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SAP Procurement Processes

​

in S/4 HANA

​

Purchase Order Doc Type “FO”

Framework Order

for Consumable Scenario

(“Periodic” Invoicing Plan)

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  1. PO Document Type “FO” (SPRO).
  2. Check Field Selection “FOF” (SPRO).
  3. Account Assignment “K” (SPRO).
  4. Create a Costs Center “ZCC2” (KS01).
  5. Create a Expenses G/L Account “66999999” (FS00).
  6. Classify the new G/L Account for Document Splitting (SPRO).
  7. Create a Material Group “ZG1” (SPRO).
  8. Create a Valuation Class “ZVC1” (SPRO).
  9. Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  10. Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  11. Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  12. Set “ERS” indicator to Vendor “BP01” (BP).
  13. Check “Periodic Invoicing Plan” Configurations (SPRO).
  14. Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  15. Invoicing Plan Settlement (MRIS).
  16. Check PO History and Accounting Documents (ME23N).

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Field Selection for PO Doc Type “FOF” is unique (Header Validity Start is Mandatory)

Check Allowed Item Categories for PO Doc Type “FO”

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Not the Doc Type “FO” can be applied with Item Category “B” or “D” (In this example will use “B” Limit Scenario)

Check

Link PR to

the PO

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This is PR Doc Type “FO”” with Item Category “B”

Meaning

PR Doc Type

“FO” + Item Category “B”

can be

converted to

PO Doc Type

“FO” + Item Category “B”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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In this SPRO step, let’s check the Configuration of the Field Selection “FOF”

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In this SPRO step, let’s check the Configuration of the Field Selection “FOF”

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Note “Start of Validity period” is Mandatory

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Check Account Assignment “K” and “U”

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Note Cost Center is Mandatory

Account Modification is use to determine to G/L in the PO

GR is not allowed for Invoicing Plant but since A/A “K” can be used for GR-based Consumable PO, we will uncheck this indicator in the PO instead and not here

This will default the selection of the “IR” indicator in the PO

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Create a new Cost Center “ZCC2” for Controlling Area “A000”

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Enter Appropriate CO data for the new Cost Center

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Create a new G/L Account 66999999 for Expenses

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The new G/L 66999999

is a P&L account Hence it is also a Primary Cost Element

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In this example,

the Controlling Area “A000” is assigned with

Company Code “1010”

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Chart of Accounts “YCOA” is from the Company Code “1010”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Create a new Material Group “ZMG1”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Create a new Valuation Class “ZVC1”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Assign

Valuation Class “ZVC1” to

Material Group “ZMG1”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Influencing Factor 1

Plant = Valuation Area = 1010 is assigned to

Valuation Grouping Code (VGC) “0001”

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Influencing Factor 2

Account Assignment “K” is assigned with Account Modification “VBR”

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Influencing Factor 3

Valuation Class “ZVC1” is assigned to Material Group “ZMG1”

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Assign the new G/L “66999999”

to Trax Event Key “GBB”

using the 3 influencing factors (previous 3 slides)

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Double click

Trx Event Key “GBB”

use Chart of Accounts “YCOA” the the Company Code “1010” where the G/L “66999999” was created

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Assign the G/L “66999999”

Influencing Factor 2

Account Assignment “K” is assigned with Account Modification “VBR”

Influencing Factor 3

Valuation Class “ZVC1” is assigned to Material Group “ZMG1”

Influencing Factor 1

Plant = Valuation Area = 1010 is assigned to

Valuation Grouping Code (VGC) “0001”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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New Entries

to create

assignment of Cost Center “ZCC1” to

the Primary Cost Element (G/L) “66999999”

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Assign Cost Center “ZCC2” to

the Primary Cost Element (G/L) “66999999”

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Invoicing Plan PO will be using Invoice Settlement via MRIS and the “ERS” setting is a Prerequisite

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GR-Based Invoice indicator if selected will have to be deselected in the PO (GR-Based IV is for Classic ERS)

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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Invoicing Plan Types and its related configuration are done here

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Invoicing Plan Types for Partial Inv.Plan are simpler; here, we create new Inv.Plan type “ZZ” for Periodic Inv.Plan

The Date Determine Rules are the basis of how the Inv.Plan dates will be generated in the Inv.Plan PO

“X” means Deadlines in the Periodic Invoicing Plan Invoice due schedule will be generated Automatically

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Use Standard SAP

Date Category “T1” for Partial Inv.Plan

Date Category “P1” for Periodic Inv. Plan

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The descriptions are merely to differentiate between the invoicing dates and have no control character.

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This configuration defines Dates Rules for the Date Determination

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Duration of the Invoicing Plan due dates (our case will be monthly therefore 12 periods will be generated)

Start and End Dates

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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For Invoicing Plan

Enter in the PO Header

  • Doc Type “FO”
  • Supplier “BP01” with ERS indicator
  • Validity Periods (today’s date is 19.11.2023)

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For Invoicing Plan

Enter in the PO Item level

  • an Appropriate A/A (our case is “K” with Acct.Modification “VBR”
  • Short Text “Rental”
  • PO Qty 1
  • Order UOM “MON” (Activity Unit)
  • Net Price $800 (as Monthly Rental)
  • the new Material Group “ZMG1”
  • Plant 1010 (with VGC “0001”)

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un-check the “GR” indicator and it is not allowed for the Invoicing Plan Scenario

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G/L Account was determined via

OBYC

Cost Center was determined via OKB9

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GR-Based IV is defaulted from the BP (but not allowed for Invoice Plan Scenario)

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Auto Invoice scenario requires a Tax Code

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Deselect the GR-Based IV indicator, click the “Invoicing Plant” button and select “ZZ” Period Invoicing Plan Type and click CONTINUE

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Back and SAVE

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Invoicing Plan PO created

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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First, run “Test Run” mode to check Postable Invoicing Plan Schedules

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Today is 19.11.2023 and therefore this Item is Postable

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Uncheck the Test Run to now generated the Invoice

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SAP Internal Invoice Document

Accounting Document

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  • PO Document Type “FO” (SPRO).
  • Check Field Selection “FOF” (SPRO).
  • Account Assignment “K” (SPRO).
  • Create a Costs Center “ZCC2” (KS01).
  • Create a Expenses G/L Account “66999999” (FS00).
  • Classify the new G/L Account for Document Splitting (SPRO).
  • Create a Material Group “ZG1” (SPRO).
  • Create a Valuation Class “ZVC1” (SPRO).
  • Assign Valuation Class “ZVC1” to Material Group “ZG1” (SPRO).
  • Account Determination “VBR” for G/L Account “66999999” with Valuation Class “ZVC1” and Material Group “ZG1” (OBYC).
  • Use G/L Account “66999999” to determine the Cost Center “ZCC2” (OKB9).
  • Set “ERS” indicator to Vendor “BP01” (BP).
  • Check “Periodic Invoicing Plan” Configurations (SPRO).
  • Create Consumable PO using Document Type “FO” for the Periodic Invoicing Plan Scenario (ME21N).
  • Invoicing Plan Settlement (MRIS).
  • Check PO History and Accounting Documents (ME23N).

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check any updates in the “Invoicing Plan” details

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01.11.2023

Scheduled Payment due today 19.11.2023 now with Status

“C” (Invoiced)

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SAP Internal Invoice Document

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Debit Expenses

Credit Down Payments

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Cost Center charged