Final Report - Purchasing Module

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I.

II.

PURCHASING
MODULE
PROJECT REPORT

Done by :
LAHMOUDNI Zakaria
RAHA Ibtissam
LAHRACH Nadia
EL MORABET Ferdaous
BOUISSANE Oussama

Supervised by : Mr. SEGHIOUER Hamid 2020/2021


Table of content
I. Orientations for the project
1. Presentation of the project team ...................................................................................... 2
2. Important dates ................................................................................................................. 3
3. Task organisation .............................................................................................................. 3
4. Project planning with Gantt: ........................................................................................... 4
II. Flowchart of the purchasing process and job description
1. Purchaser job description ................................................................................................ 5
 Purchaser Job Description Template ............................................................................... 5
 Purchaser Responsibilities: ............................................................................................. 5
 Purchaser Requirements: ................................................................................................. 6
2. Procurement officier job description .............................................................................. 6
 Procurement Officer Job Description Template .............................................................. 6
 Procurement Officer Responsibilities: ............................................................................ 6
 Procurement Officer Requirements:................................................................................ 7
3. Requester job description ................................................................................................. 7
 Main mission ................................................................................................................... 7
 Missions .......................................................................................................................... 7
4. Supplier job description ................................................................................................... 7
5. Flowchart of the purchasing process ............................................................................... 8
.................................................................................................................................................... 8
III. Setting up purchasing module in Sap Business one
1. ERP Implementation ........................................................................................................ 9
2. SAP business one Installation .......................................................................................... 9
2.1 Concept client /server .............................................................................................. 10
2.2 Steps followed to install SAP B1 on the server machine ...................................... 10
2.3 SAP B1 on the client machine ................................................................................. 10
2.4 The Network ............................................................................................................. 11
3. Configuration .................................................................................................................. 11
4. Data Conversion .............................................................................................................. 11
Conclusion:........................................................................................................................... 12

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I. Orientations for the project
1. Presentation of the project team

BOUISSANE LAHMOUDNI
Oussama Zakaria

LAHRACH RAHA Ibtissam


Nadia project manager :
ELMORABER
Ferdaous

project owner :
M.SGHIOUER Hamid

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Function Responsible Missions

Project manager ELMORABET Ferdaous Supervise and coordinate all


tasks as well as their
distributions

Academic supervisor M. SGHIOUER Hamid


Assistance: corrections,

response to questions (TPs,

emails, meetings).

Actors BOUISSANE Oussama Accomplish the assigned


RAHA Ibtissam tasks on time,
LAHRACH Nadia with a view that integrates
LAHMOUDNI Nadia all
implementation, evaluation
and monitoring activities of
our project
Animator RAHA Ibtissam - Animation of meetings
- Technical meetings and
progress monitoring.
Communication Coordinate Meetings on Google meet - Social network
(Facebook group, communication on Whatsapp group)

2. Important dates

Project announcement Intermediate deliverable final deliverable


21/10/2020 29/12/2020 08/01/2021

3. Task organisation

Task Priority(0- Actors Workload Deliverable % of


4) (days) advancemen
t
Installation of 4 The whole 3 Complete software 100%
SAP B1 team installation on all
machines of the
project team.
Desk research 2 The whole 3 Having ideas on 90%
about the team procedures of

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operation of management of the
database new database
Establishing the 4 The whole 7 -The precision of the 100%
client / server team server machine and
connection client machines.
-establishing the
Network
configuration as well
as user creation and
connection to the
same server.
Desk research 3 The whole 4 Having documents 80%
about the team that can help us to
operation of deepen ourselves
the purchasing better on the
module purchasing module.

Redaction of 4 The whole 5 A complete 100%


the team specification
specification contract meeting
contract specifications.
Redaction of 4 The whole 12 A good user manual 100%
the user team detailed explaining
manual the operation of the
purchasing module.
Redaction of 4 The whole 2 -A presentation 100%
the team report.
communication -PPT support and
deliverable simulation
explaining how
works the
purchasing module.

4. Project planning with Gantt:

Planning consists of forecasting the progress of our project throughout the phases, constituting
the realization of all the tasks.
This diagram shows the schedule forecast of the progress of our project, which we have set and
which has allowed to determine the different stages of the project as well as their sequencing:

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Gantt diagram
26/10/2020 05/11/2020 15/11/2020 25/11/2020 05/12/2020 15/12/2020 25/12/2020 04/01/2021

Installation of SAP B1
Desk research
client / server connection
Desk research a
Redaction of the specification contract
Redaction of the user manual
Redaction of the communication deliverable

II. Flowchart of purchasing process and job


description
A job description is an internal document that clearly states the essential job
requirements, job duties, job responsibilities, and skills required to perform a specific
role. A more detailed job description will cover how success is measured in the role
so it can be used during performance evaluations.

1. Purchaser job description

 Purchaser Job Description Template

The Purchaser's duties will include conducting market research, building a network
of reliable vendors and service providers, negotiating the best contracts, inspecting
deliveries, and traveling overseas to secure deals and meet with potential clients. You
should have stellar communication skills and display a high degree of cultural
sensitivity to fill this role.

 Purchaser Responsibilities:

 Conducting research on potential products, vendors, and services, and


comparing price and quality to ensure the best deal.

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 Meeting with vendors and clients to negotiate the best contracts.
 Liaising with delivery and warehouse teams to ensure goods are received on time.
 Monitoring inventory and writing orders to refill stock.
 Attending events, shows, and exhibitions to network with vendors and view new
products.
 Inspecting purchased products upon delivery and reporting any issues timely.
 Updating all records of purchased products.
 Writing reports on purchases made and performing cost analyses.
 Attending and contributing to meetings with staff and other stakeholders.

