720 bpp en us plan procurement

EHP3 for SAP ERP 6.0

September 2008

English

720: Plan-driven Procurement

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices 720: Plan-driven Procurement - BPD

Copyright

© Copyright 2008 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

Microsoft, Windows, Outlook, Excel, and PowerPoint are registered trademarks of Microsoft Corporation.

IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p, System p5, System x, System z, System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, POWER5+, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation.

Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.

Oracle is a registered trademark of Oracle Corporation.

UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.

Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc.

HTML, XML, XHTML, and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.

Java is a registered trademark of Sun Microsystems, Inc.

JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.

MaxDB is a trademark of MySQL AB, Sweden.

SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves information purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

© SAP AG of 99


Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

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 options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

© SAP AG of 99


Contents

1 Purpose........................................................................................................................................ 6

1.1 Procedure.............................................................................................................................. 7

1.1.1 Process Overview..........................................................................................................7

1.1.2 OAPC............................................................................................................................. 8

1.1.3 Seasonal Procurement...................................................................................................9

1.1.4 Allocation...................................................................................................................... 10

1.1.5 OTB-Check..................................................................................................................11

2 Prerequisites............................................................................................................................... 12

2.1 Used Master Data:...............................................................................................................12

2.2 Roles................................................................................................................................... 12

3 Process Overview Table.............................................................................................................13

4 Operational Assortment Planning and Control Process (OAPC) in ECC....................................17

4.1 OAPC - Create Purchasing List...........................................................................................19

4.1.1 Create Purchasing List Items with an existing article...................................................20

4.1.2 Create Purchasing List Items with an PRICAT-Article (optional)..................................21

2.1.1 Create Purchasing List Items with a New Planned Article............................................23

4.2 OAPC - Schedule the Purchasing List Item.........................................................................29

4.2.1 OAPC - Schedule the Purchasing List Item (warehouse procurement)........................29

4.2.2 Optional: OAPC - Schedule the Purchasing List Item (third party order processing – direct delivery)............................................................................................................................ 30

4.3 OAPC - Prepack Definition (only for fashion article)...........................................................30

4.3.1 Determine the Quota Scales to plan the Quantities per Variant...................................32

4.3.2 Maintain the Attributes of the Prepack..........................................................................32

4.3.3 Assign Prepack to the Assortments..............................................................................33

4.3.4 Assign Variants to the Assortments (Quantities for Reallocation of Initial Buy)............34

4.3.5 Show the New Planned Quantities in the Overview Area.............................................35

4.4 Release Planned Article and Prepack.................................................................................36

4.4.1 Release Planned Article...............................................................................................36

4.4.2 Release Prepack (only for fashion article)....................................................................36

4.4.3 Release Report Execution............................................................................................37

4.4.4 Display Master Data for Planned Articles for the fashion process................................39

4.5 Release Purchasing List Items............................................................................................39

4.5.1 Show the Logistic Status [OPTIONAL].........................................................................41

© SAP AG of 99


5 Purchase Process- Seasonal Procurement................................................................................42

5.1 Add New Order List Item.....................................................................................................44

5.1.1 Create a Core Article in the Order List.........................................................................47

5.1.1 Enter an Order List Item with Core Article: Single Article (Hard Goods).......................47

5.1.2 Enter an Order List Item with Core Article: Generic Article (Fashion).............50

5.2 Create Grouped Purchase Order Document.......................................................................53

5.2.1 Ungrouping an Item in the Grouped Purchase Order Document..................................55

5.3 Create Purchase Order Document......................................................................................58

6 Allocation Process...................................................................................................................... 60

6.1 Generate the Allocation Table (based on detailed assortment planning)...........................60

6.2 Allocation Table List............................................................................................................64

6.3 Allocation Table Change.....................................................................................................65

6.4 Synchronize Between PO and Allocation Table..................................................................66

7 OTB (optional)............................................................................................................................ 69

7.1 OTB Procurement................................................................................................................69

7.2 Create Purchase Order: positive OTB-Check......................................................................72

7.3 Create Purchase Order: negative OTB-Check....................................................................74

7.4 OTB Procurement................................................................................................................77

7.5 OTB Special Release..........................................................................................................80

7.5.1 Special Release Request (optional).............................................................................80

7.5.2 Special Release – Accepting........................................................................................83

8 Schedule (optional).....................................................................................................................85

8.1 Display Transportation Times..............................................................................................85

8.2 Display Transportation Chain..............................................................................................86

9 Usage of OAPC for Articles from the Layout Workbench (optional)...........................................87

9.1 Prepare: Create Layout module..........................................................................................88

9.1.1 Create a General Assortment.......................................................................................88

9.2 Create a Layout Module Version and Assigning a Fixture...................................................90

9.3 Assignment of Articles to Layout Module Version...............................................................91

9.4 Assignment of Assortment Users to the Assortment (layout module)..................................94

9.5 Release the Layout Module Version....................................................................................95

10 Appendix:................................................................................................................................ 98

SAP SCM – Event Manager...........................................................................................................98

© SAP AG of 99


Plan-Driven Procurement

1 PurposeThis business process is suitable for the external procurement of merchandise with short life cycles and long procurement lead times. It is intended primarily for the procurement of seasonal merchandise that is not purchased through the regular replenishment process. Processing the purchasing-relevant documents in the purchase order manager helps buyers become more efficient by simplifying their day-to-day work.

The scenario describes the following processes:

With Operational Assortment Planning and Control (OAPC), you can specify the articles and quantities you wish to order, both for delivery to the stores and put away quantities for the distribution center at a certain point in time. To do this, you create a purchasing list (a functionality within the OAPC) and add articles to it – either articles that already exist in the ERP system, PRICAT articles you have received from vendors via IDocs, or brand new articles for which no information exists yet. For new articles you can also specify additional colors or sizes.

After you have planned your articles and quantities you will release them for the procurement process in the purchasing list. The data are transferred to the order list which is part of the seasonal procurement.

Then you will proceed the purchasing process in the Order Manager. The Order Manager is the central workbench for processing and monitoring your procurement-related documents.

The system collects potential purchase order items in the order list and creates an initial worklist of purchase orders to be generated. It is possible as well to add purchase order items without reference to the OAPC

From the order list you create either grouped purchase order documents (GPOD) or purchase orders. The order list reports the changed processing status of the item to OAPC planning and then the grouped purchase order document and the purchase order also return the status and document changes (quantity, date, site).

In the grouped purchase order document, the system groups the items according to fixed (for example, vendor) and variable criteria (for example, by site) into temporary, internal documents.

If there is sufficient budget (OTB) available, you can generate purchase orders from the grouped purchase order documents. The check is done for the whole document or for each item.

If the OTB check determines that insufficient OTB is available, you can trigger the OTB procurement process step, in which you release OTB from other documents for which you are responsible.

This procurement process ends with the allocation of articles to the stores. The information from the allocation table are updated in the OAPC as well.

© SAP AG of 99


1.1 Procedure

1.1.1 Process Overview

© SAP AG of 99

Assortment Planning for Basic Article (NOS)

w/o OAPC

Replenishment

Layout Workbench

Initial Buy

Planning Workbench

Purchasing List

Order List

GPOD

Allocation

With OAPC

Reorder Process

761

Seasonal PO

w OTB check

Assortment planning for Seasonal Article (Fashion)

Process steps of this document

MAP

Transfer of Key figures

MAP / OTB

(Number of other BPD’s which you should pay attention on it)7XX

MAP

713

dhgsgsggggsggggggsg

721


1.1.2 OAPC

© SAP AG of 99

Layout Workbench

Purchasing List

Create Purchasing List Item

Schedule the PL Item

Release Planned Article and Prepack

With OAPC

MAP

Prepack Definition

MAP

Transfer of Key figures

Release Purchasing List Item

Order List


1.1.3 Seasonal Procurement

© SAP AG of 99

Order List

Grouped Purchase Order

OTB Check

Purchase Order

Allocation

Released Purchasing List Item

New manual Order List Item

Order List


1.1.4 Allocation

© SAP AG of 99

Allocation

Generate Allocation Table

Allocation Table List

Allocation Table Change

Synchronization between PO and allocation table

Purchase Order


1.1.5 OTB-Check

© SAP AG of 99

negative

positive

OTB Monitoring

Change and Release Budget

OTB

Special Release

OTB-Check

positiv / negativgrouped Purchase Order

Purchase Order

Creation/maintaining

Purchase Order

Purchase Order


2 PrerequisitesYou 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:

BPD / Config.-guide Description

780 Retail Master Data General

781 Retail Master Data Fashion

761 Merchandise Assortment Planning

713 Assortment Management

715 Pricat-Inbound

2.1 Used Master Data:

Fashion Hardgoods

Article 1: PCS-01-ART115 PCS-01-ART453

Vendor 1: PCS-V112 PCS-V452

Article 2: PCS-01-ART142 PCS-01-ART414

Vendor 2: PCS-V142

2.2 Roles

UseThe following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business Role Technical Name Process Step

Retail Seasonal Purchaser

SAP_BP_RT_SEASONALBUYER-S See chapter 3

Retail Seasonal Purchaser – Power User

SAP_BP_RT_SEASONALBUYER-K See chapter 3

Retail Assortment Planner

SAP_BP_RT_ASSORTMENTMAN-EC-S See chapter 3

© SAP AG of 99


3 Process Overview TableStep Step Name External

Process Reference

Business Condition

Role Transaction Code

Expected Results

4.1 OAPC - Create Purchasing List


WRFAPC01 Now you have defined the colours and sizes of the Prepack.

4.4.3 Release Report Execution


WRFAPC11

4.4.4 Display Master Data for Planned Articles for the fashion process


MM42

4.5 Release Purchasing List Items


WRFAPC02

4.5.1 Show the Logistic Status [OPTIONAL]


WRFAPC02

5.1 Add new order list item


WPOHF1

5.3 Create Grouped Purchase Order Document


WPOHF1

5.3.1 Ungroup an item in the grouped purchase order document


WPOHF1

5.4 Create Purchase Retail WPOHF1

© SAP AG of 99


Step Step Name External Process Reference

Business Condition


Expected Results

Order Document Seasonal Purchaser

6.1 Generate the allocation table (based on detailed assortment planning)


WA01

6.2 Allocate table list Retail Seasonal Purchaser

WA31

6.4 Synchronize between PO and allocation table


WPOHF1

7.1 OTB Monitoring Retail Seasonal Purchaser

WOTB2

7.2 OTB Procurement Retail Seasonal Purchaser

WOTB2

7.3 Create Purchase Order: positive OTB-Check


WPOHF4C

7.4 Create Purchase Order: negative OTB-Check


WPOHF4C Here you can see that you were not able to create a purchase order, as the budget was not sufficient for this document. The system created a grouped purchase order document which was added to the worklist for OTB procurement

© SAP AG of 99



Business Condition


Expected Results

7.5 OTB Procurement Retail Seasonal Purchaser

WPOHF1

7.6.1 Special Release Request (optional)


WPOHF1

7.6.2 Special Release – Accepting

Retail Seasonal Purchaser – Power User

WOTB6

8.1 Display Transportation Times


WPOHF1

8.2 Display Transportation Chain


WCHAIN3

9.1.1 Create a general assortment


WSOA1

9.2 Create a layout module version and assigning a fixture


WLMVN

9.3 Assign articles to layout module version

Procedure


WLWBN

9.4 Assign assortment users to the

Retail Assortment

WSOA6

© SAP AG of 99



Business Condition


Expected Results

assortment (layout module)

Planner

9.5 Release the layout module version


WLWBN Now you are able to see the created purchasing list in detail and it is possible to release the purchasing list item

© SAP AG of 99


4 Operational Assortment Planning and Control Process (OAPC) in ECC

Purpose

Fashion merchandise typically has a short life cycle and long lead times. As a result, the articles are usually planned once, ordered and sent to the stores (“first push scenario”). To obtain the best possible merchandise distribution among the stores, you can hold stock in reserve at the distribution center, then have the stores requisition supplies as needed. This allows you to account for different sales rates at different stores within during a season (“then pull scenario”).

