Business Process Design

PROJECT IDENTIFICATION
Customer Name Customer Number

Author Document Location (repository/path/name)

<Document location>
Version Status Date (YYYY-MM-DD)
1.0 Final 2021-07-15
Process Description
Business Process Diagrams
Business Process Procedure

Quantity contracts are agreements for a company to order a certain quantity of a product during a specified period. In source determination, contracts replace the purchasing information records and
can be assigned in the source list as the fixed source for MRP.
Target groups are purchasing managers as well as buyers. If purchase requisitions and purchase orders do not yet exist, they are created after the contract. You can check the released purchase orders
that are referenced to a contract by monitoring the contract.
Fiori Tiles and User Roles
Identify applicable Fiori Tile and corresponding User Roles.

Process Steps Fiori Apps Name

Create Purchase Requisition Manage Purchase Requisitions - Professional
Purchase Order Manage Purchase orders
Service entry sheet Manage Service Entry sheet
Invoice Create supplier invoice

User Role User Role Description

Cost Accountant - Overhead SAP_BR_OVERHEAD_ACCOUNTANT

Purchaser SAP_BR_PURCHASER

Purchasing Manager SAP_BR_PURCHASING_MANAGER

Accounts Payable Accountant - Procurement SAP_BR_AP_ACCOUNTANT_PROCUREMT

Configuration Expert - Business Process Configuration SAP_BR_BPC_EXPERT

Master Data Specialist - Product Data SAP_BR_PRODMASTER_SPECIALIST

Master Data Specialist - Business Partner Data SAP_BR_BUPA_MASTER_SPECIALIST

Employee - Procurement SAP_BR_EMPLOYEE_PROCUREMENT

Manager - Procurement SAP_BR_MANAGER_PROCUREMENT

General Ledger Accountant SAP_BR_GL_ACCOUNTANT

Divisional Accountant SAP_BR_DIVISION_ACCOUNTANT

Locations Where this Business Process is Performed
List all geographic locations/ offices, plants, warehouses etc., where this process is performed. Refer to To-Be Process Landscape.

Locations
Location Country Function Number of Users Point of Contact

Third Party Solution

This section contains the description of the third-party solution to close the gap to the SAP standard including the respective interfaces and the required developments.

Third Party Solution

ID Description Interface/Required Develop- Owner
ment
XX-xx-
T001
XX-xx-
T002
XX-xx-
T003
Table of Contents

1 Test Procedures

1.1 Standard Procurement of Service

1.1.1 Create Purchase Requisition

1.1.2 Convert Purchase Requisition to Purchase Order

1.1.3 Approve Purchase Order (Optional)

1.1.4 Preview Purchase Order (Optional)

1.1.5 Maintain Service Entry Sheet

1.1.5.1 Approve Service Entry Sheet without Flexible Workflow

1.1.6 Create Supplier Invoice

1 Test Procedures

1.1 Standard Procurement of Service

1.1.1 Create Purchase Requisition

Procedure

Tes Test Step Name Instruction Expected Result

t
Ste
p#
1 Log On Log on to the SAP Fiori launchpad as a Pur- The SAP Fiori launchpad is displayed.
chaser role.

2 Access the SAP Fiori Open Manage Purchase Requisitions - Profes- The Manage Purchase Requisitions – Professional screen is displayed.
App sional (F2229).

3 Create Purchase Re- Choose Create. The Purchase Requisition screen is displayed.
quisition

4 Enter Purchase Re- On the screen, make the following entries:

quisition Data Go to the General Information area:
Document Type: Purchase Requisition

Case 1: Purchase ser- In the Items area, choose Add and choose Ser-
vice without material vice. Make the following entries for each item:
number On the Purchase Requisition Item screen.
Go to the General Information area:
Item Description: Purchase service
without material number
Plant: 1710
Acct Assignment Category: K
Material Group: YBMM01
Tes Test Step Name Instruction Expected Result
t
Ste
p#
Go to the Quantity and Date area:
Quantity: <Quantity>, for example, 10
Start Date: <Today>
End Date: <Today + 3 months>
Release Date: <Today>
Go to Valuation area:
Valuation Price: <Valuation Price>, for
example, 10
Price Unit: <Price Unit>, for example, 1
Unit of Measure: <Unit of Measure>, for
example, H
PO Price Type : <PO Price Type>, for ex-
ample, As net price
Goods Receipt is Expected: <unselected>
Invoice Receipt is Expected: <selected>
Go to Account Assignment area:
Make the following entries: G/L Account: for ex-
ample, 65100000 for material group
YBMM01. The G/L Account will be determined
automatically.
Choose the line and go to next screen, make the
following entry, then choose Apply.
Cost Center: 17101501
Go to Contact Information area:
Purchasing Origination: 1710
Purchasing Group: 001
Choose Apply, then go back to Purchase Requisi-
tion screen.

