution center does not have sufficient stock on-hand, the article is not to be procured from the other DC (R002) in the company, because R002 is over 600 km away from store R151. Instead, the article is procured from the external vendor “Burleys”, which is located in the neighboring town.
5XOH ³&KHFN0D[LPXP'HOLYHU\4XDQWLW\´ The system first checks for internal sources of supply whose maximum delivery quantity is the same or larger than the quantity required. If no internal source can be found, the system then searches for an external source. ´ This rule is suitable in the following situation, for example: Store R151 procures article 50004799 from three different sources, depending on how much is required.
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6WRUH2UGHU 2IIOLQH3URFHVVLQJLQWKH+HDG2IILFH When a store order is received in the head office, it is processed automatically by the system and, if no problems occur, it is converted into follow-on documents. If problems occur (because some data is missing, for example), an error log is created for the items concerned. User action is then necessary and the items concerned have to be processed manually. Offline processing is described in greater detail in the following sections: •
Store Order: Checking Offline Processing Data [Page 1085] The system carries out various checks for every item in the store order.
•
Store Order: Adding to Offline Processing Data [Page 1086] The system attempts to add any missing data. This feature is of particular use when only a limited amount of information can be made available by the store, for organizational or technical reasons (when data is entered in the store using a handheld reader, for example, and only the article identification and quantity are available).
•
Store Order: Offline Processing Confirmation [Page 1088] You can send a confirmation that the order is being processed to the sender of the store order.
•
Store Order: Handling Offline Processing Errors [Page 1089] If the system identifies errors when processing incoming intermediate documents (IDocs), the errors must be processed by the user.
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6WRUH2UGHU &KHFNLQJ2IIOLQH3URFHVVLQJ'DWD &KHFNWR3UHYHQW0XOWLSOH3URFHVVLQJ If the relevant Customizing setting is made, the system creates a log of the store orders that have been successfully processed. It uses reference numbers for this purpose. The reference number (external requirement number) can be sent in the store order. If it is missing, the reference number is issued internally by the system on the basis of the IDoc number. The reference number contained in a store order prevents a store order that was inadvertently transferred twice being processed twice. If this check did not take place, the same article might be ordered twice for the same store if the data were transferred twice by mistake.
'DWD&RPSOHWHQHVV&KHFN The minimum information required for an IDoc to be processed is the article identification (such as an internal article number or an EAN/UPC) and the quantity. If either piece of information is missing, the order item is incorrect.
2UGHU4XDQWLW\2SWLPL]LQJ You can define a rounding profile for an article. Depending on the category of the store order, the profile affects either a purchase order, delivery or sales order. Purchase requisitions are not included in order quantity optimizing, as the quantity is only optimized after purchase requisitions have been converted to purchase orders. Depending on the profile, each order item is optimized. The system optimizes each order item and takes minimum and maximum quantities into account, if you defined these.
$JJUHJDWLRQRI,WHPV&RQWDLQLQJWKH6DPH/HYHO If you activate this function in Customizing, several items in the same order are grouped together (or aggregated) in an IDoc to create a single item when a follow-on document is created. All the individual quantities of the article are added up. 6HHDOVR Order optimizing [Page 667]
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6WRUH2UGHU $GGLQJWR2IIOLQH3URFHVVLQJ'DWD Before the system can add missing data to a store order, the data concerned must be maintained in the central system. Depending on the document category, the following information is added automatically by the system, if it is needed to create the follow-on document: •
Company code of the store
•
Purchasing organization
•
Purchasing group
•
Distribution chain The distribution chain can be found for customers for which no site master record exists.
•
Document category (purchase requisition, purchase order, sales order or delivery) If no document category exists in a store order, the system searches for the information in Customizing. In Customizing you can enter default control parameters in a profile. You then assign the profile to a store at general site level or at merchandise category level, or to a customer at assortment control level. Depending on the source of supply (internal or external) and the application (Replenishment or Store Ordering), you can enter certain default values for the document category. If no details exist, the system uses the general default value.
•
Unit of measure (in a purchasing, shipping or sales document)
•
Delivery date
•
Storage location
•
Shipping point
•
Delivery type The delivery type can be in Customizing for store order control.
•
Source of supply A source of supply must be determined for a store order item in the following situations: –
No source of supply was entered in the IDoc.
–
A source of supply was specified in the IDoc, but the sourcing check discovers that the source of supply is invalid.
The same procedure is used in supply source determination as is used, for example, in replenishment planning. ´ In Customizing for the store order, you can set the system so that supply source determination does not search for outline agreements. If you do not use outline agreements, this improves performance and processing time for the store order. ´ $GGLQJWKHXQLWRIPHDVXUHWRDSXUFKDVLQJGRFXPHQW
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No unit of measure was specified for an item for article 500004711, quantity 90. You want to create a purchase order. On the basis of the settings in the Customizing system, the system first checks whether an order unit has been maintained in the article master record. Since no order unit has been maintained, the system determines the base unit of measure, which in this case is piece. The system then checks whether the quantity should be rounded. A rounding profile is entered for the article specifying that if the order contains a quantity of 80 pieces or more, the system should round the order up to a pallet (100 pieces). As a result, the system orders a pallet. 6HHDOVR Supply Source Determination [Page 659]
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6WRUH2UGHU 2IIOLQH3URFHVVLQJ&RQILUPDWLRQ You can specify in the intermediate document (IDoc) that a confirmation of the store order is sent to the store or customer. A confirmation is always sent at the same time as store order is processed. It logs the documents created in the R/3 system from the individual order items. You can configure the system so that all items are confirmed or only those items are confirmed that are changed (for example, when the system rounds the order quantity up to a whole pallet). Depending on the processing status, the confirmation contains the follow-on document created, the changes made (such as the data that was added or the rounded quantity) or any error that was identified. However, the confirmation is not a shipping notification, but simply a processing log for the sender of the store order indicating that the order is being processed.
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6WRUH2UGHU +DQGOLQJ2IIOLQH3URFHVVLQJ(UURUV A number of errors can occur when store orders are processed, as illustrated by the following example: ´ 3RVVLEOHHUURUV •
The article is not identified or the quantity is missing. In this case the minimum information required is not available and cannot be added by the system. An error message is issued that can then be analyzed in the POS interface monitor.
•
A purchase order or a purchase requisition is to be created, but the source of supply, the purchasing organization or the unit of measure is missing. This information is be missing in the store order and cannot be determined from the central master data.
•
The article is not contained in the assortment list of the store.
•
The master data has not been sufficiently maintained. For example, an article is to be ordered for which no purchasing data has been maintained in the article master record or no purchase price conditions have been entered.
A number of options are open to you for analyzing and removing sources of errors:
$/(7RROV The inbound processing status can be analyzed using ALE tools. After technical problems have been solved, processing can be repeated.
326,QWHUIDFH0RQLWRU The POS interface monitor is an error tracking mechanism that enables you to analyze errors. You can limit your selection by date, store or document category. The following information is available in POS inbound processing for the store order: •
If an intermediate document (IDoc) is not successfully processed, information, error, or warning messages are issued relating to the errors. You can configure your system in such a way that information and warning messages are recorded in a log. This can be useful during a test phase, for example.
•
For the IDocs that are successfully processed, a list is issued with the reference number of the store order and the numbers of the documents (e.g. purchase order number) created for every IDoc. You can then branch to a display of the documents created.
3URFHVVLQJ(UURUVZLWK:RUNIORZ To use this function, you must have assigned users to workflow tasks. Items that are incorrect are automatically sent as work items to the SAPmail inbox of the employee responsible. ´
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6WRUH2UGHU +DQGOLQJ2IIOLQH3URFHVVLQJ(UURUV To assign tasks, you must define an organization in the Human Resources (HR) system.(+XPDQUHVRXUFHV → 3ODQQLQJ → 2UJDQL]DWLRQ → 2UJDQL]DWLRQDOSODQ → 'HWDLOPDLQWHQDQFH An agent category can be defined as a recipient for a particular task in Workflow. Possible agent categories are: •
Organizational unit
•
Job
•
Position
•
Work center
•
User
Depending on the type of error that occurred in the order item, and the required document, a worklist is created for the employee responsible. To remove the source of an error, the following activities are necessary: •
Change or create the necessary Customizing settings
•
Change or create the necessary master data
•
Maintain the data for processing the workflow tasks Batch input processing is started from the work item for a purchase requisition, a purchase order or a delivery. Processing can either be in the background or online (with the user making corrections).
•
Delete the item that contains an error If the order item is not allowed, you can set individual work items to complete. This results in the order item being deleted.
6HHDOVR POS - interface inbound: Store physical inventory [Page 1194] POS interface monitor [Page 1206]
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6WRUH2UGHU $OWHUQDWLYH0HWKRGVRI6XSSO\LQJ6WRUHV ZLWK0HUFKDQGLVH Procurement for the stores can be organized in such a way that no action needs to be taken at all by the store itself. The following methods are possible: •
6WRFNDOORFDWLRQ Stock procured centrally is allocated among stores in the allocation table using predefined allocation rules. The DOORFDWLRQWDEOH is a function specially developed for centralized retailing to enable stocks of individual articles to be divided up among the sites in the best possible quantities. When stocks are always split up in the same ratios among the sites, these ratios can be defined in DOORFDWLRQUXOHV. You can group sites together using any criteria you wish (sales, structure, etc.), which means that allocation rules can be defined with a high degree of flexibility. Statistics and planning data can also be used to determine the quotas to be allocated to each site.
•
3ODQQLQJUXQ This option is available when a store manages its inventory on an exact article basis. The stock data enables requirements to be planned based on consumption figures using reorder point procedures or time-phased planning.
•
5HSOHQLVKPHQW Replenishment can be used as an alternative to consumption-based planning. A store does not have to manage its inventory on an exact article basis. All the store has to do is upload its sales data to the head office via the POS interface. Requirements are then determined for those articles for which the replenishment planning procedure has been defined. If necessary, merchandise is then procured using store orders.
6HHDOVR Stock Allocation [Page 572] Requirements Planning [Page 566] Replenishment [Page 1099]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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6WRUH2UGHU 3XUSRVH This business process allows you to create store orders either online or offline (in a distributed retailing system). In addition to the usual method of distributing merchandise to your stores via the central requirements planning function, you have the option of supplying stores with merchandise using store orders. A store order can take the following forms: •
Purchase requisition A purchase requisition is a request to Purchasing to procure goods or services for the store in a specified quantity by a specified date.
•
Delivery If the store is to be supplied by a distribution center and invoice verification is not to take place, you can simply create a delivery directly for the store.
•
Warehouse order A warehouse order is a purchase order for merchandise in a specified quantity by a specified date where the vendor is a distribution center.
•
Vendor order A vendor order is a purchase order made to an external supplier for merchandise in a specified quantity by a specified date.
•
Sales order A sales order is a request for goods for a business customer (wholesaler or processor of merchandise).
SAP Retail supports the following activities for processing store orders: •
Online processing You can create store orders online, either directly in the store or manually in the head office.
•
Offline processing You can enter store orders in a distributed retailing system (DRS). Following inbound processing, these orders are processed further in SAP Retail.
6WHSVLQWKH3URFHVV 1. You decide whether you wish to enter the store orders online or offline. 2. If you wish to enter the store orders online, the steps in the process will depend on the type of store order you have chosen: •
Vendor or warehouse order Purchase order processing
•
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6WRUH2UGHU Purchase Requisition Processing [Page 698] •
Delivery Delivery processing [Page 1037]
3. If you wish to enter the store orders offline, enter all the necessary purchase order data (such as article number, quantity and vendor) in the POS system. You define the ordering method. You can order direct from the external supplier, or you can define that head office takes over this function. 4. If the orders are entered offline, the store order data is then transmitted to SAP Retail via the POS interface - inbound.
5HPDUNV •
If you wish to process store orders using a distributed retailing system (DRS), the store must be configured for inbound processing. Stores must also have access to the assortment list data, as this data is essential for distributed processing.
•
For information on store orders, please see the inbound information in the POS Interface section of the Implementation Guide (IMG), the transactions information in the Materials Management section and the deliveries information in the Sales and Distribution section.
6HHDOVR Ordering [Page 655]
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&UHDWLQJD6WRUH2UGHU 3URFHGXUH There are two ways of creating a store order: •
Online Processing takes place in the R/3 system, either in the store or later in the head office.
•
Offline The data is entered in a distributed retailing system (DRS). Once this data has reached SAP Retail via Inbound Processing, it is processed further there.
2QOLQH To create a store order online, proceed as follows: 1. In the Store order online [Ext.], screen choose menu options as follows: •
Vendor order 6WDQGDUGSXURUGHU→&UHDWH. The initial screen appears.
•
Warehouse order a) For a purchase order within one company code: 6WRFNWUDQVIHU→&UHDWH. The initial screen appears. b) For a purchase order for more than one company code: 6WDQGDUGSXURUGHU→&UHDWH. The initial screen appears.
•
Purchase requisition 3XUFKDVHUHTXLVLWLRQ→&UHDWH. The initial screen appears.
•
Delivery 'HOLYHU\→&UHDWH. The initial screen appears.
2. From this point on, proceed as follows: •
For a vendor or warehouse order Creating a Purchase Order: Procedure
•
For a purchase requisition Creating a purchase requisition: Procedure [Page 700]
•
For a delivery Creating deliveries without reference: Procedure [Page 1043]
2IIOLQH To create a store order offline, proceed as follows: 1. Enter the order data at the store in a distributed retailing system and specify the ordering method.
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&UHDWLQJD6WRUH2UGHU 3URFHGXUH ´ You can transfer the order data to the central SAP Retail system so that the head office can pass the purchase order on to an external supplier, for example. Alternatively, you can place the purchase order with the vendor directly, by telephone or fax, for example. If you choose the latter route, you either send a copy of the purchase order to the head office or else the information in the purchase order will not be processed until Goods receipt (store) [Page 837] (UURU1R ERRNPDUNQDPHJLYHQ. 2. The order data is transferred to the central R/3 system and made available in the POS interface - inbound.
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6WRUH2UGHU3URFHVVLQJ 3XUSRVH This business process allows you to process in SAP Retail any store order data that has been entered via a distributed retailing system (DRS). Orders from a store can either be entered directly in SAP Retail (online processing) or they can be entered in a distributed retailing system and then passed on to SAP Retail via the POS interface (offline processing). Data is interchanged in intermediate documents (IDocs), which temporarily contain the data from the DRS before it is processed further in SAP Retail. The system automatically processes data in the background and only stops processing if it discovers inconsistencies or plausibility problems in the transmitted data. If this is the case, worklists are created and the work items passed onto the employee responsible for processing. Store order processing consists of the following tasks: •
Checking the IDoc data
•
Adding missing data
•
Creating purchase requisitions, purchase orders, deliveries or sales orders in SAP Retail
6WHSVLQWKH3URFHVV 1. In SAP Retail the document category is determined for the store order data that has been entered in the DRS and sent by IDoc, or for the data that has been created on the basis of replenishment. This document category is either determined from system settings or is transferred from the IDocs. 2. The source of supply is copied or determined, depending on the document category. 3. The item data is checked and any missing data is supplied from master data. 4. The store order items are rounded off to sales units and order units and optimized to logistics quantities. 5. The document is created. ´ If the data transmitted is incomplete or a document cannot be created, the system creates a worklist and sends it to the employee responsible via workflow. 6. The POS interface document flow is updated and/or confirmation is sent for Replenishment.
5HPDUNV •
Responsibilities must be defined and assigned in Human Resource Management so that worklists can be created via Workflow for the employees responsible for the various tasks.
•
The store must be configured for inbound processing.
•
For information on store order processing, please see the inbound information in the POS interface section of the Implementation Guide (IMG).
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5HSOHQLVKPHQW 8VH Replenishment is a method of supplying stores with merchandise in line with the demand for the merchandise. The sales data entered at the point of sale (POS) in the stores is transferred via an interface designed for electronic data interchange (EDI) to SAP Retail. The data is processed in the POS inbound interface and lead to the replenishment data being updated. The replenishment planning program determines requirements based on the current stock data. The system then generates follow-on documents (such as purchase orders) to supply the stores with the required merchandise. Workflow is automatically triggered for documents that were not created. The documents concerned are forwarded to the person responsible for processing them. The system proposes a suitable processing method (e.g. create a purchase order). ´ All the Replenishment functions are geared towards customer master records. Since all sites have a customer master record in SAP Retail, however, all the replenishment functions can be used for sites. Replenishment FDQQRW be used for external customer to which no site master has been assigned.
,QWHJUDWLRQ •
Article You can maintain article-related replenishment data concerning requirements planning, availability checks and status via article maintenance.
•
Site In the site master you maintain the different sets of data for controlling Replenishment. You can, for example, determine the type of follow-on documents that are created.
•
Inventory Management In addition to the standard method, you can also use Replenishment in combination with MM Inventory Management
•
POS Interface - Inbound During POS inbound processing, the system analyzes sales data and updates the data as goods issues for Replenishment.
•
Store Order During the replenishment planning run, the system determines requirements and then triggers offline store order processing. Depending on how your system is configured, the following documents can be generated: — Purchase requisitions — Purchase orders — Deliveries
)HDWXUHV The functions available in Replenishment include:
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•
Determination of replenishment requirements based on stock data.
•
Simplified method, for example for replenishing merchandise not managed on a quantity basis.
•
Creation of follow-on documents for supplying the merchandise
•
Planning, including reorder points
•
Planning, including, expected receipts and issues
•
Convenient master data maintenance by grouping together customers with similar requirements in requirement groups.
•
Determination of a target stock level using a forecast
•
Analysis of the results of the planning run in the Replenishment Monitor.
Triggering workflow for documents that cannot be generated. $UWLFOH {
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Replenishment [Page 1124]
Head Office [Page 103]
Distributio n Center [Page 106]
Store [Page 108]
•
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Sales Office [Page 110]
6HHDOVR POS Interface [Page 1170]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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5HSOHQLVKPHQW ,QYHQWRU\0DQDJHPHQW7\SHV When using the Replenishment application component, you can manage inventory in one of two ways: •
0DWHULDOV0DQDJHPHQWEDVHG,QYHQWRU\0DQDJHPHQW In this case Replenishment is based on the Inventory Management data of Materials Management. Each goods movement is recorded in a document. You should use this type of inventory management to as great an extent as possible. It can, however, only be used for Replenishment if you manage stocks on an exact article basis (that is, not on a merchandise category basis).
•
5HSOHQLVKPHQWEDVHG,QYHQWRU\0DQDJHPHQW Replenishment-based Inventory Management allows you to replenish stocks of articles managed in Materials Management-based Inventory Management on a merchandise category basis (value-only article). In this case the Replenishment application component automatically activates replenishment-based inventory management. In Replenishment-based Inventory Management, inventory is managed in a much simpler way than in Materials Management. The only figure relevant to Replenishment for a particular article at a particular customer is the stock on-hand. No goods movements documents are kept. You can manually activate replenishment-based inventory management by selecting the indicator in the 5H column in the replenishment master data for the article for the customer concerned. The inventory management data in Materials Management, even when activated, is not used in Replenishment.
