SAP ECC 6.

00
August 2007
English

V4G: Third-Party Drop

Shipment with Vendor
Invoice and Returns
Business Process Procedure

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices V4G: Third-Party Drop Shipment with Vendor Invoice and Returns - BPP

Copyright

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Example

Note

Recommendation

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Business Process Alternative/Decision Choice

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Process Flow Legend

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Contents

1 Purpose................................................................................................................................................................................................................ 7
2 Prerequisites......................................................................................................................................................................................................... 7
3 Process................................................................................................................................................................................................................. 9
3.1 Process Flow Diagram (Part One)................................................................................................................................................................. 9
3.2 Process Flow Diagram (Part Two)............................................................................................................................................................... 10
3.3 Process Overview Table.............................................................................................................................................................................. 11
4 Scenario.............................................................................................................................................................................................................. 13
4.1 Create Third-Party Sales Order................................................................................................................................................................... 13
4.2 Change Order Quantity (Optional)............................................................................................................................................................... 14
4.3 Credit Management (Optional)..................................................................................................................................................................... 15
4.4 RFQ (Optional)............................................................................................................................................................................................ 15
4.5 Display List of Purchase Requisitions to be Assigned................................................................................................................................. 16
4.6 Convert Assigned Requisitions to Purchase Orders.................................................................................................................................... 17
4.7 Approval of Purchase Orders....................................................................................................................................................................... 18
4.8 Post Statistical Goods Receipt..................................................................................................................................................................... 19
4.9 Enter Invoice................................................................................................................................................................................................ 20
4.10 Periodic Payment..................................................................................................................................................................................... 21
4.11 Billing....................................................................................................................................................................................................... 21
4.12 Incoming Payment................................................................................................................................................................................... 22
4.13 Customer Credit Memo............................................................................................................................................................................ 22
4.14 Vendor Credit Memo................................................................................................................................................................................ 22
4.15 Post Statistical Goods Receipt Reversal.................................................................................................................................................. 23
4.16 Vendor Credit Memo Release.................................................................................................................................................................. 25

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V4G: Third-Party Drop Shipment with Vendor

Invoices and Returns

1 Purpose
In third-party order processing, your company does not deliver the items requested by a customer.
Instead, you pass the order along to a third-party vendor who then ships the goods directly to the
customer and bills you. The standard sales order automatically creates a purchase requisition for the
materials to be delivered by the third-party vendor.
In this scenario, the vendor sends a shipping notification. The incoming invoice from the vendor
updates the billing quantity, so that the customer-billing document is only possible after entering the
invoice from the vendor.
If the customer does not accept the delivered goods from the third party vendor, the customer
disposes of the goods. A credit memo is issued to the customer reversing the revenue and cost of
goods sold. Then a MM credit memo is created for the third party vendor. A statistical goods receipt
reversal is performed for the goods in order to close out the original purchase order. The vendor
credit memo may initially be blocked for payment, if previous agreement for this with vendor exists.

2 Prerequisites
You have entered the master data required to go through the procedures of this scenario. Ensure
that the following scenario-specific master data exists before you test this scenario:
Customer Plant Description
1000X BP01 Pen Mart
Price Condition
Material Plant Amount/1
H10 BP01 $13.15
Bank Company Description
113016 BP01 Lockbox - Checks In

Source List
Vendor Plant Description
3000XX BP01 The Ink Spot

The material H10 is a third-party material. Before you execute this scenario, check if the
material is in stock using transaction MMBE.

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For additional detail on the master data, see the V30_Master_Data_EN_US document
(located on the DVD under \BBLibrary\Documentation).

