Plan-driven Procurement

SAP Best Practices for Retail (France)

SAP Best Practices

Scenario Overview – 1

Purpose With Operational Assortment Planning and Control (OAPC), articles and

quantities will be specified for ordering, both for delivery to the stores and put away quantities for the distribution center.

Benefits Permanent matching with the target values from the assortment plan The result of the whole planning process is the purchasing list

with articles to be ordered

Key process flows covered Determination of the product mix for the different store cluster Determination of the store allocation; initial buy, flow through, put away Quantity planning and prepack definition at color and sizes

(one or two) level

Purpose and Benefits:

Scenario Overview – 2

Required SAP EHP3 for SAP ERP 6.0

Company roles involved in process flows Retail Seasonal Purchaser Retail Seasonal Purchaser – Power User Retail Assortment Planner

SAP Applications Required:

Process Flow DiagramVersion 1 – Retail Seasonal Procurement

Ret

ail S

easo

nal P

urch

aser

Release Report Execution

Display Master Data for Planned Articles for the

fashion process

Synchronize between PO and allocation table

OAPC – Create Purchasing List

Release Purchasing List

itemAdd new order list

itemCreate Grouped Purchase Order

Document

Allocation table list

Even t

Generate the allocation table

(based on detailed assortment

planning

Ungrouping an item in a grouped

purchase order document

Create Purchase Order Document

OTB-Monitoring Create Purchase

Order: positiv OTB-Check

Create Purchase Order: negativ

OTB-CheckOTB-Procurement

Ret

ail

Seas

onal

Pu

rcha

ser –

Pow

er

Use

r Special Release -Accepting

MAP

Process Flow DiagramVersion 1 – Retail Seasonal Procurement

OAPC

Ret

ail

Seas

onal

Pu

rcha

ser

Display Transportation

Times

Ret

ail

Ass

ortm

ent P

lann

er

Create a general assortment

Display Transportation

Chain

Create a layout module version

and assign a fixture

Assign articles to layout module

verison

Assign assortment users to the

assortment (layout module)

Release the layout module version

Even t Layout

Workbench Purchasing

Overview

Scenario – Seasonal ProcurementThis scenario is made up of several building blocks containing the preconfiguration required for the Seasonal Procurement scenario. Building blocks can help you to implement the solution and put into production quickly.

To illustrate the scenario presented in this overview document, the business view, the interaction view, and the component view, provide three different perspectives on the business scenario.

Business ViewThe business view shows the business partners participating in the Seasonal Procurement scenario, the entire scope of the business processes, and the benefits for the parties involved.

Component ViewThe component view shows the processes and technical components that are involved in the Seasonal Procurement scenario.

Operational assortment planning and control (OAPC)

Features (1/2)

Determination of the product mix for the different store cluster

Permanent matching with the target values from the assortment plan

Determination of the store allocation

Initial Buy/Flow Through

Put away

Quantity planning and prepack definition at color and sizes (one or two) level

The result of the whole planning process is the purchasing list with articles to be ordered

Operational assortment planning and control (OAPC)

Features (2/2)

Target values are shown and aligned (for example, sales volume)

Usage of planned articles (article shells), existing articles, pricat

Include colors, plan colors

Up to 3 characteristics can be used (for example, size, length, width)

Usage of quota-scales

Scheduling

Rough calculation of prices

Transfer of planned data to the purchasing processes

Monitoring of the follow up processes

Operational assortment planning and control - process

masterdata allocation Purchase order management

BW

planning of the articles that should be available in the stores

planning of article shells

planning of the quantities

quantity details at color/size level (prepacks)prepack-assignment

detailled planning of articles

Rep

orts

OAPC

targets from merchandise plan capacity planR

epor

ts

strategic assortment planning

pre-agedprocesses

ERP

Seasonal Procurement

Features Efficient and user-friendly workplace for a purchaser with a

widespread work area

Integration with planning process

Fast data entry for further line items and the possibility, to order new article without complex article creation

Integration of contract processes

Calculation of timelines for individual articles

Control of conditions, messages, additionals, order dates …

The operative purchasing processes is linked to the planned budgets (OTB buckets) coming out of the merchandise planning

Seasonal Procurement: Purchase order handling

Order monitoring LogisticAllocation

Planned purchasing list items

Order Manager (Workbench)ERP

Generation Order ListUpdate

Order ListGrouped

order documentPurchase order

OTB CHECK

OTB-Check

Features Budget planning on different key figures

Budget control in season

Special Release

ERP

OTB Procurement (Workbench)

Workflowto supervisors

Deadline change

Quantity change

Purchase orders with insufficient OTB

Price change

PurchaseOrder change

Special Release

OTB Check NOT successful!

OTB: Overview of OTB Procurement

Purchase order monitoring (Scheduling)

Features Tracking and tracing from order date and move time

Follow up activity (deadline shift, reminder, cancellation)

Means of transport change within active merchandise control

Order monitoring until goods receipt

Purchase order monitoring (Scheduling)

ERP

Supplier performancetracking OrganisationVendor compliance

Order Monitoring (Workbench)

Purchase OrderScheduling

Monitoring of scheduling

target/actual comparison (documents)

Acting view

Reaction of schedule variance (Status)

Date shift Reminder Cancellation threat Cancellation

Reacting view

Allocation

Features

Based on operational assortment planning and procurement, the goods can be allocated per color and size on a quantity basis to the stores

Initial buy allocation based e.g. on historical sales data

Assignment to the follow-on logistics processes like delivery creation, goods issue etc.

Allocation is used at head office for planning, controlling and monitoring site (stores, DC) supplies.

Allocation can be used to: Allocate articles to sites for the first time; Allocate promotional merchandise; Allocate stock; Allocate imported merchandise that has been procured centrally.

Integration of Allocation, purchase order generation and operational planning

Order Processing

Order List

Grouped Order Document

OTB Check

Purchase Order creation /maintenance

Operational Assortment Planning and Control

Purchasing List

preliminary planning processes

Status update Status update

Line Items of Purchasing List

Generation of AT on basis of PO´s with reference

to Purchasing List

Allocation Table

Allocation

Monitoring of Procurement dates

Scheduling

forw

ards

backwards

Synchronisation

Legend

Symbol Description Usage Comments

To next / From last Diagram: Leads to the next / previous page of the Diagram

Flow chart continues on the next / previous page

Hardcopy / Document: Identifies a printed document, report, or form

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Financial Actuals: Indicates a financial posting document

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Budget Planning: Indicates a budget planning document

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Manual Process: Covers a task that is manually done

Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow.

Existing Version / Data: This block covers data that feeds in from an external process

Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines

System Pass / Fail Decision: This block covers an automatic decision made by the software

Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed.

Diagram Connection

Hardcopy / Document

Financial Actuals

Budget Planning

Manual Proces

s

Existing Version /

Data

System Pass/F

ail Decisio

n

Symbol Description Usage Comments

Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role.

The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario.

Role band contains tasks common to that role.

External Events: Contains events that start or end the scenario, or influence the course of events in the scenario.

Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario.Flow line (dashed): Line indicates flow to infrequently-used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow.

Connects two tasks in a scenario process or a non-step event

Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario

Does not correspond to a task step in the document

Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario

Corresponds to a task step in the document

Process Reference: If the scenario references another scenario in total, put the scenario number and name here.

Corresponds to a task step in the document

Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here

Corresponds to a task step in the document

Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond.

Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution

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AP

Business Activity /

Event

Unit Process

Process Reference

Sub-Process

Reference

Process

Decision