Exploring SAP Apps for Service and Material Procurement (J13)

Manage Purchase Contracts (F1600)

• Manage Purchase Orders (F0842A)

• Manage / Create Supplier Invoice (F0859)

• Monitor Purchase Order Items (F2358)

• Manage Purchase Orders (F0842A)

• Manage Workflows for Service Entry Sheets - Lean Services (F3173)

• Monitor Log for Service Entry Sheet Generation (F1487)

• Schedule Purchasing Jobs - Advanced (F1702)

• Manage / Create Supplier Invoice (F0859)

• Manage Purchase Requisitions (F1048)

• Manage Service Entry Sheets - Lean Services (F2027)

• Manage / Create Supplier Invoice (F0859)

Manage / Create Supplier Invoice (F0859)

• Manage Purchase Orders (F0842A)

• Post Goods Receipt for Purchase Order (F0843)

• Manage / Create Supplier Invoice (F0859)

• Manage Purchase Orders (F0842A)

• Post Goods Receipt for Purchase Order (F0843)

• Manage / Create Supplier Invoice (F0859)

• Supplier Invoices List (F1060A)

• Create Purchase Requisition (F1643)

• Manage Purchase Requisitions (F1048)

• Manage Purchase Orders (F0842A)

• My Purchasing Document Items (F0547B)

• Post Goods Receipt for Purchase Order (F0843)

• Material Documents Overview (F1077)

• Manage / Create Supplier Invoice (F0859)

• Manage Purchase Orders (F0842A)

• My Purchasing Document Items (S/4HANA) (F0547A)

• Post Goods Receipt for Purchase Order (F0843)

• Manage Profit Centers (F1444)

• Manage / Create Supplier Invoice (F0859)

• My Inbox - All Items (F0862)

• Supplier Invoices List (F1060A)

• Supplier Invoices List (F1060A)

• My Inbox - All Items (F0862)

• Clear GR/IR Clearing Account (MR11)

• Display/Cancel Account Maintenance Document (MR11SHOW)

The figure displays information for a purchase contract.

With this app, you can get an overview of all existing contracts. You can create new contracts with a specific validity time frame and a target quantity or a target value. You can also renew contracts for which the target quantity or target value has been reached. Note that you can only access contracts if you have authorizations for the respective purchasing group, purchasing organization, and purchase contract type (quantity contract and value contract). You can create a contract template, enabling you to reuse data from the template whenever you create a new contract. In addition, you can check the contract value that has been consumed so far by all the release orders issued against this contract, along with the release order details. You can display the contract leakage percentage. Contract leakage is a KPI that identifies the spend of purchase orders that do not have a contract reference, although an existing contract could have been used.

• Search for contracts based on different criteria, such as creation date, validity status, supplier, purchasing organization, and purchasing group.

• Display, create, edit, or delete contracts and contract templates.

  You can create a contract with or without reference to a contract template.

• Renew an existing contract from the list.

  You can change or extend the validity period, target quantity, or target value of an existing contract. Note that in this case, no follow-on contract is created.

• Search for legal transactions and assign them to a contract.

  You can also display the legal transactions associated with a contract. For more information on the legal transactions, see the documentation for Legal Transactions.

• Display contract approvers for all contracts.

  If a contract is approved automatically, the status Approved Automatically appears in the Approval Status column. If you have not submitted the contract for approval, the status Workflow Not Yet Started appears in the Approval Status column.

• Add conditions with a condition type, for example, Cash Discount, to an existing date range or a new date range.

  Note that you can add conditions to a new date range only when editing a contract. In addition, you can copy existing conditions and modify them to suit your requirements.

  Note

  You can only modify the Price Unit of a contract item when you are creating a contract and have not saved it.

• Assign one or more account assignments to a contract item.

  If you use multiple account assignments, the distribution indicator enables you to define how the quantity and value of the contract items are distributed to individual account assignment items.

• Display, assign, or unassign partners, for example, suppliers and their associated partner functions, such as ordering address and invoicing party, to a contract.

• Upload attachments or add a link to attachments in a contract.

• Preview and print contracts using output control.

  In addition, you can now e-mail contracts to suppliers.

• Display release order documents for all items of a selected contract.

• Display the total net amount of release order items in the contract by calendar month.

• Display contract consumption and leakage.

• Display other potential sources of supply for the items in a contract.

• Check the supplier's evaluation rating.

• Make layout changes in the General Information section of contracts at contract header and item level.

  Note

  The following applies when using this app:

  • You can create contracts for the item category Standard. In addition, you can create value contracts for the item category Material Group.

  • You cannot create price scales for condition types in contracts.

Key users can extend the app in the Custom Fields and Logic app using the following business contexts:

• Procurement: Purchasing Document

• Procurement: Purchasing Document Item

You can enable usage of your custom fields for the data sources Purchase Contract Header GUI Context and Purchase Contract in the UIs and Reports section of the custom field maintenance and publish your custom fields.

You can add fields to the following UI elements using UI adaptation at runtime:

You can implement logic for the following Business Add-Ins (BAdIs):

Note

If enhancement option Cloud BAdI for Contract Check is not implemented, the custom fields are open for input when creating or changing purchase contracts and are in read-only mode when displaying purchase contracts.

The figure displays the Manage Purchase Orders app viewing an individual purchase order.

With this app, you can create and manage purchase orders to ensure that you get the ordered items on time, at the correct location, and in the required quantity. As a purchaser, you can manually order materials as well as services. The list of purchase orders that is displayed is based on the header level of the purchase order (PO), so the information shown relates to the entire PO. On the overview, you can immediately see the number of overdue items for each PO. The following item categories are supported: consignment, standard, subcontracting, and third party. The following product type groups are supported: material and service.

• Create a new purchase order.

• Jump into the details of a specific purchase order to review it.

• See details for ‘Advanced’ Purchase Orders.

  When you click on the icon ‘Advanced’ Purchase Order, you can see a list of unsupported features for each purchase order. Because these features are not supported in the Fiori app, you can only edit or display the purchase order using the classic apps (Change Purchase Order – Advanced and Display Purchase Order – Advanced). You can click on each unsupported feature to see which database entries are filled and therefore prevent you from using the Fiori app.

• Edit an existing purchase order. Changes you can make to an existing purchase order depend on the status.

• Use the button Withdraw from Approval to cancel the approval process for a specific purchase order, provided that you have the required authorization for changing purchase orders. You can then make changes to the purchase order and submit it again for approval.

• Create, edit, and display additional information to your suppliers in the form of texts in the Notes section.

  Note

  You cannot edit texts containing formatting (SAPscript) using the Fiori app. Changing formatted texts that were created using the classic UI technology (SAP GUI for HTML) is not possible with the Fiori app.

• Add attachments to the PO.

