SAP Solution in Detail SAP Supplier Relationship Management

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1 SAP Solution in Detail SAP Supplier Relationship Management Realize Savings in Procureto-Pay Processes with SAP SRM Enable Strategic Procurement to Add Value to Your Company The SAP Supplier Relationship Management (SAP SRM) application supports fully integrated procure-to-pay processes for goods and services. With the application, you can optimize the efficiency of your procurement processes and centralize sourcing and contract management activ ities. SAP SRM provides robust integration to your company s software and can connect to relevant data and processes in your SAP ERP application. It enables you to cut costs and improve the management and perfor mance of your procurement operations; empower users with flexible, role-based access and definitions; and provide clear insight into spend and supplier data.

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3 CONTENT 4^ Slashing Costs and Saving Time 4 Automate Procurement Processes with SAP SRM 5^ Efficiency in Operational Procurement 6 Self-Service Procurement 6 Shopping Carts 7 Supplier Selection and Communication 7 budget, In-Stock, and Real-Time Availability Checks 7 Approving or Rejecting Shopping Carts 8 Services Procurement 8 collaborative Service Requisitioning 8 Services Sourcing 9 Service Confirmation and Supplier Collaboration 9 Plan-Driven Procurement 10 Improve Efficiency, Compliance, and Quality Standards 10 Procurement Cards 11 Purchase Order Management 11 Receiving and Returns 12 Invoice and Credit-Memo Processing 12 Payment and Accounting 12 operational Reporting 13 catalog Management 16^ Centralized Contracts 16 contract Development 16 contract Execution and Monitoring 18^ Efficient Supplier Connectivity 18 Supplier Collaboration 18 Supplier Self-Services 19 Supplier Qualification and Evaluation 20^ Deployment 20 classic Deployment 20 Extended Classic Deployment 20 Stand-Alone Deployment 21 one-client Deployment 22^ Benefits of User-Friendly Procurement 22 Reduce Process Costs, Accelerate Cycle Times 22 deepen and Enrich Supplier Relationships 22 Act Strategically with Data Visibility 23 Reduce Total Cost of Ownership, Unify Solutions and Data 23 learn More About SAP SRM 24^ Quick Facts 14^ Centralized Sourcing 14 bidding Process 15 live Auction Process 15 bid Evaluation

4 Slashing Costs and Saving Time Empower Employees and Streamline Procure-to-Pay Processes Companies in all industries are looking to procurement operations to reduce costs, increase efficiency, and make a positive impact on the bottom line. At the same time, procurement faces unique challenges in supporting critical company operations and making sure you re open for business. Procurement department resources are consumed by users across the company for routine tasks from ordering office supplies to maintenance, repair, and operation (MRO) items and services such as machine parts and janitorial labor. With traditional procurement operations, paper-based processes are slow, error-prone, and costly. Transaction costs are often extremely high compared with the value of the goods and services purchased. Frequent errors and maverick buying create inefficiency. Manual and nonintegrated systems impede transparency, preventing corpo rate decision makers from understand ing the impact of procurement choices and making it difficult to consolidate procurement power across the company. Many organizations have centralized procurement operations to improve efficiency and performance and cut costs. But if procurement is consolidated without the technological support needed to automate and manage processes, business operations can be adversely affected. Without streamlined integration and automated processes, procurement resources are taxed by activities such as processing requisitions and answering status queries. Automating transactional and rote processes frees the procurement department to focus on more strategic, valueadded activities such as timely sourcing procedures, contract execution, and the identification and tracking of new suppliers. The SAP Supplier Relationship Manage ment (SAP SRM) application can help organizations like yours cut procurement costs, improve effectiveness, and enable the department to make more value-added contributions to the business. Part of SAP Business Suite software, SAP SRM is an integrated procure-to-pay solution that automates core procurement processes (see Figure 1). With its customizable user interface, flexible role definitions, and powerful functionality, SAP SRM provides clear insight into spend data and helps optimize the efficiency of your procurement operations. Centralized contracts Centralized sourcing Requisition and purchase order management SAP SRM Supplier qualification and evaluation Supplier collaboration Spend reporting Automate Procurement Processes with SAP SRM SAP SRM offers a comprehensive solution for managing procure-to-pay operations in large and midsize companies. Robust, user-friendly selfservice functionality relieves procurement from burdensome administrative tasks that add little value to the company. The application makes procurement processes faster, cheaper, and more user friendly. Users can shop in internal and supplier-hosted catalogs, create and manage their own requisitions, approve requests, check status, and follow up on receiving and invoicing processes. Integrated with the SAP ERP applica tion, SAP SRM enables centralized con trol of procurement operations. With SAP SRM, the procurement depart ment can manage centralized sourcing and contracts across direct, indirect, and services spend throughout the com pa ny. The solution features tight back-end integration to SAP ERP and personalized role-based user interfaces that give employees convenient access to exact ly the functionality they require. Power ful workflow functionality enables trans parent and compliant procurement policies. Figure 1: SAP Supplier Relationship Management 4 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

