MM User-Documentation

Purchase Register

Contents
1. Purchase Order (PO) – stockable item
1.1 PO creation Seite 2
1.2 Goods Receipt (GR) posting Seite 3
1.3 Invoice posting (Additional costs / condition) same period Seite 5
1.4 Invoice posting (Additional costs / original ) following period Seite 5
1.5 Purchase Register for the whole period Seite 9
2. Technical documentation Seite 11
3. Implementation Seite 14

General
The Purchase Register (transaction ZMM_GPR) is a report to show all costs which have been entered
in the Purchase Order or later are posted against it. It also reflects the Purchase Price Variances
(PPV), which has been posted during the whole ‘life-cycle’ of the PO.
Before this report can be used in any organization the appropriate customizing for this report needs to
be done. (see Chapter 3 Implementation)
Currently the Purchase Register is used by the China (7000) and India (2800), US (5000)
organization.
About this documentation:
This report was together prepared between MM Purchasing (A.Woyte) and Controlling (Jana
Britoschek) in year 2016. The programming has been done by the NTT programmer S. Halle.

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1. Purchase Order – stockable item

A Purchase Order for a stockable item is entered and also additional costs like freight or/and customs.
The Purchase Order will be only shown in the Purchase Register when a Goods Receipt (GR) is
posted. Only then also previous entered invoice for the original vendor or additional costs are shown.

1.1 PO creation
The following PO 4500258336 for Purchase Organization 7000 is entered. Also the following
additional cost (conditions) for different vendors are added to the PO:
Condition Vendor Value
ZOB1 602230 4954,50 CNY
ZCA2 609801 1200,00 CNY
ZSL2 690325 2646,00 CNY

Due to the fact that at this point of time the GR has not been entered this PO is not shown in the
Purchase Register.

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1.2 GR posting
Now the Goods Receipt (GR) is posted against the PO and the relevant document is visible in the tab
‘Purchase Order History’.

The following FI postings in currency CNY have been done during this GR (see below):
Account Description Value
47000 Inventory Posting with standard price 84,896,00
186200 Accrual posting for original vendor (due to PO price) 69601,59-
186610 Accrual posting for condition ZOB1 4954,47-
186600 Accrual posting for condition ZCA2 1200,03-
186600 Accrual posting for condition ZSL2 2645,99-
400600 PPV posting due to the difference of standard costs and all PO costs 6493,92-

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Purchase Register (ZMM_GPR):

Output:

Now the PO 4500258336 is shown in the Purchase Register and all the entered costs (conditions) for
the different vendors are shown in different lines and columns.
The type of costs are describes in which status the costs are:
Provision ORG Costs of the original vendor, without any invoice
Provision Additional Costs of the different or original vendor, without any invoice
RE ORG Invoice of original vendor are entered
RE Invoice of additional costs are entered

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In the second screen all the costs, as they are posted in the period of the GR documents are shown in
the appropriate lines and columns. Additional a SUM line is calculated which shows for the additional
costs Total columns the sum and for the following columns a calculation is done:
A) In column ‘GR PPV’ the posted ‘Purchase Price Variance’ is calculated.
B) In column ‘Landed Costs’ the price for 1 base unit, including all additional costs, is calculated.
The difference between the column ‘Total’ and ‘Total GR’ is:
Total GR: All the costs which has been posted during the selected period in which a GR is
posted.
Total: All the costs which has been posted during the selected period.

1.3 Invoice posting (Additional costs / condition) same period

After the GR now the Invoice is posted. The following is what you will see in the report. The Invoice for
the additional cost ZOB1 for vendor 602230 is posted against the PO and the relevant document is
visible in the tab ‘Purchase Order History’.

