J50 BPP en in

SAP ECC 6.
00
June 2007
English
J50: Procurement -
Contract
Buliding Block Business Process Procedure
SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices J50: Procurement - Contract – BPP
Copyright
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© SAP AG Page 2 of 20
Contents
1. Purpose.......................................................................................................................... 5
2. Use................................................................................................................................. 5
3. Process Flow.................................................................................................................. 5
4. Creating a Basic Agreement (Quantity Contract)...........................................................5
5. Release of contract........................................................................................................ 7
6. Creating a Purchase Requisition....................................................................................8
7. Processing the Purchase Requisition...........................................................................10
8. Creating Purchase Order............................................................................................. 11
9. Message Output........................................................................................................... 12
10. Posting the Goods Receipt...........................................................................................14
11. Posting Invoice Receipt and Invoice Verification..........................................................17
12. Monitoring the Outline Agreement................................................................................19
Icons
Icon Meaning
Caution
Example
Note
Recommendation
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Typographic Conventions
Type Style Description

Example text Words or characters that appear on the screen. These include Field
names, screen titles, pushbuttons as well as menu names, paths and
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Cross-references to other documentation.
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Example text Exact user entry. These are words or characters that you enter in the
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words and characters with appropriate entries.
Procurement - Contract
1. Purpose
This document provides you with a detailed description of all steps for the Procurement
Contract scenario. The target group is the end users of your enterprise. Finally, this document
guides you through the entire scenario and is suitable as training material.
2. Use
Basic agreements are long-term agreements with the supplier over the supply of materials or
the contribution of services to determined conditions within a certain period. The basic
agreements are differentiated as follows:
 Quantity contracts: An agreement that a customer will order a certain quantity of a
product during a specified period.
 Value contracts: A contract (form of long-term purchasing arrangement) in which the
purchase of goods or services up to a total value is agreed.
 Delivery schedules: Agreement based on delivery time and conditions for supplier
materials.
3. Process Flow
A basic agreement between the purchase organization and a supplier is concluded in the
form of a quantity contract. In this contract, the material (or material group) and the quantity
are defined. The quantity contract is assigned as the source of supply, based on a purchase
requisition. In the next step, the purchase requisition is converted into a purchase order.
Invoice verification takes place after goods receipt.
Master Data
Before running through this scenario, ensure that the following master data exists.
Field name Value Description Note
Plant BP01 Production Plant
Purchase organization BP01
Purchasing group 101
Material: 40500001 & FG Material is required
20500001 for Cenvat
Determination.
Vendor 85414901
4. Creating a Basic Agreement (Quantity

Contract)
Use
A quantity contract is an agreement between a purchasing organization and a supplier/vendor
to decrease or increase a certain quantity of a product in an indicated period. The purchasing
organization fulfills a contract, by placing sales orders against it. These sales orders are
called know as release orders (or call-offs). The supplier/vendor fulfills the contract, by
supplying the released quantity.
When you create a call-off, you refer to the relevant contract. The system automatically
updates the released quantities in the contract.
Prerequisites
A basic agreement is made with the supplier for a defined quantity of materials within a
certain period.
Procedure
1. Access the activity using one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu Logistics  Materials Management  Purchasing  Outline
Agreement  Contract  Create
Transaction code ME31K
Option 2: SAP NetWeaver Business Client (SAP NWBC) via AIO role
AIO role (Name) SAP_AIO_PURCHASER-K (Purchaser)
AIO role menu Purchasing  Contracts  Create Contract
2. On the Create Contract: Initial Screen, enter the necessary data:

Field name Description User Actions Comments
and Values
Vendor 85414901
Agreement type MK Quantity contract
Agreement date Begin of run time DD. MM. YYYY
Purchasing BP01
organization
Purchasing 101
group
Plant BP01
Storage location 2140
Req. Tracking Req. Tracking For example Helps in searching the
Number Number Con:1 contract document
3. Choose Enter.
4. On the Create Contract: Header Data, enter the necessary data. Check the proposed
values of the other fields and correct them if necessary.
Field Description User Actions and Values Comments
name
Validity DD. MM. YYYY
end
5. Choose Enter.
6. On the Create Contract: Item Overview, enter the necessary data and choose Enter.
Field name Description User Actions and Values Comments
Material Material Code 40500001
Target quantity 1000 Pls. Ensure
that Value
doesn’t exceed
999999 INR
OUn Ordering unit Nos

Net price 150
Per Purchase quantity Default = 1
for price
OPU Ordering price Nos Default from
quantity unit material master
as Basic UOM
Then choose Item  conditions , in the New Screen Change Gross Price Condition, choose
Scales or F2, then enter following values
Scale Quantity Condition Scale 100 Up to 10 Nos ,

Quantity Net Price
Amount Amount 150
Continue with other Entry.
Scale Quantity Condition Scale 500

Quantity
Amount Amount 140 Up to 500 Nos ,
Net Price
Scale Quantity Condition Scale 1000
Quantity
Amount Amount 130 Up to 1000 Nos
, Net Price
7. Choose Save.
Result
The basic agreement is stored in the system and can be used as source of supply during
order handling.
For the costs of the basic agreement (expected in Controlling), a liability is

created at the same time. This liability is resolved when the contract is fulfilled (in
terms of quantity or value) or when the final delivery indicator is set when the last
of the goods are received.
5. Release of contract
Use
You have to release a Contract before proceeding with the next transaction provided
contract value Exceeds Rs.99, 999
Prerequisites
If you have created a purchase order with >= 99,999 INR
Procedure
1. Access the activity using one of the following navigation options::
Agreement  Contract  Release
AIO role (Name) SAP_AIO_PURCHASER-E (Purchasing Manager)
AIO role menu Purchasing  Approval  Release (Approve) Purchasing
Documents
2. On the Create Contract: Initial Screen, enter the necessary data:

Field name Description User Comments
Actions
and
Values
Release Code Release Code 01 Purchase officer
Release Group Release Group 02
Then choose Execute , On the New Screen Release purchase Documents with Release
Code
3. Position cursor on Contract Number, for example 4600000## , then choose the Release +
Save or F7
4. Similarly Repeat this for Release Code 02- Materials Manager
Field name Description User Comments
Actions
and
Values
Release Code Release Code 02 Materials Manger
Release Group Release Group 02
Then choose Execute , On the New Screen Release purchase Documents with Release
Code
5. Position cursor on Contract Number, for example 4600000## , then choose the Release +
Save or F7
Result
Purchasing document (Contract) has been Saved.
6. Creating a Purchase Requisition

Use
In this activity the MRP controller manually creates the purchase requisition. The MRP
controller is responsible for the inventory levels of stock material. Once it has been manually
created, the purchase requisition contract is assigned as a source of supply. It is then

converted into an order.
Prerequisites
The material group of the requested material corresponds with the category of commodities in
the contract.
Procedure

SAP menu Logistics  Materials Management  Purchasing 
Purchase Requisition  Create
Transaction code ME51N
AIO role (Name) SAP_AIO_PURCHASER-S (Purchaser)
AIO role menu Purchasing  Purchase Requisitions  Create Purchase
Requisition
2. On the Create Purchase requisition screen, enter the following data, then choose Expand
from Item Overview.
Document Type Purchase Requisition
3. On the Create Purchase requisition screen, under Item Overview, enter the following
data, and then choose Enter.
Field name Description User Actions and Comments
Values
Material 40500001
Qty. requested Demand quantity 500
Deliv. data Requirement date Today, plus one week
Plant BP01 If the entry has not yet
been made
Purchase Purchase Group 101 Default from material
Group Master
Tracking Tracking Number PR-1 You can have own values
Number
4. Choose Save. Note the purchase requisition number.
Result
The purchase requisition is created in the system, but is not presently assigned a source of
supply. Purchase Requisition 00100000XX Created.
You only need the input of the ordering unit if it deviates from the base quantity
unit of the stock of material.
7. Processing the Purchase Requisition