With Operational Assortment Planning and Control (OAPC), you can specify the articles and quantities you wish to order, both for delivery to the stores and put away quantities for the distribution center.

There are three key figures involved in planning quantities:

● Fixed allocation of initial buy

This is the initial amount distributed to stores when new merchandise becomes available (“bottom-up allocation”). Here you are planning quantities for assortments within a hierarchy node. During allocation, each store assigned to a given assortment receives exactly the quantity you enter here; that is, this quantity is “protected” and will not be overridden when the system generates allocation table.

● Reallocation of initial buy

This is the amount of new merchandise to be purchased when store sales free up capacity to stock more goods (“top-down allocation”). Here again you are planning quantities for each store in the assortment. But in this case, the system adds the quantities for all the stores together and passes this cumulated total to the allocation table, where reallocation is carried out based on allocation strategies or allocation rules.

● Put away quantity

This is the amount of articles that is automatically stored at the distribution center (DC) rather than being shipped to stores. In this case, you are not planning directly for assortments, but rather for distribution centers that supply the stores assigned to the assortments. This is used for replenishing stores when their on-site stock drops below a certain level due to sales.

To do this, you create a purchasing list and add materials to it – either articles that already exist in the ERP system, PRICAT articles you have received from vendors via IDocs, or brand new articles for which no information exists yet. For new articles, you can also specify additional colors or sizes.

The data which are planned (articles and quantities) are transferred afterwards to the procurement process.

In the case a new permanent article is procured the first time, the OAPC can be used as well to plan the articles with the correct quantities for the assortments. The start point for this process is in the layout workbench, where you create and release layoutmodules with articles. The data from the

© SAP AG of 99


layoutworkbench are transferred to the OAPC and there the detailed planning can be done. (Details see chapter 9 (Usage of OAPC for Articles from the Layout Workbench).

© SAP AG of 99


4.1 OAPC - Create Purchasing List

UseA purchasing list is created for a specific article hierarchy node, month, season and rollout.

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Operational Assortment Planning and Control Create Purchasing List

Transaction code WRFAPC01

Option 2: SAP NetWeaver Business Client (SAP NWBC)

Business role (name) SAP_BP_RT_SEASONALBUYER-S (Retail Seasonal Purchaser)

Business role menu Seasonal Purchase Management Purchasing List Operational APC: Create

2. On the Operational Assortment Planning and Control screen, make the following entries:

Field name Description User action and values Comment

Hierarchy B1 Subscreen: Assortment

Hierarchy Node B11120 (for fashion) or

B13200 (for hard goods)

Subscreen: Assortment

Assortment Type FASH (for fashion)

Or BASI (for hard goods)

Subscreen: Assortment

Season year for example,2009choose the year you want to do your planning

Subscreen:Season

Season Category 0002 Subscreen:Season

Rollout for example, 08choose a rollout between 07 and 12

In this scenario a rollout covers a month

3. Choose . or Enter.

4. In the dialog box, make the following entries:

© SAP AG of 99



Purchasing Org 1000 Subscreen Change assignment

Purch. Group 100 Subscreen Change assignment

Sales Org 1000

Distribution Channel

10 Retail

5. Confirm the dialog box with enter.

The header data of the purchasing list are shown.

In general it is possible to get planned key figures into the OAPC from the assortment plan out from MAP (Merchandise and assortment planning). There is then the possibility to match the planned data in the OAPC against the planned data from the assortment plan. This process is described in the BBP R61 Merchandise and assortment planning

In a next process steps purchasing list entries are created. There are different possibilities to use:

A new planned article

A PRICAT article

An existing article

4.1.1 Create Purchasing List Items with an existing article

UseNow an existing article should be selected from the Article Hierarchy Tree and be inserted into the purchasing list overview. ...

1. Choose Show / Hide Article Hierarchy Tree to open the Article Hierarchy Tree.

2. Choose Selection Screen on the right hand side.

3. You got a small list:

Planned Articles

Existing Articles

PRICAT Articles

© SAP AG of 99


4. Follow the path Existing Articles.

5. Enter the following data:


Merchandise Category

MC11151 (for fashion)

MC14501 (for hard goods)

6. Choose or Enter.

7. Collapse Hierarchy Node B11125 (for fashion) or B13211 (for hard goods)

8. Select the article PCS-01-ART115 ladies business shirt, long-armed, 100% (for fashion) or PCS-01-ART451 (for hard goods)

9. Choose Add Material to Purch List to insert the article into the purchasing list.

You will see that the article is insert in a new line.

Show Article Number instead of Description [OPTIONAL]

10. Choose Show Article Number on the item screen to show the article number.

11. Choose Show Article Number on the item screen again to switch to the article description.

4.1.2 Create Purchasing List Items with an PRICAT-Article (optional)

PrerequisitesThe R15 has to be done first. Otherwise there are no Pricat data in the system you can select.

Use

Now a PRICAT-Article should be selected from the Article Hierarchy Tree and can be inserted into the purchasing list overview. Prerequisites are the requirements from BBP R15.

Procedure...

1. Choose Show / Hide Article Hierarchy Tree to open the Article Hierarchy Tree.

2. Choose Selection Screen on the right hand side

© SAP AG of 99



Planned Articles

Existing Articles

PRICAT Articles

4. Follow the path PRICAT Articles.

5. A selection screen will be opened

6. Choose Enter without doing any selections. You get a list of PRICAT catalogues if the BPD R15 is executed.

An example (engl. Version) is shown below: If you got an empty list, you have to do the R15 first.

The next step would be to expand the catalogues to show the items which can be insert into

the purchasing list using the button like you did it before with the existing articles. for example, you got the following message:

Messages for catalog 0000000004 and EAN 16806514375

Article 22 has been created successfully for EAN 16806514375

© SAP AG of 99


The article is added to the purchasing list and created in the system with the corresponding master data.

If you are using these scenarios for demos or training, you shouldn’t insert a PRICAT article in your purchasing list as this PRICAT article would not be available for other demos anymore!

If you wanted to insert it into your purchasing list, you would have to delete it again from

your purchasing list immediately using the button in the purchasing list overview.

2.1.1 Create Purchasing List Items with a New Planned Article

2.1.3.1 Selection Criteria for Planned Articles

1. You are still in the Purchasing List. Choose Selection Screen on the right hand side


Planned Articles

Existing Articles

PRICAT Articles

3. Follow the path Planned Articles.

4. A selection screen appears

Within this BPD the selection of a planned article can not to be shown because no planned articles exist until now. The first planned article will be created within the demo.

5. Choose Cancel to close the window.

6. Choose Show / Hide Article Hierarchy Tree again to close the Article Hierarchy Tree.

4.1.2.1 Add New Planned Article

1. Choose Add.

2. Follow the path Add Item --> New Planned Article

A new dialog has opened where the description of the article and the most important attributes have to be maintained.

© SAP AG of 99


3. Enter the following data in the dialog box that comes up:


Article Description New Planned Shirt (for fashion) or

New Planned Hard goods (for hard goods)

Mdse Catgry MC11151 (for fashion) or MC14501 (for hard goods)

Artl. Category 01 (for fashion) or 00 (for hard goods)

Article Type MODE (for fashion) or HAWA (for hard goods)

Char. Profile PCS_BASIC_WO (only for fashion article)

Hierarchy Node B11125 (for fashion) or B13211 (for hard goods)

4. Choose Enter to create the new planned article in your purchasing list. A new line has been created in the purchasing list.

5. Select the created purchasing list item. Enter a presentation date which fits to the season year and the rollout of the purchasing list.


Pres. Date <rollout>/XX/<season year>

Example:For Rollout 08 and Season Year 2008 you could for example maintain presentation date 08/03/2008.

6. Choose ENTER.

4.1.2.2 Add Colours to the New Planned Article (fashion) (only for generic article)

1. Select the purchasing list item New planned Shirt.

Dependent on the settings of the characteristics it is possible to add new values. But we want to add only colours that are already defined for the characteristic.

2. Choose Add.

3. Follow the path Colour --> Existing.

A new screen opens where you can see the existing colours. Expand the group of the Basics.

4. Select the colours white and blue.

© SAP AG of 99


You can select two colours by using the Ctrl-Key of your computer keyboard.

5. Choose Enter to add the selected colours to the purchasing list item New Planned Shirt.

4.1.2.3 Plan the Quantities per Assortment on Colour Level (only for generic article)

Use

Now plan the quantities for the key figures Fixed Allocation of Initial Buy "IF", Reallocation of Initial Buy "IV" and Put Away "PA”

1. Choose (Fixed Allocation of Initial Buy)

2. Enter the following quantities for the "new planned shirt":

Field name

Field 1

B11100_11

Field 2

B11100_12

Field 3

B11100_21

Field 4

B11100_22

white 20 20 10 10

blue 20 20 10 10

3. Choose ENTER.

4. Select the purchasing list item New Planned Shirt.

5. Choose Calculate on the right hand side and choose from the list: Calculate Quantity Bottom Up to summarize the quantities on article level.

6. Confirm the Popup. Choose or ENTER

7. Choose (Reallocation of Initial Buy )

© SAP AG of 99


8. Enter the following quantities for the "new planned shirt":

Field name

Field 1

B11100_11

Field 2

B11100_12

Field 3

B11100_21

Field 4

B11100_22

white 10 10 5 5

blue 10 10 5 5

9. Choose ENTER.


11. Choose Calculate -> Calculate Quantity Bottom Up to summarize the quantities on article level


13. Choose (Put Away).

14. Enter the following quantities for the local DC-Assortment.

Field name Field 1

VZ01

White 50

Blue 50

15. Choose ENTER.


17. Choose Calculate -> Calculate Quantity Bottom Up to summarize the quantities article level.


4.1.2.4 Plan the Quantities per Assortment (hard goods)(only for single article)

1. Now plan the quantities for the key figures. Fixed Allocation of Initial Buy "IF" and Put Away "PA".

2. Choose Fixed Allocation of Initial Buy

3. Enter the following quantities:

Field name

Article description

Field 1

B13200_11

Field 2

B13200_12

Field 3

B13200_21

Field 4

B13200_22

New planned hard goods 20 20 30 40

© SAP AG of 99


4. Choose ENTER.

5. Select the purchasing list item New Planned Hardgoods.

6. Choose Put Away.

7. Enter the following quantities for the local DC-Assortment.

Field name

Article description

Field 1

VZ01

New planned hard goods 100

8. Choose ENTER.

4.1.2.5 Detail Maintenance1. Select the purchasing list item New Planned Shirt or New Planned Hard goods.

2. Choose Detail View -> PL item detail on the left hand side to open the detail screen. On the right hand of the button you will get a list to select.

3. Choose Close Overview to close the Overview Area.

4. Go to the Article tab.

Here various information about the article attributes like article type, merchandise category etc. are displayed.

5. Choose Assign/Display Markdownprofile to assign the markdown profile.

A markdown profile can be assigned either to the generic article, generic article colour, generic article size, generic article colour – size or to a single article.

Markdown profile

You can assign a markdown profile to articles, specifying the quantity and time schedule for discounts during the season. The discounts are based on sales ratios which in turn represent the quantity you plan to sell within a given posting period. If you

select a purchasing list item and choose calculate Distribute Put away quantities in the purchasing list toolbar, the system automatically inserts items in purchasing lists for subsequent rollouts of this article. The system calculates the planned quantities for these items based on a predefined schedule (sales ratios). In this case, the quantities shown in the purchasing lists are for display only and cannot be changed. In the customizing it is defined on which key figures (fix or variable) the quantities are distributed.

Example: A planned article is assigned to the purchasing list for Rollout 07. A put away quantity of 100 pieces is planned for this item. The markdown profile (PROFIL_1) is assigned to the new planned article, which indicates that you plan to sell 50% of a given goods receipt quantity within the rollout following goods receipt and another 50% in the next rollout. When you trigger the Distribute Put away Quantities function, the

© SAP AG of 99


system creates items in purchasing lists for rollout 08 and rollout 09, with planned quantities of 50 pieces for each item. The system retains all other organizational assignments from the original purchasing list, such as hierarchy node, season, and assortment type. The intent of this function is to keep you from planning too large an initial buy for rollouts 08 and 09 by informing you of the quantities expected to come to the stores via replenishment processes.