5 Efficiency in Operational Procurement Excellence in Procure to Pay Operational procurement functionality in SAP SRM enables automated and efficient procurement processes for direct and indirect materials and services. With the application, you can reduce cycle times and costs for key procurement performance indicators such as requisition-to-purchase order time. You can also automate compliance with purchasing policies and contracts. The functionality in SAP SRM also facilitates procure-to-pay activities and enables efficiencies resulting in cost savings and contributing to your ROI (see Figure 2). Self-service procurement functionality empowers every employee in the company to create and manage their own requisitions with a user-friendly, sophisticated browser-based interface. Service procurement functionality facilitates a range of activities, from the procurement of routine maintenance services to more complex project services. For example, with SAP SRM, you can perform collaborative requirements definition with suppliers; create sourcing, time, and delivery-based pur chase orders; and use receipt and invoice management functions. Chief procurement officer Supplier manager Sourcing professional Contract manager Professional buyer Supplier evaluation and collaboration Centralized sourcing Centralized contract management Requisition and purchase order management Procure-to-pay management Supplier qualification Sourceof-supply tracing Demand aggregation Definition of sourcing guidance Contract creation Contract distribution Contract compliance Operational reporting Procurement Supplier onboarding Supplier evaluation Catalog management Source assignment RFx* processing and awarding Contract execution Centralized contract repository Source assignment Purchase order processing Policy auto - mation Employee Supplier review feedback Demand creation Tracking Goods of demand and services con- satisfactiofirmation Demand planning and creation Shopping cart creation Goods and services confirmation Returns management Suppliers Selfregistration Order collaboration Bid creation and submittal Order collaboration Service entry Invoice collaboration *Request for information, request for quote, or request for proposal Figure 2: Comprehensive Procure-to-Pay Automation with SAP SRM SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 5

6 Plan-driven procurement functionality enables the transfer of demand generated from planning, maintenance, and project systems to SAP SRM for effi cient and streamlined processes. The application facilitates and enables cen tralized sourcing, contract utilization, and procurement processes. Self-Service Procurement The self-service procurement func tionality in SAP SRM empowers all company employees to create and manage their own requisitions with a userfriendly Web interface (see Figure 3). SAP SRM helps ensure that employee transactions comply with purchasing policies and triggers internal controls via a powerful role-based workflow. This process reduces the procurement department s administrative burden and delivers efficiency and compli ance by streamlining and standardizing the process across the globe. With the application, users can search for goods and services in an online catalog with prenegotiated and con tracted items, add them to the shopping cart, and initiate approval workflow. The ap proval workflow results in an approved purchase order being elec tronically sent to the supplier. Creating requisitions and purchase orders with SAP SRM is straightfor ward and efficient. After the users add items to a shopping cart, the solution auto matically generates requisitions and routes them through the approval pro cess. Upon approval SAP SRM creates purchase orders and dispatches them to suppliers over the Internet, without the delay or expense of additional user intervention. Employees can manage their own purchase orders in line with company rules, with catalogs of the most frequently ordered services and materials. Purchases can be restricted to approved suppliers and established business rules to enforce limits for individuals and departments. The solution continuously monitors spending, giving managers and executives greater visibility. Robust workflow functionality routes documents for approval in compliance with approved procurement policies, helping ensure complete transparency and automation of governance. Employees can check the status of their orders at any time and confirm receipt from their desktops. Managers and other approvers can review and approve requests via . Users can perform accounting and budget validation activities, commitment updates from the back-end costing application, and stock availability checks from the back-end inventory application. The application also handles special requests quickly for example, one-time purchases and requirements entered as free text and noncatalog requisi tions. Connectivity with elec tronic marketplaces allows your com pa ny to find new suppliers and obtain more competitive prices. And if SAP SRM is integrated with your back-end financial solution, confirmation of receipt can automatically trigger the appropri ate invoicing and accounts payable activities. Shopping Carts Users start the purchasing process by creating a shopping cart in SAP SRM. SAP SRM Your company Purchase request Create shopping cart Approve shopping cart Create purchase order Enter goods receipt Verify and approve invoice Process payment Supplier SAP ERP Confirm purchase order Send advance ship notice Ship goods Create invoice request Figure 3: Self-Service Procurement 6 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

