Goods Receipt Forecast Reporting in Purchasing MM

Use

This analysis allows you to determine the number of anticipated deliveries (e.g. for each plant on a certain date). This data, and data on volumes and gross/net weights, enables you to schedule your Goods Receiving manpower more effectively.

Features

You can aggregate (summarize) the information at the following levels:

• General overview
• Per day
• Per hour
• Per document (e.g. purchase order)

Activities

1. To display the expected deliveries, choose Purchase order ® Analyses ® GR forecast.
2. Enter the necessary data and choose Program ® Execute.

You get an overview of expected goods receipts in accordance with the chosen aggregation level.

Inbound deliveries against shipping notifications are not taken into account because this would have a detrimental influence on system performance.

Analysis of Order Values Reporting in Purchasing MM

Use

This section describes analysis options available in the system.

• Totals analysis
• ABC analysis
• Analysis using comparison periods
• Frequency analysis

You can choose one of the four options, combine several of the analyses, or use all the options in one analysis.

Features

Running an Analysis of Order Values

You invoke all four of the above analyses as follows:

1. Choose Purchase order
® Reporting ® Order value analysis.
2. Enter your selection criteria and press ENTER.

The screen is subdivided into four parts. The first is the totals analysis part. However, it also contains the fields for the sort and output sequence to which the other three analyses refer.

To run voluminous analyses in the background, you must create a variant. In this variant, you must delete the Interactive analysis indicator. All results of the analysis are then printed successively in a list.

In the left part of the screen you can specify the totaling (summary) levels:

• Purchasing organization
• Purchasing group
• Vendor
• Plant
• Material group
• Material

In the part of the screen to the right, you specify which values (e.g. net order value) you wish to have, and the sequence in which they are to be displayed in the list.

Totals Analysis

Totals analysis affords you an overview of the value and number of POs.

Procedure

To run a totals analysis, proceed as follows:

1. Choose Purchase order
® Reporting ® Order value analysis. The initial screen for order value analysis appears. Maintain the data.
2. Choose Edit
® Selection options
3. Specify the sort sequence. For example:

– Purchasing organization 1

– Plant 2

– Material 3

4. In the part of the screen on the right, enter the values you wish to have for the specified criteria. For example:

– Net order value 1

– Average value per PO 2

5. Run the analysis.

You will obtain a list of all materials ordered for a plant, the net order value, and the average value per PO. Below this, the following data is displayed for each plant and purchasing organization:

• Total net order value
• Total average value per PO

ABC Analysis

The ABC analysis is used for classifying vendors or materials by order value. The ABC indicator has the following characteristics:

A Percentage with a high order value.

B Percentage with a medium order value.

C Percentage with a low order value.

The ABC analysis allows you, for example, to determine the relative importance of the individual vendors in your vendor base. It provides you with an overview of any changes that may occur in your relationships with vendors.

Procedure

To run an ABC analysis, proceed as follows:

1. Choose Purchase order
® Analyses ® Order value analysis to display the initial screen of the order value analysis. Maintain the data.
2. Choose Edit
® Selection options.
3. The ABC analysis pertains to the organizational level that you have marked in the upper left part of the screen with
1.

For example, select the Vendor field by entering 1 in the uppermost left-hand part of the screen.

4. In the right-hand part of the screen for the ABC analysis, select the value according to which the analysis is to be carried out. You can select one of the following values:

– Net order value

– Average value per purchase order

– Number of purchase orders

On the right, select the Net order value field, for example.

5. Run the analysis. It will provide you with the totals list of the vendors.
6. Choose Goto
® ABC analysis to display the ABC analysis.

The default value distribution for ABC analyses is 70-20-10 percent. The system adds the net order values of the vendors in descending order until 70 percent of the total order value is exceeded. This group of vendors is classified in the MM Purchasing component as "A" vendors.

The addition is continued until a further 20% of the total order value has been exceeded. This group is classified as "B" vendors.

The vendors accounting for the remaining 10 percent of total order value are the "C" vendors.

The % shr. column shows the vendors’ share of the total order value. These shares are added together in the Cum. % shr. column.

