SAP 4.

6C at Tata Motors

User Training Manual: Indigenous Procurement

SAP 4.6 C
At Tata Motors

PS Part II
Indigenous procurement
SAP User Training Manual

By Tata Technologies

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User Training Manual: Indigenous Procurement

Version Control Sheet

For PS Part II Indigenous Procurement User Training Manual Document

Sr
No
1
2
3

Revision details
Draft copy
Change of ordering unit
in PO process added
Subcontract process for
machine reconditioning
to outside suppliers
incorporated.

By Tata Technologies

Revision
date
08.01.2004
20.01.2004

Version
No
0
1

Prepared / corrected
By
Chandratre S M
Chandratre S M

22.02.2004

Anand Dandekar

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User Training Manual: Indigenous Procurement

Procurement steps in SAP as per Business process Document:

CPR generation thr PS

PO creation wrt CPR

ESR printing and approval

PO release after ESR approval

Goods receipt

Payment advice to Finance

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1. PO creation wrt to CPR in SAP.

CPR is capital purchase requisition one of the document types in SAP purchase requisition.
CPR will be generated by planner and hard copy will be given to purchase department.
PO has got following Header and Item level information which are relevant for capital proc.
Header Details
Sr
No
Fields
Remark
Relevance in capital Proc
Status
1
Purchase order
CPO for capital Dom
PO serial Number from
Mandatory
type
PO
running series is defined
based on this.
2
Vendor code
It should be part of
Vendor details are picked from Mandatory
vendor master.
vendor master data.
3
Purchase
Each location has
Pricing procedure, PO release Mandatory
organisation
defined one Pur Org
strategy, authorisation control
etc.
4

Purchase group

Each location has

defined one Pur Grp

Payment terms

Defaulted from vendor

master.

In-coterms

Mandatory

Header text

8
9

Your ref, our ref

Quotation No,
date

Account
assignment
category

Item Category

Defaulted from vendor

master.
Use std template as
Annexure printing in PO last
per procedure.
page.
Free text
PO printing
Vendor quotation
PO printing
details
ITEM Details
Copied from PR
All capital proc Pos are
account assigned, assignment
to Network internally linked to
WBS.
Blank for normal PO,
Subcontracting PO is required
L for subcontracting
for machine reconditioning to
PO
outside vendors.

Net price

Manual entry

Mandatory

Delivery date

Copied from PR

Plant

Copied from PR

Store location

Copied from PR

Order Qty

Copied from PR

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PO release strategy,
authorisation control, selection
of buyer's contact No in PO
printing.
Cash flow planning in ESR,
customised reports for cash
flow for standard payment
term.
Payment to supplier by FI.
PO printing

Pricing calculation and PO

print
PO printing, cash flow plan in
ESR for std payment terms
PO printing, GR tag- for
identification
PO printing, GR tag- for
identification
Tightly linked with Goods
receipt

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Mandatory

Mandatory

Optional
Optional
Optional

Optional

Optional

Mandatory
Mandatory
Mandatory
Mandatory

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User Training Manual: Indigenous Procurement

Material
description

Defaulted from
material master.
Change manually.

PO printing, GR tag, excise

master.

Mandatory

Vendor material
No.

PO printing, GR tag for

identification of planner.

Optional

10

Tax code

Enter planner's
details. This filed is
used for capital proc
purpose.
Grouped together
excise, sales tax, TOT,
resale tax and
surcharge.

Mandatory

11

Pricing conditions

This key is very important

because it has got impact on
pricing.
Cenvat/non-cenvatable
material also gets
differentiated with this key.
Complete pricing.

12

G/L account

Goods Receipt debit entry

posting directly to CWIP
account.

Mandatory
for account
assigned
PO

As applicable.
Octroi and zharkhand
tax cond will be
defaulted from master
records.
Copied from PR
413500 for materials,
413501 for services

Refer
Condition
types

13

Network/activity
No

Copied from PR

Direct linkage to WBS,

Budget availability check.

Mandatory
for network
type Po

14

Item text

Free text

PO printing at item level.