The following table illustrates the differences between the two types of inventory management: &KDUDFWHULVWLF
0DWHULDOV 0DQDJHPHQWEDVHG ,QYHQWRU\ 0DQDJHPHQW
5HSOHQLVKPHQW EDVHG,QYHQWRU\ 0DQDJHPHQW
Number of stock types managed
high
only one
Materials movements documents
created
not created
Article-based stock data for value-only based inventory management
not supported
supported
Simplified method (see the two methods)
not possible
possible
Replenishment-based inventory management indicator
not set
optional
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5HSOHQLVKPHQW 0HWKRGV Two methods can be used for Replenishment - the standard method and the simplified method. The following describes the typical characteristics of both methods. You can change a number of parameters in both methods: In both cases the system calculates the replenishment quantity in two steps: 1. First the quantity required is calculated 2. Then the quantity required is rounded off. The resulting quantity is the replenishment quantity. When follow-on documents are created, the system optimizes the order quantity and rounds it off if necessary.
&KDUDFWHULVWLFVRIWKH7ZR0HWKRGV •
Replenishment: Standard Method [Page 1106] This method can RQO\ be used in connection with article-based inventory management as used in Materials Management (MM). The stock on-hand as reflected in MM Inventory Management is the stock figure used for Replenishment. When replenishment-based inventory management is active, the standard method FDQQRW be used, as sales figures RQO\ as recorded at the POS and no other goods movements affect the stock level. The standard method can only be used for Replenishment if all goods movements are taken into account.
•
Replenishment: Working with a Reorder Point [Page 1111]
•
Replenishment: Simplified Method [Page 1107] This method has been designed for a less sophisticated system environment. It is based solely on the quantities sold at the electronic cash registers and does not require any further goods movements to be transferred from the POS systems to the central R/3 system. The target stock is the starting stock of the customer. But since the system is not aware of the actual stock on-hand at the customer, it uses zero for both the target stock and the starting stock. The stock figure used for Replenishment in this case is referred to as the standard stock. Due to the fact that the standard stock figure used for Replenishment is zero, this usually becomes negative as goods issues are posted. Since the quantity replenished is usually the quantity sold (if not rounded off), this method results in the standard stock being replenished to the starting stock level. So that the system does not have to manage goods receipts, the standard stock is increased by the replenishment quantity after the follow-on document has been successfully generated. If the quantity has not been rounded off, the standard stock once again reaches zero.
&RPSDULVRQRIWKH7ZR0HWKRGV The following table illustrates the differences between the two types of inventory management: &KDUDFWHULVWLF
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Target stock
greater than zero
zero
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Effort required to maintain replenishment data
high
low
Reorder point
possible
not possible
Effects of follow-on documents on the stock figure used by Replenishment
none
increase in stock figure
Effects of goods receipts on the stock figure used by Replenishment
increase in stock figure
none
Effects of goods issues on the stock figure used by Replenishment
decrease in stock figure
decrease in stock figure
Include goods issues only indicator
not set
set
Replenishment-based inventory management indicator
not set
set
6HHDOVR Order optimizing [Page 667]
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5HSOHQLVKPHQW 6WDQGDUG0HWKRG This method can be summarized as follows: •
The target stock is greater than zero.
•
The quantity required is the difference between the target stock and the stock onhand or - if expected issues and receipts are included in the calculation - the difference between the target stock and the expected future stock.
•
If a reorder point has been defined, requirements are only calculated once the stock on-hand falls below the reorder point.
•
Follow-on documents that are created do not affect the stock figure used for Replenishment.
•
All goods movements affect the stock figure used for Replenishment.
´ If you plan replenishments without taking expected receipts and issues into account, follow-on documents for which no goods receipts have as yet been posted at the customer’s are not included in the replenishment run. If, for example, you have not posted a goods receipt for a purchase order, the same requirement would be calculated twice if the replenishment program is run before the goods receipt is entered. •
In the replenishment master data of the article, the indicator specifying that only goods issues are to be taken into account for the customer must QRW be selected.
´ The Replenishment run in this example triggers the generation of purchase orders.
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Starting point
100
100
100
Goods issue 80
20
100
20
Replenishment run
20
100
Purchase order created
20
100
20
Goods receipt 80
100
100
100
5HTXLUHP HQW
80
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20
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5HSOHQLVKPHQW 6LPSOLILHG0HWKRG The simplified method can be summarized as follows: •
No forecast or stock data is usually maintained for Replenishment, making data maintenance much simpler.
•
The target stock is always zero.
•
The quantity required is the difference between the target stock and the standard stock.
•
A reorder point cannot be defined.
•
When follow-on documents are created, the standard stock is increased by the quantity replenished.
•
A goods issue results in the standard stock being reduced and usually becoming negative.
•
Goods receipts do not affect the standard stock.
•
In the replenishment master data of the article, the indicator specifying that only goods issues are to be taken into account for the customer must be selected.
´ The Replenishment run in this example triggers the generation of purchase orders. 7UDQVDFWLRQ
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Starting point
0
0
100
Goods issue 80
-80
0
20
Replenishment run
-80
0
Purchase order created
0
0
20
Goods receipt 80
0
0
100
80
20
´ If you use the simplified method and wish purchase requisitions to be generated as follow-on documents, please note that quantities should QRW be optimized on conversion into purchase orders. The rounding off of the quantity in a purchase order would mean that the stock figure used for replenishment and the physical stock on-hand in the store would differ at goods receipt, as illustrated by the following table: The Replenishment run in this example triggers the generation of purchase requisitions.
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Starting point
0
100
Goods issue 80
-80
20
Replenishment run
-80
Purchase requisition created
0
80
20
Converted to purchase order and quantity rounded off to 100
0
100
20
Goods receipt 100
0
80
20
120
Since when purchase requisitions are converted to purchase orders rounding off of the quantity does not affect the stock figure used for replenishment, the figure remains 0, even though the rounded quantity would normally result in the figure being increased to 20. In this case you can manually adjust the replenishment stock figure in the parameter overview screen of Replenishment.
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5HSOHQLVKPHQW ,QFOXVLRQRI([SHFWHG5HFHLSWVDQG ,VVXHV During the planning of replenishments, you can have the system take expected receipts and issues into account for items planned using the standard method. The system calculates the quantity requiring replenishing in this case as the difference between the target stock and the expected stock at a later date. To determine the point in time up to which future receipts and issues are included in the calculation, you define a planning horizon when you are planning replenishments.
5HFHLSWV Expected receipts are included if you activate receipt determination using available to promise (ATP) in planning replenishments. This does, however, lead to poorer system performance. Using ATP, you can include purchase requisitions, purchase orders placed with external vendors, stock transport orders and deliveries for stock transport orders in the planning run. Deliveries not referencing a system document cannot be included. Before you can use the ATP option, you must have entered a check group for the availability check in the logistics data in article maintenance of the article concerned. Check groups for the availability check can be entered in Customizing for Sales and Distribution. The check rule is defined internally for Replenishment as 53.
,VVXHV The system does not have any information on expected issues, since they are not planned. You can run the planning of replenishments at the same time as running a forecast and have the system forecast the expected issues. Before you can do this, you must have activated updating of the information structure S130 in the Retail Information System (RIS) that contains the forecast data for Replenishment. The historical values for the application are determined from this structure. ´ Replenishment: Example Including Expected Receipts and Issues [Page 1110]
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5HSOHQLVKPHQW ([DPSOH,QFOXGLQJ([SHFWHG5HFHLSWV DQG,VVXHV The following table shows a replenishment planning run that includes expected receipts and issues. The run results in replenishment requirements for this week (week 0). :HHN
WRGD\
Target stock
200
200
200
200
Actual stock on-hand
160
145
Forecast stock
145
135
140
150
Expected receipts
55
65
60
50
Expected issues
60
50
50
50
Replenishment requirement
30
60
Notes: •
&DOFXODWLRQRIUHSOHQLVKPHQWUHTXLUHPHQWV The quantity required for the week is based on the target stock for the week and the forecast stock at the time of the goods receipt. In the example, a delivery period of two weeks is assumed. The replenishment requirement for the current week is calculated as follows: Replenishment requirement (week 0)
=
Target stock (week 0) - forecast stock (week 2)
•
=
200 - 150
=
50
)RUHFDVWVWRFN The forecast stock for any future week is based on the actual stock on-hand for the current week and the expected receipts and issues up to the future week. In the example, a planning horizon of two weeks is assumed. The forecast stock for week 2 is calculated as follows: Forecast stock (week 2)
=
Actual stock on-hand (week 0) + expected receipt (week 0) + expected receipt (week 1) - expected issue (week 0) - expected issue (week 1)
=
160 + 30 + 60 - 50 - 50
=
150
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5HSOHQLVKPHQW :RUNLQJZLWKD5HRUGHU3RLQW If you use the standard replenishment method, you can work with a reorder point. As a result, Replenishment only creates follow-on documents when the stock on-hand or - if you are including receipts and issues in the calculation - the expected stock has fallen below the reorder point. The reorder point is used as it is in reorder point planning. The following example illustrates the effects of using a reorder point in Replenishment. ´ You have defined a reorder point of 10 pieces. The Replenishment run in this example triggers the generation of purchase orders. 7UDQVDFWLRQ
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Starting point
100
100
100
Goods issue 80
20
100
20
Replenishment run
20
100
Goods issue 15
5
100
Replenishment run
5
100
Purchase order created
5
100
5
Goods receipt 95
100
100
100
0
20 5
95
5
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5HSOHQLVKPHQW 5HTXLUHPHQW*URXSV When you have to manage a large number of customers (or sites) or a large number of articles, you can reduce the effort required to maintain the large amount of data by defining requirement groups. This prevents you from having to maintain all the data for every combination of customer and article.
3URFHVVLQJ5HTXLUHPHQW*URXSV You create requirement groups for every merchandise category. A group comprises all the customers who have the same requirements in a particular merchandise category and who therefore place the same demands on Replenishment. You maintain requirement groups in two steps: 1. First you assign requirement groups to the merchandise categories in the site master. 2. Then you define the forecast data, the target stock and the reorder point at requirement group level (and not at customer level). If you have to change a parameter for an article for the whole requirement group, you only have to make the change once. The data at requirement group level is copied directly to the individual customers in the group.
)HDWXUHV Some data, such as the RP type, FDQQRW be maintained at requirement group level. These parameters must be defined at customer level. If required, you can maintain different article master data for individual customers within a requirement group. This data is entered using the auxiliary help for Replenishment, as these customer master records are flagged as an exception and are not overwritten if any changes are made to the requirement group data. You should QRW maintain different data using article maintenance, as this would lead to the master record not being flagged as an exception and would not be protected from being overwritten. If you defined a target stock at requirement group level, this is then the same for all customers. As a result of a forecast, however, different target stocks can exist for the different customers in a requirement group, even though the customer master records are not flagged as exceptions. When you reset the data to requirement group values, the target stock is returned for all customers to the standard value. As a result, you may have to rerun the forecast.
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5HSOHQLVKPHQW ([DPSOHRIWKH8VHRI5HTXLUHPHQW *URXSV The following example illustrates how the use of requirement groups affects Replenishment.
5HTXLUHPHQW*URXS$VVLJQPHQWLQWKH6LWH0DVWHU The following table illustrates several site master records. A requirement group has been assigned to the confectionery merchandise category. 6LWH
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5HTXLUHPHQWJURXS
R151
R1115
Confectionery
01 (large)
R152
R1115
Confectionery
01 (large)
R153
R1115
Confectionery
02 (medium)
5HSOHQLVKPHQW$UWLFOH'DWDDW5HTXLUHPHQW*URXS/HYHO Replenishment data has been defined at requirement group level for article R100002 (chocolate) in merchandise category R1115 (confectionery): 5HTXLUHPHQWJURXS
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01 (large)
50
200
02 (medium)
30
120
5HSOHQLVKPHQW$UWLFOH'DWDDW&XVWRPHU/HYHO The system copies the replenishment article data from requirement group level to customer level on the basis of the requirement group assignment in the site master. $UWLFOH
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R100002
Chocolate
R151
50
200
R100002
Chocolate
R152
50
200
R100002
Chocolate
R153
30
120
Every change made to the replenishment data at requirement group level is automatically copied to the sites. This makes it all the more convenient to maintain data when a requirement group contains a very large number of customers.
5HSOHQLVKPHQW'DWDDW&XVWRPHU/HYHOZLWK([FHSWLRQV If you change replenishment data manually for a particular customer, even though the customer is assigned to a requirement group, the change is marked as an exception. Exceptions are QRW affected when a change is made at a later point at requirement group level, as illustrated by the following table:
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R100002
Chocolate
R151
50
200
R100002
Chocolate
R152
80
200
R100002
Chocolate
R153
30
120
([FHSWLRQ
selected
In the replenishment data of the article master, the individual values created as exceptions at customer level can be returned to the values valid for the requirement group by selecting 5HTXLUHPHQWJURXSYDOXHV.
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5HSOHQLVKPHQW 0DVWHU'DWD You have to maintain data in the site and article master for Replenishment. •
6LWHPDVWHU In the site master, the profiles for the store order and POS inbound processing are important for Replenishment. You can also maintain requirement groups in the site master. Refer to: Replenishment: Site Master Data [Page 1116]
•
$UWLFOHPDVWHU You can define stock data, inventory management data and forecast data for replenishing an article. You can enter some of the article data for Replenishment via article maintenance. Other data is processed using a separate transaction (auxiliary maintenance). See also:
–
Replenishment: Article Master Data in Article Maintenance [Page 1117]
–
Replenishment: Article Master Data in an Auxiliary Transaction in Replenishment [Page 1118]
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5HSOHQLVKPHQW 6LWH0DVWHU'DWD In the site master you maintain the following data for controlling Replenishment. •
6WRUHRUGHUFRQWUROSDUDPHWHUV Replenishment uses the store order function to create follow-on documents. You can maintain store order control parameters in a POS inbound profile in the Customizing section for POS inbound. The profile is assigned to a site. You can also enter special profiles for Replenishment and the Store Order which you can then assign in the site master at merchandise category level. The parameters relevant for Replenishment include: –
Default setting for the document category This controls the follow-on document created, for example purchase orders or deliveries. You can enter different default values for every type of source of supply (internal or external vendor). If no details exist, the system uses the general default value.
–
Default delivery type If the follow-on document created is a delivery, you can enter a default document type for the delivery.
– •
Error message control
326LQERXQGSURFHVVLQJFRQWUROSDUDPHWHUV To control POS inbound processing, you assign the site a POS inbound profile. Depending on the type of inventory management used (Materials Management-based or replenishment-based), in the Customizing section for POS inbound you must adjust the process control in the POS inbound profile for: –
aggregated sales
–
sales as per receipts
If you use Materials Management-based Inventory Management, you must set the ,QYHQWRU\0DQDJHPHQW ,0 indicator. The indicator for updating Replenishment inventory management should QRW be set. If you use Replenishment-based Inventory Management, you must set the indicator for updating Replenishment inventory management . The ,QYHQWRU\0DQDJHPHQW ,0 indicator should QRW be set. •
5HTXLUHPHQWJURXSFRQWUROSDUDPHWHUVSHUPHUFKDQGLVHFDWHJRU\ You can assign a requirement group to each merchandise category in every site.
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5HSOHQLVKPHQW $UWLFOH0DVWHU'DWDLQ$UWLFOH 0DLQWHQDQFH Article data required for Replenishment is only partially integrated in article maintenance. The remaining data is maintained in a separate auxiliary maintenance transaction. The following data is maintained in article maintenance: •
5HTXLUHPHQWVSODQQLQJ The RP data used in Replenishment can be processed both in article maintenance in the logistics data and also in the auxiliary maintenance of Replenishment. The following sets of data is relevant: –
RP type Replenishments can only be planned if you have entered an RP type defined for Replenishment.
–
Reorder point
–
Safety stock If you enter a safety stock, the safety stock is added to the target stock. The safety stock can be entered manually but not calculated automatically by the system.
´ If you work with requirement groups, you PXVW enter different RP data for individual customers using the auxiliary maintenance transaction, as the customer master records are then flagged as exceptions and protected from being overwritten by changes made at requirement group level.. You should QRW maintain different data in article maintenance, as the master data would not be flagged as an exception and would not be protected from being overwritten. •
$YDLODELOLW\FKHFN You must enter a check group for the availability check in the logistics data for articles for which expected receipts are to be included in the planning run.
•
6WDWXV You can block an article for Replenishment by setting a status indicator in the article master record. You can set the status at the following levels: –
per client
–
per distribution chain
–
per distribution chain and site
You can configure how the system interprets the status (such as whether an article is also blocked for Purchasing) in Customizing.
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5HSOHQLVKPHQW $UWLFOH0DVWHU'DWDLQDQ$X[LOLDU\ 7UDQVDFWLRQLQ5HSOHQLVKPHQW Article data required for Replenishment is only partially integrated in article maintenance. The remaining data is maintained in a separate auxiliary maintenance transaction (Sales → 5HSOHQLVKPHQW, then *RWR → $UWLFOH → &UHDWH).
0DLQWHQDQFH/HYHOV You can maintain article data on the following levels using the auxiliary maintenance: •
&XVWRPHUOHYHO All data relevant to Replenishment is maintained on this level, and is the level on which the most detailed information can be maintained. Please note that a customer in this case can also be a site.
•
5HTXLUHPHQWJURXSOHYHO By defining requirement groups, you make it much easier to maintain large amounts of data. If you maintain replenishment master data for an article at requirement group level, the data is copied to the customer level, provided you have defined in the site master a requirement group for the merchandise category to which the article belongs.
7\SHRI'DWD Article data in auxiliary maintenance can be divided up into the following types of data: •
5HTXLUHPHQWVSODQQLQJGDWD With the exception of the target stock, you can also process replenishment planning data via article maintenance. –
Target stock
–
RP type
–
Reorder point
–
Safety stock The safety stock is only used in Replenishment if you work with a forecast. When the forecast is run, the safety stock is added to the target stock. The safety stock can be entered manually but not calculated automatically by the system.
•
)RUHFDVWGDWD You can only process forecast data in auxiliary maintenance in Replenishment.
•
–
Forecast model
–
Number of historical values
–
Target range of coverage
–
Minimum target stock
–
Maximum target stock
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5HSOHQLVKPHQW $UWLFOH0DVWHU'DWDLQDQ$X[LOLDU\7UDQVDFWLRQLQ5HSOHQLVKPHQW This data can only be processed in auxiliary maintenance in Replenishment. Replenishment-based Inventory Management indicator (in the column 5H)
–
This indicates that stock is to be managed using replenishment article data and that the inventory management data in Materials Management, even when activated, is not to be used for Replenishment. Set this indicator if you want to use the simplified method. Include goods issues only indicator (in the column *,)
–
This indicator only affects Replenishment-based Inventory Management. If this indicator is set, you indicate to the system that only goods issues and not goods receipts are to affect the stock figure used for replenishment. If this indicator is set and replenishment is run, the quantities in follow-on documents generated are added to the stock figure used for replenishment and are thus considered as expected goods receipts. Set this indicator if you want to use the simplified method. The following table illustrates how the different control indicators can be combined: 5HSOHQLVKPHQW EDVHG,0LQGLFDWRU
*RRGVLVVXHVRQO\ LQGLFDWRU
8VH
not set
not set
standard method
not set
set
not possible
set
not set
only makes sense if Replenishment has been enhanced by customer (see below)
set
set
simplified method
Explanation: The third combination (set, not set) only makes sense if you have enhanced the replenishment functions in a customer enhancement so that you can run Replenishment for customers that do not have a site master record in the system and you post goods receipts in Replenishment-based inventory management for these customers. The following example shows a selection of article data used for Replenishment: ´ 5HSOHQLVKPHQWGDWDIRUDUWLFOH5DWFXVWRPHUOHYHO VXPPDU\ &XVWRPHU
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R151
100
500
R152
100
500
R153
0
0
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selected
selected
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5HSOHQLVKPHQW )RUHFDVW The main control parameter in Replenishment is the target stock. This can either be defined manually or, as in the Requirements Planning application component, calculated by a forecast. A number of models are available for running a forecast (such as the trend model or the constant model). You can maintain the parameters relevant for forecasting (maximum and minimum target stock, historical values, target range of coverage, forecast model) in the replenishment article data. If you use the VHDVRQDOPRGHOZLWKZHLJKWLQJIDFWRUV as the forecast model, you must also maintain forecast weighting factors for the merchandise categories involved. Separate weighting factors can be created for articles whose sales are subject to seasonal fluctuations. The target stock can be further defined for the forecast function: •
Minimal target stock When the target stock is determined by the forecast, you can define a minimum target stock. This is the lowest quantity which can be determined by the forecast.
