Contents: Introduction to the Procurement Process Purchasing Items Purchasing Service Troubleshooting Issues in Purchasing Purchasing - A/P

In this unit, you will: Master the basic steps of the procurement process for purchasing items or services Understand the consequences of each step on inventory and accounting Handle issues that arise with a vendors delivery and billing Purchasing - A/P: Purpose

You purchase your warehouse goods from external vendors. Normally, you use the purchase order document to order goods. In some cases, however, you submit your order by phone and your vendor delivers the items immediately. In this case, the process modeled in the system must be as short and quick as possible. If the delivered goods do not meet your quality standards, you want to return them to your vendor. This can happen either before or after you have received the invoice. You purchase services such as web design and landscaping from vendors using purchase orders. Other services such as electricity or rent are purchased without purchase orders. Purchasing - A/P: Business Example

Purchasing Items: Unit Overview Diagram Topic 3: Troubleshooting Issues in Purchasing Purchasing - A/P Topic 1: Purchasing Items Topic 2: Purchasing Services

Purchasing Items: Process Overview Purchase OrderGoods Receipt PO A/P InvoiceOutgoing Payment System Configuration Purchasing Warehouse management Production Inbound logistics Outbound logistics Marketing & Sales Service Financial controlling Master data

Purchase Order 10 printers are currently in stock We order 5 more from our vendor Five appear on the inventory reports as ordered 15 will be available to promise, Although only 10 are physically in stock

Key Master Data in Purchasing: Vendor All purchasing transactions One or more control accounts for vendors Possible transactions Vendors

Addresses in the Purchase Order Vendor Ship to Address Pay to Address Purchase Order Logistics Tab Company / Warehouse

Key Master Data in Purchasing: Items Item master fields useful In purchasing Preferred Vendor Manufacturer Catalog Number Purchasing Unit of Measure Customs group for imported items Tax information

Drafts of Sales or Purchasing Documents Vendor / Customer Document Item Descr. Quantity Price Y1000 A03 Printer ,90 B10 Cartridge 40 4,50 Vendor / Customer Document - Drafts Item Descr. Quantity Price Y1000 A03 Printer ,90 B10 Cartridge 40 4,50 Vendor / Customer Document Item Descr. Quantity Price Y1000 A03 Printer ,90 B10 Cartridge 40 4,50 Save as Draft Add

Documents Output Vendor / Customer Document Y1000 A03 Printer ,90 B10 Cartridge 40 4,50 Print Preview Printout Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total File Preview File Print File Export Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total File (PDF, Text, XML, MS Word, MS Excel, or Image) File Send File Send Fax

Goods Receipt PO 10 printers are currently in stock We ordered 5 more from our vendor The vendor delivers 5 After goods receipt, 15 are in stock

Two options to create a follow-up document: Copy to/ Copy from Copy toCopy from Open saved document to copy All items copied to new document No options available on how items are copied However, you can delete items and adjust quantities after copying Enter business partner in a new document Choose one or multiple documents from a list Draw document wizard allows you to: customize rows and quantities copied select the exchange rate to use

Effects of the Goods Receipt PO

A/P Invoice You receive an invoice from the vendor for the 5 printers You enter an A/P invoice to reflect the vendor invoice The A/P invoice is the basis for payment to the vendor

Effects of the A/P Invoice 3 4 Quantity increases only if no prior goods receipt is referenced. 2 1

Postings in Purchasing Process for Inventory Items Purchased Item Fixed Assets Inventory Item Sales Item Allocation Acc. Stock Acc. 100 Vendor 100 Allocation Acc. Item Category:

Document Flow in Purchasing General Ledger (Value) Warehouse (Quantity) 1 23

Payment Processing We owe the vendor for 5 printers An A/P invoice has been entered for the amount owed You create an Outgoing Payment according to payment terms The journal entry: Reduces cash (credit) Decreases the amount owed to the vendor

Purchasing Reports Purchase Analysis Open Items List Vendor Liabilities Aging Drag & Relate

Model Report: Inventory Status Stock Changes in Purchasing A/P In Stock-Committed+ Ordered = Available Transaction Purchase order Goods receipt PO Goods Receipt PO w/o reference to PO A/P invoice for goods receipt PO A/P invoice with reference to Purchase Order Goods returns A/P Credit memo Purchasing / AP A/P Reserve Invoice w/o reference to PO Goods Recept PO with reference to A/P Reserve Invoice Indicates increase in quantity - Indicates decrease in quantity -

Purchasing Items: Topic Summary Key points from the Purchasing Items topic: The four main steps in the procurement process for items are: Purchase Order Goods Receipt PO A/P Invoice Outgoing Payment Key master data used in purchasing: vendor and items Each purchasing document has a different effect on inventory and/or accounting.

