sap retail

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4-1 Chapter 4 Requirements Planning and Purchasing Requirements Planning The main task of requirements planning is to monitor stocks and ensure that mer- chandise is ordered exactly when required and in the right quantities. The inte- grated concept underlying SAP Retail allows you to do just that. Inventory Man- agement on an exact article basis, combined with an up-to-the-minute ordering system and integrated deadline monitoring, provides a far-reaching and accurate collection of data. This allows you to make full use of the extensive requirements planning methods of SAP Retail. Geared Toward Push and Pull SAP Retail contains a wide range of automated and manual stock planning meth- ods, covering both push and pull business processes. SAP Retail supports you in your strategic decisions to push merchandise through to stores for one-time events or for first-time sales. It also enables stores to pull the same or similar merchan- dise back through the supply chain (based on the point-of-sale data) to replenish stock sold. In Requirements Planning, order proposals are generated either as purchase requisitions or as purchase orders. You can change the proposals manually at any time. Which kinds of assortment can benefit most from Requirements Planning? Thanks to the many and varied methods open to you, SAP Retail also allows you to plan and replenish highly varied assortments containing not only standard goods but non-replenishable fashion merchandise, seasonal items, dry foods, or perishables. Special Solutions for Many Areas Each group of merchandise is supported by special solutions tailored to the indi- vidual requirements of handling the particular type of merchandise. With perishables, for example, planning and replenishment cycles are very short. Normally goods are ordered once a day. Due to the seasonal nature of fresh pro- duce, any attempts at forecasting sales can never be accurate. SAP Retail offers a method of planning specifically developed for this area, and that is integrated into the purchase order. Can I continue to run my business as before? Yes. SAP Retail not only caters to central procurement policies – where all mer- chandise is procured by headquarters – but also to local purchasing activities, where the stores in your company have ordering autonomy in some or all areas. No Reorganization Required You can model your existing purchasing departments or your buyers as purchas- ing groups in the system. You can also combine purchasing groups to purchasing areas for statistical analyses. SAP’s powerful Retail Information System (RIS) gives you the flexibility to model the most sophisticated organization exactly as you require.

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SAP Retail

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Page 1: SAP Retail

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Requirements Planning and Purchasing 4Chapter 4

Requirements Planning and Purchasing

Requirements PlanningThe main task of requirements planning is to monitor stocks and ensure that mer-chandise is ordered exactly when required and in the right quantities. The inte-grated concept underlying SAP Retail allows you to do just that. Inventory Man-agement on an exact article basis, combined with an up-to-the-minute orderingsystem and integrated deadline monitoring, provides a far-reaching and accuratecollection of data. This allows you to make full use of the extensive requirementsplanning methods of SAP Retail.

Geared Toward Push and PullSAP Retail contains a wide range of automated and manual stock planning meth-ods, covering both push and pull business processes. SAP Retail supports you inyour strategic decisions to push merchandise through to stores for one-time eventsor for first-time sales. It also enables stores to pull the same or similar merchan-dise back through the supply chain (based on the point-of-sale data) to replenishstock sold.

In Requirements Planning, order proposals are generated either as purchaserequisitions or as purchase orders. You can change the proposals manually at anytime.

Which kinds of assortment can benefit most from Requirements Planning?

Thanks to the many and varied methods open to you, SAP Retail also allows youto plan and replenish highly varied assortments containing not only standardgoods but non-replenishable fashion merchandise, seasonal items, dry foods, orperishables.

Special Solutionsfor Many Areas

Each group of merchandise is supported by special solutions tailored to the indi-vidual requirements of handling the particular type of merchandise.

With perishables, for example, planning and replenishment cycles are very short.Normally goods are ordered once a day. Due to the seasonal nature of fresh pro-duce, any attempts at forecasting sales can never be accurate. SAP Retail offers amethod of planning specifically developed for this area, and that is integratedinto the purchase order.

Can I continue to run my business as before?

Yes. SAP Retail not only caters to central procurement policies – where all mer-chandise is procured by headquarters – but also to local purchasing activities,where the stores in your company have ordering autonomy in some or all areas.

