7 103 SAP Business Blueprint Supplier Master V1 0

Business Blueprint
FPS Supplier Master
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Originator: SAP CoE Page 1 of 72 Date Issued: 2012-08-21

Document1 Date Revised: 1/24/2020 1:28:00 AM
Proprietary Record Series:
Record Type: Official Retention Period:
Template version: 6.1
Version history
Version no Changed by Date Description
1.0 Infosys 21.09.2016 First Draft

Contents
1 DOCUMENT PURPOSE .............................................................................................................. 7
READING INSTRUCTIONS AND APPROVAL ....................................................................... 7
BUSINESS ..................................................................................................................... 7
IT ................................................................................................................................. 9
BACKGROUND AND PURPOSE ............................................................................................... 9
EXECUTIVE SUMMARY .......................................................................................................... 10
ASSUMPTIONS ........................................................................................................................... 11
DELIVERABLE SCOPE (INCLUSIONS) ................................................................................ 11
EXCLUSIONS .............................................................................................................................. 11
SYSTEM REQUIREMENTS/SCOPE ....................................................................................... 11
SAP SUPPLIER LIFECYCLE MANAGEMENT 2.0 SP04 .......................................................... 11
SAP MODULES AND SAP SOLUTIONS IN THE SCOPE .................................................... 12
RISKS............................................................................................................................................ 12
COMPANY SPECIFIC NAMING STANDARD .............................................................. 12
BUSINESS REQUIREMENTS .......................................................................................... 12
BUSINESS OWNER VIEW ............................................................................................... 12
2 TECHNICAL INTEGRATION .................................................................................................. 13
3 ENTERPRISE STRUCTURE ..................................................................................................... 13
OBJECT........................................................................................................................................ 13
BUSINESS REQUIREMENTS ......................................................................................... 14
PROJECT USE AND SETTINGS...................................................................................... 14
4 MASTER DATA .......................................................................................................................... 15
OBJECT PROCESS .................................................................................................................... 15
PROJECT USE AND SETTINGS ...................................................................................... 15
4.1.2.1 CUSTOMIZING OBJECT ......................................................................................... 16
4.1.2.2 USE ..................................................................................................................... 16
4.1.2.3 WHY (IF CHANGE TYPE IS CREATE, COPY, CHANGE OR DELETE) ............................. 16
MASTER DATA MAINTENANCE .................................................................................. 16
MASTER DATA REPORTS ............................................................................................ 16
AUTHORIZATION ........................................................................................................ 16
INTERFACE ................................................................................................................. 17
4.1.6.1 INTERFACE OVERVIEW ......................................................................................... 17
CHANGE MANAGEMENT – ORGANIZATION IMPACT CONSIDERATION ........................ 17
POTENTIAL FUTURE IMPROVEMENTS (OUT OF SCOPE FOR THIS PROJECT) ................... 18
5 BUSINESS PROCESSES ............................................................................................................ 19
HIGH LEVEL PROCESS OVERVIEW ................................................................................... 19
SUPPLIER SELF REGISTRATION & EARLY QUALIFICATION .................................... 21
BUSINESS PROCESS DESCRIPTION .............................................................................. 28
SAP BUSINESS PROCESS OWNER ............................................................................... 32
FINANCIAL TRANSACTION FLOW ............................................................................... 32
BUSINESS PROCESS REPORTS ..................................................................................... 32
AUTHORIZATION ........................................................................................................ 32
REVERSAL AND/OR ERROR HANDLING PROCESS........................................................ 33
INTERFACE ................................................................................................................. 33
SUPPLIER DETAILED QUALIFICATION ............................................................................ 34
AUTHORIZATION ........................................................................................................ 38
INTERFACE ................................................................................................................. 38
PROMOTION TO BIDDER ....................................................................................................... 39
AUTHORIZATION ........................................................................................................ 42
INTERFACE ................................................................................................................. 43
EVALUATING SUPPLIERS (SEM AND VQE) ...................................................................... 44
AUTHORIZATION ........................................................................................................ 48
INTERFACE ................................................................................................................. 48
PROMOTION TO FINAL SUPPLIER ..................................................................................... 49
AUTHORIZATION ........................................................................................................ 51
INTERFACE ................................................................................................................. 52
MAINTAINING SUPPLIER DATA .......................................................................................... 53
AUTHORIZATION ........................................................................................................ 57
INTERFACE ................................................................................................................. 57
CERTIFICATE MANAGEMENT ............................................................................................. 58
AUTHORIZATION ........................................................................................................ 61
INTERFACE ................................................................................................................. 61
SUPPLIER CLASSIFICATION ................................................................................................. 62
AUTHORIZATION ........................................................................................................ 65
INTERFACE ................................................................................................................. 65
6 TECHNICAL DEVELOPMENT ............................................................................................... 68
7 AUTHORIZATION ..................................................................................................................... 69
BUSINESS ROLES (PRODUCTION) ....................................................................................... 69

IT SUPPORT ROLES (PRODUCTION)................................................................................... 69
8 TECHNICAL SOLUTION ......................................................................................................... 70
COMMUNICATION AND PROTOCOLS ............................................................................... 70
ENCRYPTION OF DATA .......................................................................................................... 70
SECURE COMMUNICATION .................................................................................................. 70
SINGLE SIGN-ON....................................................................................................................... 70
CAPACITY SIZING .................................................................................................................... 70
ARCHIVING ................................................................................................................................ 70
9 MIGRATION CONCEPT ........................................................................................................... 71
MASTER DATA .......................................................................................................................... 71
TRANSACTION DATA .............................................................................................................. 71
REQUIRED BUSINESS INPUT................................................................................................. 71
10 GLOSSARY .................................................................................................................................. 71
11 APPENDIX ................................................................................................................................... 71

1 Document purpose
This 7.103 SAP Business Blueprint document (BBP) states the conceptual results of the project. This
is the main document of the project. This document is the result of various workshops performed by
the IT and business project team.
The content of this document forms the basis for the Construction phase of the project. The document
is describing the future solution using SAP as base.
The aim of this blueprint is to cover requirements and bring solutions to a specific problem or process.
After G3 Inception phase the 7.01 Business Owner View is replaced by the SAP Business Blueprint.
After G4 Project Approval the project scope and solution in the BBP is baseline and all functional
changes should be handled via Change Requests. The Business Blueprint must not be changed after
G4 approval.
Reading instructions and approval

Business
The specified solution in the Business Blueprint document should be signed by the project Business
organization before G4 Project Approval. An approval of the To-Be solution is needed in order to
secure an understanding of the detailed solution that will be delivered in the project. This is the project
baseline, which is used for time and cost estimates. Any changed or additional functional
requirements from the BBP baseline should be handled in a Change Request (CR). This CR needs
an additional approval from both Business and IT.
The chapters with technical details in the document are not relevant for giving an overview of the
business processes and are only relevant for IT. These chapters are marked grey in the list below.
The following chapters should be read and approved by business:
Chapter Heading Business

