Procure-to-Pay (Services)

Scenario Overview
Click process
chevrons for details

Confirming
Processing Processing Processing Processing Processing Processing
Goods and
Shopping Purchase Requests for Purchase Supplier Payables and
Services
Carts Requests Quotation Orders Invoices Payments
Receipts

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Scenario Description Open Legend

Explorer The Procure-to-Pay (Services) business scenario allows you to procure services, such as consulting and training services, temporary
labor, or engineering services.
It can be triggered by employees who create shopping carts for services, by project managers who need a certain service for their project,
Scenario/Processes or directly by the buyer using a purchase order.
Project-related services are usually recorded in a time sheet and the costs are directly transferred to the project tasks in financial
Business Value accounting.
If a purchasing contract or a list price for the ordered service exists, the purchase order can be created automatically. If no source of supply
exists, a request for quotation can be sent out to determine an appropriate supplier.
Scenario Flow
Alternatively with this scenario, it is possible to order external resources to provide services for customer demands that cannot be fulfilled
by internal employees. In this case, the procurement process is triggered when a sales order or a service order has been created.
Further Information
The following business roles are involved in this scenario:

Accounts
Operational Payable
© © 2013 SAP AG. All rights reserved. Employee Strategic Buyer Buyer Accountant
 Procure-to-Pay (Services)
Scenario Overview
Click process
chevrons for details

Confirming
Processing Processing Processing Processing Processing Processing
Goods and
Shopping Purchase Requests for Purchase Supplier Payables and
Services
Carts Requests Quotation Orders Invoices Payments
Receipts

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Scenario Description Legend Open

CloseLegend
Legend
Explorer The Procure-to-Pay (Services) business scenario allows you to procure services, such as consulting and training services, temporary
labor, or engineering services. Process mainly driven by the user
It can be triggered by employees who create shopping carts for services, by project managers who need a certain service for their project,
Scenario/Processes or directly by the buyer using a purchase order. Process mainly driven by the system

Project-related services are usually recorded in a time sheet and the costs are directly transferred to theManual
projectprocess
tasks in
notfinancial
supported by the
Business Value accounting. system
If a purchasing contract or a list price for the ordered service exists, the purchase order can be created automatically. If no source of supply
Process that communicates with third-
exists, a request for quotation can be sent out to determine an appropriate supplier.
Scenario Flow party software (mouse-over for details)
Alternatively with this scenario, it is possible to order external resources to provide services for customer demands that cannot be fulfilled
by internal employees. In this case, the procurement process is triggered when a sales order or a service order has
Process been created.
with relevance to Financials
Further Information
The following business roles are involved in this scenario: Related scenario

Info button with more information

Accounts
Operational Payable
© © 2013 SAP AG. All rights reserved. Employee Strategic Buyer Buyer Accountant
 Procure-to-Pay (Services)
Process Details: Processing Shopping Carts
Click process
chevrons for details

Processing Shopping Carts X

– Go Shopping (Advanced)

Create an Confirming
Track a Approve a Processing Processing Processing Processing Processing
advanced Goods and
shopping shopping Purchase Requests for Purchase Supplier Payables and
shopping Services
cart cart Requests Quotation Orders Invoices Payments
cart Receipts
i i i

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Shopping Carts business process enables your employees to
independently create and track shopping carts to request non-stock materials and services. Performed by
They can also confirm, cancel, or return goods and services receipts from the shopping Employee
Scenario/Processes carts. The costs for these products can be assigned to a cost center, project, sales order, or
service order. The information in these shopping carts is sent for approval, if required, and
then transferred into purchase requests for the purchasing department. It is possible for a
Business Value requester to withdraw a shopping cart from approval. Requested items can also be canceled. In the Work Center(s)
Home

Scenario Flow

Further Information

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Purchase Requests
Click process
chevrons for details