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3 Process
3.1 Process Flow Diagram (Part One)

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3.2 Process Flow Diagram (Part Two)

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3.3 Process Overview Table

Step Step Name External Process Business Condition Role Transaction Expected Results
Reference Code
4.1 Create Third-Party Request for new Customer VA01 Third Party Sales
Sales Order material Service Order
4.2 Change Order Quantity Monitor as needed Customer VA02 Order Confirmation
(Optional) Service
4.3 Credit Management V4A: Credit See V4A scenario See V4A See V4A See V4A scenario
(Optional) Management scenario scenario
4.4 RFQ (Optional) V3A: Materials See V3A scenario See V3A See V3A See V3A scenario
Management scenario scenario
4.5 Display List of Display purchase Buyer ME57 PRs are displayed
Purchase Requisitions requisitions
to be Assigned
4.6 Convert Assigned Review and assign Buyer ME57 PRs are converted to
Requisitions to purchase requisitions purchase orders
Purchase Orders
4.7 Approval of Purchase List of POs for approval Purchasing ME28 POs are approved
Orders Manager
4.8 Post Statistical Goods Shipping notification Material MIGO Material Document
Receipt from vendor to customer Receiver
4.9 Enter Invoice Capture Invoice Accounts MIRO Update payables
received from vendor payable
4.10 Periodic Payment V1C: Financial See V1C scenario See V1C See V1C See V1C scenario
Accounting – AP scenario scenario
Outgoing Payment
4.11 Billing Accounts VF04 System generates
Receivable invoice for billing
4.12 Incoming Payment V1D: AR Incoming See V1D scenario See V1D See V1D See V1D scenario
Payment-Lockbox scenario scenario

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4.13 Customer Credit Memo V4C: Create Credit See V4C scenario See V4C See V4C See V4C scenario
Memo scenario scenario
4.14 Vendor Credit Memo Notification from Accounts MIRO Credit memo is
customer that material Payable created. Vendor
has been scrapped balance is reduced
4.15 Post Statistical Goods Notification from Material MIGO Material Document is
Receipt Reversal customer that material Receiver created.
has been scrapped
4.16 Vendor Credit Memo After discussion with Accounts MIRO Credit memo block for
Release vendor Payable payment is released

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4 Scenario
4.1 Create Third-Party Sales Order
Use
In this activity, you will create a Third-Party Sales Order. Toward the end of this process, you will
also check the customer’s credit level. The credit manager is notified of the third-party order for
review by customer service.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC Menu Logistics  Sales and Distribution  Sales  Order 
Create
Transaction code VA01
Business Role Customer Service

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_SALESPERSON-S (Customer Service)
Business role Menu Customer Service  Sales Orders  Create Sales Order

2. Enter the Order Type OR and choose Enter.

3. Make the following entries:

Field name Description User action and values Comment
Sold-to party 100000
PO Number ORD-001
Req. deliv. <date>
Date
Pricing date <date>
Material H10
Order 100
quantity
Item category TAS
ItCa
Plant BP01

4. Choose Enter.

5. If necessary, select the confirmed-quantity date.

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6. Go to the Credit Management screen.

7. From the menu, choose Environment  Partner  Display Credit Account.

8. The Credit manager reviews the customer’s credit level.

9. Choose Save. Make a note of the sales order number:

Result
The third-party sales order has been created. An order confirmation is printed, and a purchase
requisition is activated.

4.2 Change Order Quantity (Optional)

Use
In this activity, you change the order quantity. This step is optional.

Procedure
Option 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing one of the following navigation options:

SAP ECC menu Logistics Sales and Distribution  Sales  Order 
Change
Transaction code VA02
Business Role Customer Service

2. In the Order field, enter the sales order number from the previous step, then choose Enter.

3. Change the quantity, then choose Save. You receive an order confirmation.

If a PO has not yet been created, to confirm the quantity change in the requisition,
change the sales order with transaction VA02. Select the item and choose Schedule
lines for item. Double-click on the schedule line with the confirmed quantity. Choose the
Procurement tab. Choose Edit next to the requisition.
If a PO has already been created, to confirm the PO change, change the sales order
with transaction VA02. Choose Document flow. Select the purchase order and choose
Display document.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role

1. Access the transaction choosing one of the following navigation options:

Business role (Name) SAP_AIO_SALESPERSON-S (Customer Service)
Business role Menu Customer Service  Sales Orders

2. Choose the All Sales Orders tab.

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3. Select the Sales Order Document.