5 Save Purchase Re- Choose Save.

quisition
The purchase Requisition is created. 10000008
1.1.2 Convert Purchase Requisition to Purchase Order

Procedure

Tes Test Step Name Instruction Expected Result

t
Ste
p#
1 Log on Log on to the SAP Fiori launchpad as a The SAP Fiori launchpad displays.
Purchaser role.

2 Access the SAP Open Manage Purchase Requisitions The Manage Purchase Requisitions screen displays the Purchase Requisition list.
Fiori App (F1048).

3 Filter Item List Enter the Purchase Requisitions number The Purchase Requisition list is filtered to show result.
in the Search area, then choose Go.
Purchase Requisition can also be gener-
ated from scope item Project Control -
Procurement-4RF. And if you encounter
any account assignment P related issues,
you can create an incident under PPM-
CNT component.

4 Assign Source of On the Manage Purchase Requisitions The Purchaser Orders Preview is displayed.
Supply screen, go to Purchase Requisitions (X)
area.

Case 1: Purchase Go to the line of the Purchase Requisi-

service without tions item and choose Edit.
material number In the dialog box, make the following
entries, then choose OK.
Supplier: 17300001

Case 2: Purchase Go to the line of the Purchase Requisi-

service with ma-
Tes Test Step Name Instruction Expected Result
t
Ste
p#
terial number tions item and choose Edit.
In the dialog box, choose X Sources of
Supply hyperlink.
On Select: Source of Supply screen,
choose info record item for Supplier
17300001. Then system shows again
the dialog box.
Choose OK.

Case 3: Purchase Go to the line of the Purchase Requisi-

service with Lim- tions item and choose Edit.
its item In the dialog box, make the following
entries, then choose OK.
Supplier: 17300001

5 Convert Purchase Select the line item that needs to convert The Manage Purchase Requisitions screen displays.
Requisition to to PO and choose Create Purchase Order.
Purchase Order

6 Save Purchase On the Manage Purchase Requisitions Standard PO created under the number
Order screen, make the following entries, then
choose Save.
4500000138
Purchase Order Type: Standard PO
If you want the purchase order to be as-
signed to an approver, then total PO
amount higher than 500 USD for Purchas-
ing Groups 003.
 Tes Test Step Name Instruction Expected Result
t
Ste
p#

1.1.3 Approve Purchase Order (Optional)

Purpose

In the activity, the Purchasing Manager releases a purchase order.

A prerequisite is the existence of a purchase order that can be released. Purchasing group is 003 and all purchase orders with a total value of 500 USD or more require an approval.
Note – Here it is autoapproved.

Procedure

Test Step Test Step Name Instruction Expected Result

#
1 Log On Log on to the SAP Fiori launchpad as a Purchasing Manager. The SAP Fiori launchpad is displayed.

2 Access the App Open My Inbox - All Items (F0862). A list of existing Purchase Orders is dis-
played.
 Test Step Test Step Name Instruction Expected Result
#
3 Search for Purchase Order Make the following entry and choose Enter: The Purchase Order is displayed.
Status Search: <Purchase Order number>

4 Approve Purchase Order Select the Purchase Order on the left side of the screen and choose Approve at the bottom right. The Submit Decision screen is displayed.

5 Enter Approval Reason Enter the approval reason if necessary, and then choose Submit. The Purchase Order is approved.

1.1.4 Preview Purchase Order (Optional)

Purpose

In this procedure, you can preview an existing purchase order.

Procedure

Tes Test Instruction Expected Result

t Step
Ste Nam
p# e
1 Log Log on to the SAP Fiori launchpad as a Purchaser. The SAP Fiori launchpad is displayed.
on

2 Ac- Open Manage Purchase Orders (F0842A) . The Manage Purchase Orders screen is displayed.
cess If you want to use the Save Draft feature in this
App app, you have to use a personalized user.

