Outlining Procurement of Direct Materials
Exploring Direct Procurement with Inbound Delivery
Using Complementary Procurement Functions
Using Automated Invoice Settlement

Carrying out the Procurement of Material with Serial Numbers

Objective

After completing this lesson, you will be able to carry out the procurement of material with Serial Numbers

Features of the Procurement of Serialized Materials

Watch the following video to learn how to purchase serial number materials in SAP S/4HANA Cloud.

Serialization is a way to keep track of individual materials. For some process tasks, such as goods receipt, goods issue, or inventory count, you enter not only the material and quantity but also the serial numbers of the individual pieces. A serial number is a unique number that identifies a particular material. For example, if the goods receipt quantity of a material is three pieces, you must enter a serial number for each piece. You can track all goods movements for a particular serial number.

Material Master Record for Serialized Materials

You define a material as serialized by entering a serial number profile in the Plant Data /Storage 2 view of the material master record.

Some serial number profiles are delivered in SAP S/4HANA Cloud, but you can also configure your individual profiles. The serial number profile controls, among other things, the process steps for which the entry of a serial number is required.

You can use both Create Material and Manage Product Master Data apps to manage serialized materials.

The figure, Material Master Record of a Serialized Material, shows an example of a serialized material using the Change Material app.

You can view the serial number profile of a serial number material using Change Material app.

Streamlined Procurement Process - Create Purchase Order

The simplified procurement process begins with manually creating a purchase order.

We recommend creating purchasing info records for recurring purchases of a particular product.

A purchasing info record contains information specific to a material and the supplier providing the material. It includes information such as the purchasing price, the planned delivery time, the standard order quantity, and tolerances for over- and under-deliveries. This data is used as default values in the purchase order transaction. The information is specific to a particular purchasing organization and, optionally, a specific plant.

The Manage Purchase Orders (F0842A) app allows you to create a purchase order manually in several different ways. We try to present various options during the course.

The following steps outline how you can create a purchase order with the Manage Purchase Orders app referring to a purchasing info record:

  1. Start the Manage Purchase Orders app.

  2. Choose Create to create a new PO.

    You can create purchase orders with item as serial number materials using the Manage Purchase Orders app

  3. Choose Add from Document in the item area.

  4. In the Add from Document dialog screen, enter the supplier and the material and choose Info Record as the purchasing document type. To start the selection, choose Go.

    You can use a purchasing info record as referenced document when you are creating a purchase order

  5. Select the required info record in the search result and choose Add Items to confirm your selection.

  6. Add missing item data, such as plant and order quantity, and choose Order to create the purchase order.

    Maintain the item information for the purchase order while using Manage Purchase Orders app

Streamlined Procurement Process - Post Goods Receipt

Use for example, the Post Goods Movement (MIGO) app to post a goods receipt for a serialized material.

  1. Start the Post Goods Movement app.

  2. Choose Goods Receipt as transaction and Purchase Order as the reference.

  3. Check the default value for the movement type and change it to 101 if necessary.

  4. Enter the reference document's number. If you don’t know the number of the document, use the Search function.

  5. To copy the items from the reference document, choose Execute or press Enter on your keyboard.

  6. You can post the goods receipt using the Post Goods Movement app

  7. Select the delivered items using the OK indicator. Change the item quantity and specify a storage location and stock type if necessary.

  8. Expand the item detail data.

  9. You can assign serial numbers while posting the goods receipt

  10. Select the Create Serial Nos Automatically checkbox.

    Note

    You can also enter the serial numbers manually or import them from a file, for example.

  11. Post the goods receipt.

Note

Although you cannot see the serial numbers on the stock overview, the system prompts you to enter the corresponding serial numbers when you withdraw a stock quantity of this material.

Note

Note that you can use both the ​Post Goods Movement (MIGO)​ app and the ​Post Goods Receipt for Purchasing Document (F0843)​ app for purchase order items with serialized materials.

Streamlined Procurement Process - Create Supplier Invoice

You use the Create Supplier Invoice app (F0859) to enter manually and post a supplier invoice related to a purchase order.

When you start the app, enter the company code (if it is not automatically proposed), the gross invoice amount, the invoice date, the reference, and the purchase order number. The system determines all further data.

The system proposes all items corresponding to the referenced purchase order in the item list. The system proposes the quantities and amounts of all items for which goods receipts were posted but not fully invoiced.

If necessary, change the proposed data to match the supplier invoice received. The system compares the supplier invoice data with the related purchase order data. If the deviation is outside defined tolerances, the invoice is posted but automatically blocked for payment.

You can create supplier invoices referenced to a purchase order using the Create Supplier Invoice app

Use Serial Number Process for Purchasing Direct Materials

Note

To execute this exercise, assign the business roles BR_PURCHASER, BR_AP_ACCOUNTANT, and BR_WAREHOUSE_CLERK to your user. You can maintain roles for your user using the Default Space→Maintain Business Users app.

You can add the tiles for the required apps for the exercises to your favorites on the launchpad using My Home→Apps→Add Apps. Alternatively, you can add them to theDefault Page using Default Space→Add Tile. When you open the app, for some apps, a link on the upper right corner of the screen is available so that you can add the corresponding tile to the desired page. For this, select the arrow icon to open the drop-down, choose ​Save as Tile​ , and select the ​Page​ to place the tile (E.g. ​, My Home to add to favorites).