Approval needed
1 Document purpose X
1.1 Reading instructions and approval X
1.1.1 Business X
1.1.2 IT X
1.2 Background and purpose X
1.3 Executive summary X
1.4 Assumptions X
1.5 Deliverable Scope X
1.6 Exclusions X
1.7 System requirements/scope
1.8 SAP modules and SAP solutions in the scope
1.9 Risks
1.10 Company specific naming standard X
1.11 Business requirements X
1.12 Business Owner View X
2 Technical Integration X
3 Enterprise Structure X
3.1 Object X
3.1.1 Business Requirements X
3.1.2 Project Use and Settings
4 Master Data X
4.x Object Process X
4.x.1 Business Requirements X
4.x.2 Project use and Settings
4.x.2.1 Customizing Object
4.x.2.2 Use
4.x.2.3 Why (if change type is create, copy, change or delete)
4.x.3 Master Data Maintenance X
4.x.4 Master Data Reports X
4.x.5 Authorization X
4.x.6 Interface X
4.x.6.1 Interface Overview X
4.x.7 Change Management – Organization Impact Consideration X
4.x.8 Potential future improvements (out of scope for this project) X
5 Business Processes X
5.1 High Level Process Overview X
5.2 Process X
5.x.1 Business Process Description X
5.x.2 Business Requirements X
5.x.3 Project use and Settings
5.x.3.1 Customizing Object
5.x.3.1.1 Use
5.x.3.1.2 Why (if change type is create, copy, change or delete)
5.2.4 SAP Business Process Owner X
5.x.5 Financial Transaction Flow X
5.x.6 Business Process Reports X
5.x.7 Authorization X
5.x.8 Reversal and/or Error Handling Process X
5.x.9 Interface X
5.x.10 Change Management – Organization Impact Consideration X
5.x.11 Potential future improvements (out of scope for this project) X
6 Technical Development
7 Authorization
7.1 IT Project Roles (Project Phase)
7.2 Business Roles (Production)
7.3 IT Support Roles (Production)
8 Technical Solution
8.1 Communication and Protocols
8.2 Encryption of data
8.3 Secure communication
8.4 Single sign-on
8.5 Capacity Sizing
8.6 Archiving
9 Migration concept X
9.1 Master Data X
9.2 Transaction Data X
9.3 Required Business input X
10 Glossary
11 Appendix

IT
The complete SAP Business Blueprint document is relevant for IT and should be approved by SAP
CoE MA before G4. After G4 an additional approval is needed if the functionality is changed from
baseline (CR).
Background and purpose
FPS (Future Purchasing Solution) is a strategic program for VCG (Volvo Cars Group) with a clear
objective of implementing a Purchasing system suite to support the global purchasing processes of
VCG. The FPS program will enhance usability, manage internal/external collaboration and provide a
platform for integration to external VCG suppliers.
A supplier master solution that allows purchasing and other parties in VCG to:
 Reduce administrative workload, and allow distribution of information maintenance to

respective owner and system.
 Reduce administrative waste related to the supplier base overall transparency (simplifying
governance).
 Improve ability to manage supplier lifecycle across purchasing processes and other LOB’s
processes.
 Enable launch of new FPS Sourcing solution and efficient supplier collaboration
 Enable traceability of early sourcing suppliers.
 Improve cross unit and supplier collaboration
 Increase data quality due to less manual input and data quality management tool.
Overall FPS program is implemented through 3 different projects – FPS Sourcing, Spend and
Supplier Master.
FPS
PROGRAM
FPS SUPPLIER
SPEND
SOURCING MASTER
Figure 1
SAP Supplier Lifecycle Management (SLC) is going to be a global supplier management

solution for Volvo cars which handles complete supplier lifecycle management.
SAP SLC would support corporate transformation by improving supplier relationships with
supplier lifecycle management process from onboarding and supplier evaluation to quality, risk and
vendor management.

Executive summary
(To be updated later)

Assumptions
o Only English language will be supported by the SLC application for registration,
qualification questionnaires, evaluation questionnaires etc.
o Duplicate suppliers are created in PARMA. Duplicate supplier partner codes are
updated manually by the PARMA team in SLC for the original supplier.
o Certificate management for DM is out of scope. VSIM will store all the certificates for
DM.
o VQE for DM is out of scope. Only for IDP it is in scope.
o SAQ is not in the scope of supplier master project.
o MSA is not part of supplier master project.
o Supplier structure is available only in PARMA. Structure needs to be updated manually
by PARMA team.
o Separate user id (CDS ID) is required to manage each supplier site from the supplier
side in SLC.
Deliverable Scope (Inclusions)

 Supplier Registration
 Supplier Pre-qualification
 Supplier Qualification
 Supplier Classification & Portfolio management
 Supplier Evaluation (SEM, VQE - IDP)
 Certificate Management - IDP
 Supplier Data Maintenance
Exclusions
 D & B Integration
 Geo codes
 Sustainability score maintenance (integration with third party)
 VQE and Certificate management for DM is out of scope
 SAQ is out of scope
System requirements/scope
SAP Supplier Lifecycle Management 2.0 SP04

SAP modules and SAP solutions in the scope
Solution/Modules Description Scope
SAP Supplier Lifecycle Supplier Registration, Supplier Qualification, Supplier
SAP SLC
Management Evaluation and Supplier Data Maintenance
SAP PI, SAP Portal SAP Process Integration Middleware set up for integration
Risks
To be updated later
Company specific naming standard

4-digit Code 3-digit Code 2-digit Code 1-digit Code
Business Requirements
Please see below link of Business Requirement List.
https://sharepoint.volvocars.net/sites/ITprojects/1555FPSSupplierMaster/Other%20Project%20Docum
ents/SLC%20Requirements%20Master%20Overview.xlsx?Web=1
Business Owner View

2 Technical Integration
To be updated later
Please see below the details for interface between SAP SLC and other systems (PARMA,IDM)
Sl Interface Details IBD/ IBD data OBD data VCG Mode/approach

No OBD internal/
External
1 SLC -> PARMA To OBD NA Supplier VCG IDOC (SLC) –
request Data Internal PARMA ?
for (Company)
PARMA
codes
2 PARMA -> Receive IBD Supplier NA VCG IDOC (SLC) –
SLC PARMA Data Internal PARMA ?
codes. (Company)
Receive
supplier
data
created in
PARMA
3 SLC -> IDM To OBD NA Contact VCG IDOC (SLC) –
request Person Internal IDM ?
for CDS Data
ID
4 IDM -> SLC Receive IBD Contact NA VCG IDOC (SLC) –
CDS ID. Person Internal IDM ?
Receive Data
contact
person
data
created in
IDM
3 Enterprise Structure
N/A
Customizing Object Object Code IMG Path Change Type

(Re-use,
copy, change,
new)
Object

Standard /
ID Requirement Description Gap Priority Contact
Project Use and Settings

4 Master Data
To be updated later
Purchasing categories are an important structuring element in SAP SLC, as it is used for questionnaires,
qualification templates and suppliers
Product categories are the categories that supplier choose while filling out the registration.
Each product category will be mapped to one purchasing category. Both contains the low level
commodity codes.
Purchasing categories are created in the SLC buy side. Product categories are assigned to each of the
purchasing categories. Buyer (Purchaser responsible) must also be assigned to each purchasing
category. Finally product categories are published to the sell side.
Object Process
Activity Business Input Output Transaction Finance

role code impact
Y/N
Create Purchasing BAM Purchasing N

categories Categories
Buyer
Standard /
Project use and Settings

The following IMG customizing will be performed to implement this process:
Change Type
Customizing Description (Re-use,
Object Code IMG Path
Object copy, change,
new, delete)
SAP IMG -> SAP

Product Product
SLC .-> Standard New
Category Category
Product

Classifications and
Master Categories ->
Upload Standard
Product
Classifications
4.1.2.1 Customizing Object
4.1.2.2 Use
4.1.2.3 Why (if change type is create, copy, change or delete)
Master Data Maintenance
SAP Business Initiate Object Maintain Object Restrict Functional Owner

Object access (organization)
(Role – who (Role – who needed?
requests the maintain objects in
object) SAP or monitors (Yes/No)
interfaced objects)
Master Data Reports

Business
Process Step/ role/ Input/ Standard/ Trans Code/
Activity Description Actor Output New dev. Func spec name
Purchasing Purchasing Standard Purchasing

categories categories categories
listing
Authorization
Role Description T-code/s Already existing? Func spec ID
BAM Creation of Product Upload of standard No FS-xx-xxx

categories product
classifications

BAM Creation of Purchasing No FS-xx-xxx
Purchasing categories -> create
categories
Interface
ID Process Step/ Description Business Input/Output Trans Code/
role/
Activity Func spec ID
Actor
Upload of Transfer of BAM Purchasing FS-xx-xxx

product product Categories/Prouct
categories categories categories
from the SLC
Buy side to
SLC Sell side
4.1.6.1 Interface Overview
Change Management – Organization Impact Consideration