The following FI postings in currency CNY have been done during this Invoice (see below):
Account Description Value
602230 Invoice Amount is posted against the vendor 5054,47-
186600 Accrual posting for condition ZOB1 is offset 4954,47
400600 PPV posting due to the difference of Invoice Amount & condition 100,00

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Purchase Register (ZMM_GPR) for month April 2022:

Now the type of condition for ZOB1 is shown as ‘RE’ due to the fact that the invoice is entered for this
condition . Also more informations regarding the invoice are shown.

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In the second screen all the costs, as they are posted in the selected period of the GR documents are
shown in the appropriate lines and columns.
The 3rd line for vendor 602230 reflect the invoice amount which has been posted in April 2022 and this
has the consequence that the shown value in the column ‘GR PPV’, which is negative, is now higher,
and reflects the whole PPV which is posted during the selected period in which the GR has been
posted..

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1.4 Invoice posting (Additional costs / original) following period

After the GR additional invoices are posted. Here invoices are posted in the following month.
Now all Invoices for the additional cost ZSL2 & ZCA2 for vendor 690325 & 601721 are posted against
the PO in May 2022 and the relevant document is visible in the tab ‘Purchase Order History’.

a) The following FI postings (currency CNY) have been done for the Invoice 5105630096 (see
below):
Account Description Value
690325 Invoice Amount is posted against the vendor 1300,03-
186600 Accrual posting for condition ZCA2 is offset 1200,03
400600 PPV posting due to the difference of Invoice Amount & condition 100,00

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b) The following FI postings (currency EUR) have been done for the Invoice 5105630098 (see
below):
Account Description Value
601721 Invoice Amount is posted against the vendor 10114,43-
186200 Accrual posting for original PO value is offset 9744,00
186600 Accrual posting for condition ZCA2 is offset 370,43

Purchase Register (ZMM_GPR) for month May 2022:

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Now the type of condition for ZSL2 & ZCA2 and the original PO costs are shown as ‘RE’ and ‘RE
ORG’ due to the fact that the invoices are entered. Also more informations regarding the invoices are
shown.

In the second screen all the costs, as they are posted in the selected period May 2022 are shown in
the appropriate lines and columns.
The 2rd line for vendor 690325 reflect the invoice amount which has been posted with a higher invoice
amount and therefore the posted ‘Invoice PPV’ is shown in the appropriate column. For the other
invoices the accrual value is shown in column ‘Accruals’ but due to the fact that there has been posted
no PPV the column ‘Invoice PPV’ is zero.
The column ‘Total GR’ is also zero because in the period May 2022 no Goods Receipt has been
entered.

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1.4 Purchase Register for the whole period

Purchase Register (ZMM_GPR) for month April & May 2022:

Now the type of condition for all entered invoices are shown as ‘RE’ and ‘RE ORG’ due to the fact that
all the invoice are entered. Also more informations regarding the invoices are shown.

In the second screen all the costs, as they are posted in the selected period April & May 2022 are
shown in the appropriate lines and columns.
Due to the fact that in the selected period the Goods Receipt has been entered also the column ‘Total
GR’ is calculated.
The column ‘GR PPV’ reflects now the whole PPV which has been posted during the selected period
April & May 2022.
The columns ‘Accruals’ & ‘Invoice PPV’ are now empty due to the fact that during the selected period
the appropriate Goods Receipt has been entered and therefore the PPV is calculated and shown in
the column ‘GR PPV’.
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2. Technical Documentation
Via the cluster ZMM_GPR_V the potential columns in the Purchase Register report are defined and
then also for each Purchasing Organization the relevant fields and conditions are defined. The
maintenance of the above table is customizing so that each adjustment will be saved in a transport.
Transaction SM34:

The structure:
a) Field Definition Potential variable columns are described
b) Fields for Purchasing Org Needed variable columns for a specific Purch. Organization
c) Tax Fields Special extra tax columns for a specific Purch. Organization
d) Standard field mapping Special extra standard fields for a specific Purch. Organization

a) Field Definition

Via the field ID (sequence number) this potential column can be identified for the condition
assignment per Purchasing Organization. Also a Field description is given which is used as
the header text in the Purchase Register report.

