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Blog updated March 2025 - Customer Self service maintenance
We are pleased to share our upcoming new functionality from 26th March 2025, which gives you the opportunity to update your own Purchase Order Responsible Maintenance, Purchase Order Responsible Cloud and also Maintenance Responsible, the person who should receive the CPI notification. You can also watch this video! Digital Library
From the “Home” page in SAP for Me, you need to go to the “Finance and Legal” page, “Overview” tab.
You will only see under “Your Contacts Card”, the contacts for your company that currently hold the role of
- PO Resp MT
- PO Resp CL
- MT Resp
You might notice that there are three dots showing at the top right-hand side of the card.
If you click on this, you will be able to see a more detailed explanation of what the card is about. In summary, you will be able to add a role; add a contact; edit a role (add or delete); delete a contact or transfer a role to another contact
You can filter on each role, and you can also sort by first name, last name, job position and email, and by ascending A-Z and descending Z-A
Add Role
If you click on “Add Role”, it brings up a search screen, where you can search EITHER by first name OR last name OR email address. There will be three blue dots that circle whilst the search is in progress.
Click on the contact you want to add the role to and then check the relevant role under Roles to Assign and then Click on “Update”. You will now be able to see the contact in the Card with the new role assigned. This will also be assigned real time in our back-end systems.
Add/Create Contact
If you want to create a contact, go to “Add Role”, click on the “Downward Arrow” icon to the right of this, and choose “Create Contact”. This brings up a screen where you need to input the mandatory fields – First name; last name; email and job position. Then flag the role or roles you want to assign and click on “Submit”. There will be a confirmation message that will pop up to say your newly created contact has had a particular role assigned. If you enter an email that already exists against a contact in our database, you will receive a warning message that you need to use the existing contact, by adding a role and choosing the email address of the existing contact, rather than creating a duplicate contact.
Transfer
Click on the Downward Scroll against the “Transfer” button to the right-hand side of the Contacts Card. This will display three further actions: Let’s look first at “Transfer Role”. You have two options here. The first option is if the person you want to transfer the role from is staying in the company, just moving department or no longer handling the task, then flag the Role that you wish to Transfer under “Transfer which role?”. You can then either search for an existing contact or create a new contact who will take on this role.
Then you click on “Submit”
Or the second option is: if the person you want to transfer the role from is leaving the company, then flag the “Leaving the Company” and you will get a warning message that will say you are breaking the relationship between this contact and the company, unless that contact is an S user, and then only the role would be removed. You click on “OK” and then you click on “Submit” and you will get a confirmation message to say the relationship has been broken. The contact how has left will no longer appear in “Your Finance Contacts” card.
Edit
This is used for removing or adding a role. Right now, you cannot edit a contact’s name or email, but that will be coming soon in a few months.
Click on “Transfer” then “Edit role”. Flag the role you want to add or remove and click on “Update.”
Note that you cannot remove a role, unless there is someone else in the company that has the same role.
Delete
This is used to delete a contact and break the relationship between the company and the contact. This will not only remove the contact from Your Finance Contacts card but will also remove the contact from the back-end systems.
There are two caveats to this. As previously mentioned, there must be someone else with the role assigned, and most importantly, the user must not be an S User.
Click on “Transfer” and then “Delete Contact”. You will first be asked to ensure that there is another person with that role. If not, you will need to assign that role to someone else first. Once you have confirmed “Delete”. If the user you want to delete is an S User, then you will only be able to remove the role, but the contact will not be deleted in the back-end systems.
So now, you should be able to add, edit, transfer, delete roles and create finance contacts via “SAP for Me”
Should you have any questions, feel free to reach out to our customer service for assistance.
Thank you for using “SAP for Me”.
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Original Blog - Updated - Sept 2024
Customer Purchase Order Self Service Maintenance in SAP for Me
In addition to the transparency to all your Cloud and On-Premise Renewals in SAP for Me, you are now able to submit your Purchase Order number for your On-Premise Auto Renewals digitally. Read on below to learn more details! or watch the videos in many different languages in our Digital Library
How to Submit Purchase Order information in SAP for Me
In SAP for Me (S-User required), select “Finance & Legal” Dashboard from the menu:
On the Overview tab you can find an “Missing PO Numbers” card showing if you have pending Orders to update the Purchase Order information. Click under “On Premise Maintenance” to update your orders directly from this card. You may add a Purchase Order number or advise No PO is required for a single order or multiple. Once you save and confirm your changes, you will receive confirmation that the Purchase Order has been assigned.
Another option to update your Purchase Order ID is under the On-Premise tab, where you can scroll down to the On-Premise Maintenance section, which lists all your On-Premise Maintenance orders.
From this card you can download the latest PO projection PDF and you may also see those orders where the Purchase Order information is missing.
Go to the right and click the > (View Details) button to see the Order Details for that specific order:
Here you can Provide your Purchase Order number by clicking “Provide PO Number” or indicate No PO is required for this Order.
To update multiple orders with the same PO, just click on “Manage PO Numbers” on the Maintenance card.
Please note that the update of the Purchase Order information is available 90 days before your maintenance renewals starts and will be available until an invoice is created for that period.
If the order already has a Purchase Order number and you wish to change the information, click on the “Edit PO Number” button. You can provide a new Purchase Order number or advise that No Purchase Order is required. This option is available only for single orders.
If you need help you can use the Get Assistance functionality at the top of the Your Order Details view to contact SAP and request support. To date, the functionality covers questions around the Purchase Order submission and Invoicing processes (more options to be provided later).
After selecting the Get Assistance option, a dropdown webform will appear, where you can enter your question or issue. The request for assistance in SAP for Me is forwarded to the responsible SAP Team, who will contact you directly to help you with your inquiry.
Thank you and best regards,
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