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 SAP AG 2007 Basic Procurement 採購 Process Additional 附加的 Documents and Functionalities of Purchasing Contents: Purchasing – A/P.

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Presentation on theme: " SAP AG 2007 Basic Procurement 採購 Process Additional 附加的 Documents and Functionalities of Purchasing Contents: Purchasing – A/P."— Presentation transcript:

1  SAP AG 2007 Basic Procurement 採購 Process Additional 附加的 Documents and Functionalities of Purchasing Contents: Purchasing – A/P

2  SAP AG 2007 Model the purchasing process using SAP Business One Post procurement documents 發採購文件 Post returns and credit memos 退貨和貸項憑單 Use the reporting functions 報告功能 to analyze your procurement data At the conclusion of this unit 在這個單元結束, you will be able to: Purchasing – A/P: Unit Objectives

3  SAP AG 2007 You purchase your warehouse goods 倉庫的貨物 from external vendors. Normally, you use the purchase order document to order goods. In some cases, however, you might submit your order by phone and your vendor might deliver immediately. In this case, the process modeled in the system must be as short 簡單 and quick as possible. If the delivered goods do not meet your quality standards, you might want to return them to your vendor. This can happen either before or after you have received the invoice 發票. Purchasing – A/P: Business Scenario

4  SAP AG 2007 Basic Procurement Process: Topic Objectives Model a basic procurement process in SAP Business One Use the different transactions 各種交易 of Purchasing – A/P At the conclusion of this topic 主題結論, you will be able to:

5  SAP AG 2007 Document Flow in Purchasing General Ledger (Value) 總分類帳 Warehouse (Quantity) Target document Base document 1.) 2.) 3.) Purchase Order (PO) Goods Receipt PO AP Invoice When u entered a PO, no value- based changes are posted 發布 in Accounting. However, the order quantities are listed in inventory management. View the ordered quantities in the inventory status report and the item master data window Create this document as you receive the goods. The goods are accepted into the warehouse and the quantities are updated. SAP Business One creates the relevant postings 創建相關供 求訊息 to update the stock values as well When an incoming invoice is received, the related accounts for the vendor are posted in Accounting

6  SAP AG 2007 Draw Document Wizard 畫文檔精靈 Purchase Order Goods Receipt PO AP Invoice Draw Document Wizard Row Ex, Rate for Prices Use Exchange Rate from Base Document Use Current Exchange Rate from the Exchange Rate Table Draw all data (Freight and Withholding Tax) Customize If you have copied the base document completely, it will be closed and you will not be able to draw it again to another document. The only exception 例外 is a sales quotation which can be copied 複製 even if it has been closed. PO’s target doc is goods receipt PO’s Goods receipt PO’s base doc is PO

7  SAP AG 2007 Consequences 後果 when Goods Receipt PO is created in SAP B1 Purchase Order Goods Receipt PO AP Invoice Warehouse (Quantity Increasing) General Ledger (Value Increasing) 1.) 2.) 3.) 4.) 5.) The PO (base document) can not be changed. The goods receipt PO can not be changed, because of the journal entry 日記帳分錄 The system creates an accounting document The system updates the stock situation Items that have been partially or completely delivered 部分地或完全 地交付 appear in light gray 灰 in the purchase order document

8  SAP AG 2007 Consequences when A/P Invoice is created in SAP B1 Purchase Order Goods Receipt PO AP Invoice Warehouse (Quantity Increasing) General Ledger (Value Increasing) 1.) 2.) 3.) 4.) 6.) 5.) 1) With reference to the PO increases the quantity and value of your stock 2) With reference to the goods receipt PO only the values update 3) Without any reference 沒有任何 基準, both the quantities and values update 4) You cannot change the A/P invoice 5) Vendor’s account is updated 6) items in the goods receipt PO that have already been partially or completely invoiced display in light gray

