RWD Info Pak Templatesapinfo.leeds.ac.uk/content/zims/wi/word/ZIMSwi.doc · Web viewthis refers to the list price of the material in SAP. Adj. Price - this refers to the adjusted

Title: Internal Market - SellerCategory 1 : Internal MarketCategory 2 : Internal Market

Work Instruction

Internal Market - Seller ZIM

PurposeUse this procedure to display, create and release internal market transactions for the University of Leeds.

TriggerPerform this procedure when it is necessary to buy or sell goods and/or services between departments. Use this procedure to also list internal market materials and to mark materials for deletion.

Prerequisites

Materials to be bought and sold must exist in SAP.

Menu Path

Insert this transaction into your favourites folders. It is not available via a standard SAP menu path.

Use the following user menu path to begin this transaction:

Select Internal Market - Seller Internal Market

Transaction CodeZIM

Additional Information

Only orders that have not been released can be deleted.

Only sellers can release orders for billing.

An email is sent to the Financial Administrator of the buying department when clearing documents are created. I.e. when all icons have turned green. See Step 13

Only sellers can raise point of sale orders.

Only sellers can mark materials for deletion, add more materials and change prices.

Provision has been made for a buyer’s and a seller’s reference to be included in the document header information.

Filename: document.docReference: IM-DG-S

Version: PrelimLast Modified: 8/22/2002 4:06 PM

Work InstructionPage 1 / 37


Procedure

1. Perform one of the following:

If Go To

You wish to display internal market orders Step 2

You wish to create a point of sale order Step 18

You wish to part ship/complete part shipment of an order Step 33

You wish to release an order Step 34

You wish to filter a list of orders Step 36

You wish to display/print a due date list of orders Step 39

You wish to list/export internal market materials Step 48

You wish to mark a material for deletion Step 59

2. Start the transaction using the transaction code ZIM.





Display Internal Market Orders

University of Leeds - Internal Market

3. Click on the triangle beside the department you wish to display. For example

.

Sellers can only see their own markets.

4. Double click the area you are selling the goods or services from. For example .





Internal Market - ISS Hardware - Order Overview

Dates displayed in blue indicate dates on which various buyers have placed orders.

The default is that all outstanding (or unreleased) orders are shown for the internal market in question. The filtering options can be changed (see Step 36) to show completed orders as well.

5. Click on to search for a document number.





Enter filtering options

6. As required, complete/review the following fields:

Field Name R/O/C Description

Document R Enter the Internal Market order document number you wish to display.

Do not enter the two letters in front of the number, SAP knows which market you are in.

7. Click on .





Internal Market - Media Services - Order Overview

8. To remove the filter, click on and remove the document number.

9. Double click on a date on the calendar to display orders for that day. Subsequent or future

months can be viewed by clicking on or . Click on to go to today's date.

10. If no orders have been raised on today's date, you will see the following message:

Information





11. Click on . This example shows a previous date.


12. As required, review the following fields:


Document The document number refers to the transaction.

Document numbers have unique two character identifiers that refer to the seller's department.

Example: IH10 - (ISS Hardware document number 10)

Delivery address Refers to the address where the delivery is made.

Example: EC stoner room 10.01

Recipient Refers to the person nominated as the goods receipt point.

Example: rreeves

This icon signifies that an order has been created but has not been released for sale by the seller.

This icon signifies that the order has been released for sale.

Only sellers can release orders.






This green icon signifies that a SAP document has been created.

This icon signifies that the creation of other SAP documents is pending.

This icon signifies that a document is being processed.

This icon signifies there is an error in the transaction.

This icon signifies the SAP purchase order is blocked by the release strategy. The order requires releasing in the normal way. See transaction ME28. The Internal Market order cannot be released for billing by the seller until the SAP purchase order is released.

13. Double click on a text item to display order details. Alternatively, select beside the line you

wish to view and click on , or click once on the text item and click on .

Internal Market - ISS Hardware - Display Order





13.1 An order that has not been released can be changed. Choose the order to change by

selecting beside the order and clicking on , or click once on the item and

click on . Make changes as appropriate.

Take note of the following fields:

Code - this refers to departmental material codes (where applicable) appear beside the material description

Std price - this refers to the list price of the material in SAP.

Adj. Price - this refers to the adjusted price agreed to by the buyer and seller.

13.2 To print a hard copy of the order, click on from the SAP toolbar and select the Hardcopy option. This sends a hardcopy of the screen to your SAP printer.

13.3 An email trigger icon is displayed. Double click on this icon to display the email address of the Financial Administrator in the buying department. To change the

email address of the contact, click on from the Internal Market - ISS Hardware -

Order Overview screen and click on .

