1.  SAP AG 2007 Basic Procurement Process Additional Documents and Functionalities of Purchasing Contents: Purchasing – A/P

2.  SAP AG 2007 Model the purchasing process using SAP Business One Post procurement documents Post returns and credit memos Use the reporting functions to analyze your procurement data At the conclusion of this unit, you will be able to: Purchasing – A/P: Unit Objectives

3.  SAP AG 2007 You purchase your warehouse goods from external vendors. Normally, you use the purchase order document to order goods. In some cases, however, you might submit your order by phone and your vendor might deliver immediateley. In this case, the process modeled in the system must be as short and quick as possible. If the delivered goods do not meet your quality standards, you might want to return them to your vendor. This can happen either before or after you have received the invoice. Purchasing – A/P: Business Scenario

4.  SAP AG 2007 Basic Procurement Process: Topic Objectives Model a basic procurement process in SAP Business One Use the different transactions of Purchasing – A/P At the conclusion of this topic, you will be able to:

5.  SAP AG 2007 Document Flow in Purchasing General Ledger (Value) Warehouse (Quantity) Target document Base document 1.) 2.) 3.) Purchase Order Goods Receipt PO AP Invoice

6.  SAP AG 2007 Draw Document Wizard Purchase Order Goods Receipt PO AP Invoice Draw Document Wizard Row Ex, Rate for Prices Use Exchange Rate from Base Document Use Current Exchange Rate from the Exchange Rate Table Draw all data (Freight and Withholding Tax) Customize

7.  SAP AG 2007 Consequences of the Goods Receipt PO Purchase Order Goods Receipt PO AP Invoice Warehouse (Quantity Increasing) General Ledger (Value Increasing) 1.) 2.) 3.) 4.) 5.)

8.  SAP AG 2007 Consequences of the A/P Invoice Purchase Order Goods Receipt PO AP Invoice Warehouse (Quantity Increasing) General Ledger (Value Increasing) 1.) 2.) 3.) 4.) 6.) 5.)

9.  SAP AG 2007 Postings in Purchasing Process for Inventory Items Purchased Item Fixed Assets Inventory Item Sales Item Allocation Costs Acc. Stock Acc. 100 Purchase Order AP Invoice Vendor Allocation Costs Acc. 100 Goods Receipt PO Item Category:

10.  SAP AG 2007 Posting Price Differences A/R Delivery Goods Receipt PO 1000 Stock Account 1000 Allocation Costs Account 1100 Vendor 400 Cost Account 12 1000 1 1 3 2 3 A/P Invoice 40 Price Differences Account 3 3 400 2 60 3

11.  SAP AG 2007 Postings in Purchasing Process for Non-Inventory Items Purchased Item Fixed Assets Inventory Item Sales Item Purchase Order AP Invoice Vendor Expenses Account EU Expenses Acc. Foreign Expenses Acc. 100 Goods Receipt PO Item Category:

12.  SAP AG 2007 Additional Documents and Functionalities of Purchasing: Topic Objectives Create A/P reserve Invoices, goods returns, and credit memos Use the split purchase order and partial delivery functions Explain the stock changes in purchasing Use the purchasing reports in SAP Business One Analyze the journal postings that have been created in the purchasing process At the conclusion of this topic, you will be able to:

13.  SAP AG 2007 A/P Reserve Invoice Purchase Order Goods Receipt PO A/P Reserve Invoice General Ledger (Value) Warehouse (Quantity) 1.) 2.) 3.)

14.  SAP AG 2007 Goods Returns General Ledger (Value) Purchase Order Warehouse (Quantity) Allocation Costs Acc. Stock Acc. 100 Stock Acc. Allocation Costs Acc. 100 Goods Returns Goods Receipt PO

15.  SAP AG 2007 Credit Memo for Purchasing Allocation Costs Acc. Stock Acc. 100 General Ledger (Value) Purchase Order AP Invoice Vendor Alloc. 100 Stock Acc.Vendor 100 Credit Memo Goods Receipt PO Warehouse (Quantity)

16.  SAP AG 2007 Split Purchase Order Purchase Order Blanket 1000 Item Quantity Warehouse A1000 1101 A10011502 Logistics Split PO Purchase Order 1000-1 Item Quantity Warehouse A1000 1101 Purchase Order 1000-2 Item Quantity Warehouse A10011502 Ship to: Berlin Ship to: Hamburg Purchase Order Blanket 1000

17.  SAP AG 2007 Goods Receipt PO # 1 220 3 Goods Receipt PO Goods Receipt PO: Partial Deliveries/Overdeliveries 1.) Overdelivery 2.) Add Items Purchase Order # 110 215 3 2 Goods Receipt PO #1623 #1623 # 1 2 3 4 1 Goods Receipt PO #1423 #1423 3.) 1st Partial Delivery 4.) 2nd Partial Delivery

18.  SAP AG 2007 Model Report: Inventory Status Stock Changes in Purchasing A/P In Stock-Committed+ Ordered = Available Transaction Purchase order Goods receipt PO Goods Receipt PO w/o reference to PO A/P invoice for goods receipt PO A/P invoice with reference to Purchase Order Goods returns A/P Credit memo Purchasing / AP A/P Reserve Invoice w/o reference to PO Goods Recept PO with reference to A/P Reserve Invoice + + + - ++ ++ ++ + - - - - -

19.  SAP AG 2007 100 Special Control Account Postings in Purchasing Process for Assets Purchased Item Fixed Assets Inventory Item Sales Item Purchase Order AP Invoice Vendor Asset Account 100 Goods Receipt PO

20.  SAP AG 2007 Purchasing Reports Purchase Analysis Open Items List Vendor Liabilities Aiging Drag & Relate

21.  SAP AG 2007 Transaction Journal Report Goods Receipt PO 09/10/04AccountDebit Credit 1199 10 7100 10

22.  SAP AG 2007 Model the purchasing process using SAP Business One Post procurement documents Post returns and credit memos Use the reporting functions to analyze your procurement data You are now able to: Purchasing – A/P: Unit Summary