9  SAP AG 2007 Postings 記錄 in Purchasing Process for Inventory Items 庫存物品 Purchased Item Fixed Assets Inventory Item Sales Item Allocation Costs Acc. Stock Acc. 100 Purchase Order AP Invoice Vendor Allocation Costs Acc. 100 Goods Receipt PO Item Category: goods receipt PO creates a journal entry 日記帳分錄 that post values of goods received to the: debit side 借方 of the stock account (retrieved from the Inventory Account field) and credit side 貸方 of an allocation costs account. (Allocation Costs Account field on the Inventory Data tab of the item master record) A/P invoice creates a journal entry that posts the invoiced amount to the: debit side of the allocation costs account and credit side of the vendor account Use the allocation costs 撥款成本 account to check if the goods receipts PO and the A/P invoices match To post a purchase order, choose Purchasing – A/P  Purchase Order. To post a goods receipt PO, choose Purchasing – A/P  Goods Receipt PO. To post an A/P invoice, choose Purchasing – A/P  A/P Invoice

10  SAP AG 2007 Posting Price Differences 價格差異 A/R Delivery Goods Receipt PO 1000 Stock Account 1000 Allocation Costs Account 1100 Vendor 400 Cost Account A/P Invoice 40 Price Differences Account You receive a goods receipt PO with a total of 1000 Debit stock account Credit allocation costs account You sell 40% of your stock and post an A/R delivery. The system posts 400 to the Credit side of the stock account Debit side of the cost account Receive the A/P invoice for the goods receipt PO; total is 1100, resulting in a difference of 100 The system clears 進行清除 the allocation costs acct. Post the total to the credit side of the vendor account …………… Then …………… Debit the remaining 60% stock price difference to the stock account Debit the 40% (of price difference for the stock sold) to the price difference account

11  SAP AG 2007 Postings in Purchasing Process for Non-Inventory Items Purchased Item Fixed Assets Inventory Item Sales Item Purchase Order AP Invoice Vendor Expenses Account EU Expenses Acc. Foreign Expenses Acc. 100 Goods Receipt PO Item Category: The system does not trigger a posting for the goods receipt PO even if you create one The expenses account is retrieved from the default warehouse on the Inventory tab of the item master record. If the vendor is located 地處 in the same country, the account from the Expenses Account field is used. If the vendor is located in an EU country, the account from the EU Expenses Account field is used. If the vendor is located in a non-EU foreign country, the account from the Foreign Expenses Account field is used.

12  SAP AG 2007 Exchange rates and indexes (Singapore Company) Source: SGD, TWD = local curren cies

13  SAP AG 2007 Exchange rates and indexes (China Company) Source: chinese-yuan-renminbi?c=TWD

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15 Our case company’s local currency - SGD

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19 Additional Documents and Functionalities of Purchasing: Topic Objectives Create A/P reserve Invoices 預留發票, goods returns 商品退貨, and credit memos 貸項憑單 Use the split purchase order 分開訂單 and partial delivery 部分交貨 functions Explain the stock changes in purchasing Use the purchasing reports in SAP Business One Analyze the journal postings 日誌記錄 that have been created in the purchasing process At the conclusion of this topic, you will be able to:

20  SAP AG 2007 A/P Reserve Invoice 預留發票 Purchase Order Goods Receipt PO A/P Reserve Invoice General Ledger (Value) Warehouse (Quantity) 1.) 2.) 3.) Reserved A/P invoices do not change the In Stock quantity. The available quantity increases by the ordered quantity, Reserve invoices create value- based postings 以 價值為基礎記錄

21  SAP AG 2007 Goods Returns (if an A/P Invoice has not yet been created for that Goods Receipt) General Ledger (Value) Purchase Order Warehouse (Quantity) Allocation Costs Acc. Stock Acc. 100 Stock Acc. Allocation Costs Acc. 100 Goods Returns Goods Receipt PO Stock quantities are reduced. SAP Business One corrects the relevant value-based posting 價值記錄

22  SAP AG 2007 Credit Memo 貸項憑單 for Purchasing (If you have already entered an A/P Invoice for the transaction) Allocation Costs Acc. Stock Acc. 100 General Ledger (Value) 總分類帳 Purchase Order AP Invoice Vendor Alloc. 100 Stock Acc.Vendor 100 Credit Memo Goods Receipt PO Warehouse (Quantity) Updates the stock quantities, and Corrects the values in accounting The system finds the same accounts that were used to post the invoice and posts a negative value 負值 to them.