Use
In this activity, you assign the purchase requisition to a source of supply and then convert it to
an order. During this assignment and conversion, the conditions from the information records
or basic agreements are transferred to the purchase requisition.
Prerequisites
The purchase requisition is created and in the system a valid source of supply (such as a
contract) is available.
Procedure

Purchase Requisition  Follow-On Functions  Assign
And Process
Transaction code ME57
AIO role (Name) SAP_AIO_PURCHASER-S (Purchaser)
AIO role menu Purchasing  Purchase Requisitions  Assign And
Process Purchase Requisitions
2. On the Assign and Process Purchase requisitions screen, make the following entries:
Purchase Document number Your purchase requisition You can
requisition number for example, search the
10000053 PR by using
Tracking
Number
match code
Purchasing 101
Group
Scope of list Display format A All
Plant BP01
Sort indicator Sequence of the output 1 Default 1
3. Choose Execute.
The purchase requisition that you created is displayed. To display purchase

requisitions that are not yet completed but have been assigned to a source of
supply, choose Assigned purchase requisitions in the selection mask.
4. On the Assign and Process Purchase requisition screen, choose the item, then choose
Assign automatically (or, from the menu bar, choose Edit  Source of supply  Assign
automatically).
The system determines if valid sources of supply for the material are available.
The following purchasing data is checked in sequence:
Quotation  Order book  Basic agreement  Information record.
If a single valid source of supply exists, it is assigned. If multiple sources exist, a
dialog box displays, asking you to choose the source of supply.
5. In the Source Overview for Purchase Requisition dialog box, choose the line containing
vendor 85414901 and your contract number, then choose Enter.
6. Choose Save.
Before you assign the source of supply, you can display the sources of supply,
the vendor master records, or the supplier report. Additionally, you can execute a
price simulation for one or multiple vendors related to a certain order quantity with
or without real price calculation. After the selection of the source of supply, the
allocation list is redisplayed. Save your entries and do not leave the dialog.
Result
The purchase requisition is assigned a Source of Supply and the link to Outline Agreement is
established.
To display the release order documentation in the basic agreement, enter

transaction code ME33K. Choose the appropriate line item, then choose Release
Order Documentation (or from the menu bar, choose Item  Statistics 
Release order documentation). The calls are documented and the information
about the individual call-off quantities and the residues are displayed. You can
also receive this information about the info system or by analyses.
8. Creating Purchase Order

Use
A purchase order is a legal document used to record an individual purchase with the vendor.
It also provides the vendor with a reference document to link to shipping (goods receipt) and
invoicing (invoice verification) processes. The purchase order is a commitment to a vendor
for a given material, in a specified quantity at a predetermined price and delivery date.
Ensure that Purchase Order Value does not exceed to INR, 99,999.00, if the
purchase order value crosses this limit a release procedure is applied on this
purchase order. To know how to release purchase order, refer building block J84
and step 2 Release or Purchase Order.
Procedure
1. Access the transaction choosing one of the following navigation options:

Purchase Order  Create  Vendor/Supplying Plant
Known
Transaction code ME21N
AIO role (Name) SAP_BP_PURCHASER-S (Purchaser)
AIO role menu Purchasing  Purchase Orders  Create Purchase Order
2. Choose Document Overview On if it is disabled.

3. Choose the Variant for Purchase Requisitions. Enter the Purchase Requisition against the
Purchase Requisition Number. Choose Execute.
4. The Purchase Requisition Number appears on the Document Overview.
5. Choose the Purchase Requisition & drop it into the Shopping Cart. Then system will
Automatically brings the values from Contract & Purchase Requisition Quantities,
6. On the Create Purchase Order screen, You need to enter only Tax code, other will
defaulted
Field name Description User action and values Comment
In Item Details ,Choose Invoice tab and Maintain following Values
Tax code Tax code VG 16% ED,
2%Ecess ,
(Cenvat 16.32% + 4%
4 %VAT- Non-
NCG VAT)
capital Goods
7. The Purchase Order may be posted by choosing Save.
Result
A message will be displayed stating that the purchase order was saved, with the purchase
order number.
Example
Standard PO created under the number for example, 4500000043
9. Message Output
Use
A Purchase Order needs to be printed for transmitting to vendor.
Procedure
1. Access the activity choosing one of the following navigation options:

Purchase Order  Messages  Print/Transmit
Transaction code ME9F
AIO role menu Purchasing  Purchase Orders  Message Output
2. On the Message Output screen, make the following entries:

Purch. Doc.
Data
Document Purchase Order # Choose from drop down
Number menu
45000000##
Vendor Vendor # Choose from drop down
menu
Purchasing Purchasing Choose from drop down
Organization Organization # menu
BP01
Purchasing Purchasing Group # Choose from drop down
Group menu
101
Document Identifier allowing Choose from drop down
Type differentiation between menu
the various kinds of
purchasing document
in the SAP system
Document Date on which the Enter Document date or
Date purchasing document choose from drop down
was created. menu
Message
Data
Application Subdivides the usage EF defaults for Purchase
of a condition for the Order
use in different
application areas
Message type Specifies the kind of Choose from drop down
output menu
NEU
Transmission You can process the Choose from drop down
time-spot message immediately menu
or at a later time. If
processing later you
must use report
program RSNASST00
Processing Indicates the status- Default is 0
status
1 indicates the process
was successful.
2 indicates an error
0 indicates the process
has not yet started
Creation date Date the message is Enter date or choose the
create drop down menu
Time created Displays the time the Defaults to time started
message was created
3. Choose Execute.
4. On screen Message Output choose the appropriate Document number and perform the
following:
Choose Output Message and/or
Choose Display Message and/or
Choose Message Detail and/or
Choose Trial Printout
10. Posting the Goods Receipt

Use
In this activity, you post a goods receipt with reference to a purchase order. If a commodity is
supplied by a purchase order, it is important for all concerned departments that the incoming
goods refer to this order, because:
 The receiving point can check if ordered items were supplied
 Based on the data from the purchase order (order material, quantity and so on), the
system can suggest the data for goods receipt posting. It can also check for over- and
under-deliveries noted with incoming goods.
 The supply is noted in the purchase order history. The purchasing department can pursue
the purchase order history, and if supply is late, recommend a different procedure.
 The ordered and the supplied quantity are checked in the supplier's invoice.
 The ordering or invoice price is checked for the incoming goods.
Prerequisites
The part number is noted on the delivery note of the incoming goods, so that they can be
posted directly with reference to the purchase order.
Procedure
1. Access the activity choosing one of the following navigation options:
SAP menu Logistics  Materials Management  Inventory
Management  Goods Movement  Goods Receipt  For
Purchase Order  PO Number Known
Transaction code MIGO
Option 2: SAP NetWeaver Business Client (SAP NWBC)

AIO role (Name) SAP_AIO_WAREHOUSESPECIALIST-S (Warehouse Specialist)
AIO role menu Warehouse Management  Receiving  Goods Receipt

Purchase Order
2. On the Goods Receipt Purchase Order screen, make the following entries:
Goods Goods Receipt Choose from drop down list
Receipt for action
Purchase Purchase Order input the PO number which
Order generated above
45000000##
Movement
Type
Document Document Date Enter document date

Date
Delivery Note in Header Delivery Number from
Vendor
Vendor Vendor Defaulted from purchase Grayed out
order
Posting Date Posting date Enter posting date
Bill of lading Bill of lading Enter bill of lading
Header text Header text Enter header text
Material Material tab Defaulted from Purchase Grayed out
Order
Qty in unit of Quantity in unit of entry Enter the quantity you have Quantity
entry received from vendor. As a defaulted from
default system will give Purchase Order
purchase order quantity
Qty in delivery Quantity in delivery Enter the quantity as per
note note vendor delivery challan
Movement Movement type Defaulted from header
type screen
Stock type Stock type Defaulted from material
master or purchase order
Plant Plant Defaulted from purchase
order
BP01
Storage Storage location Defaulted from purchase
location order if entered
2140
Goods Goods Recipient Enter the name of person
Recipient who received goods
Unloading Unloading point
point
Text Text Enter the text if required
Purchase Purchase Order Defaulted from header data Grayed out