Negative Impacts
Positive Impacts
To Company
To Company
Change Impact To individual
Summary Old Way New Way To individual roles roles
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed
Potential future improvements (out of scope for this project)

5 Business Processes
High level Process Overview
FPS (Future Purchasing Solution) is a strategic program for VCG with a clear objective of implementing
a Purchasing system suite to support the global purchasing processes of VCG. The FPS program will
enhance usability, manage internal/external collaboration and provide a platform for integration to
external VCG suppliers.
A supplier master solution that allows purchasing and other parties in VCG to:
 Reduce administrative workload, and allow distribution of information maintenance to

respective owner and system.
 Reduce administrative waste related to the supplier base overall transparency (simplifying
governance).
 Self-data registration/maintenance by supplier
 Improve ability to manage supplier lifecycle across purchasing processes and other line of
business processes.
 Enable launch of new FPS Sourcing solution and efficient supplier collaboration
 Enable traceability of early sourcing suppliers.
 Improve cross unit and supplier collaboration
 Increase data quality due to less manual input and data quality management tool.
SAP Supplier Lifecycle Management (SLC) is going to be a global supplier management solution for
Volvo cars group which handles complete supplier lifecycle management.
SAP SLC would support corporate transformation by improving supplier relationships with supplier
lifecycle management process from onboarding and supplier evaluation to quality, risk and vendor
management.
SAP Supplier lifecycle Management covers the entire supplier lifecycle, from supplier registration to
supplier qualification, supplier evaluation, supplier portfolio management and supplier data
management. This allows to increase transparency, reduce costs, and build sustainable supplier
relationships.

Supplier Pre-
Supplier
Supplier Qualification Supplier Supplier Data
Portfolio
Registration /Qualificatio Evaluation Maintenance
Management
n
SLC Process Flow
SAP Supplier Lifecycle Management is split into the sell side and the buy side.
Sell side (Supplier side)
Supplier can perform the following activities
 Register company as a potential supplier

 Participate in qualification activities
 Enter and change company data
Buy side (Buyer side)
Following activities can be performed from the buy side
 Approving the registration request

 Approving the qualification response
 Promote potential supplier to bidder
 Approval of bidder
 Maintenance of supplier portfolio (Statuses – VQE, E-invoicing, SCF etc)
 Supplier evaluation
 Approval of supplier data maintenance
 Promotion to final supplier
 Approval of final supplier

Overall process flow of supplier master has been finalized as per the business requirements.
Supplier Master
Process.pdf
SUPPLIER SELF REGISTRATION & EARLY

QUALIFICATION
Supplier self-registration & early qualification process flow
Registration n
Qualification.pdf
Overview of Registration & Early Qualification
Registration process starts with the buyer triggering an e-mail invitation (from SLC) to the
interested party (representative of the company who wants to be a supplier to Volvo cars)
requesting them to do a self-registration of their company data.
Supplier can also enter the company name and address in local language. Supplier can also
maintain the roles (PAR, SAL, MFG, SHP and WHS)
Supplier can assign themselves to one or more product categories (commodity codes) upon
registration. Supplier can upload attachments (eg, company presentation). Also they can enter
any additional information (like technologies used etc.) in the comment field while filling out
the registration.
Supplier has to agree on the Volvo legal clause before submitting the request.
The data provided in the self-registration page are transferred to the SLC (buy side) system.
Registration request submitted by the supplier goes to the buyer for approving the registration
request.
Once approved, the supplier company will be created as a potential supplier in the SLC (buy
side) system. Potential supplier is created with an internal SAP internal code. SAP Internal
code is the primary identification for the suppliers in SLC.
Once the potential supplier is created, system sends the contact information to the IDM
(through interface) for the creation of CDS ID. CDS ID is created in IDM and passed to SLC
for updating the CDS ID in the user master. E-mail notifications (with login credentials and
supplier portal link) are send to the contact person’s email id (entered in the self-registration
form).
System sends automatic qualification request to the supplier once the user account is created
(potential supplier is created).
Potential supplier will have only the SLC internal ID. Till the Potential supplier becomes
bidder/final supplier, Partner code/PARMA code will not be generated.
Registration & Basic qualification process is same for both DM & IDP suppliers.
Registration form will be used for creation of additional supplier sites (SAL, MFG, SHP, and
WHS) as and when needed. Buyer can communicate for registration of sites either through
qualification request or by triggering the email invitation from SAP SLC.
1. Supplier self-registration
Buyer triggers an email invitation from SLC to the interested party. Buyer can select/open the
email template from the SLC and send to the interested party. Email template will be
maintained in BMS. SLC will refer the link from BMS.
The email template contains a generic self-registration link to access the Self-registration
page of the Volvo Cars Group to register. There will be an instruction guide on how to fill the
registration form.
The registration page is available only in English.
Supplier (Interested Party) can maintain their company data in the General Company and
Buyer’s Information tab.
In addition to the company name and address in English, supplier can also maintain the
company name and address in their Local Language. Company name and Company address
in local language are free text fields.
Suppler has to enter the buyer’s email address (from the email invitation). This is required to
maintain the supplier-buyer relationship in the SLC system and also to trigger the approval to
the buyer. On submission of the registration request, system checks whether the buyer’s
email address is available in the SLC user master. Supplier cannot submit the registration
request if the email address is not available.
Supplier can also enter the Parent code (Partner code of the immediate higher level) of the
company. This is not a mandatory field and can be left blank if the supplier is registering the
parent company. Commented [SH1]: To be confirmed by Business
Supplier can maintain the roles (PAR, SAL, MFG, SHP and WHS) in the registration page.
Supplier can maintain the contact person details in the contact details tab. Supplier can also
select the role of the contact person (CEO, CSR contact etc.) while filling out the registration.
Only one contact person can be selected in the registration page.
Below roles will be available for the contact person. Supplier can select any role for the contact
person.
 CEO
 CSR Contact
 Environmental Manager
 Key Account Manager
 Logistics Manager
 Plant Manager
 Production Manager
 Quality Manager
 Sales Manager
Below are the mandatory fields in the registration page.
General Company and Buyer Information tab in the registration page
 Company Name
 Language
 Buyer’s E-mail
 Country
 City
 Postal Code
 Phone Number
 E-Mail
Contact Details tab in the registration page
 First Name
 Last Name
 Role
 Language
 Country
 Phone Number
 E-Mail
Supplier can assign one or more product categories (commodity codes) upon registration.
Both DM and IDP categories (low level) will be available in the registration page to choose.
There will be a list comprising both DM and IDP categories. Supplier can search and add the
categories.

Supplier can add comments and upload attachments (Company Presentation etc.) to the
registration.
Attachments are restricted to 10 MB per registration. All the standard file types (.pdf, .zip,
.docx, .pptx) are allowed.
Comments field can be used by the supplier to enter any additional information like technology
used etc.
Finally supplier can read and accept the Data Privacy Statement (To be confirmed). Please
find the text that will be maintained in the Data Privacy statement.
‘’Before using this Link to Volvo Car Group registration page you need to accept the
Confidentiality Terms and Conditions of Volvo Car Group.
This Link is ONLY open to you as the supplier invited by Volvo Car Group by sending invitation
letter. By using this Link you will provide Volvo Car Group with accurate, complete registration
information and inform Volvo Car Group of any changes or update to such information.
You are solely responsible for the confidentiality and use of and access to the Link, therefore
you may not share the Link and/or your password with or transfer such information to any third
party without written permission from Volvo Car Group.
Volvo Car Group does not allow multiple users (networked or otherwise) to access the Link
through a single name and password and may cancel or suspend your access to the Link if
you do this, or breach any of Confidentiality Terms and Conditions without further obligation
to you.‘’
Supplier can submit the registration form by clicking on the Send button.
After submitting the registration form the registration data will be transferred to the SLC (Buy
side).
2. Approval – Registration request
Once the registration request is submitted, registration request goes to the buyer’s inbox in
the SLC buy side for approving the registration request.
System identifies the buyer’s CDS ID based on the email address entered in the registration
form.
Buyer can review the registration request and approve / reject / change and approve, the
registration request.
Approving the registration request
While approving the registration request, system does a duplicate check on the below fields.
 Company Name
 D-U-N-S Number
 Phone Number
 E-Mail
If there is any duplicate entry for any of the above fields, system displays an error message
’’Supplier <Supplier name> already exists’’.

