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Service Procurement with spare parts

SebiD
Explorer
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228

Dear SAP community,

we have a process that involves external procurement of services (Best Practice 3NI) in a Public Cloud. In addition to the service itself, the supplier is provided with a spare part to use in the service process. The spare part comes from the company that is purchasing the external service from the supplier and is provided free of charge to the supplier.

The spare part is then invoiced to the customer (the place where the service is performed). Do you have any idea how we can handle the spare parts management in this scenario? Best Practice 3NI does not provide any information for this scenario.

Thanks for your input and Best Regards

Sebastian

 

OwenLiu
Product and Topic Expert
Product and Topic Expert
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Added Service tag, please remove tag SAP S/4HANA Cloud Public Edition.
SebiD
Explorer
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Thanks, done!

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Answers (1)

Answers (1)

DequanXu
Product and Topic Expert
Product and Topic Expert
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Hello,

In the described scenario where external procurement of services involves the supplier being provided with a spare part to use in the service process, managing spare parts requires integration between service order management and inventory management. Since Best Practice 3NI does not cover this exact scenario, we can consider the following approach based on general functionalities available in SAP S/4HANA Cloud:

1. Inventory Management: Maintain the spare part as a non-stock item in your inventory management, which simplifies the process as the item isn't regularly stocked but can be tracked when issued.

2. Service Order Creation: Create a service order for the external service procurement process, making sure to specify the details of the service and associating it with the external service provider.

3. Linking Spare Part to Service Order: Include the spare part as a part of the service order, specifying that it is provided to the service provider free of charge. This could be managed through special item categorization or notes within the service order.

4. Shipping and Handling: Use the logistics functionality to manage the shipping of the spare part to the external service provider. Ensure that the correct delivery addresses are used and shipping documents indicate the part is provided free of charge.

5. Customer Invoicing: Once the service is performed and the spare part is used, you can invoice the customer for the spare part. This can be handled within the service order by including the cost of the spare part in the final invoice sent to the customer.

6. Tracking and Documentation: Ensure that all movements of the spare part are documented and tracked through the SAP system for auditing and inventory tracking purposes. This includes recording the issuance of the spare part to the service provider and the eventual consumption/use of the part.

7. Integration with External Systems: If the external service provider uses a different system, consider integrating with their system for seamless data exchange regarding the spare part usage.

Warm regards,

Dequan Xu