Optional

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Pricing Condition types used in Capital Domestic PO:

Cond
Types
PBXX
ZDIS
ZD01
ZD05
ZCP1
ZCP2
ZCP3
ZM30

Description

Application

Status

Gross Price
Special Discount-1
Trade Discount %
Cap Discnt (Value)
P&F Charges %
P&F Charge (Qty)
P&F Charge (Value)
Rate Incl of ED

Base price quotated by suppliers

Provision for future. Not applicable presently.
If you wants to put in PO separately. In Percentage.
Discount in fixed value
Packing and forwarding charges in percentage.
Packing and forwarding charges per qty.
Packing and forwarding charges in fixed value.
If base value quotated by vendor includes Excise duty.
System will back calculate the actual base price
reducing excise portion based on tax code and excise
master record.
The value for this cond type should = 100 as a
qualifier.

Mandatory
Optional
Optional
Optional
Optional
Optional
Optional
Optional

ZM40

Rate Incl of ED+ST

Same as above if value quotated by supplier includes

excise duty and sales tax.

Optional

FRA1

Freight %

Freight in percentage.
This will be paid separately and not the part of
vendor's capital item procurement bill. This is treated
as accruals.

Optional

FRB1

Freight (Value)

Freight in fixed value.

This will be paid separately and not the part of
vendor's capital item procurement bill.
This is treated as accruals.

Optional

ZCP4

Insuranc Capit Pur

%

Insurance in Percentage.
This is applicable if insurance is born by Tata Motors
against owned policy or paid to vendor against
separate bill.
This is treated as accruals.

Optional

JOC1
ZOCM

Octroi in rupee
Octroi in %

Provision if required. Not applicable presently.

Defaulted value 2.5% for generic material
CAPITAL_DOM or based on material category.
Value in Percentage.
This condition type is applicable if vendor master data
for a pur org marked for 'octroi' applicability.
E.g. All vendors outside PCMC in Pune.
Cond value can be changed or cond type can be
deleted by Pur dept at the time of PO creation.
Applicable only in Pune and Mumbai.

Optional
Optional

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ZET1

Cap Zharkhand
Entry Tax

User Training Manual: Indigenous Procurement

Value in Percentage.
This condition type is applicable if vendor master data
for a pur org marked for 'entry tax' applicability.
Cond value can be changed or cond type can be
deleted by pur dept at the time of PO creation.
Applicable only in JSR.

Optional

Plant, Purchase Org and Purchase groups relevant for domestic

procurement.
Location

Plants
1001 PUNE AUTO

Pur Org

Pur Grp

1002 Pune Foundry

1003 PE Direct Materials
1004 ERC Direct Materi
1005 EMD Direct
Materials
1054 CTED Pimpri Plant
Pune
CVBU

1055 CTED Chinchwad

P210

Pune CVBU Cap Pur

P1C

CVBU M/C Pur

Grp

P211

Maval Cap Purchase

P2C

Maval M/C Pur

Grp

C210

PCBU CAR Cap Pur

C1C

PCBU M/C Pur

Grp

J210

JSR Cap Purchase

J1C

JSR M/C Pur Grp

L210

LKN Cap Purchase

L1C

LKN M/C Pur Grp

1056 MPLP Pimpri Plant

1057 MPLP Chinchwad
1058 CPED
Construction Plant
1059 AMS Pimpri Plant
Pune
Maval Fdy

Pune Car

1060 AMS Chinchwad

6001 MAVAL Foundry

1100 Car Auto

1151 Car Tools Plant
1152 PCBU Machinery
2001 JSR Auto Plant
2018 JSR ERC Plant

JSR

2020 JSR Foundry Plant

2030 JSR Forge Plant
2050 JSR CEM Plant

LKN

3001 LKO Auto and FBV

4630 RECON

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BUSINESS UNIT

Mumbai
Corporate

4100 Mumbai corporate

admin

M210

Mumbai Capital Pur

* Line of Businesses not covered in above table.

Transaction code to create PO wrt Purchase requisition: ME21N

Press enter. You will get following PO creation screen.

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M1C

Mumbai Cap Pur

Grp

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Select PO order type: CPO (for capital domestic Purchase order).

Enter Vendor code: defined by Finance centrally in vendor master.

Enter Header details:

Pur Org
Pur Grp
Co Code = 0100

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Press enter.
Press icon Document overview on.

Press

variant from below screen.

Choose selection option Purchase requisition.

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You will get following screen.

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Enter CPR No.

Make sure that the general selection options are always as follows:
It will select only open PRs which are not converted to PO.

Press execute in above screen.