4. Choose Change.

5. Change the quantity, then choose Save. You receive an order confirmation.

If a PO has not yet been created, to confirm the quantity change in the requisition,
change the sales order with transaction VA02. Select the item and choose Schedule
lines for item. Double-click on the schedule line with the confirmed quantity. Choose the
Procurement tab. Choose Edit next to the requisition.
If a PO has already been created, to confirm the PO change, change the sales order
with transaction VA02. Choose Document flow. Select the purchase order and choose
Display document.

Result
The sales order quantity has changed. If a PO existed, you have changed the PO quantity.
Otherwise, you have changed the requisition quantity.

4.3 Credit Management (Optional)

Use
In this activity, you perform a credit check. This step is optional.

Procedure

To execute this activity, run the V4A: Credit Management scenario using the master
data from this document.

4.4 RFQ (Optional)

Use
In this activity, you perform a request for quotation. This step is optional.

Procedure

To execute this activity, run the V3A: RFQ scenario using the master data from this
document.

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4.5 Display List of Purchase Requisitions to be Assigned

Use
This activity is performed when you want to review your Purchase Requisitions and assign them.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC Menu Logistics → Material Management → Purchasing →
Purchase Requisition → Follow on functions → Assign and
Process
Transaction code ME57
Business Role Buyer

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_PURCHASER-S (Buyer)
Business role Menu Purchasing  Purchase Requisitions  Assign and Process
Purchase Requisitions

2. On the initial screen, enter the following values:

Field Values
Plant BP01
Enter plant only if you want to see
your unassigned requisitions by that Plant if
known.
Purchasing Group 100

3. Check the assigned purchase requisitions box if you also want to see requisitions already
assigned, and choose the Execute button.

4. Expand Item Overview. Select the requisition lines from the middle section on the screen.

5. Choose the Assign Supply Source button. If more than one info record / source list exist, the list
will be displayed in a source overview window. If only one exists, it will add the info record /
source list. If no info record / source list exists, a message will appear stating "not possible to
assign a source to all items."

If none of the above is true, you can manually assign a Pur. Requisition.

6. Expand Item Detail . Select Source of Supply tab and enter input vendor and purchase
organization.

7. Assign Supply Source and choose Save.

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Result
To see all purchase requisitions (by purchasing group, material, plant), use transaction ME5A (menu
path Materials Management → Purchasing → Purchase Requisition → List Display → General)

4.6 Convert Assigned Requisitions to Purchase Orders

Use
This activity is performed when you want to review your Purchase Requisitions and assign them.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC Menu Logistics → Material Management → Purchasing →
Purchase Requisition → Follow on functions → Assign and
Process
Transaction code ME57
Business Role Buyer

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_PURCHASER-S (Buyer)
Business role Menu Purchasing  Purchase Requisitions  Assign and Process
Purchase Requisitions

2. On the selection screen, choose Assigned Purchase Req.

3. Select the requisition that you need to convert into purchase order and choose the Assignment
tab.

4. Expand Assignment and select the line to be converted into a purchase order.

If the purchase order is for a 3rd party drop shipped material, select the 'GR non-
valuated' indicator on the Valuation tab of the line item.

5. Choose the Create Purchase Order button. A dialog box appears with information needed to
create a purchase order. Make necessary changes of needed. Do not enter purchase order
number, it is set to generate internally when the procedure is finished.

6. Choose Enter and the Create Purchase Order Initial Screen appears.

7. In the Create Purchase Order screen, choose Document overview on button.

8. Choose → Purchase Requisition number.

9. Enter plant BP01 and purchasing group 100, and choose .

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10. All the information of the Purchase requisition will be copied into the Purchase Order. Choose
Document Overview Off.

