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Unit 03: PP
Procurement Cycle (p.45-136)
75
Computer Science
Professional
05/18/2011

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Cards

Term
What are the organizational levels involved in the Procurement Cycle? What is each related to?
Definition
Client (highest in S&D), CC (highest in FI), Plant (production - man fac, warehouse, or dist center - MM and S&D), SL (WM), Purchasing Org(pricing conditions are set here)/ purchasing group (buyer/grp of buyers - cannot be assigned to a purch org)
Term
What are the org levels in Inventory Management?
Definition
Client --> CC --> Plant --> SL
Term
A plant can be _______ or _______
Definition
physical or logical
Term
What is a purchasing organization?
Definition
an org level that negotiates condition of purchase with vendors for one or more plants or companies. Legally responsible for completing purchasing contracts. ; internal (typically) or external (subcontracted)
Term
What is a purchasing group?
Definition
the key for a buyer or group of buyers responsible for certain purchasing activities. ;
Term
How can you tell if Purchasing is centralized or decentralized?
Definition
by assigning the purchasing org to CC and plants
Term
What are the three different types of Purchasing Orgs?
Definition
Plant-Specific, Cross-Plant, Cross-CC
Term
Plant-Specific Purchasing Org
Definition
a purch org is responsible for procuring materials only for one plant
Term
Cross-Plant Purchasing Org
Definition
set up for each CC; purch org that procures material and services for all plants belonging to the CC
Term
Cross-CC Purchasing Org
Definition
cannot assign to CC!; purchases for mult. plants and CCs
Term
What are the views of the Material Master Record?
Definition
Basic Data, MRP, Stocks in plant/SL, FI, Storage, WM, Purchasing, Sales, Work Schedule, Quality Management, Forecasting, Classification
Term
How many times do you create data in the master record?
Definition
once
Term
What is material in the material master record used for?
Definition
all Logistic modules
Term
What is Vendor Master Record/what does it contain?
Definition
contains info about a vendor from a Purchasing and FI perspective
Term
What are the three types of Vendor Master Data?
Definition
General Data, CC Data, and Purchasing Org Data
Term
What is in General Data in the Vendor Master? Who is it valid for?
Definition
address, communication, control data, bank information; valid a client level; think of the overlap of GD, CC, and Purch Org Master Data
Term
What is in Company Code Data in the Vendor Master? Who is it valid for?
Definition
Account info, payment transactions, correspondence, withholding tax; valid at the CC level; involves GD
Term
What is in the purchasing org data in the Vendor Master? Who is it valid for?
Definition
purchasing data, partner roles; valid/managed by each individual purchasing org; GD is relevant here
Term
Purchasing Info Records
Definition
contain concise info on a vendor and the material you procure from this vendor; is the overlap of Vendor and Material Master
Term
What is maintained in the Purchasing Info Record?
Definition
-current and future prices and conditions (ex: freight and discount)
-delivery data (ex: planned delivery time and tolerances)
- Vendor Data
- texts
Term
What is displayed as defaults when you create a Purchasing Doc?
Definition
Purchasing Info Records
Term
Conditions (in Purchasing)
Definition
-used in purchasing orders to determine price
-references PO, Quotes, Outline Agreement, and Info Record
Term
What types of conditions are used in purchasing?
Definition
-in a contract apply to all contract release orders created w/reference to this contract
- in a purch info record apply to all PO items that contain the material and vendor in the purch info record
-extended conditions are only included in the PO if it meets certain criteria
Term
Draw out the Procurement Cycle
Definition
Req Det ---> Payment (8 steps)
Term
What are the steps in the Procurement to Pay Process? Integration points? Docs Created?
Definition
Req Determination (MM)
Det. Source of Supply
Vendor Selection
Order Processing (MM)
PO Maintaining
G/R (MM & FI)
Inv Verification (FI & MM)
Payments (FI)
Term
What is the three-way match? And what does each one check?
Definition
Order Processing/PO = Quantity/Price
G/R = quantity
Invoice Verification = price
Term
Req. Determination: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: Internal docs you use to request your purchasing dept to procure a particular quantity of a material or a service for a particular date.