•
0D[LPXPWDUJHWVWRFN When the target stock is determined by the forecast, you can define a maximum target stock. This is the highest quantity which can be determined by the forecast.
6HHDOVR Requirements Planning [Page 566] Seasonal Models with Weighting Factors [Page 1238]
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5HSOHQLVKPHQW 3ODQQLQJ5HSOHQLVKPHQWV You can plan replenishments online or in the background. If you run the program in the background, this must be scheduled as a job in the system. If you have POS inbound processing of data, this should be completed beforehand.
7KH3URFHVVRI3ODQQLQJ5HSOHQLVKPHQWV Replenishments are planned in the following steps: 1. 3ODQQLQJSKDVH During the planning phase, the system determines the replenishment requirements. You can delete items online so that they are not included in the replenishment run. The system also displays the requirement determined for each item for you to change if required. 2. *HQHUDWLRQRIIROORZRQGRFXPHQWV After requirements are determined, follow-on documents are generated. You have to start this program manually on the screen for displaying requirements. The system uses the functions for offline store order processing to generate follow-on documents. The following documents can be generated: –
Purchase requisitions
–
Purchase orders
–
Deliveries
During follow-on document generation, the system rounds off the order quantities (order quantity optimizing), which can lead to the quantity required being changed. The TXDQWLW\DFWXDOO\UHSOHQLVKHG is the requirement quantity after it has been rounded off.
3URFHVVLQJLQWKH5HSOHQLVKPHQW0RQLWRU Each time you execute the program for planning replenishments, the system saves the replenishment run under an internal number. This number is used to identify a transaction when you subsequently analyze the run in the replenishment monitor. When you run replenishment online, you can always go to the monitor. If you want to analyze the results of replenishment runs that took place in the background, you must activate updating of Replenishment results in Customizing. In the standard configuration, updates are activated. The results are divided into three categories (successfully processed, work item created, containing errors). Each category contains information on how the items were processed (for every combination of customer and article).
6WUXFWXUHG$UWLFOHVDQG5HSOHQLVKPHQW If, while planning replenishments, requirements are determined for components of structured articles, the system converts the requirement to that for the header article. You can then enter the header article in the follow-on documents. If required, you can influence how the system converts the component requirements to header article requirements via a user exit.
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5HSOHQLVKPHQW 3ODQQLQJ5HSOHQLVKPHQWV The header article is displayed in the replenishment monitor as a header article. The components can then be displayed for the header article. 6HHDOVR POS interface - inbound [Page 1182] Store order [Page 1074] Order Optimizing: Order Quantity Optimizing [Page 668] Requirements Planning: Calculation of the Quantity Required of Header Article from the Component Quantities [Page 570]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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5HSOHQLVKPHQW 3XUSRVH This business process allows you to replenish merchandise sold based on point of sale data for customers who have been assigned site master records. Together with consumption-based planning, Replenishment is a further method available in R/3 to ensure the continual supply of merchandise to stores. ´ All the Replenishment functions are geared towards the customer master. Since every site in SAP Retail is assigned a customer master record, all the Replenishment functions can be used for sites. Replenishment cannot be used for external customer to which no site master has been assigned. Replenishment can be based either on article stock data in Inventory Management or on the POS data processed via the POS Interface - Inbound. This method can therefore be used if Materials Management-based Inventory Management is not active for a particular store in SAP Retail.
6WHSVLQWKH3URFHVV 1. You carry out the Replenishment process either manually (on-line) or in the background (in batch) for a particular customer or a group of customers. 2. The system determines those articles requiring replenishing at the customers and calculates the replenishment quantities using Inventory Management or POS data. 3. If you have triggered Replenishment manually, you can change the replenishment requirements. 4. The system passes on the replenishment quantities to store order processing, where follow-on documents (purchase requisitions, purchase orders or deliveries) are created. The system can, if required, also round off order quantities. 5. If Replenishment is not based on Materials Management Inventory Management data and only goods issues are taken into account in the calculation of requirements, the stock figure used for Replenishment is corrected based on the document quantities
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&UHDWLQJ5HSOHQLVKPHQW0DVWHU'DWD 3URFHGXUH You can maintain replenishment master data at: •
Customer level
•
Requirement group level To enable you to maintain mass amounts of data quickly, you can maintain articlespecific parameters for requirement groups and assign these to individual merchandise categories in each store.
6WRUHV&XVWRPHUV 1. On the Auxiliary Maintenance: Create Article screen [Ext.] enter the article. Choose *RWR → &XVWRPHUV to go to the details view. 2. Insert a line and enter the number of the customer for which you wish to trigger Replenishment. 3. Maintain the RP type. Replenishment is run if the RP procedure ‘W’ (Replenishment) is assigned to the RP type. 4. Target stock You have two options: •
Manual entry
•
Forecast: maintain the forecast parameters for the model, safety stock, historical values, and target range of coverage.
5. In the reorder point field, you can enter a quantity. When the stock on-hand falls below this quantity, the replenishment run triggers procurement of more stock. If you do not enter a reorder point, replenishments are triggered as soon as the stock onhand falls short of the target stock. 6. By selecting the 5H column, you have the system use Replenishment-based inventory management, independent of whether MM Inventory Management is active. If you do not select the field, the system uses MM Inventory Management if active. 7. If you use Replenishment-based Inventory Management and only want goods issues to be taken into account (especially if you are using the simplified method). you must also select the field in the column *, (Only include goods issues). 8. If you select the([FHSWDUWcolumn for a customer, you indicate that the data for the customer (with the exception of the value in the target stock column) differs from the data that applied to the requirement group. You can select this, for example, if you wish to have a higher safety stock for a particular customer. If you wish to return the value to the value valid for the requirement group, proceed as follows: Select the line and choose (GLW → 5HTXLUHPHQWJURXSYDOXHV. The values are reset and the ([FHSWLRQ column selection indicator will then be deselected.
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&UHDWLQJ5HSOHQLVKPHQW0DVWHU'DWD 3URFHGXUH 1. On the Auxiliary Maintenance: Create Article screen [Ext.] enter the article. Choose *RWR → 5HTXLUHPHQWJURXSV to go to the details view. 2. Target stock You have two options: •
Manual entry
•
Forecast: Maintain the forecast parameters for the model, historical values, and target range of coverage.
3. In the reorder point field, you can enter a quantity. When the stock on-hand falls below this quantity, the replenishment run triggers procurement of more stock. If you do not enter a reorder point, replenishments are triggered as soon as the stock onhand falls short of the target stock. 4. In the merchandise category view of site maintenance you can assign a requirement group to every merchandise category. To do so, on the general site data screen choose *RWR→0HUFKDQGLVHFDWHJRULHV A new window appears. You can enter in the RG column the requirement group for every merchandise category. ´ Once you have assigned a requirement group to a merchandise category in a site, a replenishment master record is created at store level for every article in the merchandise category. This can be changed at customer maintenance level.
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&KDQJLQJ:HLJKWLQJ)DFWRUVIRU5HSOHQLVKPHQW 3URFHGXUH To change weighting factors for Replenishment, proceed as follows: 1. On the Create Forecast Weighting Factors screen [Ext.], enter the merchandise category and/or customer for which you wish to generate weighting factors. You can also select a merchandise category hierarchy via the multiple selection field. If you enter one or more articles in the $UWLFOHWREHH[FOXGHG field, these articles will be taken into account separately from the merchandise category in the weighting factor calculation. Choose 3URJUDP→([HFXWH A dialog box appears, indicating that the existing weighting factors will be overwritten in the process. If you choose yes, you branch to the details screen of the weighting profiles. 2. You can change the weighting factors manually per period. If you selected more than one weighting profile, you can switch to the details screen of the next weighting profile via *RWR→1H[WZHLJKWLQJSURILOH ´ To reset values you changed manually, you can have the system recalculate the weighting factors based on the historical values. To do so, choose :HLJKWLQJ IDFWRUV→&DOFXODWH The changed values will be overwritten. 3. Save the data via :HLJKWLQJIDFWRUV→6DYH.
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&DUU\LQJRXWWKH)RUHFDVWIRU5HSOHQLVKPHQW 3URFHGXUH To carry out a forecast, proceed as follows: 1. On the Planning for Info Structure S130 screen [Ext.] enter a merchandise category, an article and a goods recipient (store or customer). Choose $FWLYHYHUVLRQ or press F7 to go to the planning view. 2. You can change the planned requirement per period manually. 3. Save your entries.
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3ODQQLQJ5HSOHQLVKPHQWV 3URFHGXUH The process of procurement using the Replenishment run can be started manually or in the background. If you run the program in the background, this must be scheduled as a job in the system. If POS inbound processing takes place, this must be concluded beforehand. If you start the program manually, you can display the requirements determined before the follow-on documents are generated. You can change the replenishment quantities manually, if desired. Once you have finished processing, you can trigger the generation of follow-on documents. You can also cancel processing without generating any follow-on documents. You can procure replenishments either: •
Manually
•
In the background
0DQXDOO\ To plan replenishments manually, proceed as follows: 1. On the Replenishment: Planning [Ext.] enter either a customer or a customer group. •
If you want to include expected receipts for the customer, set the indicator for determining receipts via ATP.
•
If you want to forecast the expected issues for a customer, set the )RUHFDVW LVVXHV indicator and enter a default forecast profile. The default forecast profile is used if no forecast parameters are entered for a particular combination of customer and article.
2. If you do not want to determine expected receipts or issues, enter a planning horizon. This defines the period in which the receipts and issues are taken into account. 3. Choose 3URJUDP → ([HFXWHto obtain a list of replenishment requirements for the selected customer(s). 4. If you wish to change the quantities, proceed as follows: Position the cursor at the appropriate point and choose 5HSOHQLVKPHQWTXDQWLWLHV→ 'HWDLOVFKDQJH. A window appears detailing the stock levels, expected receipts and issues and the resulting replenishment requirements. Change the replenishment requirements as required. 5. Choose 5HSOHQLVKPHQWUHTXLUHPHQWV→*HQHUDWHIROORZRQGRFXPHQWThe system saves the quantities and generates follow-on documents (purchase requisitions, purchase orders, deliveries or sales orders). You can then branch to the 5HSOHQLVKPHQWPRQLWRU screen. Here you view the errors, the work items created and the generated documents.
%DFNJURXQG To start the planning program in the background, this must be scheduled as a job in the system. If you have POS inbound processing of data, this should be completed beforehand.
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6DOHV6XSSRUW The Sales Support function is a powerful tool that helps employees do their job effectively and frees them from routine administration tasks. Sales Support provides office-based personnel and field staff with up-to-the minute information in varying degrees of detail. It involves primarily the promotion of sales, internal and external communication and the assessment of competitors and their products. Sales Support works in two ways: •
The plethora of information gathered by your sales staff is stored in the system in structured form, making it accessible to everyone and easy to analyze. Current market data can be used for strategic product planning and enables you to take the necessary action to promote sales.
•
The wealth of data gleaned from different sources of information on customers and competitor products is made directly available to your sales staff.
,QWHJUDWLRQZLWKWKH6DOHV,QIRUPDWLRQ6\VWHP The common database for both office-based personnel and field staff combined with the many and varied options open to them for communicating make for smooth and efficient sales and marketing. Quality consultancy services improve customer satisfaction and help keep you one step ahead of the competition. Sales Support obtains its information from the data maintained in Sales, Shipping, and Billing transactions and from the master data relevant to these areas. A number of reports are also available from the Sales Information System (SIS). Sales summaries and incoming order statistics are just some of the information that sales support staff can have at their fingertips when required.
6DOHV3DUWQHUVDQG6DOHV6WDII Sales partners and sales staff represent a company on the market. Sales partners would include consultancy partners or sales representatives; sales staff are employees in your company known in SAP Retail thanks to its integration with Human Resources. Both sales partners and sales staff can be managed in SAP Retail. &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ SD - Sales and Distribution: Sales Support: Computer-aided Selling (CAS) [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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6DOHV6XSSRUW 3URGXFW&DWDORJ SAP Retail includes two related advertising functions. Both can handle data for such diverse requirements as printed flyers and catalogs, HTML pages for the world wide web, POS terminals, and CD-ROM catalogs. For further information, see: •
Product Catalog [Page 452]: for normal planning, where the advertising piece is not necessarily related to a promotion. Enables you to construct a catalog in a hierarchical manner, making it easier for the end user to navigate through the advertising piece and locate the desired information. It also helps you to modularize the planning process. The function also keeps track of the status of the data used (for example, prices missing for certain articles). The Product Catalog also forms the basis for Internet online stores.
•
Promotion: Product Catalog Planning [Page 511]: for quick planning, where the catalog is directly related to an existing R/3 promotion and where hierarchical structure is not necessary. Articles are assigned to specific pages within the catalog and to specific positions on the page. This function is actually part of the Promotion Management module.
6HHDOVR Product Catalog [Page 452] Promotion [Page 486]
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6DOHV2UGHU3URFHVVLQJ Most retailers also have a portion of their business that is wholesale. The function described here is primarily intended to support this wholesale side of the business. ´ Sales to true end customers takes place via the POS system, which is supported in SAP Retail by a different function. For more information on dealing with POS transaction data, see POS Interface - Inbound [Page 1182]. •
Ordinary sales of merchandise to other retailers
•
Inquiries and quotations
•
Back order processing
•
Third-party drop shipments (also called “triangular deals”)
•
Service contracts
•
Quantity contracts
•
Returns of damaged merchandise
•
Rebates
•
Employee purchases (can also be done via the POS system)
•
Free of charge articles
Movement of stock from one store to another, from a distribution center to a store, or from one distribution center to another may also be considered sales, if your system has been configured to treat them as such. This might be the case, for example, in a retail company with overseas subsidiaries. %XVLQHVV3URFHVVHVDQG 3URFHGXUHV
Organizational areas Headquarters [Page 103]
Sales Order Processing [Page 1143]
DC [Page 106]
•
Store [Page 108]
Sales Office [Page 110] •
6HHDOVR POS Interface - Inbound [Page 1182] Pricing: Conversion to the New European Currency (Euro) [Page 532] Currency Conversion (Euro) [Page 1244] &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ SD - Sales and Distribution: Sales [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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6DOHV2UGHU3URFHVVLQJ %DVLF)XQFWLRQV During sales order processing, the system can carry out the following basic functions: •
Monitoring the status of the sales transaction
•
Checking for incomplete data
•
Checking for availability of the articles purchased
•
Calculating pricing and taxes
•
Scheduling deliveries
•
Creating printed or electronically transmitted documents (for example, confirmations)
Depending on how your system is configured, these functions may be completely automated or may also require some manual processing. The data that results from these basic functions (for example, shipping dates, confirmed quantities, prices and discounts) is stored in the sales document where it can be displayed and, in certain cases, changed manually during subsequent processing. ´ For cash sales, SAP Retail allows for a “slimmed down” version of order processing. Billing documents are printed as soon as the order is entered and the customer receives the goods immediately. The information displayed on the screen is controlled by the order type, which is maintained in Customizing. The sales documents you create are individual documents, but they can also form part of a chain of interrelated documents. For example, you may record a customer’s telephone inquiry in the system. The customer next requests a quotation, which you then create by referring to the inquiry. The customer later places an order based on that quotation and you create a sales order by copying information (modifying where necessary) from the quotation. You ship the merchandise and bill the customer. If, after delivery of the merchandise, the customer claims credit for articles that were damaged, you can create a delivery free of charge with reference to the sales order. The entire chain of documents − inquiry, quotation, sales order, delivery, billing document, and subsequent delivery free of charge − forms a document flow or history. The flow of data from one document to another reduces manual processing and makes problem resolution easier. Sales Order Processing [Page 1133]
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6DOHV2UGHU3URFHVVLQJ +RZ6DOHV'RFXPHQWV$UH 6WUXFWXUHG All sales documents have the same basic structure: a document header and some number of items. Each item can have any number of schedule lines. The following figure shows the sales document structure: Header Item 1 Schedule line 1 Item 2 Schedule line 1 Schedule line 2
+HDGHU'DWD The document header contains general data valid for the entire document. This includes: •
Sold-to party
•
Ship-to party
•
Payer
•
Currency and exchange rate
•
Pricing elements for the entire document (for example, discounts, taxes)
•
Shipping point
,WHP'DWD Whereas data in the document header applies to all items in the document, other data applies only to specific items. This information is stored at the item level and includes: •
Article number
•
Target quantity (for outline agreements)
•
Number of the alternative ship-to party and payer, if applicable (items in a sales order can be shipped to multiple addresses)
•
Site and storage location where the merchandise is kept
•
Pricing conditions for the individual items (overrides pricing conditions at the header level
6FKHGXOH/LQH'DWD Each item has one or more associated schedule lines which contain all the data needed for a delivery. For example, a customer orders 3 photo albums and you enter this as an item in the sales document. However, you can only deliver 2 photo albums pieces now and the remaining 1
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next month. In other words, you need to schedule two deliveries. The data for these deliveries (dates, confirmed quantities) are stored in two separate schedule lines. In sales documents where delivery data is not relevant (for example, credit or debit memos), the system does not create any schedule lines. Data in a schedule line includes: •
Schedule line quantity
•
Delivery date
•
Confirmed quantity Sales Order Processing [Page 1133]
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6DOHV2UGHU3URFHVVLQJ 6DOHV2UGHU4XDQWLW\ 2SWLPL]LQJ 8VH Sales order quantities can be optimized; that is, rounded to the next higher quantity automatically, if desired. This allows you to specify that only full units (cartons, pallets, etc.) are to be shipped; that is, no partial units. Suppose that bottles are normally sold in cases of 12. A sales order specifies a quantity of 28 bottles (2 cases of 12, plus 4 bottles). The system may automatically round this to 36 (3 full cases).
3UHUHTXLVLWHV To enable this function, in Customizing for Purchasing, you specify whether optimizing should take place or not. In addition, you can establish a rounding profile, which defines exactly which quantities are rounded to what level. Sales Order Processing [Page 1133] 6HHDOVR Order Optimizing [Page 667]
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6DOHV2UGHU3URFHVVLQJ 6DOHV2UGHUZLWK3URPRWLRQ 'HWHUPLQDWLRQ Sales orders can also be used in combination with promotions. All the standard document types are available for sales orders. You can decide for each distribution chain whether the system should search for relevant promotions (i.e., carry out promotion determination) when a sales order is entered. The promotion number can be entered at both header and item level. Several promotions may be valid for a given article at the same time. But when you enter an article in a sales order, its price can only be taken from a single promotion (since the order can contain only one price per article). In Customizing for Retail, you can specify in the sales document type whether the this promotion determination will be automatic or manual. Then at sales order entry time: •
If determination is automatic, the system will select a promotion from which to derive prices. (The system selects the first valid promotion.)
•
If determination is manual, the user will be able to display all valid promotions for that article and choose one.