No ReorganizationRequired

You can model your existing purchasing departments or your buyers as purchas-ing groups in the system. You can also combine purchasing groups to purchasingareas for statistical analyses. SAP’s powerful Retail Information System (RIS) givesyou the flexibility to model the most sophisticated organization exactly as yourequire.

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Where can I use Requirements Planning?

You can use Requirements Planning for every site in your company that managesits inventory on an exact article basis. You can also use consumption-based plan-ning functions for the individual stores. Specifically where sales data in storeswith article-exact inventory management is reported through the inbound point-of-sale interface to the central R/3 System.

Requirements are usually calculated using the net change planning method. Thesystem plans only those articles for which requirements or inventory has changedsince the previous planning run. The system automatically generates informationabout important articles and unusual situations, relieving the stock planner ofroutine monitoring tasks.

Consumption Data onReplacement Items

is Useful

With one-time items or when one item has to be replaced by another, you can havethe system analyze the consumption data of a similar item to determine futuredemand.

You can also gear your planning run to the delivery cycle of a particular vendor.Here too, the system analyzes goods issues (sales) to identify and schedule re-quirements and generate the necessary order proposals.

Which planning methods would I typically use to generate order proposals?

The choice of planning methods is varied. You have the following options:

q Replenishment

Stores or customers can replenish merchandise by automatically pullingthrough the necessary replenishments based on EPOS sales.

q Visual inspection

If you plan and replenish merchandise for your stores manually, SAP Retailmakes visual inspection of the stock much easier. You can print informationfor the store associates responsible for deciding which items are to be orderedin which quantities. To support their decisions, they have all the details of thelast order, the vendor used, the order units, any quantity restrictions, and oth-er valuable information – all at their fingertips.

q Allocation

This planning method enables headquarters to plan, monitor, and track theallocation of merchandise among stores or distribution centers. For example,you can use this to initially supply stores with new stock or promotional mer-chandise or to split up centrally procured merchandise.

The three consumption-based planning methods available are:

q Time-phased planning

This planning method is most useful when vendors always deliver their mer-chandise on a certain day of the week. You plan requirements for the itemssupplied by a vendor following the same time phase, but moved forward bythe time it takes the vendor to deliver. You can create different planning cyclesfor a vendor for every store and article.

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q Reorder point planning

The system compares stock on hand with a reorder point you have defined. Ifyou have less stock on hand than the reorder point, the system generates apurchase requisition. The reorder point, which is often referred to as the openorder quantity, is made up of the safety stock and the expected average salesduring the replenishment lead-time.

q Forecast-based planning

This type of planning method is also based on future sales forecasts. Howev-er, in contrast to reorder-point planning you have to have the system forecastsales at regular intervals using either a constant, trend, or trend-season mod-el. The advantage is that the requirements forecast by the system are based onmore exact current consumption levels. If a quantity of merchandise has al-ready been withdrawn from stock in the current period, SAP Retail automati-cally reduces the requirements forecast by this quantity. This prevents the partof the requirements forecast that has already been met from being planned again.

Fig. 4 - 1: The Planning Methods Available in SAP Retail

In addition to these general consumption-based planning methods, an additionalplanning method is also available based on existing sales orders and reservations.This is used most frequently in the wholesale sector, where vendor liabilities aremore long-term.

How can SAP Retail help me handle all the different styles in apparel?

SAP Retail has a convenient function that makes it easy and efficient to handle themany styles typical in the apparel business. Usually, the items are ordered once atthe trade fair by the buyer and only later entered in the system. You create masterstyles in the system as generic articles and all the possible styles as variants.

Matrix Makes DataEasy to Enter

When you create a generic article in the system, you can also have the systemcreate an article master record for each of the individual variants. When you cre-ate purchase orders, you select the desired variants from a matrix, which makesthe whole order process simple and clear.

