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
© 2012 SAP AG. All rights reserved. 4
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.
© 2012 SAP AG. All rights reserved. 5
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.
© 2012 SAP AG. All rights reserved. 6
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.
© 2012 SAP AG. All rights reserved. 7
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
© 2012 SAP AG. All rights reserved. 9
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
© 2012 SAP AG. All rights reserved. 10
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
© 2012 SAP AG. All rights reserved. 11
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
© 2012 SAP AG. All rights reserved. 12
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
© 2012 SAP AG. All rights reserved. 13
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