7 You can search for products in catalogs, use predefined shopping cart templates for repetitive orders, enter a request using descriptive free text for noncatalog items, or enter master product numbers. Administrative assistants can shop on behalf of their managers or a specific group of employees. The application is flexible to meet the needs of individual employees. SAP SRM notes a user s most common method for finding something to buy for example, ordering from a catalog and automatically offers that method at the next logon. Once you have filled your shopping cart, you can order the products right away or hold the purchase for completion at a later time. Integrated with your master-data solutions, the application improves productivity and accuracy with data fields prepopulated from the configuration of the master data and catalog. Users can change information such as ship-to addresses and accounting assign ments, improving efficiency for procurement operations that are centralized for a geographically distributed group of employees. SAP SRM facilitates oversight and control of procurement activities. If a shop ping cart is incomplete or contains a noncatalog free-text request, the cart is routed to a professional buyer work queue for attention. The buyer can then fill in the missing details, assign a source of supply before further approval, and generate a purchase order. Purchase orders can be config ured to request a confirmation and delivery notice response from the supplier. Limit Shopping Carts Self-service procurement functionality in SAP SRM supports limit shopping carts, which have a value limit and validity period. This makes sense when you are buying office supplies or placing small service orders and need to cap costs according to a budget. Receipt confirmations and invoices can be limited to help ensure cost compliance. You can create internal and supplier-visible attachments to expedite processes. For example, you can provide suppliers with detailed technical descriptions of the item you want to purchase, or give internal approvers additional information about the request. Supplier Selection and Communication SAP SRM enables you to improve supplier collaboration and self-procurement processes by communicating required delivery schedules to suppliers. These schedules are entered as delivery schedule lines for an item in the purchase order. When converting a shopping cart to a purchase order, purchasers can add and verify all the necessary supplier data. If a supplier hasn t been determined yet, purchasers can use sourcing features and functionality to find reliable suppliers quickly for example, through the vendor list of evaluated suppliers. Or, purchasers can issue different kinds of requests to suppliers such as request for information (RFI), request for quote (RFQ), or request for proposal (RFP). (RFx is used to refer generally to these three different types of requests.) Multiple members of a team can jointly create and manage a shopping cart with teambased purchasing functionality. Budget, In-Stock, and Real-Time Availability Checks SAP SRM helps you stay within your budget, verify if items are in stock, and verify availability with suppliers in real time. For example, the application can check the back-end financials application for budget limits on submitted carts. If the budget is exceeded for an item, SAP SRM sends a message, and the item can be changed in the shopping cart. Budget checks can take place at different points in the process: when a shopping cart is created, at the approval stage, or when the purchase order is created. When a stockable item is ordered, SAP SRM first tries to obtain it from stock before triggering a process to procure it from an external source. With SAP SRM, users can check prod uct availability in real time, making procurement highly efficient and avoiding costs for items that are already stocked. Approving or Rejecting Shopping Carts When a user releases a shopping cart for ordering, SAP SRM checks whether an approval is needed. The application triggers a workflow based on the data in the shopping cart who is buying what and the preconfigured settings that enforce the purchasing policy and approval limits. Different criteria can initiate an approval workflow, including product category or the total value of a shopping cart. Managers can review shopping cart and budget details, approve or reject shopping carts, and add comments. If SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 7

8 one or more managers need to approve a shopping cart, the application submits the cart for approval automatically. Automated work item notifications can be sent to employees to alert them of shopping cart submission issues. Supervisors can approve shopping carts online via , PDAs, and BlackBerry devices, and with desktop approval widgets. You can change the approvers, add additional approvers, and add reviewers to your approval process using the approval preview area of the shopping cart, the shopping cart status area, or the in-box. You can add or change approvers to cover for managers on vacation, helping ensure that processes continue without interruption and accelerating the procurement cycle. Services Procurement Services procurement can be challenging due to the complexities involved in defining the quantity, duration, and price of services to be consumed. SAP SRM helps you manage procurement resources and monitor costs for a wide range of services commonly used across major industries such as timebased and deliverable-based services. This includes service demand that originates in your back-end SAP ERP application. With supplier enablement, sourcing, contract management, and procurement functionality, the application enables you to improve services procurement activities and establish cost-saving measures. SAP SRM helps facilitate and coordinate services-supplier collaboration: define and price services and bid for the best supplier based on cost, availability, and other terms (see Figure 4). The result is an increase in the speed and visibility of the services procurement process. With the application, you can drive business value across the company and streamline the procurement of services with enhanced RFx functionality. Collaborative Service Requisitioning With service requisitioning, a service requirement is driven by the plant maintenance or project system. The service description is taken from the model service specification, and companies can also specify a limit for unplanned services. The service requisitions are then automatically transferred from SAP ERP into the sourcing cockpit in SAP SRM. The hierarchical structures of requisitions in SAP ERP are maintained in SAP SRM. Services Sourcing In the sourcing cockpit, purchasing professionals can aggregate demand, assign sources of supply, and conduct sourcing events. An RFx is created based on an external service requisition in the SAP ERP application. The userfriendly interface enables users to navigate the entire hierarchy or just a portion of it. You can also modify ori g- inal service hierarchy structures by adding lines and sublines. Item numbering functionality is flexible, enabling purchasing professionals to personalize numbering schemes. When replying to an RFx, bidders are able to conduct expressive bidding and propose alternative, substitute, SAP SRM Your company Sourcing cockpit RFx Supplier Sales order Confirmation Invoice Your company SAP ERP Work order from project applications Purchase request Contract Purchase order Service entry Invoice Figure 4: Services Procurement 8 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