Order
Del. Delivery completion Defaulted by system if PO
completed indicator Qty = GR Qty
ind.
Vendor Vendor name Grayed out
Batch Batch number Enter batch number if
externally maintained by you
or system will allocate batch
number
Vendor batch Vendor batch Enter vendor batch number
for reference
3. Choose Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data for capturing vendor excise
invoice details and for posting Part I and Part II of Excise Duty.
4. On the Excise Invoice tab at Header Data make the following entries.
Capture & Capture & Post Excise Choose Capture & Post Defaulted
Post Excise Invoice on Excise Excise Invoice from drop
invoice Action down list
Excise Group Excise Group Defaulted by the system
Excise Excise invoice Enter the vendor Excise
Invoice Invoice number
For example:
CON-1
Excise Inv. Excise Invoice Date Enter the excise invoice date
Date of vendor
BED Basic Excise Duty Defaulted from purchase Grayed out
order
Ecess Educational Cess Defaulted from purchase Grayed out
order
Chapter ID Chapter ID of material Defaulted by the system
No action required
EI Quantity Excise Invoice Quantity Defaulted by the system
from Goods Receipt quantity
Base Value Base value of material Defaulted by the system
BED Basic Excise Duty Defaulted by the system
Ecess Educational Cess Defaulted by the system
4. Choose Check at the top of screen.

5. Choose Post to post the document.
Result
Material document posted.
Example
Material document 50000000## posted
11. Posting Invoice Receipt and Invoice

Verification
Use
The following activity involves posting the invoice receipt and logistics verification.
The logistics verification is part of materials management (MM). At the end of the
logistic chain from purchase, inventory management and, audit, the logistics
verification checks invoices for material, price concerning, and computational
correctness. When the invoice is posted, the invoice data is secured in the
system. The system updates the data from the invoices in materials management
and accounting. Within materials management, the logistics verification has the
following functions:
 It completes the materials procurement process - which starts with the

purchase requisition, continues with purchasing and goods receipt and
ends with the invoice receipt
 It allows invoices that do not originate in materials procurement (for
example, services, expenses, course costs, etc.) to be processed
 It allows credit memos to be processed, either as invoice cancellations or
discounts
Invoice Verification does not handle the payment or the analysis of invoices. The
information required for these processes is passed on to other departments.
Invoice verification provides the link between the Materials Management
component and the Financial Accounting, Controlling, and Asset Accounting
components
Prerequisites
The purchase invoice of the supplier exists and can be assigned either a delivery note or an
order.
Procedure
SAP menu Logistics  Materials management  Logistics Invoice

Verification  Document entry  Enter Invoice
Transaction code MIRO
AIO role (Name) SAP_AIO_AP_CLERK-S (Accounts Payable Assistant)
AIO role menu Accounts Payable  Invoicing  Enter Incoming Invoice
2. On the Enter Company Code screen, enter the following data if required:
Company Code BP01
3. Choose Enter.
You only have to enter the company code the first time you call transaction MIRO
during a log-on. Afterwards, you can modify the accounting area by choosing
Company code change at any time. If incoming invoices are entered
predominantly or exclusively to one company code, you should enter the
company code in the user parameter Company codes in the user master data. If
you do this, you no longer have to enter the company code every time you call
the transaction.
4. On the Enter Invoice screen, enter the necessary data, and then choose Enter.
Field name Description User Actions and Comments
Values
Invoice date Date of the external DD.MM.YYYY Default: current date
document (invoice)
Posting date Date for the accounting DD.MM.YYYY Default: current date
and cost accounting
Purchase Your purchase order
order number
(4500000043)
Tax Code VG 16% ED, 2%Ecess ,
4 %VAT- Non-captial
(Cenvat 16.32% +
Goods
4% NCG VAT)
5. In the Basic data section, in the field amount enter the gross amount. The gross amount
is the amount that you find on the PO reference tab page, + Taxes
to check the balance, choose Simulate.
Check the traffic light for the balance. If the invoice amount corresponds with the
value of the position, a green traffic light is displayed. Change the proposed value
of the amount in the item summary and choose Enter. The value is now no longer
correct and the traffic light changes to red. The invoice cannot be posted; only a
pre-entry is possible. Change the amount back to the original amount.
If the amount of the invoice corresponds with the amount of the position, but
deviates from the calculated quantities of the good receipts amount, you receive
a warning and the traffic light is yellow. The invoice can be posted, but it is closed
for payment. For further error details, choose Message.