Internal Market - ISS Hardware - Change Order

13.4 Enter the University email address of the person you wish to contact.

13.5 Click on .

13.6 Click on to save changes.

14. Click on to return to the Order Overview screen.






15. Click on to display SAP documents.

Hovering the mouse pointer over the icons displays the SAP document number.

When an order has been fully processed, all icons appear as . The order of the documents is as follows:


Column Description

PO

Double clicking on this button displays the Purchase order document.

Example: 6000000023

SO

Double clicking on this button displays the Sales order document.

Example: 0050000021





Column Description

SI

Double clicking on this button displays the Sales order billing document.

Example: 0070000012

FI

Double clicking on this button displays the FI billing document.

Example: 0100049020

IV

Double clicking on this button displays the Invoice verification document.

Example: 4900000003

CL

Double clicking on this button displays the clearing document.

Example: 0100045222

17. Click on to exit.


Create Point of Sale Order

18. To create an Internal Market 'point of sale' order, start the transaction using the transaction code ZIM. Select the department (the internal market) providing the goods or service. In this example ISS Hardware.





As a precaution, it is wise to check that the cost object provided by the buyer at the point of sale is valid. Use transaction ZF67 to check the cost object.


19. Click on .





Internal Market - ISS Hardware - POS Order

The email address indicator appears as 'open'. This signifies that SAP has not identified a contact email address and will not do so until a buying department is entered or an address is entered manually.

Notice that 'Collected by recipient' is defaulted into the Delivery address field.

The only other difference between a 'point of sale' order and a normal order is that the order is automatically released. It does not have to be released for billing manually because it is assumed that the buyer has collected the goods and taken them away.

If the SAP purchase order has not been created, even a 'point of sale' order can be locked by the seller. If there is a problem with for example the cost object, the order will default to locked so it can be amended.







Buying department R Enter the buying department. If this is not known, click on the matchcode to select entries.

Example: GBDelivery date (and time)

R Enter the delivery date and item (the delivery time field only displays for the purchase of certain goods).

When the relevant delivery time field is displayed it must be completed.

Example: Trolley service items from catering.Delivery address R Enter the delivery address.

Example: E.C Stoner 10.05Goods recipient R Enter the goods recipient.

Example: David GrahamExtension O Enter the telephone extension of the recipient.

Example: 3768Seller’s reference O Enter the seller’s reference code if applicable.

Buyer’s reference O Enter the buyer’s reference code. For example quote the Internal Order form reference number. This will appear on the email sent at order completion.

Example: I/ 43601Cost center

WBS element

Internal order

R Enter a cost object.

Any one cost object can be used. E.g. cost centre, internal order, or WBS element.

Example: 252000Long text O Enter any valid long text as required such as delivery point.

Example: Leave outside the door.

21. Click on .





Internal Market - ISS Hardware POS Order

22. Perform one of the following:

If Go To

You wish to enter materials via the fast order entry method.

The fast order entry option can be turned on or off for any particular market.

Step 23

You wish to enter materials via the category list. Step 27

23. Click on to expand all materials for all categories.

This is not necessary if you know the material number you want to order or if the number is coming from a bar code reader.






Note that departmental code (where applicable) appears beside material descriptions.


Field Name R/O/C DescriptionFast order entry -ADD R This signifies you are to add items to be sold.

Fast order entry number

R Enter the number of items to be sold.

Default is 1. This can be changed as desired.

Example: 1Fast order entry material

R Enter the material number of the item.

Example: 6000022

This method is suitable if you know the material number you want or you are using a bar code reader to enter the material number.

25. Click on after each entry is completed to update the net value of the order.





26. Repeat this process for all the materials required for the order.

27. To enter materials via the category list.

28. Click on to expand all materials for all categories or double click on to expand a group of

materials. Double click again to collapse the group or click on to collapse all groups.


29. As required, complete the following fields:


Quantity R Enter the required number of items against each material required for the order.

Example: 6000087 10

30. Repeat this for every material required for the order.

31. Click on .






To delete items from the order change the quantity to zero OR click on . The Fast order entry field ADD changes to VOID. Simply enter the material number and item

numbers to be deleted and click on . The items are removed from the display.

The net value of the order is updated after each entry by clicking on .

32. Click on when all items have been entered. There is nothing more to be done by the seller or buyer.

After saving the 'point of sale' order, note that the order is shown on the screen with padlock open (that is, already released for billing). All the icons are initially red. The background process will periodically create all the SAP documents, from PO to billing document and clearing document. The email to the Finance Administrator is created upon saving.

Part Ship/Complete Part Shipment of OrdersUse this procedure to part ship and complete shipment of an existing Internal Market Order.





Example: An original order exists for 10 items. You are currently able to only deliver 5 of these items. This leaves 5 items outstanding.

33. Select the order to be copied by clicking on . Click on to copy the existing order.

Click on to save this order.