9 or supplemental services. This function ality applies to line items and is utilized only if authorized by the purchasing professional. The model service specifications in SAP ERP can also be shared with the catalog for the SAP SRM application. Functionality for the catalog for SAP SRM is provided by the SAP NetWeaver Master Data Management (SAP NetWeaver MDM) component and includes master data and catalog management functionality. When maintaining an RFx, the purchasing professional transfers outlines, including the entire hierarchical structure, from the catalog into the RFx. The bidder also transfers items from a catalog into the RFx response if adding further items is allowed. An awarded RFx response is then uploaded to the catalog for SAP SRM. Once an RFx has been awarded to a supplier, a purchase order is created in the back-end SAP ERP application. This includes any items that had been modified during the bidding event. Service Confirmation and Supplier Collaboration SAP SRM enables collaboration on services-related documents with supplier self-service functionality, empowering your suppliers to take a more active role in the process and helping build stronger relationships with valued business partners. The application enables you to maintain confirmations, or ser vice entry sheets, for services per formed. Purchase orders containing service items, along with their hierar chies and limits, can be transferred and processed by the application. You can also create purchase orders containing service items and their hierarchies and limits. Suppliers can create advance shipping notifications for both services and materials. The application automatically generates confirmation messages and service entry sheets to move the process along and help ensure transparency. Suppliers can enter unplanned services manually or select from a cata log based on a limit entered in an SAP ERP purchase order. Suppliers can also maintain invoices for services per formed based on an accepted confirmation. Plan-Driven Procurement The plan-driven procurement functionality in the application enables compa nies to integrate operational procurement optimization processes with back-end SAP or non-sap planning, operations, and inventory management solutions (see Figure 5). With SAP SRM, it is possible to integrate incoming demand signals generated by SAP and non-sap applications for plant maintenance, project management, and production planning. This lets you centralize procurement processes for demand originat ing from multiple back-end systems, driving supplier transactional efficiency and leveraging centralized contracts. The SAP SRM application takes requirements from an SAP or non-sap plant maintenance application in the form of purchase requisitions and carries out automatic procurement require ments. SAP SRM Your company Sourcing* cockpit Demand aggregation RFx Supplier Sales order Confirmation Invoice SAP ERP Your company Work order from project applications Purchase request *If source of supply needs to be determined Contract Purchase order Figure 5: Plan-Driven Procurement SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 9

10 Purchasing teams can leverage a range of sourcing functionality in SAP SRM to efficiently aggregate demand and find optimal sources of supply. By integrating with core logistics operations, SAP SRM helps companies address direct materials procurement, which often forms a significant proportion of overall spend. Follow-on documents can default to an advance shipping notification. Improve Efficiency, Compliance, and Quality Standards With contract compliance functionality, plant maintenance, production, and quality planners can purchase direct materials and MRO goods at the locations where demand is generated and at correct pricing and terms. SAP SRM also increases efficiency and cost savings for direct material-related spot bids and supplier selection needs. Plan-driven procurement functionality enables you to increase the scope and depth of compliance by capturing and automating exception situations (see Figure 6). You can decrease prices for spot buys by sourcing a competitive offer even in a rush-order situation. Improve the quality of the end product while sourcing under time pressure by maintaining quality standards. Increase delivery reliability for customer orders by speeding up the sourcing process (in case of material shortages). Procurement Cards Procurement card functionality simplifies the procurement of low-cost MRO items and office supplies, and has become a common self-service pro cure - ment payment method. Procure ment cards can be issued to employees electronically, and a hard copy can be provided as well. With procurement card functionality, employees can make their own procurement decisions, subject to built-in limits and controls. This eliminates the need for an approval process. A single invoice is sent to the user organization at the end of each month, and SAP SRM reconciles the total amount with the SAP and Non-SAP Applications Third-party order processing (for example, sales and distribution and materials management functionality in SAP ERP) Plant maintenance (for example, project management functionality in SAP ERP) Project systems (for example, project systems functionality in SAP software) Planning and materials management (for example, non-sap applications) RFC* RFC RFC XML SAP SRM Purchaser s work list (sourcing cockpit) Centralized contracts Purchase orders Bidding and auctions *Remote function call Figure 6: Integration to Multiple Back Ends for Plan-Driven Procurement 10 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