• Save your personal filter criteria as a variant.

• View output items.

• Create a new item for lean services.

  You can enter master data under Material (which must be of the product type group Service), or you specify the required services by entering a short text and choosing the product type group Service.

• Create limit items for lean services.

  You can define a value limit for unplanned services, that is, services that cannot be specified in detail at the time of ordering. This also applies to services that are of such low value that you want to reduce the administrative efforts involved in processing purchase orders and follow-on documents. You can define both an expected value and an overall limit. For a limit item, you must enter a time period. The services must be specified later in the service entry sheet when the exact services and their price and quantity are recorded.

• Create limit items for materials.

  You can also create limit items when ordering unplanned materials (using free-text entries). For a limit item, you must enter a time period. Goods receipts are not possible in this case. The invoices are posted directly with reference to the purchase order, provided that the specified value limit is not exceeded. Please note that you cannot create limit items for materials with master data records.

• Use the subcontracting process.

  Subcontracting is a form of procurement where the required product is manufactured by a supplier (in this case the subcontractor) to whom you provide certain components. You can provide these components either directly from one of your plants, or indirectly through one of your suppliers. Using the components you provide, the subcontractor completes the manufacturing process and delivers the required product to the ordering party.

• Exclude a purchase order from Intrastat reporting.

  In exceptional cases, you can decide to exclude a purchase order from Intrastat reporting, even if the formal requirements for Intrastat reporting are met.

• Copy single items as well as entire purchase orders.

• Add from document.

  • You can reorder purchase order items with reference to one of the following purchasing documents that already exist:

    • A purchase order item

    • An info record

    • A purchase contract item

  • If the field supplier is not filled in the header of the purchase order, then all the data from the referenced purchasing document is taken over.

• Use the Info Record Update checkbox under the section Source of Supply. If you select this checkbox, the info record is automatically updated with data from the purchase order when you choose Save.

• Assign a purchase order item to several accounts. You can distribute costs on a percentage basis.

• Create several schedule lines.

• Use the functionality provided by the flexible workflow. When you create a purchase order, a simulation of the workflow is triggered. If errors occur, you can use the error messages to analyze the issues.

• See details concerning the approval process, such as the processors involved and the status, under Approval Details.

• See all changes made to a purchase order (both on header and on item level) in the corresponding printout document of the purchase order.

• Use the checks related to International Trade Compliance. Please note that you cannot create a purchase order that violates one of these checks.

• Use the features available for Budget Availability Control, which are also integrated in other apps for logistics processes (namely Manage Purchase Requisitions and Manage Supplier Invoices) that result in cost postings.

  Note

  Please note that you can no longer change the account assignment of a purchase order item if a service entry sheet has been created for this item.
  Note

  If the extended material number has been activated in your back-end system, it is automatically displayed in the Material field in this app.

Key users can extend the app in the Custom Fields and Logic app using the following business contexts:

• Procurement: Purchasing Document

• Procurement: Purchasing Document Item

You have the following options:

• Add additional fields to forms and tables

• Change the order of fields

• Add groups

• Regroup and rename fields

• Save the current layout

• Make settings to exclude fields.

After enabling the custom fields for the data source Purchase Order GUI Application or Purchase Order Item GUI in the UIs and Reports section of the custom field maintenance in the Custom Fields and Logic app, the custom fields shows up in the Custom Fields section in the header or item details of the purchase order.

You can implement logic for the following Business Add-Ins (BAdIs):

Note

If neither BAdI Modification of Purchase Order Header nor BAdI Modification of Purchase Order Item is implemented, the custom fields are open for input when creating or changing purchase orders and are in read-only mode when displaying purchase orders.

The figure displays the Create Supplier Invoices app.

With this app you can create and display a supplier invoice based on the received document. You can specify the purchase order items to which your supplier invoice relates, and you can reference documents to which multiple accounts are assigned. If you select the Simulate or Post function, the system compares the quantity and amount data of each supplier invoice item with the data of the related purchase order item. If goods-receipt-based invoice verification has been defined for a purchase order item, the system compares the supplier invoice data with the related goods receipt data. If the deviation is outside defined tolerances, the invoice is posted, but the invoice is automatically blocked for payment. If the system determines the responsible person, an approval process is initiated. You can use the Supplier Invoices List app to display supplier invoices. In the detail view, you can release or reverse a blocked supplier invoice.

• Create a supplier invoice. You can also create credit memos, subsequent credits and subsequent debits.

• Choose See More in the General Information section to edit, for example, the Assignment, Item Text, and Header Text fields. After posting, the system transfers these texts into the corresponding Financial Accounting document.

  In addition, you can change the exchange rate that is displayed according to the customizing settings. You can change the exchange rate until you create an invoice item. If you specify a purchase order reference with fixed exchange rate and you create the invoice item, the exchange rate is created automatically for the invoice.

• Create all relevant items for one or multiple purchase order references for which the invoice was received. You can deselect items that are not relevant. In addition, you can create a supplier invoice without a purchase order reference. In this case, complete missing data for the invoicing party, currency, and baseline date.

• Add G/L account items.

• Enter and check the tax data.

• Edit payment terms.

• Enter unplanned delivery costs.

• Add multiple attachments.

• Simulate, hold, or post the supplier invoice.

  The Simulate function allows you to display the account movements before posting the document. On the Simulation view, you can also switch the simulation currency, and post the supplier invoice.

• One clerk can park the invoice document and another clerk can complete the process and post it.

• Reduce the invoice

  If you receive a supplier invoice with a deviation either in the amount, or quantity, or both, you can document this difference in the detail data of the invoice item by choosing the Reduce Invoice function. For a reduced invoice, the app posts an invoice and a credit memo at the same time, and creates a letter of complaint.

• Display the purchase order history.

  You can display the purchase order history, that means the details of good receipts effected or invoices received in respect of a referenced purchase order item.

• Output specific business documents.

  You can output specific business documents that are created when supplier invoices are created, for example letters of complaint to the invoicing party (invoice reduction).

Key users can extend the app in the Custom Fields and Logic app using the following business contexts:

• Supplier Invoice Header

• Supplier Invoice Item with PO Ref.

You have the following options:

• Add additional fields to forms.

• Change the order of fields.

• Regroup and rename fields.

• Save the current layout.

• Make settings to exclude fields.

You can add fields to the following UI elements:

The figure displays the app, Monitor Purchase Order Items.

With this app, you can display purchase order items and monitor their status, using filter criteria such as purchase order, material group, material, supplier, plant, and delivery forecast. You can also choose a purchase order item to view its item level information. You can enable your business users to predict the delivery date of purchase order items, as proposed by SAP Predictive Analytics Integrator (PAI). The regression algorithm in SAP PAI is used to predict whether delivery of purchase order items happens earlier than scheduled, on time or with a delay. Based on the predicted delivery date, your business users can take necessary decisions. For more information on SAP PAI, see Predictive Scenario for Monitoring Purchase Order Items.