Analysis Using Comparison Periods

This analysis allows you to easily detect changes in purchasing activities. For example, you can determine how much was ordered from which vendor by which purchasing organization or purchasing group, and by how much the total order value of one period differs from that of a comparison period

In this analysis, you can display all the data that you previously displayed in the totals analysis.

Procedure

To compare two periods, proceed as follows:

1. Choose Purchase order
® Analyses ® Order value analysis to display the initial screen of the order value analysis. Maintain the data.
2. Choose Edit
® Selection options.
3. Enter the two periods you wish to compare in the Order date 1 from - to and Order date 2 from - to fields.

Fast entry:

You can enter the dates for the following comparisons particularly quickly because the system sets the missing dates on the basis of one date specification:

– Comparison of years

– Comparison of the first half of a year with the second half

You can overwrite the dates set by the system.

If you enter one date in the Order date 1 to or Order date 2 from fields, the system sets the remaining dates automatically.

4. Enter the date 06.30.98 in the field Order date 1 to, for example. The system then sets the dates for a half-year comparison:

– 01.01.98 - 06.30.98

– 07.01.98 - 12.31.98

5. Choose Program
® Execute® Goto ® Comparison of periods. The system will generate an overview of the relevant purchase orders.

You can also compare overlapping periods (for example, 01.01. - 03.31. : 03.01 - 05.31).

Frequency Analysis

Use this analysis to determine which net order values most frequently occur for which purchasing organizations.

The frequency analysis can be used as a basis for negotiations with vendors. For example, you may find that you have issued many individual purchase orders with a value greater than $2000 to vendor X, and an individual percentage quantity discount would be more favorable than the existing period-end rebate based on total business volume over a period.

Procedure

To run a frequency analysis, proceed as follows:

1. Choose Purchase order
® Reporting ® Order value analysis to display the initial screen of the order value analysis. Maintain the data.
2. Choose Edit
® Selection options.
3. For example, enter the following intervals in the fields Net value 1 to 4:

– Net value 1 to 500

– Net value 2 to 1000

– Net value 3 to 2000

– Net value 4 to 5000

4. Run the analysis. The totals list appears.
5. Choose Goto
® Frequencies to have the system calculate how often these PO values occur.

General Analyses Reporting in Purchasing MM

Use

This section describes the analyses you can create, how you define the layout of the information in the list yourself by making certain settings, and how to actually run the analysis.

Purpose of General Analyses

You can run analyses of certain purchasing documents and create various sum totals. For example, you can determine the order value for a single material over a certain period, or which purchasing organization is responsible for the largest portion of the total order value for all materials.

You can determine the layout and content of your analysis yourself through the line items and totals display.

To do so, proceed as follows:

• Select criteria for the analysis
• Define the list display by making the appropriate settings
• Run the analysis

Activities

To generate an analysis, proceed as follows:

1. Choose Purchase order
® Reporting ® General analyses. A screen allowing you to enter the following main selection criteria appears:

– Vendor

– Material

– Material group

– Purchasing group

2. Enter a vendor and a purchasing organization and choose which of the following purchasing documents the system is to analyze:

– Purchase orders

– Contracts

– Scheduling agreements

– Requests for quotation

In the Document date from and Document date to fields, you can limit the period to be analyzed (for example, October 20 - 22).

If you select the W/o material field, the system selects only the items that do not contain a material number.

Choose Settings ® List begins with to obtain a box in which you can specify whether all the documents determined by the system are displayed individually or in total.

With Edit ® Choose you can access a box containing additional selection fields.

You can determine the nature of the list display as described under "Settings".

3. Press
ENTER to display the basic list of all purchase orders issued to the vendor in the specified period.

Settings

You can determine the content and layout of your list with the aid of the Settings menu and its submenus Line structure (line layout), Line structure totals, and Totals variants.

As a rule, your system administrator predefines certain standard settings. If you need other settings, please contact this person.