11 back-end solution in a single operation. As a result, individuals in the organization no longer need to enter individual goods receipts or invoices. The procurement card functionality in SAP SRM makes procurement even more efficient. It provides your company with control over procurement card use, enables more efficient transaction processing, and provides an effective way to pay for purchases made online. Purchase Order Management Upon receiving shopping cart approval, the SAP SRM application automatically creates a purchase order and transmits it to the supplier. Purchase orders can be created in SAP SRM or the backend SAP ERP application, depending on the deployment model selected. If the item required is likely to be in stock, the back-end application can create a reservation. For items that need to be sourced externally, the back-end appli cation converts the purchase requisi tion into a purchase order and transmits it to the supplier. Employees are alerted when a purchase order has been sent to the supplier. You can check the status of an order at any time in the workflow process. Order status examples include shopping cart created, shopping cart approved, shopping cart approved with gaps or errors and sent to procurement department, and order posted. You can display basic details of the order by navigating directly from the requisition. Receiving and Returns SAP SRM enables a range of powerful receiving and return functionality. You can allow more individual control or instead, centralize processes according to the requirements of your organization. When goods are delivered or ser vices rendered, the solution creates a confirmation. Desktop-receiving functionality automatically sends confirmation receipts to employees. Individuals can create confirmations for items in their shopping carts and display and process confirmations. When confirming services performed, employees can refer to limit purchase orders. An internal dispatcher or receiving department can receive goods and create confirmations for them centrally. For example, an administrative assistant can process confirmations for an entire department. The application lets you put confirmations on hold for temporary or incomplete orders and gives you the option of automatically creating a follow-on document when you confirm. If desired, suppliers or service providers can also confirm the delivery of goods or performance of services. The SAP SRM application can help organizations like yours cut procurement costs, improve effectiveness, and enable the department to make more value-added contributions to the business. Part of SAP Business Suite software, SAP SRM is an integrated procure-to-pay solution that automates core procurement processes. SAP SRM also helps you catch mistakes made during the creation of a confir - mation and make corrections with partial cancellations on individual lineitem levels. If items are delivered below quality standards, the application lets you return the items with an explanation of the reason for return and specific instructions to the supplier for resolving the issue. SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 11

12 SAP SRM offers a comprehensive solution for managing procure-to-pay operations in large and midsize companies. Robust, user-friendly self-service functionality relieves procurement from burdensome administrative tasks that add little value to the company. The application makes procurement pro cesses faster, cheaper, and more user friendly. Invoice and Credit-Memo Processing Decentralizing invoice and credit-memo handling activities reduces the workload for accounting and other departments. With the SAP SRM application, employees, accounts payable clerks, suppliers, and service providers can display and process invoices and credit memos. If suppliers choose not to have invoices created automatically by an electronic message, they can create invoices manually, based on goods receipt or service entry. With the application, purchasers can approve invoices using a workflow process. SAP SRM functionality supports tax withholding, along with making changes to invoice posting dates and currencies. The solution allows the simulation of a financial invoice and the creation of subsequent debits and credits for an invoice that requires correction after it has posted. Users can enter an invoic ing party if the invoice was sent from a different party than the supplier. You can also enter invoices that do not have corresponding purchase orders and credit memos that do not reference a purchase order for example, invoices for goods with a low purchase value. A corresponding purchase requisition or confirmation is not required. SAP SRM supports the evaluated receipts settlement process, an automatic settlement procedure based on confirmations. The procurement organization must have an agreement with the supplier under which the supplier does not create an invoice for each order transaction. Instead, the solution automatically posts an invoice docu ment based on the purchase order and confirmation and sends the document to the supplier electronically. This eli mi nates invoice variances and com mu ni cation errors, and speeds the com ple tion of transactions. With the evaluated receipts settlement process, the solution can also automatically generate credit memos if goods are returned. Payment and Accounting Once a supplier approves an invoice, the payment process begins and is com pleted according to the agreed upon terms, either through an automated remittance or in the traditional manner with a paper-based remittance. Accounts payable processing takes place in the SAP ERP application, which transfers the payment information to the accounts payable or general ledger. SAP ERP checks the amounts and determines the accounts to be posted, and then creates accounting and controlling documents and reduces commitments. Operational Reporting Working with the SAP NetWeaver Business Warehouse (SAP NetWeaver BW) component, a data warehouse solution, SAP SRM provides sophisti cated reporting functionality. SAP NetWeaver BW is part of the SAP NetWeaver technology platform, which powers SAP SRM. Operational pro cure ment analysis helps analyze pur chasing data for procurement processes. This includes reports that let cost center managers monitor purchases in their departments, monitor budget utilization, analyze maverick buying, and so on. 12 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