Change and approving the registration request
Approver can also change the registration data and approve it using the change and approve
button.
Rejecting the registration request
When rejecting a registration request, approvers can enter an explanation for doing so.
An email notification with the reason for rejection (provided if the approver entered the reason
for rejection) is sent to the supplier. And potential supplier is not created in the system.
Registration Request Rejection Notification text format:
3. Approved registration request
Creation of Potential Supplier
Once the registration request is approved, potential supplier is created in the SLC (Buy side)
and (Sell side) system. Buyer and supplier relationship is maintained by the system. System
determines the buyer based on the buyer’s email address maintained in the registration page.
Buyer’s user id and email address are available in the user master. System updates the
buyer’s CDS ID in the Purchaser responsible field for the supplier in the supplier master.
Buyer can see the potential supplier data from the buy side. All the registration data (including
the company data, contact person data, attachments, comments etc.) is available in the buy
side.
Creation of supplier user account (To be confirmed with IDM team)
System sends the contact data information to the IDM system for the creation of user account
(CDS ID).
Contact person data (First name, Last Name, Phone, Email ID etc.) is passed to the IDM
(Identity Data Management) system to create the CDS ID for the supplier contact person. CDS
ID is created in IDM and transferred to SLC for updating the user id in SLC.
Once the potential supplier is created, a temporary user is created in the SLC sell side for the
contact person. When the CDS ID of the contact person is received from IDM, the CDS ID is
updated in the alias field of the user master (SLC). The temporary user id will be de-activated
and the supplier can login with the CDS ID/Password created in IDM. The role SUPPLIER
EMPLOYEE is assigned to the user. The Role (SUPPLIER EMPLOYEE) will have the standard
SAP Roles (SUPPLIER MASTER DATA MANAGER, QUALIFICATION EXPERT & PRODUCT
CATEGORIES EXPERT)
System (SLC) sends the email notifications (with login credentials and portal link) to the contact
person’s email id mentioned in the registration page.
Once the CDS ID is updated in SLC, two separate e-mails are sent out to the potential supplier.
The first e-mail contains both the User id (CDS ID) and the supplier portal link, the second e-
mail contains a password
Notification format once the supplier user account is created
Email 1:
Email 2:
4. Basic Qualification (Automatic qualification request)
Automatic qualification questionnaire will be sent to the supplier once the registration request
is approved (potential supplier is created in SLC and user account is created for the supplier).
This qualification questionnaire is based on a qualification template created for this purpose.
Below questions (To be confirmed) are included in the automatic qualification questionnaire.
 Do you have a quality management system?

 Do you have an environmental management system?
 Do you have a sustainability contact person? (Yes/No – The person’s contacts to be
filled in the comment field)
 Did you maintain VAT number or D-U-N-S number in the system?
 Did you read and accept the code of conduct mentioned in the attachment? (To be
finalized)
5. Qualification response (Sell side)
Potential supplier receives an email (as below) with a link to the questionnaire, from where the
questionnaire can be accessed.
Notification format to supplier

Supplier can update comments provided to each question with additional information, if needed.
The supplier completes and returns the questionnaire.
6. Reviewing Qualification responses
Once the qualification response is submitted by the potential supplier, buyer will get an email
notification as below.
Email notification format
Buyer can then review and subsequently approve or reject the response. If required, the buyer
can send the response back to the supplier to request clarification before approving or rejecting
the response. When requesting clarification, buyer can include a message to the supplier.
Supplier can also include a message when they send such a response back to you. The
correspondence with the supplier is displayed in a text box in the response.
Request for clarification notification to supplier format is as below
On the buy side, qualification responses can have the following statuses during the qualification
process:
To Be Clarified: Buyer is editing the response, for example, to request further information from
a supplier or to ask for clarification of an answer
Pending Clarification: Buyer has sent the response back to the supplier, requesting clarification.
The status of the response on the sell side is To Be Clarified.
Pending Decision: The supplier has clarified your questions and submitted the response again.
It has not been approved or rejected on the buy side.
Buyer can enter the comments in the approver note field to document the reasons for the
approval or rejection for future references.

Approval or rejection of the response does not automatically trigger any further steps.
All the qualifications requests for the supplier with statuses can be found in the qualification tab
of the supplier.
Business Process Description

role code impact
Y/N
Supplier Self-registration N/A Email invitation Registration N/A N

request is
created and
send to
buyer’s inbox
Registration request Buyer Registration Potential N/A N
approval request supplier is
submission created /
registration
request is
rejected
User account creation System Approval of the CDS ID is N/A N
registration created
request
Automatic qualification System Approval of Qualification N/A N
request registration request send
request to supplier
Qualification response Supplier Qualification Qualification N/A N
Employee request send from response
(Qualification System (buy side) submitted
Expert)
Qualification response Buyer Qualification Qualification N/A N
approval response response
submitted by approved or
supplier (sell side) rejected
Standard /
Suppliers should be able to register Standard NA

company name, address, contact
persons, contact details in a secure
page.
Suppliers in China should be able to Gap High
register their name and address in
both Chinese and western language.
Suppliers should be able to be invited Gap High
to enter their company data by a
unique link to the self registration web
page
The supplier should be able to create Gap High
an account during or before
registration
The supplier should be able to register Gap High
their structure (Par,Sales, Mfg, Shp)
and their details if it differs from parent
level of structure
The supplier should be able to register Standard NA
CSA roles (contact person)
The supplier should be able to Standard NA
maintain and update registrated data
their account number
contact persons and contact details for
different roles and areas of their
business
and upload documents and certificates
required to be a supplier to VCC
their DUNS number
and upload a presentation of their
company
their commodities
The supplier should be able to register Gap High
their technology's
The supplier should be connected to a Gap High
partner code after registration.
The system should check for duplicate Standard NA
entries during registration and give
proposals when duplicate(s) is found
It should be possible to set mandatory Gap Low
fields in the registration form
It should be possible to set limitations Standard NA
(certain fields) for what a supplier is
allowed to update and maintain in the
self registration module.
The self registration should contain Gap Medium
necessary fields for information to
make screening possible. (Need input
from sourcing).
It should be possible to set approval Gap High
points in different approval levels for
certain steps in the on boarding
process. Certain data should not be
able to change before an approval is
done by buyer or manager.
The uploading of documents from Standard NA
buyer side should be limited to buyers
only.
It should be possible to set buyer NA NA
contact details for each commodity
within one supplier
The system should handle China Standard NA
specific bank numbers -
The system(s) should mark a supplier Gap Medium
as IDP or DM depending on
commodity.
Buyer should be able to change if the Gap Medium
supplier is IDP or DM.
It should be possible to change the Standard NA
buyer connected to a supplier.
It should be possible to send email Gap High
invitation (registration) to supplier from
SAP SLC system.
It should be possible to maintain the Gap High
immediate higher level partner code
and buyer's email address in the self
registration screen
Partner code and Immediate higher Gap High
level partner code should be available
in Registration page, sell side and buy
side.
Total size of the attachments in the Gap Low
registration page to be limited to 10
MB
Label ''Academic Title' in the Contact Gap Low
person to be changed to 'Role'. Role
(contact person) with drop down
should be available.
Registration approval - Registration Gap High
request submitted by the supplier
should get auto approved.
Requirement changed – To be
approved by buyer
General company information label in Gap Medium
the self registration screen to be
changed to General company and
buyer's information
Virus protection should be enabled for Standard Medium
attachments