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The Allocation functions allow you to split up the quantities you ordered amongyour stores. Here too, you enter the quantities to be allocated in matrix form. If thevendor sends you more or less than what you actually ordered, you can have thesystem retroactively adjust the allocated quantities you entered to the quantitiesyou received.

Allocation

What are the main benefits of using the Allocation component?

Retailers often have to distribute centrally procured merchandise, such as apparelor promotional stock, among a large number of stores or other recipients. TheAllocation component in SAP Retail enables you to plan a stock split and thentrigger all the necessary goods movements.

In the allocation table, where all the information on a stock split is stored, you canplan so that the merchandise is sent directly from a distribution center to yourstores. You can also have the merchandise drop-shipped by the vendor directly toyour stores, or to a distribution center and then to your stores. If merchandise isdelivered to a distribution center and then to the stores, you can specify in theallocation table that the merchandise is to be cross-docked in the distribution cent-er.

Allocation notifications ensure smooth and efficient communication between head-quarters and the individual stores. Once you have planned and completed all thedetails of the allocation, you can have the system automatically trigger documentsto procure or deliver the merchandise.

Fig. 4-2: Three Sceanrios can be Mapped Using Allocations in SAP Retail.

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Is there an automated way of always splitting up certainstock in the same ratios?

Yes. You define allocation rules, which you then use as a reference when creatingan allocation table. An allocation rule can be created for a single article or a wholemerchandise category and contains information on the recipients of the merchan-dise and the proportion of the total stock each receives. The system can then usethis information in the allocation to calculate the exact quantity each site receives.

Using Planning Data orStatistics to CreateAllocation Rules

You can also have SAP Retail automatically generate allocation rules. To do this,you select a number of key figures from the Retail Information System (RIS) as thebasis for the calculation, thus allowing planning data and statistics to be includedin the allocation.

How can I plan a stock split?

First you create an allocation table in SAP Retail. The allocation table is where allthe key information on a stock split is stored, including:

q The articles to be allocated

q The source of supply

q The recipients of the merchandise

q The quantities they are to receive

q The delivery dates

At this point, you also plan the goods movements (necessary, for example, whenthe vendor is to deliver the merchandise directly to a store). Simply by entering anallocation rule or a group of recipients, you can have the system suggest the recip-ients. You can manually change the default data as required.

Integrating Your OwnMethods of CalculatingQuantities

In SAP Retail, you can calculate the quantities each site is to receive in a number ofdifferent ways. For example, you can enter the quantities manually or have thesystem automatically calculate quotas or fixed quantities from allocation rules.SAP has also developed an interface so that you can use your own methods ofquantity calculation.

You can configure the system so that it automatically rounds off the quantities (forexample, to whole pallets).

After you have finished planning which sites are to receive what and when, thesystem scrutinizes the data carefully. For example, it checks whether all the neces-sary data has been entered and whether it complies with the listing rules. It cre-ates a log of any problems and errors, allowing you to see any inconsistencies at aglance and correct them.

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How can I inform the recipients of the planned allocation?

Headquarters communicates with recipients through notifications. The followingis a list of ways in which notifications are used:

q Headquarters sends a notification to the recipients informing them that theyare to receive a particular quantity of stock on a certain date. If any changeshave to be made at headquarters, SAP Retail creates change messages.

NotificationsMake CommunicationEasy and Convenient

q The recipient informs headquarters – in the R/3 System, using the SAP RetailStore or over the Internet – of the quantities required. Headquarters then checksthe requested quantities and makes any necessary corrections.

q Headquarters sends the recipients a confirmation notification, informing themwhether the quantities they requested can actually be delivered or need to bechanged.

Notifications are flexible. You can tailor them to the exact requirements of yourcompany.

Fig. 4-3: Notifications and how they work

How can I trigger the supply of the merchandise?

Once you have planned all the details of a stock split in an allocation table, youcan have the system automatically create all the necessary documents for procur-ing or delivering the merchandise. Three different scenarios are possible:

q Deliver the merchandise directly to the recipients (third-party)

The system creates purchase orders for procuring the merchandise from thevendor, automatically entering each recipient in the purchase order as the re-cipient of the goods.