Processing Purchase Requests – X

Bundle and Order

Assign a Bundle and

source of create a
supply purchase
order Confirming
Processing Processing Processing Processing Processing
Shopping
i i Requests for Purchase
Goods and
Supplier Payables and
Services
Carts Quotation Orders Invoices Payments
Receipts
Initiate RFQ

processing
i
Click here to display process variants

Scenario Process Description Further Information

Explorer The Processing Purchase Requests business process enables you to monitor incoming
purchase requests and to add or change relevant data in order to transfer purchase requests Performed by
into purchase orders. You can assign missing sources of supply such as contracts, list prices, Operational Buyer
Scenario/Processes or already existing purchase orders and then either order the assigned purchase requests or
bundle multiple assigned purchase requests into one or more purchase orders. If there is no
source of supply to be found, you can find appropriate sources of supply using a request for
Business Value quotation. The process can have multiple degrees of automation. In the Work Center(s)
Purchase Requests and Orders

Scenario Flow

Further Information

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Purchase Requests
Click process
chevrons for details

Processing Purchase Requests – X

Bundle and Order

Assign a Bundle and

source of create a
supply purchase
order Confirming
Processing Processing Processing Processing Processing
Shopping
i i Requests for Purchase
Goods and
Supplier Payables and
Services
Carts Quotation Orders Invoices Payments
Receipts
Initiate RFQ

processing
i
Click here to hide process variants

i Processing Purchase Requests -

Order

Scenario Process Description Further Information

Explorer The Processing Purchase Requests business process enables you to monitor incoming
purchase requests and to add or change relevant data in order to transfer purchase requests Performed by
into purchase orders. You can assign missing sources of supply such as contracts, list prices, Operational Buyer
Scenario/Processes or already existing purchase orders and then either order the assigned purchase requests or
bundle multiple assigned purchase requests into one or more purchase orders. If there is no
source of supply to be found, you can find appropriate sources of supply using a request for
Business Value quotation. The process can have multiple degrees of automation. In the Work Center(s)
Purchase Requests and Orders

Scenario Flow

Further Information

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Requests for Quotation
Click process
chevrons for details

Processing Requests for Quotation X

Compare
Group quotes and Confirming
Processing Processing Create a Processing Processing Processing
sourcing create Goods and
Shopping Purchase request for Enter quotes Purchase Supplier Payables and
request follow-up Services
Carts Requests quotation Orders Invoices Payments
items documents Receipts
i i i i

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Requests for Quotation business process enables your purchasing
department to bundle your company’s purchasing requirements and to find appropriate Performed by
sources of supply for the materials and services required. This includes finding sources of Strategic Buyer
Scenario/Processes supply for purchase requests, for example, and for the negotiation of new or expiring
purchasing contracts.

Business Value You can invite new or existing suppliers to participate in requests for quotation and compare In the Work Center(s)
the quotes received easily in the system to determine most suitable supplier for your Sourcing and Contracting
requirements.
Scenario Flow
Once you have determined the winning quote, the bidders are notified about the outcome of
the request for quotation process, and follow-up documents, such as purchase orders or
Further Information contracts, can be created.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Purchase Orders
Click process
chevrons for details

Processing Purchase Orders X

Create and Acknow- Confirming

Processing Processing Processing Send Approve Monitor Processing
Maintain ledge Goods and
Shopping Purchase Requests for Purchase Purchase Purchase Supplier
Purchase Purchase Services
Carts Requests Quotation Order Order Order Invoices
Order Order Receipts
i i i i i
…
Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Purchase Orders business process enables you to work on automatically
created purchase orders, or manually create a purchase order with or without reference to a Performed by
contract or a list price. You can also search in a supplier catalog for the products to be Operational Buyer
Scenario/Processes ordered. The purchase order can contain stock material with or without product specification,
services, or non-stock material that can be ordered for different purposes (for example, for
costs centers, projects, or as an individual material within an asset procurement
Business Value process).You can also create third-party purchase orders for materials and services In the Work Center(s)
manually, which can be assigned to sales orders, service orders, or customer projects. If all Purchase Requests and Orders
relevant data is maintained, the purchase order is sent to the supplier, which can also be an
Scenario Flow
affiliated company that uses either SAP Business ByDesign or SAP ERP. It is also possible
that an approval procedure depending on the purchase order value is in place. Optionally, a
Further Information purchase order acknowledgment can be used. The process can have multiple degrees of
automation.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Confirming Goods and Services Receipts
Click process
chevrons for details

Confirming Goods and X

Services Receipts –
Non-Stock Materials and Services

Processing Processing Processing Processing Create a Approve a Processing Processing

Shopping Purchase Requests for Purchase goods and goods and Supplier Payables and
Carts Requests Quotation Orders services services Invoices Payments
receipt receipt
i i

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Confirming Goods and Services Receipts business process enables you to create
goods and services receipts for non-stock materials and services and related expenses. You Performed by
can manage and track the delivery of materials and the completion of services in the system. Employee
Scenario/Processes In cases where services have been completed and time sheets have been created by
service agents in Time and Labor Management (TLM), goods and services receipts are
Business Value created automatically from the time sheet entries. In the Work Center(s)
When you post the goods and services receipt, the system automatically forwards the data Goods and Services Receipts

Scenario Flow to Financials and posts it there.