You define an order period in the promotion during which the sales price conditions for the promotion apply. When you create a sales order, the system checks the pricing date against the promotion order period. It only calculates a promotion price for the order if the pricing date is within the order period of the promotion concerned. Today’s date must be set as the pricing date. You can also define delivery periods in a promotion during which goods are delivered to customers (or - if your company is a wholesaler - to retailers). The delivery date for schedule lines requested in the order should be within the delivery period specified in the promotion. Sales Order Processing [Page 1133] 6HHDOVR Promotion: Validity Periods (Retail and Wholesale) [Page 495]
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6DOHV2UGHU3URFHVVLQJ %ORFNLQJD6DOHV2UGHU You can block sales orders for: •
Shipping (for example, blocking shipping to a customer for nonpayment) If you try to create a delivery for a sales order that is blocked for shipping, you receive an error message.
•
Billing (for example, if price negotiations are going on between the retailer and customer) The system does not allow you to create a billing document for a delivery that is blocked for billing. When you try to create individual billing documents, the system creates an entry in the relevant log. If you are doing collective processing of billing documents, blocked deliveries are not included in the billing due list.
•
Certain customers (for example, for nonpayment or poor credit rating).
There are specific fields in the header, item, and schedule lines where you can set blocks. If you set a billing block in the header of a sales order, for example, this blocks billing for all items in the order. If you set a shipping block for an individual item line, only that item will be blocked while other items in the order can still be shipped. To set a block for a specific customer, you need to access the partner information in the customer master record. This will block all orders, deliveries, billing documents, etc., for that customer. To unblock an order or customer, simply remove the block from the appropriate order or customer master record. Sales Order Processing [Page 1133]
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6DOHV2UGHU3URFHVVLQJ 'LIIHUHQW7\SHVRI3D\PHQW SAP Retail supports the following types of payment for sales: •
Cash
•
Checks
•
Store charge cards
•
Credit cards
•
Debit cards
•
Electronic cash
•
Vouchers/gift certificates
•
Installment payments
•
Salary deductions for purchases by staff
•
Billing documents Sales Order Processing [Page 1133]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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6DOHV2UGHU3URFHVVLQJ 3XUSRVH This business process allows you to enter and process sales orders. Sales Order Processing involves entering order data and performing functions such as the ones listed below: •
Price determination The net price of an article can be determined using several pricing elements: taking the gross price of the article as a basis, the system calculates the net price using discounts and surcharges. Sales tax also influences the calculation.
•
Promotion determination The system can determine automatically which promotion the desired article belongs to and which promotion prices apply. It can also propose a promotion storage location, which is copied to the delivery.
•
Availability check When you enter a sales order, you can only guarantee to the customer that you will deliver the merchandise by the desired delivery date if the merchandise is available in time for all the processing activities that need to take place before delivery.
•
Transfer of requirements Requirements Planning is informed of the quantities of merchandise required by Sales and Distribution to deliver the sales orders that have been received. If not enough merchandise is available to cover requirements, automated requirements planning ensures that the requirements are transferred, causing Purchasing to generate new purchase orders, for example.
•
Delivery scheduling In Sales Order Processing the system can determine automatically when shipping activities such as creating the delivery, picking, packing, loading and transportation must be started if the desired delivery date is to be met.
•
Shipping point and route determination The system automatically determines the shipping point responsible for the delivery and the route via which the merchandise is to be delivered.
•
Credit limit check You can define your own automatic credit checks, tailored to fit your specific credit management requirements.
Sales orders can be processed in various different ways. The simplest is to enter a sales order consisting of several items on one screen. The system will automatically propose data from the relevant master records: •
Sales, shipping, price determination and billing data is proposed from the FXVWRPHU PDVWHUUHFRUG of the sold-to party. The system also copies customer-specific master data such as texts, partners and contact persons at the customer.
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The system proposes data from the DUWLFOHPDVWHUUHFRUG for every article in the sales order. This can be data on price determination, delivery scheduling and weight and volume determination, for example.
The data proposed by the system can serve as a basis for your sales order. If required, you can change this data manually or add new data. Your company’s pricing policy could allow you, for example, to change the value of a particular discount manually, within a specified value range. You can also branch from the sales order to various different screens, where you can display and change data such as terms of payment and delivery data. It is also possible to create new sales orders with reference to an existing document. If a customer accepts a quotation from you, for example, the system can copy all the relevant master data from the quotation when the sales order is created.
6WHSVLQWKH3URFHVV 1. You enter the sold-to party or accept one that has been proposed from a preceding document (from a quotation, for example). 2. You can, if desired, enter business partners for the order that differ from those in the customer master record for the sold-to party (bill-to party, payer or ship-to party, for example). 3. (Optional) If the order uses promotion determination, you can enter the promotion number in the order header. 4. You enter the individual order items or accept the ones proposed from a preceding document (from a quotation, for example). 5. (Optional) If the order uses promotion determination, the system can determine the promotion number for each item or you can enter it yourself. 6. The system uses article master data to determine how each item is to be processed from a logistics viewpoint: a) Order item is to be delivered via a GLVWULEXWLRQFHQWHU 1. The system determines the item schedule lines, shipping point and route. 2. (Optional) On the basis of the DYDLODELOLW\FKHFN, the system checks whether the requested merchandise can be made available in time. If the quantity of merchandise requested by the customer cannot be delivered by the desired delivery date, then you agree an alternative solution with the customer (for example: delivery of the available quantity by the desired delivery date, delivery of the desired quantity at a later date, delivery of a substitute article). If this is not possible, you can cancel the relevant item and specify a reason for the rejection of the delivery. 3. The system determines the article availability quantities and dates. 4. The system then creates the sales requirements automatically for Requirements Planning. b) Order item is to be delivered via an H[WHUQDOVXSSOLHU (third-party order processing) 1. The system determines the item schedule lines. 2. The system automatically generates a purchase requisition item for each third-party item.
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7. (Optional) You create shipping units. 8. In SULFHGHWHUPLQDWLRQ, the system determines the article prices valid for the customer. If the order uses promotion determination, the system finds the promotion prices. 9. (Optional) The system function H[SRUWFRQWURO checks that export licenses exist for items. The FUHGLWFRQWURO function checks that the payer’s credit limit was not exceeded. If either of these checks provide a negative result, individual order items or whole sales orders can be blocked. 10. You can, if desired, create texts for the order. 11. You save the order. Sales orders can be saved even if they are incomplete. Areas where information is missing are recorded in an incompletion log, allowing you to supply the missing data at a later stage. 12. (Optional) The system creates an order confirmation for the customer.
5HPDUNV •
For information on sales order processing, please see the sales information in the Implementation Guide (IMG).
•
For information on sales order processing with promotion determination, please see the promotion information in the Implementation Guide (IMG).
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&UHDWLQJD6DOHV2UGHU 3URFHGXUH To create a sales order, proceed as follows: 1. On the Create Sales Order: Initial Screen [Ext.] enter the order type “standard order” and the organizational data, if appropriate. The values for sales organization, distribution channel and division can be proposed from the user’s parameters. Entries in the sales office and sales group fields are optional. Press ENTER. The &UHDWH6WDQGDUG2UGHU 2YHUYLHZ6LQJOH/LQH(QWU\screen appears. 2. Enter the following data in the order header: •
The customer number of the sold-to party
•
The purchase order number of the customer
•
Requested delivery date (the system automatically proposes the current date)
At item level, enter the article number and the order quantity of the desired articles. Press ENTER. ´ If you have defined several unloading points or ship-to parties, for example, in the customer master record for the sold-to party, the following data will be displayed in a dialog box where you can select the data you want: •
Unloading point
•
Ship-to party
•
Payer
•
Bill-to party
3. Select the data you require from these proposals by positioning the cursor on the relevant line and pressing &KRRVH. Once you have selected this data the article data entered will be displayed. ´ If an availability check is run and it is found that an order item cannot be delivered in full, you may find that you proceed to a separate screen where you can choose between several different delivery options. 4. If you wish to enter further data in the sales order header or the individual items, choose the corresponding menu option to proceed to the relevant screen. If you wish to change data in the items, you must select those items before choosing the relevant menu option. Enter all the required data. 5. Save your entries.
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&UHDWLQJD6DOHV2UGHUZLWK3URPRWLRQ'HWHUPLQDWLRQ 3URFHGXUH To create a sales order with promotion determination, proceed as follows: 1. On the Create Sales Order: Initial Screen [Ext.] enter the order type “promotion order” and the organizational data, if appropriate. The values for sales organization, distribution channel and division can be proposed from the user’s parameters. Entries in the sales office and sales group fields are optional. Press ENTER. The &UHDWH3URPRWLRQ2UGHU 2YHUYLHZ'RXEOH/LQH(QWU\screen appears. 2. Enter the following data in the RUGHUKHDGHU: •
The customer number of the sold-to party
•
The purchase order number of the customer
•
Requested delivery date (the system automatically proposes the current date)
•
(Optional) Promotion number If you are entering a sales order for several articles in one promotion, it will save you effort if you enter the SURPRWLRQQXPEHULQWKHRUGHUKHDGHU. The system will then automatically propose this promotion number in each of the individual items. You can overwrite the proposed promotion number in any item, if need be.
3. Enter the following data at LWHPOHYHO: •
Article number
•
Order quantity and unit of measure
•
(Optional) Promotion number If you have already entered DSURPRWLRQQXPEHULQWKHRUGHUKHDGHU, the system proposes this promotion number for every article at item level. You can overwrite this promotion number if you wish. If you have entered QRSURPRWLRQQXPEHULQWKHRUGHUKHDGHU, and −
DXWRPDWLFSURPRWLRQGHWHUPLQDWLRQ is set in Customizing, the system automatically determines the relevant promotion for each article at item level.
−
PDQXDOSURPRWLRQGHWHUPLQDWLRQ is set in Customizing, the system can display all promotions in which the desired article is involved (if you press the Possible entries pushbutton). Select one promotion.
Press ENTER. ´ When you create a promotion, an RUGHUSHULRG during which promotion conditions are valid is defined. When the sales order is created with promotion determination, promotion conditions are determined if the pricing date lies within the predefined order period (see Creating a Promotion: Procedure [Page 519](UURU5HIHUHQFH VRXUFHQRWIRXQG). When a promotion is created you can also define a GHOLYHU\SHULRG. If this has been defined, the requested delivery date should lie within this period.
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&UHDWLQJD6DOHV2UGHUZLWK3URPRWLRQ'HWHUPLQDWLRQ 3URFHGXUH 4. If you have defined a SURPRWLRQVWRUDJHORFDWLRQ in Customizing, you can display this by selecting the relevant item and choosing +HDGHU → %XVLQHVVGDWD. The &UHDWH3URPRWLRQ2UGHU ,WHP%XVLQHVV'DWDscreen appears. 5. The promotion storage location that is copied to the delivery is proposed in the :DUHKRXVH field in the 6KLSSLQJ field group. Choose 2YHUYLHZ → 'RXEOHOLQHHQWU\ You return to the &UHDWH3URPRWLRQ2UGHU 2YHUYLHZ'RXEOH/LQH(QWU\screen. 6. Save your entries.
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3URFHVVLQJ*RRGV2IIHUHGWR&XVWRPHUVRQ$SSURYDO 6WRUH 3XUSRVH This business process allows you to enter a “customer consignment” (when customers have free trial of merchandise before deciding to buy) in the system. A customer might want to show the merchandise to a third party before deciding whether to buy, for example. Another customer might not yet know how many pieces to purchase. The retailer gives the merchandise to the customer, who then either purchases or returns it at a later date.
3URFHVV)ORZ 1. You enter customer data. 2. The system checks the customer’s credit rating. 3. If the customer is creditworthy, •
the article is entered
•
the date by which the merchandise must be returned is determined
•
a cash register receipt is generated
•
stock transfer is posted 4. Depending on whether the customer decides to buy all, some or none of the merchandise, you carry out the sales/returns process and/or the return delivery process. 5. Stock transfer is posted. ´
It is not currently possible to transfer post vendor consignment goods (rack jobber goods) to a customer consignment.
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%LOOLQJ In retailing, billing can involve: •
Sales to end customers at the Point-of-Sale system; for example, a cash register at a department store or grocery. This can involve cash, personal checks, credit and debit cards, store charge cards, and so on.
´ Even when a customer pays cash, the SAP Retail Billing function is involved. This enables Retail to transfer the sales revenue to Financial Accounting, where it is posted to a cash account. •
Credit card sales to end customers through catalog mail orders.
•
Billing of associated stores by the parent company.
•
Direct sales to end users or third-party distributors using SAP Retail
•
Issuance of credit or debit memos to vendors, customers, or credit card companies. An example would be the issuing of a credit to a customer’s credit card for merchandise returned.
The first type of transaction above makes use of SAP Retail’s POS Interface, where transaction data is uploaded from the Point-of-Sale system to SAP Retail for subsequent processing and posting. (For more information, see POS Interface - Inbound [Page 1182].) The other types of transactions involve sales data directly entered into SAP Retail and processed by the Billing function. Among the functions supported by Retail billing are: •
Issuing of invoices on the basis of goods and services
•
Issuing of credit and debit memos based on corresponding requests
•
Issuing of pro forma invoices
•
Cancellation of billing transactions
•
Issuing of rebates
•
Transfer of posting data to Financial Accounting (FI)
These functions are carried out using various billing documents. Like all parts of Retail order processing, billing is integrated into the organizational structure. Thus, the billing transactions can be assigned to a specific sales organization, a distribution channel, and a division. Since billing has an interface to Financial Accounting, the organizational structure of the accounting department (i.e., the company codes as well as the sales organizations assigned to the company code) is important. %XVLQHVV3URFHVVHVDQG 3URFHGXUHV
Organizational areas Headquarters [Page 103]
DC [Page 106]
Store [Page 108]
Sales Office [Page 110]
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Billing Document Processing [Page 1154]
•
•
Invoice List Processing [Page 1157]
•
•
Rebate Settlement (Customer) [Page 1159]
•
•
6HHDOVR POS Interface - Inbound [Page 1182]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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%LOOLQJ'RFXPHQW3URFHVVLQJ This business process allows you to issue an invoice either to a customer or internally for deliveries and services which are carried out on the basis of sales orders or warehouse orders.
%XVLQHVV%DFNJURXQG When creating an invoice, you can refer to either a sales order or a delivery. If you want to make sure that the goods are sent out before the invoice is created, you create an invoice on the basis of the delivery. If you want to receive money before you send the goods to the customer, you create an invoice on the basis of a sales order.
6WDII,QYROYHG •
Sales staff
•
Head office staff
6WHSVLQWKH3URFHVV 1. You define whether you would like to (a) create the billing document by specifying a sales document or (b) create a worklist. 2. You have the option of changing the prices and taxes in the billing document. 3. You can enter texts for the billing document or for individual articles. 4. You must send the billing document to the bill-to party, create an accounting document and monitor payment.
5HPDUNV •
For information on billing document processing, please see the billing information in the Implementation Guide (IMG).
3URFHVV,QWHUIDFHV This process can follow on from the following processes: •
Delivery Processing [Page 1037]: If a delivery is relevant for billing and a customer or internal buyer is to be billed for it, billing document processing will be triggered.
•
Returns processing: If a customer return has been acknowledged, you can create a credit memo in Billing.
•
Credit/debit memo request processing: If a complaint has been received, you can create either a credit or a debit memo in Billing.
The following processes can follow on from this process: •
Profitability Analysis (provisional): The relevant billing document data is passed on to Controlling.
•
Customer invoice processing: The relevant billing document data is passed on to Financial Accounting.
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%LOOLQJ'RFXPHQW3URFHVVLQJ 3URFHGXUH To create an invoice for specific deliveries or sales orders, proceed as follows: 1. In the Create Billing Document Screen [Ext.] (UURU5HIHUHQFHVRXUFHQRWIRXQG, enter the numbers of the deliveries (for order-related invoices, the numbers of the sales orders) you want to invoice. 2. Choosing 'HIDXOWGDWDallows you to change the billing type, billing date, pricing date, etc. 3. If it is necessary to review the invoices created and/or change them, select (GLW→ ([HFXWH to carry out foreground processing. If errors have occurred, you can display the notes on the errors in the log by selecting (GLW→/RJ •
To change conditions for an article, select the corresponding item and choose &RQGLWLRQV.
•
To enter a text for a billing item, choose ,WHP → 7H[WV; to enter a header text, choose +HDGHU → 7H[WV
•
To change data for the whole billing document (tax-related data, for example), choose +HDGHU → 'HWDLO
Choose 6DYH. 4. Select %LOOLQJGRFXPHQW→6DYH to carry out background processing and create the invoices. In this case, the invoices are now blocked for further processing. ´ If errors occur in account assignment when you create a billing document, and these can no longer be eliminated, you must cancel the billing document and flag it as completed.
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3URFHVVLQJWKH%LOOLQJ'XH/LVW 3URFHGXUH To process a billing due list, proceed as follows: 1. In the Process Billing Due List Screen [Ext.] (UURU5HIHUHQFHVRXUFHQRWIRXQG, enter the period in which the system is to search for documents relevant to billing. You can limit the selection by specifying certain types of document and/or customer data. If you want to change the default data proposed by the system (e.g. you need to use another billing document type), choose 6HWWLQJV→'HIDXOWGDWDEnter the relevant data and press ENTER. 2. Execute your selection by choosing %LOOLQJGRFXPHQW→'LVSOD\ELOOLQJOLVW. 3. Select the items (delivery or sales order) that are to be copied to a billing document. ´ Here you also have the option of simulating the billing run by selecting the documents to be billed and choosing 6LPXODWLRQ. If you are then sure that you want to save the billing documents, select the relevant documents and choose %LOOLQJGRFXPHQWV→&UHDWH. 4. Choose %LOOLQJ→6DYH. The system displays the /RJIRU%LOOLQJ5XQ screen with the following information: •
The billing run number This number is assigned when you have processed the billing due list. It is displayed on the title bar.
•
The number of billing documents created
•
The number of errors which occurred
5. To display the billing documents which were created by processing the billing due list, select *RWR→/RJ→%LOOLQJGRFXPHQWV. 6. To display the errors on the billing documents created, select *RWR→/RJ→1RWHV 7. Save your entries.
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,QYRLFH/LVW3URFHVVLQJ This business process allows you to create, at specified time intervals or on specific dates, a list of billing documents (invoices, credit and debit memos) to send to a particular payer.
%XVLQHVV%DFNJURXQG It is common in the retail sector for the payer to be the head office of a buying group, which pays all the invoices for goods that are shipped to individual members. The group payer takes responsibility for paying the invoice lists and then collecting payment from the individual members. In return for these services, the group payer usually earns a factoring or del credere discount.
6WDII,QYROYHG •
Sales staff
•
Head office staff
6WHSVLQWKH3URFHVV 1. You define whether you would like to create the invoice list from an individual billing document or from a worklist. 2. You specify conditions for the invoice list. 3. You send the invoice list to the invoice list recipient.
5HPDUNV •
For information on invoice list processing, please see the billing and invoice list information in the Implementation Guide (IMG).
3URFHVV,QWHUIDFHV The following processes can follow on from this process: •
Customer invoice processing: The relevant billing document data is passed on to Financial Accounting.
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&UHDWLQJ,QYRLFH/LVWV To create an invoice list: 1. Select the Billing screen [Ext.]. ´ Depending on the number of billing documents that you want to include, you can choose one of two ways to create the invoice list. You can either •
select ,QYRLFHOLVW→ &UHDWH and enter each billing document separately
•
create a work list of the billing documents that are relevant for invoice list processing and then process the list.