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Documents for Procurementor Delivery CreatedAutomatically

q Deliver the merchandise to a distribution center before being delivered to therecipients

The system creates purchase orders for procuring the merchandise from thevendor, making the distribution center the recipient of the goods. It also cre-ates purchase orders or deliveries for the goods to be supplied from the distri-bution center to the recipients.

q Use existing warehouse stock for the allocation

The system creates purchase orders or deliveries for the goods to be deliveredfrom the distribution center to the recipients.

Purchase OrdersAll the requirements planning, store order, allocation, promotion, and sales orderfunctions in SAP Retail create order proposals for your stores, distribution cent-ers, and customers. Usually, these order proposals are created as purchase requisi-tions, to which additional information, such as the vendor or delivery date, isadded. This additional information is entered in the actual purchase order. Thevarious functions in SAP Retail are highly integrated, and all the steps requiredare highly automated.

Fig. 4-4: Purchasing made easy with SAP Retail

Approval and Release forPurchase Requisitions

You can set up the system so that purchase orders over a certain value or for aparticular merchandise category can only be placed once they have been approvedand released by a particular employee. The approval and release process is a flex-ible function that you can easily mold to your own requirements.

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Who can I place a purchase order with?

You can place a purchase order with an external supplier, one of your own distri-bution centers, or in some circumstances even a store. You also use purchase or-ders to transfer stock within a company.

ControllingSources of Supply

When you maintain an article master record, you can set the system so that thedistribution center is always the source of supply for a particular article or is sug-gested as the source of supply. You can also specify that an article is always pro-cured from a vendor, or even leave the whole procurement option open. Not onlycan you define the type of source of supply at article level, you can also specify aparticular distribution center as the source of supply for every merchandise cate-gory and store. This enables you to create specialized warehouses.

Sources of SupplyAutomatically Found

You can store all the allowed sources of supply for a particular article over a par-ticular period in the source list, and even flag one source as preferred. Wheneveryou create a purchase order, SAP Retail automatically enters the source of supply.For every article you order, SAP Retail automatically determines a supply chan-nel from the vendor through the distribution centers to the store. It also takes anyexisting outline agreements or quota arrangements into account.

When are automatic purchase orders best used?

Once purchase requisitions have been matched up with a source of supply,SAP Retail can automatically convert them to purchase orders. This is possible forarticles and vendors for which you have set an indicator in the master recordsallowing automatic ordering. The system then groups together all the items withthe same purchasing organization and purchasing group for a particular vendorin the purchase order.

Generating PurchaseOrders in the Background

When large volumes of data are involved, you can also perform this function inthe background. The system then attempts to combine as many items as possiblein the purchase order. Usually, it creates one order for items with the same pur-chasing organization, vendor, and contract.

Which options do I have for placing orders?

You can have the system list all the purchase requisitions assigned to a particularvendor and change the quantities to be ordered, the delivery dates, or group the itemstogether in different purchase orders. You can achieve better pricing conditions andimprove stock monitoring as you see fit. You can also use the load building functions.

Ordering Stylesis Clear and Easy

SAP Retail makes ordering styles simple and efficient. You enter the styles youwant to order in matrix form. You can easily replace the characteristics (size, color)of each style, making the matrix particularly clear and easy to work with. Thesystem then copies over the individual quantities in the items to the purchaseorder and allows you to change each line as required.

Requests for Quotations andQuotations Easy to Compare

When the value of an order is particularly high or if the goods are of a specialnature, you often want to find the best possible vendor. SAP Retail enables you togenerate requests for quotations from several vendors directly from purchaserequisitions. You can also create them manually. You can then use a price comparisonlist to compare the prices and conditions quoted. The price comparison list allows youto determine the best quotation.

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Which information does SAP Retail copy directly from master data or contracts?