Line Structure

To choose a line structure (this may also be referred to as the "line layout") for your list choose Settings ® Display variant. A box containing standard line structure variants appears. Depending which settings have been predefined by your system administrator, you can choose, for example, whether or not to have the following lines displayed:

• Document header and item data
• one-line
• two-line
• Schedule lines for items
• Purchase order (PO) history

List Display

Before running the analysis, you can check your settings by choosing Settings ® Display format.

Creating Totals, Sorting, and Searching

This section explains how to create totals from the basic list in order, for example, to compare various purchasing organizations with each other.

It also describes how to sort a list and search for specific data in the list

Procedure

To create totals, proceed as follows:

1. Choose Edit
® Total from the basic list (individual display). A dialog box with the following totaling options appears:

– Sum total per purchasing group

– Sum total per purchasing document number

– Sum total per material

– Sum total per vendor

– Sum total per material group

2. Position the cursor on Purchasing group totals and press
ENTER. This gives you the totals per purchasing group.

Via Edit ® Preview, you can display the purchase orders together with the result of the summation.

3. You have the option of displaying the list with the various subtotals. To do so, choose Goto
® List+subtotals. You will obtain the subtotals for individual purchasing groups.

Sort
You can sort the data in the basic list in different ways. Choose Edit ® Sort and select the desired sort fields in the box.

Search
Choose Edit ® Find to obtain a box allowing you to search in the list. For example, you can choose whether you wish to search for a certain purchasing organization, a purchasing group, or a plant.

When you press ENTER, another box appears. Here you can enter either an individual value or an interval for search purposes.

4. Return to the basic list.

Selecting Fields

You can select individual fields for summation or search purposes not only in boxes but also by positioning the cursor appropriately. For example, if you position the cursor on the Material field and choose Settings ® Totals variant, the system then calculates the total value of all fields for which totals can be calculated per material from the basic list. Click on Edit ® Choose to pick out all purchase orders for the chosen material from the list.

Displaying a Document

To display a purchase order, double-click on the document number in the basic list. You branch to the document display.

Overview of List Levels

After creating various subtotals, sorting your list and searching for data, you can obtain an overview of the individual sort and summation steps that you have carried out. To do this, choose Goto ® List levels overview .

Adjusting List Analyses Reporting in Purchasing MM

Use

This section describes how to change the scope and layout of a list in accordance with your requirements. The following two parameters determine which information is displayed or omitted:

• Selection parameter
• Scope-of-list parameter

Prerequisites

The keys for the scope-of-list and selection parameters must be maintained in Customizing for Purchasing. (Reporting ® Maintain purchasing lists.)

Features

Selection Parameter

This parameter allows you to determine which purchasing documents the system analyzes. For example, you can run analyses to create lists of

• Open purchase orders
• Expired scheduling agreements
• Scheduling agreements or purchase orders with

GR quantity less than order quantity

• Purchase orders with invoice value greater than the order value
• Purchase orders with late deliveries

Scope-of-List Parameter

This parameter determines which data is displayed for a document (that is, which lines appear in your report or analysis). You can decide whether you wish to have a list in short form, or whether the list should contain more information (for example, lines including the open PO quantity and value, or the validity period of outline agreements).

Furthermore, you can also display the PO history or the documentation of previous release orders as additional lines in the list.

The more comprehensive list contains not only the individual items, but also the name of the vendor and the material description (short text) for each purchase order. In the lower part of the list, the documents for goods receipt and invoice receipt are also displayed. In addition, the list contains lines with the following information:

• Conversion of base unit into SKU
• Schedule lines
• Total of goods receipts
• Total of invoices
• Open delivery quantity
• Open invoice quantity

Creating and Running Reports and Analyses Reporting in Purchasing MM

Using an example, this section explains how to enter criteria for a report or analysis, and then run it and print out the results.

Prerequisites

Consider which information you need, then delimit the report by entering the appropriate selection criteria so that the information provided is as concise and pertinent as possible.

You can define the layout and content of your list via the scope-of-list and selection parameters.
These two parameters are described in the section Adjusting List Analyses.

Procedure

Suppose you discovered quality defects in a material procured from one of your vendors. To identify which purchase orders are currently outstanding with the vendor, you could perform the following steps.

