1 of 77

SAP Procurement Processes

​

in S/4 HANA 2023

Employee Self-Service Scenario

using FIORI APP

​

Basic Procurement Steps

Material Master for LEAN Service

Info Record

PO, Service Entry, LIV

using Fiori Apps

2 of 77

  1. Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  2. Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  3. Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  4. Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  5. The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  6. Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  7. Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  8. The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  9. Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  10. “Upload Supplier Invoices” Fiori App information.
  11. Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

3 of 77

Internet Catalog assign to the User in “Default Settings for Users” Fiori App.

Enter SAP User for FIORI Login

4 of 77

Edit

5 of 77

Material Group default for PR/PO without Material

Internet Procurement Catalog

Default Document Type NB

Default Purchasing Group for PR/PO without Material if not found in Vendor Master

Default Plant, Company Code, and Purchasing Org to the PR/PO

6 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

7 of 77

Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).

8 of 77

from the “Default Settings for Users” Fiori App.

9 of 77

10 of 77

Select items from the Catalog and click “Add” to the Shopping Cart

11 of 77

click ORDER

12 of 77

13 of 77

HR Personnel# which is linked to the SAP User

14 of 77

15 of 77

Not all data default from from the “Default Settings for Users” Fiori App. (eg: the Purch Org 101C is from the internet Catalog Interface to SAP where the Central Purch Order 101C is used)

16 of 77

from the “Default Settings for Users” Fiori App.

17 of 77

18 of 77

PR created

19 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

20 of 77

21 of 77

the 4 PR items are have the Same Source of Supply

22 of 77

23 of 77

24 of 77

25 of 77

PO created for the ESS PR

26 of 77

Status “PO created”

27 of 77

Status “PO created”

PR# 10000330

PO# 4500000071

28 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

29 of 77

Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.

30 of 77

Follow on Document means PO created and/or GR confirmed

AND Once Confirmed GR, the ESS PR will be removed from the Work list

The User can confirm the Goods Receipt here which navigates to the “Confirm Requisitions Fiori App

The “Return” button is NOT active as Goods Receipt has not been confirm for any items in the ESS PR#-PO

31 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

32 of 77

The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.

33 of 77

Goto the Detail screen

Note NOT any of the 4 ESS PR-PO items have been received

34 of 77

set EDIT mode

35 of 77

Enter DO#

Select Items to Receive and click “Confirm”

36 of 77

Once Confirmed GR, the ESS PR is removed from the Work list

37 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

38 of 77

Status did not change

Perform a Return of one of the Ordered Item (the Return button is now Active since the system found some items in the ESS PR-PO already Confirmed GR

39 of 77

One of the File is Damaged and

Process a Return here

40 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

41 of 77

Check the PO History using “Manage Purchase Orders” Fiori App.

42 of 77

Check the PO History for the

ESS PR-PO

43 of 77

Since the ESS PR-PO item 4 was the only item returned 1/2pc, check PO item 4

44 of 77

The Goods Receipt Confirmed for the 2pcs

Returned 1pc to the Vendor

45 of 77

46 of 77

47 of 77

System used the Mov.Type “122” for Return to Vendor

48 of 77

49 of 77

GR is of course

Debit Expenses

Credit GR/IR

… and

Return to Vendor reverses the G/L Accounts

Debit GR/IR

Credit Expenses

50 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

51 of 77

The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.

52 of 77

Goto the Detail screen

Only 1 of 4 ESS PR-PO item was returned and ready for another receiving

the ESS PR-PO is now in the Worklist again as there is an Outstanding in the ESS PR-PO

53 of 77

1pc of ESS PR-PO item 40 ready to be received again

54 of 77

55 of 77

the ESS PR-PO no longer have any items Outstanding and is removed from the Worklist

56 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

57 of 77

Check the PO History using “Manage Purchase Orders” Fiori App.

58 of 77

Check the PO History for the

ESS PR-PO

59 of 77

Since the ESS PR-PO item 4 was the only item returned 1/2pc, check PO item 4

60 of 77

note the 3rd Material Document posted

due to Supplier resend an item that was Returned

61 of 77

62 of 77

63 of 77

Movement type 101 is used for the Returned Item Replacement from the Vendor

64 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

65 of 77

66 of 77

67 of 77

68 of 77

Refer to this App in this Fiori App library for file formats information

69 of 77

Goto https://fioriappslibrary.hana.ondemand.com/

for Product features info on “Upload Supplier Invoices” Fiori App

70 of 77

Goto https://fioriappslibrary.hana.ondemand.com/

for

Important SAP Notes, Installation, and Configuration Information on the “Upload Supplier Invoices” Fiori App

71 of 77

There is 1 relevant application configuration for the App in

IMG - MM - LIV - Incoming Invoice

72 of 77

In this configuration activity, you configure for the upload of supplier invoices whether the company code is mandatory or optional.In both cases, you can specify whether the authorization for the employee who uploads must be checked.

73 of 77

  • Internet Catalog assign to the User in “Default Settings for Users” Fiori App.
  • Create Employee Self-Service (ESS) PR using “Create Purchase Requisitions” Fiori App (the App design for the ESS scenario).
  • Convert the ESS PR to Purchase Order using “Process Purchase Requisitions” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App.
  • The User Confirm the Goods Receipt using the “Confirm Receipts of Goods” Fiori App.
  • Check the Status of the ESS PR using the “My Purchase Requisitions” Fiori App and Perform a Return of one of the Order Item.
  • Check the PO History after the Return activity using “Manage Purchase Orders” Fiori App.
  • The vendor sends a good item and the Employee Confirm Receiving using the “Confirm Receipts of Goods” Fiori App.
  • Check the PO History after the Vendor resend another Item using “Manage Purchase Orders” Fiori App.
  • “Upload Supplier Invoices” Fiori App information.
  • Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

74 of 77

Using “Create Supplier Invoices” Fiori App for Manual Invoice Verification of the ESS PR-PO items.

75 of 77

Enter the Invoice Header data

76 of 77

Enter the PO# and when Balance is 0 then Post

77 of 77

SAP Invoice Posted