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Table of Contents



INTRODUCTION

Objectives and scope of this procedure

This Operating Procedure explains how to create a Recurring PO (Order Type: ZFO for WP1) and Invoicing Plan (Order Type: NB for PF1) and send to the supplier for re-occurring services to be provided at the specified date and location.

 

Who uses this document?

 

 

 

What is the nature of the need

 

 

What provisioning channel does this document concern?

 

 

 

 

 

 

User / PR creator

Approver

LPR/
buyer

PS

Goods

Services

e-catalogue

 

Goods managed in

stock

Stock

Goods and services – spot buys

Goods on Contract

Services on Contract

Emergency cases

Urgent needs

 

   X X
 
  X X X
 


Applicable to system WP1 (RCS) and PF1 (PRS).

Material groups in scope

  • The purchase orders in scope are related to: Industrial Services Only. Purchases under Contract or estimated as a annual budget, the expense can range from Utilities/ General Expense (Photocopy Rental/ House Rental)/ TG & TS 

 

Process step described in this procedure and expected end product

End product :

 

Abbreviations

Abbr.

Description

Abbr.

Description

PR

Purchase Requisition

SC

Shopping Cart

ZFO

Framework Order

PtP

Procure to Pay

RFQ

Request for Quotation

PS

Provisioning Specialist

ACK

Acknowledgement

GR

Goods Receipt

 

...

 

STANDARD OPERATING PROCEDURE DESCRIPTION

Pre-requisities

In order to generate a ZFO (WP1), a proper PR must be created and available in ME57 ready for conversion.
A proper PR will consist of the following below:

  1. Attached with the selected vendor's quotation
  2. Correct duration and pricing being stated in the PR
  3. Vendor code being setup and ready to be tagged to the PO

 

PO Creation


Please go to transaction ME57.

...

#

Main activities

Key points

Tips / Best practices

37

Click on the droplist button at the Output Type

 

 

38

Select the proper Output Type from the droplist

Select "ZNE1"

Output Type for PF1 and other countries

39

Click on the droplist button at the Medium

 

 

40

Select the type of Medium from the droplist

Select "Simple Mail"

 

41

Click on the droplist button at the Function

 

 

42

Select the type of Function from the droplist

Select "MZ"

Function Type for PF1 and other countries

43

Click on the droplist button at the Language

 

 

44

Select the type of Language from the droplist

Select "EN"

 

...

#

Main activities

Key points

Tips / Best practices

45

Click on the Continue Button

This error message pops up due to lack of email address to send out this PO. Hence, we will key in the email address manually.

Email address can be entered into the RCS system via mn05 to prevent this textbox from popping out.


 

#

Main activities

Key points

Tips / Best practices

46

Enter the message into this textbox and it will appear in the body of the email

 

 

47

Enter all parties to receive this email

 

 

48

Click on the Back Button twice to return back to the initial page

If there are other attachment required to be send to the supplier, you may follow the steps below.

 


 

#

Action

Key points

Tips / Best practices

1

Click on the Create Attachment Button

 

 

2

Select the file required to be attached and click on the Open Button

 

 

...

#

Main activities

Key points

Tips / Best practices

49

Click on the droplist button for the selection of Dispatch Time

 

 

50

Select the mode of dispatch time required

Choice no.1 is preferred as it will help to lessen the load for the network as per advised by our IT professionals.

 

51

Click on the Back Button to return back to the initial page

 

 


 

#

Main activities

Key points

Tips / Best practices

52

Click on the Check Button to see if there is any error in the PO at #52i

If there is no error in the PO, a text message will appear at the bottom at #52ii

 

53

Click on the Save Button

 

 

After saving, the message of PO being created successfully will be displayed at the left bottom. The email will be sent to the respective parties stated at Step #36.

 

...

 

APPENDIX

INVOICING PLAN CREATION


#

Action

Key points

Tips / Best practices

53

Go to 'Invoice' Tab and uncheck GR-based IV

This enables the invoice to be posted without the GR

 

54

Go to 'Delivery' Tab and uncheck Goods Receipt

This allows no Confirmation to be created inside SRM7

 




anchor
_GoBack
_GoBack #58

#

Action

Key points

Tips / Best practices

55

Click on Invoicing Plan

 

 

56

Enter 'Start Date' of the Contract

 

 

57

Enter 'End Date' of the Contract

 

 

58

Select the appropriate code (51 – represents 'Monthly on Last of Month')

This affects the date of 'Account Settlement' (the date that the invoice is to be paid)

 

59

Select the appropriate code (52 – represents 'Horizon 1 Year')

This affects the 'Invoice Date' (the date of the invoice)

 

60

Check 'In Advance'

Invoice is created in advance

 

 

REFERENCES

ATTACHMENTS


View file
namePO - 4502702719.pdf
height250


End of document