Exercises for Purchasing Items

Purchasing Services: Unit Overview Diagram Topic 3: Troubleshooting Issues in Purchasing Purchasing - A/P Topic 1: Purchasing Items Topic 2: Purchasing Services

Purchasing Services – Process Overview Purchase OrderA/P InvoiceOutgoing Payment

Item / Service Type Service Customer Description Document G/L Account Price C00001 Name Smith Item Customer Item No. Document Description Quantity C00001 Name Smith Price In Purchasing (and sales) you can set your documents as either Item type or Service type.

Create a Service Invoice Vendor Master Data Vendor Invoice Default data Enter data A /P Invoice Vendor number Invoice number Invoice date Description G/L Account Total due Vendor name Invoice number Invoice date Description Amount due … Vendor number Vendor name Address Payment terms Payment method … Check for duplicate invoice numbers

Postings in Purchasing Process for Non-Inventory Items Purchased Item Fixed Assets Inventory Item Sales Item Vendor Expenses Account EU Expenses Acc. Foreign Expenses Acc. 100 Item Category:

Exercises for Purchasing Services

Purchasing Services: Topic Summary Key points from this topic: The main documents used in purchasing services are: Purchase order A/P invoice Outgoing payment Services can be represented by a description in a service type document or represented as an item in an item type document. For services such as rent or utilities, typically an A/P invoice is created without a purchase order.

Troubleshooting Issues in Purchasing: Unit Overview Diagram Topic 3: Troubleshooting Issues in Purchasing Purchasing - A/P Topic 1: Purchasing Items Topic 2: Purchasing Services

Goods Receipt PO # Goods Receipt PO Partial Deliveries and Overdeliveries 1) Overdelivery 2) Add Items Purchase Order # Goods Receipt PO #1623 #1623 # Goods Receipt PO #1423 #1423 3) 1st Partial Delivery 4) 2nd Partial Delivery Vendor Y1000 Vendor Y1000 Vendor Y1000 Vendor Y1000 Vendor Y1000

General Ledger (Value) Warehouse (Quantity) Goods Returns Stock Acc. 100 Allocation Acc. 20 scanners were ordered and delivered 2 scanners were damaged in transit Use the goods return to return the scanners to the vendor for credit Stock Acc. Allocation Acc. 100

General Ledger (Value) Credit Memo for Purchasing Allocation Costs Acc. Stock Acc. 100 Vendor Alloc. 100 Stock Acc.Vendor 100 Warehouse (Quantity) 50 CD boxes were ordered, delivered and invoiced 5 boxes were defective Use the credit memo to return items for credit when an A/P invoice exists

Credit related to specific invoice Partial amount credit memo Reduce total due to vendor Full amount credit memo Copy from invoice Closed Invoice Do not copy from invoice Credit related to specific, single invoice Reverse invoice amount & reduce amount due to vendor Full amount credit memo Partial amount credit memo Reduce invoice amount and amount due to vendor Open Invoice General credit related to multiple invoices Creating a credit memo with or without reference

Researching invoice payment status Vendor Balance 8560

Troubleshooting Issues in Purchasing: Topic Summary Key points from this topic: A goods receipt PO can handle over deliveries or under deliveries A goods return is used to return items not yet invoiced. A credit memo can be created with reference to an open invoice. If the invoice is paid, the credit memo must be created without reference.

Exercises for Troubleshooting Issues in Purchasing

Purchasing - A/P: Unit Summary You should now be able to: Purchase items and services in SAP Business One State the consequences of each process step on inventory and accounting. Handle issues that arise from a vendors delivery or billing errors.