13 The SAP SRM application enables increased visibility and transparency, for better oversight and control of purchasing activities. With the reports, users at different levels can monitor purchasing, drill down to details for individual shopping carts, and aggregate data by category, product, or requester. SAP SRM lets you make operational checks of individual procurement behaviors and strategic evaluations of spend data. Powerful query functionality enables users to search and access transactional documents. The application provides role-based access with a userfriendly interface to query and access documents across the SAP SRM appli cation and other integrated company applications. Advanced users can create custom queries for frequently tracked transactions. Catalog Management Electronic catalogs and shopping cart functionality drive user adoption by making available a rich, user-friendly repository of products. Integrated with SAP Business Suite, SAP SRM works with the catalog for SAP SRM, which is powered by SAP NetWeaver MDM, to offer sophisticated master data and catalog management functionality (see Figure 7). Robust administration functionality enables catalog managers to costeffectively load, review, and manage access to supplier catalogs. Suppliers may provide catalogs in XML or simple Microsoft Excel spreadsheets. Catalog managers can import catalog data and use sophisticated data management tools to map the catalog items to a company s product schema. Standard schemas such as the United Nations Standard Products and Services Code (UNSPSC) and are supported, as are custom schemas. Advanced func - tionality allows complex data mapping of catalog items with multiple product schemas within SAP SRM and integrated back-end solutions for data harmonization. Source of Information Catalogs, products, and hierarchies from suppliers Products, contracts, and suppliers from SRM back-end system Purchasing information records and contracts from ERP back-end system *Open catalog interface Catalog Mapping and enriching imported product content OCI* interface Procurement System Search items in catalog Use catalog items in procurement, for example, transfer to shopping cart Ordering items from the catalog for SAP SRM creates purchase order items (and updates the SRM contract) Figure 7: Catalog for SAP SRM (Powered by SAP NetWeaver Master Data Management) Product information can be enriched with images, attachments such as detailed product specifications, and brochures, further encouraging user adoption. Work flow approval allows control over catalog activation and usage for purchase transactions. Other sources of supply such as contracts and records can be imported and offered to users for a one-stop shopping experience. Catalog managers can control employee access to catalogs with role-based permissions and catalog views that can be restricted to authorized users. Managers can format catalog search fields and configure the user interface to sort and display fields such as item details. With open catalog interface functionality, access to catalogs can be provided from multiple solutions. SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 13

14 Centralized Sourcing Increase Efficiency with Online Negotiating Negotiating better purchase terms is the cornerstone to delivering cost savings. To improve centralized sourcing effi ciency, SAP SRM helps aggregate demand, decrease cycle time, and increase visibility via efficient online bidding, auc tions, and RFx. Electronic RFx and reverse auctions help you achieve savings and increase supplier participation and trans - parency. You can assess the capa bility levels of suppliers, understand market pricing, collaborate effectively, and select the best suppliers for your needs. The end result is improved supply base management and supplier collaboration. SAP SRM supports integrated supplier negotiation and award processes. Demand data from SAP SRM and mul tiple SAP ERP applications are aggre gated and sourced for follow-on con tract and purchase order execution. The application enables initial bid prepara tion, electronic RFx and reverse auctions, bid evaluation and supplier selection, and the creation and management of centralized contracts. Tight integration between sourcing and operational procurement in a heteroge neous application landscape enables you to simplify sourcing across the company by aggre gating demands from multiple SAP ERP applications. With the SAP SRM, you can negotiate central contracts for operational use in a heterogeneous application landscape. With SAP SRM, you can improve supplier evaluation and status visibility, drive change using collaboration tools, and make awards based on a combination of price and nonprice variables. The application supports multiround processing, online and offline monitor ing and maintenance, weighting and scoring, lotting, versioning, and bidding in different currencies. The following sections describe the sourcing cockpit func tionality in SAP SRM in greater detail. Bidding Process SAP SRM helps companies achieve savings by conducting online bidding events and issuing RFx. Using the appli cation s RFx functionality, companies can invite qualified suppliers to submit proposals for supplying goods and services per the specified requirements. Procurement professionals can use the sourcing cockpit to view purchase requisitions originating from SAP SRM and other integrated applications, such as SAP ERP. You can configure SAP SRM to support automated sourcing without the need for procurement professionals to process the requirement in the sourcing cockpit. For example, an RFQ is automatically created from a purchase requisition in SAP ERP. An RFQ can be created for a requisition that does not have a source of supply identified or from an expiring contract. Procurement professionals can aggre gate requirements, identify sources of supply, manage quota arrangements among suppliers, and invite suppliers to 14 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

15 register and participate. Suppliers can self-register online, indicate categories they are interested in, and provide additional categoryspecific information. When creating an RFx, the procurement team can enable multiple rounds of bidding. You can permit suppliers to confirm their participation in the event and modify their responses and bids, including changes to lot line items. Sur rogate bidding functionality is available for cases where the supplier cannot bid directly within the SAP SRM applica tion. The solution also supports bidding in alternate currencies. Users can collaborate with suppliers during the bidding process to finalize specifications and prepare documents. For example, the application supports design collaboration through integration with the Collaboration Folders application. Live Auction Process Unlike an RFx, where bids are hidden from other bidders, a live auction leverages market dynamics to drive down costs through direct competition. In this process, selected suppliers receive an invitation to participate through the bidding engine functionality of SAP SRM. Bidders can enter the live auction cockpit and participate in a synchro nous live auction. The procurement team can configure information for bidders using a variety of auction types, such as Dutch auctions or auctions with rank-only or blind bidding. You can allow proxy and surrogate bidding and can enable suppliers to lot bids, provide bids in alternate currencies, and provide factored-cost bidding. The application allows bidders to monitor bidding activity, conduct live chat with suppliers, and place bids. The procurement professional can see real-time information on the sourcing cock pit. New bid information is immediately updated in user-interface displays such as charts and current price tables. Bid Evaluation After an RFx or a live auction occurs, SAP SRM supports robust bid evalu a tion, including functionality for weighted score analysis. The application enables side-by-side comparison of bids to evaluate proposals based on price as well as delivery times, experience with the supplier, dependability, and ability to deliver. The completion of the sourc ing process results in the creation of centralized contracts or purchase orders for procurement execution (see Figure 8). Your company SAP SRM Request aggregation RFx Auction Supplier award Your company SAP ERP Purchase request Purchase order Contract Figure 8: Centralized Sourcing SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 15

