SAP Learning Journey

Understanding Process Steps and Business Roles for Service and Material Procurement (J13)

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

After completing this lesson, you will be able to:

  • Define process steps for Service and Material Procurement (J13)
  • Identify business role(s) for Service and Material Procurement (J13)

Process Steps for Service and Material Procurement (J13)

Process Steps for Service and Material Procurement (J13)

Process StepDescription
Create a Basic Agreement (Quantity Contract) (Optional)A quantity contract is an agreement between a purchasing organization and a supplier to decrease or increase a certain quantity of a product in an indicated period. The purchasing organization fulfills a contract by placing purchase orders against it. These purchase orders are called now as release orders (or call-offs). The supplier fulfills the contract by supplying the released quantity. When you create a call-off, you refer to the relevant contract. The system automatically updates the released quantities in the contract.

Process Steps for Service and Material Procurement (J13), Service Procurement - Posting Expenses for External Employee

Process StepDescription
Create Purchase Order for Expenses with Text ItemsYou will enter the purchase order data, check the purchase order for completeness, then save the purchase order.
Monitor Purchase Order Items (Optional)In this procedure, you can monitor each item in purchase orders, but by default only overdue items would be listed in the app. but by default only overdue items would be listed in the app.
Create Supplier Invoice with PO Relation (with Item Block)You will enter the general purchase order data, enter purchase order references, enter payments information, and check the invoice item data. The amount and quantity correspond to the values of the purchase order.
Note
If the item amount in the supplier invoice is different from the PO amount, the item amount can be changed and the invoice will be blocked in the item level with a blocking reason.
You will then enter the tax information, the gross invoice amount, select the items you want to post, and run a simulation to see if there are error messages. If there are not messages, the supplier invoice is complete.
Check Blocked Supplier Invoice with Notification (Optional)In this procedure, supplier invoices with payment block are displayed. Blocked for Payment is a dynamic link which is visible only in invoice header when the invoice is blocked for payment. The link contains data relevant for explaining the block situation and its possible resolution (Actions to contact supplier/purchaser, Block related statistics). Situation and Notification will be triggered according to the Selection Criteria set in the preliminary steps. The system automatically detects cash discount situations by daily job, and indicates critical situations using the notification functionality on the home screen. This enables team members to proactively react to potential overdue cash discounts and avoid negative implications to the business processes of the company.
Note
You must perform the steps: 1) Create Ready-to-Use Situation Type for Cash Discount at Risk and 2) Create Team and Responsibilities before testing this step.

Process Steps for Service and Material Procurement (J13), Service Procurement - Purchasing of External Services with Service Material Item

Option 1: Manual Creation of Service Entry Sheet

Process StepDescription
Create Purchase Order for Service ItemsYou will enter the purchase order data, check the purchase order for completeness, then save the purchase order.
Maintain Service Entry SheetThe purchase order is populated, then the Service Entry Sheet is saved and sent for approval. It should be automatically approved if the workflow Automatic Release of Service Entry Sheet is activated in the prerequisite step to Configure Flexible Workflow for Service Entry Sheets. If a different workflow is activated, the Service Entry Sheet might need a relevant receipt’s approval.
Create Supplier Invoice with SES RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Option 2: Automatic Creation of Service Entry Sheet

Process StepDescription
Create Purchase Order for Service ItemsYou will enter the purchase order data, check the purchase order for completeness, then save the purchase order.
Review Service Entry Sheets from Time RecordingYou must perform scope item Time Recording before testing this step. After time recording is approved, the service entry sheet is created automatically.
Review Error Logs for Service Entry Sheets Processing (Optional)If errors occur during the creation or deletion of Service Entry Sheet, an error log will be written.
Schedule Automatic Creation of Service Entry Sheets from Time Recording (Optional)In this process step you schedule an automatic Creation of Service Entry Sheets from Time Recording. This procedure is used for error handling, such as reprocessing of the failed time-recordings.
Create Supplier Invoice with SES RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Option 3: Import Service Entry Sheets

Process StepDescription
Create Purchase Order for Service ItemsYou will enter the purchase order data, check the purchase order for completeness, then save the purchase order.
Configure Import Service Entry Sheets for Specific Users

In this step, you make sure that Import of Service Entry Sheets for Specific Users is activated.

Import Service Entry SheetsIn this step, you upload the service entry sheets.
Create Supplier Invoice with SES RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Process Steps for Service and Material Procurement (J13), Service Procurement - Procurement of Limits Item for a Project

Process StepDescription
Create Purchase Requisition for Limits ItemYou will enter the purchase requisition data and save the purchase requisition.
Note
When completing the G/L Account field, make sure the G/L account used is already mapped with Resource and Key Figure. If not, there would be an error during purchase document creation: G/L account is not assigned to an expense type.
Convert Purchase Requisition into Purchase OrderYou will select a purchase requisition and create a Standard PO.
Creation of Service Entry Sheet with Flexible WorkflowThe purchase order is populated, then the Service Entry Sheet is saved and sent for approval. It should be automatically approved if the workflow Automatic Release of Service Entry Sheet is activated in the prerequisite step to Configure Flexible Workflow for Service Entry Sheets. If a different workflow is activated, the Service Entry Sheet might need a relevant receipt’s approval.
Create Supplier Invoice with PO RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Process Steps for Service and Material Procurement (J13), Service Procurement - Posting Expenses for Internal Employees without PO Relation

Process StepDescription
Create Supplier Invoice without PO/GRThis process is to create an individual invoice. If you need to mass upload supplier invoices, please refer to scope item, Accounts Payable (J60).