Change Type
new, delete)
SAP Customizing
Implementation Guide ->
Supplier
SAP Supplier Lifecycle
Registration
Management -> Buy Side
-> Supplier Registration
SAP Customizing
Business SAP Supplier Lifecycle
workflow Management -> Buy Side
-> Basic settings for SAP
SLC -> Business workflow
SAP Customizing
Automated
Supplier
-> Supplier Qualification->
Qualification
Activate Automated
Qualification Start Upon
Registration Approval
SAP Customizing
Supplier
Qualification
-> Supplier Qualification
1. Following custom fields are added in the self-registration page

 Company name in local language
 Company address in local language
 Supplier roles
 Buyer’s email
2. Attachments to be limited to 10 MB per registration form.
3. Academic Title label to be changed to Role
4. Approval work flow to be customized to send the work item to buyer’s inbox based on the
buyer’s email address
5.2.3.1.1 Use
N/A

5.2.3.1.2 Why (if change type is create, copy, change or delete)
N/A
SAP Business Process Owner
SAP Business Process SAP Business Process Functional Owner

Owner (organization)
Registration Buyer
Pre-Qualification Buyer
Financial Transaction Flow

Activity Account Type Debit/ Cost/revenu Finance Finance Role
(trigger) Credit e object Role
Responsible
Execution
N/A
Business Process Reports

Business
ID Activity Description Actor Output New dev. Func spec name
Potential Potential Buyer Provides a Standard

supplier supplier listing of all
listing potential
suppliers
Qualification Qualification Buyer Provides a Standard
responses responses listing of all
listing qualification
responses
Authorization
Activity Role Authorization description T- Already Func spec ID
code/ existing
s ?
Supplier Self- N/A N/A FS-xx-xxx

registration
Registration Buyer Custom role (Modifying the No
request CATEGORY MANAGER role
approval

User account System Standard system role for Yes
creation creation of supplier user
account
(/SRMSMC/RFC_SUP_MNGT_BUYSI
DE)
Qualification Supplier Standard role Yes
response Employee (QUALIFICATION EXPERT)
for maintaining qualification
responses to be added to
Supplier Employee
Qualification Buyer Custom role (Modifying the No
response CATEGORY MANAGER role)
approval
Reversal and/or Error Handling Process

Buyer’s email address entered in the registration page will be checked against the user master in the
SLC system. Supplier cannot submit the registration request if the email address is not available in
the SLC user master.
Interface
Business
Process Step/ role/ Trans Code/
ID Activity Description Actor Input/Output Func spec ID
1 SLC -> IDM Transfer the System Input – FS-xx-xxx

contact Contact person
person data :
information 1) First Name
and get the 2) Last Name
CDS ID for the 3) Role
contact 4) Email ID
person from 5) Phone
IDM. Update Output –
the CDS ID in 1) CDS ID
the SLC user 2) Password
master

Positive Impacts Negative Impacts
Change Impact
Summary Old Way New Way To Company To Company

To individual roles To individual
roles
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

 Maintenance of Geo codes
 Maintenance of D & B
SUPPLIER DETAILED QUALIFICATION

Supplier Qualification – High level Process
Overview
In addition to automatic qualification request defined in the early qualification process, buyer
can also use the qualification process to gather further information from potential, bidder or
final suppliers to assess whether they are suitable for doing business with VCG.
Detailed information can be requested from suppliers in questionnaire format and

subsequently reviewed. This can be an ongoing process.
For each qualification process, buyer can record the overall assessment as to whether they
have met the required standards by approving or rejecting their response. The qualification
process can be used flexibly or template-based, template based qualification enables ongoing
monitoring to ensure that suppliers continue to meet the relevant standards and comply with
corporate and legal requirements.
Template can be pre-defined in SAP SLC for sending periodic qualification request to all
suppliers to update the supplier record like company data/certificates etc. on a regular basis,
if needed.
PARMA team can also request for any supplier data through qualification requests as needed.
Main steps in the qualification process
Please see the below process
Detailed
Qualification.pdf
The qualification process is initiated by the buyer, who selects the supplier for the qualification
process, creates an appropriate qualification request, and sends it to the suppliers. Supplier
can be a potential, bidder or final supplier.
The supplier receives an e-mail notification request. The supplier can log into the system and
completes and submit the questionnaire. Buyer can then review and subsequently approve
or reject the response. If required, buyer can send the response back to the supplier to request
clarification before approving or rejecting the response.
Supplier qualifications can be performed either on the basis of template or in a flexible manner.
1. Create qualification templates (optional)
Qualification templates can be used to create qualification requests. A qualification template

can be set up for a commodity code and defines the qualification requirements to be met by
suppliers associated with that commodity code.
Qualification templates are composed of a selection of standard questionnaires that have

been assigned sections and questions from the question library.
When a qualification template is used to create a qualification request, the data contained in
the template is copied to the qualification request. The questionnaires derived from the
template cannot be changed, but other data such as the qualification deadline can be modified
according to the requirements.
2. Request information from suppliers
A qualification request is used to initiate the qualification process. Like qualification templates,
qualification requests contain one or more questionnaires and include other information, such
as the qualification deadline.
A qualification requests can be created in either a template-based or flexible manner.
3. Review qualification responses

Based on the questionnaires completed and submitted by the suppliers, buyer can decide
whether they have met the required standards. A qualification response comprises the
questionnaires that a supplier has completed and returned. If the questionnaires have been
scored, the supplier’s overall score, the overall target score, and the overall minimum score
are shown in a score overview.
Email notifications are mentioned in the automatic qualification request/response section

above.

role code impact
Y/N
Create questions and BAM NA N/A N

sections
Create/release BAM Questions and Questionnaire N/A N
questionnaire Sections to be
created
Create qualification BAM Questionnaire Qualification N/A N
templates templates are
created
Create qualification Buyer Qualification Qualification N/A N
request request request send to
supplier
Submitting Qualification Supplier Qualification Qualification N/A N
Responses request response
Processing qualification Buyer Qualification Qualification N/A N
responses response response
submitted by sell approved/rejected
side
Standard /
Should not be possible to select 'never Gap Low

expires' while uploading certificates
Is it possible to have a annual Request Standard N/A
sent to the Suppliers to confirm that
their Company and Contact data in
SLC is up to date?


Change Type
new, delete)
SAP Customizing
Supplier
Qualification
-> Supplier Qualification
N/A
5.3.3.1.1 Use
N/A
N/A

Detailed Qualification Buyer

Responsible
Execution
N/A

Business
Qualification Qualification Buyer Provides a Standard

responses responses listing of all
listing qualification
responses
Authorization
Activity Role Authorization T-code/s Already Func spec ID
description existing?
Qualification Supplier Standard role Qualifications Yes FS-xx-xxx

response Employee (QUALIFICATIO -> New /
N EXPERT) for Submitted / To
maintaining be Clarified
qualification
responses to be
added to
Supplier
Employee
Qualification Buyer Custom role Supplier FS-xx-xxx
response (Modifying the Qualification ->
approval CATEGORY Qualification
MANAGER role) Responses

N/A
Interface
Business
N/A FS-xx-xxx

Positive Impacts Negative Impacts
Change Impact
Summary Old Way New Way To Company To Company
To individual roles To individual
roles
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

N/A
PROMOTION TO BIDDER
Promotion of potential supplier to bidder –
High level Process Overview
Potential suppliers are available only in SAP SLC. Potential suppliers are not transferred to
any other systems.
When the potential suppliers are required in the Sourcing process, potential supplier should
be promote to bidder in SAP SLC. Promotion of bidder triggers an approval workflow, where
the PARMA team gets the request for approval (in SAP SLC).
PARMA team will ensure the data corrections before approving the bidder request.