This procedure shows you how to create the work list. 2. Select ,QYRLFHOLVW→ (GLWZRUNOLVW. 3. Enter your selection criteria and select ,QYRLFHOLVW→ 'LVSOD\ZRUNOLVW. The system displays a list of billing documents that meet your selection criteria. 4. Select the billing documents that you want to include in the invoice list and select ,QYRLFHOLVW→ 6DYH.
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5HEDWH6HWWOHPHQW &XVWRPHU This business process allows you to settle rebate agreements that you have negotiated with an external customer.
%XVLQHVV%DFNJURXQG A volume-based rebate is a special type of discount that is generally granted to a customer on the basis of the volume of that customer’s business with you during a predefined period. The details of this rebate are held in a rebate agreement. In this rebate agreement you can define data such as: •
Recipient of the rebate payment
•
Criteria on which the rebate is based (customer, customer and article, etc.)
Because rebate payments are usually made after the validity period of the rebate agreement has expired, the system has to track all billing documents (invoices, credit/debit memos) relevant to rebate processing. The system can post provisions automatically, giving Financial Accounting an overview of the cumulative value of the rebate. The rebate agreement is considered finally settled once the customer has been sent a credit memo for the whole value of the rebate. It is possible to create retroactive rebate agreements. This means that when such agreements are settled, sales that the customer achieved before the rebate agreement was created but nevertheless within the validity period of the agreement are also taken into account. You can settle rebate agreements as follows: •
•
Final settlement –
Final settlement of several rebate agreements in a combined run
–
Final settlement of individual rebate agreements
Partial settlement of individual rebate agreements
6WDII,QYROYHG •
Sales staff
6WHSVLQWKH3URFHVV 1. You specify whether you wish to settle the rebate agreement partially or finally. 2. If you choose final settlement, you specify whether you wish to settle one or several rebate agreements (in the background in a combined run). 3. If you choose the final settlement of an individual rebate agreement, you can choose one of two processing types: •
If you carry out the final settlement in the background (automatically), you can process directly the credit memo request generated.
•
If you carry out the final settlement in the foreground (using the rebate payment screen), you can compare the final settlement amounts for the individual condition records.
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5HEDWH6HWWOHPHQW &XVWRPHU 4. If you only wish to carry out a partial settlement, you enter the desired partial settlement amount. 5. In all of the above cases the system generates a credit memo request for the relevant amount. ´ You can configure your system so that the credit memo request generated is automatically blocked for billing. Once the credit memo request has been approved, the person responsible for rebate processing can lift the billing block. It will then be possible to create the credit memo.
5HPDUNV •
For information on rebate processing, please see the billing information in the Implementation Guide (IMG).
•
The “qualifying for rebate” indicator must be set in the customer master for the sold-to party.
•
The relevant rebate agreement must have been created.
•
The rebate agreement can only be settled finally if its status (“Released for settlement,” for example) is equal to or greater than the minimum status entered in Customizing for the settlement type (such as “Released for settlement”). You can use this mechanism to exclude individual rebate agreements from a settlement run, for example.
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&DUU\LQJRXW3DUWLDO6HWWOHPHQW To carry out partial settlement of a rebate agreement: 1. In the Change rebate agreement [Ext.] screen, enter the number of the rebate agreement that you want to settle or determine the number by using the matchcodes. 2. Press ENTER. 3. Select 3D\PHQW→ 0DQXDO3D\PHQW 4. Enter the necessary payments in the $PRXQWWREH3DLGfield next to each rebate condition record. 5. Press ENTER and check the +/- symbol proposed by the system, correcting it if necessary. The +/- symbol has the following significance: Negative
The rebate recipient receives the amount as a credit memo
Positive
The amount is charged to the rebate receiver.
´ If customizing limits the amount which can be paid, the system lists the maximum amount per condition record. An error message will be displayed if the payment exceeds this limit. 6. To display payment information about an individual condition record, select the condition record and press 3D\PHQW'DWD. 7. The system will then display information such as the amount already paid for the condition record, as well as the amount of accruals posted and reversed. If you just need to pay the maximum amount for particular condition records, mark the records and select (GLW→ 3D\PD[DPRXQW The system will transfer the value from the 0D[LPXP$PRXQWfield to the $PRXQWWR EH3DLGfield for the selected records. 8. Save the rebate agreement.
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&DUU\LQJRXW)LQDO6HWWOHPHQW Credit memo requests and credit memos must be closed before final settlement can be done. To carry out final settlement of a rebate agreement: 1. In the Change rebate agreement [Ext.] screen, enter the number of the rebate agreement that you want to settle or determine the number by using the matchcodes. 2. Press ENTER. 3. Depending on how the rebate agreement types have been configured for your system, you may need to manually release an agreement before you can process it for settlement. To do this, enter the appropriate value in the 6WDWXV field. 4. You can carry out final settlement in two ways: (a) If you need to change the credit memo request select 3D\PHQW→ ([HFXWH 6HWWOHPHQW→ %DFNJURXQG The system confirms that a credit memo request has been created. ´ To make changes to the credit memo request, select 3D\PHQWV→ &UHGLW0HPR 5HTXHVW→ &KDQJH. To cancel a credit memo request select 3D\PHQWV→ &UHGLW0HPR5HTXHVW → 5HVHW. (b) If you would just like to make quick changes to the final settlement amounts select 3D\PHQW→ ([HFXWH6HWWOHPHQW→ 8VLQJ3D\PHQW6FUHHQ The system will display the final settlement amount in the $PRXQWWREH3DLGfield beside each condition record. The system will not limit any changes you make. 5. Save the rebate agreement. ´ After you save the rebate agreement, you can only change or cancel a credit memo request by calling it up as a sales document (Menu path: /RJLVWLFV → 6DOHV'LVWULEXWLRQ→ 6DOHV, then 6DOHVRUGHU→ &KDQJH). 6HHDOVR Carrying out Final Settlement as a Background Task [Page 1163]
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&DUU\LQJRXW)LQDO6HWWOHPHQWDVD%DFNJURXQG7DVN This procedure calls up the report RV15CO01. To carry out final settlement as a background task: 1. In the Billing screen [Ext.] select, 5HEDWHV→5HEDWHVHWWOHPHQW. The 6HWWOHPHQWRI5HEDWH$JUHHPHQWV screen appears. 2. Enter your selection criteria. Mark at least one field under the section 5HEDWHVHWWOHPHQWVWDWXV. 3. Mark the &DUU\RXWILQDOVHWWO field under the section $FWLRQWREH7DNHQ. 4. Select 3URJUDP→ ([HFXWH ´ You can also use this procedure to list certain rebate agreements without actually carrying out final settlement. In this case leave out Step 4. 6HHDOVR Carrying out Final Settlement [Page 1162]
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&RQVLJQPHQW6WRFN Consignment stock is merchandise which is stored at the customer location but which is owned by your company. The customer is not obliged to pay for the merchandise until they remove it from consignment stock. The customer can usually return consignment stock which is unused. Since consignment stock still forms part of your valuated stock, you must manage this stock in your system. However, consignment stock must be: •
Managed separately from the rest of your stock so that you are aware of the stock which is stored at the customer location
•
Managed separately for each customer
From SAP Retail’s point of view, the issuing of consignment stock is treated as a special kind of sales order, using special sales order types. &RUUHVSRQGLQJ*HQHUDO,QIRUPDWLRQ SD - Sales: Working With Special Business Processes: Consignment Stock [Ext.]
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&RQVLJQPHQW6WRFN 6SHFLDO6WRFN3DUWQHU From the point of view of inventory management, consignment stock is managed as special stock in your inventory and is assigned to specific customers. This enables you to keep track of consignment stock by customer. A special stock partner has been defined for processing consignment stock by means of a third party rather than the customer. This means that all special stock for a particular customer is managed under one partner. It makes sense to use the special stock partner if the customer is using decentralized order processing but manages consignment stock centrally. If you want to process your consignment goods using a special stock partner, you need to: •
Create a customer master record for the special stock partner (account groups and '(%, are defined for this purpose in the standard version of R/3)
•
Enter the special stock partner in the relevant customer master record on the partner screen using the partner function 6%.
When you create an order for this customer, the system automatically proposes the partner function 6% in the document header and the document items. Consignment goods which have been entered in a consignment fill-up are always posted to the stock of the special stock partner when goods issue is carried out. You can also enter the partner function 6%manually in the document header or in the relevant items if a special stock partner is required and is not proposed from the customer master record. If a special stock partner does not exist in the document header, inventory management is carried out using the sold-to party.
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2UGHUW\SH
Consignment fill-up
KB
Consignment issue
KE
Consignment pick-up
KA
Consignment return
KR
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&RQVLJQPHQW6WRFN 3ULFLQJDQG$YDLODELOLW\&KHFN The item category determines whether pricing is carried out for the individual transactions. The schedule line category determines whether availability checking and transfer of requirements are carried out for the individual transactions. The schedule line category is determined by the item category and the article’s RP (Replenishment Planning) type. Order types.( and .$ check against the consignment stock for the customer while order type .%checks against your own stock at your distribution center. Requirement records for consignment stock are stored as individual requirements, independent of the setting in the article master record.
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'LVWULEXWHG5HWDLOLQJ Distributed Retailing enables business processes to be decentralized. The use of distributed retailing systems (DRS) brings the following benefits for retailers: •
Improved performance
•
Greater security
•
They enable decentralized company policies, whereby sites have a high degree of autonomy, to be modeled in the system. This allows whole areas of responsibility to be assigned to those organizational unit at which information - on customers, vendors or goods movements - is usually gathered.
Distributed retailing can take three forms: •
POS Interface
•
Remote Access to SAP R/3
•
Application Link Enabling (ALE)
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326,QWHUIDFH The POS interface enables distributed retailing [Page 1169](UURU5HIHUHQFHVRXUFHQRWIRXQG to take place, with the point of sale systems in the stores linked to the central R/3 system. The technical link is created with the help of one or more converters [Ext.](UURU5HIHUHQFH VRXUFHQRWIRXQG that communicate with the R/3 system using intermediate documents (IDocs) and control the exchange of data between R/3 and the POS systems of the individual stores, The POS interface in R/3 comprises the following areas: •
POS interface - outbound [Page 1171] Complex data (such as price determination information) is prepared at POS interface - outbound in a format that can be handled by the recipient. This data is then transferred from the central R/3 system to the store systems.
•
POS interface - inbound [Page 1182] At POS interface - inbound, master data and organizational data is added to the data collected at the point of sale in the store. The data is then transferred to the central R/3 system.
•
POS interface monitor [Page 1206] For every error and item requiring clarification, the system looks for an employee responsible for the problem. Workflow is used to trigger subsequent processing so that the problem can be solved.
6HHDOVR POS converter [Ext.] Master data [Page 112] Strategic sales [Page 407] Sales [Page 1057] &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ ALE - Application Link Enabling [Ext.] BC SAP Business Workflow [Ext.]
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326,QWHUIDFH2XWERXQG 3XUSRVH The POS interface - outbound is the point from which you transfer master data, such as article data, or price and movement data, such as shipping notifications, to the POS systems of your stores. If changes are made to master data, the data concerned is prepared in the form of intermediate documents (IDocs), taking account of the current store assortment, and transferred to the store systems using application link enabling (ALE).
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is needed for SAP Retail.
,QWHJUDWLRQ In order to use the POS interface - outbound component, you must also use the POS interface inbound and Retail article master components.
)HDWXUHV •
Determination of which data has changed on the day’s date
•
Automatic, periodic distribution of data which has changed to the POS systems in the stores.
•
Possibility of transferring the data to the stores via a number of servers, which reduces the transfer time.
%XVLQHVVSURFHVVHVDQGSURFHGXUHV
Organizational areas Headquarters [Page 103]
POS interface - outbound: Master data preparation [Page 1180]
Distrib ution Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
•
6HHDOVR POS converter [Ext.] Assortment: Assortment list [Page 427] &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ ALE - Application link enabling [Ext.]
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326,QWHUIDFH2XWERXQG ,QIRUPDWLRQ)ORZ The following graphic illustrates the flow of information in POS outbound processing: 5V\VWHP $SSOLFDWLRQ
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POS outbound data is prepared in intermediate document (IDoc) format and transferred to the ALE layer. If the recipients were not defined by the application, they can then be defined in the ALE layer via the distribution model. The data can also be filtered. The IDocs are transferred from the ALE layer to the IDoc interface, where they are saved in the IDoc database and transferred to the appropriate port. Each port is configured so that IDocs are either saved as a file in the file system or transferred directly to the recipient system. The files in the file system are picked up by a converter that prepares them for the store system and transfers the data to the store. After this operation, the converter sends a status confirmation to the R/3 system. 6HHDOVR POS converter [Ext.] &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ ALE - Application link enabling [Ext.]
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326,QWHUIDFH2XWERXQG 0DVWHU'DWD In POS outbound processing, ALE technology for data distribution, including the standard messages defined in this, is used to distribute SAP Retail master data to the POS systems in the stores. This means that master data only has to be maintained in the central system. The ALE tool enables all messages that can be exchanged between R/3 systems to be sent to external store systems, too. The following special messages are also prepared: •
POS data The POS data provides the store systems with all the master data required for smooth and efficient trading.
•
Assortment list The assortment list provides store systems with their article master data and any changes made to it. This enables store retailing systems to support business processes independently in the stores.
These messages are tailored to the individual systems in place in the stores. The complex data structures in SAP Retail are simplified so that they can be read by the receiving systems in the stores. These messages are subject to a receiver-specific preparation check and their status can be tracked in the POS interface monitor. &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ ALE - Application link enabling [Ext.]
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326,QWHUIDFH2XWERXQG :KLFK'DWDLV'LVWULEXWHG" The following data can be distributed at POS interface - outbound. Special messages and intermediate documents (IDocs) for POS systems are defined for these. •
Article This relates to the articles on sale (and which are or were contained in the assortment list) in a store, including all the information required at the cash register, such as texts, prices, EANs/UPCs and POS data.
•
EAN/UPC references These messages prepare additional EANs/UPCs for the main EAN/UPC of an article for the cash register so that it does not have to carry a full master record for every EAN/UPC.
•
Follow-on items For the cash register, the empties bill of material is modeled in the R/3 system as a main article plus empties article. When the main article is sold, the empties article must “follow-on” as a deposit item on the cash register receipt.
•
Sales sets The bill of material is prepared for the components in the sales set.
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Merchandise categories This relates to the merchandise categories and hierarchy levels assigned to a store above the level in question.
•
Exchange rates All the exchange rates for a configurable exchange rate type can be prepared for the local currency of a store.
•
Taxes The tax rates of the country in which the store trades are always transferred in full.
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Customer master The customer master records are transferred for the customers that belong to the distribution chain of the store.
Data is prepared individually for each store, so each store only receives those articles and prices relevant to it.
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326,QWHUIDFH2XWERXQG %DVLF6HWWLQJV The following settings must be made in SAP Retail so that data can be distributed to the stores successfully: •
The EDI ports and the EDI partner profiles for the IDoc interface must be maintained for the technical communication parameters.
•
Customizing settings to be made in 6DOHV→ 326,QWHUIDFH –
One or more communication profiles are created in the 2XWERXQG section. You assign these communication profiles to the stores when you maintain sites. A communication profile is usually valid for a number of sites that have the same settings.
–
You can maintain one or more categories of allowed condition types when defining the condition types to be taken into account when data is prepared and changes are analyzed.
–
In the &RQYHUVLRQV section, a number of conversion tables are defined for converting R/3 data to POS system data. Conversion takes place in extension WPDA0001. Sample coding exists for the user exits contained in this extension. The coding can be activated in an extension project.
•
Variants must be defined for the reports in the R/3 system that prepare the data. These variants determine which data is to be prepared for which stores.
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Background jobs that control when the program variants run (the starting date of the first job and the frequency of subsequent jobs ( weekly, daily etc.)) must be defined.
In addition, a number of settings must be made for the POS converter. For further information on this, see the documentation on your POS converter. 6HHDOVR POS converter [Ext.]
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326,QWHUIDFH2XWERXQG +RZ,V'DWD'LVWULEXWHG 3HULRGLFDOO\" An explanation of how data is normally distributed in the background is given below. ´ In this example the stores concerned have already been successfully initialized and background jobs periodically scheduled for the change message. 1. In the course of a working day, changes are made to R/3 master data as and when needed (new articles are added, prices are changed, and so on). 2. Every time a master data record is changed, a change pointer is created (that is, a reference to the data record is created). 3. R/3 reads and analyzes the change pointers, is able to identify the master data records concerned and prepares them in intermediate document (IDoc) format. This is the main task of the report for distributing POS data. So that you can judge whether conditions changes, for example, are relevant to a store, a few additional activities are carried out: •
The system checks that the beginning or end of the validity period of a condition is within the period under review, or that the amount in an existing condition has changed.
•
Since conditions valid for a generic article can apply to variants, the associated variants are also determined when changes are made to a generic article.
•
Prices can exist at different organizational levels. If a condition changes, the system determines the stores that are affected. If condition records that occur earlier in the access sequence exist for these stores, the system ignores these stores, as the condition does not apply to them.
•
When IDocs are prepared, the system checks whether the article was listed in the store during an earlier period or whether it is currently on sale there.
•
If the period during which the article is on sale expires, that is the article is no longer to be sold, the system sends a deletion request to the stores.
´ The data for the individual objects in an IDoc is always given in full. If a relevant attribute for an article changes, a completely new record is prepared for this article for the IDoc. 4. IDoc data is passed on to the IDoc interface which creates the IDoc files in the file system. Both the R/3 system and the POS converter must be able to access the directory in which the files are located. ´ IDoc files are store-specific. If a change is made to article A, and the article is carried in stores 1 and 2 but not in store 3, two IDocs are prepared for article A: one for store 1 and one for store 2. Store 3 does not receive an IDoc for article A, as the article is not relevant to that store.
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326,QWHUIDFH2XWERXQG +RZ,V'DWD'LVWULEXWHG3HULRGLFDOO\" 5. Once all the relevant IDoc files have been created for a store, a trigger file is created automatically. This file signals that all the files for the store are ready for transmission. In R/3, IDoc files are then created for the next store. 6. The POS converter searches for trigger files in the directory in which the IDoc files were saved. If it finds a trigger file for a specific store, it converts all the IDoc files for that store into files that can be read by the POS system in the store. 7. At a time specified by the user in the POS converter, the POS converter creates a communication link to the POS server in the store, and transfers the newly formatted files to this server. 8. The data is transferred from the store’s POS system to a separate database. The POS systems and other store systems then have access to the current data. ´ The transfer status is regularly reported back to R/3 right up until the last step has been carried out. Then the POS server takes over control of the data. Status information and any errors that occur during IDoc creation or conversion can be displayed in the POS interface monitor. 6HHDOVR POS converter [Ext.] POS interface monitor [Page 1206]
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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326,QWHUIDFH2XWERXQG 0DVWHU'DWD3UHSDUDWLRQ 3XUSRVH This business process allows you to prepare data in the form of intermediate documents (IDocs) for transfer via the POS interface to POS systems. Merchandise is usually sold in stores at electronic cash registers (POS systems). The cash registers must be provided with data such as EAN/UPC numbers, sales prices and merchandise categories. In addition to the initial data, the cash registers must be continually supplied with changes made to the master data (such as price changes). SAP Retail supports the following three procedures: •
Creation of a full version
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Automatic creation of a change version
•
Manual preparation of selected data
´ Master data can also be prepared for transfer to the POS systems with the help of the assortment list. However, this method is considerably more complex than preparation of master data at POS interface - outbound, since considerably more data (order and allocation table data) has to be processed. The assortment list is recommended if retailing functions (such as the entry of a goods receipt) are also to be carried out.