Process Steps for Service and Material Procurement (J13), Third-Party Order Processing - Procurement of General Material for a Project

Process StepDescription
Create Purchase Order for Material Items With Multiple Account Assignment (Third-Party Order Processing for all Countries)You will enter the purchase order data, add freight cost (optional), check the purchase order for completeness, then save the purchase order.
Goods Receipt of Third-Party Order ProcessingYou will search for a purchase order, then select a purchase order to view the goods receipt. You will select the items for which a goods receipt is to be posted (select an item with a quantity of two or more pieces), then you will post the goods receipt. A system message will confirm the goods receipt was posted successfully.
Create Supplier Invoice with PO/GR RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Process Steps for Service and Material Procurement (J13), Third-Party Order Processing - Procurement of Text Based Material for a Project

Process StepDescription
Create Purchase Order for Text ItemsYou will enter the purchase order data, check the purchase order for completeness, then save the purchase order.
Goods Receipt of Text Based Material ItemsYou will search for a purchase order, then select a purchase order to view the goods receipt. You will select the items for which a goods receipt is to be posted (select an item with a quantity of two or more pieces), then you will post the goods receipt. A system message will confirm the goods receipt was posted successfully.
Create Supplier Invoice with PO/GR RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Process Steps for Service and Material Procurement (J13), Procurement of Consumable Material - Procurement of Consumable Material for a Project

Process StepDescription
Create Purchase Requisition for Consumable Material ItemsYou will enter the purchase requisition data, and add the items to your cart. The total value will be displayed, and you can check the item details.
Note
In the item details, make sure the G/L account used is already mapped with Resource and Key Figure. If not, there would be an error during purchase document creation: G/L account is not assigned to an expense type.
Select the Order button to save the purchase requisition. If you see a warning message: Your entries will be lost when you leave this page., you can choose OK and ignore the message.
Convert Purchase Requisition into Purchase OrderYou will select a purchase requisition, and create a purchase order from the requisition. You can only convert a purchase requisition if a source is assigned. You have to check first and if no supplier is assigned, you must assign one.
Optional Step: Change Purchase OrderYou can select and edit a purchase order.
Purchase Order OutputThe system displays a list of purchase orders, you select a purchase order, and the purchase order document opens as a PDF file. All saved purchase orders with the output status In Preparation can be viewed. Last, the output items are sent to the printer queue.
Optional Step: Check Purchasing Document ListIn this procedure, you check purchase orders for stock material.
Goods Receipt of Material ItemsYou will search for a purchase order, then select a purchase order to view the goods receipt. You will select the items for which a goods receipt is to be posted (select an item with a quantity of two or more pieces), then you will post the goods receipt. A system message will confirm the goods receipt was posted successfully.
Optional Step: Check Goods Receipt DetailsYou can search for a goods receipt to view the material document, and the relevant data for the goods receipt.
Optional Step: Reverse Goods ReceiptYou can search for a goods receipt, and select the Reverse button to reverse the goods receipt.
Create Supplier Invoice with PO/GR RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Process Steps for Service and Material Procurement (J13), Procurement of Consumable Material - Procurement of Text Based Material for a Project

Process StepDescription
Create Purchase Order for Consumable Text ItemsYou will enter the purchase order data, check the purchase order for completeness, then save the purchase order.
Goods Receipt of Text ItemsYou will search for a purchase order, then select a purchase order to view the goods receipt. You will select the items for which a goods receipt is to be posted (select an item with a quantity of two or more pieces), then you will post the goods receipt. A system message will confirm the goods receipt was posted successfully.
Optional Step: Update Profit Center for User ResponsibleIf the precondition Account assignment category 'Profit Center' is used in workflow, you need to update your profit center user responsible for Invoice workflow.
Create Supplier Invoice with PO/GR RelationYou will enter the general data for the invoice, enter the Purchase Order References, check the invoice item data (the amount and quantity correspond to the values of the goods receipt(s)), enter the payments information, enter the tax data, and enter the gross amount of the invoice. You will simulate the supplier invoice and check if any error messages are displayed. If there are no errors, the supplier invoice is posted.

Process Steps for Service and Material Procurement (J13), Purchase Document Processing (Optional Steps)

Process StepDescription
Approve Supplier Invoice (Optional)You will select an invoice document that is blocked for payment, and release the invoice.
Workflow for Approving Supplier Invoice (Optional)As the approver (set in a preliminary step), you will search for a supplier invoice in the My Inbox app. In the Release of Blocked Invoice screen, you can choose the Release button.
Invoice Reversal (Optional)You will reverse a supplier invoice.
GR / IR ClearingYou will search for purchasing documents, and if purchase orders exist that need to be cleared, you will select one and choose Post. The clearing document is created, and you will write down the document number to use in the following step.
Cancel Accounting Document (Optional)In this step, you will reverse the GR/IR clearing posting using the clearing document number created in the previous step. After the accounting maintenance document is reversed, the reversal document number will be displayed.
Map G/L Account with Resource and Key Figure (Optional)In this procedure, you will Map G/L Account with Resource and Key Figure. Please make sure G/L account used is already mapped with Resource and Key Figure. If not, during purchase document creation, there would be error: G/L account is not assigned to an expense type.

Business Role(s) for Service and Material Procurement (J13)

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 system.

How to Find Business Roles for a Scope Item

  1. Navigate to SAP Best Practices for SAP S/4HANA Cloud‎ .
  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.

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 (e.g. 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 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 (e.g. 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 (i.e. define the Company Code field = 1710). Then, you may edit the individual business catalogs within the role and define the access category (i.e. 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 (e.g. 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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