- SAP Managed Tags
Service Procurement Conventional & Lean Services
Service Procurement –
Services Purchase Orders are different from Material Purchase Orders because of the following reasons:
- Services cannot be inventoried as there is no physical existence of services.
- Services are generally long termed where a Purchase Order can be placed and services can be tracked through service entry sheets for the Purchase Order.
- There is no estimated price for Services likewise in materials where we have fixed quantity-based prices.
- Services can be planned or un-planned.
- Services are not quantifiable & measurable as Materials.
- There can be physical movement of goods can be tracked but there is no scope for tracking a service movement as services are non-tangible and there is no physical presence hence additional control is required.
Different Ways of Buying a Service
1. External Service Procurement – For proper reporting & control SAP has introduced service cycle with account assignment and Item category “D”.
Service Purchase Requisition |
Service Purchase Order |
Service Purchase Order Approval |
Service Entry Sheet |
Service Entry Sheet Acceptance |
Service PO Invoice |
External Service procurement can be done for the below:
a. Text Based (Unplanned Services)
b. Service Master (Planned Services)
2. Lean Service Procurement in S4HANA.
A Company can have both Material & Service Procurement, for material procurement they must have material master and for service procurement they will have service masters, for the above procurements there would be separate processes of GRN & SES (for materials GRN and for services SES), to simply SAP has introduced Lean Service Procurement.
In the Lean Service Entry sheets can be created for consumption of Material based Purchase Orders. A new Material Type is provided SERV through which users can create a material master to identify services without the use of item category “D” in Purchasing documents.
Lean service procurement also supports both planned and unplanned (limit) services.
Material based PR with account assignment category without Item Category D |
Material PO with account assignment category without Item Category D |
Service Entry Sheet only through Fiori |
Service Entry Sheet Approval only through Fiori |
Invoice |
Scenarios for External Service procurement:
1. Planned Service Procurement – Without Lean Service Procurement with Service Master.
1.1 Creation of Service Activity Master:
1.1.1 Service Category creation –
SPRO->IMG->Materials Management->External Services Management-> Service Master -> Define Service Category
1.1.2 Create Number Ranges –
SPRO->IMG->Materials Management->External Services Management-> Service Master -> Define Number Ranges
1.1.3 Service Master Creation – Tcode- AC01
1.2 Purchase Requisition Creation –
Purchase Requisition is to be created with Account Assignment Category “K” and Item Category “D” is to be used as services are always consumed.
Valuation price is not required.
1.3 Purchase Order Creation – The Purchase Order is to be created with the reference of the PR, all the details would get copied into the Purchase Order from the PR.
Prices for the Services is to be maintained –
Purchase Order Created –
1.4 Service Entry Sheet is to be created with Tcode ML81N, PO number is to be entered.
Select Services -
After clicking on the Release Indicator, the drop downs would appear for releases as per the Release strategy set.
1.5 Service Entry Sheet Release: ML85
Select the corresponding Release Code and the Release Group
Click on the Flag to Release with either of the release codes as set in the strategy.
1.6 Purchase Order History Updated:
1.7 MIRO for Service Entry Sheet -
1.8 Purchase Order History after MIRO update -
Release Strategy Set for Service Entry Sheet Configuration
Setup Characteristics – CT04
Setup Class – CL02
Release Groups:
Release Indicators:
Release Strategy:
2. Unplanned Service Procurement – Without Lean Service and with service short text.
In this scenario no Service code is required, PR’s, PO’s can be created with texts and Overall limits are to be maintained in the Item Limits.
2.1 Purchase Requisition created -
2.2 Purchase Order Created in reference to the Purchase Requisition.
2.3 Service Entry Sheet- ML81N
2.4 ML85 – Release Service Entry Sheet
PO History updates after Service Entry Released -
2.5 MIRO – With reference to the Purchase Order -
3. Procurement of Service & Material together –
3.1 Purchase Order created.
3.2 Service Entry Sheet created for the booking of the service in the PO.
3.3 Service Entry Sheet Released.
Purchase Order History Updated after Service Entry Sheet is released for the Service Line Item
GRN done for Material, updated in the Purchase Order History -
Scenarios for Lean Service procurement:
Configurations –
Material Type Creation with Product Type: 2
Service Material code Created –
Scenario 1 – PO Created with Service Code as Material and Product Type 2
System does not allow to perform a SES using ML81N in GUI hence SES to be done through Fiori APP.
Quantity is entered.
Service Entry Sheet is created and sent for Approval.
Service Entry number appears in the My Inbox and is to be approved by the User.
Upon Approval the Purchase Order History gets updated.