1. From the Purchasing menu, choose Purchase order ® List displays ® By vendor. The Purchasing documents for vendor screen then appears, allowing you to enter criteria delimiting the scope of your report.

You can select the following criteria to narrow down the information provided by the report:

– Vendor

– Purchasing organization

– Purchasing group

– Plant

– Item category

– Account assignment category

Enter several criteria to delimit the list in a sensible way. The resulting data will then be clearer and easier to process.

To see whether deliveries against purchase orders were received on time, enter the relevant date in the Delivery date field. The system then displays the status of the purchase order(s) you are interested in.

2. Enter your selection criteria. For example, if you enter vendor ACME in the first column, the system will select all purchasing documents for this vendor.

3. Enter a scope-of-list parameter, if applicable.

Validity key date
If, for example, you wish to know which scheduling agreements are valid as at a certain date, enter this date in the Validity key date field.

Range of coverage to
To determine the scheduling agreements under which you can obtain a certain material on a certain date, enter this date in the Range of coverage to field. The system calculates which agreements still have open quantities as at this date on the basis of the date and the already-delivered quantity.

Exclude/include documents
Choose Choose... to call up a dialog box in which you can specify the purchasing documents - apart from those of the standard setting - to be covered by the report.

4. Run the report. The list display containing the data you are interested in appears on the screen.

To print the list, choose List ® Print.

You can branch from the report to the following functions:

• Display document
• Display schedule lines
• Display changes
• Monitor PO history

Selecting Intervals

In addition to the entry of individual values on the initial screen of a report or analysis, you have the option of selecting intervals. For this purpose, you will find a further column next to the first entry column, in which you can enter a second vendor, a second purchasing organization etc.

Selecting several intervals
To select several intervals, position the cursor on the desired field and perform the multiple selection function.

You get a screen containing several input lines, on which you can select either several individual values or several intervals.

Choose Multiple selection... to have the possible entries displayed. Adopt your data and then return to the selection screen.

Selection options
With certain fields, you can specify whether the listed data is to lie within or outside the specified interval.

Position the cursor on the desired field and choose Edit ® Selection options. Press ENTER to return to the selection screen .

Displaying a Document

To display details on a certain purchase order from within the list display, position the cursor on the PO number and choose Environment ® Display document. The system branches to the PO display. Return to the report.

Displaying changes
To find out whether anything has been changed in a PO, choose Goto ® Changes from within the list display. The system displays a change document listing the changed data, the date of change, and the name of the user who made the change.

Monitoring the PO history

You can monitor the PO history of an item by positioning the cursor on the item and selecting Goto ® PO history. All goods and invoice receipts involving the item are displayed. Return to the report.

Reporting in Purchasing MM

Use

Those with ultimate responsibility for purchasing operations within an enterprise frequently need to obtain an overview of their vendors and purchasing organizations. Among other things, they have to know:

• Which purchase orders were issued to a certain vendor during a given period
• For how many purchase orders goods have already been received
• Whether a vendor delivered ordered materials in full or only in part
• Which vendors did or did not adhere to their delivery dates
• Whether goods received from vendors conform to requirements and invoices submitted are correct
• The average value of purchase orders issued by a given purchasing organization or purchasing group

The reports and analyses available in the SAP System provide this overview in a fast and straightforward manner, allowing senior executives to react appropriately to given situations.

Your system administrator is responsible for setting up reporting and analysis parameters. Contact this person if you need other settings.

Activities

You run reports by clicking on the purchasing document that interests you (e.g. purchase order or RFQ) in the Purchasing menu. Choose Purchase order ® List displays to obtain a choice of reports listing POs as follows:

• By vendor
• By material
• By material group
• By tracking number
• By PO number

The selection options are based on the relevant purchasing document. That means that the list can vary to some extent from document to document.

The more information the list contains, the more time it will take to be processed. In extra wide lists, scroll using the horizontal scroll bar and enlarge your window.

Run and print out voluminous reports and analyses only in the background.

For more information on reporting see Getting Started with the R/3 System. There you will obtain details on:

• How to find reports and analyses
• The steps you must perform to print out lists