6. Choose Article in the Dialog box.

7. Use the F4-Help in the field and select the Profil_1.

8. Choose .

9. Enter the following distribution profile:


Dist prof. FT2

10. Go to the next Purchase/Sales tab.

The article should be purchased from vendor PCS-V112 (for fashion) or PCS-V452 (for hardgoods)



Vendor PCS-V112 (for fashion) or

PCS-V452 (for hard goods)

12. Choose ENTER.



PPriceVendor Curr. 10

14. Choose ENTER.

15. Confirm new vendor price (popup).Choose or ENTER.

Now the purchasing price is converted into the Basic Purchase Price in local currency.

Beside the purchasing price in vendor currency the following prices can be planned:

Basic Purchase Price

© SAP AG of 99


Markup 1

Purchasing Price Net/Net

Markup 2

Sales Price



Percent 1 10

Percent 2 130

17. Choose or ENTER.

The Purchase Price net/net and the Sales Price are automatically calculated.

If the prices and markups are not initial anymore you have to set a flag at the prices/ markups that should be the basis for a recalculation of the other prices/markups.

You can select one of the predefined fixing schemes by choosing Select Fixing Scheme. You got a list with “Possible Fixing Schemes”. For the first scheme the Basic Purchase Price, Markup 1, and Markup 2 are fixed and the other two prices Purchase Price Net/net and Sales Price will be calculated by the system. Mark the first

scheme and confirme. To calculate them you have to Choose Caculate using fixing scheme.

4.2 OAPC - Schedule the Purchasing List Item

4.2.1 OAPC - Schedule the Purchasing List Item (warehouse procurement)

1. Go to the Item Data tab.

2. Choose Create/Change Dateline to schedule the purchasing list item.

Based on the presentation date the Delivery Date DC, the date for the PO Generation and other dates are determined.

3. Choose .

4. Choose Save to save the scheduling.

© SAP AG of 99


4.2.2 Optional:OAPC - Schedule the Purchasing List Item (third party order processing – direct delivery)

If you decide to use the Direct Delivery there will be no allocation table in further processing.

1. Go to the Item Data tab.

2. Mark on the right handside the check box direct delivery in the procurement frame.

3. Choose Create/Change Dateline to schedule the purchasing list item.

Based on the presentation date the date for the PO Generation and other dates are determined.

4. Choose .

5. Choose Save to save the scheduling.

Depending on your choice the system picks up the correct transportchain via DC or direct to the store.

4.3 OAPC - Prepack Definition (only for fashion article)1. Choose Prepack on Item level to open the prepack view. You will find the button on the right

side of the header line of the PL Item.

Prepacks are defined for a generic article. By defining a Prepack the variants of the new planned shirt are defined. You have to determine the colours and the sizes of the Prepack and you have to define the quantity per colour-size-combination. For each colour-size-combination for which you have planned a quantity greater than zero a variant is created when you later release the planned article to the master data.

On the first tab strip you can define one or more Prepacks. On the tab strip Prepack Assignment the Prepacks are assigned to the assortments.

2. Choose Add.

3. Follow the path: Prepack --> One mixed prepack to define a mixed Prepack for the New Planned Shirt.

© SAP AG of 99


Mixed Prepack means that the Prepack contains several colours. When you select Multiple Prepacks then for each selected colour a Prepack is created.

4. In a next step you are asked to select the colors. Select the Prepack: Prepack-New Planned Shirt

5. Choose Add.

6. Follow the path: PCS Colours Basic --> Existing

7. Mark the colours white and blue.

8. Choose Copy to confirm the selection.

9. Now you have to add the sizes. Select the Prepack: Prepack-New Planned Shirt .

10. Choose Add.

11. Follow the path PCS Sizes Woman --> Existing.

12. Select the sizes L, M, S, XS.

13. Choose Copy to confirm the selection.

ResultNow you have defined the colours and sizes of the Prepack.

© SAP AG of 99


2.5.1 Determine the Quota Scales to plan the Quantities per Variant

UseIn the next step you have to plan the quantities for each colour-size-combination. Thus you define the variants of the Prepack.

To reduce the planning effort you can plan the quantities on colour or generic article level and use quota scales to distribute the quantities onto the variants.

1. Enter the following data in the field: Input Total in the first line of the Prepack : 24

2. Choose ENTER.

You see that the quantities have been distributed onto the variants according to the assigned quota scales.

Field name

Prepack description

Field name

PCS Colours Basic

Field name

TotalComp

Field name

XS

Field name

S

Field name

M

Field name

L

Prepack-new planned shirt 24 3 12 4 5

white 16 2 8 3 3

Blue 8 1 4 1 2

With the Button Change Quota Scale Selection you can see which quota scale is assigned to.

4.3.1 Maintain the Attributes of the Prepack1. Select the line with the Prepack: Prepack-New Planned Shirt .

2. Choose Maintain Prepack Attributes.

3. Go to tab Basic Data. You see the basic data of the Prepack.

4. Go to tab Purchase/Sales to maintain the purchasing data for the Prepack.

In the field: Calc. Purch Price a price in vendor currency is automatically calculated by multiplying the price per variant with the planned number of components. The purchase price is changeable.

5. Choose Take as Vendor Price to transfer the purchase price in vendor currency to the basic purchase price in local currency.

© SAP AG of 99


It is not necessary to maintain a sales price for the Prepack as it will not be sold.

6. Choose to close the window.

Having maintained the purchasing price the price status has changed from a red circle to a green rectangle.

Alternatively the Basic Purchase Price in local currency can also be calculated on the

main screen using the button Calculate Purchasing Prices and selecting BasicPurchasing Price.

4.3.2 Assign Prepack to the Assortments1. Go to tab Prepack Assignment.

Here you plan the number of Prepacks per assortment and per key figure ID Inititial Distribution Fixed IF and Put Away PA.

2. Choose: (Show all Key Figures) to see all three key figures.

3. Plan the quantities for the key figure ID Fixed Allocation of Initial Buy IF, and Put Away PA. Maintain the white fields! In the green coloured lines you will find the total planned quantities and in the yellow coloured lines you will find the total quantities assigned prepacks.

Field name

Key figures

Field name

Prepack description

Field name

B11100_11

Field name

B11100_12

Field name

B11100_21

Field name

B11100_22

Field name

VZ01

Fixed Allocation of Initial Buy

Prepack-new planned article

5 5 2 2

Put away Prepack-new planned article

4

In this scenario we only use prepacks for Fixed Allocation of Initial Buy and Put away. If you want to use prepacks also for of Reallocation of Initial Buy IV the maintenance would be handled in the same way like Fixed Allocation of Initial Buy IF.

4. Choose ENTER.

5. Choose Compare planning vs Assignment to compare the assigned quantity with the quantity that had been planned in the purchasing list overview

The number of Prepacks assigned to an assortment is multiplied with the number of components of the Prepack to calculate the assigned quantities.

A new screen opens.

© SAP AG of 99


Red highlighted you see that there is a difference between the assigned quantity and the planned quantity.

6. Choose Overwrite Planning to overwrite the planned quantity by the assigned quantity.

Now the planned data are adjusted.

OPTIONAL

7. You can again choose Compare planning vs Assignment to have a look at the adjusted planned quantites.

Instead of overwriting the planned quantites with the assigned quanitites you could alsoadjust the prepack or the prepack assignment.

8. Choose to close the window.

4.3.3 Assign Variants to the Assortments (Quantities for Reallocation of Initial Buy)

UseInstead of planning prepack you also got the possibility to maintain quantities on variant level

Procedure1. Go to the Variant Assignment tab.

2. Choose: (Show all Key Figures) to see all three key figures.

3. Choose add assortments.

4. Open the key figure IV to see the assigned assortments

5. Mark all four assortments(You can select four assortments by using the Ctrl-Key of your computer keyboard.

6. Confirm your selection with the button continue

7. A table is created to maintain the quantities. Enter the following data in the field: Input Total in the first line of the assortment B11100_11 and B11100_12: 24

8. A table is created to maintain the quantities. Enter the following data in the field: Input Total in the first line of the assortment B11100_21 and B11100_22: 36

9. Choose ENTER.

You see that the quantities have been distributed onto the variants according to the quota scales.

© SAP AG of 99


Field name

Assortment

Field name

PCS Colours Basic

Field name

TotalComp

Field name

XS

Field name

S

Field name

M

Field name

L

B11100_11 and B11100_12 24 3 12 4 5

white 16 2 8 3 3

Blue 8 1 4 1 2

Field name

Assortment

Field name

PCS Colours Basic

Field name

TotalComp

Field name

XS

Field name

S

Field name

M

Field name

L

B11100_21 and B11100_22 36 6 18 6 6

white 24 4 12 4 4

Blue 12 2 8 3 3

Using this field: Input total the quantity will be allocated by the rules of the quota scales. You also have the possibility to maintain the quantity in every single field.

10. Choose Compare planning vs Assignment to compare the assigned quantity with the quantity that had been planned in the purchasing list overview

A new screen opens.

Red highlighted you see that there is a difference between the assigned quantity and the planned quantity.

11. Choose Overwrite Planning to overwrite the planned quantity by the assigned quantity.

12. Now the planned data are adjusted.

4.3.4 Show the New Planned Quantities in the Overview Area

1. Choose Compress data areas to close the Detail Area.

2. Choose : Expand data areas to open the Overview Area.

3. Choose (Show all key figures).

4. You see all the planned quantities for fix, variable and put away quantities.

5. Double-click first on the generic article to show the adjusted quantities on colour level.

6. Double-click on a colour to show that the sizes are added in the overview area.

© SAP AG of 99


4.4 Release Planned Article and Prepack

2.4.1 Release Planned Article

UseHere you release the planned article.

Procedure1. Select the purchasing list item: "New planned Shirt“ or “New planned Hard goods” in the

detailed area screen.

2. Choose Release/Unrelease

3. Follow the path Article Release.

The status of the purchasing list item changes from:

Article not released, PL item not released to

Material Release Requested, PL item not released

4. Choose Save to save the purchasing list

4.4.1 Release Prepack (only for fashion article)

UseYou also have to release the prepack before you can release the purchasing list item. You can release the prepack either in the prepack view or in the purchasing list overview.

Show how to release the prepack in the Overview Area.

Procedure1. Select the purchasing list item: "New planned Shirt", if it is not selected anymore.


3. Follow the path Prepacks Release.

You get a warning message that no sales prices exist for the prepack. That does not matter because you need no sales prices as the prepack will not be sold.

4. Choose Continue to close the message.

5. Choose Save to save the purchasing list

© SAP AG of 99


OPTIONALWe show now that the Prepack is released.

1. Choose Show Item Attributes.

Take care to click on the right part of the button to get the List: Choose "Prepack"

2. Choose to close the Overview Area.

3. Go to the Prepack Definition tab.

4. You see that the Release Status of the Prepack is green in Column R.

5. Choose Save to save the Purchasing List.

4.4.2 Release Report Execution Now you have to execute the Release Report for planned articles and prepacks to create entries for the article and prepack in the master data tables.

In a productive system this report can be executed automatically in a batch job.

UseThe Release Report generates operative master data of the planned article and it’s prepack.

Procedure

1. Log on to the SAP Enterprise Portal or SAP for Retail System.


SAP ECC menu Logistics Retailing Master data Assortment / Listing Operational Assortment Planning and Control Releasing and Deletion Release Planned Articles




Business role menu Seasonal Purchase Management Purchasing List Release Planned Articles

© SAP AG of 99


2. Check if the right purchasing list is selected.

The selection criteria should be predefined.


Purchasing List <XX> Your Purchasing List

Hierarchy B1

Hierarchy Node B11120 (fashion)

B13200 (hard goods)

Season <season> Season of your purchasing list

Season Year <year> Season year of your purchasing list

You can also select the two articles, the planned article and the Prepack. But this is not necessary, if you have not released any other articles in your purchasing list that you don’t want to release so far.