Some steps of this exercise use the characters ### as a placeholder for the number in your user A010###. Whenever you see ### in the exercise step, replace it with your user number. You can check your user by displaying your user profile on the SAP Fiori launchpad. To do so, choose the Profile icon on the screen's upper right corner. The characters XXX is used as a place holder for Purchasing Group that you created in the first exercise. Whenever you see XXX in the exercise step, replace it with your purchasing group.

In this exercise, you create a purchase order for stock material directly. You create the purchase order for a material with serial number management, which is automatically approved. After that, you post goods receipt and also enabling the system to create and assign serial number to the items. Finally, you create the supplier invoice for the purchase order.

Steps

  1. In the role of purchaser, create a purchase order for the serial number process using the Manage Purchase Order app. For your entries, use the data in the table provided and note down your purchase order number ______________________________________________________.

    FieldValue
    Supplier10300001
    CurrencyEUR
    Purchasing GroupXXX
    Purchasing Organization1010
    Company Code1010
    MaterialTG0014
    Order Quantity5 PC
    Net Price15
    Plant1010
    Storage Location101A
    Tax CodeV1 Input Tax (Full Tax Rate)
    Goods-Receipt-Based Invoice Verificationselected
    Invoice Receiptselected

    1. Log on to the system to open the SAP Fiori launchpad.

    2. Start the Manage Purchase Orders app.

    3. Choose Create.

    4. Under the General Information section for Basic Data, enter 10300001 as the Supplier and press Enter. The parameters Currency, Purchasing Organization, and Company Code are filled in automatically with the values in the table. If not, fill in the values using the data provided in the table.

    5. Enter your purchasing group XXX as Purchasing Group.

    6. In the Items section, choose Create.

    7. Enter TG0014 as the Material and press Enter.

    8. Enter 1010 as the Plant, 5 PC as the Order Quantity, and 15 as Net Price.

    9. Choose the arrow on the item line to view the details.

    10. In the item section, choose the Process Flow tab. Ensure Invoice Receipt and Goods-Receipt-Based Invoice Verification are selected.

    11. Choose the General Information tab and enter 101A as the Storage Location.

    12. Under the Tax section, you see that the system has set V1 Input Tax (Full Tax Rate) as the Tax Code. If not, set the tax code.

    13. Choose Apply.

      Result

      The system takes you back to the Purchase Order page.

    14. Choose Order in the lower-right corner of the screen.

      Result

      The system displays the purchase order.

    15. Note down the purchase order number displayed in the upper-left corner of the screen.

    16. Choose General Information to verify the approval status.

      Result

      You should see Approved automatically as the Approval Status.

      Note

      You may need to wait some seconds and refresh the page to see that the purchase order status has been set to approved.

    17. Choose SAP to go back to the SAP Fiori launchpad.

  2. Now, in the role of a warehouse clerk, post a goods receipt for the purchase order for the material TG0014 with serial number management.

    1. Open the Post Goods Movement app.

    2. Keep Goods Receipt and Purchase Order selected.

    3. If not already set, select 101 goods receipt for purchase order into warehouse/stores as the Goods Movement Type and choose OK.

      Result

      After selection, you see GR goods receipt as the label and 101 as the value.

    4. If the system prompts the "Change to Default Values" tip, choose Continue.

    5. Enter the purchase order number that you have noted down as the Purchase Order and press Enter.

      Result

      The system displays the details of the purchase order.

    6. Choose the Serial Numbers tab.

    7. Select the Auto-Create Serial Numbers checkbox, which is displayed on the right.

    8. Select the Item OK checkbox.

    9. Choose Post.

      Result

      The successful message is displayed in the lower-left ribbon.

    10. Choose Exit to go back to the SAP Fiori launchpad.

  3. Create the supplier invoice with reference to the purchase order. Use the data in the following table to maintain the Basic Data.

    FieldValue
    TransactionInvoice
    Company Code1010
    Invoicing Party10300001
    ReferenceINV-SNP-###
    Invoice DateToday’s Date
    Posting DateToday’s Date

    1. Start the Create Supplier Invoice app.

    2. Under Basic Data, keep Invoice as the Transaction.

    3. Enter 1010 as the Company Code. Ignore the warning about data loss due to company code change.

    4. Choose today’s date as the Invoice Date and the Posting Date.

    5. Enter INV-SNP-### as the Reference.

    6. Choose the Purchasing Document References tab.

    7. Enter your purchase order number as the Purchase Order under Purchasing Document References and press Enter to confirm.

    8. Keep the checkbox for the item selected.

    9. Verify that 10300001 set as the Invoicing Party.

    10. Enter the value that is displayed as a negative balance as the Gross Invoice Amount in Basic Data.

      Note

      The Gross Invoice Amount in practice is the invoice amount from the supplier invoice. In the next step, the system would compare this amount and the amount that is in the referenced purchase order.

    11. Choose Check.

      Result

      There should be no differences in the amount value under balance. Close the system message dialog box if the system displays any info or warning other than a balance error.

    12. Choose Simulate.

    13. Choose Post.

    14. Choose No to the creation of a new invoice message. The system takes you back to the SAP Fiori launchpad.

Learning

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