Table of contents
Scope
ERP
References
Attachments
INTRODUCTION
Objectives and scope of this procedure
This OP explains how to create and modify a purchasing organization and purchasing group in SRM7.
Requirements
- BIP Application Manager requesting the creation or modification must create a ticket.
- Check the Application Manager on table:{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
Validation
- Check if the Purchasing Organization or Group is set in the back-end system.
- To check if a Purchasing Organization is created in the back-end access t-code SE16 - table T024E → Insert the code of the Purchasing Organization and Execute
- To check if a Purchasing Group is created in the back-end access t-code SE16 - table T024 → Insert the code of the Purchasing Group and Execute
Freshdesk ticket handling
When a ticket arrives to the PTP D&A SRM Freshdesk Group, the ticket is pick up by a team member.
The ticket needs to be updated (if needed) to the correct classification "PTP Request ", PTP-Process "Data & Analysis, PTP-Subprocess "SRM7" and PTP-Category "Approval structures maintenance".
- Make analysis of the request to see the person responsible to validate the request.
- Check if the ticket requester is the Site Application manager /WW Controller/Purchaser Key User or was validated by Site Application manager/WW Controller/Purchaser Key User. To check the person responsible to validate see the link below:
{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
If not an approved requester, the team contact the Site Application manager (AM)/WW Controller/Purchaser Key User to validate the request. (1)
§ Change the status of the ticket to "Need for more information"
If yes, proceed with the changes
- Make the necessary changes
- After the modifications are done the team member Inform all involved parties in the loop of the changes made.
The ticket can now be closed.
§ Change the Ticket status to "Closed".
(1) When an email is sent asking for more details (requester) or some kind of approval (AM + WW Controller), always put all involved parties in the loop (Requester + AM/WW Controller);
- If no feedback was provided, after 3 days we send the 1st reminder asking for feedback;
- If no feedback was provided, after 3 days we send the 2nd reminder asking for feedback;
- Finally if no feedback was provided, after 3 days we send a 3rd message with the following text:
*Dear xxxx,
As we didn't received any feedback for our question/s it's not possible to our Team proceed with your request.
Please be informed that we need your site Application Manager/ WW Controller/Purchaser Key User approval to proceed with your account creation as requested (for example).
Dear Application Manager, we will proceed with the closure of this ticket.
If you can provide us the requested feedback please just reply to this message and the ticket will automatically re-open in order to our Team proceed with requested actions.
Always at your disposal,
SRM Team*
STEPS OF THE PROCESS
Create Purchasing Organizations and Purchasing Group department
Purchasing Organization department
Go to BP2 – Tcode PPOSA_BBP
#1#2#3#4#5#6#7
# | Main activities | Tips / Best practices | Key points |
1 | Click on the icon " |
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2 | Click on "Structure Search" and search the Zone department of the Purchasing Organization |
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3 | Double click on the Zone department |
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4 | Right click on the department |
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5 | Select "Create" |
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6 | Click on the "Is line supervisor of" |
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7 | Click on icon " |
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- "Basic data" tab
PF1:
#1
#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Basic Data" |
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2 | Fill with ( PUORG + Zone + Purchasing Organization in Backend) | Example:PUORGEUBAEA | All in capital letters |
3 | Fill with (PF1APPORG + Site) | Example:PF1APPORG-NH* / XL* |
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WP1:
#1
#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Basic Data" |
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2 | Fill with ( PUORG + Zone + Purchasing Organization in Backend) | Example:PUORGEU3001 | All in capital letters |
3 | Fill with (Zone + "PURCH ORG + "-" + Domain description) | Example:EU PURCH ORG - GENERAL EXPENSES | All in capital letters |
- "Address" tab
#1#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Address" |
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2 | Fill with "NONE" |
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3 | Fill with "FR" |
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- "Function" tab
#1#2#3#4#6#5
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Function" |
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2 | Tick the square "Purch. Organization" |
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3 | Enter the Purch. Organization in Backend |
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4 | Enter the backend - system |
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5 | Tick the square "Purch. Group" |
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6 | Enter the backend - system |
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- "Responsibility" tab
Each couple material group/plant must be covered by one, and only one, Purchasing Organization.
#1#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Responsibility" |
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2 | Fill with the product categories |
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3 | Enter the Object ID of the plant |
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Purchasing Group department
Go to BP2 – Tcode PPOSA_BBP
#1#2#3#4#5#6#7
# | Main activities | Tips / Best practices | Key points |
1 | Click on the icon " |
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2 | Click on "Structure Search" and search the Zone department of the Purchasing Group |
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3 | Double click on the Zone department | For Purchasing Groups of WP1 click on the country or plant department |
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4 | Right click on the department |
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5 | Select "Create" |
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6 | Click on the "Is line supervisor of" |
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7 | Click on icon " |
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- "Basic data" tab
PF1:
#1
#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Basic Data" |
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2 | Fill with (PUGP + Zone + Purchasing Group in Backend) | Example: PUGPEU$01 | All in capital letters |
3 | Fill with ("PF1APPGRP" + "-" + Zone + Purchasing Group description) | Example: PF1APPGRP - EU plants on PtP horizon |
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WP1:
#1
#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Basic Data" |
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2 | Fill with ("PUGRP" + Zone + Purchasing Group in Backend) | Example: PUGRPEUFDO | All in capital letters |
3 | Fill with ("RCS Purch Grp" + Purchasing Group in Backend (In capital letters) + Plant name ) | Example:RCS Purch Grp FDO Livorno Achats Gén |
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- "Address" tab
#1#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Address" |
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2 | Fill with "NONE" |
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3 | Fill with "FR" |
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- "Function" tab
#1#2#3#4
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Function" |
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2 | Tick the square "Purchasing Group" |
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3 | Enter the Purch. Group in BACKEND |
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4 | Enter the backend - system |
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- "Responsibility" tab
Each couple material group/plant must be covered by one, and only one, Purchasing Group.
#1#2#3
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Responsibility" |
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2 | Fill with the product categories |
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3 | Enter the Object ID of the plant |
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- "Attributes" tab
#1#2
# | Main activities | Tips / Best practices | Key points |
1 | Select tab "Responsibility" |
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2 | Make sure the attribute ZAPPRTYPE has the value "BS" |
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Modify Purchasing Organization and Purchasing Group department
It's not very usual to make modifications on the Purchasing Organization and Group departments. However it may be necessary to remove or add information on the "Responsibility" tab.
To modify, go to the department, select the "Responsibility" tab and add or remove the necessary information.
REFERENCES
ATTACHMENTS
No document attached.
End of document