You will need to enter a delivery date for the copied order. This must be a date in the future. All other fields are copied through from the original order..

Once copied you will have two orders for the same amount and quantity.

33.1 On the original order, change the quantity to the number of items to be delivered

initially, in this example 5. Click on to save this order.

33.2 On the copy order, delete the total order amount and change the order quantity to

the number of items outstanding, in this example 5. Click on to save this order.

Release Orders

34. To release an order for billing.

This can only be done by the seller and should be done when the goods or service have been provided. The releasing function paves the way for the background process to credit the seller with the value of the order. A double click on the padlock is all that is required.





Internal Market - ISS Hardware Order Overview

35. There are two ways to release an order.

35.1 Double click on the icon next to the PO icon.

35.2 Select the order (or orders) to release by checking the box to the left of the order

and clicking on at the top of the screen.

Once the background process starts it is not possible to lock the order again, but until

that point a released order can be unreleased or locked again by double clicking on .

Order release is the trigger that sends an email to the Financial Administrator of the buyer's department.

Filter Orders

36. To filter a list of orders click on from the Order Overview screen. The Enter filtering options dialogue box appears.





Enter filtering options

37. Orders can be filtered by any of the options above. If you wish to display a list of completed

orders check the Show completed box.

38. Click on to filter the orders.

Order Due Date Reports

39. To create a due date report for orders:






40. Select the department for which you wish to display the due date list. For example

.

40.1 Click on .






41. Click on .





Internal Market ISS Hardware - Order Overview



From O Enter a date from which to display the orders.

Example: 12.10.2001

To O Enter a date to which to display the orders.

Note that the dates default to today's date and one month from now. These dates can be changed.

Example: 11.11.2001

Display all orders OSelect to display all orders raised on the department.

This election ignores any date ranges entered.

Summary report OSelect to display a one-line summary of each order.

This election ignores any date ranges entered.

43. Click on .

See following screens for examples of reports.

Be aware that the report selected to be printed takes in to account what entries are made in the filter. Check selections in the filter prior to processing the print job.





Order Overview


The default for this report displays all orders due for the selected day and any other days in the future. The deliveries for each day start on a new page so if a print is required for the current day only you can just print the page.

44. Click on to print the report.

45. Click on .





Order Summary Report


Note the column identifying the status of the order. Those items with a status of REL have been released. The blank items have a status of unreleased.

45.1 To export this list to Excel, select the menu option List Export Spreadsheet

Select the option of Excel display. This list is then opened and displayed in MS Excel.

46. Click on .





Print Screen List

Depending on how many orders have been raised and are due for delivery, you can select the orders to be printed by entering print parameters as displayed above.

47. Click on to process the print job.

List/Export Internal Market Materials

48. To list/export internal market materials follow the menu path from your user menu Internal market SAP Query: maintain queries (SQ01)





Information

49. Click on .

Query from user group INTMKT: Initial Screen

50. Select the query as shown above and click on .





Internal market materials for departmental download

51. Click on .

ABAP Variant Directory of Program AQ4LINYMKT====INYMKTMA

52. Select the required variant name and click on .








Flag Material for Deletion a

R The entry in this field indicates that all market materials will display except for those marked for deletion. This criteria can

be removed by clicking on .

Material group R The entries in these fields indicate which groups of materials will be displayed.

Material type R The entry in this filed indicates which types of materials are included in the above material groups.

54. Click on .






55. To download the list to Excel, follow the menu path List Export Spreadsheet

56. Click on to acknowledge the message that follows.

Export list object to XXL





57. Select the Excel display radio button as displayed above and click on .

Microsoft Excel

58. The list appears in Excel as above. The spreadsheet can be managed as with any Excel spreadsheet.

Mark Materials for Deletion

59. To mark a material for deletion, use transaction MM06 - Flag Material for Deletion.

You can only mark materials for deletion for your own material groups.





Flag Material for Deletion: Initial Screen



Material R Enter the material number to be deleted.

Example: 6000556

61. Click on .





Flag Material for Deletion: Data Screen



Material RSelect the checkbox to enable marking for deletion.

63. Click on .

Note the system message 'Deletion flags changed'.

To make the material active again, repeat the process this time removing the checks in

against Material, click on and click on to restore the material.

64. View the list of available materials as described in Step 48. The material marked for deletion is removed from the display.

65. You have completed this transaction.





ResultYou have successfully displayed, created and released internal market transactions.

You have successfully filtered a list of orders and printed a due date list.

You have listed and exported to Excel internal market materials.

You have marked materials for deletion.

CommentsNone.





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Documents

RWD Info Pak Templatesapinfo.leeds.ac.uk/content/zims/wi/word/ZIMSwi.doc · Web viewthis refers to the list price of the material in SAP. Adj. Price - this refers to the adjusted