Objective
In this unit, you will learn how to perform a procurement process for a consumable material, consisting of a purchase order, goods receipt, and invoice.
The following video describes the process, focusing on the first step, a purchase order for a consumable material, and introduces the account assignment category.
When you buy a material, you procure it either for stock or for direct consumption. When procuring for direct consumption, you must specify the consumption purpose in the purchase order by manually entering account assignment data, such as the account assignment object.
At goods receipt and/or invoice receipt, the consumption account specified in the purchase order is debited with the procurement value. In addition, the data for the account assignment object is updated.
The goods receipt does not affect the total value and usually does not affect the total quantity of the stock.
To be able to enter account assignment data in a purchase order item, you must first specify an account assignment category in the item. The account assignment category determines which account assignment object can be entered.
To procure material for a project and a cost center, Paula must use the account assignment categories P for the account assignment object project and K for the account assignment object cost center.
Here are some examples of account assignment categories defined in the SAP S/4HANA system:
K for cost center
P for project
C for sales order
F for production order
A for asset
In the following demo, you will learn how to order a material with a material master record for a project using the Manage Purchase Orders app.
When a material is procured directly for consumption, a material master record is not mandatory. This means that a material number can be entered in a purchase order item with an account assignment category, but is not required.
When procuring a consumable material without a material master record, you must manually enter a short description, a material group, and a purchase order unit in a purchase order item, since this data cannot be taken from a master record. This is different from a material with a master record.
Paula has been asked to purchase oil pumps and LED desk lamps. She has already created the purchase order for the oil pumps. However, the message for this purchase order has not yet been sent. Since the supplier for the lamps is the same as the supplier for the oil pumps, Paula wants to add another purchase order item to her existing purchase order. She already knows that there is no material master record for the lamps.
In the following demo, you will see how to add another item to an existing purchase order using the Manage Purchase Orders application. You will also learn how to order a material without a material master record.
Note
If a value in the exercise contains ##, replace the ## characters with the number assigned to you.
Normally you buy the material A500-## (Oil Pump 500/##) to replenish the warehouse stock. As an exception, you have to procure this material directly for a specific project.
Order 10 pieces of material A500-## for the project with the WBS element F-10099.2. The material is again purchased from supplier T-S52A## (EFT-Parts ##) at a price of EUR 52 and is to be delivered to plant 1010 (Hamburg).
To create the purchase order, use the Manage Purchase Orders app.
On the SAP Fiori launchpad, choose the Purchase Order Processing tile group, and start the Manage Purchase Orders app.
To add a new purchase order, choose Create.
On the Purchase Order window, enter T-S52A## in the Supplier field.
In the Items section, choose Create.
Caution
Enter the following data for the item and after this, confirm you entries by pressing Enter:
| Field | Value |
|---|---|
| Material | A500-## |
| Plant | 1010 |
| Order Quantity | 10 |
| Net Order Price | 52 |
Note
Click the arrow 
button on the right side of the PO item line to open the item details.
On the Purchase Order Item window, in the General Information section, select Project (P) as Account Assignment Category.
Scroll down to the Account Assignment section by choosing the Account Assignment tab page.
To display more account assignment details for the PO item, choose the arrow on the right side of the account assignment line.
On the Purchase Order Item Account Assignment window, enter F-10099.2 in the WBS Element field.
To return to the PO overview, choose Apply twice.
To create the PO, choose Order.
If you like, make a note of the PO number.
Choose 
(Navigate to Home) to leave the app.
You are informed that 5 desk lamps are still to be ordered from supplier T-S52A##. Since today's purchase order for this supplier has not yet been dispatched, add a new item to this purchase order.
Use the Manage Purchase Orders app to select the current purchase orders for supplier T-S52A## which has not yet been sent.
Do not leave the app after this step.
Start the Manage Purchase Orders app on the SAP Fiori launchpad.
Enter SupplierT-S52A## and StatusNot Yet Sent as filter values.
To start the selection, choose Go.
Your purchase order from task 1 of this exercise should be listed in the search result.
Stay in the app for the next task.
Display your last purchase order for supplier T-S52A## and add a new item for the desk lamps. As there is no material master record for the lamps, enter a free text item with the data from the table below.
Before you save the purchase order, change the dispatch time for the message output to Immediately. To ensure that the change of the dispatch time is applied to your purchase order, you must confirm your change by choosing Submit before you save the purchase order.
| Field | Value |
|---|---|
| Short Text | Luxalu desk lamp, dimmable |
| Plant | 1010 |
| Order Quantity | 5 PC |
| Net Order Price | 25,99 |
| Material Group | Office materials (006) |
| Account Assignment Category | Cost center (K) |
| Cost Center | 10101602 |
To display your PO with the status Not Yet Sent, choose the PO number or the arrow button on the right site of the item line in the Purchase Orders list.
On the Purchase Order window, choose Edit.
In the Items section, choose Create. Then choose the arrow button to open the detail for the new item.
Enter all data from the table above.
With the exception of the cost center, you enter all other data in the General Information section. To enter the cost center, scroll down to the Account Assignment section.
To return to the PO overview, choose Apply.
On the Purchase Order window, choose the Output Management tab page.
In the Dispatch Time field, select Immediately (1) and choose Submit at the right top of the list.
To save the PO, choose Order.
If you like, make a note of the PO number.
Choose (Navigate to Home) to leave the app.
Check the status of you purchase order. Has the message for the purchase order now been issued?
Use the Manage Purchase Orders app to select all purchase orders for supplier T-S52A## and your purchasing group Z##.
Start the Manage Purchase Orders app on the SAP Fiori launchpad.
Enter supplier T-S52A## and your purchasing group Z## as filter values. To start the selection, choose Go.
All selected purchase orders for supplier T-S52A## should have a status other than Not Yet Sent. The last PO should have the status Sent.