Only a Few KeystrokesNecessary

The high degree of integration of SAP Retail means that much of the data requiredfor a purchase order is already contained in the system. SAP Retail is able to sug-gest from the master data and contracts all the details you require – from the nameand address of a vendor and the pricing conditions to units of measures and arti-cle descriptions. If a contract exists with a vendor, the system automatically sug-gests creating a contract release order. All these functions make entering ordersconsiderably easier, as you only have to enter manually a minimum of additionalinformation.

Which benefits does SAP Retail offer me for planning and orderingfresh products?

Procuring fresh products is a dynamic process that usually takes place under ex-treme time pressure, since the freshness and appearance of the produce is crucialfor sales.

Support for Making DecisionsThe requirements planning for perishables function provides your buyers with asnapshot of all the key data. This enables them to focus on the current state of themarket before a demand arises and allows them to make accurate decisions quickly.Buyers can forecast quantities, enter the day‘s prices, and order fresh produce allin a single transaction.

Fig. 4-5: SAP Retail helps you Optimize Planning and Purchasing of Perishables

You can use the previous day‘s or previous week‘s sales as the basis for forecast-ing. SAP Retail stores all the data in a special information structure, enabling tightinternal accounting for the individual stores.

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How does Vendor Evaluation support my annual negotiations?

In every dealing with a vendor, the system automatically stores metrics such asprice, quality, on-time delivery performance, and service. All of this is informa-tion that you can then use effectively in your annual negotiations with the vendor.

Individual Evaluationof Key Figures

A point system enables you to weight the individual evaluation criteria. You canalso print the results achieved by individual vendors, illustrating the ranking avendor achieved for a particular article.

Order Optimizing

How can SAP Retail help me optimize my external procurement?

External procurement must be as efficient and economical as possible. Therefore,one of your key concerns is to take full advantage of the conditions and prices younegotiate with your vendors and take every opportunity to save costs. You can dothis by carefully grouping together purchasing requisitions and purchase orderswhere possible and making optimum use of transport capacity. SAP Retail pro-vides an array of tools and aids to help you do just that.

Which options do I have for efficient ordering?

To achieve the best possible conditions, it makes sense to round off the order quan-tities calculated in other functions to the nearest scale level. SAP Retail rounds offorder quantities using rules that you can customize yourself.

Quantities Rounded OffUsing Flexible Settings

You can create threshold values for the quantities for entire purchase orders aswell as for each individual item in it. The optimizing functions ensure that thequantity ordered does not fall short of the minimum quantity entered or exceedthe maximum quantity. You can also use rounding profiles to determine the rulesthe system should use in rounding off quantities (for example, to multiples of theorder unit or sales unit and also to larger quantities, such as a case or a pallet).

Purchase Orders Aggregated SAP Retail goes a step further. For example, the load building functions aggregateall the individual items in open purchase orders so that the loading capacity of atruck or a railcar is optimized. If the merchandise you order does not fill a truck,the system analyzes future requirements over a period of time you define your-self. Taking shelf-life into account, it automatically suggests ordering larger quan-tities or additional merchandise to fill up the available loading space. Or, ifSAP Retail calculates that only a small load can be achieved and if the articles inquestion are not crucial to maintaining the required service level, the system blockspurchase orders.

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Fig. 4-6: Efficient Ordering with SAP Retail

SAP Retail also supports you in aggregating purchasing orders with different ven-dors for the one distribution center and vice versa. It also takes minimum orderquantities and maximum available loading space into account.

How can I best react to price changes my vendor is planning?

Investment Buying helps you decide whether you could best cover future require-ments by purchasing articles now that are due to increase in price temporarily orpermanently.

Investment Buying Based onReturn on Investment

To determine the quantity to be procured, SAP Retail calculates the current stocklevel, the forecast requirements, and the order, transport and storage costs. It thencompares the figures on the basis of the return on investment (ROI). The systemcalculates whether it is worth your while procuring an article before you actuallyneed it and, if it is, when and how much you should buy. If the return on invest-ment is greater than a potential risk factor that you can set yourself, SAP Retailautomatically orders the quantity in the next purchase order.

How can I get a snapshot of my daily business?