3. Choose Execute.

You get an application log which looks similar to that:

Selecting Article(s) to Release

Processing Generic article: 51

Application log 0000000000082 created

The generic article 51 will be created with its variants

Changes to purchasing info record 5300000532 were saved

Assignments to hierarchy B1 copied or article 00000000000051

Processing Prepack: 52

No sales data exists for article

Application log 0000000000084 created

Article 52 created

Changes to purchasing info record 5300000534 were saved

BOM 3 01 was copied for article 00000000000052

Assignments to hierarchy B1 copied or article 00000000000052

The article number for the generic article is 51 and for its Prepack the article number is 52, if it is the fashion process.

4. Write down your article number _____________.

© SAP AG of 99


5. Write down your Prepack Number _____________. (only for fashion article)

4.4.3 Display Master Data for Planned Articles for the fashion process

UseYou can show the variants of the article and the components of the prepack within the operative master data.

Procedure



SAP ECC 6.0 menu Logistics Retailing Master data Article Change

Transaction code MM42



Business role menu Seasonal Purchase Management Item Management Change Article

2. Make following entry:


Article <Prepack or article> Use the article or prepack number from the previous step

3. Select Basic Data and choose Enter. Now you can scroll down in the Basic Data view and choose Components. (for Prepack) or variants (for Article).

4. Choose Back to leave the article master data.

4.5 Release Purchasing List Items

UseHere you release the purchasing list items to the following procurement process.

Procedure

© SAP AG of 99


...



SAP ECC 6.0 menu Logistics Retailing Master data Assortment / Listing Operational Assortment Planning and Control Maintain Purchasing List




Business role menu Seasonal Purchase Management Purchasing List Operational APC: Change



Purchasing List <XX> Your Purchasing List Number

3. Choose ENTER.

4. Collapse the Navigation Panel to have a greater display for purchasing list data.

5. Choose Compress Data Areas to close the General Data Area.

6. Select the New Planned Shirt or New Planned Hardgoods article in the purchasing list overview.


Follow the path Purchasing List Item Release Immediately.and confirm the messages which raise up.

The system will compare in the background the value of the purchase orderlist against the target values. If you pass the value you got a message. This can be a warning or an error message. In this scenario it should be only a warning. If it is an error message please contact the administrator. The same procedure will be done for the planned and assigned quantities. The status of the purchasing list item has changed from

Material Release Requested, PL item not released to

.PL Item Immediate Release Requested

Release immediately means that the purchasing list item is transferred immediately to the order list when you save the purchasing list.

© SAP AG of 99


If you would select Release the Release Report for Purchasing List Items -Transaction WRFAPC12 - would have to be executed. This can be done in a batch job and might benecessary in a productive system if you release a lot of purchasing list items.

8. Choose Save to save the purchasing list.

An Application log tells you that some order list entries are created. The log could look like this:

Processing PL Item: 38/51

Messages for order list item 4300000036

Item saved successfully: 4300000036

In case of Direct Delivery the log could look like this:

Processing PL Item: 38/51

Messages for Fix Allocation of Initial Buy 45 (new planned article) M001

Messages for order list item 4300000036

Item saved successfully: 4300000036

4.5.1 Show the Logistic Status [OPTIONAL]1. You can show the logistic status of the released purchasing list item. Then you have to get again

into your purchasing list in the change modus.


SAP ECC 6.0 menu Logistics Retailing Master data Assortment / Listing Operational Assortment Planning and Control Maintain Purchasing List







Purchasing List <XX> Your Purchasing

© SAP AG of 99


List Number

3. Choose ENTER.

4. Choose Compress Data Areas to close the General Data Area.

5. Select the New Planned Shirt.

6. Choose Show Item Attributes. Choose only on the left hand side (magnifying glass)

7. Choose Close Overview to close the Overview Area.

8. Go to the Logistics tab.

9. Choose: (Show all key figures).

You see that order list entries have been created for the key figures you maintained. (one entry for the initial buy and a second one for the put away)In case of Direct Delivery you will find a line item for every store

10. Leave the transaction without saving.

5 Purchase Process- Seasonal Procurement

Use

In the Seasonal Procurement component, you process purchasing processes that are specially designed to suit the requirements of seasonal procurement of retail goods. You process data from planning applications (OAPC) or enter unplanned purchase order data manually in this component.

One of the main target groups is employees who plan and procure (seasonal) articles that are not generally replenishable and will only be procured once. As there is often a very long period of time between budgeting for, ordering, and the actual delivery of the goods, the component contains an Order Manager, which in addition to functions for creating and processing purchase orders, also incorporates an automatic application for long-term scheduling and several applications for procurement monitoring.

1. In the OAPC application, you plan which quantities of which articles should be available at a certain point in time in the assortment in your store or distribution center, and transfer these items to the order list.

2. The system collects potential purchase order items in the order list and creates an initial worklist of purchase orders to be generated.

3. From the order list you create either grouped purchase order documents or purchase orders. The order list reports the changed processing status of the item to OAPC planning and then the grouped purchase order document and the purchase order also return the status and document changes (quantity, date, site).

4. In the grouped purchase order document, the system groups the items according to fixed (for example, vendor) and variable criteria (for example, by site) into temporary, internal documents.

© SAP AG of 99


5. If there is sufficient budget available, you can generate purchase orders from the grouped purchase order documents.

6. The OTB check analyzes whether there is sufficient budget available for the whole document or for each item.

7. It is not only possible to carry out an OTB check from the grouped purchase order document, but also when you generate the purchase order from the order list.

8. You can use OTB procurement to procure available budget for a document that received a negative result in the OTB check.

9. If there is insufficient budget available, you cannot create a purchase order. By changing other documents, for example, and taking over their budget, you can bring about a positive OTB check result.

© SAP AG of 99


3.1 Add New Order List Item

UseIf you plan articles in your purchasing list and you release these articles to the procurement process, the purchaser receives a purchasing list entry as a result of the Assortment Planning. These purchasing list items can be accessed individually (with an appropriate selection) to add more items. Afterwards the items can be combined to one or more grouped purchase order documents.

Procedure

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


SAP ECC 6.0 menu Logistics Retailing Purchasing Seasonal Procurement PO Processing PO Manager

Transaction code WPOHF1



Business role menu Seasonal Purchase Management Seasonal Procurement WB: PO Manager

2. Add Items: Choose Call Selection Tree.

3. On the PO Manager Worklist Selection screen, make the following entries:


Purch. Organization

1000

Purchasing Group 100

Vendor

My documents mark

Order List Items mark

Grouped PO Documents

mark

Purchase Orders mark

© SAP AG of 99


Optional: You can create a selection variant for the mentioned selection. You can use this as your default variant in the following process. In this case you can see your selections in the PO Manager.If you maintained a default variant, you are able to start the work list directly by choosing

Execute or pushing F8.But you can also always enter your selection manually.

4. Choose Execute or pushing F8 to execute your selection.

After executing the selection variant, the PO Manager shows the accordant documents (order list entries, already created Grouped Purchase Orders and Purchase Orders) in the work list.

5. Double-click on the folder “order list item” to display the data in the application group (right part of the screen).

Afterwards more order list items will be added manually to already existing order lists. Here you will also find your order list item from OAPC (Purchasing List)

The displayed order list consists of the released items of the Assortment Planning (purchasing list). This data is not changeable in the order list. It must be changed in the purchasing list! You can add more order list items to the order list with the Fast Entry.

Fashion: There are several entries in the order list for the fashion process:

Prepack article (the article number is 2 times on the list): one line with the total quantity for initial fix and one line with the total quantity for put away.

Generic article number and the relevant Variant numbers: that is the quantity which was planned for initial variable

6. Hide the work list by choosing Show/Hide Worklist to have a better overview.

7. Choose Display/Change in order to enable the Change mode. In the application order list item is an entry line (Fast Entry) to add more items go on change mode.

8. On the Order List Item (Change) screen, make the following entries in the Fast Data Entry :


Purch. Organization

1000


Vendor PCS-V142 (fashion)

PCS-V452 (hard goods)

© SAP AG of 99


Site VZ01

Article PCS-01-ART142 (fashion)

PCS-01-ART453 (hard goods)

Order Quantity 100

Delivery date (use the date from a month, which is 6 months from now, for example, today is 07/15/2007, so take as delivery date 01/15/2008)

9. Confirm your item after maintaining the data.

10. Adopt the item to your order list by choosing .

11. Distribute the 100 pieces to the variants in the variant matrix and choose Back. (only for the fashion article)

12. Please save and write down the item numbers of the order list. Close the list.

_______________

_______________

_______________

_______________

Don’t leave the transaction.

There is as well the possibility to add articles in the item area directly instead of using the fast entry. With the help of the article list a mass selection of articles is possible for example, Details about article list see BBP R11 Item Management.

© SAP AG of 99


3.1.1 Create a Core Article in the Order List

A core article master record contains the article segments and article data that you need for the function in which you are creating the core master record. You can enhance a core article master record with master data so that you can use it operationally as a complete article in every application.

You can create core articles for purchasing in the

Order list

Grouped purchase order document

Purchase order

3.2.1 Enter an Order List Item with Core Article: Single Article (Hard Goods)

1. Put cursor in field Article in Fast Data Entry and choose .



Template Hardgoods Use the F4

Article You have the possibility to give an own article number or the system will automatically assigned an article number

Article Type HAWA (hard goods) Will be added by the template

Mdse Catgry MC14501 (hard goods) Will be added by the template

Artl category 00 Single Article

Purchasing Org. 1000

Vendor PCS-V452 (hard goods)

Infotype 0 Will be added by the template

Sales Org 1000 Will be added by the template

Distribution channel

01 Will be added by the template

3. Choose the button or choose Enter again.

4. Enter a short text for your article on the right hand side and choose Enter.

© SAP AG of 99


5. Choose the Definition / HEAN in the tree.

If there isn’t an unit of measure maintained on the right side, you can create an entry with

. Choose the unit of measure for example, “EA” by choosing the F4-Help . Confirm your

entry by pushing Enter or choose the button. Then add the quantity ”1“ and the sub-item unit of measure “EA“ and confirm your entries. You can also maintain Volumes and Weight Data.

The fields base quantity unit, order unit, sales unit and delivery unit are automatically flagged.

6. Choose Measurements / Volumes in the tree. You could add data if you want

7. Choose on Weight Data in the tree. Maintain the WUn with “LB” and confirm your entry by choosing Enter. You could add data if you want

8. Choose on Descriptions in the tree. For one language the description is already maintained. If

you want to maintain another language, choose and maintain the language.

9. Choose Price Maintenance in the tree and maintain the gross price and the sales price in the field ‘Amount’


PB00 Gross Price 2.00

VKP0 Sale Price 9.00

10. Confirm your entry by choosing Enter or choosing the button.

11. Choose on Assortment Assignment in the tree to assign assortments to the article.

12. To create an assortment, choose the button. Maintain following data:


Assortment VZ01

13. Confirm your entry by chosing Enter or choosing the button.

14. Click on Basic Data in the tree

© SAP AG of 99


15. Maintain following data:


Status 01 Core Article

Season for example, 0002

Season year for example, 2008

Tax class. UTXJ 1 Use F4 to select

Purch. Group 100

Assort.gr. 1 Core assortment

LP distr. Ctrs. 01 (Standard listing procedure)

Listed from: < e.g. 08/01/2008>

Listed to: < …>

Choose Enter. You will get a dialog box ‘The season date was processed. Do you want to adjust the listing and sales periods of the season?’ Please confirm this with No.

If you choose “yes” the listing will be based on the season and season year and it is not possible to create a purchase order. If you choose "No" the data of the Assortment Assignment will be used.

16. Click on Purchasing in the tree

17. Maintain the order unit with “EA“ and confirm your entry by choosing Enter or choosing the

button. Click on Sales. in the tree

18. Take a look on the sales org. and the distribution channel but make no entries. Confirm your

entry by choosing Enter or by choosing the button.

19. Click on Article Hierarchy in the tree

20. Maintain the Hierarchy Node with B13211 (Seat Cushions).

21. Save your entries by choosing the button .

22. Messages about the successfully creation of the new article are shown. Conform listing message with no. Close this dialog box.

