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SAP Cloud Reference Systems

Procure-to-Pay (Services)

Scenario Outline

© 2012 SAP AG. All rights reserved. 2

Content

Scenario Overview

Business Scenarios in a Reference System

Introduction

Typical Usage

Process Illustration

Usage Example 1: Self-Service Procurement of non-Catalog Service Item

Usage Example 2: Central Service Procurement with Down Payment

Scenario Overview Business Scenarios in a Reference System

Introduction

Typical Usage


Business Scenarios in a Reference System

In a Reference System, you can experience

how a business scenario meets specific

requirements of a typical midsize company.

The following slides outline and illustrate

the individual process steps of a business

scenario as it has been realized in the

model company Almika.

For hands-on experience, you can take

advantage of the business scenario document,

which guides you through the process with

detailed step-by-step instructions.


Introduction Procure-to-Pay (Services)

Scenario Introduction

The Procure-to-Pay (Services) business scenario allows you to

procure services such as consulting and training services, temporary

labor or engineering services. It can be triggered by employees who

create shopping carts for services, by project managers who need a

certain service for their project, or directly by the buyer using a

purchase order. Project-related services are usually recorded in a time

sheet and the costs are directly transferred to the project tasks in

financial accounting. If a purchasing contract or a price list for the

ordered service exists, the purchase order can be created

automatically. If no source of supply exists, a request for quotation can

be sent out to determine an appropriate supplier. Alternatively with this

scenario, it is possible to order external resources to provide services

for customer demands that cannot be fulfilled by internal employees.

In this case, the procurement process is triggered when a sales order

or a service order has been created.

The Procure-to-Pay (Services) business scenario is relevant for

companies that require external services.


Typical Usage (1 of 2) Procure-to-Pay (Services)

Self-Service Procurement of non-Catalog Service Item

An employee has requested an external senior consultancy service via

the self service center. The buyer receives the purchase request from

the shopping cart and creates a purchase order accordingly. If the

service costs exceed the approval limit, an approval is required by the

chief financial officer. The employee posts the confirmation of the

consultancy service once the service is delivered. The financial

accountant receives the supplier invoice and posts it as a payable.


Typical Usage (2 of 2) Procure-to-Pay (Services)

Central Service Procurement with Down Payment

The company decides to hold a marketing event to present its new

products and services to its customers and partners. However, the

company does not have the resources available to plan such a large

event. The company chooses to procure the event management

services from a supplier who provides professional event management

and marketing service. The buyer creates a purchase order for the

event management and marketing for the event to be procured from

the supplier. If the service costs exceed the approval limit, an approval

is required by the chief financial officer. The supplier acknowledges the

purchase order with a requirement of a 10% down payment. The

accountant receives the down payment request, posts it as a payable

and pays the down payment. After the successful completion of the

event, the accountant receives the supplier invoice, checks the down

payment and posts the balance as a payable.

Process Illustration Usage Example 1: Self-Service Procurement of non-Catalog Service Item

Usage Example 2: Central Service Procurement with Down Payment


Procure-to-Pay (Services) Self-Service Procurement of Non-Catalog Service Item

Process

Role

Work center

Form

Financial

Posting

This step is detailed in

another business scenario

Processing

Payables and

Payments

Referring to Scenario:

Cash and Liquidity

Management

The employee

requests an external

service using the

shopping cart.

The manager of the

employee approves

the shopping cart.

Employee

Home

Create Shopping Cart

The manager approves

the shopping cart.

Manager

Home

Approve Shopping

Cart

The buyer creates

the purchase order

directly from the

purchase request

using the quick order

functionality.

He defines the ERS

setting as well.

Buyer

Purchase Requests

and Purchase

Orders

Review Purchase

Order

Purchase Order

The employee posts

the goods receipt

directly in the self-

service area.

Employee

Home

Confirm Received

Services

Service Receipt from

Supplier

Goods and Service

Receipt

The accountant

performs the ERS

run manually.

The system creates

an ERS-Invoice with

the data from the

purchase order and

services receipt

automatically.

Accountant

Supplier Invoicing

Create ERS Invoice

Supplier Invoice

ERS Invoice


Procure-to-Pay (Services) Central Service Procurement with Down Payment

Process

Role

Work center

Form

Financial

Posting

Create Purchase

Order Manually

The buyer creates a

purchase order for the

services manually and

assigns it to a cost

center. No service

receipt is expected.

An approval is required

if the purchase order

value exceeds its

threshold limit.

Purchase Requests

and Orders

Purchase Order

Buyer

The buyer receives the

acknowledgement from

the supplier with a 10%

down payment

required.

The buyer informs the

accountant that a down

payment is requested.

Buyer

Purchase Requests

and Orders

Acknowledge

Purchase Order

The accountant then

creates a down

payment request.

Accountant

Supplier Invoicing

Create Down Payment

Request

The accountant

receives the supplier

invoice, verifies the

data, deducts the down

payment, and posts the

invoice.


if the invoice value

exceeds its threshold

limit.

Supplier Invoice

Accountant

Supplier Invoicing

Post Supplier Invoice

The accountant pays

the requested down

payment manually.


if the payment value


limit.

The accountant informs

the buyer that the

requested down

payment is paid.

Accountant

Payables

Pay the Down

Payment Manually

Down Payment

The accountant pays

the final invoice

manually.


if the payment value


limit.

Accountant

Payables

Pay the Final Invoice

Manually


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