Note

The predicted date is based on training, which is in turn based on the historical data available in the system.

• View purchase order items based on filter criteria.

• Click on a purchase order item to view its item level information.

• Predict the delivery date of purchase orders using the Predict Delivery Date link.

• View details of the predicted delivery date in a popup showing a chart of the supplier's delivery reliability for the selected material and plant over the past 180 days.

• Navigate to view contextual information related to a material.

• Navigate to view contextual information related to a supplier.

Note

For purchase order items of type Service, the following values are not calculated by the app:

• Delivered Quantity

• Delivered Value

• Invoice Quantity

• Invoice Value

• Quantity to be Delivered

• Value to be Delivered

• Quantity to be Invoiced

• Value to be Invoiced

• Next Delivery Date

• Next Delivery Quantity

The figure displays the app, Manage Workflows for Service Entry Sheets - Lean Services.

With this app, you can use the flexible workflow for service entry sheets, enabling you to define your own approval process. The flexible workflow allows you to use either the automatic, one-step, or even multi-step approval. The app also provides several options for determining the approver, such as the assignment of an approver by using a role, but you can also assign specific users or even teams as approvers.

• Add a new workflow or copy an existing workflow and modify it according to your requirements. You can configure the workflow as follows:

  • Define properties such as a description and a validity period.

  • Under the section Preconditions define start preconditions for the new workflow. These criteria must be fulfilled for the workflow to start. You can define, for example:

    • The maximum or minimum total net amount of the service entry sheet

    • The accounting types Cost Center or Project

  • Add one or more Step Sequences. For each step sequence you define recipients and step-specific preconditions. You can define the order of the steps, and you can delete unnecessary steps.

  • Accordingly, you can assign a recipient to each step, for example by using the role Person Responsible for Cost Center, or you can assign a specific user as the approver.

    Note

    If you use either the role Person Responsible for Cost Center or Person Responsible for Project as the recipient, please use either the accounting type Cost Center or Project, respectively, as the corresponding precondition. This ensures that the workflow can find the correct approver.

• Activate or Deactivate a workflow

  Once you have activated the workflow, you can copy, deactivate or delete it, but you can no longer edit and change it.

• Define the Order in which the start preconditions of the existing workflows are checked.

  • If you have defined several workflows, the start preconditions are checked in the order you have defined. As soon as the start preconditions for a workflow are met, this workflow is used. This ensures that only one workflow in the list of your defined workflows is started, even if several workflows have matching preconditions.

  • Use the feature Automatic Release of Service Entry Sheet delivered by SAP as a fallback option. By default, this workflow is activated.

    Note

    We recommend to define this workflow as the last one in the order. So, it is started if none of the other workflows applies. You can also configure your own workflow that is to be used as a fallback option.

• Delete a workflow if it is no longer required.

• You can search for specific users to be assigned as approvers; only such users are found by the system which have the authorization for using the app My Inbox - Approve Service Entry Sheets and for updating service entry sheets.

• You can also assign specific teams as approvers, defined for example by a material group, by a purchasing group, or by a plant. You can define these teams along with tasks and functions using the app Manage Teams and Responsibilities.

• The workflow is neither started for externally approved service entry sheets, nor for timesheets. These documents are released independently of the workflow process.

• Behavior if no workflow is configured or if none of the active workflows meet the defined preconditions.

  • No workflow is configured or none of the active workflows meet the defined start preconditions.

    An error occurs in the following cases:

    • If you have not configured any workflow at all

    • If all workflows have been deactivated (including the Automatic Release of Service Entry Sheet)

    • If the service entry sheet to be approved does not match any of the start preconditions

  • None of the step-specific preconditions are met.

    As soon as the start preconditions for a workflow are met, this workflow is used. The steps are processed in the order you have defined. However, if none of the step-specific preconditions apply for a service entry sheet and consequently the steps do not apply, the service entry sheet is released automatically. To avoid this, you must ensure that the start preconditions you define match the step sequences you define.

• Agent Determination by BAdI

  You can implement your own BAdI in SAP S/4HANA Cloud to define rules for the agent determination. To do so, proceed as follows:

  1. Open the app Custom Fields and Logic. (To do so, you require the role SAP_BCR_CORE_EXT.)

  2. Go to the tab Custom Logic and create a new implementation. Use the business context Simplified Workflow For Procurement, the definition description Workflow Agent determination, and define your own implementation description. The implementation ID is then generated automatically. Then choose Create.

  3. As the filter condition, use businessobject = ServiceEntrySheet.

  4. Under Draft Logic, implement your code containing your own rules for the agent determination.

     • The following input parameters are available:

       • PURCHASINGDOCUMENT - Purchasing Document Number

       • WORKFLOWSCENARIO - Workflow Scenario (Task ID)

     • As the output parameter, use the following parameter to which the user IDs should be appended.

       APPROVERLIST - Actual Agent of Work Item

  5. Choose Save Draft and then choose Publish so that the implementation can be actively used.

     Note

     You can create only one implementation for each filter.

To activate the flexible workflow functionality, you must make the required settings using the configuration app Activate Flexible Workflow for Service Entry Sheets under Manage Your Solution > Configure Your Solution.

Once the flexible workflow has been activated, the approver of the service entry sheet is no longer maintained in the app Manage Service Entry Sheets - Lean Services. After the activation of the flexible workflow, the following cases may occur depending on the approval status of the service entry sheets at the time of activation of the flexible workflow:

• The service entry sheet is in status In Process: You must remove the input from the field Personnel Number before you can send the service entry sheet for approval.

• The service entry sheet is in status In Approval: The person responsible (as defined in the field Personnel Number) can approve or reject the service entry sheet using the app My Inbox.

• The service entry sheet is in status Approved: The person responsible is no longer displayed in the app Manage Service Entry Sheets - Lean Services.

The figure displays the Monitor Log for Service Entry Sheet Generation app.

With this app you can view the errors that occurred, for example, during the generation of service entry sheets from approved timesheets or during the import from Microsoft Excel sheets. The log lists both the errors that prevented the creation of service entry sheets and the errors that prevented the posting of goods receipts for successfully created service entry sheets.

• If an error has occurred during thegeneration of service entry sheets from timesheets:

  As soon as the errors have been eliminated, the documents are created on the next run of the application job Automatic Creation of Service Entry Sheets from Time Recording that is available in the app Schedule Purchasing Jobs - Advanced.

  Note

  Use this application job only if an error occurred during the automatic generation of service entry sheets from timesheets and you want to restart the creation of failed service entry sheets or goods receipts.