11. Make the necessary changes if needed in the purchase order and press Enter.

12. Choose Save.

Result
The system generates a purchase order.

4.7 Approval of Purchase Orders

Use
All the Purchase Orders that require release by Release Authorization person are listed and need to
be approved.

Procedure
Option 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing one of the following navigation options:

SAP ECC Menu Logistics → Material Management → Purchasing →
Purchase Order → Release
Transaction code ME28
Business Role Purchasing Manager

2. In the Release (Approve) Purchasing Documents screen, in Release Code, use the dropdown to
select a release code. Select the List with items checkbox.

You need a release code for PO values that are larger than $500.00.

3. Choose Execute.

4. A list of all POs requiring release by this release code will be displayed.

5. Select the PO line that you want to release.

6. Select the Release column to release the Purchase Order.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role

1. Access the transaction choosing one of the following navigation options:

Business role (Name) SAP_AIO_PURCHASER-S (Buyer)
Business role Menu Purchasing  Purchase Requisitions  Assign and Process
Purchase Requisitions

2. On the Release (Approve) Purchasing Documents screen enter the following values:
Field Values

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Release Code Use the dropdown to select a release code.

Purchasing Document Category F

You need a release code for PO values that are larger than $500.00.

3. Choose Execute.

4. A list of all POs requiring release by this release code will be displayed.

5. Select the PO line that you want to release.

6. Select the Release column to release the Purchase Order.

Result
The PO is now released. But the PO may need to be released by multiple people depending on its
value (customizing). Once the last person has released the PO, the buyer/planner can output (print,
fax, EDI) the PO as necessary. If released, the documents will automatically print.

4.8 Post Statistical Goods Receipt

Use
In this activity, you post a statistical goods receipt.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics > Logistics Execution  Inbound Process 
Goods Receipt for Purchase Order  Enter Goods Receipt
for Purchase Order
Transaction code MIGO
Business Role Warehouse Clerk

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_WAREHOUSESPECIALIST-S (Warehouse Clerk)
Business role Menu Warehouse Management  Receiving  Goods Receipt
Purchase Order

2. Make the following entries:

Field name Description User action and values Comment
Action Goods Receipt
Reference Purchase Order
Document

3. Choose Enter.

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4. Make the following entries:

Field name Description User action and values Comment
Purchasing <Purchase order number>
Document
Number
GR goods 101
receipt
Select box for
Individual slip

5. Choose Enter.

6. If necessary, change the quantity in item details (if open) or item overview. Select the Item OK
checkbox at the bottom of the screen or item overview.

7. Choose Save.

Result
The system generates a material document. To view the Material document list, use transaction
code MB51 (or menu path Logistics  Materials Management  Inventory Management 
Environment  List Displays  Material Documents).

4.9 Enter Invoice

Use
In this activity, you enter an invoice.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics  Materials Management  Logistics Invoice
Verification  Document Entry  Enter Invoice
Transaction code MIRO
Business Role Accounts Payable

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_AP_CLERK-S (Accounts Payable)
Business role Menu Accounts Payable  Invoicing  Enter Incoming Invoice

2. Make the following entries:

Field name Description User action and values Comment
Invoice Date <enter date mm/dd/yyyy>

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PO number <purchase order number

from previous steps>

3. Choose Enter.

4. With the purchase order information displayed, enter the invoice amount and the tax code.

5. Choose Save.

Result
The system generates a logistics invoice and an accounting document.

4.10 Periodic Payment

Use
In this activity, you post a periodic payment.

Procedure

To execute this activity, run the V1C: Financial Accounting – AP Outgoing Payment
scenario using the master data from this document.