23. After the creation of the core article, you jump back to the original application function Order list item, to where the created article is taken over. Afterwards you have to complete the entry row.


Type NB

POrg 1000

© SAP AG of 99


PGr 100

Vendor PCS-V452

Site VZ01

Order quantity <quantity>

Net order price <price>


25. Save your entries by choosing the button. Confirm dialog box and choose Back. Confirm the next dialog box with the YES button. Now you will leave the PO-Manager.

5.1.1 Enter an Order List Item with Core Article: Generic Article (Fashion)

1. Click on article number in the Fast Entry and choose .

2. Enter the following data in the Dialog box screen:


Template Fashion Choose with F4 and

Additional data of the template will be added

Article You have the possibility to give an own article number or the system will automatically assigned an article number

Article Type MODE Apparel (seasonal) Will be added by the template

Mdse Catgry MC11151 Will be added by the template

Artl category 01 (Generic Article)Will be added by the template

Purchasing Org. 1000 Will be added by the template

Vendor PCS-V112 Will be added by the template

Infotype 0

© SAP AG of 99


Sales Org 1000 Will be added by the template

Distr. Channel 10 Will be added by the template

3. Confirm your entry by choosing Enter or choosing the button. The next dialog box, Characteristic Profiles and Char. for Merchandise Category MC11151 appears.

4. Double-click on the characteristic profile PCS_BASIC_WO.

5. Enter at the subscreen characteristic value assignment the values for PCS COLOURS BASIC and PCS SIZE WOMEN. Use F4for example, choose for:PCS COLOURS BASIC: white, bluePCS SIZE WOMEN: S, M, L, XL

in the Dialog box. Confirm your entries by choosing Enter or by choosing the button.

6. Choose the back button for the next step: choosing the variants.

7. Use the button to generate all missing nodes. As a result all combinations will be flagged.

8. Choose the back button for the next step: Maintaining the article.

9. Enter a short text for your article on the right hand side and choose Enter.

10. Click on Definition / HEAN in the tree.

If there isn’t a unit of measure maintained on the right side, you can create an entry with

. Choose the unit of measure for example, “EA“ by choosing the F4-Help . Confirm your

entry by choosing Enter or choosing the button. Then add the quantity”1” and the sub-item unit of measure “EA“ and confirm your entries. You can also maintain Volumes and Weight Data.The fields base quantity unit, order unit, sales unit and delivery unit are automatically flagged.

11.Click on Measurements / Volumes in the tree You could add data if you want.

12.Click on Weight Data in the tree. Maintain the WUn with “LB” and confirm your entry by choosing Enter.You could add data if you want.

13.Click on Descriptions in the tree. For one language the description is already maintained. If

you want to maintain another language, choose and maintain the language.

14.Click in Price Maintenance in the tree and maintain the gross price and the sales price in the field ‘Amount’.


PB00 Gross Price 3.00

VKP0 Sale Price 15.00

© SAP AG of 99


15.Confirm your entry by choosing Enter or choosing the button.

16.Click on Assortment Assignment in the tree to assign assortments to the article.

17.To create an assortment, choose the button. Maintain following data:


Assortment VZ01

18.Confirm your entry by choosing Enter or choosing the button.

19.To create listing conditions for the variants as well, double-click the assortment VZ01.

20. In the Dialog box Maintain Variant Data mark all variants. You can choose . Confirm your

entry by choosing Enter or .

21.Click on Basic Data in the tree.

22. Maintain following data:


Status 01 (core article) If not added by the template

Season e. g. 0002

Season year e. g. 2008 Use the current year +1

Rollout 08

Tax class. UTXJ 1 Use F4 to select

Purch. Group 100

Choose Enter. You will get a dialog box ‘The season date was processed. Do you want to adjust the listing and sales periods of the season?’ Please confirm this with No.

If you choose yes the listing will be based on the season and season year and it is not possible to create a purchase order. If you choose "No" the data of the Assortment Assignment will be used.

23.Click on Purchasing in the tree

24.Maintain the order unit with “EA“ and confirm your entry by choosing Enter or choosing the

button.

26. Click on Sales. in the tree

27. Take a look on the sales org. and the distribution channel but make no entries. Confirm your

entry by choosing Enter or by choosing the button.

28. Click on Article Hierarchy in the tree

© SAP AG of 99


29. Maintain the Hierarchy Node with B11125 (Shirts&Blouses). Confirm your entry by

choosing Enter or .

30. Save your entries by choosing .

31. Messages about the successfully creation of the new article are shown. Close this dialog box.

32. After the creation of the core article, you jump back to the original application function Order list item.

33. Add the missing data for the purchase order item if not already be placed in the Fast Data Entry


Pur org 1000

Pur group 100

Site VZ01

Article Article number you created

Order Quantity 10

Delivery date e. g. 08/01/2008

34. Confirm your entry by choosing Enter or choosing the button.


36. You enter the screen of variant quantities. Put in some quantities for the variants. The total number should be 10 pieces. Otherwise you will get a Dialog box. Here you can decide to except your new quantity.

37. If you have the total of 10 pieces and no dialog box, choose the button back for the next step

38. Save your entries by choosing the button. Confirm the dialog box and choose Back.

3.2 Create Grouped Purchase Order Document

Use

In the grouped purchase order document (GPOD), all order list items are grouped on the basis of the criteria maintained in the customizing, as preceding documents of the purchase order.Here, changes on the purchase order grouping item can be done on demand. In the standard process this step will be run automatically in a batchjob. It is also possible to add more items to the grouped purchase order document.

Procedure

1. Logon to the Sap Enterprise Portal or the SAP for Retail System and start the PO Manager.

© SAP AG of 99








2. Choose Call Selection Tree.

3. Use the following selection:


Purch. Organization

1000


Vendor PCS-V142 and PCS-V112 (for fashion) or


My Documents X

Order List Entries X


X

Purchase Orders X

Optional: You can create a selection variant for the mentioned selection. You can use this as your default variant in the following process. In this case you can ease your selections in the PO Manager.If you maintained a default variant, you are able to start the work list directly by choosing

on Execute or pushing F8.But you can also always enter your selection manually.

4. Choose Execute or push F8 to execute the entered selection.

After executing the selection variant, the PO Manager shows the accordant documents (order list entries, already created Grouped Purchase Orders and Purchase Orders) in the work list. By double-click on the folder of the order list, the data will be displayed in the application group (right part of the screen, where the detailed data is displayed).

© SAP AG of 99


Alternatively you can also select all of the relevant items by subsequent choosing on the numbers of the order lists while choosing Ctrl. After selecting of the order list items, open

the drop-down for the Icon and select Order List.

5. Grouping in the work list:Select the order list items you created before by double-click on the folder of the order list. For fashion you have entries for 2 different vendors.

Open the Drop-Down menu Icon to generate the follow-on document. Select “Generate Grouped Purchase Order Document“.

6. In the following screen the order list items are displayed and grouped and can be converted to

grouped purchase order documents by choosing again.

7. You have to do this for the vendor PCS-V142 and PCS-V112 or vendor PCS-V452. Take care to select only your items!

8. Write down the document number of the generated GPODs:_______________ (PCS-V112)

_______________ (PCS-V142)

_______________ (PCS-V452)

9. Choose Back to leave PO-Manger.

The grouped purchase order document is a preceding document to your purchase order. It already has header and item data and a number that is retained in the purchase order. The GPOD is technically already a purchase order document. The difference to the purchase order list is that no OTB-check has been done so far.

Fashion: There are several entries in the GPOD for the fashion process:

Prepack article (the article number is 2 times on the list): one line with the total quantity for initial fix and one line with the total quantity for put away.

The relevant variant numbers from the prepack articles

Generic article number and the relevant Variant numbers: that is the quantity which was planned for initial variable

5.1.2 Ungrouping an Item in the Grouped Purchase Order Document

In a grouped purchase order document, the user has the possibility to select a single one or all grouped purchase order document-items and ungroup them from the grouped purchase order document item. Here we only want to ungroup the core article which was created before.All grouped PO items that were ungrouped are automatically moved back to the order list by the system.


© SAP AG of 99











Purch. Organization

1000




My Documents X



X

Purchase Orders X

4. Execute with the button or F8.

5. Double-click on the selected GPOD.


7. Choose Display/Change in order to enable the Change mode.

8. Select only the core article on item level (generic article number (fashion) or single article (hard

goods) and ungroup the item by choosing (Put Items back - In the Item Data and Schedule Line Data Grouped PO Document screen part).

© SAP AG of 99


Be careful! Select only one item (your core article) and process the ungrouping. Do not ungroup all other items!

9. Save the document by choosing the save button.

10. Go back with F3 or by choosing Back.

11. Start PO Manager again to Check the changed grouped purchase order document :

12. Choose “Call Selection Tree” and use the following selection:


Purch. Organization

1000




My Documents X



X

Purchase Orders X

13. Execute with the button or F8.

14. Double-click on the selected GPOD and scroll to the right side in the Item Data bloc. Then you will see in the last field the Deletion flag.

© SAP AG of 99


5.2 Create Purchase Order Document

Use

In this process step the prepared GPOD are transferred into a purchase order via the PO Manager.. The transfer includes an OTB-Check and the sending of messages to the vendor. The OTB check will be described in detail in chapter: 7. The message handling is not part of this scenario.

Procedure











Purch. Organization

1000




My Documents X



X

Purchase Orders X

© SAP AG of 99


Optionally: You can create a selection variant for the mentioned selection. You can use this as your default variant in the following process. In this case you can ease your selections in the PO Manager.If you maintained a default variant, you are able to start the work list directly by choosing

Execute or pushing F8.

But you can also always enter your selection manually.

4. Choose Execute or push F8 to execute the entered selection.

5. After executing the selection variant, the PO Manager shows the accordant documents (order list entries, already created Grouped Purchase Orders and Purchase Orders) in the work list. Select your grouped purchase order document with one click.

6. Generate follow-on document for the selected Grouped purchase order document in the work

list with the Button and select the function: “Convert GPO into Purchase Order“.“.

7. Confirm the Dialog box with Yes

8. You have to do this for the vendor PCS-V112 or vendor PCS-V452. Take care to select only your items!

9. Write down the document number of the generated Purchase Order :_______________ (PCS-V112)

_______________ (PCS-V452)

10. Choose Back. Confirm dialog box and leave PO-Manger.

© SAP AG of 99


6 Allocation Process

4.1 Generate the Allocation Table (based on detailed assortment planning)

UseThe released and allocation table-relevant items of the purchasing list are ordered by the vendors through the procurement by purchase orders. To allocate the articles to the customers/ sites you have to create allocation tables. The allocation tables are generated with a reference to purchase order items and all information like articles, dates, DC‘s and recipients are taken from the OAPC or the referenced PO and are automatically fixed in the generated allocation tables by the report.

While the quantities for the key figure “fix allocation of initial buy” are taken strictly from the OAPC the quantities for the key figure “reallocation of initial buy” could be automatically recalculated by an allocation strategy.

The Purchase Orders and the Purchasing Lists get also automatically an update with the numbers of the generated allocation tables.

Prerequisites Before you are able to use an allocation strategy with a recalculation function you have to create an allocation strategy variant. This has to be done in an allocation table using for example, the allocation strategy "11: Top Down (SAP BW Seasonal)". You only have to do it once in the system

And the purchase order you have created will be delivered at least partly to the DC. For Direct Delivery no allocation table will be created.