3 Se- Enter the Purchase Order number in the Purchase The Purchase Order screen is displayed.
lect Order search box, and choose Go. Select the row
Pur- for the Purchase Order you want to preview and
chase use the little arrow on the right side to check the
Order PO detail.
Tes Test Instruction Expected Result
t Step
Ste Nam
p# e

4 Pre- Go to the Output Management tab. Choose Open The Purchase Order is opened in PDF format.
view Output Details, on the Message Output screen, se-
the lect the Purchase Order and choose Display Mes-
Pur- sage.
chase
Order
1.1.5 Maintain Service Entry Sheet

Procedure

Tes Test Step Name Instruction Expected Result

t
Ste
p#
1 Log onto Fiori Launchpad Log on to the SAP Fiori launchpad as a Purchaser. The SAP Fiori launchpad is displayed.

2 Access App Open Manage Service Entry Sheets - Lean Ser- The Manage Service Entry Sheets screen is displayed.
vices (F2027).

3 Enter field values Choose Create.

On the Service Entry Sheet screen, make the fol-
lowing entries, then choose Enter:
Name of Service Entry Sheet : <SES Name> ,
for example, Vincent Sun
Reference Purchase Order : <Purchase order
you created>
Personnel Number: <Approval Person>, for
example: 50005626 Purchasing Manager.
The user with Purchasing Manager role.

Option A In the Items area, make the following entries for

Case 1: Purchase service each item:
without material number Performance Date: <Today>
Case 2: Purchase service Stated Quantity: < Stated Quantity >, for
with material number example,10

Option B In the Items area, make the following entries for

Case 3: Purchase service each item:
with Limits item Performance Date: <Today>
Stated Quantity: < Stated Quantity >, for
example,10 H
Price Per Unit: 10

4 Save the Service Entry Choose Save . Service Entry Sheet is saved. 2
Sheet
 Tes Test Step Name Instruction Expected Result
t
Ste
p#
5 Send to Approval Choose Send to Approval. Service Entry Sheet is sent for approval.

1.1.5.1 Approve Service Entry Sheet without Flexible Workflow

Purpose

In 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.

Procedure

Tes Test Step Name Instruction Expected Result

t
Ste
p#
1 Log onto Fiori Launch- Log on to the SAP Fiori launchpad as a Purchasing The SAP Fiori launchpad is displayed.
pad Manager.

2 Access App Open My Inbox - All Items (F0862). The My Inbox screen is displayed.

3 Check Service Entry A list of already created Service Entry Sheets is dis- The List of Service Entry Sheets screen is displayed.
Sheet Status played.
Search your created Service Entry Sheet with In Ap-
proval Status.

4 Approve Service Entry On the Approve Service Entry Sheet screen and con- Service Entry Sheet is approved.
Sheet firm you created Service Entry Sheet XXXXX.
Choose Release or choose Reject.
On the Submit Decision screen, add note if necessary
and choose Submit.
1.1.6 Create Supplier Invoice
Procedure
Test Step Test Step Name
#
1 Log onto Fiori
Launchpad
2 Access Tile
3 Enter General Data
4 Enter Purchase or-
der Reference
5 Check Invoice items
6 Enter Gross Invoice
amount
7 Add Notes (Op-
tional)
Instruction Expected Result
Log on to the Fiori launchpad as an Accounts Pay- The SAP Fiori launchpad is displayed.
able Accountant - Procurement.
Open Create Supplier Invoice (F0859). The Create Supplier Invoice screen is displayed.
On the Create Supplier Invoice screen, make the
following entries:
Go to the General Information area:
Transaction : Invoice
Company Code : 1710
Invoice Date: <Today>
Reference: <Fill the supplier Invoice
Number>
Choose one of the below options to enter reference:
Option 1:
Go to the Purchase Order References area:
Reference Document Category :Purchase Or-
der/Scheduling Agreement
Purchase order: <Purchase Order you
created>
Choose Enter.
Go to Invoice Items/Standard, and check the
Amount, Quantity and Tax Code.
Tax code: <same with tax code in PO >
Go to the General information area:
Gross Invoice Amount: <Total amount in
PO including Tax>
Enter notes on Note tab if you want to add more
detailed long text for the supplier invoice.
Test Step Test Step Name Instruction Expected Result
#
8 Post Invoice Choose Post. The system message is displayed.