 Purchaser Requirements:

 Practical experience with purchasing software.


 Strong analytical skills.
 Sound research and networking skills.
 Great written, verbal, and interpersonal skills.

2. Procurement officier job description

 Procurement Officer Job Description Template

The Procurement Officer's responsibilities include supervising staff, maintaining


positive supplier relations, evaluating supply options, approving purchases, and
maintaining accurate records.

 Procurement Officer Responsibilities:

 Overseeing and supervising employees and all activities of the purchasing


department.
 Preparing plans for the purchase of equipment, services, and supplies.
 Following and enforcing the company's procurement policies and procedures.
 Reviewing, comparing, analyzing, and approving products and services to be
purchased.
 Managing inventories and maintaining accurate purchase and pricing records.
 Maintaining and updating supplier information such as qualifications, delivery
times, product ranges, etc.
 Maintaining good supplier relations and negotiating contracts.
 Researching and evaluating prospective suppliers.
 Preparing budgets, cost analyses, and reports.

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 Procurement Officer Requirements:

 Proficiency in Microsoft Office and purchasing software.


 Strong communication and negotiation skills.
 Good analytical and strategic thinking skills.
 Supervisory and management experience.
 Attention to detail.

3. Requester job description

 Main mission

The requester orders any kind of materials needed to perform the work within the
company.

 Missions

 Express the needs and expectations to be met.


 Specify delivery dates.

4. Supplier job description

Provides a product or service to another entity. The role of a supplier in a business is


to provide high-quality products from a manufacturer at a good price to a distributor
or retailer for resale.
 Make a commitment to present the best possible product.
 Support the competition in terms of quality, costs and prices and adapt to a
constantly changing competitive market.

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5. Flowchart of the purchasing process

III. Setting up purchasing module in Sap


Business one

In this chapter we will be able to see the necessary steps applied to deploy and
configure the purchasing module, starting with a general introduction ERP
implementation

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1. ERP Implementation

An ERP deployment is the process involved with installing and setting up your ERP
software, migrating your data from your previous system into the new system, and
training your staff to use the new system properly and as intended.

An enterprise resource planning implementation project is thought of as change


management for your organization, as it considers all approaches to prepare, support,
and help the team members in making organizational change.

This starts in the pre-deployment phase–where you receive technical consulting on


your specific needs. Project management helps your project team define your project
scope to create schedules, monitor timelines, and accomplish milestones. Finally,
system implementation and configuration are the process of deploying the software
as you envision it.

There are 3 major steps when we are talking about implementation

 Installation
 Configuration
 Data conversion

2. SAP business one Installation

Once the installation disk was acquired, courtesy of our professor Hamid
SGHIOUER, they were some requirements along the way that needed to be done
before installing the software, the most important one was that the hardware had to
be properly prepped.

And we have done by ensuring that there is adequate disk space, making sure the
network is configured to handle the required server availability, backing up the server
before making changes, and addressing the required operating system level settings.

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2.1 Concept client /server

After making sure the hardware is compatible with installation requirements, we


moved on to launching the installation, while taking into consideration the network
typology, that will follow a client/server protocol which is a communications
protocol that provides a structure for requests between client and server in a network.

2.2 Steps followed to install SAP B1 on the server


machine

a) We open sap b1 installation file, we right click on “autorun “and choose run
as administrator”
b) When the installation window popped up, we chose the option “Server”
c) We selected the appropriate user and company name, and after that we select
the case “Typical”
d) We entered the password for the ID
e) We entered the password that will enable us to connect to the server SA (sa)
f) This is the most important step since we had to fix, our IP address for our
server machine by making use "Network and Internet " of in the control panel
menu

Now our machine is ready to be connected to SAP B1, by entering the user ID
“manager” and the default code that is also “manager” however after the first
successful connection we were able to set up our own password.

2.3 SAP B1 on the client machine

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The most important step here is ensuring the connectivity between machines and the
server, and to accomplish that the client had to enter the IP address of the server
machine, the same address IP we previously fixed in the step number “f” in the past
paragraph, by using in the control panel.

2.4 The Network

In order for our set up to work as intended our machines needed to be connected on
the same local WIFI network, and that in order to achieve the connectivity between
the machines and the server.

3. Configuration

Configuration is the process of adapting the raw functionality of SAP B1 to our


specific requirements, workflows, and preferences.

Which means that the process of configuration is making your SAP B1 support our
workflows, so a significant time investment will be required to ensure everything
performs as intended. This requires a multi-step process–such as inputting company
details, deigning currencies and more.

4. Data Conversion

In this Step we converted the database by entering manually the necessary base
information for our purchasing activity, and that mainly concerns product’s
information.

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Conclusion:

This project gave us the chance to see in detail the different steps to handle an ERP
system which in this case was SAP BUSINESS ONE, a tool that is quite desired in
the job market, and it was refreshing to work on something that is practical instead
of the usual handling of theoretical subjects.

On the other hand, we were able to see how important SAP B1 the business in real
life, especially the purchasing module, since it helps greatly in managing vendor
quotes, supplies and payments, by giving more visibility and control over the order
to pay cycle and provides a better way to manage purchase order, receipts, invoices,
returns, and payments.
Also, it gives the option to match goods receipts with inventory warehouse levels in
real time, and of course optimizing the buying with simple dashboard reporting.

And finally, thanks to this project we can say that now we are more than able to use
and handle the Sap b1 to optimize our buying and reduce costs.

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