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Supplier Scheduling
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Supplier Scheduling
Supplier Scheduling is the process used to
direct the flow of component materials from
our vendors to the plants.
The foundation for the Supplier Scheduling
process is the Site Level Execution
Agreement (SLEA) with the vendor.
The SLEA documents the alignment between
P&G and the vendor on all key scheduling
and delivery activities.
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Supplier Scheduling
Supplier Scheduling is a highly integrated process in SAP:
Vendor: Input and agreement to SLEA, capacity
constraints, ASN entry through portal
Purchasing: Maintain document and source list validity to
ensure uninterrupted supply
Material Supply Management (MSM): Owner of the SLEA
and vendor performance measurement
Planning: Maintain and audit scheduling parameters,
manage schedule change process
Receiving: ASN entry, GR entry, returns to vendor
Accounts Payable: Invoice payment and resolution of
blocked invoices
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Within SAP, all purchased material activities (order, receipt,
payment) are controlled by a purchasing document
For regular raw/pack component materials, the purchasing
document is an Outline Agreement that lists all materials
purchased from the vendor
The elements used in SIP are then based on the Outline
Agreement
- Scheduling Agreements (SA)
The Scheduling Agreement is an Outline Agreement itself. Each
item has a Delivery Schedule which is automatically generated
from the Schedule Agreement in the MRP run.
- Purchase Orders (PO)
Purchase Orders are unique delivery orders based on a
Contract Outline Agreement. The MRP run creates
requisitions which must be converted to POs.
Purchasing Documents SA/PO
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Purchasing Documents SA/PO
Both SA and PO may be used at a site
PO is preferred for low-volume materials
- Should be considered when cumulative consumption
does not make sense
- Easier to understand and measure performance
SA is preferred for high-volume materials
- Provides vendors an additional horizon of
uncommitted requirements (opening period)
- Can reduce total maintenance and data errors
- Requires vendor education
Choose a balanced solution to minimize touches
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Purchasing Documents SA/PO
Elements relevant for both SA and PO
Purchasing master data
- Outline Agreement (SA or Contract)
- Source list
- Quota (if used, for splitting volume between vendors)
Planning parameters
- Time (external lead time and internal offsets)
- Quantity (lot sizing)
SLEA documentation
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Purchasing Documents SA
Additional elements for SA
The Schedule Margin Key is used to define a
zone of schedule visibility beyond lead time
There are additional firming parameters in the
SA for more flexible firm zone definition
The Short Term Delivery Schedule Report is
the primary communication of requirements to
the vendor
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Stock Transport Scheduling Agreement (STSA)
A type of scheduling agreement used to plan
regular shipments of materials between plants
Created and owned by Planning
There is no unit cost, but conditions are used to
control how the freight costs will be applied
Purchasing must still maintain the source list
An indefinite validity period may be used
One-time transfers may be handled with STOs
Purchasing Documents STSA
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Purchasing Documents and MRP
Standard MRP run settings cause creation of PurRqs (for
PO) or SchAgr in the opening period
The source list controls the linking of these elements to a
vendor / document
For PO, requisitions must be converted to POs
- Ideally this is done by another batch job after the MRP run,
called Auto-PO
- Auto-PO should be run with release date <= today
- If Auto-PO is not used, requisitions must be converted
manually
For SA, a PurRqs indicates a missing link in the document
or source list and must be investigated.
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MATERIAL MASTER
PURCHASING VIEW MRP VIEW
-Purchasing Group -PDT
-Material Group -SMK
-GR Processing Time
-Source List Indicator
-QI Indicator
-Auto PO
SOURCE LIST
-Vendor #
-Validity Dates
-SA# or Contract# (PO)
-MRP Indicator
=1 for PO
=2 for SA
QUOTA (Optional)
-Validity Dates
-Vendors
-% split between vendors
SCHEDULE AGREEMENT
-Vendor
-Material
-Price and terms
-PDT, GR
-Firm Zone
-Trade Off Zone
Purchasing Documents - Master Data Flow
CENTRAL CONTRACT
-Material
-PDT, GR
-Vendor
-Price
-Volume
-Payment Terms
-Freight Terms
DELIVERY SCHEDULE
-Deliv.dates / quantities
-Horizon = PDT + SMK
-Firm zone indicator