16 Centralized Contracts Drive Contract Compliance ACROSS THE COMPANY Electronic catalogs and shopping cart functionality drive user adoption by making available a rich, userfriendly repository of products. Integrated with SAP Business Suite, SAP SRM works with the catalog for SAP SRM, which is powered by SAP NetWeaver MDM, to offer sophisticated master data and catalog management functionality. SAP SRM supports centralized contract management and decentralized fulfillment, enabling procurement orga nizations to develop central contracts that help drive compliance across the company. Contract parameters can be made available to all business units, helping users throughout the organization secure the most favorable terms and conditions. A central repository for central contracts is available in SAP SRM and multiple back-end SAP solu tions. Powerful contracts functionality helps procurement organizations opti mize contract setup and utilization, with tools for managing changes to the contracts. Contract Development A central contract in SAP SRM can be used as a source of supply in parallel, in both SAP SRM and SAP ERP, provid ing the opportunity to attain better volume discounts through contract release aggregation. During contract creation, procurement professionals can leverage existing contracts, saving time and helping ensure compliance to standardized contract terms and best practices. Rule-based approval work flow and version control drive the contract-authorization and contractrelease strategy, which enhances the procurement department s ability to enforce contract compliance and pro mote contract usage. With the application, you can set up complex discount types for procure ment contracts such as value discounts, quantity stepladder discounts, group discounts, and rebates based on accumulated release values. You can manage renegotiation of terms for contracts that are about to expire. SAP SRM enables enhanced and improved contract distribution for central contracts through sophisticated and efficient grouping of contract line items across different locations in the SAP ERP application. Make contract updates, online and offline, with user-friendly mass change functionality. Contract Execution and Monitoring Contract execution presents serious challenges including the following: Enforcing compliance with negotiated terms Availability of contracts for local purchase organizations to reduce contract creation time and maintenance Managing discounts based on company-wide contract usage Time-consuming contract maintenance SAP SRM streamlines the centralized contract execution process by distributing contracts from a central contract repository to one or more SAP ERP applications (see Figure 9). The con tract data, which is relevant for a source-ofsupply determination, is sent to SAP 16 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

17 ERP where it can be used as a source of supply. Based on goods or services required, SAP SRM identifies the opti mal contract for the request, taking into account price, delivery time, volume, and location. After distribution and release, values are transferred back to SAP SRM. Harmonized contracts between SAP SRM and SAP ERP leverage contract hierarchies, release-based rebates, and discount across contracts. SAP SRM enables you to leverage conditions across contract hierarchies to offer the most optimal discounted price across all procurement departments. Real-time rebate calculations and the ability to immediately transfer contract items to the master data management catalog help ensure that all employees only use contracted items, eliminating maverick off-contract purchases. Before purchase orders are processed in the back-end application, SAP SRM is called for price calcula tion. You can optimize contract utilization and cost reductions with SAP SRM, as the application consolidates contract compliance accumulators and tracks contract usage and call-offs across SAP SRM and other applications connected, including multiple SAP ERP applications. SAP SRM offers flexibility in setting operational contracts and allowing payment terms and currency at the distribution level, multiple alert thresholds for expiration dates, and target or released values or quantities. Exchange rate thresholds on the contract level help control and mitigate currency fluctuation risk. With its automated contract compliance functionality, the SAP SRM application helps organizations extract the most value from negotiated contracts. Your company SAP SRM Contract Purchase order Your company SAP ERP Manufacturing resource planning run Purchase request Purchase order Figure 9: Centralized Contracts SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 17

18 Efficient Supplier Connectivity Improve Supplier Relationships Improved connections with suppliers help you reduce efforts for procuring goods and services, and managing and controlling relationships with suppliers. Enhancing communication with sup pliers helps you define requirements more accurately and align resources to the requirements more closely. Deeper sup plier relationships can lead to reduced costs, faster cycle times, and higher-quality materials a win-win situation. Supplier Collaboration Companies intent on maximizing operational efficiency for procurement transactions need to extend automation and electronic processes to the supplier stakeholders. SAP SRM enables collab oration between employees, profession al procurement staff, and suppliers for all phases of procurement processes including collaboration for complex requisitions, sourcing, order management, and invoicing. Supplier selfservices functionality supports and enhances relationships while making integration with suppliers of all sizes economical and manageable. Suppliers can access orders from their customers with a Web browser inter face and perform follow-on tasks such as creating an order response, advance ship notice, invoice or credit memo, or reviewing goods and service confirma tions. With SAP SRM, you can share reports with suppliers, such as contracts due to expire, histories of order values, supplier evaluation re ports, and lists of consignment stock at the customer location. SAP SRM facilitates collaboration with suppliers for complex service-order definition, bidding, and auctions. Supplier users can view RFx details, offer counterproposals, confirm bids, and use online chat functionality for clarifications. Supplier Self-Services SAP SRM features supplier selfservice functionality that facilitates supplier collaboration, streamlines procurement processes, and improves visibility into order and shipment status. The func tionality integrates suppliers into the procurement process and reduces the costs of procurement cycles by improv ing the exchange of business docu ments and shortening the time it takes to process the content of these docu ments. With the application, suppliers do not need their own solutions to supply goods and services. All that is needed is direct Internet access to the purchaser s procurement solution through a Web browser. Suppliers can react rapidly to order func tions received from the host. Suppliers register and provide any 18 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