MIRO to be posted as per normal practice.
Scenario 2 - Purchase Order Created with Service text, Product Type 2.
Note: Limit Tab does not appear.
ML81N would not work as it is Lean Service Procurement.
SES created through Fiori APP and sent for approval.
Upon Approval, Purchase Order History gets updated in the Purchase Order.
Scenario 3 - With Service Code & Service Text both product type 2.
System does not allow for ML81N SES.
SES booked through Fiori APP and sent for approval.
Entry Sheet released from My Inbox.
Purchase Order History gets updated for both the line items.
Scenario 4- Service Code (2) & Material Code (1)
Case (a) - Material Consumption & Service Consumption.
PO created with Account assignment “K for both the line items.
Service Entry Sheet for both Material & Service through Fiori APP and is sent for Approval.
Update in Purchase Order History for both line items:
Through the Fiori App both the Material & the Services Goods Receipt can be done. Alternatively, system also allows for MIGO in GUI for the Material only.
Service Entry Sheet approval revoked:
Reversal of the GRN document after the SES approval is revoked.
Service Entry Sheet Deleted:
MIGO done for line Material line item -
Purchase Order History updated for PO line item 1:
Service Entry through Fiori for PO line item 20.
Purchase Order History updated for PO line item 2:
Hence with material code and service code, GRN & SES can be done collectively through Fiori SES or one by one through MIGO for Material and SES through Fiori.
Case (b)- Material Inventoried & Service Consumption.
SES through Fiori would not be possible as system is unable to process the blank account assignment, hence for service only SES is created and MIGO to be performed for Material’s inventory.
Service Entry Sheet created for the Service Line Item.
Upon Approval, the purchase order history gets updated for the service line item.
MIGO done for the Inventory Item
Scenario 5: Service Code (2) & Material Text (1)
Material Consumption & Service Consumption.
Purchase Order Created -
Service Entry Sheet through Fiori –
Release of SES through My Inbox APP.
Purchase Order history updates after the SES is released.
Cancellation of service entry to check if the material’s GRN can be done through MIGO & Service Entry sheet to be done with Fiori APP.
Service Entry Sheet Cancelled.
PO History gets updated with movement type 102 as reversal.
MIGO through GUI posted for line item 10.
Purchase Order History gets updated after MIGO.
Service Entry Sheet to be created for the Service line item 20 –
Release of Line item 20.
Purchase order History updated for Line item 20.
Scenario 6: Service Text (2) & Material Code(1)
1. When Material is to be Inventoried and Service to be consumed.
PO Creation-
Service Entry Sheet in Fiori will not process the inventory item as there is no account assignment.
MIGO has to be done for the Inventory Material separately.
MIGO for the Inventory material.
Purchase order History Updated.
Service Entry in Fiori for the Service Item.
Release of Service Entry Sheet in Fiori.
Purchase Order History update for Service item.
Scenario 7: Service Text(2) & Material Text(1).
PO Created, only consumption of the text material and Service text can be posted and not the Inventory of the material.
Service Entry & Release of Service Entry.
Purchase Order History updated.
Scenario 8 - Material Code (1), Material Text (1), Service Code (2), Service Text (2)
With Inventoried Material Code, Consumption Text material
SES created for Text Material, Service Code & Service Text.
MIGO to be created for Inventory Material.
Manage Workflows for Service Entry Sheets - Lean Services
With this app, you can configure the flexible workflow for service entry sheets as a configuration expert, enabling you to define your own approval process. The flexible workflow allows you to use either the automatic, one-step, or multi-step approval. The app provides several options for determining the approver, such as the assignment of an approver by using a role, but you can also assign specific users or even teams as approvers. If a workflow with one or more steps is activated and the configured start conditions are fulfilled, the approval process is initiated.
With this app, you can define your own workflow process:
- Add a new workflow or copy an existing workflow and modify it according to your requirements. You can configure the workflow as follows:
- Define properties such as a description and a validity period.
- Under the section Preconditions define start preconditions for the new workflow. These criteria must be fulfilled for the workflow to start. You can define, for example:
- the maximum or minimum total net amount of the service entry sheet
- the accounting types Cost Center or Project.
- Add one or more Step Sequences. For each step sequence you define recipients and step-specific preconditions. You can define the order of the steps, and you can delete unnecessary steps.
- Accordingly, you can assign recipients to each step, for example by using the role Person Responsible for Cost Center, or you can assign a specific user as the approver.
Note: If you use either the role Person Responsible for Cost Center or Person Responsible for Project as the recipient, please use either the accounting type Cost Center or Project, respectively, as the corresponding precondition. This ensures that the workflow can find the correct approver.