Drill down and select Purch. req item and press adopt icon.

System will adopt all the details from Purchase Requisition.

Press
Note: In SAP there are three types of prices.
1. Gross Price ( Base price)
2. Net Price
( Gross price discount) included P&F charges in capital goods cases.
3. Effective price (Net price + all types of taxes) (cenvat credit if applicable)

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You will get following screen with details from PR.

ITEM OVERVIEW DETAILS:

Make sure that account assignment will be always = N (Network)

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Enter Net price.

Scroll the item overview screen to the right.
Correct the details like Plant, store location copied from PR.

Change material description defaulted from material master.

ITEM DETAILS:
Material data:
Field vendor mat. No is free optional field to enter planners details.

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Delivery schedule:
To split daywise del schedules. Date when material is required in your plant (incurrence date).
Caution: Do not delete the first schedule which is linked to PR.
If required, edit the date for first schedule line.

Invoice: Enter relevant tax code

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Note: Do not change defaulted settings like Inv. Receipt, GR-based IV.
Conditions used in pricing:

Enter conditions relevant for pricing:

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Account assignment:
Confirm that G/L account No is always 413500

Item text:
Always Delete item text defaulted from CPR.

Add item level text:

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Select any three options to add text. This is optional.

Expand Header to put following details:

Header details:

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Overwrite relevant payment terms and in-coterms as per drop down list if required.
Header text for standard annexure:
Select option SAP script editor.

Press icon

to get standard annexure template.

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Enter text name = ZCPO

With option expand immediately.

system will bring std template which is completely editable.

This text will get printed in PO last page.

You can copy and paste contains from word document in above text.

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Communication data:
Fields for Your reference, Our reference.

Additional data:
For Vendor Quotation No and date

PO Status:
To know the status e.g. Printing, IV, released etc.

save PO.
Press Icon

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Edit the messages. Press Save if there is no error.

System will generate Po No with running series.
Record the PO No in CPR hard copy for your reference.
Changing the order unit in PO.
e.g. EA (each) to M (meter)
Check the field UoM under item->conditions.
Drill down facility is available.

Pickup the correct unit.

System will use message for conversion logic,
e.g. 1 EA = 1 M

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Use Transaction code ME22N to change already created PO.

Press enter.
By default system will bring the last order you have accessed.

Press icon other purchase order.

Enter the PO No you would like to change in the box appearing below and press enter.

You can enter the new line item, change the values wherever applicable.
System will give the warning or error messages as per system configuration.
Note:
1. Do not delete the first line item of delivery schedule.
2. Release strategy is applicable if any value directly or due to qty correction is changed.
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Or Pur Grp is changed.

3. Do not change the basic invoice related settings like Inv. Receipt, Gr-based IV,
account assignment etc.

PO with multiple valuated line items:

Select the line item already entered and use copy item functionality as shown below.

Press icon copy

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Caution:
1.System will copy everything including material No, description, qty, del date, value, tax
code etc.
It is important to carefully visit all the fields including item text.
This functionality has got advantages as well as disadvantages if all the important fields
are not changed carefully.
2. The account assignment part should not be changed.
Note:
1. Split the value of entire PO into multiple line items as per supplies before goods receipt.
2. The copy functionality can be exercised even at the time of PO creation. Tcode ME21N
3. Create new PO for each CPR even if PO already exists for a vendor.
4. For the auto plants capital material can be of two types.
Cenvatable or non-cenvatable.
There are two separate generic materials created for such plants.
CAPITAL_DOM for cenvatable goods.
CAPDOM_NONCENVAT for noncenvatble goods.
Kindly change the part No accordingly for such cases in PO creation stage.
List of those plants is given below.
1001 PUNE AUTO
1002 Pune Foundry
6001 MAVAL FOUNDRY
1100 Car Auto
2001 JSR Auto Plant
2020 JSR Foundry Plant
2030 JSR Forge Plant
3001 LKO Auto and FBV
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For all other plants capital goods are non-cenvatable.

Therefore material CAPITAL_DOM will be received as noncenvatable by default.
This change is applicable at procurement stage because at the time of PO, purchaser should
know the status of material cenvatable / noncenvatable to fix up the relevant tax code.
Relevance of above change in capital procurement:
At the time of goods receipt system decides based on this material-plant in PO item,
whether to post excise RG23 part I entry.