6WHSVLQWKH3URFHVV 1. You select the stores concerned or have the system determine them. 2. Depending on the method used, either the changes are analyzed or the data to be prepared is selected. 3. SAP Retail prepares the data and makes it available at POS interface - outbound. 4. The status of change pointers and the status of the POS interface are updated.
5HPDUNV •
For more information on POS outbound master data preparation, please refer to the outbound information in the POS Interface section of the implementation guide (IMG).
•
The store must be configured for outbound processing.
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3UHSDULQJ0DVWHU'DWD 3URFHGXUH You have the following options for preparing master data: •
Manual selection
•
Evaluating change messages
•
Creating a full version (initialization)
0DQXDO6HOHFWLRQ To prepare master data manually, proceed as follows: 1. On the Direct request for POS outbound [Ext.](UURU5HIHUHQFHVRXUFHQRWIRXQG screen, enter selection criteria for stores for which you wish to prepare data. In the 'DWDWREHWUDQVIHUUHGsubscreen, select those fields for which you wish to prepare data (article data or EAN/UPC references, for example). You can prepare this data for all articles in a selected store or limit your selection (by articles, EAN/UPC or merchandise category) to a subset of articles. 2. Choose 3URJUDP→([HFXWHto obtain a list of the intermediate documents (IDocs) created.
&KDQJH0HVVDJHVDQG)XOO9HUVLRQV To prepare change messages or create a full version, proceed as follows: 1. In the POS interface [Ext.] screen choose menu options as follows: •
2XWERXQG→326GDWD→&KDQJHPHVVDJH to prepare change messages.
•
2XWERXQG→326GDWD→,QLWLDOL]DWLRQ to prepare a full version.
The initial screen appears. 2. Enter the selection criteria for the store. Choose 3URJUDP→([HFXWHto obtain a list of the IDocs created. ´ Before you can prepare change messages, you must have successfully initialized a full version for the store concerned.
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326,QWHUIDFH,QERXQG 3XUSRVH The POS interface - inbound is the point where you receive movement and master data, such as sales data, purchase order data, goods receipt data and changes to article data, from your stores. The data is provided in the POS interface - inbound in the form of intermediate documents (IDocs). The IDocs are processed in the R/3 system; that is, the required postings are made and the necessary documents created.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is needed for SAP Retail.
,QWHJUDWLRQ In order to use the POS interface - inbound component, you must also use the POS interface outbound and Retail article master components.
)HDWXUHV If errors are detected by R/3, these are recorded in an error log. All other transactions are processed normally, but the errors are not processed. You can display both the faulty transactions and the documents that were successfully created via the POS interface monitor and process these as required. Once you have manually corrected the errors, you can run a report to restart processing for these items (this report can also be run automatically at intervals). You can restart inbound processing at any time. If the report is interrupted, for example because of a power failure, the system starts again where it left off. The following data can be processed via the POS interface: •
Sales
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Payment list
•
Financial transactions
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Goods movements
•
Store goods receipts
•
Cashier statistics
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Store orders
•
Store physical inventory
•
Master data
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Organizational Areas
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Headquarters [Page 103]
Sales/Returns (store) [Page 1202]
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Distribu tion Center [Page 106]
Store [Page 108]
Sales Office [Page 110]
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Non-cash payment (store) [Page 1203] Financial transactions (store) [Page 1204]
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Master data processing (store) [Page 1205]
•
•
6HHDOVR POS converter [Ext.] Store order [Page 1074] Physical inventory: Support for carrying out a store physical inventory [Page 1005] Goods receipt: Store goods receipt [Page 819] Inventory Management [Page 845] &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ BC SAP business workflow [Ext.]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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326,QWHUIDFH,QERXQG 6DOHV'DWD Sales data is the term used to describe the purely sales transactions recorded in the cash register. In these transactions, customers pay for and receive the goods in the store. If the customer are known in the store (that is, his/her master data has been recorded and the customer is therefore identifiable), the customer number is sent to SAP Retail. If the customer is not known, a default customer numbers is used for posting. Sales data is relevant for the following functions in SAP Retail: •
Inventory Management Inventory management can be carried out for stores in SAP Retail. The sales data transferred to SAP Retail updates the stock of the articles sold.
•
Billing SD Billing, among other things, is used to process sales data. SD Billing prepares the data for the follow-on functions of Financial Accounting, the Information System, Profit Center Accounting, Profitability Analysis, and Cost Accounting. Billing also prepares the discounts that were granted for the POS systems. If the POS system did not send any information on the discounts granted, the system can determine these automatically, as SAP Retail can compare the actual sales prices with the prices calculated in SAP Retail.
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Replenishment Automatic store replenishment can be triggered on the basis of sales data.
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Statistics In addition to the statistics transferred to the Information System from Billing, information structures can also be updated in the Information System directly during inbound processing. The information can also be updated even if Billing is not active for the sales data.
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The sales data can be transferred to SAP Retail with two different levels of detail: •
Non-aggregated, based on cash register receipts All the details of every individual sales transaction are transferred to SAP Retail. You use this option if you wish to use all sales transactions in SAP Retail for statistical analysis or auditing purposes.
•
Aggregated, based on articles sold per store You use this option if you do not wish to use all the detailed information on sales transactions in SAP Retail. The advantage of this option is that the volume of data processed is much smaller than with the non-aggregated method
If you use the non-aggregated method, information on the means of payment used by the customers is transferred together with the individual sales transaction. When the aggregated method is used, this information is transferred in a separate message in the form of a payment list. Information on the means of payment is also passed on from Billing to Financial Accounting, where the necessary accounts are updated. There are two ways of handling free goods: •
You transfer the discount article with a discount of 100%.
•
You transfer the discount article with a sales price of 0.
If the discount article is to be assigned to the source articles, you also have two options: •
You make the assignment in the POS system.
•
You make the assignment in a function exit. The relevant function exits can be found in extension WPUE0002.
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In POS interface - inbound processing, structured articles are treated as standard articles. They are not exploded. If you require Inventory Management on an individual article basis for the structured material, you must explode the article in the POS system or by using a POS - inbound user exit. The only exception is articles subject to deposit. The POS systems usually send information relating to the empties. If the POS system is no longer able to do this, an article subject to deposit can be exploded during inbound processing. You can make this setting in POS inbound Customizing, in the profiles for aggregated and non-aggregated sales.
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326,QWHUIDFH,QERXQG 3D\PHQW&DUG3URFHVVLQJ ‘Payment card’ is the term used to describe customer cards and credit cards. As with all other means of payment, payments made by payment cards are passed on to Financial Accounting from Billing. Open line items are created on the relevant accounts to be settled with the payment card company. All data relating to payment card transactions is stored in Financial Accounting. You can then use a report to group the settlement data together and transfer it to the payment card company. The settlement run can be repeated as required. 6HHDOVR SD – Sales processing: Payment card processing [Ext.] FI – Accounts Receivable and Accounts Payable Accounting: Payment cards [Ext.]
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326,QWHUIDFH,QERXQG )LQDQFLDO7UDQVDFWLRQV Financial transactions are events that take place at the point of sale involving cash but no goods movements, for example: •
Cashier differences
•
Cash deposits
•
Cash withdrawals
•
Safe deposit management
•
Invoice settlement
The financial transactions handled in the store are modeled in SAP Retail in Financial Accounting. The various financial transactions carried out in the POS system are identified in SAP Retail by transaction types. The transaction codes in the POS system can be converted automatically in SAP Retail to the required transaction types. The transaction type allows the relevant account to be determined. This is why the POS system only has to transfer the most basic information on financial transactions to SAP Retail. In most cases it is sufficient to transfer the transaction type and the amount. Additional information, such as an assignment number, used to assign open items to each other, can be transferred if required.
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326,QWHUIDFH,QERXQG 6SHFLDO*RRGV0RYHPHQWV Special stock movements are transactions in the POS systems that involve goods movements but no financial transactions, for example: •
Stock transfers
•
Consignment goods on approval at customer
•
Consumption posted to a cost center
These goods movements are modeled in SAP Retail in Inventory Management. The various retailing transactions in the POS systems are identified in SAP Retail using movement types. The movement types control how the goods movements are processed in Inventory Management. Inventory Management can be carried out on an exact article basis or at higher levels such as merchandise category level. Stock can be valuated both on a quantity and on a value basis, at purchase (delivered) price and at sales price. Valuation at delivered price is necessary for postings to the financial accounts in Financial Accounting. 6HHDOVR Inventory Management [Page 845]
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326,QWHUIDFH,QERXQG 6WRUH*RRGV5HFHLSW In store goods receipt, you can enter all the data relating to the receipt of goods from an external vendor or from another site. You can also check a goods receipt already entered. 6HHDOVR Goods receipt: Store goods receipt [Page 819]
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326,QWHUIDFH,QERXQG &DVKLHU6WDWLVWLFV Data that is not included in the statistics derived from operational data can be updated in cashier statistics. The following data can be transferred to SAP Retail for each cashier or cash register: •
Reversals, zero-line register receipts, cancellations
•
Number of reports
•
Times
•
Articles, articles scanned and merchandise category sales with the number of articles sold and sales volume
•
Number of cash register receipts
•
Target/actual comparison
•
Cash withdrawals
•
Checks over the limit
The business volume for each cashier is updated from the operational data. However, the data transferred to the cashier statistics does not have any operative effect. Your company can define its own exception reporting rules for all types of statistics. 6HHDOVR Information System [Page 1213]
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326,QWHUIDFH,QERXQG 6WRUH2UGHU A store order is a request made by a store to the head office for merchandise. The head office converts this request into purchase requisitions, DC orders, vendor orders or deliveries. If required, the store is sent an order confirmation. 6HHDOVR Store order [Page 1074]
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326,QWHUIDFH,QERXQG 6WRUH3K\VLFDO,QYHQWRU\ The store physical inventory provides support for physical inventory by taking account of the specific requirements stores have in this area. For example, the head office can send physical inventory documents to the store and the store can send count data to the head office. During inbound processing of count data from the store, the system carries out the following activities: •
It prevents an external count document from being posted twice.
•
It determines the correct R/3 physical inventory document if an inbound intermediate document contains count items that do not have any reference to a physical inventory document item.
•
It groups several count items for the same article together in the one physical inventory document item.
•
If Inventory Management is on a value-only basis: It groups the count items for the individual articles together under the value-only article.
•
It enters the quantity counted and/or the sales value in the appropriate physical inventory document item.
•
It logs any errors that occur. These can then be displayed and processed using the POS interface monitor.
•
It triggers exception processing (work item) if a count item is reported for an article for which no active physical inventory item exists.
6HHDOVR Physical Inventory: Support for carrying out a store physical inventory [Page 1005]
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326,QWHUIDFH,QERXQG &KDQJLQJ0DVWHU'DWD If master data is changed in the POS system, the changes cannot simply be transferred to the central master data in R/3, as the head office alone is responsible for maintaining master data. Changes of this kind are sent to the employees responsible in the form of worklists. ´ A vendor uses a different EAN/UPC for a particular article. The changes are uploaded from the POS system and displayed in the R/3 system. They are not transferred to the database, since only the head office has the authority to make changes of this kind. Instead a work item is created in R/3 that is then sent to the employee or group of employees responsible. The work item message sent by the system contains the current master data and the change suggested as a result of the upload. However, you must then enter the data manually in the R/3 system.
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326,QWHUIDFH,QERXQG &XUUHQF\&KDQJHRYHU 8VH For sales transactions, conversion to a new currency can take place at different times for the various parties involved, namely the customer, POS and head office. This creates a number of possible data combinations which need to be taken into account at POS - inbound.
)HDWXUHV SAP Retail differentiates between the POS currency and document currency. •
POS currency Currency which is used for the store in the R/3 system. When you install R/3 or when you upgrade to R/3 Release 4.0, this field is automatically filled with the currency of the appropriate company code. This store currency applies until you enter a new currency in the field - even if you change the company code currency. The POS currency makes use of change documents and thus allows a history to be managed. This enables you to determine the currency valid at the time of settlement even after conversion has taken place.
•
Document currency The currency set at the POS for the sales documents. If the POS system is not able to send this currency to head office, the store currency is used as the document currency.
$FWLYLWLHV 1. The system determines the store currency that was valid when the sales document was created. 2. The system determines the document currency. If this was not entered in the sales document, the system uses the store currency as the document currency. 3. If the store currency and document currency are different, the system determines the conversion rate used by the POS. The document is posted in the document currency, but the exchange rate is used to convert the document currency to the store currency in the document display and the POS statistics. 4. If necessary, the conversion exchange rate for the store currency is determined for the means of payment. The means of payment are posted without being converted, but the exchange rate is used to convert the values into the store currency in the document display and POS statistics. ´ If the POS is not able to send the document currency, the document currency must be converted simultaneously in the POS and head office. If this is not done, the sales documents are posted with an incorrect currency. 6HHDOVR Currency Changeover in Retail (euro) [Page 1244] Site: Currency Changeover (Euro) [Page 125]
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BC - Workflow Scenarios in the Applications: Currency Changeover in Retail (LO-MD) [Ext.]
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326,QWHUIDFH,QERXQG 3HUIRUPDQFH The data transferred from the POS systems can be processed by a number of functions in SAP Retail, including: •
Inventory Management
•
Financial Accounting
•
Profit Center Accounting
•
Cost Accounting
•
Profitability Accounting
•
Information structure updating
•
Payment card processing
•
Cash budget management (Treasury)
So that the required system performance can be achieved, you should only use those functions that you really require. You should switch off all other functions in Customizing. The functions you wish to use should be carefully configured so your system resources are used most efficiently. For further information, please refer to the POS interface - inbound information in the implementation guide (IMG).
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326,QWHUIDFH,QERXQG 6DOHV$XGLW,'RF(GLWRU The IDoc editors can be used to subsequently change the communication data (IDocs) sent from the POS systems to SAP Retail. This can sometimes be necessary if incorrect data was entered in the POS systems or if the cashier entered the wrong figures. All the changes made are recorded in a log and can be tracked at all times. If an IDoc is changed it can be posted again in the system. If it has already been processed this processing can first be canceled. There are two IDoc editors: •
Standard editor This editor edits IDocs with all message categories.
•
Editor for the message category 6DOHVDVSHUFDVKUHJLVWHUUHFHLSWV This editor has a wider range of functions and is used to carry out VDOHVDXGLWV.
The 6DOHV$XGLW function allows you to pinpoint and correct problematic sales transactions in the cash register sales data. The IDoc editor also contains the user exits for sales as per cash register receiptsfor the sales audit. These user exits allow you to define your own algorithms and rules for checking and automatically changing inbound data. Changes that were made automatically to IDoc data are recorded in a log. Both editors can be called via the POS interface monitor. 6HHDOVR POS interface monitor [Page 1206]
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326,QWHUIDFH,QERXQG ,QWHJUDWLRQLQ)LQDQFLDO $FFRXQWLQJ For accounting purposes, the sales transactions in the POS systems must be modeled adequately in the central Financial Accounting system at least. Depending on the information requirements of your company, the level of detail updated in R/3 Financial Accounting can vary. The following types of accounts are updated in R/3 Financial Accounting by the sales data from daily operations: •
0DWHULDOVWRFNDQGFRQVXPSWLRQDFFRXQWV A material stock account contains the stock of an article or merchandise category valuated at delivered prices. Material stock accounts are updated by Inventory Management. The offsetting account is a consumption account.
•
5HYHQXHDFFRXQWV The revenue that accrues as a result of sales transactions in the POS systems is posted to the revenue accounts. The offsetting accounts are financial accounts or customer accounts.
•
)LQDQFLDODFFRXQWV These accounts contain the balance for the individual means of payments allowed in the POS systems. For example, there could be one financial account for cash and one for checks. At POS outbound, the POS systems send R/3 the information on which sales were revenues were made with which means of payment. The relevant financial accounts are then updated in R/3 Financial Accounting.
•
&XVWRPHUDFFRXQWV If a sale is to be settled by a customer using a payment method that is not a cash payment (for example, if the payment type ,QYRLFH is used), an open receivable is posted for the customer. The receivable posting is made to the customer account for that customer and the line item cleared when the invoice is paid.
Payments by payment card are handled differently. The retailer does not claim against the customer who purchased the goods in the store but against the payment card company. In this case an open item is updated on the account assigned to the payment card company.
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%XVLQHVV3URFHVVHV In this section the business processes available for the current topic are described. Procedures assigned to a specific business process are found in the description of the steps in the process. Procedures that are not assigned to any specific business process are found in the function section of the current topic.
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326,QWHUIDFH,QERXQG 6DOHV5HWXUQV 6WRUH 3XUSRVH This business process allows you to use the POS interface to process sales or returns which have taken place via POS systems in stores. Merchandise in stores is usually sold via electronic cash registers (POS systems). These POS systems are often integrated into store retailing systems, too. Sales have to be communicated to the integrated functions of SAP Retail (such as Inventory Management, Replenishment Planning, Financial Accounting, the Information System) so that the necessary information can be updated in the system. •
In SAP Retail a return is a negative sale.
•
Empties are regarded as articles in their own right in SAP Retail. Therefore, the sale or return of empties is a normal sale or return.
6WHSVLQWKH3URFHVV 1. A sale takes place via a POS system. You can enter an article number (or EAN/UPC) and the sales price, as well as additional information such as customer number or discount. 2. The data is made available to the central system (SAP Retail) via the POS interface. 3. In SAP Retail this data forms the basis for updates to Inventory Management on a purchase and sales price basis and the information structures in the Information System. The data also triggers billing. Billing makes the necessary postings to the customer and vendor accounts. 4. The POS interface document flow is updated.
5HPDUNV •
For information on sales/returns, please see the inbound and conversion information in the POS interface section of the Implementation Guide (IMG).
•
The store must be configured for inbound processing.
´ It is possible to configure your system in Customizing so that for each store, item conditions can be retrieved both from the stores (sales prices, discounts, etc.) and from master data. The item data from these two sources can then be compared and any differences can be determined. This is useful if your POS system can only provide retail price data and not discount data, for example. If partial revaluation (see information on sales price revaluation) is possible in a store, the item conditions cannot compared. 6HHDOVR Non-cash payment (store) [Page 1203] Special stock movements (store) [Page 928] Financial transactions (store) [Page 1204]
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326,QWHUIDFH,QERXQG 1RQ&DVK3D\PHQW 6WRUH 3XUSRVH This business process allows you to process via the point of sale (POS) interface all non-cash payment transactions that have taken place in stores in a POS system. More and more customers are choosing non-cash payment methods in stores. The sales transaction, including processing at checkout, is usually performed via electronic POS systems or distributed retailing systems. SAP Retail supports the following means of non-cash payment: •
Payment cards
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Electronic cash
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Electronic purse
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Checks
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Debit memo
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Billing documents
6WHSVLQWKH3URFHVV This process is directly linked to the sales/returns process. The procedure actually takes place outside SAP Retail in a POS system. The following description is intended to give an overview of the sales transaction: 1. You enter the customer’s means of payment. You can enter individual means of payment or a combination of them (check and electronic cash, for example). 2. You carry out the necessary checks, for example, checking the customer’s credit limit and the validity of the card. 3. You create the payment documents.
5HPDUNV •
For information on non-cash payment methods, please see the information on the POS interface in the Local Operations section of the Implementation Guide (IMG).
