GBI Procurement Process

Chapter 04, Exercise 04-01, Revised: 08/28/2012 Page 7 of 13

Chapter 04: Procurement Process

Exercise 04-01: Review Master Data

Multiple Company Code

Version 4

Rev: 08/28/2012Introduction

 

General Notes and Information

 

It is strongly recommended that you read through the entire exercise prior to starting. Not all instructions can be provided in a linear manner.

 

The following symbols are used to indicate important information as described below:

An arrow highlights an important instruction that must not be overlooked.

A pencil prompts you to write down an important piece of information.

 

Each student or group will be assigned a unique two-digit identifier. This identifier is used in all exercises to uniquely identify your data. Whenever you see ## in these exercises, replace it with your identifier.

 

Always work with your data- your vendor, your materials, your general ledger accounts, etc.

 

Business Process Overview

 

GBI uses the procurement process to acquire or purchase material from a vendor. This process can be used to purchase trading goods as well as raw materials.

 

In this exercise you will review the master data relevant to purchasing.

 

Exercise Prerequisites

 

See General Instructions Document

 

Exercise Workflow

 

Exercise Deliverables

 

Deliverables are consolidated into one worksheet at the end of this exercise. For this exercise, you will need the following deliverables.

 

In the System:

None

On Paper:

Answers to the Questions

Fill out Attachment and submit to your instructor

 

You may be assigned additional deliverables. Make certain to check with your instructor.

 

Step 1: Create (copy) Trading Goods Material Master Data

 

In this step, you will create your own trading goods by copying necessary material master data from existing (original) trading goods. ORIGINAL materials DO NOT include identifiers (e.g., EPAD1000 is the original Elbow Pad). Your materials will include your identifier (e.g, EPAD10##). Be sure that you “Copy from” the ORIGINAL materials. to ensure accuracy, complete the following table:

 

Trading Goods	Code for Original Trading Goods	Code for your Trading Goods
Elbow Pad	EPAD1000
Road Helmet	RHMT1000
Repair Kit	RKIT1000
Off Road Helmet	OHMT1000
Knee Pad	KPAD1000

 

 

Navigate to the transaction to create material master:

Navigation

Logistics Materials Management Material Master Material Create (Special) Trading Goods

 

What is the transaction code to create a material:

 

In the “Create Trading Goods (Initial Screen)” enter the following information:

 

Field Name	Data Entry
Material	Code for your ELBOW PADS
Industry Sector	Retail
Copy from… Material	Code for original ELBOW PADS

 

 (ENTER)

 

In the “Select View(s)” window highlight the following options:

 

Basic Data 1

Purchasing

Accounting 1

 

The first time you go through the above step, click on the Default Setting icon  on the dialog box. Make sure you also check the box “create views selected” towards the bottom. This will save these selections as default so that they will automatically be selected next time when you go through this steps

 

 (ENTER)

 

Next, in the “Organizational Levels” window, specify the desired organization levels.

 

Field Name	Data Entry
Plant	Code for your Miami Plant
Copy from… Plant	Code for original Miami Plant

 

 

The first time you go through the above step, click on the Default Setting icon. This will save these selections as default so that they will automatically be selected for the next trading good you create.

 

 (ENTER)

 

In the “Create Trading Goods Epad10##” screen;The tabs you see with the yellow icon  are the “views” you have just created. Use the navigation arrows  in the upper-right (right of all the tabs) to find all of the views. Do NOT click on tabs without this yellow icon because that will cause the system to create views other than the ones you have originally selected. Clicking on it will automatically create the additional views for you.

 

You will have to navigate between tabs in order to find all the information. Be sure to look at the data in each view; scroll down as well.

 

Enter the following data:

 

Tab	Field Name	Data Entry
Purchasing tab	Purchasing Group	Code for your Purchasing Group

 

 

 (SAVE)

 

Once you are done with your elbow pads, repeat the steps for the four materials listed below and complete the table at the end of Step 1.

Your Road Helmet

Your Repair Kit

Your Off Road Helmet

Your Knee Pad

 

After creating the material, use this navigation path to change any parts of the material master.

Navigation

Logistics Materials Management Material Master Material Change Immediately

 

What is the transaction code to change (immediately) a material:

 

Navigation

Logistics Materials Management Material Master Material Display Display Current

After creating the material, use this navigation path to display any parts of the material master.

 

What is the transaction code to display (current) a material:

 

 

 

Your Material Number	Base unit of measure	Gross Weight and Unit of Weight	Material Group	Purchasing Group	Moving Price	Price Control	Valuation Class
EPAD10##
RHMT10##
RKIT10##
OHMT10##
KPAD10##

 

Table 1 – Material master data

 

Exercise Deliverables

 

In the System:

Creation of material master data

On Paper:

Answers to the Questions

The table with data for your materials

 

Step 2: Create Vendor Master

 

You will now create the vendor from whom you will procure your goods.

