Case Study: Procurement Process

SAP Business One 10.0, version for SAP HANA

PUBLIC
CASE STUDY: PROCUREMENT PROCESS PUBLIC

INTRODUCTION
In this case study, you will perform the following tasks:
• Create purchase orders
• Enter a goods receipt
• Handle partial deliveries
• Post an invoice and payment
• Create purchase requests and quotations (for items and services)

PREREQUISTE

1. Use the demo database for SAP Business One 10.0, version for SAP HANA or SAP Business One 10.0
2. Credentials: User code: manager; Initial Password: manager
3. Please make sure that the Preferred Vendor V10000 is set on the Purchasing Data tab for the following
items:
- I00002
- I00003
- I00007
- I00008
The screenshot below serves as a reference:

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CASE STUDY: PROCUREMENT PROCESS PUBLIC

TASK 1
James, the purchasing manager at OEC Computers, wants to replenish some items with a low inventory
level. He decides to order the following items from vendor V10000:
I00002 with a quantity of 50
I00004 with a quantity of 100
I00007 with a quantity of 25
I00008 with a quantity of 15
Create the purchase order.

TASK 2
James receives some of the ordered items from vendor V10000:
I00004 with a quantity 50
I00007 with a quantity of 25
I00008 with a quantity 15

Create the partial Goods Receipt PO.

TASK 3
Vendor V10000 delivers the remaining items. James reviews the items delivered and records the receipt as
follows:
I00002 with a quantity of 50
I00004 with a quantity of 30
I00003 with a quantity of 20
He also reviews the original purchase order and he finds it does not completely match the items delivered.
How can he handle the differences/changes in the Goods Receipt PO?
Before James enters the changes in the system, he has to decide if the delivered quantities of the items
I00004 and I00003 are acceptable. To do so, he wants to check the inventory status of both items.
How can he easily check the inventory status of the items directly from the Goods Receipt PO?
(Different options are possible)

TASK 4
A few days later, James receives an invoice from vendor V10000 for the delivered items. The vendor also
informs James that it is currently unable to deliver the remaining quantity of 20 for item I00004.

Create the corresponding invoice and close the open quantity in the purchase order for item I00004.

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CASE STUDY: PROCUREMENT PROCESS PUBLIC

TASK 5
On the same day James posted the A/P Invoice from vendor V10000, he urgently needs to order two
additional items. Since he needs them on the same day, he phones vendor V10000 to request the following
items:
I00008 with a quantity of 25
I00009 with a quantity of 5

he receives the items and the invoice for them on the same day.

How can he enter this rush order in the system?

James wants to see what the system has posted in the financial area.
How can he open the corresponding journal entry directly from the A/P Invoice? (Different options
are possible)
.

TASK 6
James wants to pay the two A/P Invoices for vendor V10000 at the same time.

Create the payment.

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