•
Non-cash payments can only be processed if the necessary update objects (such as stock accounts or G/L accounts) are defined.
•
The store must be configured to work with the POS interface - inbound.
6HHDOVR Financial transactions (Store) [Page 1204] SD – Sales processing: Payment card processing [Ext.] FI – Accounts Receivable and Accounts Payable Accounting: Payment cards [Ext.]
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326,QWHUIDFH,QERXQG )LQDQFLDO7UDQVDFWLRQV 6WRUH 3XUSRVH This business process allows you to use the POS interface - inbound to process purely financial transactions (in other words, transactions that only affect financial accounting functions) that take place in stores. In addition to actual sales, purely financial business transactions, which involve no goods movements, can take place at the POS. Examples of purely financial transactions: •
Settlement of a customer invoice In this case, a customer settles an outstanding invoice in a store.
•
Payment of a vendor invoice A vendor invoice is paid using the store’s the cash reserves.
•
Other pay-in and pay-out transactions These include postage costs taken from the cash register and payments to temporary staff, cash register discrepancies or small change from the bank.
In addition, the following store transactions can take place in SAP Retail: •
Transfer posting within a store Transfer postings between different accounts (such as between the small change safe and the cash registers).
•
Transfer posting of foreign currency This posting is necessary if a foreign currency is to be managed in a separate account.
6WHSVLQWKH3URFHVV 1. The financial transactions are entered outside SAP Retail in a POS system or distributed retailing system. The data you must enter includes the transaction type, the amount, a customer number, vendor number or G/L account number, for example. 2. The data is prepared at POS interface - inbound in SAP Retail. 3. SAP Retail determines the G/L accounts for Financial Accounting in which the financial transactions are to be updated. 4. The data is updated in the Financial Accounting and Cost Accounting accounts.
5HPDUNV •
For information on financial transactions, please see the POS interface - inbound information in the Implementation Guide (IMG).
•
Before financial transactions can be processed, you must first define the transaction types for the POS interface and the necessary accounts in Financial Accounting.
•
The store must be configured for the POS interface.
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326,QWHUIDFH,QERXQG 0DVWHU'DWD3URFHVVLQJ 6WRUH 3XUSRVH This business process allows you to use the point of sale (POS) interface to process all the master data changes that have been made in the POS systems in your stores. Changes made to master data in POS systems are not usually updated automatically in master data in the central system. Reasons for this may be to ensure consistent master data, or to ensure that master data can only be changed in the head office. Changes made in the store are therefore sent via workflow to the employee responsible in head office. Examples of a master data change are: •
Change to an EAN/UPC
•
Change to the text for a cash register receipt
•
Change to the price of an article This relates to a change in the standard sales price. As this change is made for information purposes only, there is no link to sales price revaluation.
´ If you wish to process a sales price change relevant to valuation, inbound processing must take place via sales price revaluation [Page 961](UURU5HIHUHQFH VRXUFHQRWIRXQG.
6WHSVLQWKH3URFHVV 1. Master data is changed outside SAP Retail in a POS system or in a distributed retailing system (DRS). 2. The data is made available at POS interface - inbound in the central system (SAP Retail). 3. The staff involved are informed via workflow.
5HPDUNV For information on master data processing (store), please see the inbound information in the POS interface section of the Implementation Guide (IMG).
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326,QWHUIDFH0RQLWRU 3XUSRVH The POS interface monitor provides functions for monitoring POS interface - outbound and POS interface - inbound processing. The system classifies every outbound and inbound message (IDoc) and records it in a log.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV This component is needed for SAP Retail.
,QWHJUDWLRQ To use the POS interface monitor you must also use the POS interface - outbound and POS interface - inbound components.
)HDWXUHV The POS interface monitor is divided into the following areas: •
•
•
Error overview –
Errors are listed by site, message and date.
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Faulty IDocs are processed.
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These IDocs and messages are repeated.
Display of messages processed –
Data is listed by site, message and date.
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In inbound processing, R/3 follow-on documents created are displayed.
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Postings are reversed.
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IDocs are edited and processing is repeated.
Display of messages from external systems
6HHDOVR POS converter [Ext.] POS Interface-Inbound: Sales Audit / IDoc Editor [Page 1199]
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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326,QWHUIDFH0RQLWRU (UURU([FHSWLRQ3URFHVVLQJ 2XWERXQG The system records the formatting status of the data and the transfer status from the R/3 system to the POS system in a log. You can navigate easily via the individual messages from the overview screen to the application log. The details view enables you to precisely analyze the error.
,QERXQG Incorrect transactions are not posted, but set aside and recorded in a log. This does not prevent error-free transactions from being processed and posted. A distinction is made in inbound processing between error processing and exception processing: •
An HUURU occurs when the data in the IDoc is incomplete, the Customizing settings are wrong or the master data in the R/3 system is incomplete. These can be processed using the POS interface monitor.
•
AnH[FHSWLRQoccurs when the IDoc data can be manually corrected and when the inbound posting can be repeated. Worklists are created for the employee responsible in line with the organizational plan and sent to his/her SAPoffice inbox. A worklist comprises an IDoc (object), the data concerned (container) and the posting (task). (UURUSURFHVVLQJ
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326,QWHUIDFH0RQLWRU ([FHSWLRQ3URFHVVLQJ The workflow tool assigns open tasks (work items) to employees and sends them to their SAPoffice inbox. The employee responsible is determined from the organizational plan in the R/3 system. An area of responsibility can be defined for a job, position and work center. If a work item falls in an area of responsibility, it is forwarded to the employees responsible. More than one employee can be responsible for one work item.
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Work items can be executed individually or in groups and can be forwarded if the task is the responsibility of another employee/area. All the steps carried out when processing a work item are recorded in a log and can be analyzed statistically (processing time, number of work items per employee etc.). &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ PD - Organizational management [Ext.] BC SAP business workflow [Ext.]
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No unique reference purchase order is found at goods receipt (since more than one open purchase order exists). Exception processing is triggered. The exception processing function triggers the correct task required to solve the problem and puts all the fields determined so far in the container. In workflow, a work item is created from the task, the container, and the object category (in the above example the IDoc for goods movements with which the store goods receipts are transported). The system can use the organizational plan to assign a particular organizational unit (such as a position) to an area of responsibility (several tasks). The system uses organizational plan determination and subsequent breakdown of the organizational unit to send the work item to the 6$3RIILFH inbox of a particular user or users. The user processes the work item. Problems can be processed online and the goods receipt is then posted in the background. The status of the work item is then set to &RPSOHWH. &RUUHVSRQGLQJJHQHUDOGRFXPHQWDWLRQ BC SAP business workflow [Ext.]
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5HPRWH$FFHVV With this type of distributed retailing [Page 1169](UURU5HIHUHQFHVRXUFHQRWIRXQG, you access the central R/3 system from an external presentation server (a PC or UNIX terminal). Goods movements and financial transactions take place in a closed cycle, enabling them to be more easily monitored. Since stores only require some of the R/3 functions, a special store retailing menu [Ext.](UURU 5HIHUHQFHVRXUFHQRWIRXQG has been developed tailored specifically to the requirements of the store.
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A logical model of the complete system has to be created before a company can introduce a distributed, yet integrated system. The logical model defines which applications run on which systems and which information (messages) are to be exchanged in the form of intermediate documents (IDocs). The following data can be exchanged: •
Control data (organizational levels, Customizing data, etc.)
•
Master data (articles, vendors, customers, cost centers, etc.)
•
Movement data (invoices, shipping notifications, purchase orders, etc.)
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,QIRUPDWLRQ6\VWHP The SAP Retail menu offers you the following information systems for controlling your business processes: •
Sales Information System
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Purchasing Information System
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Inventory Controlling
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Quality Management Information System
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Retail Information System
These information systems are components of the /RJLVWLFV,QIRUPDWLRQ6\VWHP /,6 which also includes the Shop Floor Information System and the Plant Maintenance Information System (these information systems can both be accessed via the central R/3 menu). The information systems provide easy-to-use planning functions as well as forecasting support. The information systems belonging to LIS have a modular structure, yet offer a wide spectrum of central techniques for analyzing data. The modular structure, however, means that each information system has additional, special features. For information about the special features of the 5etail ,nformation 6ystem (RIS), see the documentation for SAP Retail . For a description of the central techniques and special features of the Sales Information System, the Purchasing Information System, the Quality Management Information System and Inventory Controlling see the document LO - Logistics Information System [Ext.] in the general documentation.(UURU5HIHUHQFHVRXUFHQRWIRXQG. ´ For information about profitability analysis, see the document CO - Profitability Analysis [Ext.] in the general documentation(UURU5HIHUHQFHVRXUFHQRWIRXQG.
5HWDLO,QIRUPDWLRQ6\VWHP 5,6 The Retail Information System is a flexible tool which enables you to collect, aggregate and analyze data from retailing activities. The Retail Information System integrates data from the areas of Purchasing, Sales and Distribution, and Inventory Management, and also enables you to evaluate data that is particularly significant for Retail (e.g. data relating to the SP change document or the POS interface). The RIS thus enables you to analyze all information from the logistics chain that is relevant to retailing. The aim of the RIS is to provide you with a wide variety of views on all information from the operative applications. You can also define the level of detail in which the information is displayed. All information systems in LIS use the same central techniques for analyzing data. See also Components of the Logistics Information System and Structure of the Documentation [Page 1214]. The following sections contain information about the special features of the Retail Information System: *HQHUDO'RFXPHQWDWLRQ LO - Logistics Information System [Ext.]
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&RPSRQHQWVRIWKH/RJLVWLFV,QIRUPDWLRQ6\VWHPDQG 6WUXFWXUHRIWKH'RFXPHQWDWLRQ This section gives you an overview of the components of the Logistics Information System and includes references to the corresponding documentation for each component.
,QIRUPDWLRQ6\VWHPVLQ/,6 In the standard R/3 System, the Logistics Information System (LIS) includes the following information systems: •
Sales Information System
•
Purchasing Information System
•
Inventory Controlling
•
Shop Floor Information System
•
Plant Maintenance Information System
•
Quality Management Information System
You can call up the following LIS information systems from the SAP Retail menu: •
Sales Information System
•
Purchasing Information System
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Inventory Controlling
•
Quality Management Information System
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'RFXPHQWDWLRQ For information about how to work with the information systems, see the section on information systems in the document/2/RJLVWLFV,QIRUPDWLRQ6\VWHP in the general documentation. You can find information about the specific features of the 5HWDLO,QIRUPDWLRQ6\VWHP in the section on information systems in the SAP Retail documentation.
(DUO\:DUQLQJ6\VWHP The (DUO\:DUQLQJ6\VWHP is integrated in all information systems It is based on the key figures of the information systems and allows you to select specific data and check for weak areas in logistics. It enables you to search for exceptional situations and helps you to detect potential problems at an early stage. 'RFXPHQWDWLRQ For information about the Early Warning System, see the section on the Early Warning System in the document /2/RJLVWLFV,QIRUPDWLRQ6\VWHP in the general documentation.
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/RJLVWLFV'DWD:DUHKRXVH The /RJLVWLFV'DWD:DUHKRXVH can be found in Customizing and allows you to tailor the structure of the Logistics Information System to suit you own requirements. This tool enables you to customize the setup of the data basis for your Information System, define update rules for the data and generate standard analyses for evaluating the data. 'RFXPHQWDWLRQ For information on this tool, see the Implementation Guide for the Logistics Information System under “Data basis” and “Updating”.
3ODQQLQJ6FUHHQ The Logistics Information System allows you to both evaluate actual data and create planning data. The information systems provide easy-to-use planning functions as well as forecasting support. As of Release 3.0, the planning functionality available in the information systems and the functionality of the 6DOHVDQG2SHUDWLRQ3ODQQLQJ component (SOP) were combined and enhanced to form a central planning and forecasting tool. 'RFXPHQWDWLRQ For information about planning, see the document 336DOHVDQG2SHUDWLRQ3ODQQLQJ in the general documentation. For information about open-to-buy planning, see the section on the planning system in the SAP Retail documentation. 6HHDOVR Flexible Planning System [Page 1216] *HQHUDO'RFXPHQWDWLRQ LO - Logistics Information System [Ext.] PP - Sales and Operations Planning [Ext.]
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)OH[LEOH3ODQQLQJ6\VWHP Central to any decision support system is the ability to compare planning data with actual data. In the information and flexible planning systems, you can view up-to-date actual data as well as enter planning data. Moreover, you can model different planning approaches and store them in parallel as different versions. As in the information systems, planning is based on information structures. This means that planning data is located on the same levels as your actual data and is therefore directly comparable with it. You maintain data in an easy-to-use planning table in which each column represents a period of time. Various tools such as the forecast, events, macros, and distribution functions facilitate data entry and enhance the accuracy of your predictions. In the planning table, you can switch views on your data such that you focus, for example, on either several key figures of one article or one key figure of several articles. Interactive graphics allow you not only to display but also to change your planning data by simply clicking and dragging with the mouse. •
Open-to-Buy (OTB) [Page 1217] One of the main uses of Flexible Planning in retail is the planning of open-to-buy.
•
Seasonal Model with Weighting Factors [Page 1238] The weighting model is a seasonal forecasting model that takes account of specific weighting factors. It can be used for all the different kinds of planning. For more information on forecasting, please see the relevant general documentation.
6HHDOVR Season [Page 471] Assortment [Page 408] Information System [Page 1213] &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ PP Sales & Operations Planning [Ext.]
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2SHQWR%X\ 27% 3XUSRVH Open-to-Buy (OTB) is a tool that helps buyers plan and monitor their purchasing budgets. Data involving sales volumes, purchase orders and goods receipts are regularly updated, so buyers can see how much of their budget has already been spent and how much remains available, as well as whether actual conditions were adequately anticipated in their plans. The system can also warn them automatically when they are in danger of going over their spending limits.
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Simply monitor OTB actual statistics only
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Create planning data and monitor both planned and actual statistics for OTB
PP Sales and Operations Planning component (SOP)
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OTB is automatically recalculated whenever certain events occur (goods receipts, creation of new purchase orders, changes in sales volume, etc.).
•
Ability to plan based on either purchase prices or sales prices.
•
Early Warning System automatically warns buyers when they are in danger of exceeding their budgets.
•
Consistent planning method ensures that data is consistent at all levels of an organization.
•
Ability to drill down to various levels to see applicable data.
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27% +RZ,W:RUNV The purchasing budget is made up of two elements: •
Budget already released
•
Budget reserved for additional purchases
The latter can act as a buffer against, for example, unexpected cost increases or can be used to cover unforeseen demand for a particular article. In planning the OTB, you set the total budget for a given time period (for example, the spring season), then allocate this to sites, merchandise categories, and so on. Each month, the system determines the portion of the budget that has already been consumed (based, for example, on open purchase orders and goods receipts) and the amount that remains available for additional purchases. The difference between total purchasing requirements for a period and the commitments already made for that period is known as RSHQWREX\ 27% . In other words, open-to-buy is the buying power still available in a period after the deduction of purchase orders, stock transfers, and goods receipts and the addition of goods issues. Events that lead to change in open-to-buy include: •
Creation or cancellation of purchase orders
•
Goods movements (goods issues, goods receipts, stock transfers)
•
Changes in planned or actual sales
•
Changes in planned or actual markdowns
•
Changes in planned or actual closing stock
•
Inventory differences (for example, due to deterioration or theft)
You can also create exceptions which will automatically check for weak points and warn buyers when OTB exceeds or is close to exceeding a certain amount.
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27% 7KUHH3KDVHVRI2SHUDWLRQ The open-to-buy functionality can be split into three phases: •
Planning phase
•
Purchasing phase
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Business phase
3ODQQLQJ3KDVH During the planning phase of OTB, you enter the monthly planned sales volume, closing stock, markdowns, and inventory differences. Based on this data, the system calculates the budget for the season and the purchasing budget to be released for each month. If stock needs to be built up prior to the start of the actual selling period, then the planning period should also include some months prior to the start of the season. For these periods, you only plan the key figure “Stock.”
3XUFKDVLQJ3KDVH Long before the start of the actual planning period, you can enter purchase orders that have a delivery date that falls during the planning period. That portion of the budget which is already released is available to cover these purchase orders. All purchase orders reduce the open-to-buy, so that it always corresponds to the portion of the released budget which has not yet been spent.
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%XVLQHVV3KDVH In this phase, the system compares the planned values for sales volume, stock, and so on, against the actual values. This is to prevent large discrepancies between planned and actual values before they occur. The goal is always to achieve the planned closing stock for the current period, so that discrepancies between planned and actual values do not affect the following periods. If, for example, a higher sales volume was achieved in May than originally planned, then the closing stock for the beginning of June would be less than anticipated. In this case, additional purchases must be made in order to achieve the desired closing stock. If, on the other hand, the planned sales volume is not reached, you need to block further buying and stockpiling, and, if necessary, reduce the existing stock by creating a sales promotion or an inventory clearance.
The following are taken into account in calculating OTB:
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If the total quantity of goods actually received deviates from the total quantity contained in the purchase orders creating during the purchasing phase, then the OTB will be adjusted by the difference between these amounts.
•
If the time of goods receipt deviates from the planned delivery date so that the two dates fall in different periods, then the quantity of goods received needs to be moved into the proper period. As a result, only the outstanding purchase orders are taken into account for the delivery date, while goods receipts are included in the OTB calculation for the posting date. If goods receipt occurs earlier than planned, then part of the OTB becomes available in the planned period and the goods receipt period is debited. If goods receipt occurs later than planned, then OTB becomes available in the planned delivery period, which has already passed. This is not transferred into the subsequent period because the amount has already been cleared by the lower opening stock at the start of the subsequent period (caused by the missed delivery).
•
Whether and by what amount the actual sales volume deviates from the planned sales volume during the current period, can only be determined at the end of the period. For this reason, the sales volume at the end of the period is extrapolated for the OTB calculation of the current period. (The sales volume extrapolation is carried out linearly to the end of the month. A user exit is provided, should you wish to define a different calculation for this extrapolation.) Also, the differences between the planned and actual values caused by the change in opening stock take effect, at the latest, in the subsequent period.
•
Markdowns and inventory differences: If actual markdowns and inventory differences exceed plan, the differences are taken into account in the OTB calculation in the current period. If actual markdowns and inventory differences are less than planned. then the resulting differences in the planned and actual values only become effective in the subsequent period, in the form of higher opening stock.
•
All actual goods movements that were not planned and were therefore not included in the budget calculation (for example, inventory clearances) affect OTB in the current period. For example, if merchandise is transferred to another store, then the OTB in the issuing store is increased so that the stock that is now lacking can be replaced.
With the above considerations, the unused OTB of completed periods is transferred to periods as far in the future as possible to prevent the planned and actual amounts from drifting apart over several periods. ´ Click here for an example of how OTB might be calculated during the various phases of a season. [Page 1223]
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27% ([DPSOH&DOFXODWLRQVIRUD6HDVRQ 3ODQQLQJ3KDVHIRU(DUO\6SULQJ In September 1998 you begin planning for the Early Spring 1999 season. You plan to build up January’s stock in anticipation of the stock needed February, which is the start of the season. You also determine the planned revenue and month-end closing stock for the months February through April. The stock initializer specifies an opening stock of $100 for the planning horizon (January to April). In this phase, the OTB is determined by the following formula: Pln. sales − Pln. opening stock + Pln. ending stock = OTB For example: January: $0 − $100 + $600 = $500 February: $1700 − $600 + $900 = $2000
3XUFKDVLQJ3KDVH In November you make the first purchases. OTB is calculated as the difference between the planned purchasing budget and open purchase orders. Pln. sales − Pln. opening stock + Pln. ending stock − Open POs = OTB For example: January: $0 − $100 + $600 − $500 = $0 February: $1700 − $600 + $900 − $1700 = $300
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%HJLQQLQJRIWKH%XVLQHVV3KDVH The first merchandise receipts occur in January 1999. The system takes into account any differences between planned and actual data. Here, the actual opening stock in February is greater than planned due to an overdelivery in January. February’s OTB is corrected accordingly. Pln. sales − $FWXDO opening stock + Pln. ending stock − Open POs = OTB For example: February: $1700 − $700 + $900 − $1700 = $200 Remember that the actual opening stock of any month is the same as the closing stock of the previous month.
