golden demo procure-to-pay (services) - sap ui · pdf filegolden demo procure-to-pay ... if a...

Golden Demo Procure-to-Pay (Services)

SAP Business ByDesign Reference Systems

Demo Script

Procure-to-Pay (Services)

Classification: Internal and for Partners

Version: 20171218


Document Version: 20171218 2

Disclaimer

This demo script is based on the ByD Reference System for the Almika model company. There are several country versions

of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,

names and object descriptions. Sample data used in this demo script relates to the US country version – for other country

versions different data samples might be relevant.

A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP

Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD

system at: Home Self-Services – Learning Center.

Although the script has been tested carefully you might nevertheless encounter different system behavior when running a

demo in an actual Almika demo tenant.

Release Statement

This version of the demo script is released for the following country versions of the ByD Reference System for the Almika

model company:

• US – United Stated, as of demo release ByD 1705

• DE – Germany, as of demo release ByD 1705

• UK – United Kingdom, as of demo release ByD 1705

• FR – France, as of demo release ByD 1705

• AT – Austria, as of demo release ByD 1705

• CH – Switzerland, as of demo release ByD 1705

• NL – Netherlands, as of demo release ByD 1705

• CA – Canada, as of demo release ByD 1705

• MX – Mexico, as of demo release ByD 1705

• AU – Australia, as of demo release ByD 1705

• CN – China, as of demo release ByD 1705

• IN – India, as of demo release ByD 1705

The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo

tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.

As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:

You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the

demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your

demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to

the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific

to the country version, only the version of the demo guide is specific to your ByD demo tenant.



Table of Content

1 Demo Script Overview ................................................................................................................................... 4

1.1 Demo Overview ...................................................................................................................................... 4

1.2 Intended Audience.................................................................................................................................. 4

1.3 Protagonists ........................................................................................................................................... 4

1.4 Business Pain Points .............................................................................................................................. 5

1.5 Key Messages and Value Proposition ..................................................................................................... 5

1.6 Storyflow Summary ................................................................................................................................ 5

2 Technical Requirements ................................................................................................................................ 6

2.1 Prerequisites .......................................................................................................................................... 6

2.2 System Access Information ..................................................................................................................... 6

2.3 User Accounts ........................................................................................................................................ 6

3 Demo Steps .................................................................................................................................................... 7

3.1 Purchase Requests and Orders .............................................................................................................. 7

3.1.1 Home Page Overview ................................................................................................................ 7

3.1.2 Drill-Down – Navigation Options from the Report ........................................................................ 8

3.1.3 Viewing the Workflow................................................................................................................. 9

3.1.4 Highlight Process Steps ........................................................................................................... 10

3.1.5 Shopping Cart ......................................................................................................................... 11

3.1.6 Approval .................................................................................................................................. 12

3.1.7 Purchase Request ................................................................................................................... 13

3.1.8 Contract .................................................................................................................................. 15

3.1.9 Purchase Order ....................................................................................................................... 16

3.1.10 Goods and Services Receipt .................................................................................................... 17

3.1.11 Invoicing .................................................................................................................................. 18

4 Scenario Quick Guide and Key Master Data ................................................................................................ 20

4.1 Purchase Requests and Orders ............................................................................................................ 20

5 Appendix ...................................................................................................................................................... 23

5.1 Document Specific Appendices as Needed ........................................................................................... 23



1 Demo Script Overview

1.1 Demo Overview

The Procure-to-Pay (Services) business scenario allows you to procure services such as consulting and training services,

temporary labour 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 from 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. SAP Business

ByDesign helps efficiently manage the procure-to-pay process: From project planning, service procurement, job execution,

time recording through to financial settlement.

SAP Business ByDesign is extremely powerful and allows your employees to efficiently manage the entire procure-to-pay business process:

•Procure Equipment, Services, Materials and Supplies

•Route Purchase Orders for Approval

•Streamline Order Processing

•Award and Confirm Purchases

•Manage the payment of Invoices

This will enable you to save time and reduce the burden on the purchasing and accounts payable departments. It will also ensure that purchases are made from the correct suppliers and follow your own personalized configured workflow. SAP Business ByDesign’s procure-to-pay process stands above the competition by tailoring and automating the end-to- end process from sourcing, purchase order creation, through invoicing, while providing complete transparency. The use of one common platform for all activities, postings, and analytics enable companies to more efficiently manage the business and eliminate redundant data entry and other issues associated with disparate systems.

