digital business solution d.velop procurement for SAP ERP

Transcription

1 digital business solution d.velop procurement for SAP ERP Procurement application workflow in SAP ERP

2 d.velop procurement for SAP ERP is a solution developed specifically for SAP, digitizing and largely automatizing your enterprise s ordering process. Shorter cycle times and easier requirements assessment not only save time and money, but also improve customer satisfaction. Each purchase order and each ordering process starts with assessing the requirements. Requirements assessment provides a clear overview of which products and goods are needed across the company. The assessed requirements are entered in the SAP ERP via the so called Classifier platform" and later posted as a purchase order upon use of the MM SAP module. Depending on your personal preference, you can enter the procurement application via a web-based mask or in the SAP GUI. Once the procurement has been stored in the Classifier," a release workflow is started in the SAP system based on the SAP Business Workflow. An objective review and completion of the procurement document are prerequisites for successful completion of the release process. The default settings allow multilevel release steps, which can be made subject to amount limits. Depending on the pre-configured workflow or a manual decision by the user, an MM purchase order is created in the SAP system after the release. The process, and thus the procurement application workflow, is completed with the creation of the purchase order. The ordering process starts with requirements assessment. d.velop procurement for SAP ERP 2

3 Not all beginnings are difficult creating the procurement application The user can create a procurement application using either a web form or via the SAP GUI. External web catalogs can be called up when entering the procurement this can be done easily by setting up the OCI interface in the SAP system. If corresponding catalogs are provided and set up, the requester can select a specific provider s materials or products and import them directly into the procurement application s respective positions in the workflow document. The objective reviewer can use the Process later function to reserve the task, in case that multiple reviewers were assigned in the workflow. The reviewer must usually enter an obligatory note if the request is rejected. That behavior is controlled by simple customization settings. Up to nine release levels can be configured. It is possible to enter notes during the request creation. Those notes are included in the workflow history with a timestamp and creator ID. Additional customer fields for customer-specific information may also be created in the procurement application. The required materials and, where known, information such as buying group, company code, etc. can all be recorded. This process step also provides the opportunity to upload electronic documents to the workflow document, for example via Drag&Drop or by directly selecting a file. Those documents are then archived in an audit-compliant way via the SAP ArchiveLink interface. This workflow step can be completed with one click. Easy. Objective. Certified. A workflow document is created (in Classifier) after requirements assessment and the actual release workflow of the procurement is started. What follows is the objective review. The reviewer can go through with the review or initiate a rejection. The task can also be delegated to other colleagues. The reviewer can use the query function to request further information from any person involved in the process such as the creator of the request. Objective review of requirements d.velop procurement for SAP ERP 3

4 Single release granted. Once the review is complete, the person responsible for release will receive the procurement application. All users who can be designated for automated processor determination based on different objects in SAP or Classifier are defined in the so-called processor determination section in the Classifier workflow customization. An analysis report can be used to view all workflows that the respective user participated or is still participating in. If a workflow task is pending action by the user, they can also use the report to execute that action without having to switch to their business workplace. Alternatively, the person responsible for release may also execute the release via a web interface. It is of course possible to activate and configure notification via the solution s customizing menu. Documents related to the procurement can be uploaded and archived in an audit-compliant way via the SAP ArchiveLink in both the web interface as well as the SAP GUI during the release process, objective review, and completion. A mobile app is available for ios and Android for users wishing to complete the release via mobile devices such as smartphones or tablets. Creating SAP document If the procurement application is to be converted to a purchase order in the SAP MM, the processor or buyer can complete the purchase order data. The processor or buyer can complete the purchase order data in the transaction within SAP. This process step also offers the opportunity to access web catalogs for selecting materials or products from a specific provider via SAP s standard OCI interface. Of course, the processor may also forward and thus delegate this task, ask for clarification, return to objective review, or simply conclude the step by entering the MM purchase order. The user can see the complete procurement history in the workflow document s history. Once all the information is entered, an MM purchase order is created in SAP and the process is concluded. The MM purchase order can be invoked directly from within the analysis report. The related documents can be displayed from the purchase order display transaction via SAP s so-called generic object services. Alternatively, the SAP MM document flow including all ArchiveLink documents can be displayed via the d.velop smart folder for SAP ERP MM. Once the document is released, the process step Create SAP purchase order is invoked if this workflow is set to conclude with an MM purchase order reference. Alternatively, the process can also be concluded without creating an MM purchase order. d.velop procurement for SAP ERP 4