An array of flexible analysis and simulation functions supports you in obtainingall the key information you need when you need it.

Powerful Reporting FeaturesPlan and Control PurchasingBudgets

The specially developed Retail Information System integrates data from all thevarious areas in the supply chain, from Purchasing and Inventory Managementto Sales and Point of Sale.You can look at all information in the various applica-tions from any number of views, so you can analyze the current state of yourbusiness quickly and accurately. You can determine the degree of detail of theinformation displayed.

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SAP Retail also incorporates a flexible planning system in which you can defineyour total purchasing budget for your whole assortment over a predefined periodof time (for example, over a season). For example, you can also distribute thebudget over merchandise categories or sites. For every month, the system calcu-lates the percentage of the budget that has already been used (based on open pur-chase orders and good receipts), and the open-to-buy. If there is a risk of over-spending on your purchasing budget, you can have the system display a warningmessage.

With integrated commitments management, you can enter and analyze fund com-mitments as they accrue. Each purchase requisition or purchase order increasesyour commitments, while a goods receipt reduces them. The information is alsointegrated with the R/3 System’s Controlling component.

Invoice Verification

What benefits do I gain from Invoice Verification?

In Invoice Verification you can check the contents, arithmetic, and prices for alarge number of vendor invoices. SAP Retail uses data from the Purchasing andGoods Receipt functions. The system passes on information in the form of docu-ments that are created when an invoice is posted to Financial Accounting, AssetsManagement, and Cost Accounting.

Logistics Invoice Verification was developed specifically for SAP Retail. It enablesall the data in an original invoice to be entered in the R/3 System for the Logisticscomponent, separate from Accounting. This distribution of applications amongseveral systems streamlines system performance.

Fig. 4-7: The Verification Process in Logistics Invoice Verification

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Prices Automatically UpdatedWhen you post an invoice, the system generates an open item on the vendor ac-count, which is later cleared when payment is made in Financial Accounting. Otherdata, such as the average cost of the merchandise invoiced and the purchase orderhistory, is also updated in the system.

How easy is it to verify an invoice?

Usually, your vendor sends you an invoice. If the invoice refers to a purchaseorder, you only have to enter the order number. The system does the rest, findingout and suggesting to you the vendor, the pricing conditions agreed with the ven-dor, and all the individual quantities and prices it expects to be contained in theinvoice.

Reference toGoods Receipt

If the invoice refers to a particular goods receipt, all you have to do is enter thedelivery note number. This way you can settle up individual deliveries.

What happens when the invoice contains differences?

When you are entering the invoice, SAP Retail displays messages if the data youare entering differs from the data it expects to receive. You can set tolerances forthe individual items. If the differences identified by the system are within thetolerance limits, the system accepts them. If they are outside the tolerance limits,the system displays a message.

Differences can beAccepted�

Where the differences are small, it can often cost too much time and money tosearch for the reasons for the difference. SAP Retail therefore enables you to postinvoices in spite of differences, if they are within preset tolerance limits. This worksbest if you are verifying invoices at bottom-line level. If you accept the difference,the system makes all the relevant account postings based on the different dataand also updates the purchase order history using this new data. SAP Retail thenautomatically creates a posting line for the difference to balance out the docu-ment.

� or RejectedIf you do not accept a difference, you can flag the difference as a vendor error.When you post the invoice, SAP Retail creates two documents. The first docu-ment posts the items in the invoice in line with the data the system expects toreceive, and the vendor line with the actual amount invoiced. The second docu-ment is a credit memo for the difference, resulting in the vendor only being paidthe amount the system expects. The system also updates the purchase order histo-ry using the default data it expected. You can then inform the vendor in a letter ofcomplaint that you reduced the invoice.

How can Logistics Invoice Verification help me streamline operations?SAP Retail offers you the option of verifying invoices in the background, savingyou time and money when you regularly receive large numbers of invoices. Youonly need to enter the total amount of the invoice and match it up with anothersystem document. At pre-defined intervals, SAP Retail compares the actual val-ues invoiced with the values it expects to receive. If the difference is within thetolerances you set, it automatically posts the invoice. Invoices that do not matchup are not posted. You can then process them manually in a separate step.

