mm external procurement services 209 bpp en zh 20080405

SAP ECC 6.00

March 2008

English

External Procurement Services (209)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Procedure

SAP Best Practices External Procurement Services DE (209): BPP

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Roles..................................................................................................................................... 6

3 Process Overview Table...............................................................................................................6

4 Process Steps.............................................................................................................................. 7

4.1 Creating a Purchase Order....................................................................................................7

4.2 Maintaining a Service Entry Sheet........................................................................................9

4.3 Approving the Service Entry Sheet......................................................................................10

4.4 Invoice Verification..............................................................................................................11

5 Appendix.................................................................................................................................... 12

5.1 Reversal of Process Steps..................................................................................................12

5.2 SAP ERP Reports...............................................................................................................12

5.3 Used Forms......................................................................................................................... 13

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External Procurement Services

1 Purpose The service provider is in need of a service from a 3rd party.

The business process starts with a purchase order. It is possible to create a purchase order without reference or with reference to a purchase requisition.

The service entry is booked to confirm the service performed. The invoice is booked with reference to the purchase order.

2 Prerequisites

2.1 Master Data and Organizational DataA range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, customers, and so on.

This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Service

Service Plant

Master data Value Master / org. data details Comments

Company code 1000 Company Code 1000

Plant 1000 Production Plant 1000

Vendor 300100 Vendor Services

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Purchase organization

1000 Purch. Org. 1000

Purchasing group 001 Purchasing Group 001

Material/Services You can use service with

or without a service number.

2.2 Roles

UseThe following roles must have been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Buyer SAP_BPR_PURCHASER-S Creating a Purchase Order

BP: Service Employee

SAP_BPR_SERVEMPLOYEE-S Maintain a Service Entry Sheet,

Approve the Service Entry Sheet

Accounts Payable Accountant 1

SAP_BPR_AP_CLERK-S1 Invoice Verification

3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Creating a purchase order

- – Buyer ME21n Purchase Order for external services is created.

Maintain a Service Entry Sheet

– – BP: Service Employee

ML81N The Service Entry Sheet has been created.

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Process step External process reference

Business condition

Business role

Trans-action code

Expected results


– – BP: Service Employee

ML81N The status of the service entry sheet is changed to ‘Accepted’

Invoice Verification – – Accounts Payable Accountant 1

MIRO Invoice has been created and blocked for payment.

4 Process Steps

4.1 Creating a Purchase Order

UseThe purpose of this activity is to formalize a specific requirement for a service from the vendor by creating a purchase order.

Procedure1. Access the transaction using one of the following transactions:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known

Transaction code ME21N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menu Purchasing Purchase Orders Create Purchase Order

OR Top Menu: Create Purchase Order

If you use the reference to a purchase requisition, go to the following steps:

2. On the Create Purchase Order screen, choose Document overview on.

3. If you create a purchase order with reference to a purchase requisition choose Selection Variant and choose Purchase requisitions.

4. On the Purchase requisitions screen, enter the PO number created earlier in the Purchase requisition number field.

5. Choose Execute. The purchase requisition is displayed on the Create Purchase Order screen.

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6. Using drag and drop, move the purchase requisition number into the shopping cart and enter the following data (If you create the purchase order without a reference to the purchase requisition) or check the data (create with reference).

Field name Description User action and values Comment

Header data

Order Type NB

Vendor 300100

Purchasing Org. 1000

Purch. Group 100

Company Code 1000

Item Overview

Short text Services Enter what you need (description)

A – Account assignement category

K Cost center

I – Item Category D Service

Plnt 1000 Plant

Matl group YBSVS1

7. Confirm your entries with Enter.


Item Details – Services (Line 10)

Short Text Activity If you have more than 1 activity please go on in line 20 in item details

Quantity 1

Unit AU Unit for services

Gross Price 200 Enter your price

Cost Center 1701 Use existing cost center

8. Choose account assignment. Overwrite the proposed value. Enter the correct value for services 57010203. This is important for reporting in CO modules.

9. Choose Invoice tab on item detail screen, enter the following values:


Item Details - Invoice

Invoice – Tax Code J1

10. Confirm your entries with Enter

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11. Save the purchase order.

12. Make a note of the standard purchase order number: _______________________________.

13. Choose Back to return to the SAP Easy Access menu.

ResultYou have created a purchase order for third-party services and materials.

4.2 Maintaining a Service Entry Sheet

UseIn this activity the performed services are reported in the service entry sheet.

Procedure1. Access the activity using one of the following navigation options:


SAP ECC menu Logistics Materials Management Service Entry Sheet Maintain

Transaction code ML81N


Business role BP: Service Employee (SAP_BPR_SERVEMPLOYEE-S)

Business role menu Customer Service Time Management Service Entry Sheet

2. On the Display Entry Sheet choose Other Purchase Order / Other document (Shift + F5).

3. A dialog box appears. In the Select Purchasing Order/Entry Sheet screen make the following entries and Choose continue (Enter).