1.2 Intended Audience

SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New Hires

SAP external: CEO, CIO, Purchasing Management

1.3 Protagonists

Procurement Professional

Executive Manager

Financial Accountant



1.4 Business Pain Points

The business pain points addressed are:

Manual and time-consuming routine processes Inhibited collaboration with internal and external partners Unable to monitor all operational and strategic purchasing processes Incapable of optimizing the purchasing and accounts payable work environment to drive compliance

1.5 Key Messages and Value Proposition

Overview

The Procure-to-Pay (Services) scenario enables you to procure services such as consulting and training services, temporary labor or engineering services It covers all stages of the procurement process, from shopping cart creation and creation of a purchase order, through automatic or manual assignment of sources of supply, sending the purchase order to a supplier, to goods and services receipt, invoice verification, and payment.

Key Features and Associated Benefits

Purchase Request

o Automated purchasing process to reduce errors and process time, which can be adapted to your business

o Increase process efficiency to reduce transaction cost to process orders and provide transparency through the entire process

o Ability to create customised tasks for workflow rules and direct these to a named recipient list

Strategic Sourcing

o Enforce contract compliance by defining source of supply

o Integrated SAP Interactive Forms software (by Adobe®) promotes collaboration and efficiency in the RFQ process

o Leverage standard sourcing best practices to increase negotiated savings

Invoice Processing

o Automated Invoice verification where user interaction is only for exception handling

o Payments to suppliers are highly automated to achieve the highest possible payment discounts taking the current liquidity situation into consideration

Analytics

o Built-in analytics enable the purchasing department to bring more spend under management and supervise the

full supplier life cycle by monitoring the supplier base

1.6 Storyflow Summary

In this demonstration, we are going to show you an example of the end-to-end Procure to Pay Process as it relates to a

request for training services.

A buyer has requested an external training service via the self service center for a sales representative. The buyer receives

the purchase request from the shopping cart and a purchase order is created automatically. If the service costs exceed the

approval limit, an approval is required by the manager of the affected cost center. The employee posts the confirmation of the

training service once the service is delivered. The financial accountant receives the supplier invoice and posts it as a

payable.



2 Technical Requirements

2.1 Prerequisites

A Purchase Order with a service item, which has been automatically generated by a self-service request, is required to

demonstrate the Procure-to-Pay – Services scenario. Please refer to the country specific document ID’s at the end of this

document.

2.2 System Access Information

To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different

country versions.

2.3 User Accounts

The following user accounts for ByD Almika implementation are to be used to run the demo:

Predefined User ID User Name Password Component

Purchase02 Bill Warner Welcome1 SAP Business ByDesign



3 Demo Steps

3.1 Purchase Requests and Orders

3.1.1 Home Page Overview

What to Say

Introduction

You are logged on to ByDesign as Bill Warner (PURCHASE02) and are on the ByDesign Purchase Requests and

Orders Home page that he has tailored for his role.

Bill is interested in the categories that were purchased in each month. So, from this screen he changes the view to

show the purchase orders by month by category in the report.

Key Features and Advantages

Analytics and KPIs Adaptability of the system through embedded analytics to meet the specific business requirements of the procurement professional.

Value Statement

Relevant and actionable information is to hand through easy to understand analytics, this helps the procurement professional make better informed decisions. This improves profitability.

What to Do

WoC Purchase Requests and Orders: Overview

Show report: Purchase Orders per Month

Change to personalized report view: Purchase Orders per Month & Product Category



What you Should See

3.1.2 Drill-Down – Navigation Options from the Report

What to Say

Introduction

Now Bill wants to drill into the Analytics to get more detailed information. He changes the display to a table format and

adds the purchase order ID to the table. When Bill scrolls down to June 2013 he identifies purchase order XX and it

sparks his interest.