• If an error has occurred during the import of service entry sheets from Excel sheets:

  If a service entry could have been created, but it could not be set in status In Approvaldue to errors, you can edit it in the app Manage Service Entry Sheets - Lean Services and correct the errors.

The figure displays the app, Schedule Purchasing Jobs - Advanced.

With this app you can schedule and monitor recurring, purchasing related activities as a background job.

You can choose from the following job templates:

• Automatic Creation of Purchase Orders from Requisitions

• Automatic Creation of Service Entry Sheets from Time Recording

  Note

  Please use this application job only if an error occurred during the automatic generation of service entry sheets from timesheets and you want to restart the creation of failed service entry sheets or goods receipts.

• Create Scheduling Agreement Releases

The following features are available for these job templates:

• Create and schedule the job according to your requirements.

  Choose the New button. The system navigates to the New Job screen. Here, you can either start the job immediately or you can plan it to start at a later date. The job is then carried out in background mode. You can define whether the job should recur, and set up a recurrence schedule. Once you have defined all relevant parameters, you can check if the specified data is OK and schedule the job. The new job appears in the Application Jobs list.

• View the result of the scheduled jobs in the Application Jobs list on the initial screen.

  You can filter the list by date, by job ID, run ID, time from, time to, description, name, or ID of the creator. You can save your filtering options as a variant and manage the saved filter variants. If you would like to schedule a job that is similar to an existing job, you can copy this existing job and edit the copy as required. All content including the recurrence is copied. You can call up the Log / Result for every scheduled job directly from the Application Jobslist on the initial screen.

The figure displays the Manage Purchase Requisitions app.

With this app, you can display purchase requisitions. In addition, you can use this app to assign sources of supply to the purchase requisition items and to create follow-on documents. You can only access purchase requisitions if you have authorizations for the respective purchasing group, purchasing organization, and plant.

• Search for purchase requisitions based on different criteria, such as purchase requisition number, plant, purchasing group, purchasing organization, material group, and processing status.

• Display the processing status of purchase requisition items.

  Depending on the processing status of a purchase requisition item, you can create follow-on documents, such as contracts, RFQs, or purchase orders.

• Preview the follow-on documents that are created.

  • You can also specify the required details on the preview screen when creating the follow-on documents. Note the following:

    • After you save a contract, you can maintain additional details using the Manage Purchase Contracts app. You can also investigate errors in a contract draft by navigating to the Manage Purchase Contracts app directly.

    • You can publish the RFQs and send them directly to the suppliers. If you use the sourcing process that is integrated with SAP Ariba Sourcing, then you can send the RFQs directly to SAP Ariba Sourcing. Additionally, if you want to make any changes to the RFQs before publishing them, you can choose to process the RFQs and make the required changes in the Manage RFQs app.

  • Whether you can create one or several contracts depends on the purchasing organization and purchasing group associated with the selected purchase requisition items.

  • Whether you can create one or several purchase orders depends on the supplier, purchasing organization, and purchasing group associated with the selected purchase requisition items.

• Assign sources of supply, such as purchasing info records, contracts, scheduling agreements, or suppliers, to the purchase requisition items.

  Additionally, based on the suppliers operational scores and the price per item offered by the suppliers, you can compare the available sources of supply and assign them to the purchase requisition items.

• Navigate to the Manage Purchase Requisitions - Professional app to display and modify the details of purchase requisition items.

• Display the total purchasing spend of various sources of supply.

  Note

  If the total purchasing spend of a source of supply exceeds the currency length of 13 digits including 2 decimal values, the total purchasing spend defaults to the maximum possible value. That is, if the total purchasing spend exceeds 99999999999.99 for any currency, the total displayed spend value is 99999999999.99, which is the maximum possible value.

• Display the business card of the supplier

Key users can extend both the purchase requisition items and follow-on documents, such as purchase orders, contracts, and RFQs, at header and item level. To extend the purchase requisitions items, key users can use the Custom Fields and Logic app to extend the SSP Purchase Requisition Item business context:

You have the following options:

• Add additional fields to the table and pop-up.

• Change the order of fields.

• Save the current layout.

• Make settings to exclude fields.

You can add fields to the following UI elements:

To extend the follow-on documents, key users can use the Custom Fields and Logic app to extend the following business context:

• SSP Purchase Requisition Item

• Purchasing Document

• Purchasing Document Item

You can make custom fields available in several apps, and a handover of data is also possible by using business scenarios. After enabling the extension field for a business scenario, the value of this field is copied between the corresponding purchasing documents such as purchase contracts, purchase orders, and RFQs.

• For the business context Purchasing Document, the following business scenario is available:

  Purchase Requisition Item to Purchasing Document Header on header level

• For the business context Purchasing Document Item, the following business scenario is available:

  Purchase Requisition Item to Purchasing Document Item on item level

The figure displays the app, Manage Service Entry Sheets - Lean Services.

With this app, you can create service entry sheets to record that the ordered services have been performed. You can change these service entry sheets and send them for approval. You can search for service entry sheets and you can sort, filter and group the list of the service entry sheets, for example, by supplier or by reference purchase order. - "Lean Services" are a type of service that can be purchased in the same way as materials using SAP Fiori apps, such as Manage Purchase Orders, Manage Service Entry Sheets - Lean Services, and Create Supplier Invoice. These apps enable a lean process of service procurement that is equivalent to the procurement of materials.

• Create or change a service entry sheet with reference to a purchase order

  Each service entry sheet references one purchase order. This purchase order can consist of standard items for planned lean services or limit items for unplanned lean services. After entering the purchase order number all purchase order items for lean services are added as service entry sheet items by the system.

  • Record planned services with reference to purchase order standard items.

    In the service entry sheet, you complete the data of the purchase order by entering the stated quantity and the date of performance.

  • Record unplanned services with reference to purchase orderlimit items.

    • In the service entry sheet, you record the services by entering an item description, the performance date, the stated quantity with its unit of measure, and the price per unit.

    • The system displays the expected value of the referenced purchase order limit item. It issues a warning if the expected value is exceeded and an error if the (aggregated) stated amount exceeds the overall limit.

• Maintain the account assignment in the service entry sheet

  You can define the account assignment for a service item in the purchase order or in the service entry sheet. Even if already defined in the purchase order item you can change the account assignment in the service entry sheet - with a few restrictions.

• Attach documents and add links on header level and on item level of the service entry sheet

• Initiate or cancel the approval process

  • When you have recorded all services you can send the service entry sheet for approval. Now, the service entry sheet gets status In Approval and is automatically displayed in the approver´s My Inbox. For more information on the approver determination, see the section Additional Information below.

  • If you want to edit it again, you can choose Withdraw from Approval as long as the service entry sheet is in status In Approval and edit it again.

