SAP Learning Journey

Understanding Process Steps and Business Roles for Subcontracting (BMY)

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Define process steps for subcontracting (BMY)
  • Identify business roles for subcontracting (BMY)

Process Steps for Subcontracting (BMY)

Applicable Process Steps

Process StepDescription
Create subcontracting purchase requisition

In this optional step, you create a subcontracting purchase requisition either manually or automatically via the Material Requirements Planning (MRP). To specify in a purchase requisition that a material is to be ordered in subcontracting, enter the item category Subcontracting (L).

For each subcontracting item, you must enter one or more sub-items for the components to be provided. If a BOM with the components exists for the material to be procured, the components from this BOM are copied to the subcontract item. You can also enter the components manually or add further components to the components from the BOM.

Create subcontracting purchase order

In this step, you create a subcontracting purchase order manually if there is no purchase requisition to refer to. Alternatively, if you work with purchase requisitions, you can convert them into purchase orders.

You create subcontract items in a purchase order by using the item category Subcontracting (L). For each subcontract item, you must enter one or more sub-items for the components to be provided. If a BOM with the components exists for the material to be procured, the components from this BOM are copied to the subcontract item. You can also enter the components manually or add further components to the components of the BOM. The purchase order price is the price of the subcontracting service and possibly the materials provided by the subcontractor.

Note
You can store conditions for subcontracting in a purchasing information record of the type subcontracting.
Approve subcontracting purchase order (optional)In this step, a purchase order is to be approved by a manager.
Monitor subcontracting purchase ordersIn this step, you monitor your subcontracting purchase orders, using filter criteria such as subcontractor, component, material group, assembly, and plant.
Monitor the stock /requirements situation of the components at the supplier

In this step you can monitor your stock of material provided to vendor. The components that you provide to a subcontractor are managed in a vendor-related special stock. This stock is managed at plant level and not at storage location level because the material is not in your own company, but at the vendor. Nevertheless, this special stock is part your own stock and available for planning.

For stock provided to vendor, the stock types "unrestricted-use stock" and "quality inspection stock" are possible. The quantities consumed by the subcontractor can only be withdrawn from unrestricted-use stock. A physical inventory must be carried out for the stock of material provided to vendor.

Create outbound delivery (for components)

You must provide the subcontractor with the components required to manufacture the ordered material.

In this step, you create an outbound delivery for the components.

Pick and post goods issue (for components)In this step, you post the goods issue for the components. Providing components to a subcontractor corresponds to a transfer posting from storage location unrestricted-use stock to the stock of material provided to vendor.
Post goods receipt from subcontractor

The procedure for posting a goods receipt with reference to a subcontract order does not differ from the procedure for posting a goods receipt with reference to a normal purchase order.

Only the posting results differ:

Not only the receipt of the finished products, but also the consumption of the components from the stock of material provided to vendor are posted. You can still change the consumption quantities of the components manually. These changes are necessary if the vendor informs you of increased or decreased consumption of components in the delivery.

The goods receipt is valuated with the price of the subcontracting service and the value of the components consumed.

Post supplier invoiceIn this step you post the incoming invoice from subcontractor.
Note
If you work with purchase requisitions, you will be able to convert them into purchase orders using the Manage Purchase Requisitions app.
Note

If subcontract purchase requisitions are to be generated automatically by the MRP run, you need to set the special procurement key for subcontracting in the material master record on plant level.

Also there must be a BOM containing the components to be provided.

Note
You can define each subcontractor as an MRP area. An MRP area is an organizational unit for which separate materials planning can be carried out.
Note
If the subcontractor does not inform you of an over- or under-consumption of components until after posting the goods receipt of the finished product, you have to post a subsequent adjustment to correct the component consumption.

Applicable Forms

  • Purchase order

  • Outbound delivery

  • Goods issue slip

  • Goods receipt slip

Business Roles for Subcontracting (BMY)

Click on the available pictogram to display according information and the relevant piece of the hierarchy.

Access to business applications is controlled by role-based authorization management. You assign Business Roles to Business Users, and the roles provide access to business tasks. Business Users are defined as employees, contractors, or other individuals that need access to the SAP S/4HANA Cloud, public edition system.

How to find Business Roles for a scope item

  1. Navigate to https://rapid.sap.com/bp/#/BP_CLD_ENTPR.
  2. Select your country localization from the Version drop-down list.
  3. In the Solution Scope section, expand the relevant scope item group.
  4. Select a scope item.
  5. Download the test script.
  6. Navigate to the Roles section of the test script.

A Business Role is assigned to a Business User to grant permission to access applications in SAP S/4HANA Cloud, public edition.

One or more Business Catalogs have been assigned to a Business Role. Business Catalogs include access to one or more applications, dashboards, or displays of data.

Administrators can control visibility to the data granted through the catalog by applying General Restrictions to Business Catalogs. By maintaining access restrictions, you can define the subset of all existing business objects a user can view (read) or edit (write) when working with a particular business role.

The Business Catalog defines which access categories are available (Value Help, Read, Write), and for which fields restriction values can be maintained. The fields vary per catalog, as they are based on the fields within the apps in the catalog. The Business Role aggregates restrictions for all Business Catalogs.

Administrators define a restriction based on a supported field (for example, company code, country, controlling area, etc.). Supported restriction fields vary per Business Catalog, as they are based on the fields within the apps in the catalog. You can restrict data access for the Value Help, Read, and Write separately. Read access always includes Value Help access, and Write access always includes Read access.

How to identify the Business Catalog(s) mapped to a Business Role and the Fiori application(s) mapped to a Business Catalog:

  1. Log into the SAP S/4HANA Cloud, public edition system.
  2. Select the Manage Business Roles application from the Launchpad.
  3. Select a Business Role.
  4. Select the Assigned Business Catalogs tab to view the standard Business Catalogs assigned to the standard Business Role.
  5. Select a Business Catalog.
  6. Select the Catalog Description tab to view the Functional Description, Authorization Criteria, and Associated Catalogs information.
  7. Select the Applications tab to view the Fiori apps mapped to the Business Catalog.
Note
Please do not edit SAP Standard Business Roles directly. To customize Business Roles, always make a copy of the SAP Standard Business Role or use the option Create From Template in the Maintain Business Roles application.

To apply General Restrictions, an Administrator should first make a copy of the SAP Standard Business Role, or create a new role based on the SAP Standard Business Role Template. For example, if you need to restrict access in the Accounts Payable Accountant Business Role for some users to only Company Code 1710 (United States), and for some users to only Company Code 1010 (Germany), you will create two new Business Roles based on the SAP Standard Accounts Payable Accountant role. You should name the roles accordingly (for example, Accounts Payable Accountant_1710). In the first business role, you will edit the role and maintain the restriction value(s) for the entire Business Role (in that, define the Company Code field = 1710). Then, you may edit the individual business catalogs within the role and define the access category (in that, Value Help, Read, Write) as Restricted. When you create a new Business Role, the Read access is set to Unrestricted and Write access is set to No Access by default. When an access category is Restricted, you must select a specific field value (for example, Company Code = 1710) or grant unrestricted access. If you leave fields empty within a business catalog, a user will be assigned No Access to the field in the business catalog's granted apps.

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