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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
© 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 (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.
© 2012 SAP AG. All rights reserved. 6
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.
© 2012 SAP AG. All rights reserved. 7
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
© 2012 SAP AG. All rights reserved. 9
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
© 2012 SAP AG. All rights reserved. 10
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.
An approval is required
if the invoice value
exceeds its threshold
limit.
Supplier Invoice
Accountant
Supplier Invoicing
Post Supplier Invoice
The accountant pays
the requested down
payment manually.
An approval is required
if the payment value
exceeds its threshold
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.
An approval is required
if the payment value
exceeds its threshold
limit.
Accountant
Payables
Pay the Final Invoice
Manually
© 2012 SAP AG. All rights reserved. 11
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