  • Once the service entry sheet has been approved by an authorized person, a goods receipt document is created by the system and a corresponding invoice can be created, checked and posted.

  • If the service entry sheet has been approved and no follow-on documents exist other than the goods receipt document, you can choose Revoke Approval and edit it again.

The responsible persons to approve or reject the service entry sheets are determined in the app Manage Workflows for Service Entry Sheets - Lean Services (flexible workflow). They are specified by the preconditions of the applicable workflow definitions

Key users can extend the app in the Custom Fields and Logic app using the following business contexts:

• Procurement: Service Entry Sheet Header

• Procurement: Service Entry Sheet Item

You can enable usage of your custom fields for the data sources Service Entry Sheet Extensibility Model and Service Entry Sheet with Draft in the UIs and Reports section of the custom field maintenance and publish the custom fields.

You can add fields to the following UI elements using UI adaptation at runtime:

You can implement logic for the following Business Add-Ins (BAdIs):

Note

If BAdI Change of Service Entry Sheet Item is not enabled, the custom fields are open for input when creating or changing service entry sheets and are in read-only mode when displaying service entry sheets.

Business users can display fields that you have enabled in the Custom Fields and Logic app. The fields that you enable for this app are included in the personalization options for business users for the following UI elements:

The figure displays the app, Post Goods Receipt for Purchase Order.

With this app, you can post the receipt of goods with reference to the purchase order with which you ordered the goods. If a material is delivered for a purchase order, it is important for all the departments involved that the goods receipt entry in the system references this purchase order. This app supports you, for example, as a warehouse clerk in your daily work.

• Post the receipt of goods with reference to a purchase order, which contains order items for stock material (procurement for stock).

• Post the receipt of goods with reference to a purchase order, which contains order items that display single or multiple account assignments (procurement for direct consumption). With multiple account assignments, you can distribute the purchasing cost among different cost centers or projects, for example.

  Note

  You define the account assignment distribution together with the accounting information and ordered quantity in the purchase order. You can make these settings for valuated and non-valuated goods receipt.
  Note

  The app only displays the account assignments as further information. In the case of partial goods receipt the app does not re-calculate the distributed quantity.

• Post the receipt of goods with reference to vendor consignment stock.

• Post the receipt of goods with reference to a purchase order into the goods receipt (GR) blocked stock. Depending on your role, you can release items from GR blocked stock into the unrestricted-use stock, for example.

• Post the goods receipts for items (or return items), for example, create more than one material document. If an attachment is enclosed in the purchase order, it is, in general, tied to the material document of the standard goods receipt process.

• Post the goods receipt for order items with shelf life expiration date and production date. Before you post the goods receipt, the app supports a check of the shelf life expiration date.

  Note

  If the shelf life expiration date check is active and at least one of the fields Minimum Remaining Shelf Life or Total Shelf Life is maintained in the material master, you must enter the shelf life expiration date or the production date of the material at the time of the goods receipt. The app then checks whether the remaining shelf life is sufficient. Note that the minimum remaining shelf life is a minimum amount of time up to which the material must be in good condition so that the system accepts the goods receipt. Depending on your settings, the fields are displayed and/or are ready for input.
  Note

  You can only enter the shelf life expiration date of a material if the shelf life expiration date check is active for the plant, active for the used movement type, and the minimum remaining shelf life is maintained in the material master record or in the purchase order item.

• Extend the app according to your business needs (app extensibility).

• Displays detailed information about the level on which a material is stored: plant, storage location, or storage bin. Note that the availability of these fields depends on your configuration settings.

Purchase order items, which fulfill at least one of the following conditions, are not visible:

• Delivery Completed indicator is set.

• Account assignment categories that are not supported.

• Material is serialized.

If all items of a purchase order fulfill at least one of these conditions, the purchase order is not selectable.

This app supports the following account assignment categories:

Note

The app supports several movement types for different business processes. The app offers you authorization-dependent movement types. You have different authorizations depending on your business role. If movement types are missing for your task or you have restricted authorizations for a movement type, contact your administrator to check your business role(s)/restrictions.

In addition, the app supports the following technical features and options:

• This app supports the output management and attachment service.

• This app includes SAP CoPilot. This digital assistant in the SAP S/4HANA system supports you with features like business context awareness or quick actions to manage follow-on activities directly from the app.

• This app supports barcode scanning of purchase orders with mobile devices.

  Note

  Prerequisite for barcode scanning is a mobile device with a touch-sensitive display together with a SAP Fiori Client.

1. Select the purchase order for which you want to post the goods receipt.

   1. Enter the desired purchase order directly or enter the supplier to find the desired purchase order.

   2. Check the list of items and the open quantities per item.

2. Enter the relevant data to post the goods receipt.

   1. Enter the delivery note, the bill of lading, and a note (all optional).

   2. Enter the document date and posting date (all mandatory).

   3. Enter the quantity received for each item (mandatory).

   4. Choose the appropriate unit of measure.

      Note

      The app supports you with suitable default values for the base unit of measure and derived alternative units of measure of the same dimension.

   5. For procurement for stock:

      1. Enter a storage location of the given plant and choose the stock type (unrestricted-use, blocked stock, or stock in quality inspection).

         Note

         The value help supports you in posting stock more easily to all available storage locations of a plant. The value help for the storage location contains all the available storage locations if the following prerequisites are fulfilled:

         • The provided storage locations are already defined for the selected material in the material master

         • Plants and the related movement types are configured for automatic creation of a storage location

      2. If required, distribute the received quantity for each item to different storage locations and to different stock types.

   6. For procurement for direct consumption:

      Check the account assignments.

   7. If the open quantity of a certain item is completely covered by this goods receipt, select the Delivery Completed checkbox.

   8. If needed, enter a short text as a comment for an item. In the personalization area, you can specify whether you want to use the short texts defined for purchase order items as default values.

3. Post your goods receipt.

   1. Mark the items you want and confirm your entries.

   2. Check the material document displayed as confirmation.

If you notice that you have made an error in posting the goods receipt, correct the error by reversing the material document and posting the goods receipt again. To reverse the material document, use the Material Documents Overview app.

As an administrator, you can maintain the authorizations for the movement types in the Maintain Business Roles app that is part of Identity and Access Management. You create business roles by combining pre-defined business catalogs and, if necessary, restrict read and write access on field level, for example, for the movement types.

Prerequisites:

• You already have the administrator role.

• You have already created the business role you want to maintain.

Procedure

1. Open the Maintain Business Roles app from the SAP Fiori Launchpad. Existing business roles are listed on the initial screen.

2. Select the business role you want to maintain. An overview screen for the selected business role appears.

   By default the read access for each business catalog (including the movement types) is set to unrestricted and there is no write access. If you want to change these restrictions, select Maintain General Restrictions.

