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SAP Cloud Reference Systems

Procure-to-Pay (Non-Stock)

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: ESS with Catalog Item (automatic PO generation)

Usage Example 2: ESS with Freetext Item and RFQ

Usage Example 3: Return Delivery to Supplier

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 (Non-Stock)

Scenario Introduction

Procure-to-Pay (Non-Stock) enables your company to purchase materials

that are required for consumption rather than to be held on stock.

Using the Employee Self-Service (ESS), your employees can request

the required non-stock materials from their own desks and send these

shopping carts to the purchasing department for processing.

Employee requests may need to be sent for management approval.

Employees may need to confirm the delivery of the products.

Return Delivery allows your company to return products to suppliers.

The supplier might offer a credit memo or the replacement of the

products.


Typical Usage (1 of 2) Procure-to-Pay (Non-Stock)

ESS with Catalog Item (automatic PO generation)

An employee procures a product that is available in one of the

catalogs. The employee creates a shopping cart and selects the

product from the catalog. The manager approves the shopping cart .

The purchase request is converted automatically to a purchase order

and sent to the supplier. The employee receives the ordered item and

confirms the delivery. The accountant then enters an invoice and

releases the supplier payment.

ESS with Freetext Item and RFQ

An employee creates a shopping cart to procure a product that is not

available in one of the catalogs. So the employee adds this item to the

shopping cart as a freetext item. The manager approves the shopping

cart and the purchase request is forwarded to the buyer. The buyer

creates a request for quotation and receives two quotes from the

bidders. The purchase order rewards one of the quotes and sends a

purchase order to the awarded supplier. The employee receives the

ordered item and confirms the delivery. The accountant then enters an

invoice and releases the supplier payment.


Typical Usage (2 of 2) Procure-to-Pay (Non-Stock)

Return Delivery to Supplier

The employee recognizes a damage on the product and asks the

buyer to return the product to the supplier. The buyer contacts the

supplier, posts the return delivery, and sends the products back to the

supplier. The supplier sends a credit memo and the accountant posts

it in the system.

Process Illustration Usage Example 1: ESS with Catalog Item (automatic PO generation)

Usage Example 2: ESS with Freetext Item and RFQ

Usage Example 3: Return Delivery to Supplier


Procure-to-Pay (Non-Stock) ESS with Catalog Item (autom. PO generation)

Create Shopping Cart

The manager approves

the shopping cart. The employee posts

the goods receipt

directly in the self-

service area.

The accountant

receives the supplier

invoice.

The accountant checks

the data from the

supplier invoice and

posts it.

The employee

searches for a non-

stock product in the self

service catalog.

The employees selects

an item from the

catalog.

The employee adds a

non-cataloged item.

Home

Shopping Cart

Employee Manager Employee Accountant

Home Home Supplier Invoicing

Process

Role

Work center

Form

Financial

Posting

Approve Shopping

Cart

Confirm Delivery of

Shopping Cart Post Supplier Invoice

Related

Scenario: • Financials

Payables

Supplier Invoice Goods Receipt from

Vendor

Supplier Invoice


Procure-to-Pay (Non-Stock) ESS with Freetext Item and RFQ (1 of 2)

Create Shopping Cart

The manager approves

the shopping cart. The buyer assigns the

product category to the

purchase request.

The buyer triggers a

Quick Sourcing

Request for the free-

text item.

The buyer creates a

request for quotation.

The buyer sends the

RFQ to the bidders.

The buyer receives the

quotes from the

bidders.

The buyer enters the

quote ID and the price

of the quote.

The buyer reviews the

received quotes.

The buyer awards the

quote with the best

price and declines the

other quotes.

The data of the

awarded quote is

transferred

automatically to a

purchase order.

The employee adds a

freetext item to the

shopping cart.

Home

Purchase Request Quote Shopping Cart

Employee Manager Buyer Buyer Buyer Buyer

Home Purchase Requests

and Orders

Sourcing and

Contracting

Sourcing and

Contracting

Sourcing and

Contracting

Process

Role

Work center

Form

Financial

Posting

Approve Shopping

Cart

Process Purchase

Request

Create Request for

Quotation Create Quotes Compare Quotes

Request for Quotation Purchase Order


Procure-to-Pay (Non-Stock) ESS with Freetext Item and RFQ (2 of 2)

Review Purchase

Order

The employee posts

the goods receipt

directly in the self-

service area.

The accountant

receives the supplier

invoice.

The accountant checks

the data from the

supplier invoice and

posts it.

The buyer reviews the

purchase order that

was created directly

based on the data of

the awarded quote.

Purchase Requests

and Orders

Purchase Order

Buyer Employee Accountant

Home Supplier Invoicing

Process

Role

Work center

Form

Financial

Posting

Confirm Delivery of

Shopping Cart Post Supplier Invoice

Related Scenario: • Financials Payables

Supplier Invoice Goods Receipt from

Vendor

Supplier Invoice


Related Scenario: • Financials Payables

Supplier Return Management ESS with Return Delivery (2 of 2)

Create Credit Memo

for

Return Delivery

The supplier creates a

credit memo and sends

it to the FI department.

The accountant creates

and posts a new credit

memo with reference to

the goods return.

Supplier Invoicing

Credit Memo

Accountant

Process

Role

Work center

Form

Financial

Posting

Credit Memo

The buyer selects the

goods receipt of the

relevant PO posted

before. With reference

to this receipt, the

buyer creates a new

goods return to the

supplier.

Buyer

Goods and Service

Receipts

Create New

Return Delivery

Goods Issue to

Supplier

After the return delivery,

the buyer receives a

task to review the PO .

The buyer contacts the

supplier and they agree

that the supplier will

send a credit memo

instead of replacing the

returned goods.

The buyer closes the

PO because no

replacement is

expected.

Buyer

Home

Close PO without

Replacement

Purchase Order


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