5 Customization guide A comprehensive customization guide is included with the Classifier platform. Pre-configured templates are included for the standard processes of procurement application, goods receipt and incoming invoice release workflow solutions. The user can view the complete Purchase-to-Pay process and see all the relevant information in one view in the SAP environment using the Classifier platform s analysis report. The customization guide can then be used to implement customer-specific changes on a large scale by simply adjusting parameters and settings. Some examples: notifications for new workflow tasks or notification for escalations, four-eye principle for releases/objective reviews, number of release and objective review levels, basic changes to workflow sequence logic etc. Customization guide overview d.velop procurement for SAP ERP 5

6 Easy to use Efficient work without media disruption Complete transparency of ordering processes thanks to a clear overview Automatic gathering of purchase order data Automated provision of document templates High level of process automation through direct parking in the SAP system Processing of accompanying documents (attachments, documentation, certificates, delivery orders ) Comprehensive reporting Cross-location work Involvement of the process owners without SAP access Create purchase requisition check release (optional) Complete purchase requisition Request Procurement Cockpit in SAP (Monitor) create purchase order Procurement application workflow overview d.velop procurement for SAP ERP 6

7 d.velop procurement for SAP ERP step-by-step : Step 1: Create Simply invoke the procurement request via the web form or the SAP GUI. Create the procurement easily and comprehensively using web catalogs. Optional: - Add notes - Attach documents Step 2: Review/Release Conduct an objective verification of the requirements assessment and release, reject or delegate. Claim tasks from multidrop mailboxes to process at a later time. Find a processor automatically. Stay on top of all workflows using the analysis report. Optional: Purchase order completion through subsequent editing by the person responsible for the release. Step 3: Process in SAP Create the MM purchase order in the SAP GUI. Show associated documents and generic object services in the SAP GUI. Invoke the MM purchase order from the analysis report. Optional: Call up documents in d.velop d.3 smart explorer or d.3one in SAP ERP. d.velop procurement for SAP ERP 7

8 d.velop AG s SAP expertise Are you looking for a team of experts that has operated successfully in the SAP ERP environment for years? Then you have come to the perfect place. d.velop currently has performed more than 7,000 installations, often for customers with several thousand users each. More than 1,000,000 registered users use solutions provided by d.velop. One focus of the projects is to integrate the system with the ERP systems of SAP SE. Over 700 customers use d.velop products in the SAP business environment. This includes prestigious companies, some of them with very complex system environments and several interlinked SAP systems. SAP activities are strategically integrated at d.velop and handled by our very own SAP center. Feel free to contact us if you have any further questions. Make use of a thorough and practice-orientated consultation provided by our specialists. Feel free to contact us because a real team is made up of people. d.velop procurement for SAP ERP 8

9 d.velop AG, founded in 1992 and based in Gescher, Germany, develops and markets software for the complete digitization of business processes and industry-specific procedures. By adding mobile apps as well as standardized and custom SaaS solutions to its established ECM portfolio of services relating to document management, archiving and workflows, the software manufacturer has also expanded to offer managed services. Those services include sophisticated compliance management to provide legal certainty and ensure compliance with all statutory regulations. d.velop helps companies and organizations to realize their full potential by providing digital services that connect people with one another and that simplify and redefine workflows and cases. A strong global network of around 150 specialized partners ensures that d.velop Enterprise Content Services are available worldwide. Do you have some ideas for a purchase-to-pay project? We are happy to advise. Let s talk about how we can successfully implement your project together. Stephanus Schürmann, Head of New Business CONTACT d.velop AG Schildarpstraße Gescher, Germany Telephone d-velop.de info@d-velop.de Version: d.velop procurement for SAP ERP June 2017 All rights reserved, subject to changes without notice. The actual implementation of the solution is company specific and may differ from the described functions. 9