To see which general ledgers are posted, choose Simulating.
6. Choose Post.
Result
The invoice is entered and posted. The purchase order history was updated. With the next
payment calculations, the payment can take place. A commitment is created in Accounting in
the receivable account; this is only posted on payment of the invoice amount.
The invoice from logistics verification has been transferred to the purchase order
history. To view the purchase order history, call the purchase overview and
choose Purchase order history.
If you receive the message Blocked for payment, release the document for
payment. To do this, from the SAP menu, choose Logistics  Material
Management  Logistics Invoice verification  Further processing  Release
Blocked Invoices. Choose the release invoice, then choose Save.
12. Monitoring the Outline Agreement

Use
In this activity, you monitor the outline agreement with the help of the release-order
documentation.
Prerequisites
The outline agreement is created.
Procedure

Agreement  Contract  Display
AIO role menu Purchasing  Contracts  Display Contract
2. On the Display Contract: Initial screen, enter the necessary data, and choose Enter.
Contract Your contract number (460000000)
3. On the Display Contract: Item Overview screen, choose the item, then choose Release
Documentation (or from the menu bar, choose Item  Statistics  Release docu).
Result
The system displays all release orders, the quantity release to date, target quantity, and the
open target quantity.

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Type Style Description

4. Creating a Basic Agreement (Quantity

Option 1: SAP Graphical User Interface (SAP GUI)

2. On the Create Contract: Initial Screen, enter the necessary data:

OUn Ordering unit Nos

Scale Quantity Condition Scale 100 Up to 10 Nos ,

Scale Quantity Condition Scale 500

For the costs of the basic agreement (expected in Controlling), a liability is

2. On the Create Contract: Initial Screen, enter the necessary data:

6. Creating a Purchase Requisition

created, the purchase requisition contract is assigned as a source of supply. It is then

Option 1: SAP Graphical User Interface (SAP GUI)

4. Choose Save. Note the purchase requisition number.

7. Processing the Purchase Requisition

Option 1: SAP Graphical User Interface (SAP GUI)

The purchase requisition that you created is displayed. To display purchase

To display the release order documentation in the basic agreement, enter

8. Creating Purchase Order

Option 1: SAP Graphical User Interface (SAP GUI)

2. Choose Document Overview On if it is disabled.

7. The Purchase Order may be posted by choosing Save.

Option 1: SAP Graphical User Interface (SAP GUI)

Transaction code ME9F

2. On the Message Output screen, make the following entries:

10. Posting the Goods Receipt

Option 2: SAP NetWeaver Business Client (SAP NWBC)

AIO role menu Warehouse Management  Receiving  Goods Receipt

Document Document Date Enter document date

Purchase Purchase Order Defaulted from header data Grayed out

3. Choose Item OK, after entering all the data.

4. Choose Check at the top of screen.

11. Posting Invoice Receipt and Invoice

 It completes the materials procurement process - which starts with the

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu Logistics  Materials management  Logistics Invoice

for payment. For further error details, choose Message.

12. Monitoring the Outline Agreement

Option 1: SAP Graphical User Interface (SAP GUI)

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