3. The movement types appear in the Write and Read sections under General. You can change the authorization rights (read/write) by selecting or deselecting single movement types or ranges of movement types.

4. Save your changes.

Depending on the authorization rights the administrator gives to a specific business role, such as Warehouse Clerk or Inventory Manager, the user can only use specific movement types to execute specific tasks or processes.

The Post Goods Receipt for Purchase Order app supports you with the following movement type:

Note

SAP predefines the possible movement types for this app. You can only use the movement type mentioned in the table above.

Key users can extend the app in the Custom Fields and Logic app using the Coding Block Business Context.

You can add fields to the following UI elements using UI adaptation at runtime:

The figure displays the Supplier Invoices List app.

With this app you can search for supplier invoices and use the search result as a supplier invoice worklist. The supplier invoices have been created with or without using the Business Network.

In the header section of the worklist, you can do the following:

In the worklist header row, you can do the following by using the Settings icon:

In addition, you can export the search result data to a spreadsheet.

In the worklist, you can navigate to the details of a specific supplier invoice.

Depending on the status, you can, for example, do the following:

• Status Posted or Blocked for Payment: You can navigate to the supplier invoice. You can review the detail data and reverse or release the supplier invoice.

• Status Held: You can navigate to the supplier invoice. You can choose the Edit function, and you can change the data and simulate, hold, or post the supplier invoice.

• Status Draft: You can navigate to the supplier invoice. You can complete the detail data and simulate, hold, post, or discard the supplier invoice. Supplier invoices with the status Draft are sent out by suppliers using the Business Network or external applications.

  A supplier invoice with status Draft can contain incomplete items, if the data retrieved automatically from an external supplier invoice is erroneous or incomplete. You can correct an incomplete item, and you can also assign an purchase order item. After checking the incomplete items, you can trigger the creation of real invoice items. The incomplete items are discarded when a real invoice document is created. You cannot delete an incomplete item.

• Status Draft (Personal): Supplier invoices with the status Draft (Personal) are created whenever you start entering an invoice with the Create Supplier Invoice tile. In the supplier invoice list, the supplier invoices with status Draft (Personal) are only displayed for your user. The status Draft (Personal) allows you to open the invoice draft in several views at the same time.

For invoices that are Blocked for Payment, the following information is displayed in the Payment Block tab of the invoice detail view:

• You can view the contact details for the purchaser and supplier.

• You can see the timeline for the invoice, including the creation date, posting date, cash discount dates, and payment due date.

• You can see payment block statistics related to that specific supplier and company code, including the amount of blocked invoices by block reason, the number of blocked invoices by block reason, and the total number of payment blocks by block reasons.

• You can view the prediction for critical cash discount situations.

  In case of blocked invoice items that are relevant for a cash discount, the system makes a prediction in the Payment Block section. Based on data records of past goods receipts from the supplier, the system indicates whether the goods receipt can probably be expected on time in relation to the cash discount due date. The prediction may help you to take the appropriate measures if the cash discount is at risk. In this case you can, for example, send a reminder to your supplier.

Note

If an SAP Ariba invoice is too complex, you cannot use the Create Supplier Invoice app to post the invoice. If the Create Supplier Invoice - Advanced app is available, you can create and post the invoice in this advanced app. Then, you can use the Create Supplier Invoice app to confirm that the SAP Ariba invoice already exists. To do this, choose the Confirm function and enter the invoice number of the previously posted invoice.

Note

The Supplier Invoice views belong to the Manage Supplier Invoices app.

Key users extend the app in the Custom Fields and Logic app using the Supplier Invoice Header business context.

You have the following options:

• Add previously created fields to the table

• Change the order of fields

• Rename fields

• Save the current layout

• Make settings to exclude fields

You can add fields to the following UI elements:

The figure displays the Create Purchase Requisition app.

With this app, you can create purchase requisitions. You can select products from catalogs or provide descriptions of the items to create the purchase requisition.

• Search for materials or services, using wild card characters.

• Add an existing item or enter a free-text description for the item to be procured.

• Add more details to an item, such as source of supply, and accounting information.

  Note

  <Supplier Part Number> values are automatically assigned if items in OCI 4.0 or OCI 5.0 catalogs have pre-assigned <Supplier Part Number> values, and items from these catalogs are added to the purchase requisition. You can also maintain <Supplier Part Number> for a free text item, service and material.

• Add multiple account assignments.

• Add an item to a purchase requisition. The <Purchasing Group> is automatically populated based on the corresponding plant and the material group. However, if multiple purchasing groups are configured, you must select the required purchasing group from the value help.

• Add items to an existing purchase requisition.

  Note

  You cannot add items to a purchase requisition if your user settings have been changed in the Default Settings for Users app.

• Create purchase requisitions on behalf of other users. For example, an assistant can create purchase requisitions for a manager. To do this, you can assign a requestor (other than yourself) to purchase requisitions during creation. When creating purchase requisitions on behalf of others, consider the following:

  • You can change the default requestor on the item overview. By default, the person creating the purchase requisition is the requestor.

  • Requestors can view their purchase requisitions in the My Purchase Requisitions app, and they can create follow-on documents such as goods receipts and return deliveries.

• If price validation has been set up for your purchasing organization, the system updates the price with the latest catalog price and informs you accordingly.

• Copy changes you have made to one requisition item to other items, as required.

• Submit a purchase requisition for approval. The approval can be performed at header or item level, depending on the settings specified in the Manage Workflows for Purchase Requisitions app.

  Note

  The approver can subsequently view the purchase requisition document in the My Inbox app, and approve or reject it.

Note

If you click the <Copy> button in the My Purchase Requisitions app, you are directed to this app. You can add or delete items of the copied purchase requisition.

A new purchase requisition is created only when you order.

If SAP S/4HANA is configured as a hub system and you have activated Central Requisitioning in Central Procurement, the following additional features are available to you:

• You can see the plant and company code values assigned to you on the landing page.

  Note

  This information is based on the plant and company code assigned to you by a key user using the Default settings for Users app.

• If the cross-catalog search has been enabled and catalog data has been extracted from the connected systems, you can search for and select items.

• If you use an extracted catalog item, the <Supplier Part Number> are automatically assigned to the added item if it is maintained.

• You can select a <Plant> or <Company Code> that differs from the default entries that have been assigned to you in the Default Settings for Users – Procurement app, as long as the plant and company code combination maps to the same connected system. You can use value help to choose a valid combination of plant and company code from the available list.

• Using the <Create Own Item> button, you can add lean services by choosing the <Services> option for the <Type> field. Note the following:

  • When a purchase requisition is replicated to SAP ERP , it is replicated as an external service, that is, <Item type> "D" is created.