Once the bidder request is approved by the PARMA team, the bidder data is transferred to
PARMA and then to ECC and from ECC to the Sourcing module. (A bidder represents an
intermediate stage between a potential and final supplier). Bidder data will not be transferred
to legacy systems other than ECC.
Supplier information is transferred to PARMA system for creation of PARMA/Partner codes.

PARMA/Partner codes are received from PARMA system and updated as references in the
supplier master of SAP SLC.
Promotion to Bidder in Detail
Before promoting to bidder, buyer should maintain the supplier type (DM/IDP/Both) and
supplier role - PAR, SAL etc. (if the supplier role is not maintained by the supplier). System
does not allow to promotion to bidder if the supplier type or supplier role is not maintained.
Category (Commodity codes)-Supplier Mapping
Supplier maintained product categories (commodity codes) are displayed in the product range
tab of the supplier master in the SAP SLC (Buy side). These are the commodities that supplier
is capable of delivering to VCG.
Buyer can decide the categories that they are interested by manually adding those categories
in the purchasing category of the central data tab.
Buyer promotes the potential supplier to bidder, system triggers an approval workflow where
the work item is sent to the PARMA team’s inbox (SLC). Once the bidder data is approved by
the PARMA team, system sends the supplier information to PARMA system for creation of
PARMA/Partner codes and send PARMA/Partner codes back to SAP SLC. Both Partner
codes and PARMA codes are updated as a reference field in supplier master of SLC (Buy
side).
Bidder only status are also passed to the PARMA system. This status can be used by the
PARMA system to avoid sending the bidder data being to legacy systems (other than ECC).
Bidder data is required only in ECC and Sourcing, not in other legacy systems.
Only the supplier and commodity codes (manually added by the buyer) mapping are passed
to the Sourcing systems through interface.

role code impact
Y/N
Promotion to bidder Buyer Supplier N

Portfolio
Data Maintenance Bidder Supplier
Portfolio
Approval (Supplier PARMA Inbox N
Promotion) team

Standard /
Promotion to bidder should be Gap High

approved by PARMA team

Change Type
new, delete)
SAP Customizing
 Two check box fields DM & IDP required in SLC Buy side.
 Check box fields for Supplier roles (PAR, SAL, MFG, SHP and WHS) required in
SLC Buy side.
 A custom button Promote to Bidder should be added.
 Custom workflow for Promote to Bidder approval.
5.4.3.1.1 Use
N/A
N/A

Promotion to Bidder Buyer

Approval (Supplier promotion) Buyer

Responsible
Execution
N/A

Process Business
Step/ role/ Input/ Standard/ Trans Code/
Bidder Potential Buyer Enhancement

supplier
(with bidder)
Authorization
Promote to Buyer Supplier FS-xx-xxx

Bidder Portfolio->
Potential
Supplier
Bidder PARMA Inbox
Promotion
approval

Interface
Business
1 SLC -> PARMA Transfer the System Input – FS-xx-xxx

supplier data Supplier data :
information and
get the Partner Output –
code and Parma 1) Partner code
code from 2) Parma code
PARMA.

Negative Impacts
Positive Impacts
To Company
To Company
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

N/A
EVALUATING SUPPLIERS (SEM and VQE)

Supplier Evaluation – High level Process
Overview
Buyer can evaluate the suppliers on a continuous basis to maintain the business relationship
with them and for optimizing the supplier base. Based on the feedback gathered through
questionnaires, scorecard can be obtained for each evaluated supplier.
Scorecards enables to easily compare supplier within a peer group.
SEM for both DM and IDP can be carried out in SAP SLC.
SEM templates can be maintained in the system.
VQE for IDP is done in SAP SLC whereas VQE for DM will continue to be carried out in VSIM.
VQE templates for IDP can be maintained in SAP SLC.
Buyer can start evaluations manually, possibly on periodic bases, for individual or a
predefined group of suppliers.
Evaluation process

Please find the SAP SLC standard evaluation process
Supplier
Evaluation.pdf
Project Team creates SEM / VQE evaluation templates. Further templates, Business
Application Manager (BAM) can create as per the business need.
Process for creating evaluation templates.
 Create evaluation questions and sections

 Create evaluation questionnaires
 Assign questions and sections to questionnaires
 Release questionnaire
 Create evaluation templates
 Add appraisers, suppliers and questionnaires
 Release template
Buyer start evaluations:
Evaluations can be started from evaluation templates. Buyers can add validity criteria to the
evaluation requests and assignment of appraisers and suppliers are inherited from the
evaluation template. When evaluation request is submitted, e-mails notifications are sent to
Appraisers. Appraisers are internal stake holders (e.g. supply chain managers, finance team
etc).
Appraisers receive e-mail notifications. Appraisers fill out the questionnaires and send back
the responses. Alternatively, buyers can fill out the questionnaires on behalf of one or more
appraises.
Buyer can also assign appraisers who do not have a system user id. Appraisers without
system user id will receive a mail with a direct link to the evaluation form to provide response.
Buyer monitor responses:
Buyer monitor the evaluation process from the incoming responses. The system can be
configured to send out automatic reminders to appraisers with pending responses.
Buyer complete evaluations:
Buyer complete the evaluation once the responses are available.
Buyer analyse evaluation scorecards:
Buyer can analyse the evaluation results. The evaluation scorecard for each individual
supplier is updated automatically.
Buyer can set the VQE status for the IDP supplier in the supplier classification tab based on
the VQE evaluation results which will be referred for SCM.

role code impact
Y/N
Create questions and BAM N/A N

sections
Create questionnaire BAM N/A N
Assign questions and BAM N/A N
sections
Release questionnaire BAM N/A N
Create evaluation template Buyer N/A N
Add appraisers, suppliers, Buyer N/A N
questionnaires
Release questionnaires Buyer N/A N
Create evaluation request Buyer N/A N
Send evaluation response Appraiser N/A N
Monitor responses Buyer N/A N
Complete evaluation Buyer N/A N
Analyze scorecards Buyer N/A N
Standard /
SM009 It should be possible to have

questionnaires for VQE evaluation for
the IDP Buyers to fill out.
SM010 The VQE score should be viewed
SM011 The VQE review and approval date
should be viewed

Change Type
new, delete)
SAP Customizing
Supplier
Evaluation

-> Supplier Evaluation
o If the score for Certain questions in VQE and SEM questionnaire, the status of the
evaluation should be red. This functionality is not available in SLC and need to be
customized.
o For the VQE questionnaire (single answer questions), the scores are 60, 30, 15 etc. As
per standard SAP, one of the score should always be 100 and 0. Need to customize
the questionnaire in order to achieve this functionality.
5.5.3.1.1 Use
N/A
N/A

Evaluation Buyer
Appraiser Inbox Buyer

Responsible
Execution
N/A

Process Step/ Input/ Standard/ Trans Code/
Business
ID Activity Description role/ Output New dev. Func spec name

Actor
Evaluation Listing of Buyer Standard

Responses evaluation
responses
Authorization
Activity Role Authorization description T- Already Func spec ID
code/s existing?
Create Buyer Custom role (Modifying the No FS-xx-xxx

evaluation CATEGORY MANAGER role)
request
Create Appraiser APPRAISER Yes
evaluation
response
Create Appraiser EVL_APPRAISER_NON_USER Yes
evaluation without
response User ID
(without
system
user)

N/A
Interface
Business
N/A FS-xx-xxx

Negative Impacts
Positive Impacts
To Company
To Company

Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

N/A
PROMOTION TO FINAL SUPPLIER

Promotion of potential supplier to final supplier
– High level Process Overview
After the sourcing consensus approval in SAP Sourcing, buyer can promote the bidder to final
supplier in SAP SLC.
Promotion to Supplier goes to the Buyer’s manager for approval. Buyer and Buyer’s manager
relationship will be maintained in SLC.
Buyer promotes the bidder to final supplier, system triggers an approval workflow where the
work item is sent to the Buyer Manager’s inbox. Once the supplier data is approved by the
buyer’s manager, the status (Final Supplier) is passed to PARMA. PARMA system will use
this status to transfer the supplier data to other legacy systems as applicable.


role code impact
Y/N
Promotion to Supplier Buyer Supplier N

Portfolio
Approval (Supplier Buyer’s Inbox N
Promotion) Manager
Standard /
Promotion to supplier (final) should be Gap High
approved by Buyer's Manager team

Change Type
new, delete)
SAP Customizing
Custom workflow for Promote to Supplier approval.