4.11 Billing
Use
In this activity, you handle billing.

Procedure
Option 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing one of the following navigation options:

SAP ECC menu Logistics  Sales and Distribution  Billing Billing
Document  Process Billing Due List
Transaction code VF04
Business Role Accounts Receivable

2. Enter relevant search criteria and choose the Display Bill List (F8) button.

3. Select a row and choose the Individual Billing Document button.

4. Choose Save.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role

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1. Access the transaction choosing one of the following navigation options:

Business role (Name) SAP_AIO_AR_CLERK-S (Accounts Receivable)
Business role Menu Accounts Receivable  Billing

2. Choose the All Billing Documents Due tab.

3. Select the row with the Sales order, then choose Individual Billing and the billing document will
be created and saved automatically.

Result
The system generates an invoice for billing.
Debited Accounts Credited Accounts
Customer Revenue
Sales discounts Sales tax payable
Freight Outgoing - Recovery

4.12 Incoming Payment

Use
In this activity, you process the incoming payment.

Procedure

To execute this activity, run the V1D: AR Incoming Payment-Lockbox scenario, using
the master data from this document.

4.13 Customer Credit Memo

Use
In this activity, you create a credit memo for the customer.

Procedure

To execute this activity, run the V4C: Create Credit Memo scenario using the master
data from this document.

4.14 Vendor Credit Memo

Use
In this activity, we issue a credit memo for the vendor.

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Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics  Materials Management  Logistics Invoice
Verification  Document Entry  Enter Invoice
Transaction code MIRO
Business Role Accounts Payable

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_AP_CLERK-S (Accounts Payable)
Business role Menu Accounts Payable  Invoicing  Enter Incoming Invoice

2. From the Transaction dropdown, select Credit Memo.

3. Make the following entries:

Field name Description User action and values Comment
Document <date of document>
date field
Amount
Original PO
Number

4. Choose Enter.

Optionally, you can choose the Payment tab and select A in the Permanent block field.

5. In the Baseline date field, enter today’s date.

6. Choose Save.

Result
The credit memo is issued.
Debited Accounts Credited Accounts
Vendor Inventory in plant

4.15 Post Statistical Goods Receipt Reversal

Use
In this activity, you post a reversal of the statistical goods receipt.

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Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics  Logistics Execution  Inbound Process 
Goods Receipt for Purchase Order …  Enter Goods
Receipt for Purchase Order
Transaction code MIGO
Business Role Warehouse Clerk

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_WAREHOUSESPECIALIST-S (Warehouse Clerk)
Business role Menu Warehouse Management  Receiving  Goods Receipt
Purchase Order

2. Make the following entries:

Field name Description User action and values Comment
Action Goods Receipt
Reference Purchase Order
Document

3. Choose Enter.

4. Make the following entries:

Field name Description User action and values Comment
Purchasing <Purchase order number>
Document
Number
GR goods 102 Reversal
receipt
Select box for
Individual slip

5. Choose Enter.

6. If necessary, change the quantity in item details (if open) or item overview. Select the Item OK
checkbox at the bottom of the screen or item overview.

7. Choose Save.

Result
The system generates a material document. To view the Material document list, use transaction
code MB51 (or menu path Logistics  Materials Management  Inventory Management 
Environment  List Displays  Material Documents).

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4.16 Vendor Credit Memo Release

Use
In this activity you release the vendor credit memo.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics  Materials Management  Logistics Invoice
Verification  Document Entry  Enter Invoice
Transaction code MIRO
Business Role Accounts Payable

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name) SAP_AIO_AP_CLERK-S (Accounts Payable)
Business role Menu Accounts Payable  Invoicing  Enter Incoming Invoice

2. From the Transaction dropdown, select Credit Memo.

3. Make the following entries:

Field name Description User action and values Comment
Document <date of document>
date field
Amount
Returns PO
Number

4. Choose the Payment tab.

5. Select free for payment in the Permanent block field.

6. Choose Enter.

7. Choose Save.

Result
The vendor credit memo is released.

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