SAP ECC 6.0 menu Logistics Retailing Purchasing Allocation Allocation table Create

Transaction code WA01



Business role menu Seasonal Purchase Management Allocation Create Allocation Table

2. Please use the following data at the Initial Screen:


Allocation Table Type 0002

Purchasing Organization 1000 preset

© SAP AG of 99


Purchasing Group 100 preset

3. Choose Enter or the Enter-Key on the keyboard.

4. Please use the following data on the screen Item Overview:


Allocation Table "enter description"

Site Delivery Date Current year from purchasing list

DC Delivery Date Current year from purchasing list

Article PCS-01-ART453

Planned Quantity 15

Allocation Strategy 0011

5. Choose Sites or F6 on the keyboard.

6. Please use the following data on the screen Create allocation table: Sites in Item 00010:

Field name Field 1

Site

Field 2

Planned Quantity

Entry 1 M001 5

Entry 2 M002 5

Entry 3 M004 5

7. Choose Strategy Execute allocation strategy (Ctrl.+F11)

8. Please use the following data on the screen Strategy: Fashion Top-Down


Method RTAL02 Use F4

Selection Date 03/01/2008

to 03/31/2008

Fixed Item Quantity "set flag" Tab:Miscellaneous

No Selection Screen for Var. "set flag" Tab:Miscellaneous

9. Choose Save to create the first Variant

© SAP AG of 99


10. Enter the following data on the screen Variant Attributes

Field name Description

User action and values Comment

Variant Name PCSALGRM

Meaning PCS Allo. Var. Group/Month

11. Choose Save to save the Variant

12. Please enter the following data on the screen Strategy: Fashion Top-Down to create a second Variant


Method RTAL03 Use F4

Selection Date 03/01/2008

to 04/30/2008

Fixed Item Quantity "set flag" Tab:Miscellaneous

No Selection Screen for Var. "set flag" Tab:Miscellaneous

13. Choose Save to create the second Variant

14. Enter the following data on the screen Variant Attributes


Variant Name PCSALSUB

Meaning PCS Allo. Var. SubSeg/Month

15. Choose Save to save the Variant.

16. Choose Back. Don’t save the allocation table. Confirm the message with no.

© SAP AG of 99


Procedure



SAP ECC 6.0 menu Logistics Retailing Purchasing Allocation Allocation table Generation for Purchase Order Based on Detailed Assortment Planning



Business role (name) SAP_BP_RT_SEASONALBUYER-K (Retail Seasonal Purchaser – Power User)

Business role menu Seasonal Purchase Management Allocation Generation for PO and OAPAC

2. Please use the following data:


Hierarchy ID B1

Hierarchy Node B11120 (Fashion)

B13200 (Hard goods)

Purchase Order Purchase order created in step 5.2

Fixed allocation of initial buy X

Reallocation of initial buy X

Hierarchy Node/ Assortment Type

X

Allocation Table Type 0002

Allocation Strategy 0011

Allocation Strategy Variant PCSALGRM

2. After entering data choose Enter.

3. On the selection screen choose Execute or push F8 to execute the entered selection.

4. Write down the allocation table number: _______________.

5. Choose to close the generation log.

In this case, the SAP ECC generates one allocation table (you select one hierarchy node and group the allocation tables by hierarchy node) for both key figures (Initial Distribution Fixed and Initial Distribution Variable) if data to both key figures exist.

© SAP AG of 99


6.1 Allocation Table List

Procedure



SAP ECC 6.0 menu Logistics Retailing Purchasing Allocation Allocation table Communication site Allocation Table List




Business role menu Seasonal Purchase Management Allocation Allocation Table List

Please use the following data:

Field name Description

User action and values Comment

Allocation table *

Hierarchy ID B1

Hierarchy Node B11125 or

B13211

(for fashion) or

(for hard goods)

Maint. Status X - Avail.

Maint. Status X - Incomplete

Activity Status Select all

Display DC and DC Delivery Dat X - At Any Level

Delivery date


3. Double-click on the line item to view more details in the lower list.

4. Choose Change in the upper list to change the allocation table.

© SAP AG of 99


6.2 Allocation Table Change

UseIn the present standard ECC it is possible to take a look at the customers/ sites and the quantities, whether a single article or article variant, for one allocation table item. For the treatment of generic articles in the fashion sector is this not sufficient. Therefore the recipient matrix has been realized.

With this recipient matrix is it possible to take a look of all variants of the generic article with the quantities for all customers. Furthermore the recipient matrix can be used for all other articles (single articles, prepack, set).

This allocation table with the automatic generated description ‘PL Reference to Node B11120’ or ‘PL Reference to Node B13200’ was built up automatic by the report. The fields allocation strategy (0011) and the allocation strategy variant (PCSALGRM) are filled in the line item overview for the items which were planned for “Initial distribution variable”. That means that the recipient quantities of this line item are recalculated by an allocation strategy and this indicates that this line item comes from the OAPC (purchasing list) with the key figure ‘Initial Distribution Variable’. For the item which was planned for “Initial distribution fix”, the field allocation strategy variant and allocation strategy is not filled, because here each store will get a fix quantity which was planned in the OAPC.

Procedure1. Mark the line item (Prepack article for the fashion process or article "new planned Hard goods")

by choosing one field.

2. Use the button to go to the recipient matrix.

3. Change the variant quantities for one or two recipients (remember your changes!) and then

choose Adjust quantities to adopt these changes.

4. Go back into the allocation table over the button Back.

5. Mark all items of the allocation table by using the button Select All and check the

completeness of the allocation table by using the button Check.

6. Show the log and if there are some errors (implicit put away for the DC VZ01), go back and

then to the recipient matrix to change the quantities again (analog see above) till the ordered quantities are equal the distributed quantities.

7. Mark again all items of the allocation table by using the button Select All and check the

completeness of the allocation table by using the button Check.

8. Show the log and if there are no errors, go back and save the changes with the button Save.

9. Leave the allocation table list by the Back button.

10. Leave the selection screen by the Back Button.

© SAP AG of 99


6.3 Synchronize Between PO and Allocation Table

UseThere is a new synchronization of an allocation table if a corresponding purchase order is changed and the follow-on documents for the recipients are not already created. The synchronization works with the following changes to the purchase order (seasonal procurement only):

Quantity change (quantity, unit of measure)

Date change (goods received distribution center)

Change of distribution center

Deletion of an item (purchase order item deletion indicator)

Change of the Allocation Relevant Indicator

Procedure








2. Choose ”Call Selection Tree“.

3. Selection for PO Manager:


Purchasing Organization

1000


Vendor PCS-V112 (for fashion) or

PCS-V452 (for hardgoods)

Order Type NB

4. Choose Execute.

© SAP AG of 99


5. Double-click on Purchase Order number, you created in the step 3.3 (Crerate purchase order document).

6. Make sure, that the full screen is shown. Therefore choose Show/Hide Worklist.

7. Go to change mode by choosing Display/Change.

8. Change the quantity:fashion: for the article "new planned Shirt".hard goods: for the article "new planned Hard goods"

9. Save your entry Save.

10. Use following path or transaction WA02 to change the allocation table:


SAP ECC 6.0 menu Logistics Retailing Purchasing Allocation Allocation table Change




Business role menu Seasonal Purchase Management Allocation Change Allocation Table



Allocation table < created allocation table>

12. On the selection screen choose button.

13. At the line item you can see the new quantity the article variant which was automatic synchronized into the allocation table.

14. Mark line item for this article variant by choosing one field.

15. Choose button to see the new distribution which was dated up automatic.

16. Leave this view by the Back button.

17. Only for FASHION, for Hardgoods please read the comment first:Change the variant of the allocation strategy variant from PCSALGRM (monthly historical sales per article group last month) into PCSALSUB (monthly historical sales per subsegment group

last 3 months ago) and execute the strategy by choosing .

The use of a strategy is normally combined with a "Reallocation of Initial Buy". For the assortment type "BASI" we only use the "Fixed Allocation of Initial Buy". The assortment

© SAP AG of 99


type "BASI" is used in the process for hard goods. So you don't find an allocation strategy in the allocation table.

It is possible to add an allocation strategy (0011) and an Allocation Strategy Variant on item level. So you are able to use the same functionality as described for fashion scenarios

18. Save the allocation table Save.

19. Select on the menu Allocation table – Create follow-on docs – Warehouse order.

20. Choose Generate and generate the warehouse orders with the new quantities.

A stock transfer order is generated for the stores.

21. Leave this view by the Back button.

© SAP AG of 99


7 OTB (optional)

7.1 OTB Procurement

Process OverviewYou can use a budget function for the Open-to-Buy (OTB) in procurement application.

Although budget planning and budget function are a single entity from a business point of view, the respective data is stored separately to allow a quick access to budget data in the operational processes.

While budget planning is carried out via InfoCubes in Business Planning and Simulation (BPS) within MAP, the actual budget function is based on generated objects (ODS objects in SAP BI, database tables in ECC) in which the budgets are saved. The respective planning data is then read from the planning Info Cubes and transferred to the generated objects at the time when planning data transfer takes place in the Release Workbench. As budget planning and budget function are so closely linked, there is a need to harmonize budget function in a operative system with budget planning configuration, which is usually carried out in MAP.

The following slide should allow you to understand the whole process and its embedding in SAP systems.

SAP AG 2005, 03_Open_To_Buy_Integration.ppt

ERPBW Operational purchasing

RetailPlanning / Plan revision

OTB extrapolation

Current document data

Purchasing

OTB check

Planning step 1

...

...

OTB Planning

OTB Allocation

Planningstep N

Planned OTB pools Actual OTB poolsTarget OTB pools

OTB planningdata transfer

Overview of OTB Process

OTB procurementin purchasing

© SAP AG of 99


The system performs an OTB check if you create or change a purchase order in purchase order processing. In this process, the system checks whether sufficient budget is available for this purchase order. Once the budget type, budget bucket assignment, and required budget are determined, the system compares the required budget and the available budget in the assigned budget bucket. If the available budget is greater than or equal to the budget required, the OTB check result is positive and the relevant status is assigned to the purchase order document. The already expended actual value of the budget bucket is increased by the amount of budget required for the purchase order document item. If the available budget is less than the required budget, however, the OTB check result is negative, and the purchase order document remains in the status of the grouped purchase order document with the corresponding (negative) OTB status. In this case, it may be possible to reserve the remaining available budget for the purchase order document (depending on the Customizing settings).

During an item/schedule line-specific OTB check, the OTB status of a purchase order document depends on the OTB status of the individual schedule lines. If the check result of all schedule lines is positive, the entire purchase order document has the status OTB Positive Checked.

Before you generate a Purchase Order out of a Grouped Purchase Order Document, you need to get an overview about the availability of the OTB’s. Therefore you can use the OTB Monitor. By using it you can see the part of planned budget for a period which is still open and the part which is already used.

Procedure


SAP ECC 6.0 menu Logistics Retailing Purchasing Seasonal Procurement Open-to-Buy (OTB) OTB-Monitor

Transaction code WOTB2



Business role menu Seasonal Purchase Management Open to buy OTB Monitor

1. Choose “Call Selection Tree“.

2. Please use the following data:


Budget Type B1 flag

Valid from <Actual month> Today we have e. g. 09/15/2007, then choose 09/01/2007

Valid to <End of next year> for example,

© SAP AG of 99


12/31/2008

Selection Type:

Characteristics of Budget Type

"flag"

Characteristics of Budget Type:

Segment:

B11240 (for fashion) or

B13210 (for hard goods)

You can only enter one segment per time!


4. Take a look at the time period “a month, which will come in 6 month” – is there a budget bucket

available? If yes - Select the budget and choose ‘OTB Monitor’. If not – select another budget only for demonstration.


The available budget is updated by a creation of the Purchase Order. Order list and GPOD are not relevant for the PO check. The budget is always deducted, when you create a purchase order out of the GPOD or Order List.

© SAP AG of 99


7.2 Create Purchase Order: positive OTB-Check

UseNow you will create a PO for which the OTB will be sufficient and you will be able to purchase needed goods for your company.

Procedure1. Logon to the SAP Enterprise Portal or the SAP for Retail System.


SAP ECC 6.0 menu Logistics Retailing Purchasing Seasonal Procurement PO Processing Purchase Order (Seasonal) Create

Transaction code WPOHF4C



Business role menu Seasonal Purchase Management Seasonal Procurement Create Purchase order

2. Enter the following data on header level:

Field name Description User action and values

Comment

Type NB

POrg 1000

PGr 100

Vendor PCS-V142

PCS-V452

Fashion

Hard goods

3. Enter the following data on item level:


Comment

Site VZ01


PCS-01-ART453

PCS-01-ART142 (for Fashion)

PCS-01-ART453(for Hard goods)

Quantity 100 Important:You should enter exactly this

© SAP AG of 99


quantity.