Goods and services receipt processes do not support the receipt of stock materials. The
Further Information Supply Chain Management part of the solution supports the receipt of stock materials into
your warehouse through its inbound processes.
.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Supplier Invoices
Click process
chevrons for details

Processing Supplier Invoices X

Confirming Resolve a Approve a

Processing Processing Processing Processing Create a Processing
Goods and supplier supplier
Shopping Purchase Requests for Purchase supplier Payables and
Services invoice invoice
Carts Requests Quotation Orders invoice Payments
Receipts exception
i i i

Click here to display process variants

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Supplier Invoices business process enables you as an accountant to
enter, verify, and post invoices, credit memos, and down payment requests that you received Performed by
from your supplier by fax or by mail. Alternatively, your supplier, which can also be an Accounts Payable Accountant
Scenario/Processes affiliated company, can send you these documents electronically as XML messages. An
automated invoice-verification process compares all supplier invoices with their
corresponding purchase documents, if available.
Business Value In the Work Center(s)
You can also charge supplier invoice items to partner companies, and you can distribute Supplier Invoicing
additional costs, such as freight, among all other supplier invoice items.
Scenario Flow
When the supplier invoice is complete and correct, you post it. The supplier invoice is then
used to pay your suppliers. If relevant, the system also creates new fixed assets
Further Information automatically.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Supplier Invoices
Click process
chevrons for details

Processing Supplier Invoices X

Confirming Resolve a Approve a

Processing Processing Processing Processing Create a Processing
Goods and supplier supplier
Shopping Purchase Requests for Purchase supplier Payables and
Services invoice invoice
Carts Requests Quotation Orders invoice Payments
Receipts exception
i i i

Click here to hide process variants

Project
Management
i Processing Supplier Invoices Using ERS

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Supplier Invoices business process enables you as an accountant to
enter, verify, and post invoices, credit memos, and down payment requests that you received Performed by
from your supplier by fax or by mail. Alternatively, your supplier, which can also be an Accounts Payable Accountant
Scenario/Processes affiliated company, can send you these documents electronically as XML messages. An
automated invoice-verification process compares all supplier invoices with their
corresponding purchase documents, if available.
Business Value In the Work Center(s)
You can also charge supplier invoice items to partner companies, and you can distribute Supplier Invoicing
additional costs, such as freight, among all other supplier invoice items.
Scenario Flow
When the supplier invoice is complete and correct, you post it. The supplier invoice is then
used to pay your suppliers. If relevant, the system also creates new fixed assets
Further Information automatically.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Payables and Payments
Click process
chevrons for details

X
Processing Payables and Payment – X
Processing Payments Automatically

Confirming Create a
Processing Processing Processing Processing Check and payment
Goods and release a Approve a Process a Allocate a
Purchase Requests for Purchase Supplier medium and bank
… Requests Quotation Orders
Services
Receipts
Invoices payment
proposal
payment
send to bank
or payee
statement
payment

i i i i i

Click here to display process variants

Project
Management

Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Payables and Payments business process enables the processing of
outgoing payments initiated either internally by your company or externally by your suppliers. Performed by
Accounts Payable Accountant
Payments can be made manually or automatically via a payment run in which the system
Scenario/Processes proposes the open items for payment. You then release the payments and the system posts
them to accounting. You create the payment medium, either manually or as part of an In the Work Center(s)
Business Value automatic run. The standard work center provides checks, outgoing bank transfers, credit Payables
memos, as well as other country-specific payment methods. Once the payments have been Payment Management
debited from the bank account, the bank statement is entered in the system, in which it is Liquidity Management
Scenario Flow uploaded electronically or entered manually, before being confirmed. If payments are
initiated externally, the bank statement provides the notification that a payment has been
Further Information made. The payments are matched in the system to the open invoices before being cleared.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Payables and Payments
Click process
chevrons for details