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'XULQJWKH%XVLQHVV3KDVH During the course of any month, the month-end sales volume is extrapolated from the actual data to that point. Differences between planned sales and extrapolated sales are taken into account in calculating OTB: Pln. sales − Actual opening stock + Pln. ending stock − Open POs + (Extrapolated sales − Pln. sales) = OTB For example: March: $2000 − $600 + $400 − $1000 + ($2600 − $2000) = $1400
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A User Exit is available for you to define your own formula for calculating extrapolated sales.
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27% 3ODQQLQJDQG0RQLWRULQJ27% :KLFK7RROWR8VH" There are two tools you can use for OTB: •
Planning tables (in flexible planning)
•
OTB standard analyses in RIS (Retail Information System)
During the planning phase you use the planning tables. OTB will be derived automatically from the planning data. Once the planning phase is completed, you can use HLWKHU the planning tables or the standard analysis to observe how the OTB changes. Both tools calculate OTB using the same formula, and both include planned and actual values. If you want to look at only those cases where OTB falls below a predefined level, you use the exception reporting feature of the Early Warning System. ´ The technical aspects of implementing standard analysis and flexible planning can be rather complicated. The remaining topics in this documentation will be much more understandable if you have first read or are familiar with the following: •
PP Sales & Operations Planning [Ext.]
•
Information System [Ext.].
3ODQQLQJ'DWD You enter planning data using your own planning type, which you have copied from one of the planning types delivered with R/3.
$FWXDO'DWD SAP Retail provides a standard analysis for OTB, based on info structure6.This analysis shows all the planned and actual data which go into determining the calculation of OTB.
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27% ([FHSWLRQ5HSRUWLQJ You can have the Early Warning System monitor the extent to which your purchasing budget has actually been used up and alert you to any exceptional situation. The Early Warning System is part of the Logistics Information System. To define the exceptional situation, you create an exception to show you when your OTB has fallen below or exceeded a certain percentage of what was planned. You define the exception as a threshold value and enter the plan realization as a percentage together with an operator (<, >, =). Via a color coding scheme, the system warns you when the specified threshold has been reached. &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ Information System [Ext.]
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27% 3ODQQLQJ+LHUDUFK\ With the flexible planning system, you can model the requirements of your entire organizational hierarchy in one plan and maintain planning data consistently across multiple organizational levels. This will give you the ability to drill down to different levels of the analysis and see different views of the data. In order to define these organizational levels, you create a planning hierarchy. A planning hierarchy is based on an information structure. In a planning hierarchy, you specify values for the characteristics in the underlying information structure. In other words, a planning hierarchy groups together combinations of characteristic values. Before accessing the planning table, you specify the characteristic values you want to plan in a selection screen. If you intend to use one of the standard retail planning types, you base your planning hierarchy on the standard information structure 6 (for an explanation of the standard planning types in retail, see OTB: Ways to Plan [Page 1231]). ([DPSOHRIDFKDUDFWHULVWLFYDOXHVFRPELQDWLRQEDVHGRQLQIRUPDWLRQVWUXFWXUH6 6
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Open-to-Buy (OTB) [Page 1217] &RUUHVSRQGLQJ*HQHUDO'RFXPHQWDWLRQ PP Sales & Operation Planning: What is a Planning Hierarchy? [Ext.]
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27% 3ODQQLQJ0HWKRG The framework for your planning activities is provided by the planning hierarchy (see OTB: Planning Hierarchy [Page 1229]). You must use the planning method known as FRQVLVWHQW SODQQLQJ, which allows you to plan either all or any subset of characteristic values in your planning hierarchy. Because your starting point can be any level or combination of levels in the hierarchy, you can adopt either a top-down (centralized) or a bottom-up (decentralized) approach to planning. At runtime, the key figure values you maintain at one level are automatically distributed that is, aggregated and/or disaggregated throughout the planning hierarchy, thus ensuring data consistency among all planning levels. In other words, planning levels are interdependent. Only data at the lowest (most detailed) hierarchical level is stored in the database. For a full explanation of consistent planning and the processes of aggregation and disaggregation, see PP Sales & Operation Planning: Planning Methods [Ext.] and PP Sales & Operation Planning: Aggregation and Disaggregation [Ext.] in the corresponding general documentation. ´ The standard planning types for retail are based on information structure S110, which requires consistent planning.
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27% :D\VWR3ODQ You create, change, and display plans in the planning table. Your view of an information structure depends on the planning type (which is a user-defined planning screen). This determines the data elements which will be contained in the table, and the order in which they are displayed. For a full explanation of planning types, see PP Sales & Operation Planning: Planning Types and Macros [Ext.] in the corresponding general documentation. The system comes with six planning types for retail: •
OTB_VP (key figures planned at sales price with tax) OTB_VPOM (key figures planned at sales price without tax) OTB_EPOM (key figures planned at purchase price without tax) You plan your key figures at sales price or purchase price (with the exception of the purchasing quota) and the system converts them into quantities and percentages using a predefined macro. See also OTB: What to Plan [Page 1232].
•
OTB_% (key figures planned at sales price) OTB_%_VPOM (key figures planned at sales price without tax) OTB_%_EPOM (key figures planned at purchase price without tax) You plan your key figures in percentages and the system converts them into sales price or purchase price values and quantities using a predefined macro. See also OTB: What to Plan [Page 1232].
In Customizing, you specify whether key figures are to be planned at sales price with tax (VP), sales price without tax (VPOM), or purchase price without tax (EPOM).Based on the Customizing entries, the system selects the appropriate planning type automatically. ´ The standard planning types for retail are based on information structure S110, which requires consistent planning. The planning horizon (that is, the planning period) is defined in the planning type. If you want to have plans with different planning horizons (for example, for different seasons), then you should create a separate plan for each season, each with its own planning type and version. The ability to choose different planning versions allows you to have overlapping seasons that can be planned independently. In order to create your own planning type for OTB, use the planning types delivered with R/3 as references and make copies of them. Then you need only enter the appropriate planning horizon. The key figures in the planning table and the calculations are identical to those in the standard planning types.
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27% :KDWWR3ODQ Each line in a planning type represents a key figure. Planning types OTB_VP, OTB_VPOM, and OTB_EPOM have the key figures explained below. Planning types OTB_%, OTB_%_VPOM, and OTB_%_EPOM have the same key figures, the only difference being that you enter planned closing stock, planned mark-downs, and planned inventory differences as percentages. ´ Many of the key figures are calculated automatically by a predefined macro. •
Invoiced sales You can forecast values for this key figure on the basis of actual data. Alternatively, you can enter values manually. Actual invoiced sales are displayed in the line below.
•
Sales volume margin You enter the desired margin for planning purposes here.
•
Closing stock Opening stock levels can be calculated automatically (see OTB: Opening Stock [Page 1235]). Whether they are calculated automatically or entered manually, you can display them in the zero column. You enter the other planning values on this line yourself. If you want to build up stock before the selling commences, the planning horizon must contain periods in which only the key figure “closing stock” is planned. A predefined macro calculates the percentage key figure for closing stock automatically on the basis of the sales price values you have entered. ´ The opening stock level for a particular season (for example, spring 1997) is the closing stock level from the previous year’s season (spring 1996).
•
Mark-downs Here you enter the value of goods marked for selling at a reduced price. Actual markdowns are displayed in the line below. The percentage key figure for mark-downs is calculated automatically on the basis of the sales price values you have entered.
•
Inventory differences The planning values you enter for this key figure might include stock adjustments made for deterioration and theft. Actual inventory differences are displayed in the line below. The percentage key figures for inventory differences is calculated automatically on the basis of the sales price values you have entered.
•
Seasonal budget A predefined macro calculates this planning value as follows in each period: planned closing stock - planned opening stock + planned invoiced sales + planned inventory differences + planned markdowns
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Initial purchasing quota Here you enter the SHUFHQWDJH of the seasonal budget that is to be available for immediate use.
•
Released budget This is the budget that is immediately available. The system calculates it automatically on the basis of the initial purchasing quota you have entered.
•
Reserve budget A predefined macro calculates this planning value as follows in each period: seasonal budget - released budget
•
Open-to-buy for seasonal budget This is the difference between the seasonal budget and actual commitments or data. –
A predefined macro calculates this planning value in each IXWXUH period as follows: planned closing stock - planned opening stock + planned invoiced sales + planned inventory differences + planned markdowns - actual open purchase orders - actual open stock transfer orders (receiving site) + actual open stock transfer orders (delivering site)
–
A predefined macro calculates this planning value in each FXUUHQW period as follows: planned closing stock - DFWXDO opening stock
+ planned invoiced sales + planned inventory differences + planned markdowns - actual open purchase orders - actual open stock transfer orders (receiving site) + actual open stock transfer orders (delivering site) + (extrapolated invoiced sales - planned invoiced sales) + max. (actual inventory differences - planned inventory differences, 0) + max. (actual mark-downs - planned mark-downs, 0) + (actual goods issues - actual invoiced sales - actual price reductions - actual inventory differences - actual mark-downs) - actual goods receipts
A predefined macro calculates extrapolated invoiced sales in the current period as follows, where the number of sales days is calculated with reference to the factory calendar defined for the site: actual invoiced sales x (number of sales days/number of past sales days) A user exit is available for you to define your own calculation for extrapolated invoices sales.
A predefined macro calculates the actual closing stock for the previous periods as follows: actual opening stock + actual goods receipts - actual goods issues.
– •
Open-to-buy for a period in the SDVW is 0.
Open-to-buy for budget already released
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27% :KDWWR3ODQ This is the difference between the budget already released and actual commitments or data. A predefined macro calculates this planning value in each IXWXUH period as follows: (planned closing stock - planned opening stock + planned invoiced sales + planned inventory differences + planned markdowns) x initial purchasing quota - actual open purchase orders - actual open stock transfer orders (receiving site) + actual open stock transfer orders (delivering site) A predefined macro calculates this planning value in each FXUUHQW period as follows: (planned closing stock - DFWXDO opening stock + planned invoiced sales + planned inventory differences + planned markdowns) x initial purchasing quota - actual open purchase orders - actual open stock transfer orders (receiving site) + actual open stock transfer orders (delivering site) + (extrapolated invoiced sales - planned invoiced sales) + max. (actual inventory differences - planned inventory differences, 0) + max. (actual mark-downs - planned mark-downs, 0) + (actual goods issues - actual invoiced sales - actual price reductions - actual inventory differences - actual mark-downs) - actual goods receipts Open-to-buy for a period in the SDVW is 0. •
Average price band price This is the average price in a particular price band. It is defined in Customizing and is one of the operands in a predefined macro that automatically converts the sales price key figures into quantities. For more information, see OTB: Average Price Band Prices [Page 1237].
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27% 2SHQLQJ6WRFN One of the key figures you need to consider when planning open-to-buy is the amount of stock you want to have at the beginning and end of every period. The standard planning types (OTB_VP, OTB_VPOM, OTB_EPOM, OTB_%, OTB_%_VPOM, OTB_%_EPOM) are set up so that you can maintain the closing stock at the end of each month. The closing stock at the end of a month is the same as the opening stock at the beginning of the following month. You can obtain opening stocks for the start of your planning horizon from the article master records. The opening stocks are then read into the zero column of the planning table at run time. The zero column represents the period of time prior to the start of the planning horizon. You set opening stock levels in the background. The procedure is the same whether the information structure you are planning is S110 or self-defined. For an explanation, see PP Sales & Operation Planning: How to Set Opening Stock Levels with Mass Processing [Ext.] in the corresponding general documentation. In SAP Retail, a number of special considerations apply: •
If your planning hierarchy does not contain the characteristic “article,” the system determines the stock levels of the base merchandise categories for each of the sites at which they are located. ´ The standard information structure S110, on which the standard planning types are based, does not contain the characteristic “article”. If you are using a planning type based on a self-defined information structure, and this information structure does not contain the characteristic “article,” then it must contain the characteristics “merchandise category” and “site,” furthermore, the consistent planning method must be defined for it.
•
You choose the planning version to which the stock is to be applied.
•
You use the &XUUHQWVWRFN method or a 6HOI-GHILQHG method.
•
In the case of seasonal merchandise, you carry out this function on the last day of the season. For this purpose, you need to have assigned the merchandise to a season category in the planning hierarchy. The system takes the closing stock level to be the opening stock level of the same season in the following year. ´ The stock level of merchandise category “bathing costumes” on the last day of the season “summer 97” is the same as its opening stock level on the first day of the season “summer 98.” If the merchandise has no season category, you carry out this function on the last day of the month where the first day of the next month is the start of the planning horizon. Thus, the opening stock of this month is assumed to be the same as the closing stock of the previous month. If your merchandise is not seasonal, you can still base your planning activities on standard information structure S110 which contains the characteristic “season category.” For this purpose a dummy season category 000 (“no season”) is included and should be used when you create your planning hierarchy.
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27% 2SHQLQJ6WRFN The same goes for articles which have no price bands. Use standard price band category 00 (“no price band category) for such articles.
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27% $YHUDJH3ULFH%DQG3ULFHV Key figures that you plan at sales price can be converted automatically into quantities whenever you execute the predefined macro in the planning type. The average unit prices of different price bands are used for this calculation. ´ This function is designed for information structures with the key figure “average price band price” and the characteristics “sales organization,” “distribution channel,” “merchandise category,” and “price band category.” If any of these characteristics are not contained in your information structure, you represent their values in the Customizing system for Retail (the step “Average prices of price band categories”) with blanks. You set average price band prices in the Customizing system for Retail (the step “Average prices of price band categories”). For every relevant combination of sales organization, distribution channel, merchandise category, season type, and price band category, you specify the average price in that price band and a currency. If you wish to define your price bands even more precisely, you enter two more characteristic values; you maintain the characteristics to which these fields refer separately, in the step “Characteristic fields per info structure for price bands” of the Customizing system for Retail. Lastly, you enter a date to mark the end of the time span for which the average price is valid. This is also the date as of which the average price band price of the next time span comes into effect. The average prices are read into the correct period and displayed on the line “Average price band price” of the planning table at runtime. Any necessary conversion from local currency to planning currency is performed automatically.
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6HDVRQDO0RGHOZLWK:HLJKWLQJ)DFWRUV The seasonal model with weighting factors can be used to forecast seasonal consumption in planning, requirements planning and replenishment. Weighting factors for forecasts are calculated on the basis of weekly consumption figures in the previous year and are taken into account when forecast values are determined. Seasonal models with weighting factors: Formulae [Page 1241] The consumption values are determined from the data in the Information System. All key figures apply for a specific customer and week (a customer can be a site, for example). The following key figures can be used: •
Quantity sold of all the articles in a merchandise category This figure is used if all the articles in a merchandise category display similar sales patterns in a given season.
•
Quantity sold for one article Articles that do not display typical sales patterns for their merchandise category (outliers) can be managed separately.
´ It is only useful to total up the sales quantities within a merchandise category if all the articles in the merchandise category have the same unit of measure or can be converted to the same unit of measure. Weighting factors for forecasts are used to model the seasonal behavior of merchandise. They are calculated at regular intervals for a previous year; the date of each new calculation can, however, be freely defined. Weighting factors indicate how a particular week is to be valuated in relation to the yearly average.
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The standard consumption rate is the approximate average weekly consumption of an article in the current year taking no seasonal fluctuations into account. To calculate the requirement for a future period, the standard consumption rate is multiplied by the weighting factor for this period in the previous year. In other words, it is assumed that sales in the current year will resemble those of the previous year. The requirement quantity always has lower and upper limits which cannot be exceeded.
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)XQFWLRQV In this section the functions available for the current topic are described. Procedures that are not assigned to any specific business process are also documented here. Procedures assigned to a specific business process are found in the business process section of the current topic in the description of the steps in the process.
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([SODQDWRU\ QRWHV W = in (1) and (2) the calendar week in which the weighting factors are calculated, or in (3) and (4) the calendar week in which a forecast is carried out. 0 the calendar week t - x + 52 of the previous year Note: For W [ should be used. Example.: Week t - x = 33 - 35 = (-2) describes week 50 of the previous year. S = Number of historical values taken into account T = Forecast horizon (number of future periods) 9L = Consumption in calender week L.
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6HDVRQDO0RGHOZLWK:HLJKWLQJ)DFWRUV ([DPSOH ´ You wish to forecast the requirement for article 50004711 in merchandise category 1201 for store 301. You are in week 29 of the current year. You create a forecast for the coming four weeks (T= 4), using the historical values of the last six weeks (S= 6). You first look at a section of the key figures for the previous year for merchandise category 1201. The average consumption here relates to the whole year. 7DEOH .H\ILJXUHVIRUWKHSUHYLRXV\HDU &DOHQGDU ZHHN
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You then look at the quantities of article 5000004711 sold in weeks 23 to 28 of the current year, to determine the standard consumption rate for the past six weeks. 7DEOH &XUUHQWTXDQWLWLHVVROGDQGZHLJKWLQJ
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This gives aFRQVXPSWLRQUDWHof ÷ Based on table 1, the sum of the weighting factors for weeks 29 to 32 in merchandise category 1201 is as follows: 6XPRIZHLJKWLQJIDFWRUV The requirement quantity for the next four weeks is calculated as follows: 5HTXLUHPHQWTXDQWLW\ FRQVXPSWLRQUDWH×VXPRIZHLJKWLQJIDFWRUV × Store 301 has the following predefined values for article 50004711: 7DEOH 9DOXHVGHILQHG 0LQLPXPTXDQWLW\
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The requirement quantity that has been calculated falls within these quantity limits and therefore remains unchanged.
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&XUUHQF\&KDQJHRYHU (XUR 3XUSRVH As part of European Monetary Union (EMU), the national currencies of the countries participating in EMU are to be changed over to a single currency (the Euro). In the course of the changeover, there will be a period when both the Euro and the national currencies will be valid (duel currency phase). After this period has ended the only valid currency will be the Euro. This means that during the duel currency phase, the currency defined for general business agreements and logistics data (such as the order currency of a vendor) has to be changed over to the Euro. A number of reports are available for directly carrying out the changeover in the various application areas. It can, however, make sense to first of all plan the changeover and distribute the tasks among various agents.
,PSOHPHQWDWLRQ&RQVLGHUDWLRQV You require this function if your local currency is being changed to the Euro or if you work with business partners whose local currency is being changed.
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Local currency This involves changing over amount fields and fixed amounts in Customizing tables and fields containing currency keys and exchange rates to the new currency. Refer to CA - European Monetary Union: Local Currency Changeover (CA-EUR-CNV) [Ext.]
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Dual currency phase During the duel currency phase, a number of sets of data in various areas have to be changed over on different dates. Many of the retail-specific conversion packages have been grouped together in a separate interface. Refer to CA - European Monetary Union: Currency Changeover in Retail (IS-R) [Ext.]
5HIHUWR CA - European Monetary Union: Euro (CA-EUR) [Ext.]
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