Created through: MRP or Manually
Turned into a RFQ (request for quotation) or PO

-Names material and how many
-Determines Account assignment
-Integration: MM
Term
What are the Account Assignment Objects?
Definition
(5) Asset, Cost Center, Project, Sales Order, Production Order
Term
Determine Source of Supply: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Evaluate price, quote, etc
Term
Vendor Selection: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: choose based on best price or most value

-Integration: none
Term
How many purchase reqs can go into 1 PO? How many POs to a purchase req?
Definition
Many; multple PO to 1 purch req
Term
Purchase Order Processing: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: a formal request to a vendor to supply you with goods or services at the conditions stated in the purchase order

-Created w/reference to: purchse req (w or w/o reference), RFQ, or PO
-Give info needed for Inv Verification and G/R

-Creates document and output/establishes price and output
-Determines Item Category
-Integration: MM
Term
What are the Item Categories? And Defns.
Definition
-Standard ( ); for materials procured externally
-Consignment (K); vendor makes materials available, entered as "material to be provided" (kept on hand but no liability arises til it's withdrawn from consignment stock - not when put in consignment stores)
-Service (D); as says
-Third-Party (S); order material from vendor and have them deliver good to thrid-party (customer), then sends your company the mat. invoice
-Stock Transfer (U); material transferred from one plant to another
-Subcontracting (L); finished product is ordered from a vendor, and it's components that need to be manufactured are "entered as material to be provided"
(6)

Defn: defines the process used to procure a material or service
Term
Purchase Order Monitoring: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: ensuring all is well with PO; buyer can monitor the processing stats of the PO online at any time

-dunning occurs here
-PO history updated
Term
G/R: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: a goods movement in which the receipt of a goods from both an ext vendor and from production is posted

-can do quality management here

FI Actions:
Inv (or Exp?) is debited, GR/IR credited

CO Actions:
Debit to Internal Order (IO)

-Docs Created: MM, FI, CO, PO History Updated, Transfer Req(in WM)
-Inspection Lot created if Quality Management is active
-Output can be generated
-Integration: MM & FI & CO
Term
Invoice Verification: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: Procurement process is completed with Inv Verification.

-Invoices and credit memo are entered and checked for accuracy of content and price
-creates link between MM and FI or CO
-If variances between PO or GR and IV then the system warns the user and blocks it for payment

FI Actions:
GR/IR debited, Vendor credited -> A/P credited in CO

-Docs Created: Invoice Doc is added to Po History, Material Master (value and MAP) updated, MM, FI
-Verified through PO or GR based
-Integration: FI & MM & CO
Term
Payment: Definition, explain the step, name the lists associated, integration points and docs created.
Definition
Defn: select payment method, select items for payment, calc payment amt - using any discounts etc, post payment doc, print


FI Actions:
Vendor debited --> A/P debited, Bank credited

-Can be done: Manually or auto by means of payments program
-Post outgoing payment
-post differences

-Doc Created: FI?
-Integration: FI
Term
Consumable Material (examples)
Definition
materials or goods that are procured SPECIFICALLY for an account assignment object; ex: office supplies-assigned to cost center, computer systems - assigned to an asset
Term
What are the three cases for consumable goods?
Definition
- consumable goods w/o master record
- consumable goods w/Material Master Record that is not subject to inv management (on quantity or value basis)
- consumable goods w/Material Master Record that is subject to inv management on quantity, not value basis
Term
Is a material master record necessary for consumable goods?
Definition
Nope
Term
When procuring consumable materials w/no Material Material Record, what is needed?
Definition

-Account assignment

- short text (description)

- material group

- order unit

Term
What's in a PO header?
Definition
Doc number, terms of payment, purchase order date, vendor, currency, etc
Term
What's in PO Item Data?
Definition
material number, short text, order quantity, delivery date, PO price
Term
What are messages? What kind of output can they produce?
Definition
POs, PO changes, and order acknowledgements can be issued as message; output can be via printer, EDI, or fax machine; can be customized
Term
Goods movements can be both ____ and ______
Definition
internal and external
Term
What are the movement types? What is its role?
Definition
goods receipts, goods issues, stock transfers, and transfer postings

- central role in automatic determination
Term
Goods Receipt
Definition
(GR) a goods movement in which the receipt of a goods from both an ext vendor and from production is posted