Embedded analytics enables users to easily access information, and customize reports to their exact requirements.

Value Statement

Report configuration options allow users to quickly and easily get the information they need, without having to involve

IT.

What to Do

From the report, click : Analyze Data

Change the display to a table format

Click Provisions then Row Fields

Scroll down the Rows list to see additional key figures and point out that you can add any of these information categories to your report by selecting it from the list.

Select Purchase Order ID to move it to the Rows

Select Product Category to move it to the Rows

Remove the Ordering Year / Month selection (keep blank) and press OK



3.1.2 Drill-Down – Navigation Options from the Report

Chose Selections and remove the Ordering Year / Month Filter. Click Apply

Scroll down the Purchase Order IDs and look out for ID XX (see country specific IDs at the end of this document)

with Product Category 130

What you Should See

3.1.3 Viewing the Workflow

What to Say

Introduction

Directly from the table, Bill can drill into the purchase order.

In the Purchase Order view, Bill can click on the VIEW ALL button to receive detailed information on this purchase

order.

He then clicks on the document flow tab, and from the extended view he can see all the business documents related

to this purchase order for training services.




Ease of access and transparency to related business information and a best practice business flow.

Value Statement

Transparency and rapid access to information related to business transactions allow efficient processing of business document related data.

What to Do

In the report table, click on the Purchase Order ID XX to open the context menu, then choose View Purchase

Order

Click View All to get additional detail

Then click Document Flow tab and explain the key features and advantages of the document flow

3.1.4 Highlight Process Steps

What to Say

Introduction

Bill wants to investigate this procure to pay business scenario from the Document Flow.

Bill is looking at a completed request from Kathy Jagger (MARKETING02S) who needed some training services for

her department. To progress Kathy’s Shopping Cart, alter the Service Date on the third section which will then submit

the cart for approval. Kathy created a request for these services using a shopping cart. The request routed to her boss

Roberta Johnson (SALES01S) for approval and once approved, a purchase request was created.

Because there was an existing purchasing contract for these services the system automatically assigned a source of

supply and then automatically created a purchase order.

Kathy acknowledged that the service was performed and Bill creates a goods and services confirmation.

In this situation, the supplier invoice was created and it is then posted for payment.


This feature provides complete visibility to the best practices used to process the document.

Value Statement

Complete accountability for a business process available from one source.

What to Do

Select Extended View

Use the Document Flow to explain and highlight the steps of this business scenario in Extended View



What you Should See

3.1.5 Shopping Cart

What to Say

Introduction

When Kathy created the shopping request for the training services, it was a very simple process. Creating a shopping

cart is as easy as ordering goods or services on the internet.

Let’s look at a shopping cart that Bill is building now. Building a shopping cart is an easy four step process.

The first step is to specify where are the services are to be delivered. On this screen the accounting information is also

defaulted and based on who the employee is, but can be changed.

The second step is where you would enter in any products that you wanted to order. We are going to skip this step

because we want to order a service.

The third step is where we would enter in the service that we are requesting. As you can see here we are requesting

24 hours of training at a rate of $150 per hour.

The fourth step is where we finish and confirm the shopping cart.


The system allows for simple creation of the shopping cart as the first stage of an integrated procure-to-pay process.

Value Statement

Ensures full visibility and accountability of all Purchase Requests.

What to Do



3.1.5 Shopping Cart

WoC Home: Self-Services Overview (leave the Purchase Order open)

Click Track My Shopping Carts

Select the item XY (see country specific data at the end of this document) with status in preparation and click

Edit

Go through the guided activity and explain the 4 steps, then click cancel

What you Should See

3.1.6 Approval

What to Say

Introduction

If we drill into the shopping cart that was created earlier by Kathy. We can see the approval steps that were taken.

In this case, there was one level of approval, but it can have multiple steps and would be configured to your needs.


Multi-Level approval processes ensure all purchases are routed automatically to the responsible parties.



Value Statement

Multi-level approval processes ensure costs are controlled.

What to Do

Go back to the document flow of the Purchase Order

Click the Shopping Cart ID

Click View All

Then click Show Approval Details and explain the approval process and further options that come along with it

What you Should See

3.1.7 Purchase Request

What to Say

Introduction

Back on the document flow, we can see the next step in the process is where the purchase request was created after

the Shopping Cart was approved.