PURCHASE ORDER
-Price and terms
-Deliv.date / quantity

Path for PO
(contract with
release)
Path for SA
To PO Vendor
via STDS
To SA Vendor
via STDS
Purchasing work
Planning work
Official PO
transmission
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SA Delivery Schedule
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Purchase Order
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Parameters
Key parameters:
Quantity parameters
Lot size key
Lot size min/max & rounding value
Safety stock
Time parameters
Safety lead time
Schedule margin key (opening period)
Planned delivery time
GR processing time
Additional time zones for SA only
Firm zone
Trade-off zone
Maintained by SIP
in material master
Maintained by
Purchasing (or SIP) in
purchasing document
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Purchasing Document Planning Parameters
Item: Additional Data
The SA has 4 planning
parameters which can
be changed by
Purchasing or by SIP.
The Contract for PO has
only 2 planning parameters
which can only be changed
by Purchasing.
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Firming
A firm order conveys our commitment to buy and
protects the vendor from costs they have
incurred, in case of order cancellation
POs are firm by nature
SAs can be firm or unfirm and thus require
controlling parameters
- Firm zone for full cost commitment
- Trade-off zone for raw material cost commitment
A firm order should not be changed unless the
change is agreed to by both planner and vendor
The SLEA defines these zones and the
conditions for change
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SA Firming Options
PDT
TZ
PDT, FZ, TZ
PDT
FZ
TZ
FZ
A
B
C
Firm zone and Trade-off zone options
MRP cannot create
nor change orders
MRP can
create but not
change orders
MRP Performance
(schedule stability) is
measured here
MRP cannot create
nor change orders
MRP cannot create
nor change orders
Changes can be
made here
without penalty
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Auditing Scheduling Parameters
These reports can be used to audit parameters:
MRP Parameters Report
- Lists vendor and document for each material with
all the key material fields, and can be filtered and
sorted in Excel for easy auditing
Component Material Scheduling Data Report
- Compares PDT and GR between material and
document, and compares PDT / FZ / TZ for SAs
SLEA Audit Report
- Collects the relevant parameters, allows manual
scoring as hit or miss (conforms to SLEA or not),
and reports an accuracy % score
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BOM explosion
MRP Run and BOM Explosion
Supply elements are created in response to dependent
requirements from the finished product & intermediate
planned orders.
Produced item
Component material
IndReq - demand
MPS (level 1)
PlOrd. + supply


DepReq - demand
MRP (level 2)
PlOrd. + supply
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Scheduling Zones
c
Produced
Items
PlOrds
a a a
a a a b
b
b
b b c
c c c
c
D D D D D D D D D D D D D D D D
DD
DD
DDD
DD
DDD
DD
DDDDDD
DDDDD
DDDDDDDD
Component
DepReqs
PTF
PDT/
FZ
Component
Orders
Sequencing
week
Monthly lot size Weekly lot size
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Carrier






P&G Plant






Vendor






Basic Supply Chain Model
Order
date
Ship date
(not in SAP)
Delivery
date
Available
date
Usage
date
Planned delivery time (and firm zone) GR time Safety time
PchOrd or SchAgr * ShipNt
QMLot or Stock
Stock
Transit time
(not in SAP)
As seen on MRP list :
Short-Term Delivery Schedule
PlOrd
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Carrier