Delivery Date Important:Take as delivery date a day within the month you have chosen for your process for example, August

It is important that you use exactly the proposed quantities! . The demo examples are based on the budget value, price of the article and quantity, in order to fit with the whole scenario. Otherwise you cannot be sure, if the follow-on stepsare executable.

4. Choose ENTER.

You enter the variant matrix. (only for fashion)

Distribute the 100 pieces to the variants in the variant matrix

5. Choose or ENTER on the keyboard

A total row is displayed.

6. Choose Back.

Here you will see that the OTB status on the Header Level and Item Level is green. That means you can create the complete PO.

7. Choose Full Screen Mode on in the screen Item Data and Schedule Line Data Purchase Order:

Have a look on the fields Required Budget, Missing Budget and Available OTB. You see the data about the budget for the month you are purchasing your goods.

If one of the fields is not displayed, you have to change the layout. Choose select layout,and choose Change Layout on the right hand side. In the dialog box you can select the additional fields from a list at the right. Confirm your selection with the button Transfer .

If you want to create your PO, choose Save

8. Choose Save to save your entries.

The OTB check for this document is OK (OTB checked). Have a look at the log which looks similar to this one.

Budget 408 was charged with 900,00 USD

Standard PO created under the number 45xxxxxxxx

© SAP AG of 99


7.3 Create Purchase Order: negative OTB-Check

UseNow you will create a second purchase order, which will not be successful (in terms of OTB check) and you will be able to process it with the functionality of OTB Procurement and OTB Special Release.

This PO is necessary for the process of OTB Procurement and OTB special release and will be used within this process step. The budget was changed to a value of 10000 €. So this PO will be created with a value higher than 10000 € to be sure that the OTB-Check fails.



SAP ECC 6.0 menu Logistics Retailing Purchasing Seasonal Procurement PO Processing Purchase Order (Seasonal) Create

Transaction code WPOHF4C



Business role menu Seasonal Purchase Management Seasonal Procurement Create Purchase order

2. Enter the following data on header level:


Type NB

POrg 1000

PGr 100

Vendor PCS-V142

PCS-V452

Fashion

Hard goods

3. Enter the following data on item level:


Site VZ01

© SAP AG of 99



PCS-01-ART453

Fashion

Hard goods

Quantity 20000

Delivery Date Important:Take as delivery date a day within the month you have chosen for your process for example, August

4. You enter the variant matrix. (only for fashion)

5. Distribute the 20000 pieces to the variants in the variant matrix

6. Choose or ENTER on the keyboard

A total row is displayed.

7. Choose Back.

The value of quantatity is just the starting point for this process because it depends on price, value and quantatity on one side and the budget on the other side. Raise up the quantity of one or more variants until the light changes.

You see that the OTB status on the Header Level and Item Level is which means you cannot create the complete PO.

In case of a generic article, you will recognize that the first variants got the status OTB Check OK. If the budget is reached with a number of variants the status will change.

You can have a look on the fields Missing Budget and Available OTB in the screen Item Data and Schedule Line Data Purchase Order: Here you will see the data about the budget for the month you are purchasing your goods and the information, how much of the OTB budget is missing.


In the following Dialog box you have to decide if you want a reservation of available budget for this document

Here you can select, if you want to reserve the still available budget (but not sufficient budget) for the document in question. If doing so you will block the still available amount of budget for this document. Otherwise some other documents can use this still available budget.

9. Choose: YES to reserve the available budget.

A log similar to the following log is displayed.

© SAP AG of 99


Budget 408 was charged with 13500,00 USD

A grouped PO document was created as a result of negative OTB check

Grouped purchase order document created/changed under number 45xxxxxxxx

Statistical delivery date more than one year in the future

Delivery date more than on year in the future

Document 45xxxxxxxx was added to the worklist for OTB procurement

ResultHere you can see that you were not able to create a purchase order, as the budget was not sufficient for this document. The system created a grouped purchase order document which was added to the worklist for OTB procurement. In the follow-on steps you will be executing the OTB Procurement for this document.

The grouped purchase order document will be used for the process of OTB Procurement and OTB Special Release.

Note your GPOD number for the next step.

Close the message.

© SAP AG of 99


7.4 OTB Procurement

Procedure

1. Logon to the SAP Enterprise Portal or the SAP for Retail System.








3. Set the flag for Selection by number.



Doc.No. GPO Number of your Group Purchase Order Document with “OTB checked: Error“ from the previous step.

5. Choose Execute to execute the entered selection.

6. Choose OTB Checked Negative in the worklist for your Group Purchase Order Document.

Alternatively Way1. Follow the menu path Goto -> Other Workbench -> OTB Procurement

You are now changing to the PO Procurement transaction.

2. Choose Call Selection Tree

© SAP AG of 99




Doc.No. GPO Number of your Group Purchase Order Document with “OTB checked: Error“ from the previous step.

4. Choose Execute.

In the OTB-Procurement Workbench you have an overview about all open purchasing documents of a specific budget bucket.

5. Double-click on your GPO document.

End Alternatively Way

1. Choose Show/Hide Worklist to have a better overview.

2. Choose Display<-> Change to change to edit-mode of your GPOD.

In the OTB Procurement you have three possibilities to react in order to be able to convert incorrect GPOD’s into Purchase Orders:

1. Decreasing of the purchase order quantity of this or another Open Purchase Document so far, that the sum of it comes exactly up to the missing OTB-budget.

2. Changing of the delivery date of the GPOD to a month in which you have enough budget available.

3. The purchasing price of the article can be changed (decreased) for the procurement process. That way the needed budget is lower.

We will use here the first possibility.

3. Scroll down in the application group with the button .

You see the following sub-screens:

OTB Procurement Item and Schedule Line Data

Open Documents for Budget: 000000XYZ

Item and Sched. Line Data of Open Doc.

© SAP AG of 99


4. In the sub-screen OTB Procurement and Schedule Line Data, select the item on variant level (the header level is not relevant for open to buy checks, see also the field Reason for OTB

status) which has a red button OTB Checked Negative within the line and double-click this line.

5. Now you can see that additional open documents were displayed within the subscreens:

Open Documents for Budget and Item

Sched. Line Data of Open Doc.

You can now change the ordered quantities in the open PO Documents or in our at last generated Grouped Purchase Document.

6. In our case change now the quantities of the Grouped Purchase Order Document in the sub-screen OTB Procurement and Schedule Line Data. Choose ENTER to confirm the quantity changes.

Decreasing of the purchase order quantity of an open purchase document belonging to the same OTB bucket/budget or open grouped purchase documents, in such a way that the sum of it comes exactly up to the missing OTB-budget is one of the ways of OTB Procurement. This should be the number the status will change. Import is that there will be nothing or only a little bit available budget left.

In this case the OTB status of your Group Purchase Order Document in question should change

from negative status to a positive status .

7. Choose Save to save your entries. Close the dialog box.

8. Leave OTB Procurement with button Back.

© SAP AG of 99


7.5 OTB Special Release

5.6.1 Special Release Request (optional)

Use

This functionality enables you to create purchase orders even if your Budget (OTB) is utilized. The execution of this step is optional.

Procedure 1.Logon to the SAP Enterprise Portal or the SAP for Retail System.







2.Choose Call Application Group.

3.Follow the path PO Seasonal Procurement.

4.Choose Show/Hide Worklist to have a better overview.

5.Enter the following data on header level:


Type NB

POrg 1000

PGr 100

Vendor PCS-V142 (fashion) or


© SAP AG of 99


6.Enter the following data on item level:


Comment

Site VZ01

Article PCS-01-ART142 or

PCS-01-ART453

PCS-01-ART142 (for Fashion) or

PCS-01-ART453(for Hard goods)

Quantity 100 Important:You should enter exactly this quantity.

Delivery Date <….> Important:Take as delivery date a day within the month you have chosen for your process for example, July

7.Move your mouse to an empty field.

8.Choose ENTER to confirm your selection.

The OTB is not sufficient for this document because of the missing budget.

9.You enter the variant matrix. (only for fashion)

10.Distribute the 100 pieces to the variants in the variant matrix

11.Choose Save to save your entries.

12. In the following dialog box, you have to decide if you want a reservation of available budget for this document

Here you can select, if you want to reserve the still available budget (but not sufficient budget) for the document in question. If doing so, you will block the still available amount of budget for this document. Otherwise some other documents can use this still available budget.

13.Choose: NO from the dialog box.

14.Take a look at the protocol which looks similar to this one.

A grouped PO document was created as a result of negative OTB check

Grouped purchase order document created/changed under number 45xxxxxxxx



Document 45xxxxxxxx was added to the worklist for OTB procurement

Because of the error found in the OTB-Check no Purchase Order but a Grouped Purchase Order Document was created.

© SAP AG of 99


15.Write down the number of the GPOD: _______________.

16.Close the log.

17.Choose Display <-> Change to change to the Edit-Mode of your GPOD.

18.Choose OTB-Procurement: Doc.Changes to go to the OTB-Procurement.

19.Choose Change to change to the Edit-Mode.

20.Select your GPOD.

21.Choose Request OTB-Special Release.

22.Enter the following reason for the Special Release:


Reason REQ1

23.Choose Ok to confirm your entries.

24.Choose Save to save your entries. A log will appear.

25.Choose Exit to close the log.

© SAP AG of 99


7.5.1 Special Release – Accepting

Use

Now you are changing in the role from a buyer to the chief buyer who is authorized to do a special release for additional purchases.



SAP ECC 6.0 menu Logistics Retailing Purchasing Seasonal Procurement Open-to-Buy (OTB) OTB Procurement: Special Release

Transaction code WOTB6


Business role (name) SAP_BP_RT_SEASONALBUYER-K (Retail Seasonal Purchaser - Power User)

Business role menu Seasonal Purchase Management Open to buy OTB Procurement: Special Release

2. Enter the following data for selection:


Purch Organization

1000


Doc.No. GPO Number of your GPOD

3. Choose Execute.

Now you have the possibility to authorize the Special Release.

4. Choose Accept OTB Special Release.

5. Enter the following reason for the Special Release:


Reason ACC1

6. Choose Ok to confirm your entries.


© SAP AG of 99


Take a look at the protocol which is similar to the following one.

Budget 408 was charged with xxxx USD

A standard purchase order was created as a result of a positive OTB check

Standard PO 45xxxxxxxx changed



Document 45xxxxxxxx was removed from the worklist for OTB procurement

Because of the positive OTB-Check the Grouped Purchase Order Document was convertedto a Purchase Order.

© SAP AG of 99


8 Schedule (optional)

Use Scheduling in the processes in Seasonal Procurement automatically calculates the dates (for example, the delivery date starting from the latest order date) between the generation of the purchase order and the arrival of the goods in the distribution center or store. This means that you can monitor the order process and associated events for each item along the supply chain.

The sequence of the dates comes from the transportation chain. Here, the dates appear with their description and the time interval, but without a concrete date. The system saves the dates calculated by scheduling in a dateline. In the dateline, the dates appear with their description, time interval, and a concrete date. The dateline appears in all documents in Seasonal Procurement.

8.1 Display Transportation Times

Use In the transportation times table you can see the transportation stages and move times depending on the mode of transport. These transportation times will be used in the transport chain (see step 8.2).

Procedure








2. Start the PO Manager.

3. Choose ”Call Selection Tree“.



Purch. Organization

1000

© SAP AG of 99

http://help.sap.com/saphelp_erp2005vp/helpdata/en/46/e6d6ca84d2a7478230048f0e60bbfc/content.htm

http://help.sap.com/saphelp_erp2005vp/helpdata/en/f4/cfff29416fb547858572fcd895c25f/content.htm





My Documents X

Purchase Orders X

7. Choose Execute to execute the entered selection.

5. Double-click on Purchase Order number, you created in the last step.

6. Make sure, that the full screen is shown. Therefore choose .

7. By double-clicking on the item line of one variant, you will see now in the application function Date Line which transportation line will be used for distribution.