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Via the field type the function of this potential column is described:

Field type Description

A Amount Amount / Value of condition
AC Accruals Amount / Value of the accruals
AF PPV(FI/CO) Amount / Value of PPV FI/CO
AL Landed Cost Amount Amount / Value Landed Costs
AP PPV Amount Amount / Value of PPV GR
DC Delivery Costs Amount / Value of specific column Delivery Costs
IC Information column Amount / Value of condition without any effect on GR PPV
IM Incoming invoice for material Amount of invoce without condition
P Percentage Percentage of condition or tax
S Standard Extra standard master field (vendor)
T Total Total value per row
TG Total GR Total value per row for calculation PPV GR
V VAT Value of tax
VD VAT on domestic PO costs Value of tax only for domestic PO
VF VAT on Freight costs Value of tax only for freight conditions
VI VAT on import PO costs Value of tax only for import PO

b) Field for Purchasing Org

The relevant fields which should appear in the report for the appropriate Purchasing
Organization.

Explanation of the below marked entries (always refer to chapter a):

a) general Field ID 1 = AL Landed Costs
b) general Field ID 15 = AP PPV Amount
c) general Field ID 16 = T Total
d) general Field ID 17 = AC Accruals
e) general Field ID 18 = AF PPV (FI/CO)
f) general Field ID 19 = TG Total GR
g) general Field ID 47 = IM Incoming Invoice for Material
h) Condition FRB1 Field ID 1 = condition value is added in Field ID 1
i) Condition FRB1 Field ID 8 = condition value is added in Field ID 8 = A Amount (Local
Freight Costs)
j) Condition FRB1 Field ID 16 = condition value is added in Field ID 16
k) Condition FRB1 Field ID 17 = accrual value of condition is added in Field ID 17
l) Condition FRB1 Field ID 19 = condition value is added in Field ID 19

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c) Tax Fields
For the Purchasing Organization India (2800) different tax conditions exist so that the
already existing tax columns (Field ID 2,3,4) were not sufficient.
Therefor an extra definition were created also to capture future requirements from
other Armacell organizations:
(Definition logic is the same as described in chapter b))

d) Standard field mapping

During the implementation of this Purchase Register for the Purchasing Organization
India (2800) a new requirement were raised so that specific fields need to be shown in
the Purchase Register which are not relevant for any other Purchasing Organization.
Therefor an extra definition was created also to capture future special requirements
from other Armacell organizations:

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3) Implementation
As described in chapter 2) there are 4 structure parts for the customizing of this Purchase Register
report.
Part a) Field Definition
This needs only to be maintained if new potential field ID’s are needed.
Depending of the requirement of the appropriate Armacell organization this can happen if a total new
PO condition exist which could not be shown to the already existing defined columns.
Then add to named shown table a new Field ID, appropriate Field type and add a description

Part b) Field Definition

This needs to be maintained so that the needed variable columns will appear in the Purchase Register
Report.
The following marked entries are typically for each Purchasing Organization and therefore should be
added in the same way for a new Purch.Org.

Then also each condition needs to be assigned to the appropriate Field ID’s. The below marked red
Field ID’s are the typical assignments. The field ID (marked blue) is depending on the condition
because it defines in which columns the value is shown.

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Part c) Tax fields

This needs to be maintained only in case that the Field ID’s 2, 3, 4 are not sufficient.
Then add to named shown table the appropriate entries. Of course, the Field ID’s must be added as
already described in Part a)

Part c) Standard field mapping

This needs to be maintained only in case that additional standard fields need to be shown.
Add to shown table the appropriate entries. Of course, the Field ID’s must be added as already
described in Part a)

Above example shows the mapping of the Vendor GST registration No. which is only relevant in India
(Purchase Org 2800).

During the posting it is either derived from the vendor master data (see screenshot) or it can be
entered manually during the posting.
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