P&G






Vendors total supply chain






Extended Supply Chain Model
Ship date
(not in SAP)
Delivery
date
Planned delivery time
PchOrd ShipNt
Transit time
(not in SAP)
Short-Term Delivery Schedule
Order
date
Stock
Opening period
(schedule margin key)
Opening
date
SchAgr * ShipNt SchAgr PlOrd Stock
PO:
SA:
Long-Term
Delivery Schedule
PurRqs PlOrd
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Order Execution PO
PO 5 PO 4
PO 3
PO 2 PO 1
Each PO is delivered and closed independently
POs are discrete
Like individual cups to be filled
If a delivery is under or over the order quantity
it has no effect on any other order
A shorted order must be either completed or closed
MRP will eventually rebalance, outside lead time
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Order Execution SA
Delivery 1, on quantity
Each delivery is for the
same order number
SAs are cumulative
Like a tall tube with marks per delivery
SA 1
If one delivery is under
quantity
the next delivery will fill it
in. If one is over quantity
the next dates open quantity
will be reduced to compensate
In this way the SA rebalances
with every delivery
Delivery 2, on quantity
Delivery 3, under quantity
Delivery 4, over quantity
Delivery 5, to open quantity
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Delivery Schedule Report Options
Short -term Delivery Schedule
- For day-to-day delivery scheduling
- Contains dates/quantities through opening period
- Usually sent to vendor daily or weekly
Long-term Delivery Schedule
- For supplier long-range capacity planning
- Allows aggregation by date and by material class
- Frequency to be determined in SLEA
(monthly/quarterly)
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Delivery Schedule Report
Short-term report selection screen
Main selections
Main options
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Delivery Schedule Report
Short-term report output
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Delivery Schedule Report
Long-term report selection screen
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Delivery Schedule Report
Long-term report output
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Transmission
Automated options
- Auto-fax
- Supplier Portal
- EDI
Manual options
- Fax online
- Print and fax
- Download and email
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SA Delivery Schedule Execution
For the next several slides, try to predict the effect of each event before going on.
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SA Delivery Schedule Execution
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SA Delivery Schedule Execution
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SA Delivery Schedule Execution
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SA Delivery Schedule Execution
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SA Delivery Schedule Execution
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SA Delivery Schedule Execution
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Rescheduling
Rescheduling falls into two main categories:
Vendor-caused
- If the vendor tells us they will deliver late, assess the impact
to production and escalate as needed
- Change the schedule to the realistic date
- Use MRP Performance to mark the cause
P&G-caused
- If a production schedule change requires expedited
delivery, confirm with vendor
- Once vendor accepts the change, change the schedule
- Use MRP Performance to mark the cause
SSP measures deviation from the schedule at the time of
receipt
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Other Procurement Options
Supplier Managed Inventory (SMI)
- We define upper and lower inventory limits
- We send stock and requirements data
- The vendor schedules shipments to maintain inventory
within limits
Supplier Owned Inventory (SOI)
- Requires a special procurement key
- Goods receipts go into consignment stock
- Stock is available for use but not on the books
- The vendor is paid when we consume the material
Supplier Managed and Owned Inventory (SMOI)
- Combination of SMI and SOI
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SMI / SMOI
Requires highly capable vendors
To enable the vendor to schedule deliveries by
themselves, we must provide essentially the same
information we would use:
- Safety stock as minimum level
- Current stock level
- Requirements over an appropriate horizon
In addition, we include a maximum level to prevent
overstock
- The Maximum stock level field (MRP1 view) is populated
in the material (this field is not used for any other purpose)
The Inventory and Forecast Report (I&F) is used to
transmit the information
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Summary
Internal Process Summary
Understand the impact of
your production planning
strategy on each type of
material
Understand the benefits
and mechanics of both SA
and PO
Understand the impact of
parameters on inventory
Audit and maintain
accurate parameters as
documented in the SLEA
External Process Summary
Invest the time in SLEAs and
vendor education
Establish a good partnership
with vendors
Manage schedule changes
Understand the escalation
process
Measure results via the MRP
and SSP performance
measures