Background VerificationSaves You Time

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Receive Invoices by EDI If you receive invoices by electronic data interchange (EDI), you do not have toenter any data at all. The information in the invoice is transferred into the system.Only invoices that contain errors have to be processed manually.

Create VendorInvoices Yourself

With SAP Retail, your vendors do not need to send you invoices. The EvaluatedReceipt Settlement (ERS) function creates paperless vendor invoices based on thepurchase order and goods receipt information. This allows you to dispense com-pletely with the whole verification process.

How does Invoice Verification help me check delivery costs?

Delivery costs are those costs (such as freight, customs, insurance, or packaging)invoiced for a delivery in addition to the actual value of the goods in the invoice.For each different type of delivery cost, you can specify a fixed amount or anamount dependent on the quantity or value of the delivery. You can plan deliverycosts in the purchase order or at goods receipt.

Delivery Costs AutomaticallyAllocated to Items

If the actual delivery costs invoiced differ from the costs initially planned, you cansubsequently adjust the accounts. Unplanned delivery costs are only entered whenyou receive the invoice. The system divides the costs automatically in proportionto the values invoiced to date and the amounts in the current invoice items. Whenyou post the invoice, the system automatically increases the item amounts by theamount of the delivery costs and updates the accounts at the new landed price.

What work is involved in releasing blocked invoices?

You can block invoices so that Financial Accounting cannot pay them. Only whenyou release an invoice can it be processed for payment. An invoice block ensuresthat those invoices containing variances that are above the pre-set tolerance limitsare not paid until the differences have been reconciled.

You can display a list of blocked invoices and arrange the list by criteria such asvendor, purchasing group, and blocking reason. You can then release the invoicedirectly from the list.

Take Full Advantageof Cash Discounts

When an invoice is blocked, sometimes the period of time in which a vendor of-fers cash discount for early payment elapses before the invoice is released. Toenable you to continue to take advantage of cash discounts, you can have thesystem update the baseline date for payment, pushing back the cash discountdates.

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Subsequent Settlement

How does SAP Retail handle end-of-period rebates from my vendors?

You may agree with your vendors that certain rebates and conditions are takeninto account not when you pay the invoice for the goods but, when you achievethe business volume agreed with the vendor, by the predefined period. Arrange-ments like this, involving either one-time conditions or conditions that are settledperiodically, can be entered in SAP Retail. You can choose the period of validityand focus of the arrangement (a particular quantity, value, weight, volume, ornumber of points) to suit yourself.

Fig. 4-8: The Subsequent Settlement Process

How does SAP Retail keep track of business volume?

SAP Retail automatically updates the business volume between your company orgroup with the vendor for the agreed merchandise. The updates can be based onthe data in the purchase order, the goods receipt, or Invoice Verification. You candisplay updated statistics on the business volume at any time.

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Arrangements can beEntered Subsequently

You can even enter arrangements retroactively. The system identifies all the rele-vant past business and includes the figures in the update.

What happens when we settle?

At the end of the validity period of an arrangement or at the end of an agreedperiod, SAP Retail calculates the rebates you are due to receive and creates a set-tlement list. Depending on which type of settlement you choose, you can eitherhave the system create an invoice to be sent to the vendor, or a credit memo onbehalf of the vendor.

Interim Settlementalso Possible

You can also settle the conditions in an arrangement at any time before the end ofa period. This applies to arrangements requiring one-time and periodic settle-ment. Here, conditions in an arrangement are also settled which would not other-wise have been due at the time of settlement. These conditions remain active andare taken into account in the next interim or final settlement.

Differences Handled Flexibly If the results of your business-volume update differ from those of the vendor, youmust reconcile business-volume figures with your vendor and agree on a figurewith which you can both work. Internally, SAP Retail continues to manage theagreed value and also the value it determined, ensuring a complete audit trail ofall changes. The agreed value is used as the basis for future settlement.