PO with single parent consignment item and multiple free receipt child
parts:
Use item copy function as explained above and copy the parent item already entered in PO.
1. Remove material Part No. Keep it blank.
2. Change the material short text. Total length 40 characters.
3. G/L account should be 413500 in account assignment.
4. Network and activity No should be same as parent item which got copied from CPR.

Scroll the item overview window to the right to get free item check box.
Select the check box. And save the PO.
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Display already created PO:

Use Tcode = ME23N
System by default brings the last PO you have accessed.
Select option other Purchase Order
and enter the PO No you would like to display.
All the fields in PO are displayed in non-editable mode.
If transactions like Goods receipt, vendor invoice verification are completed against PO/line item,
You will see the PO history option with all above details.

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Single click in Mat doc (GR No) will take you to the display of GR.

Personal settings in PO, to avoid data entry fields of repetitive nature.

In PO screen click icon Personal setting.
Select window for default values.

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Header values for header level default options:

e.g. Document type = CPO

Purchase Org. = C210 for PCBU Pune user
Purchase group = C1C for PCBU Pune buyer.
Company Code = 0100
Similarly for item level it is
Item category = standard
Acct. assignment category = N for network

Enter values for PO item level default options.

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Press Save to save the personal settings.

These settings will be defaulted at the time of PO creation but it can be changed overwriting the
current applicable values.
e.g. Pur Order type for service PO = CPS which can be overwritten on system proposed value
CPO.

Printing of ESR:
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If PO is created wrt CPR, system will get all the relevant details required in ESR from PO.
Tcode to print ESR = ZESR
You will get the screen as shown below.
Enter CPR No.
Let the Item be 10 defaulted by system.
Press execute.

enter output device as LOCL

Select option Print preview.

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If all the details are ok to print,

Use option print:
System will print the ESR as per predefined format.

Use Tcode = SP01

Execute the spool details screen.
System will show the spool details as follows.

Delete the spool if printing is complete.

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Release PO after ESR approval:

Use T code = ME28
System will take you to the screen shown below.

You need to enter release code, release group, PO No and execute.

Authorisation control is built on these fields.
Following codes and groups are applicable for PO release strategy in capital goods.
Rel
Rel Grp Rel code strategy
Values
Pur org Pur grp Doc type
CP
CP

C1
C2

S1
S2

P210
P211

P1C
P2C

CPO
CPO

CP

C3

S3

C210

C1C

CPO

CP

C4

S4

J210

J1C

CPO

CP

C5

S5

L210

L1C

CPO

CP

C6

S6

M210

M1C

CPO

CP

C7

S7

M211

M2C

CPO

CP

C8

S8

M212

M3C

CPO

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You will get the screen as shown.

Select the PO No and press icon Release + save.

Save message will appear.

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Printing of PO after release:

There are two ways to get PO print:
PO Print Option 1: Use Tcode = ME22N
Enter Po No you would like to print.
Press header option messages.
Following screen will appear.

Enter output type = ZCPO

Medium = Print out

select the line with Yellow signal light.

Press icon
Select logical destination = ZDMP
Select option print immediately.
Press enter.
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Press Back arrow.

Select line and press save.

Select Requested processing option 4 for immediate printing on your local printer. Save PO.

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Use T code SP01 to see the PO print status.

You can display PO print on screen with following option.

Select the spool and press option

to view on screen.

Repeat printing is possible thr option

Delete the spool if printing is over as desired with option
PO Print Option 2. Use Tcode ME9F to print the PO.

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Note:
To print any document from SAP, SAPLPD should be loaded in your PC.
Contact local SAP basis team for any printing related issues.

Payment advice to Finance:

Use Tcode = ZADV

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Enter PO No and item no.

Press execute.
Use output device = LOCL
All instructions related to ESR print applicable here.

Goods Receipt wrt PO

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Use Tcode = MIGO

Enter Po and Item No.

The POs migrated from legacy to SAP thr cut over and if old PO No is printed on suppliers
Challan,
Use following search option to get the SAP PO No.
Legacy PO No will be linked in Req.Tracking No field.
Drill down PO No field to get the following screen.

Enter Document No = Challan date

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Delivery Note = Challan No

Make sure that print option is selected.
Press enter.
System will copy relevant details from PO.