- Activate or Deactivate a workflow
Once you have activated the workflow, you can copy, deactivate or delete it, but you can no longer edit and change it.
- Define the Order
If you have defined several workflows, the start preconditions are checked in the order you have defined. As soon as the start preconditions for a workflow are met, this workflow is used and none of the other workflows are considered. This ensures that only one workflow in the list of your defined workflows is started, even if several workflows have matching preconditions.
Use the feature Automatic Release of Service Entry Sheet delivered by SAP as a fallback option. By default, this workflow is activated.
Recommendation
It is strongly recommend to define this workflow as the last one in the order. So, it is started if none of the other workflows applies. You can also configure your own workflow that is to be used as a fallback option.
- Delete a workflow if it is no longer required.
Configuration
To activate the flexible workflow functionality, you must make the required settings in SAP Customizing Implementation Guide (transaction SPRO) under Materials Management -> Purchasing Service Procurement -> Service Entry Sheet -> Activate Flexible Workflow for Service Entry Sheets.
Effects on Existing Data
Once the flexible workflow is active, it applies to all newly created service entry sheets. For already existing service entry sheets, the following table shows which workflow applies - depending on the document status of the service entry sheets at the activation time of the flexible workflow.
Old Workflow: approver determination within the app Manage Service Entry Sheets - Lean Services (Personnel Number).
Flexible Workflow: approver determination within the app Manage Workflows for Service Entry Sheets - Lean Services.
Approver Determination - Old Workflow or Flexible Workflow? | ||
Document status of service entry sheet at activation of flexible workflow | User´s action after activation | Workflow used to determine the approver |
In Process | The user sends the service entry sheet for approval. | Flexible Workflow |
In Approval | No action | Old Workflow |
If you withdraw the service entry sheet from approval, it is again in document status In Process. You can send it again for approval. | Flexible Workflow | |
Approved | No action | Old Workflow |
If you revoke the approval of a service entry sheet, it is again in document status In Process. You can send it again for approval. | Flexible Workflow | |
Rejected | If you edit the service entry sheet, it is again in document status In Process. You can send it again for approval. | Flexible Workflow |
Define Visualization Metadata for My Inbox (for Service Entry Sheets)
When you use the flexible workflow for the approval of procurement documents, you have to ensure that the app My Inbox is available and set up for your approvers. To do this, you have to enter the data listed below in Customizing for Materials Management under
Purchasing -> Service Procurement - Lean Services ->Flexible Workflow for Service Entry Sheets -> Lean Services Client-Dependent Configuration.
Proceed as follows:
- As the Worklist Client, select SAPUI5 My Inbox or My Inbox (you see either of the two, depending on your system settings).
- Select the Task tab and choose Create New Line.
- Enter the data listed below. Do not fill the column Dynamic.
Note
To fully display the visualization parameter values, you may have to use the horizontal scrollbars, if available.
For the workflow for service entry sheets (workflow scenario ID WS00800321 and task ID TS00800593😞
Parameter Name | Visualization Parameter Value |
SCHEME | Sapui5 |
COMPONENT_NAME | cross.fnd.fiori.inbox.annotationBasedTaskUI |
QUERY_PARAM00 | service=/sap/opu/odata/sap/MM_PUR_SES_MAINTAIN_SRV |
QUERY_PARAM01 | entity=/C_ServiceEntrySheetWD(ServiceEntrySheet='{&_WI_Object_ID.MV_OBJECT_ID&}',DraftUUID=guid'00000000-0000-0000-0000-000000000000',IsActiveEntity=true) |
QUERY_PARAM02 | annotations=/sap/opu/odata/IWFND/CATALOGSERVICE;v=2/Annotations(TechnicalName='MM_PUR_SES_MAINTAIN_ANNO_MDL',Version='0001')/$value/ |
Perform Customizing for the Flexible Workflow for Service Entry Sheets - Lean Services
As a prerequisite for using the flexible workflow, you have to perform several customizing activities. In some of them, you will need to specify the workflow scenario ID, sometimes in combination with the IDs of the standard workflow tasks. For an overview of these IDs for all workflows in Sourcing and Procurement, see Workflow Scenarios and Tasks.