Remember, vendor master data is grouped into three categories:

· General data-data that is cross-company code (applies to all company codes in the same client)

· Company code data-data that is specific to the specified company code

· Purchasing Org data-data that is specific to the specified purchasing organization

 

Navigate to the transaction to create vendor master:

Navigation

Logistics Materials Management Purchasing Master DataVendor Central Create

 

What is the transaction code to create a vendor:

What is the transaction code to display a vendor:

What is the transaction code to change a vendor:

 

In the “Create Vendor: Initial Screen” screen, enter the following information (here is the general data of vendor master data):

 

Field Name	Data Entry
Vendor	1010##
Company Code	Code for your GBI US
Purchasing Organization	Code for your US Purchasing Organization
Account Group	Code for Vendor (ext. number assignment)
Reference… Vendor	Code for original Olympic Protective Gear (Original items always end with numbers 000)
Reference… Company Code	Code for original GBI US
Reference… Purchasing Organization	Code for original US Purchasing Organization

 

 

 

 

 

 

To find the original reference vendor, click into the Vendor field, then click the search box next to the text field  (or F4) to display all possible entries. In the Vendor field, type in “*000” to search for all original vendors. Then look for the Olympic Protective Gear vendor. * is used as a wildcard that can be replaced with “anything that ends with/anything that starts with/anything with this”. E.g., *123* will mean to search for anything with 123 inside the Code. 123* will mean anything that starts with 123.

 (ENTER)

 

You will receive a warning that the account group of Original Vendor is KRED (internal number assignment). Proceed with Enter, then you can still create vendor with external number assignment.

 

In the “Create Vendor: Accounting information accounting” screen, no additional information will be entered.

 

 (SAVE)

 

Go back to Step 2.1, however this time you will Display your vendor information. In the “Display Vendor: Initial Screen”, enter your vendor number, your Company Code, your Purchase Organization. You can see here of all the data in General, Company Code, and Purchasing Organization sections. Select  (HIGHLIGHT ALL), and uncheck “Withholding tax” box.

 

 (ENTER)

 

Be sure to Enter through the pages carefully answering all the questions below.

 

What is the postal code for this vendor:

What is the reconciliation account number for this vendor:

What are the payment terms:

What is the order currency:

What is the minimum order value:

 

 

Exercise Deliverables

 

In the System:

Create Vendor master data

On Paper:

Answers to the Questions

 

Step 3: Review Material Inventory

 

In this step, you will view your material inventory in your plant.

 

Navigate to the transaction to display material inventory:

Navigation

Logistics Materials Management Inventory Management Environment Stock Warehouse Stock

 

What is the transaction code to display a material’s inventory level:

 

In the “Display Warehouse Stocks of Material” screen, enter the following:

 

Field Name	Data Entry
Material	Code for your elbow pads
Plant	Code for your Miami plant

 

 

You can search for your elbow pad by clicking on the  (SEARCH) icon and typing “*0##” in the Material field and hitting enter.

 

 (EXECUTE)

 

How many of your elbow pads are there in the Miami plant (Hint: look at the message at the bottom of the screen after executing):

 

Exercise Deliverables

 

In the System:

None

On Paper:

Answers to the Questions

 

Step 4: Review Account Balance

 

In this step, you will view the account balance of your Olympic Protective Gear vendor.

 

Navigate to the transaction to display vendor account balances:

Navigation

Accounting Financial Accounting Accounts Payable Account Display Balances

 

What is the transaction code to display a vendor balance:

 

In the “Vendor Balance Display” screen, enter the following:

 

Field Name	Data Entry
Vendor	Code for your Olympic Protective Gear
Company Code	Code for your GBI US
Fiscal Year	Current Year

 

 

 (EXECUTE)

 

If you get a message “No data read for fiscal year” this means that there are no transactions in the system for your vendor. Therefore the vendor balance is zero.

 

What is the current account balance for your Olympic Protective Gear:

 

Exercise Deliverables

 

In the System:

None

On Paper:

Answers to the Questions

 

Attachment 1: Exercise Worksheet

 

Name(s):

Course & Section:

Identifier:

Client:

 

What is the transaction code to create a material:

What is the transaction code to change a material (Immediately):

What is the transaction code to display a material (current):

What is the transaction code to create a vendor:

What is the transaction code to display a vendor:

What is the transaction code to change a vendor:

What is the postal code for this vendor:

What is the reconciliation account number for this vendor:

What are the payment terms:

What is the order currency:

What is the minimum order value:

What is the transaction code to display a material’s inventory level:

How many of your elbow pads are there in the Miami plant (Hint: look at the message at the bottom of the screen after executing):

What is the transaction code to display a vendor’s balance:

What is the current account balance for your Olympic Protective Gear:

 

Your Material Number	Base unit of measure	Gross Weight and Unit of Weight	Material Group	Purchasing Group	Moving Price	Price Control	Valuation Class
EPAD10##
RHMT10##
RKIT10##
OHMT10##
KPAD10##

 

Create Vendor Master

 

 

Create Trading Goods

 

 

Review Material

Inventory

 

 

Review Account Balance

 

 

 

 

 

 

Create Vendor Master

 

 

Create Trading Goods

 

 

Review Material Inventory

 

 

Review Account Balance

 

 

 

 

 

 

Create Vendor Master

 

 

Create Trading Goods

 

 

Review Material Inventory

 

 

Review Account Balance

 

 

 

 

 

 

Review Vendor Master

 

 

Review Material Master

 

 

Review Material Inventory

 

 

Review Account Balance

 

 

 

 

 

 

Create Vendor Master

 

 

Create Material Master

 

 

Review Material Inventory

 

 

Review Account Balance

 

 

 

 

 

 

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