Understanding Procurement of Operating Supply Material

Auxiliary materials and supplies can be stored in warehouse on a quantity and value basis, are procured externally, and can be planned with MRP. SAP S/4HANA Cloud provides a special material type for materials that are to be created as operating supplies: HIBE.

The figure, Material Master Record for Operating Supply, shows an example of a material with material type HIBE.

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

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 purchase order.

2. The system proposes for each item the open quantity, the plant, the storage location, the stock type etc. 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.

4. Post the goods receipt.

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

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.

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.