X
Processing Payables and Payment – X
Processing Payments Automatically

Confirming Create a
Processing Processing Processing Processing Check and payment
Goods and release a Approve a Process a Allocate a
Purchase Requests for Purchase Supplier medium and bank
… Requests Quotation Orders
Services
Receipts
Invoices payment
proposal
payment
send to bank
or payee
statement
payment

i i i i i

Click here to display process variants X

Project
The accountant releases the payment that the manager may previously have approved.
Management
The system creates the payment medium in an automatic run or the accountant creates
it manually. The system provides checks and outgoing bank transfers and the option of
remittance advices. The accountant prints checks and sends them by mail to the payee.
Order-to-Cash Bank transfers stored in a file are sent by the accountant to the bank or uploaded to the
(Project-Based banking software.
Services)

Scenario Process Description Further Information

Explorer The Processing Payables and Payments business process enables the processing of
outgoing payments initiated either internally by your company or externally by your suppliers. Performed by
Accounts Payable Accountant
Payments can be made manually or automatically via a payment run in which the system
Scenario/Processes proposes the open items for payment. You then release the payments and the system posts
them to accounting. You create the payment medium, either manually or as part of an In the Work Center(s)
Business Value automatic run. The standard work center provides checks, outgoing bank transfers, credit Payables
memos, as well as other country-specific payment methods. Once the payments have been Payment Management
debited from the bank account, the bank statement is entered in the system, in which it is Liquidity Management
Scenario Flow uploaded electronically or entered manually, before being confirmed. If payments are
initiated externally, the bank statement provides the notification that a payment has been
Further Information made. The payments are matched in the system to the open invoices before being cleared.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Payables and Payments
Click process
chevrons for details

Processing Payables and Payment – X

Processing Payments Automatically

Confirming Create a
Processing Processing Processing Processing Check and payment
Goods and release a Approve a Process a Allocate a
Purchase Requests for Purchase Supplier medium and bank
… Requests Quotation Orders
Services
Receipts
Invoices payment
proposal
payment
send to bank
or payee
statement
payment

i i i i i

Click here to display process variants X

Project The system receives information about the processed payments in a bank statement,
Management lockbox, or bank advice, and allocates them to the appropriate process or matches
them against the payments created in the system. If allocation is not possible, the
accountant has to process it manually in a system-generated task.
Order-to-Cash
(Project-Based
Services)

Scenario Process Description Further Information

Explorer The Processing Payables and Payments business process enables the processing of
outgoing payments initiated either internally by your company or externally by your suppliers. Performed by
Accounts Payable Accountant
Payments can be made manually or automatically via a payment run in which the system
Scenario/Processes proposes the open items for payment. You then release the payments and the system posts
them to accounting. You create the payment medium, either manually or as part of an In the Work Center(s)
Business Value automatic run. The standard work center provides checks, outgoing bank transfers, credit Payables
memos, as well as other country-specific payment methods. Once the payments have been Payment Management
debited from the bank account, the bank statement is entered in the system, in which it is Liquidity Management
Scenario Flow uploaded electronically or entered manually, before being confirmed. If payments are
initiated externally, the bank statement provides the notification that a payment has been
Further Information made. The payments are matched in the system to the open invoices before being cleared.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Process Details: Processing Payables and Payments
Click process
chevrons for details

Processing Payables and Payment – X

Processing Payments Automatically

Confirming Create a
Processing Processing Processing Processing Check and payment
Goods and release a Approve a Process a Allocate a
Purchase Requests for Purchase Supplier medium and bank
… Requests Quotation Orders
Services
Receipts
Invoices payment
proposal
payment
send to bank
or payee
statement
payment