Mandatory: Check automatic workflow customizing
What to do | Ensure that the automatic customizing is active for the workflow functionality |
Where to do it | In transaction SWU3 or in customizing for SAP NetWeaver under Application Server Business Management SAP Business Workflow Maintain Standard Settings. Depending on whether you have previously used a workflow functionality, proceed as follows: § If you have previously used a workflow functionality (either SAP Business Workflow or flexible workflow), check whether all customizing steps listed have a green checkmark. If not, click Redo Automatic Customizing or select one of the activities and click Execute Activity to make the required settings. § If you have not used any workflow so far, click Automatic Workflow Customizing to make the settings. |
More information | For more information, see Automatic Workflow Customizing. |
Mandatory: Activate flexible workflow scenarios
What to do | Activate the workflow scenarios for a type of business document, e.g., purchase requisition |
Where to do it | In Customizing for SAP NetWeaver under Application Server Business Management SAP Business Workflow Flexible Workflow Scenario Activation |
How to do it | Add the workflow scenario IDs that you want to use and activate them. To find the workflow scenarios IDs for approval workflows in Sourcing and Procurement, see Workflow Scenarios and Tasks. |
Mandatory: Define step names and decision options in My Inbox
What to do | Check step names and decision options to be used in the app My Inbox. | |||||||||||||||
Where to do it | In Customizing for SAP NetWeaver under SAP Gateway Service Enablement Content Workflow Settings Maintain Task Names and Decision Options | |||||||||||||||
How to do it | 1. In the Step Name: Overview, check whether the entry listed below is available. If not, choose New Entries and create the settings below, as required. Step name are used in the app My Inbox to group the approvers' work items.
2. The columns Icon MIME Repository Path and Comment must be empty. 3. In the view Step Name: Overview, select the above combination of workflow scenario ID and step name and enter the data shown in the table below.
4. The columns Icon MIME Repository Path and Comment must be empty. 5. Repeat this step for all workflow scenarios and steps that you intend to use. |
Mandatory: Define visualization metadata for My Inbox
Please see the separate document from where you can copy the required data: Define Visualization Metadata for My Inbox (for Service Entry Sheets)
Mandatory: Deactivate event type linkages for SAP Business Workflows
What to do | Deactivate workflows based on old workflow scenarios Note As a rule, activating flexible workflow scenarios (see above Activate flexible workflow scenarios) is sufficient to override old workflow scenarios. To be on the safe side, you can additionally deactivate any old workflow scenarios you may have used previously. |
Where to do it | In transaction Event Type Linkages (SWETYPV) |
More information | See the product assistance that is linked from the transaction. |
Mandatory: Generalize tasks and activate event type linkages for flexible workflow
What to do | You have to ensure that the system events are linked to your workflow scenarios, and you have to define the potential agents of workflow tasks to clearly define the organizational responsibility for processing work items. Perform the customizing steps described below. |
Where to do it | In Customizing for SAP NetWeaver under Application Server Business Management SAP Business Workflow Perform task-specific Customizing. |
More information | To generalize your workflow tasks, navigate to the required SAP application component, for example MM-PUR-REQ - Purchase Requisitions, and proceed as follows: 1. Click Assign Agents 2. Select a standard task for your business object. (The IDs of tasks start with TS). See Workflow Scenarios and Tasks. Do not select a background task. 3. Click Attributes and select General Task. 4. Leave the other settings unchanged and click Transfer. To activate the event linkages, proceed as follows: 1. Click Activate Event Linking 2. Select a workflow scenario for your business object. (The IDs of workflow scenarios start with WS). 3. Expand the hierarchy to display the relevant event. 4. Activate the linkage for the listed event. |
Mandatory: Register gateway service for value helps
What to do | You have to register an OData service to enable the value help in the flexible workflow. |
Where to do it | In transaction Activate and Maintain Services /IWFND/MAINT_SERVICE (enter /n/IWFND/MAINT_SERVICE) or in Customizing for SAP NetWeaver under SAP Gateway OData Channel Administration General Settings Activate and Maintain Services. |
More information | 1. On the Activate and Maintain Services screen, choose Add Service. 2. On the Add Selected Services screen, use the value help of the System Alias field to select the required back end system. (It must be an SAP S/4HANA system). 3. Add the technical service S_MMPURWORKFLOWVH_CDS (Value helps for manage workflow apps), and click Get Services. The service is displayed below. 4. Select the service and click Add Selected Services. 5. On the subsequent Add Service screen, enter the required data and continue. |
Optional: Activate texts for external communication when rejecting a service entry sheet
What to do | Allow that decision notes can be send to external systems, such as Ariba Network, when rejecting a service entry sheet. |
Where to do it | In Customizing for Materials Management Purchasing Service Procurement - Lean Services Service Entry Sheet - Lean Services Activate Text for External Communication |
How to do it | Select the text name SES Workflow Text and set the flag to Is Active. |
More information | If you do not activate texts for external communication, the decision note will only be visible within the internal system. |
References – help.sap.com
Regards,
Sagnik.
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