If we drill into the purchase request, we can see:

• The basic data

• The pricing information which was based on the contract

• The source of supply which was automatically assigned based on the contract as well



3.1.7 Purchase Request

Key Features and Advantages Purchase requests contain products and services that are to be purchased in a specified quantity within a specified time. The system tries to assign a source of supply and depending on settings, they can automatically create a purchase order; if this is not possible, the buyer can either assign a source of supply manually or trigger the system to create a sourcing request in the Sourcing and Contracting work center to initiate the request for quotation (RFQ) process.

Value Statement

The purchase request is highly adaptable, fits the unique purchasing needs of the business.

What to Do

Go back to the document flow of the purchase order from the previous steps

Click the Purchase Request ID

Click View All and explain the view

Select the Source of Supply tab

Double-click the Contract ID/Item to proceed with the next step

What you Should See



3.1.8 Contract

What to Say

Introduction

On the contract page, we can see all the details associated with this contract such as:

• General information

• When it was created and when it expires

• The Contract Terms

• How it was approved

And even if it was assigned to a project


Purchasing Contract Management

SAP Business ByDesign supports the management of purchasing contracts throughout their complete life cycle. Monitoring capabilities ensures that suppliers, business units, and individual buyers comply with agreed terms and conditions to close the loop between sourcing and procurement. A purchasing contract can be referred to by purchase orders, goods and service acknowledgements (in the case of a limit purchase order) and supplier invoices.

Value Statement Purchasing contracts can be created directly from an RFQ to drive efficiency and transparency through the quote-to contract process. Release made against the purchasing contract reduce maverick spend and ensure purchasing compliance.

What to Do

Explain the contract view after opening it from the purchase request view.

What you Should See



3.1.8 Contract

3.1.9 Purchase Order

What to Say

Introduction

Back on the original document flow we were looking at. Let’s drill into the purchase order.

Following the same look and feel of all the other documents we looked at, the purchase order shows us all the

relevant data such as:

• General Information

• The Items

The purchase order can be tailored to your own business requirements.

The key here is that in this case the Purchased Order was automatically created and pulled all relevant information

from the purchasing contract and the purchase request. There was no need for anyone to manually create this

purchase order.


Purchase Order

Purchase orders (PO) can be created manually in the Purchase Orders view of the Purchase Requests and Orders work centre or the system automatically generates purchase orders from awarded supplier quotes or from purchase requests.

Value Statement

Using automatic creation of purchase orders saves time by reducing manual data entry. You only must manually create purchase orders in cases where there is no source of supply assigned to the purchase request.

What to Do



3.1.8 Contract


Click through the different tabs and explain the views

3.1.10 Goods and Services Receipt

What to Say

Introduction

Back On the document flow screen, the next step in the process is where Kathy acknowledged that the service was

completed.

This is done by creating a Goods and Services Receipt.

Creation of this receipt is very simple and can be done in a few clicks of the mouse.

This document will allow your organization to complete a three-way match.


Supplier Delivery

Goods and Services Receipt processing, enables you to process incoming deliveries. It allows you to process goods receipts by confirming the quantities of the items delivered. The related purchase order and invoicing items are updated when goods are received. At the same time, financial accounting is also updated.

Value Statement Automatically updating all appropriate business documents upon receipt of goods drives efficiency and ensures accurate financial accounting.

What to Do

From the Document Flow, click the Goods And Service Confirmation ID

Click View All and explain the new view by selecting the tabs

Click Close

What you Should See



3.1.10 Goods and Services Receipt

3.1.11 Invoicing

What to Say

Introduction

The last step in the document flow is the creation of the invoice.

The invoice can be created in multiple ways:

• It can be manually entered into the system

• It can be created from a scanned document

• It can flow in electronically using EDI or XML

• Or it can be automatically created using Evaluated Receipt Settlement.

Invoices then go through up to a three-way matching process based how you have configured the system.

The invoice is then posted for payment.