  • When a purchase requisition is replicated to SAP S/4HANA and SAP S/4HANA Cloud connected systems, then purchase requisition items are replicated as lean service items.

• You can create purchase requisitions in a connected system, other than the one assigned to you. If you have the necessary authorizations, you can navigate from the Create Purchase Requisition app to the Default Settings for Users app, where you can change the plant and company code.

• Address of the assigned plant (from the connected system) shall be automatically assigned as the <Delivery Address> if your office address is not maintained.

• Retrieve and assign <GL Account> information automatically from SAP ERP or SAP S/4HANA when you add items (items can be Material, free text item or Services) in the purchase requisition. You can also retrieve <GL Account> information by click on Retrieve Account Preferences.

• If you add a material using value help (which shows a material list from a connected system) to a purchase requisition, corresponding information such as <UOM>, <Description>, <Valuation Price>, <Material Group>, and <Price Unit> are automatically assigned.

  Note

  If you create a purchase requisition in a hub system, it can be replicated in connected systems in held status, in case of incomplete or incorrect data or any application issues.

• You can choose value help for accounting objects like Asset, Network, Network Activity, WBS Element and Order.

  Note

  You can modify the properties of different fields that appear on the user interface of purchase requisitions. You can make the fields hidden, read-only, mandatory, or optional as per your requirements. To modify the properties, create an implementation in Manage Field Controls for Purchase Requisitions in the Custom Fields and Logic app.

• You can use Business Add-Ins (BAdIs) to implement custom field checks (MM_PUR_S4_SSPPR_CHK_DRAFT_ITEM) and set predefined field values (MM_PUR_S4_SSPPR_MOD_DRAFT_ITEM) based on your requirements.

Key users can extend the app in the Custom Fields and Logic app using the Procurement: Purchase Requisition Item business context.

You can enable usage of your custom fields for the data source Purchase Requisition Item GUI in the UIs and Reports section of the custom field maintenance and publish your custom fields.

You can add fields to the following UI elements using UI adaption at runtime:

You can implement logic for the following Business Add-Ins (BAdIs):

Note

If neither BAdI BAdI for PR Check nor BAdI PR BAdI for Item is implemented, the custom fields are open for input when creating or changing purchase requisitions and are in read-only mode when displaying purchase requisitions.

The figure displays the app, My Purchasing Document Items - Professional.

With this app, you can quickly gain an overview of the items in your purchasing documents for each supplier and keep track of those purchasing documents for which you, as a purchaser, are responsible. Besides the count of purchasing document items, the app provides separate tabs for purchase requisitions, purchase orders, good receipts, and supplier invoices. The clear and customizable views let you monitor your purchasing document items for each supplier at the level of detail you require.

• Monitor your purchasing document items based on filter criteria such as material group, purchasing, group, plant, and status.

• Get an overview of all documents for which a difference exists between the supplier invoice value and the ordered value.

• Display detailed data of the items in purchase requisitions, purchase orders, goods receipts, and supplier invoices.

• Display and compare item data for one or more suppliers.

• Adapt the views to display precisely the data you need.

• Navigate to the Purchase Requisition object page.

• Navigate to the Manage Purchase Orders app.

• Navigate to the Material Document details page (only if you have access to the Material Document Overview app).

• Navigate to the Supplier Invoice app (only if you have access to this app).

Note

If the extended material number has been activated in your back-end system, it is automatically displayed in the Material field in this app.

Note

For purchase order items of type Service, the following values are not calculated by the app:

• Delivered Quantity

• Delivered Value

• Invoice Quantity

• Invoice Value

• Quantity to be Delivered

• Value to be Delivered

• Quantity to be Invoiced

• Value to be Invoiced

• Next Delivery Date

• Next Delivery Quantity

The figure displays the Material Documents Overview app.

With this app you can display a list of material document items and display the material document details of a selected material document item. In addition, you can reverse a material document. This app supports you, for example, as a warehouse clerk or an inventory manager in your daily work.

• Get an overview of material documents such as goods issue, goods receipt, and material movements with the following information, for example:

  • Document date

  • Movement type, for example, goods issue for delivery

  • Document items

    Note

    With the stock change type (for example, stock decrease), you specify for which kind of material document on a specific organizational level you want to search. Depending on the stock change type you choose, you can select further filter criteria.

• Display a list of material document items. You can search for accounting information (G/L account or cost center) in material documents with multiple account assignments of the valuated goods receipt.

  Note

  For non-valuated goods receipts the account assignment is not stored on material document item level. Therefore, neither the material document nor the material documents overview displays the account assignments for non-valuated postings.

• Display the process flow for a material document with the relevant preceding document and follow-on document.

• Add attachments to the material document.

• Determine forms of output for a material document, such as print output or electronic data interchange (EDI)

• Reverse or partially reverse a selected material document.

• Display the details of a selected material document item for example, single or multiple account assignments.

  Note

  The app supports several movement types for different business processes. The app offers you authorization-dependent movement types. You have different authorizations depending on your business role. If movement types are missing for your task or you have restricted authorizations for a movement type, contact your administrator to check your business role(s) and restrictions.

• Export the result list to a spreadsheet.

• Send a link to the material document details via e-mail.

• This app includes SAP CoPilot. This digital assistant in the SAP S/4HANA system supports you with features like business context awareness or quick actions to manage follow-on activities directly from the app.

1. To search for material documents, enter your filter criteria and choose Go.

   • Depending on your filter criteria, the app displays a list of material document items.

   • Note that maybe some columns of the results list are hidden. In the personalization area, you can specify the columns that the system displays in the results list.

2. To display the details of a material document, choose the corresponding material document item.

3. If required, you can reverse the material document.

   Note that you can execute full reversal of all materials or partial reversals of document items in a material document.

Key users can extend the app in the Custom Fields and Logic app using the Coding Block Business Contexts.

You can add fields to the following UI elements using UI adaptation at runtime:

You can implement logic for the following enhancement options:

Key users can extend the app in the Custom Fields and Logic app using the following business contexts:

• Master Data: Product General

• Master Data: Product Plant

• Master Data: Batch

You can enable usage of standard fields for the data source Find Material Documents Overview Items in the UIs and Reports section of the custom field maintenance and publish the standard fields.

Business users can display fields that you have enabled in the Custom Fields and Logic app. The fields that you enable for this app are included in the personalization options for business users for the following UI elements:

Note

In the Custom Fields and Logic settings, you must add the data source extension Find Material Documents Overview Items.

The figure displays the app, My Purchasing Document Items (S/4HANA).

With this app you can quickly search through big amounts of purchasing documents you as a purchaser are responsible for, namely purchase requisitions, purchase orders, goods receipts, and supplier invoices.

