Understanding Procurement of Batch Material

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Demonstrate the procurement of batch material

Features of the Procurement of Batch Materials

In many industries, in particular process industries, it is necessary to work consistently with homogeneous partial quantities of a material or product all along the logistic quantity and value chain.

A batch is a partial quantity of a material that is managed separately from other partial quantities of the same material in the stock.

Batch management covers the entire logistics process, from procurement to sales. Batch management is very closely linked to inventory management. Batch management enables you to manage stock at a level below the storage location. When you move a stock quantity of a batch-managed material, you must always enter the corresponding batch number.

In SAP S/4HANA Cloud, a batch with its number and properties is unique for a particular material across all plants where the material is managed. However, the same batch number can be reassigned to different materials with different specifications.

We here present the following scenario:

  • A material is managed in batches.
  • You order a certain quantity of this material from a supplier.
  • When entering the goods receipt, you specify the batch number(s).
    In this scenario we assume that the batch number(s) is/are noted on the delivery note. Alternatively, you can have the system create the batch numbers automatically.
  • You review the stock of your batch-managed material.
  • You enter and post a supplier invoice.

Material Master Record for Batch Materials

If a material is to be managed in batches, you must set the corresponding indicator in the material master record in either the Purchasing, Work Scheduling or General Plant Data / Storage view.

The following figure shows an example of a material with a batch management indicator.

Streamlined Procurement Process - Create Purchase Order

The simplified procurement process begins with the manual creation of a purchase order.

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

A purchasing info record contains information specific to a material and the supplier providing the material. It contains 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 different options in the progress of 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.

  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.

  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 the plant and order quantity and choose Order to create the purchase order.

Streamlined Procurement Process - Post Goods Receipt

Use the Post Goods Receipt for Purchasing Document (F0843) app for posting a goods receipt with reference to a purchase order.

  1. Start the app and choose the purchase order for which you want to post the goods receipt. You can enter the desired purchase order directly or enter the supplier name to find the desired PO.

  2. The system proposes for each item the open quantity, the plant, the storage location, the stock type and so on, from the purchase order.

  3. Enter the relevant data like delivery note, bill of lading, document date and posting date. Mark the items which are delivered, check and if necessary update the proposed data. Enter the batch number.

  4. Post the goods receipt.

If the delivered 100 pieces were to be split into several batches, you could split the goods receipt item accordingly. To do this, choose the indicator in the Distribution column at item level.

As a result of the goods receipt posting, the quantity is posted to the warehouse. The following figure shows how the stock per batch is displayed in the Stock Overview (MMBE) app.

Streamlined Procurement Process - Create Supplier Invoice

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

Start the app, simply 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.

In the item list, the system proposes all items that correspond to the referenced purchase order. 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 according to the received supplier invoice. 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 the invoice is automatically blocked for payment.

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