19 additional infor mation you request regarding the category of goods or services they pro vide. Suppliers must be approved before being activated to collaborate on trans actions. The procurement adminis tra tion team can assign advanced capabilities to specific suppliers, authorizing them for activities such as managing their own data and submitting invoices. Suppliers can inform you about packaging and shipments just executed through an advance shipping notification (ASN). With supplier self-service functionality, suppliers can view purchase orders, send confirmations and an ASN to the purchaser, and create invoices based on an ASN or on orders. You can collaborate on purchase orders with supplier response functionality, allow automatic inbound delivery generation and goods receipt notification, and provide access to catalogs and delivery schedules. Enable order management with response modification functionality to fill purchase requisitions. Supplier self-services also support service item hierarchies and limits. Supplier Qualification and Evaluation SAP SRM helps procurement operational teams manage supplier relationships more effectively with tools to assimilate supplier data, measure Operational procurement functionality in SAP SRM enables automated and efficient procurement processes for direct and indirect materials and services. With the application, you can reduce cycle times and costs for key procurement performance indicators and automate compliance with purchasing policies and contracts. SAP SRM facilitates procure-topay activities and enables efficiencies resulting in cost savings and contributing to your ROI. per formance, and drive optimal supply base decisions. You can access supplier information from sourcing cycles and quantitative data from procurement transactions such as purchase orders, goods receipts, and invoices. Perform supplier analysis with qualitative information and feedback from multiple stakeholders. SRM provides Web survey functionality to collect data from users through the various steps in the procurement process for example, information on the packaging quality of goods during the goods receipt process. You can also use Web surveys to gather supplier data. Supplier managers can monitor surveys, and automated reminders and invitations make the data collec tion process efficient. You can set up key performance indicators such as price, service level, and quality in a hierarchal, weighted structure. Quantitative and qualitative Web survey information is interpreted in SAP NetWeaver BW, producing consolidated supplier evaluation scores based on the weightings. If desired, you can allow suppliers to access this data to promote joint performance management. SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM 19

20 Deployment Deploy SAP SRM to Suit Your Organization s Needs SAP SRM supports several types of deployment to suit your organization s needs. Depending on your choice of deployment, follow-on documents are created in SAP ERP or directly in the SAP SRM application. Classic Deployment In the classic deployment, all materials management documents (such as purchase orders, goods receipts, service entry sheets, and invoices) exist in one or more back-end applications. SAP SRM supports shopping cart creation and the preentry of confirmations and invoices. SAP SRM then communi cates the information to SAP ERP, which creates the active documents. This type of deployment is appropriate if your company wants to: Enable a wide user group including employees from beyond the procurement department to enter requirements expeditiously and with minimal training required Have the procurement department operate solely with the functionality in the back-end application, without transferring procurement activities to SAP SRM Leverage advanced central contract distribution functionality in SAP SRM to manage central contracts The self-service procurement functionality in SAP SRM empowers all company employees to create and manage their own requisitions with a user-friendly Web interface. SAP SRM helps ensure that employee transactions comply with purchasing policies and triggers internal controls via a powerful role-based workflow. Extended Classic Deployment In the extended classic deployment, you can create shopping carts and purchase orders directly within SAP SRM before transferring the data to one or more back-end applications. The purchase order in SAP SRM is the leading purchase order. The information that is transferred to the SAP ERP application is not an exact copy of the purchase order, but a much leaner, read-only version. This copy supplies the reference needed to create goods receipts, service entry sheets, and invoices in the back-end application. With this deployment option, SAP SRM supports the entry of confirmations and invoices and copies them to SAP ERP. With the extended classic deployment, you can leverage extended central contract management functionality as a source of supply in SAP SRM. This type of deployment is appropriate if your company wants to: Use the breadth of the self-service procurement functionality in SAP SRM Confirm and invoice against stock items Take advantage of the flexibility offered by entering confirmations and invoices through the self-service procurement functionality in SAP SRM Stand-Alone Deployment In the stand-alone deployment, the entire procurement process is handled by SAP SRM. The application creates 20 SAP Solution in Detail Realize Savings in Procure-to-Pay Processes with SAP SRM

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