5.6.3.1.1 Use
N/A
N/A

Promotion to Supplier Buyer

Supplier Promotion (Approval) Buyer

Responsible
Execution
N/A

Business
Supplier Report Buyer Standard

listing provides a
listing of all
Suppliers
listing
Authorization
Promote to Buyer Supplier FS-xx-xxx

Bidder Portfolio->
Potential
Supplier
Supplier Senior Supplier
Promotion Manager Portfolio ->
approval Potential
Supplier

N/A
Interface
Business
1 SLC -> PARMA Transfer the System FS-xx-xxx

Supplier status to
the PARMA
system

Negative Impacts
Positive Impacts
To Company
To Company
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization

Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

N/A
MAINTAINING SUPPLIER DATA

Maintaining Supplier Data – High level Process
Overview
Keeping the supplier data up to date is essential to avoid unnecessary costs and reduces
administrative work.
Several functions are available in the supplier data maintenance area for the supplier
company, that is, on the sell side. The changes made on the sell side and monitored by the
buy side.
Maintaining Supplier Data [from Sell side]
Maintaining Company Data
Company Data: Company Data can be maintained here. Company name and address
(including D-U-N-S number), Bank account data, Tax Type (VAT) data
Attachments: Supplier can add attachments and upload them, and also display existing
attachments.
Certificates: Here certificates that are provided to the purchasing company (Volvo) can be
displayed. Also can upload new certificates or certificates that are expired or will expire soon.
Product categories (Commodity codes): Supplier can add and delete product categories on
the sell side.
Maintenance of company data by a supplier on the sell side requires approval on the buy side.
It has been decided to have a two level approval workflow whenever supplier data is changed
in the SAP SLC sell side. Any changes in the data by the supplier will be approved first by the
Buyer and then by the PARMA team.

If the data change is approved by the PARMA team (SLC buy side) after validation, the data
will be reflected in both SAP SLC (Buy side and Sell side). System transfers the data to
PARMA system (through interface) and update in PARMA system.
If the approver rejects the request, the data remains unchanged. In both cases, the supplier
receives an e-mail notification.
Maintaining Supplier Data [from Buy side]
Buyer/PARMA team can also modify supplier data from the buy side. They can add, change
the entire supplier data, if needed.
 Company Data – Buyer/PARMA team can change the company data – name and
address.
 Contact Person Data – Contact Person data can only be changed from IDM. Contact
person data can only be viewed from SLC.
 Product Categories (Commodity codes) – Product categories can be added / deleted

from the buy side.
 Attachments and Certificates – Attachments and certificates can be uploaded/deleted

from the buy side.
Data updated from the buy side is transferred to the sell side. Supplier is notified in an email
with the data changes.
Other buy side maintenance activities
Supplier Type (DM/IDP) – Supplier type can be changed from DM to IDP but not from IDP to
DM. If DM is initially selected, system allows to add IDP also. But if IDP is initially selected,
system does not allow to add IDP.
Supplier Roles (PAR, SAL, MFG, SHP, WHS) – Once supplier structure is maintained in
PARMA, PARMA team should check in PARMA whether supplier role is allowed to be
changed in PARMA. Only if the change is allowed in PARMA, then only PARMA team should
change the role in SAP SLC.
Purchasing categories (Commodity codes) - Buyer can add/remove the purchasing categories
whenever needed from the buy side.
Buyer can also maintain Payment terms and attach the approval mail in SAP SLC as needed.

role code impact
Y/N
Maintenance of supplier Supplier SLC Sell N

data side ->

Company
Data
Approval of supplier data Buyer SLC Buy N
(1st level) side ->
Inbox
Approval of Supplier data PARMA SLC Buy
(2nd level) side ->
Inbox
Maintenance of supplier Buyer SLC Buy N
data side ->
Supplier
Portfolio
Standard /
The supplier data should be able to be Gap High

structured in different plants, offices
etc.. The role (PAR, SAL, MFG, SHP)
should be displayed per site.
There must be a partner code for every Gap High
different geographical location for each
plant within a suppliers organisation.
It should be possible to block a Standard NA
supplier on site level. All sites
connected below in the structure to the
blocked site should be blocked except
for SHP.
It should be possible to view the Standard NA
suppliers VAT number
It should be possible to view what Standard NA
commodities the supplier is approved
for
It should be possible to view a list of Standard NA
certificates and the time of validity for a
supplier
Should be possible to have some type Standard NA
of "log" on a supplier level. Buyers and
other stakeholders should be able to
add notes on performance, old
negotiations or other areas of interest.
(Notes about supplier)
Supplier data changes should be Gap High
approved first by buyer and then by
PARMA team

Bank Details . Chinese characters in Gap NA
Parma to ECC.
Internal Company and Address in Gap NA
double bit character (i.e. Chinese)
Tax /VAT code different for different Standard NA
countries.
Buyer should be able to select Gap NA
payment terms

Change Type
new, delete)
SAP Customizing
Supplier
-> Supplier Portfolio
Management
SAP Customizing
N/A
5.7.3.1.1 Use
N/A
N/A

Data Maintenance Buyer

Responsible
Execution
N/A

Business
N/A
Authorization
Data Supplier Custom role No FS-xx-xxx

Maintenance Employee (Adding
SUPPLIER
DATA
MANAGER)
Data Buyer Custom role No
Maintenance (Modifying
approval CATEGORY
MANAGER)
Data PARMA Custom role
Maintenance (Modifying
approval CATEGORY
MANAGER)

N/A
Interface
Process Step/ Trans Code/
Business
ID Activity Description role/ Input/Output Func spec ID

Actor
SLC to PARMA Transferring System FS-xx-xxx

Interface the modified
supplier data
to PARMA
system

Negative Impacts
Positive Impacts
To Company
To Company
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed
CERTIFICATE MANAGEMENT
Certificate Management – High level Process
Overview
Certificates for DM will continue to be in VSIM. Only IDP will use SLC to store the certificates.
Managing Supplier Certificates
Certificate types can be created corresponding to the actual certificates that we want the
supplier to provide, such as ISO 9001.
Certificate types can be used to request the actual certificates from the supplier. Certificate
types can be assigned to purchasing categories (Commodity codes).
Certificate types can also be assigned to certificate questions in the question library. These
certificate questions can be included into qualification questionnaires.
In the supplier details, all certificates uploaded by a supplier on the sell side of SLC are
displayed.
Requesting Certificates from Suppliers
Buyer can request certificates from the suppliers by assigning certificate types to certificate
questions. Automatic reminders can be send to suppliers for expiring or missing certificates.
System sends first reminder to supplier 30 days before the expiration date. And second
reminder 7 days before the expiration date.
Certificates provided by the supplier requires approval from the buyer on the buy side. Only
after approval are they visible in the supplier data. In the Certificate Status listing, buyer can
also see certificates that have been uploaded by suppliers and that are still pending approval.

