Sales of Nonstock Item with

Order Specific Procurement

SAP Best Practices Baseline Package

SAP Best Practices

Scenario Overview – 1

Purpose and Benefits:

Purpose
 In this scenario a customer orders a material that is currently not in stock. The
material is therefore procured from an external supplier.

Benefits
 Handover of customer’s requirements directly to external supplier
 Material is sent from external supplier to trader. The trader stays in charge for the
complete delivery process
 Fulfillment of customer’s requirements despite of material shortage

Key process flows covered

 Create Sales Order
 Convert Purchase Requisitions to Purchase Order
 Approval of Purchase Orders
 Post Goods Receipt
 Invoice verification
 Delivery Processing and Goods Issue
 Billing
Scenario Overview – 2

SAP Applications Required:

Required
 SAP enhancement package 4 for SAP ERP 6.0

Company roles involved in process flows

 Sales Administrator
 Purchasing Manager
 Purchaser
 Billing Administrator
 Warehouse Clerk
 Accounts Payable Accountant
 Accounts Receivable Accountant
Scenario Overview – 3

Detailed Process Description:

Sales of Non-stock Item with Order Specific Procurement

 In this scenario a customer orders a material that is currently not in stock.
The material is therefore procured from an external supplier. Example:

 The customer 100003 orders 100 PC of the material H14 at the sales
organization 1000.
 When creating the sales order, a purchase requisition is generated. In the
next step, the purchase requisition is converted into a purchase order for
the supplier 300000.
 The goods receipt is created on a customer’s special stock for the
customer 100003. The delivery and the invoice follow from here. Finally
the invoice verification for the goods receipt is created.
 Toward the end of this process, you will also check the customer’s credit
level.
Process Flow Diagram
Sales of Nonstock Item with Order specific Procurement
Vendo

Delivery of Incoming
Items to Vendor
r

Trader’s Invoice
Warehouse
Custome

Credit Order
Customer Managemen Billing
Request for Confirmation Document
r

t
Material (108)
Adminis-

Credit
trator
Sales

Create Sales (Optional) Managemen Auto-generates a

Order Change Order t Requisition
Quantity (108)
Purchasi
Manager

Quotation Display List of Convert

for Approval of
ng

Procuremen Purchase Assigned Purchase

t Requisitions to Requisitions to Orders
(128) be Assigned Purchase Orders
Adminis
Billing
trator

Billing
Warehouse

Delivery Due Post Goods

List Issue
Clerk

Print GR Slip Post Goods

Receipt

Pick List
Accountant
Receivable
Accounts

AP –
Payable/

Outgoing COGS Vendor AR–Incoming

Invoice Receipt
Payment Payment
(158) (157)

AP = Accounts Payables, AR = Accounts Receivables, COGS = Cost of Goods Sold, GR = Goods Receipt
 Legend

Symbol Description Usage Symbol Description Usage Comments

Comments

Band: Identifies a user role, such as Accounts Role band To next / From last Diagram: Leads Flow chart continues on the next /
to the next / previous page of the previous page
Payable Clerk or Sales Representative. This band contains tasks Diagram
<Function>

can also identify an organization unit or group, common to that Diagram

rather than a specific role. role. Connection
The other process flow symbols in this table go into
these rows. You have as many rows as required to
cover all of the roles in the scenario. Hardcopy / Document: Identifies a Does not correspond to a task
printed document, report, or form step in a document; instead, it is
Hardcopy / used to reflect a document
External Events: Contains events that start or end the Document generated by a task step; this
scenario, or influence the course of events in the shape does not have any
nal to
Exter

outgoing flow lines

SAP

scenario.

Financial Actuals: Indicates a Does not correspond to a task

Flow line (solid): Line indicates the normal sequence Connects two financial posting document step in a document; instead, it is
tasks in a Financial used to reflect a document
of steps and direction of flow in the scenario. scenario generated by a task step; this
Flow line (dashed): Line indicates flow to
Actuals
process or a shape does not have any
infrequently-used or conditional tasks in a scenario. non-step event outgoing flow lines
Line can also lead to documents involved in the
process flow.
Budget Planning: Indicates a Does not correspond to a task
Business Activity / Event: Identifies an action that Does not budget planning document step in a document; instead, it is
either leads into or out of the scenario, or an correspond to used to reflect a document
Business outside Process that happens during the scenario a task step in Budget
Activity / generated by a task step; this
the document Planning shape does not have any
Event outgoing flow lines

Unit Process: Identifies a task that is covered in a Corresponds to

step-by-step manner in the scenario a task step in Manual Process: Covers a task Does not generally correspond to
the document that is manually done a task step in a document;
Unit Process Manual instead, it is used to reflect a task
Proces that is manually performed, such
s as unloading a truck in the
warehouse, which affects the
process flow.
Process Reference: If the scenario references Corresponds to
another scenario in total, put the scenario number a task step in
Process and name here. the document Existing Version / Data: This block Does not generally correspond to
Reference covers data that feeds in from an a task step in a document;
Existing external process instead, this shape reflects data
Version / coming from an external source;
Data this step does not have any
Sub-Process Reference: If the scenario references Corresponds to incoming flow lines
another scenario in part, put the scenario number, a task step in
Sub- name, and the step numbers from that scenario here the document
Process
Reference System Pass / Fail Decision: This Does not generally correspond to
System block covers an automatic a task step in the document;
Pass/F decision made by the software instead it is used to reflect an
ail automatic decision by the system
Process Decision: Identifies a decision / branching Does not Decisio that is made after a step has been
point, signifying a choice to be made by the end usually n executed.
Proces user. Lines represent different choices emerging correspond to
s from different parts of the diamond. a task step in
Decisio the document;
Reflects a
n choice to be
made after step
execution