Purchase Order

<Purchase order number from previous step>

4. The purchase order is now selected. In the Service Entry Against Purchase Order 45000000xx 0010 screen, choose Create service entry sheet (Ctrl. + F1), to create a service entry for the purchase order.

5. In the 10000000xx Create Entry Sheet Screen choose Service Sel. you find below. To copy services from purchase order.

6. A popup screen with the name Service Selection appears, in this screen mark From Purchase order, in the field the purchase order is defaulted. Also mark Adopt full quantity, and then choose continue (enter).

7. In the screen Select Services as Reference, mark the first row. Then choose Services / Adopt Services (F9).

8. In the 10000000xx Create Entry Sheet screen make the following entries and then choose continue (enter).

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Short text

Cleaning report week <This week number>

<The short text is at the top of the screen just below the purchase order number>

9. Save the service entry sheet by choosing Save (Ctrl. + S).

10. Confirm the message.

Make a note of the entry sheet number.Entry sheet: ____________ ________________.


ResultThe Service Entry Sheet has been created with reference to the purchase order.

4.3 Approving the Service Entry Sheet

UseIn this activity the service entry sheet is approved by the company. When this is done the vendor can send an invoice for the approved amount to the service provider.



SAP ECC menu Logistics Materials Management Service Entry Sheet Maintain

Transaction code ML81N


Business role BP: Service Employee (SAP_BPR_SERVEMPLOYEE-S)


2. On the Display Entry Sheet choose Other Purchase Order / Other document (Shift + F5).

3. A popup screen is shown, in the Select Purchasing Order/Entry Sheet screen make the following entries and Choose continue (Enter).

Entry sheet

<Entry Sheet number from previous step>

4. To be able to change the service entry sheet, choose Change.

5. In the 10000000xx Change entry Sheet screen, choose Accept (Ctrl. + F1) to accept the service entry sheet as it is. Save the Entry sheet by choosing Save (Ctrl. + S).

6. Confirm the saving message with Yes.


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ResultThe status of the service entry sheet is changed to ‘Accepted’.

4.4 Invoice Verification

UseThe vendor sends an invoice for the Service delivered. This invoice must be booked against the purchase order and verified with the entry sheet.



SAP ECC menu Logistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice

Transaction code MIRO


Business role Accounts Payable Accountant 1 (SAP_BPR_AP_CLERK-S1)

Business role menu Accounts Payable Invoices Enter Incoming Invoice w/ PO Reference

OR Top Menu: Create Enter Incoming Invoice w/ PO Reference

2. In the Enter Incoming invoice: Company Code 1000: Overview screen, make the following entries.

A dialog box might occur; here you enter the company code 1000. This will occur if you have not been working in the system before and don’t have a default company code. You can check the actual company code by clicking on Edit Switch company code or press F7.

Invoice Date Amount Reference Calculate tax

<Today's Date> 200 + TAX Cleaning week <This week number> X

3. At the Tab page PO reference choose Purchase Order/Scheduling Agreement from the drop down box select 1 Purchase Order/ Scheduling Agreement and in the field Purchasing Document Number, right next to the drop down box, enter the purchase order number. Choose Enter to update the screen.

You can also search for the purchasing order using F4, use vendor 300100.

4. Mark the check box in the column for the line item.

5. Scroll right in the item overview area and mark the check box in the column Final Invoice (in the middle of the table).

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6. To post the invoice choose Post(Ctrl.+ S).


ResultInvoice has been created and blocked for payment

5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.


Transaction code ( SAP GUI) ML81N

Reversal: Change the Service Entry Sheet

Transaction code ( SAP GUI) ML81N

Business role BP: Service Employee


Comment Choose Revoke acceptance (Ctrl + F2).

Invoice Verification

Transaction code ( SAP GUI) MIRO

Reversal: Cancel Invoice Document

Transaction code ( SAP GUI) MR8M

Business role Accounts Payable Accountant 1 (SAP_BPR_AP_CLERK-S1)

Business role menu Accounts Payable Invoices Cancel Invoice Document

Comment Enter the invoice number you want to cancel and select the Reversal Reason.

5.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

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You can find detailed descriptions of the individual reports in the following BPP documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction code Comment

Purchasing Documents per Account Assignment

ME2K A purchase document overview for different accounts (e.g. cost center)

Purchasing Documents per Vendor

ME2L A purchase document overview for different vendors.

5.3 Used Forms

UseIn some of the activities of this business process, forms were used. The table below provides details on these forms.

Common form name

Form type Used in process step Output type

Technical name

Purchase Order SmartForm Step Name NEU ZR2R_MMPO_L

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The service provider is in need of a service from a third party.

The business process starts with a purchase order. It is possible to create a purchase order with or without reference to a purchase requisition.

The service entry is booked to confirm the service performed. The invoice is booked with reference to the purchase order.

Process FlowThis scenario consists of the following steps:

← Creating a purchase order

← Maintaining a service entry sheet

← Approve the service entry sheet

← Invoice verification

Key Points← Transparent view of outstanding orders, shipments and inventory

← Automated efficient processing

© SAP AG of 14