role code impact
Y/N
Creating and editing BAM N/A N

certificate types
Assigning certificate types BAM N/A N
to purchasing categories
Assigning certificate types BAM N/A N
to certificate questions
Supplier Certificate approval Buyer N/A N
Standard /

Expiration date should be able to be Standard NA
limited for certain certificates
Automatic e-mail should be sent to the Standard NA
supplier near expiration date.
It should be possible to approve Standard NA
deviations of certificates by authorized
persons

Change Type
new, delete)
SAP Customizing
N/A
5.8.3.1.1 Use
N/A
N/A

Certificate Management BAM

Responsible
Execution
N/A

Business
Certificate Report Buyer Standard Supplier portfolio -

status provides a > Certificate
listing of all status
certificates
for all
suppliers with
status
Authorization
Certificate BAM Custom role No FS-xx-xxx

Management (Adding
Certificate
manager role )

N/A
Interface
Business
N/A FS-xx-xxx

Negative Impacts
Positive Impacts
To Company
To Company
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to
specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

N/A
SUPPLIER CLASSIFICATION
Supplier Classification – High level Process
Overview
Buyer can use the supplier classification tab to maintain the supplier status, VQE Status, E-
Invoicing and Supply Chain Finance values to support the SCM consensus.
Supplier Status (To be finalized)

In addition to the status (Potential Supplier, Bidder and Supplier), Buyer can maintain
additional status for a supplier. These statuses are ‘On hold’, ‘Escalated’ and ‘Spare parts
only’. Out of these statuses, Spare parts only is only for information and will be available
only in SLC and is not passed to any other systems. Escalated and on hold status are
required in Sourcing (Decision pending whether these statuses need to be passed to
Sourcing).
The below information are required in SAP SLC to support the IDP SCM.
 VQE Status
Buyer can set the VQE status to either ‘Approved’, ‘Not Approved’, ‘Nominated’ and
‘Revoked’.
 E-Invoicing
Buyer can set E-Invoicing to either Yes/No.
 Supply Chain Finance
Buyer can set the Supply Chain Finance to Yes/No.

role code impact
Y/N
Supplier Classification Buyer Supplier N

Classification
Standard /
VQE – field with drop-down list (Blank Gap Medium

if not evaluated at all, Approved, Not
Approved)
E-invoicing – No as general, ability to Gap Medium
change to yes once implemented.
SCF – No as general, ability to change Gap Medium
to yes once implemented.


Change Type
new, delete)
N/A
N/A
5.9.3.1.1 Use
N/A
N/A

Supplier Classification Buyer

Responsible
Execution
N/A

Business
N/A
Authorization
Supplier Buyer Custom role No FS-xx-xxx

Classification (Adding
CATEGORY
MANAGER)

N/A
Interface
Business
N/A FS-xx-xxx

Negative Impacts
Positive Impacts
To Company
To Company
Process Strategy
e.g.,
Principles
How
High-level data
flows
Process &
Metrics (focus on
key changes to

specific steps
and
transactions)
Roles,
responsibilities
and organization
Who’s
accountable?
Who’s
responsible?
Who’s
consulted?
Who’s informed

N/A

Technical Development
Dev type (Report, Interface,
Enhancement, Data
Func spec ID Description conversion) Owner
FS-xx-xxx
FS-xx-xxx

7 Authorization
Business Roles (Production)

Business Role Matrix Template:
IT Support Roles (Production)
Role Authorization description T-code/s Create/Change/Display

8 Technical Solution
Communication and Protocols
Encryption of data
Secure communication
Single sign-on
Capacity Sizing
The following template should be filled-in in order to estimate performance impact from solution on a
short-term and long-term basis. Add the document as an object in the Business Blueprint.
Also send the document till Basis ITAM for evaluation.
SAP Capacity
Sizing.xls
Archiving
http://ecm.gothenburg.VCG.ford.com/webtop/csautologinstreamer?objectId=0901331381d4e652

9 Migration concept
Master Data
Migration
Master data object Migration Execution date Scope Migration method
Transaction Data
Migration
Transaction object Migration Execution date Scope Migration method
Required Business input

10 Glossary
11 Appendix
Template version history

Version no Changed by Date Description
1.0 SANDE300 2012-08-21 First version
2.0 PBRASTA 2012-11-02 New structure and content in
document
3.0 PBRASTA 2012-11-27 Chapter 8 updated
4.0 MHAMIL87 2013-01-09 Approval instructions for
Business and IT added in new
chapter 1.1.1 and 1.1.2.
Heading changed in 1.10 and
5.2.4.
5.0 MHAMIL87 2013-01-31 Table of contents format
corrected and changed to
include 4 levels.
6.0 MHAMIL87 2014-10-27 Added 8.5 Capacity Sizing and
estimation document
6.1 MJOHAN95 2014-12-09 Updates regarding
authorizations.


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7 103 SAP Business Blueprint Supplier Master V1 0

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Business Blueprint

FPS Supplier Master

Originator: SAP CoE Page 1 of 72 Date Issued: 2012-08-21

Originator: SAP CoE Page 2 of 72 Date Issued: 2012-08-21

Originator: SAP CoE Page 5 of 72 Date Issued: 2012-08-21

Originator: SAP CoE Page 6 of 72 Date Issued: 2012-08-21

Reading instructions and approval

The following chapters should be read and approved by business:

Chapter Heading Business

Originator: SAP CoE Page 8 of 72 Date Issued: 2012-08-21

Background and purpose

 Reduce administrative workload, and allow distribution of information maintenance to

SAP Supplier Lifecycle Management (SLC) is going to be a global supplier management

Originator: SAP CoE Page 9 of 72 Date Issued: 2012-08-21

Originator: SAP CoE Page 10 of 72 Date Issued: 2012-08-21

(To be updated later)

Deliverable Scope (Inclusions)

(To be updated later)

(To be updated later)

Originator: SAP CoE Page 11 of 72 Date Issued: 2012-08-21

Company specific naming standard

Please see below link of Business Requirement List.

Business Owner View

Originator: SAP CoE Page 12 of 72 Date Issued: 2012-08-21

Sl Interface Details IBD/ IBD data OBD data VCG Mode/approach

Customizing Object Object Code IMG Path Change Type

Originator: SAP CoE Page 13 of 72 Date Issued: 2012-08-21

Project Use and Settings

Originator: SAP CoE Page 14 of 72 Date Issued: 2012-08-21

Activity Business Input Output Transaction Finance

Create Purchasing BAM Purchasing N

Project use and Settings

SAP IMG -> SAP

Originator: SAP CoE Page 15 of 72 Date Issued: 2012-08-21

4.1.2.1 Customizing Object

4.1.2.3 Why (if change type is create, copy, change or delete)

Master Data Maintenance

SAP Business Initiate Object Maintain Object Restrict Functional Owner

Master Data Reports

Purchasing Purchasing Standard Purchasing

BAM Creation of Product Upload of standard No FS-xx-xxx

Originator: SAP CoE Page 16 of 72 Date Issued: 2012-08-21

Upload of Transfer of BAM Purchasing FS-xx-xxx

4.1.6.1 Interface Overview

Change Management – Organization Impact Consideration

Potential future improvements (out of scope for this project)

Originator: SAP CoE Page 18 of 72 Date Issued: 2012-08-21

 Reduce administrative workload, and allow distribution of information maintenance to

Originator: SAP CoE Page 19 of 72 Date Issued: 2012-08-21

SLC Process Flow

Sell side (Supplier side)

Supplier can perform the following activities

 Register company as a potential supplier

Buy side (Buyer side)

Following activities can be performed from the buy side

 Approving the registration request

Originator: SAP CoE Page 20 of 72 Date Issued: 2012-08-21

SUPPLIER SELF REGISTRATION & EARLY

Overview of Registration & Early Qualification

The registration page is available only in English.

Below are the mandatory fields in the registration page.

General Company and Buyer Information tab in the registration page

Contact Details tab in the registration page