• Get an overview of all documents for which a difference exists between the supplier invoice value and the ordered value

• Drill down into the details of a purchase requisition item, a purchase order, a goods receipt item, and a supplier invoice

• Post a goods receipt for purchase orders

• Create a new purchase order

Note

If the extended material number has been activated in your back-end system, it is automatically displayed in the Material field in this app.

The figure displays the Manage Profit Centers app.

You can use this app to search for, create, display, and edit the master data for a profit center, anywhere and at any time. This app manages profit center master data in an easy-to-consume way.

During the setup of your SAP S/4HANA Cloud system, a default profit center group and a default profit center must be created first in your quality system and then in your production system before you commence business. These settings are made in the Configure your Solution app in both systems. From the Configure Your Solution app, you go to the corresponding business app, either Manage Profit Centers or Manage Profit Center Groups, where the actual settings are made.

• Search for and list profit centers

• Display profit center master data

• Create profit centers

• Display profit centers

• Edit profit centers

• Copy profit centers

• Add analysis period

• Assign company codes

• List all change documents information

Note

The main screen of the Manage Profit Centers app is not extensible. However, the other parts of this application can be extended, for example, the Profit Center: New

Key users can extend the app in the Custom Fields and Logic app by creating new fields for the Profit Center Master Data business contexts:

You can add fields to the app using UI adaption at runtime:

The figure displays the My Inbox app with a purchase order approval request.

You can use this app to make important decisions via mobile or desktop devices anywhere and anytime. Using this app, you can process your workflow tasks based on the decision options defined in the back-end system.

• Process your workflow tasks.

• Perform the standard actions (for example, claim, release, or forward a task), available by default.

• Perform mass actions, that is, process several tasks of the same type at the same time.

• View and add comments to an item using the Comments tab of the Detail view.

• View custom attributes that provide additional information about the task instance.

• View, upload, and delete attachments.

• Create and manage substitution rules to manage the tasks in your absence.

• Send emails.

• View the business cards of the application users. Browse, sort, filter, and group tasks requiring action.

• Easily process all your tasks with the preconfigured All Items tile.

• View the support information about a task instance.

• View the task history for workflow tasks.

• View the additional information provided in the related objects for workflow tasks.

• View the completed tasks and suspended tasks from Outbox tile.

• Filter the tasks based on substitute users.

• Filter the tasks using the filter criterion My Tasks and Tasks on Behalf of.

You can process your workflow tasks within My Inbox application. You can work on a task, approve or reject task instance, and view its description. You can also claim, release, forward, and suspend tasks.

• Show Log

  You can view details about the workflow of a selected task and events relevant to it chronologically. You can also view the business card of the agent and to navigate to task details from the workflow log.

• Claim

  By choosing Claim standard action, you reserve a task for processing.

  Note

  When you claim a task, you become the processor of the task and all other recipients no longer see it in My Inbox. In this case, the status of the task changes from Ready to Reserved.

• Release

  You can release a task, of which you are the processor.

  Note

  When you release a task, you are no longer assigned as a processor of this task and it becomes visible in My Inbox for its other recipients. In this case, the status of the task changes from Reserved to Ready.

• Forward

  You can forward a task to assign it to other users for processing, and as an option to add a note to the recipient of the task. As a result, the forwarded task is no longer be available in your inbox, and appears in recipient’s inbox.

• Suspend

  You can suspend a task for a certain amount of time.

  Note

  You can suspend as task, which you have already claimed, or which is in status Ready. In case the task is in status Ready, then it is automatically claimed in your name and you become its processor. The other recipients no longer see the task in My Inbox. At the resubmission date you have chosen, while suspending the task, it automatically reappears in your Inbox for processing.

The figure displays the app, Clear GR/IR Clearing Account.

With this app you can maintain the goods receipt and invoice receipt clearing account. If quantity differences exist between goods receipt and invoice receipt for a purchase order, then a balance results on the goods receipt and invoice receipt (GR/IR) clearing account. If the quantity invoiced is larger than the quantity received, the system expects further goods receipts for this purchase order to clear the balance. If the quantity received is larger than the quantity invoiced, the system expects further invoices for this purchase order to clear the balance. You can also clear differences for delivery costs.

• Select the transactions for which you want to post the differences.

• Clear the balance manually, if no more goods or invoices are to be received. This can be done in different ways:

  • You can cancel the invoice and post a corrected invoice or a credit memo for the surplus posted quantity.

  • You can clear the GR/IR clearing account manually.

• Maintain GR/IR Account Movements: The offsetting entry to clear the GR/IR account is the same as the posting made when you enter an invoice for a purchase order.

  • Material with Moving Average Price (MAP)

    The GR/IR account is cleared against the stock account, unless no stock coverage exists. If the material stock is smaller than the quantity to be cleared, only the actual stock quantity is debited or credited proportionally. The remaining amount is posted to a price difference account.

  • Material with Standard Price

    The offsetting entry is posted to a price difference account.

  • Purchase Orders Assigned to an Account

    The offsetting entry is made to the cost or fixed asset account shown in the account assignments in the purchase order.

The GR/IR clearing account is usually cleared at the end of a period or fiscal year for those order items that no further goods receipts or invoices are expected for.

1. Choose various selection criteria for the transactions for which you want to post the differences.

2. Choose Execute.

3. On the selection screen, the individual purchase order items that have quantity variances are displayed.

4. Select the order items that you want to clear.

5. Clear the GR/IR clearing account for the selected purchase orders by choosing Post.

The figure displays the app, Display/Cancel Account Maintenance Document.

With this app you can cancel the account maintenance document. If you clear quantity differences between the goods receipt (GR) and invoice receipt (IR) for a purchase order using account maintenance, the system produces an account maintenance document. The document displays the quantities of the debit or credit of a material in the GR/IR clearing account maintenance.

• Enter the document number or select the document number required.

• Reverse the document.

  As a result, the original difference on the GR/IR clearing account is restored.

• Correct the GR/IR clearing account again by means of more goods receipts or by clearing it manually.

• SAP Activate Roadmap Viewer

• SAP Best Practices Explorer: SAP Best Practices for SAP S/4HANA Cloud

• SAP Help Portal: SAP S/4HANA Cloud

• SAP Fiori Apps Reference Library

Note

Please open links to standard websites in your regular desktop browser instead of the remote desktop browser used for the S/4HANA Cloud training system. Use the remote desktop browser only for accessing the training system. In both SAP Activate Roadmap and SAP Best Practices Explorer, verify that you are logged into an active session before attempting to access or download accelerators. Active sessions time-out after approximately 10 minutes of inactivity. You must refresh the webpage to renew an active, logged-in session. In SAP Best Practices Explorer, also verify the "Version" of any solution package you access is set to the correct country localization. This dropdown menu is found at the top of the solution package information, next to the description.