i i i i i

Click here to hide process variants

Project
Management
i Processing Externally-Initiated Payments of Credit Memos by Incoming
Bank Transfer
Order-to-Cash
(Project-Based i Processing Externally-Initiated Payments of Credit Memos by Incoming
Services) Check
i Processing Externally-Initiated Payments of Credit Memos by Incoming
Check with Lockbox
Scenario Process Description i Processing Externally-Initiated Payments Further Information
of External Credit Memos by
Explorer Bill of Exchange
The Processing Payables and Payments business process enables the processing of
i Processing
outgoing payments initiated either internally by your company or externallyPayments Manually with Bills of Exchange
by your suppliers. Performed by
Payments can be made manually or automatically via a paymenti Processing Payments Manually with Open Item Clearing
run in which the system Accounts Payable Accountant
Scenario/Processes i Processing Payments
proposes the open items for payment. You then release the payments and the system posts with Petty Cash
them to accounting. You create the payment medium, either Processing Payables In the Work- Center(s)
and Payments with Accounts Maintenance
i manually or as part of an
Payables
automatic run. The standard work center provides checks, outgoingStandard bank transfers, credit
Business Value Payment Management
memos, as well as other country-specific payment methods. Once the payments have been Liquidity Management
debited from the bank account, the bank statement is entered in the system, in which it is
Scenario Flow uploaded electronically or entered manually, before being confirmed. If payments are
initiated externally, the bank statement provides the notification that a payment has been
Further Information made. The payments are matched in the system to the open invoices before being cleared.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Business Value

Initiate Procure Execute Settle

Create Send Acknowledg Receive/Veri

Source and Initiate RFQ
Purchase Perform Post to
Purchase e Purchase Record Time fy Supplier Pay Invoice
Bundle Processing
Order Services Ledger
Order Order Invoice

Scenario Overview Key Benefits

Explorer For midsized companies, who staff their
projects with external resources, this  Automated sourcing and purchase order creation, triggered from the project
process integrates service procurement  Efficient collaboration with all parties involved in your project within your company
Scenario/Processes for improved project execution and and beyond
greater customer satisfaction  Time recording, monitoring, and confirmation of work performed by external service
You can grow profits by utilizing providers
Business Value integrated service procurement and time  Payments to suppliers are highly automated to achieve the highest possible payment
confirmation processes. discounts taking the current liquidity situation into consideration
Scenario Flow SAP Business ByDesign helps efficiently  Built-in alert and exception handling for fast handling of non-standard requests
manage the procure-to-pay process:  Built-in analytics that enables the purchasing department to monitor the lifecycle of
Further Information From project planning, service the external service provider
procurement, job execution, time
recording through financial settlement.

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Scenario Flow
Purchase
Sourcing and Purchase Requests Goods and Supplier Payment
Home Requests
Contracting and Orders Services Receipts Invoicing Management
and Orders

Confirming
Processing Processing Processing Processing Processing Processing
Goods and
Shopping Purchase Requests for Purchase Supplier Payables and
Services
Carts Requests Quotation Orders Invoices Payments
Receipts

• Advanced
Shopping Cart • Processing Purchase • Processing
Processing Requests - Bundle Payments Manually
and Order (Manual) Time and Labor with Open Item
• Processing Purchase Management Clearing
Order-to-Cash Requests - Order • Processing
(Standardized (Automatic and Payments with Petty
Services) Manual Cash
•…
Field Service
and Repair Project
Management

Order-to-Cash
(Project-Based
Services)
Scenario
Explorer
Scenario/Processes

Business Value

Scenario Flow Legend

Process related Work center in which
Further Information Process
mainly
• Process to Financials process is performed
driven by variant1 Work
the user • Process
Center Related Business
variant 2 document flow
scenarios

© © 2013 SAP AG. All rights reserved.

 Procure-to-Pay (Services)
Further Information

Scenario Do you want to try it out? Do you need more information? Do you want to discuss with others?
Explorer
Self-Enablement Systems More Details Forum
If you want to try out the business SAP provides a complete product Get in touch with experts to
Scenario/Processes scenario, click here.* documentation, covering all discuss your specific
aspects of the business scenario. requirements. To enter the
For more details, click here. community, click here.*
Business Value

WIKI
Scenario Flow VV In addition to the product
documentation, SAP provides
Further Information Wikis that describe additional
aspects of SAP Business
ByDesign.
To access the WIKI, click here.*

© © 2013 SAP AG. All rights reserved. * Note that to access the links above you need to have a user in SAP Business Center. If you cannot access the page directly and if you are using Microsoft Internet Explorer®, please
check http://support.microsoft.com/kb/890474.