You will get following screen for RG23-C Part-1 Excise register entry for capital items.
This screen will appear automatically with settings of register type based on material-plant
combination.
e.g. Auto plant JSR 2001 material CAPITAL_DOM will go to Excise RG 23C register,
but material CAPDOM_NONCENVAT will show No register entry.
Similarly material CAPITAL_DOM for plants like ERC, Mumbai 4100 will be marked as
Non-cenvatable category in excise master. Therefore NO register entry will be marked.

Press enter.

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Update the qty in line with Challan qty.

Validate the material details as per Challan and data viewed on screen.
Select option Item OK.
everything OK.
Contact respective purchase Dept if you find any gap.

Press- save.
See the error messages if any.
System will generate the GR Doc No and print the GR sticker.
Note: System will give error message,
1. if WBS status is not released.
2. if budget is crossed the released limit
3. if PO is created/value changed but not released.

Caution:
1. Do not create transaction MIRA for capital items.
Tcode : MIRA not applicable for capital items
2. Do not create/post excise invoice thr Tcode J1IEX for capital items.
This will be done by predefined users from excise dept in each location.

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GR acknowledgement at store:
Use T code = MB02
Enter GR Material Doc No and year from GR sticker.
Press enter.

Validate the qty and Challan No details.

Press icon

Update actual qty receipt in Header text field. Press: save.

Qty will not be changed once entered.

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Standard SAP Reports used in SAP

Material management related reports
Display material master
Material list display
PR display
PO list display
Purchasing Reporting
Vendor masterpurchase
Display Material doc
Display reservation, list
display
Stock display
List of GR/IR Balances
General evaluation

MM03
MM60
ME53N
ME2L
ME80

ME5J
ME2M

ME5K
ME2C

ME2B

MK03
MB03

MKVZ
MB51

XK03
MBSM

MIGO

MB23
MMBE
MB5S
ME80RN

MB25
MD04

MB52

MB53

Project System related reports:

Display project planning board

CJV3
CJ03
CJ08
CJ13
CJ2A
CJ2C

Display Standard WBS

CJ93

Display standard network

CN03

Display standard milestone

Display Network
Display Project Plan
Display Project Original Budget
Display Project Release
Display WBS Actual Cost line
items

CN13

Display project version (simulation)

Display Work Breakdown Structure
Display Project Definition
Display WBS Element
Display structure planning

CN23
CJ41
CJ31
CJ33
CJ74

Information reports:
S_ALR_87013558 - Budget/Actual/Commitment/Rem Plan/Assigned
S_ALR_87013537 - Commitment Detail
S_ALR_87013533 - Plan/Actual/Commitment/Rem.Plan/Assigned
ZMPSR1130
- MM Procurement Report
ZMPSR1150
- PS Incurrence and cash flow report
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ME2N

ME2W

ME2K

MB5B

MB5T

MBLB

ME2J

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ZPSREP_1000
ZPSREP_CPR

User Training Manual: Indigenous Procurement

- Link between old to new budget code (WBS)

- Pending CPR report for a Pur Org.

Corrections in existing PO creation process to take care of Machine reconditioning:

Machine dispatched to outside supplier for reconditioning is handled through subcontracting PO.
Following two processes are designed:
1. Machine dispatch thr 57C4.
2. Machine dispatch thr full payment of excise duty.
Purchase dept will get the CPR for the specific part No of the reconditioned machine which will be
received from vendor.
In one as to one case, typically outgoing machine part and incoming machine part No will be
same.
If Tata Motors going to supply the components to be fitted along with machine to the vendor,
those parts also needs to be assigned in PO -component list.
Create subcontract PO wrt to CPR Tcode: ME21N
The document below highlights the above underlines (four) points which are to be address
over and above normal PO creation process.

Select item category L for reconditioned case in item overview.

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Part No is unique for this case. No need to use generic part No e.g. CAPITAL_DOM.
Go to item-> material data,
For subcontract cases, system will give this icon to add outgoing/dispatch components with
relation to incoming finished machine.

Press this icon. Add outgoing part nos, qty and plant.

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Select screen condition control in item.

Update N if the process is 57C4 or E for excise duty payment in condition group field.
This fields has got link with actual dispatch of material wrt PO.

By Tata Technologies

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SAP 4.6C at Tata Motors

By Tata Technologies

User Training Manual: Indigenous Procurement

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