Chapter 2 Master Data

1 The f ol l owi ng mast er dat a i s used i n t he pr ocur ement

of ext er nal l y per f or med ser vi ces:
Vendor mast er r ecor d
Ser vi ce mast er r ecor d
Mast er condi t i ons f or ser vi ces
Chapter 2 Objectives
1 Cour se par t i ci pant s ar e f ami l i ar i zed wi t h t he mast er
dat a used i n t he pr ocur ement of ext er nal l y per f or med
ser vi ces.
1 They ar e shown how t o mai nt ai n t hi s mast er dat a and
l ear n how i t i s used by t he syst em as def aul t dat a i n
pr ocur ement t r ansact i ons.
Organizational Levels of the Vendor Master
Record
General data
Purchasing
organization data
Accounting data
General data
Purchasing
organization data
Accounting data
Maintenance of the Vendor Master Record
Purchasing and/or the accounts
Department can maintain general
data
Purchasing organization data can
be individually maintained by each
purchasing organization
Accounting data can be
individually maintained for
each campany code (firm)
Purchasing and
accounting data can
be maintained
centrally or
independently of
each other
Vendor Master Data
General data
Address
Communication
Purchasing data
PO currency
Partner roles
Accounting data
Bank details
Payment transaction
Account management
Client
Purchasing
organization
Company
code
Area of valiadity
- All purchasing
organizations
- Allcompany codes
- One purchasing
organization
- One company
code
Vendor Master Record: Control Account
Main Iedgar
Control account
Total liabilities with
respect to allvendors
Subsidiary ledger
Total liabilities per
individualvendor
Vendor A
Parallel
R/3
System
Enter vendor invoice
Service Master Record
PM
Plant Main-
tenance
PS
Project
System
MM
Procurement
Applications
Service no. 1540
- Texts
-Units of measure
-Prices
Service master record
Service Master Data
The ser vi ce mast er r ecor d cont ai ns i nf or mat i on on ser vi ces, such as :
Descr i pt i ve t ext s
Uni t s of measur e
Val uat i on cl ass f or account det er mi nat i on
The i nf or mat i on i s st or ed cent r al l y i n a dat abase
Ser vi ce mast er dat a i s used by many appl i cat i ons i n R/ 3, i ncl udi ng:
Pur chasi ng
Invoi ce Ver i f i cat i on
Pr oj ect Syst em
Pl ant Mai nt enance
MM
PM
PS
Service
master data
Master Conditions
Service no. 1580
Quantity 1
Unit of measure hr.
1995 1996
1997
Validity period
$220.00
$195.00
$205.00 Scale
100 hrs. a $205.00/hr.
200 hrs. a $200.00/hr.
300 hrs. a $198.00/hr.
Use of Master Conditions
Level of conditions
1580
1560
Purchase
requisition
Vendor
- Service no. 1540
$2,100.00
?
Adoption in document
- Costing
- Project System (PS)
- Plant Maintenance (PM)
- Price simulation
1540
Sem. Consultant K4 1 day
$2,100.00
Service
Chapter 3 External Services: Bid Invatation Phase
1 Pr ocess f r om bi d i nvi t at i on t o awar d of
cont r act / pl acement of or der
1 St r uct ur e of bi d i nvat at i on speci f i cat i ons t aki ng t he
pur chase r equi si t i on as an exampl e
1 Rel ease (appr oval ) pr ocedur e f or pur chase r equi si t i ons
1 Compar at i ve bi d appr ai sal usi ng t he pr i ce compar i son
l i st
Chapter 3 Objectives
1 Cour se par t i ci pant s l ear n how t o cr eat e ser vi ce
speci f i cat i ons f or bi d i nvi t at i on pur poses.
1 They ar e acquai nt ed wi t h t he r el ease (appr oval )
pr ocedur e f or pur chasi ng document s, and
1 They can compar e quot at i ons usi ng t he pr i ce
compar i son l i st .
Compare
using price
comparison
list
C
B
The Bid invitation Process
Procurement
of requested
materials or
services
Purchase
requisition
RFQ
RFQ
Quotation
Vendor A
A
Best bid
Purchase order
PO
Service Specifications in the Requisitions
Service specifications
Requisn. Requisn.
Outline level
Service line
01 Selection of software components
01 Definition of requirements
Consultant K4 10 days $2,100.00
02 Adjustment of components
01 Component A
Consultant K3 5 days $1,900.00
02 Testing configuration/settings
Consultant K3 4 days $1,900.00
Consultant K4 2 days $2,100.00
. . . . .
. . . . .
Item Category and Account Assignment
Category in the Requisition
The item category and the account assignment
category determine how na item is processed.
Purchase
requisition
D U
Item category
D = Service
Acct. Assgt. Cat.
U = Unknown
K = Cost center
P = Project
.
.