-leads to a increase in warehouse stock
Term
Goods Issue
Definition
(GI) a goods movement in which a material WITHDRAWAL, goods issue, material consumption, or goods shipment is posted to a customer

-leads to a decrease in warehouse stock
Term
Stock Transfer
Definition
removal of materials from a particular SL and placement into another SL, can take place both w/in the same plant and between two plants
Term
Transfer Posting
Definition
doesn't need to be linked to a physical movement; material to material or transfer of consignment are examples
Term
How do you enter goods receipt against production and PO? What movement type?
Definition
Type 101
Term
What are the options for if the goods receipt goes into quality inspection?
Definition
-If set prior to use, post to inspection stock indicator in Purchasing or Work Scheduling Data in Material Master; stock type = quality inspection is adopted in purchase or PO
- if it's an exceptional case only, enter stock type = Stock in Quality Inspection only in relevant doc (purch or PO); ex: material from new vendor
Term
What is in stock overview?
Definition
-can display material stocks for each org level; quantities are totaled for each org unit
-is a static display (can only view current stock situation)
Term
What are the stock types for a G/R?
Definition
unrestricted-use stock, stock in quality inspection, blocked stock
Term
If usability of stock changes, what do you do?
Definition
make a transfer posting between the diff stock types; or physical goods movement (only possible between one plant in this case)
Term
What does a material doc consist of?
Definition
doc header and at least one item
Term
What's in a material doc header?
Definition
posting date and name of the creator
Term
Material and Account Docs are __________ Docs
Definition
Independent
Term
What are types of Invoice Verification?
Definition
-Purchase Order(PO)-Based: settle all items, even if partial deliveries

-Goods Receipt(GR)-Based: use the goods receipt a the basis of the invoice entry, invoices for quantities greater than GR cant be posted

**Set this invoice type in PO
Term
What are docs that are created in the system stored in?
Definition
Database Tables
Term
What selects list displays?
Definition
Selection parameter and scope-of-list parameter
Term
Selection Parameter
Definition
determines what docs are analyzed by the report
Term
Scope-of-List Parameter
Definition
determines which data is displayed for a selected doc; can determine with this if it is outputted with ALV Grid Control or not.
Term
What are the ways of viewing lists?
Definition
SAP List Viewer and ALV Grid Control
Term
What are the key elements of the two list viewers?
Definition
-Uniform design of all lists and tables
-Cross App, standard functions w/uniform icons
-simple creation and changing of layouts
-redundancy can be avoided
Term
What is ALV Grid Control?
Definition
used in list displays and other transactions
Term
What are some work lists?
Definition
Del. Do List, Bill Do List, Post Do List
Term
What are some functions of the SAP List Viewer and ALV Grid Control?
Definition
Choose detail, set filter, sort, add values, create subtotals, layout change
Term
What is layout (display variant)?
Definition
way to change the appearance of lists; can hide or add fields, arrange them , etc; can create your own variants
Term
What are the info systems available in LIS?
Definition
SIS (sales), PURCHIS (purchasing), INVCO (inventory controlling), TIS (transportation), SFIS (shop floor), QMIS (qualiy management), PMIS (plant maintenance)
Term
What are info structures and their three basic types of info?
Definition
Defn: special stats tables which contain transactional data from teh different applications. Constantly updated and collected by the system

Three types: Characteristics (criteria specified to collect data on a subject), period unit (picking the period - day, wk, mo), key figures (performance measures - qualitative magnitudes)
Term
What is standard analysis reporting?
Definition
-established when you determine the object to analyze and make selections
-can use to complete mast record or doc info from various drill-down lists
Term
What are the Function in Standard Analysis Reporting?
Definition
ABC Analysis, Classification, Segmenttation, Plan/Act Comp, cum freq curve, time series, correlation

Additional Info: master data, docs, info jum
Term
What is flexible analysis reporting?
Definition
-allows user to determine the way in which data should be combined in an individual report, you define form, and contents via menu
Term
What does flexible analysis enable the user to do?
Definition
-combine characteristics and key figures from diff info structures in one list
-use your own formulas to calc new key figures from existing ones, choose btwn variety of layouts
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