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Understand and perform the Purchase-To-Pay process.

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Learning Objective: Understand and perform the Purchase-To-Pay process.

Scenario: In order to complete the Purchase-To-Pay process, you will take on different roles within the GBI company, e.g. Purchasing Agent, Warehouse Worker, Accounting Clerk. Overall, you will be working in the Materials Management (MM) and the Financial Accounting (FI) departments.

Employees Involved: Joyce Hausman, Contract Administrator

Sandeep Das, Warehouse Supervisor Sergey Petrov, Warehouse Employee Wilton Saban, Inventory Supervisor Alberto Conti, Technical Office Assistant Aura Maxwell, Buyer

Tatjana Karsova, Receiving Clerk

Silvia Cassano, Accounts Payable Specialist Shuyuan Chen, Chief Accountant

Before you start the Purchase-To-Pay process, you will create a new Vendor, Mid-West Supply ### in Lincoln, Nebraska. Then you will create a new Material Master Data Record for a Trading Good, a Chain Lock (CHLK1###), in the system. After checking the stock (which will be zero), you start the procurement process by creating a Purchase Requisition. As the Buyer, you will create a Request for Quotation and enter the submitted bids from various Vendors – including your new Vendor. After evaluating and accepting the Quotation of Mid-West Supply ###, you will create a Purchase Order referencing the RFQ. You will then post the Goods Receipt and verify the physical receipt into stock. After creating two partial Vendor Invoices, you will post the payments to the Vendor and review the G/L Accounts.

The graphic below displays the complete process tasks and the modules in which they are carried out (20 Tasks):

Task: Create a new Supplier.

Short Description: Use the SAP Fiori Launchpad to create a new Supplier, Mid- West Supply ### in Lincoln, Nebraska.

Name, Position: Joyce Hausman, Contract Administrator

Suppliers are established in both Accounting and Purchasing. The Vendor Master Record requires three Views – General, Accounting, and Purchasing in order to be active. Vendors can be created centrally, meaning all Views are generated concurrently, or responsibility can be distributed to Accounting and Purchasing for creating and maintaining their respective Views. In this case study, central creation will be used to enter all of the needed data. In this way, this Vendor record will contain all of the information necessary to conduct business transactions.

To create a new Vendor, use the app Maintain Business Partner.

 

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