You can use the button to scroll one application function down. With this function it is possible to scroll to the purchase order item data and its date line.

The date line is only created for the variants not for the generic article itself. That means, you have to select a purchase order item with a variant to see the date line. To do this, Choose on field ‘Selected Row’.

8. Choose Back or push F3 to leave transaction.

8.2 Display Transportation Chain

Use The transportation chain describes the itinerary of the goods from the vendor to the ship-to party. For example the vendor transports the goods from their production location in China by truck to the departure harbor in Shanghai. The goods are there loaded onto a ship for San Francisco. From the arrival harbor in San Francisco, the goods are then loaded into a train and shipped to the distribution center in Chicago.

Procedure



SAP ECC 6.0 menu Logistics Retailing Purchasing Seasonal Procurement Scheduling Display Transportation Chain

© SAP AG of 99


Transaction code WCHAIN3



Business role menu Seasonal Purchase Management Scheduling Display Transportation Chain

The transportation chain is divided in header and item data. In the header data you see the ID and the description of the transportation chain. Further the transportation chains are distinguished by the dispatch method. In this procedure you use the standard method which means, that the goods will shipped in the normal way from the vendor to the distribution center.

The tolerance is used when you grant the vendor additional time (in days) for the entire transportation chain.

You have to use 2 different transportation chains. One has dispatch method “Standard”. This one you will use when you create a purchase order. The second one has dispatch method “Express”.

2. Enter following data to see a transportation chain (Transport Chain CN – US Sea) with dispatch method “Standard”:


Transport chain TCHAIN_R1

Dispatch Method 1

3. Choose Enter.

In the item data you see the stages of the transportation chain. For each stage there is a date and its preceding date assigned.

The transportation chain has to be assigned to the vendor. The transportation chain is used in the date line when you create an order list, a grouped purchase order document or a purchase order.

9 Usage of OAPC for Articles from the Layout Workbench (optional)

Use

© SAP AG of 99


In the case a new permanent article is procured the first time, the OAPC can be used as well to plan the articles with the correct quantities for the assortments. The start point for this process is in the layout workbench, where you create and release layoutmodules with articles. The data from the layoutworkbench are transferred to the OAPC and there the detailed planning of quantities can be done. For these data then the functionality of seasonal procurement is used for the initial buy. The follow-on procurement is normally then triggered via the planning workbench/ replenishment.

PrerequisiteThe BBP R13 Assortment Management has to be done first, otherwise not all data are available.

9.1 Prepare: Create Layout module

UseFor the creation of the layout module, please execute BPD R13.

For demonstration, the layout module with assigned articles and status released could be prepared in a lean version also with following process steps (based on BPD R13).

9.1.1 Create a General Assortment

Procedure



SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Assortment General assortment Create

Transaction code WSOA1


Business role (name) SAP_BP_RT_ASSORTMENTMAN-EC-S (Retail Assortment Planner)

Business role menu Assortment Masterdata Assortment Create Assortment

2. On the Create Assortment: Initial screen, make the following entries:


Assortment S20 (For Fashion)

H20 (For Hardgoods)

Any value possible

Assortment Type

BASI

© SAP AG of 99


3. Choose Enter

4. On the Create Assortment: Basic Data screen, make the following entries:


Assortment Description

Assortment for 720 (Field name is not displayed on the screen)

Sales Organization

1000

Distribution Channel

10

Listing conditions, Assortment

Set flag

Hierarchy B1

Hierarchy Node

B11200 (fashion)

B13100 (hard goods)

Space Select any value, for example, S1

Space profitability

Select any value, for example, P3

Assortment dimensions are used to group sites with similar characteristics together so they can use the same assortment. Which assortment dimensions can be used is defined by the assortment type. In this example the dimensions ‘Space’ and ‘Space Profitability’ were defined for the assortment type ‘BASI’.

An assortment can use up to three assortment dimensions.

5. Choose Save

6. Message: Assortment … has been created.

© SAP AG of 99


9.2 Create a Layout Module Version and Assigning a Fixture

Procedure



SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Layout Layout Module Version Maintenance - New

Transaction code WLMVN



Business role menu Assortment Layout Layout Module Maintenance of Layout Module Version

2. On the Maintenance of Layout Module Versions screen, make the following entries:


Layout Module

S20 (For Fashion)

H20 (For Hardgoods)

The layout module created before

3. Choose Execute

4. Choose Display Change by choosing

When a new layout module is created an initial layout module version with the number 0000 is automatically created for it. It has the status ‘Released’, the creation date of the layout module as the Valid From date and the 31.12.9999 as the Valid To date.

The original version 0000 can never be deleted.

© SAP AG of 99


5. On the Layout Version Maintenance - Change screen, make the following entries for the layout module version 0000:


Valid To Last day of current month + 12 months

Choose a date in the future you want to do the planning

6. Choose New entries

7. On the Layout Version Maintenance - Change screen, make the following entries:


Status Planned

Valid From first day of the next month of Valid to in step 6

Valid To last day of the next month of Valid to in step 6

8. Choose Enter

A new version of the layout module is created with number 0001. Whenever the system creates a new version it automatically assigns the next available version number.

For the creation of a new layout module version you can also copy an existing version. The system copies the existing article assignments and all placement data from the existing version to the new version. If necessary, you can also copy all existing layout module variants (but without their assignments to local assortments).

You can also cross-copy layout modules to copy a version to an existing version (this overwrites existing article assignments in the target version) or to a newly created version of another layout module.

9. Choose Save

9.3 Assignment of Articles to Layout Module Version

Procedure



SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Layout Layout Workbench - New

Transaction code WLWBN

© SAP AG of 99




Business role menu Assortment Layout Layout Workbench Layout Workbench

2. Select Start: Layout Modules

3. On the Space Management: Layout Workbench screen, make the following entries:


Layout Module

S20 (For Fashion)

H20 (For Hardgoods)

Selection date

Current date Automatically filled in

4. Choose Execute

5. Choose Expand All (F5)

6. Choose your new planned layout module version 0001. Mark the line by choosing .

7. Choose Assign Articles

To select articles various selection options are available such as articles By Vendor, By Layout, By Article Hierarchy or all the usual article selection criteria such as merchandise category, article category, article type or article list for example (via Multiple selection in the By Article tab.

8. make the following entry in the Dialog box:


Article PCS-01-ART142 (fashion)

PCS-01-ART414 (hard goods)

Fashion article is a generic article

9. Choose Continue (Enter) by choosing

10. For this example choose only article with UoM "EA" from the list

11. Choose Assign (Assign Selected Articles)

© SAP AG of 99


For the generic article you got the list of all variants

12. In subscreen Mainten. Of Article Assignm. make the following entries for the first article:


Front 2

Max.qty 10

Opt.qty 8

Pres. qty 4

OAPC flag Use F4 (and choose “X”)

You have the possibility to transfer articles from the layout workbench to OAPC (Operational Assortment Planning and Control) for further processing. (See also R13, 3.6 Releasing the Layout Module Version)

You can manually select the articles that are to be transferred by setting the OAPC flag. If the articles are to be selected automatically according to a customer-specific logic then you can use a BAdI that was provided for this requirement.

13. only for generic article: Make entries for the other variants as well. You can copy the value of each field you maintained

for the first article by selecting the field and choosing the button Adopt For All

14. Choose Save. (The status for the articles changes from yellow (new record) to green (processed record).)

© SAP AG of 99


9.4 Assignment of Assortment Users to the Assortment (layout module)

Procedure



SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Assortment General Assortment Assign Assortment User

Transaction code WSOA6



Business role menu Assortment Masterdata Assortment Assortment Maintenance Tool

2. On the Assortment Assignment Tool screen, make the following entries:


Layout Module

S20 (For Fashion)

H20 (For Hardgoods)

3. Choose Execute

4. On the Assortment Assignment Tool screen, select the following sites from the list of available sites on the right side of the screen: M001, M002 and M004 and assign them to the assortment by dragging and dropping them to the assortment (layout module) on the left side of the screen.

5. Choose Save.

6. Message: Creating Article Segments

When assigning a site to an assortment, article segments may need to be created for the site. This is a time intensive process. You can either create the article segments in the update or you can define a separate job for it (see message details for more information).

7. Choose Update Process to generate the article segments immediately.

8. Message: Data was saved.

© SAP AG of 99


9.5 Release the Layout Module Version

Procedure



SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Layout Layout Workbench - New

Transaction code WLWBN



Business role menu Assortment Layout Layout Workbench Layout Workbench

2. Choose Start Layout Modules tab.

3. On the Selection screen, make the following entries:


Layout module S20 (For Fashion)

H20 (For Hardgoods)

Selection date < current date >

4. Choose Execute by choosing the button.

5. Choose Expand all

6. Mark the version you created

7. Choose the status button: planned

8. Confirm the Dialog box with YES

9. The status is changed (Planned => Released)

10. Mark the layout module of the used version (S20 or H20)

11. Choose Display OAPC Log

© SAP AG of 99


12. Choose the log file from the list and expand

13. Double-click on Problem class other to open the message list.

14. Look for the purchase List number

15. Choose back to leave the log

16. Choose exit two times to leave the Transaction



SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Operational Assortment Planning and Control Maintain Purchasing List





18.

SAP ECC 6.0 menu Logistics Retailing Master Data Assortment/Listing Operational Assortment Planning and Control Maintain Purchasing List


19. On the Operational Assortment Planning and Control screen, make the following entries:


Purchasing List <number of the created Purchasing list>

Subscreen Quick Entry

20. Choose . or ENTER on the keyboard

21. In the dialog box make the following entries:


Purchasing Org 1000 Comment

Purch. Group 100 Subscreen Change assignment

© SAP AG of 99


22. Choose . or enter on the keyboard.

Result Now you are able to see the created purchasing list in detail and it is possible to release the purchasing list item. If you want to change an item line, you have to change via Layout Workbench New

© SAP AG of 99


10Appendix:

SAP SCM – Event ManagerFor purchase order monitoring you have the possibility to connect SAP SCM System. With SAP SCM you can use the purchase order monitor to monitor purchase orders from the point they are created or released. The monitoring of dates and events along the process chain starts at the external vendor and ends with presentation of the merchandise in the store (or goods receipt at the distribution center). The aim of ongoing tracking is to ensure that changes to dates and their subsequent effect on goods put away in the distribution center, or on the presentation dates in stores, are noticed early enough to allow steps to be taken, if necessary, to ensure the affected dates can be met.

The dates are determined during scheduling in the price-shop report. The calculated dates are recorded in the purchase order list when the items are released. If the dates planned in the price-shop report cease to be realistic during later processing (the latest order date was exceeded, for example), the system carries out rescheduling. These dates are stored in a date line per purchase order item in the purchase order transactions.

The SAP identifies purchase orders whose actual dates are posted too late and dates whose target date has already passed but for which no actual posting has been made. The SAP transfers these purchase orders to the purchase order monitor, where you can send reminders for purchase orders, cancel them, or postpone dates at item level.

The data and events along the process chain are stored in the transport chain. How they are created is described in Schedule. These transport chain are quite individual and will be added on different levels to a vendor and an article. Every time a purchasing document (seasonal procurement) is created the system search for an assigned transport chain. If there is no suitable chain the system use a "minimal" chain based on the planned delivery time. This chain contains only three events/dates:

Latest order date

DC delivery date

Availability date

Beside these external chain (vendor to site) we offer an internal chain (DC to store) to take care about the transport to the store.

To do some Purchase order monitoring you have to decide how to handle the dates. Should these dates be monitored, are the dates operative or just for information? Which dates shall be used as a transfer date? In addition to SAP Standard it is possible to add more dates if necessary.

The activity profile offers the possibility to decide about automatically or manually reaction if a date is passed (date shift, reminder, cancellation threat, cancellation or quantity variance handling). for example, it is possible to send the first and second reminder automatically by the system in the background, the third one will be stored in the reactive PO Monitor. How to handle the situation will be decided by the responsible employee. The activity profile will be added to the vendor master data.

© SAP AG of 99