Key Features and Advantages Supplier Invoice SAP Business ByDesign customers benefit from a streamlined supplier invoice verification process supported by a collaborative exception handling concept that delivers cash benefits.

Value Statement

Automated Invoice verification ensures user interaction is only for exception handling; thus, reducing account payables processing time and cost. Payments to suppliers are highly automated to achieve the highest possible payment discounts taking the current liquidity situation into consideration



3.1.11 Invoicing

What to Do


Click the Supplier Invoice ID

Explain the new view

What you Should See



4 Scenario Quick Guide and Key Master Data

4.1 Purchase Requests and Orders

Steps Summary

Path Data to Use/Enter Activity

Purchase Requests and Orders: Home Page Overview

Purchase Requests and

Orders work center

(Overview)

Show Overview page with

customized report:

Purchase Orders per Month

Drill-Down – Navigation Options from the Report

Purchase Orders per Month

report view

Click Cog : Analyze Data

Change the report to table

format

Click Provisions and Row

Fields

Add Purchase Order ID to Rows

Add Purchase Category to

Rows

Remove the Ordering Year /

Month selection (keep blank)

and click Ok

Remove Last 12 Months filter

from Ordering Year / Month and

Click Apply

Scroll down the Purchase Order

IDs and look out for ID XX

Viewing the Workflow

Purchase Orders view In the report table, click on the

Purchase Order ID XX to open

the context menu, then choose

View Purchase Order

Click View All to get additional

detail

Then click Document Flow tab

and explain the key features and

advantages of the document

flow.

Highlight Process Steps




Purchase Orders view:

Document Flow tab

Select Extended View

Use the Document Flow to

explain and highlight the steps of

this business scenario in

Extended View.

Shopping Cart

Home: Self-Services

Overview

Click Track My Shopping Carts

Select the item XY status in

preparation and click Edit

Go through the guided activity

and explain the 4 steps, then

click close

Approval


Document Flow tab

Go back to the document flow of

the purchase order from the

previous steps

Click the Shopping Cart ID

Click Show Approval Details

and explain the approval process

and further options that come

along with it.

Purchase Request


Document Flow tab



previous steps

Click the Purchase Request ID

Click View All and explain the

view

Select the Source of Supply tab

Double-click the Contract

ID/Item to proceed with the next

step

Contract

Contract view Explain the contract view after

opening it from the purchase

request view

Purchase Order


Document Flow tab



previous steps




Click through the different tabs

and explain the views

Goods and Services Receipt


Document Flow tab

From the Document Flow, click

the Goods And Service

Confirmation ID

Click View All and explain the

new view by selecting the tabs

Click close

Invoicing


Document Flow tab



previous steps

Click the Supplier Invoice ID

Explain the new view



5 Appendix

5.1 Document Specific Appendices as Needed

Country Purchasing

Contract

Shopping

Cart

Purchase

Request

Purchase

Order

Goods And

Service

Confirmation

Supplier

Invoice

AT 22 121 321 471 141 941

AU 22 101 271 309 141 SIV-498

CA 22 41 141 161 81 457

CH 22 1 111 113 11 228

CN 22 121 251 341 181 GFP-666

DE 22 92 271 406 141 901

FR 22 131 221 350 181 F111-97-

2013

IN 22 131 271 328 181 666

MX 22 82 241 311 121 681

UK 24 132 261 375 191 803

US 22 132 271 415 161 749

NL 22 1 21 26 11 85



Copyright

© 2017 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of

SAP SE or an SAP affiliate company.

The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its

distributors contain proprietary software components

of other software vendors. National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation

or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the

materials. The only warranties for SAP or SAP affiliate company products and services are those that are

set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be

construed as constituting an additional warranty.

In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this

document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any

related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or

platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at

any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to

deliver any material, code, or functionality. All forward-looking statements are subject to various

risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to

place undue reliance on these forward-looking statements, and they should not be relied upon in making purchasing

decisions.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. See http://global.sap.com/corporate-en/legal/copyright/index.epx

http://global.sap.com/corporate-en/legal/copyright/index.epx

golden demo procure-to-pay (services) - sap ui · pdf filegolden demo procure-to-pay ... if a...

Documents