23  SAP AG 2007 Split Purchase Order 分開訂單 Purchase Order Blanket 1000 Item Quantity Warehouse A A Logistics Split PO Purchase Order Item Quantity Warehouse A Purchase Order Item Quantity Warehouse A Ship to: Berlin Ship to: Hamburg Purchase Order Blanket 1000 Note: You cannot split a purchase order containing items from one warehouse only. A new field containing a secondary numbering 二次編 號 segment will be added to the purchase order number Split a single purchase order containing items from several warehouses, 幾個倉庫 into a child 子 purchase order created for each separate warehouse Setting for splitting purchase orders is made via Administration  System Initialization  Document Settings on the Per Document tab page

24  SAP AG 2007 Goods Receipt PO # Goods Receipt PO Goods Receipt PO: Partial Deliveries/Overdeliveries 1.) Overdelivery 2.) Add Items Purchase Order # Goods Receipt PO #1623 #1623 # Goods Receipt PO #1423 # ) 1st Partial Delivery 4.) 2nd Partial Delivery Setting for splitting purchase orders is made via Administration  System Initialization  Document Settings on the Per Document tab page

25  SAP AG 2007 Model Report: Inventory Status Stock Changes in Purchasing A/P In Stock-Committed+ Ordered = Available Transaction Purchase order Goods receipt PO Goods Receipt PO w/o reference to PO A/P invoice for goods receipt PO A/P invoice with reference to Purchase Order Goods returns A/P Credit memo Purchasing / AP A/P Reserve Invoice w/o reference to PO Goods Receipt PO with reference to A/P Reserve Invoice

26  SAP AG Special Control Account Postings in Purchasing Process for Assets 資產 Purchased Item Fixed Assets Inventory Item Sales Item Purchase Order AP Invoice Vendor Asset Account 100 Goods Receipt PO Because the asset is intended for continuous use and not for sale and because you do not place it in stock 不要把它放在庫存, the system automatically deselects the Sales Item indicator and the Inventory indicator Special control account belongs to the Assets Account transaction type. If the vendor is located in the same country, the account in the Expenses Account field is used as the asset account. If the vendor is located in an EU country, the account in the EU Expenses Account field is used as the asset account. If the vendor is located in a non-EU foreign country, the account in the Foreign Expenses Account field is used as the asset account

27  SAP AG 2007 Purchasing Reports (1) Purchase Analysis Open Items List 開放的項目列表 Vendor Liabilities Aging 供應商負 債時效 Drag & Relate

28  SAP AG 2007 Purchasing Reports (2) Purchase Analysis: To analyze the purchasing volume made from your vendors, to determine which products you purchase the most, and which of your purchasing employees attains the best deals 最優惠的價格. Open Items List: To view open sales and purchasing documents; to give you an accurate picture regarding the status of documents in the system, only documents with Open status appear in this report; 部分被複製到目標文件的文件 also appear in this report. Vendor Liabilities Aging 供應商負債時效 : Display the detailed information for each vendor in the row. In the detailed view, the documents are displayed together with the respective liabilities. The report provides the size of the vendor liability 負債 and the time that the debt has remained unpaid 一直未付的負債. Drag & Relate: To switch from the Modules menu to the Drag & Relate menu, choose the Drag & Relate tab. Drag & Relate is an extensive information system that can be used to display information about the business processes quickly and easily. The Drag & Relate tool uses pre-defined queries in order to generate reports in the system 生成系統報告, and searches both in reports and in the master data, such as G/L Accounts and Business Partners Reports can be filtered using the Filter function.

29  SAP AG 2007 Transaction Journal Report 交易日記帳報表 Goods Receipt PO 09/10/04AccountDebit Credit Analyze all the posting documents using the transactional journal report journal To display the Transaction Journal Report: Financials  Financial Reports  Accounting  Transaction Journal Report To display the journal entries (for example AP invoice, goods receipt PO): from the Accounting tab page choosing the orange arrow at the Journal Remark

30  SAP AG 2007 Model the purchasing process using SAP Business One Post procurement documents Post returns and credit memos Use the reporting functions to analyze your procurement data You are now able to: Purchasing – A/P: Unit Summary


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