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

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: 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

1

Enter transaction ME57 by double clicking on it.

 

 






#

Main activities

Key points

Tips / Best practices

2

Key in the SC number that is being provided to you by the requestor

By entering the SC number, it will bring us directly to the PR where all actions required to be performed on that PR can be carried out swiftly.

Usually Requestor will send PS the PR for urgent processing. Hence by entering ME57 using SC number, it will help the PS to segregate with other PR, avoiding unwanted mixing up

3

Enter the plant code

Plant code for Merlion Plant is 8245

Currently, there is only one plant in Singapore
(please refer to the reference link: APAC CCs and Plant Code)

4

Check on the box for Assigned Purchase Requisitions

 

Sometimes the Requestor might have already assigned the vendor to the PR, and if this box is not checked, that line item will not be shown during processing and will be left unprocessed. Hence, it will be a good practice to check on the box.

5

Click on the execute button

 

 


#

Main activities

Key points

Tips / Best practices

6

Check all textbox available

 

If there are too many textbox to be checked, you may goto Edit=>Select=>Select All
to have all the textbox to be checked.

7

Click on the Assign Manually Button

 

 

8

Enter the Desired Vendor Code

The desired vendor is the approved vendor (by the appropriate buyer) to be used for this PO

If there is no desired vendor stated, refer back to the buyer to get the approved vendor code to be used for this PO.

9

Press "Enter" on the keyboard or click on the Assign Source of Supply Button

 

 




After the vendor code has been assigned to the individual line item, click on the Assignments button to proceed with the next step

#

Main activities

Key points

Tips / Best practices

10

Click on the Assignments Button

 

 


#

Main activities

Key points

Tips / Best practices

11

Double Click on the white segment so as to facilitate selection

 

 



The Process Assisgnment textbox should appear after you have selected the PR to be processed.

#

Main activities

Key points

Tips / Best practices

12

Key in "ZFO" into the textbox

 

 

13

Click on the Continue Button

On default, the order type is "NB" which refers to PO, service orders, inter company orders, utilities purchase orders, subcontracting purchase orders

There are also other type of orders (WP1):
FO – Framework Order
EC – E-catalogues
UB – Transfer Order
ZFO – Orders for recurring services

For PF1:
EC – E-catalogues
NB – Ad-hoc (Goods/ Services) and Limit Services (Invoicing Plan & Blanket Orders)

#

Main activities

Key points

Tips / Best practices

14

Click on the Additional Data Tab

 

 

15

Key in the start and end date for the ZFO

As this order will be auto-GRed, the start and end date has to be specific.

 

#

Main activities

Key points

Tips / Best practices

16

Ensure the Purch. Org. is correct

The user should have already indicated the Purchasing Organisation during the creation of PR. Hence this information is filled up automatically. However, it will be at best practice to check on the Purch. Org.

The classification of Purch. Org. for Merlion Plant are as follows:
3025 – General Exp
3026 – Packaging
3027 – Energy
3028 – Industrial Supplies
3030 – Raw Material
3031 – Industrial Services
3032 – Transport/Logistics
3103 – Trading Third Party
3200 – Internal Group
APAC Pur. Org. (WP1 & PF1)

17

Ensure the Purch. Group is correct

The user should have already indicated the Purchasing Group during the creation of PR. Hence this information is filled up automatically. However, it will be at best practice to check on the Purch. Group.

The classification of Purch. Group for Merlion Plant are as follows:
GVC – NOV ML Logistics
GVD – NOV ML Raw Material
GVE – NOV ML Ind. Supplies
GVF – NOV ML Ind. Goods
GVG – NOV ML Packaging
GVH – NOV ML Energy
GVI – NOV ML General Expense
GVJ – NOV ML Trading
GVK – NOV ML Tolling

18

Enter the Company Code

The Company Code for Merlion Plant is 6062

APAC CCs and Plant Code

19

Drag the supplier icon from #19i to the trolley symbol at #19ii

 

For procedure of PF1 system, please refer to the appendix

#

Main activities

Key points

Tips / Best practices

20

Click empty box beside the line item indicator to select the entire row.

 

 

21

Click on the attachment button to open for all files attached by the Requestor

 

Always click on the attachment button to view the quotation attached so that information provided by the supplier is aligned with the Requestor


#

Main activities

Key points

Tips / Best practices

22

Click on the Continue Button as there is no attachment avail

 

 

#

Main activities

Key points

Tips / Best practices

23

Click empty box beside the line item indicator to select the entire row.

 

 

24

Click on the Copy button

 

 


#

Main activities

Key points

Tips / Best practices

25

Click on the Account Assignment tab under the item level

 

 

26

Take note of the Cost Center

 

Copy and paste it somewhere avail will be preferred as we will be required to key in the cost center in the later steps


#

Main activities

Key points

Tips / Best practices

27

Remove the letter "D" under the Item Cat. column

 

 

28

Key in the same amount into the Net Price column

 

 


#

Main activities

Key points

Tips / Best practices

29

Click on the Delete button to remove the previous lines

 

 




As shown in the quotation, there is a 7% (GST – Goods & Services Tax) applicable for this order.
Goto Invoice Tab under item level.

#

Main activities

Key points

Tips / Best practices

30

Click on the droplist button to open the Limitation textbox

 

 

31

Enter the Reporting Country

Key in "SG" for Singapore

APAC - Tax Codes

32

Click on the Continue Button

 

 

33

Select the appropriate tax code

 

 


#

Main activities

Key points

Tips / Best practices

34

Click on the Account Assignment Tab under the item level

 

 

35

Enter the Cost Center as per #26 for all line items.

Key in the exact same Cost Center

 

36

Click on the Message Button for sending out this PO to the supplier

 

 





As in Singapore emailing PO in English is one of the most common way to place an order today, we will also be emailing our suppliers our PO too.

#

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

 





#

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




End of document