Technical Scenarios

mySAP Supplier Relationship Management (mySAP SRM) is a solution that you can implement in
a heterogeneous system environment that includes SAP systems and/or other Enterprise
Resource Planning (ERP) systems as backend systems. You must have the components
Financial Accounting and Controlling in your system environment.
There are different business scenarios that you can apply depending on your role as a user and
the kind of business you wish to conduct using mySAP SRM. You can deploy each of these
business scenarios using one of three different technical scenarios. These technical scenarios
are listed below. For more information on an individual scenario, follow the link provided.

You can choose, for example, to deploy the business scenario self-service
procurement using one of these scenarios. The scenario you choose depends on
the system in which your purchasing department wants to work and, consequently,
where you want the follow-on documents to be created.

Classic Scenario

Purpose
This scenario relies strongly on the Enterprise Resource Planning (ERP) backend system(s),
since all materials management documents, such as purchase orders, goods receipts, service
entry sheets, and invoices are located there.
You use SAP Enterprise Buyer to create the shopping cart and obtain approval if required. You
can also enter the goods receipt and invoice here. SAP Enterprise Buyer communicates this
information to the backend system where the active documents are created.

This scenario suits customers:

1. Who want a wide user group, for example employees not necessarily working in the
purchasing department, to be able to enter their requirements quickly and easily. SAP
Enterprise Buyer’s functionality and ease of navigation allow this, as it requires only minimal
training
2. Who want their purchasing department to operate solely with the functionality offered by the
backend system(s)
3. For whom a transfer of purchasing activities to SAP Enterprise Buyer is not viable

If you want to conduct collective invoicing, you must use the classic scenario.

Prerequisites

You have implemented SAP Enterprise Buyer and one or more ERP backend systems that
offer financial accounting and controlling functionality. You need to do this, as all materials
management documents, such as purchase orders, goods receipts, service entry sheets,
and invoices exist in the backend system.
You have defined the backend system you wish to use for each product category by
customizing the relevant settings in the mySAP SRM Implementation Guide under SRM
 Server → Technical Basic Settings → Define Backend Systems for Product Category. If
you wish to use different rules, you have defined these using the Business Add-In
BBP_DETERMINE_LOGSYS
You have defined the product categories for which you wish to use the classic scenario and
you have maintained this at product category level using transaction COMM_HIERARCHY.

If you do not define a particular scenario at product category level, the classic
scenario is used as a default.

Process Flow
1. You create a shopping cart with your requirements in SAP Enterprise Buyer.
2. Once your shopping cart is complete, you press Order and this triggers a workflow that
checks, on the basis of the settings you entered in Customizing, whether you need
approval for the items in the shopping cart.
3. On approval, the system creates the follow-on document in a particular backend system
based on the information you entered in Customizing for SRM Server. Depending on
availability of the item or service you require, and on the settings you have entered in
Customizing, this follow-on document may be a:
1. Purchase order
2. Purchase requisition
3. Reservation
1. Once the order has gone through and you have actually received the goods or service, you
create a goods receipt or service entry sheet in SAP Enterprise Buyer or in the backend
system. Regardless of where you enter the information, the document is created in the
backend system.
2. You can enter the invoice for the goods or service in either SAP Enterprise Buyer or in the
backend system. Regardless of where you enter the invoice, the invoice document is
created in the backend system.

The following figure shows the process flow:

 Extended Classic Scenario
Purpose
This scenario is an extension of the classic scenario. Whereas in the classic scenario,
goods and services are processed in the backend system, in the extended classic scenario,
the procurement process takes place locally in SAP Enterprise Buyer and a copy of the
data is replicated to the backend system.
If the data in the shopping cart is insufficient to generate a complete purchase order, you
can supplement the data manually in SAP Enterprise Buyer before it is transferred to the
backend system. The purchase order in SAP Enterprise Buyer is the leading purchase
order. From SAP Enterprise Buyer Release 4.0 with an SAP backend system Release 4.6,
the complete purchase order is replicated to the backend. It is a read-only copy and
supplies the reference needed for the creation of goods receipts, service entry sheets, and
invoices in the backend system.

This scenario suits customers:

1. Who want their purchasing department to save time and money by using the
streamlined purchasing functionality of SAP Enterprise Buyer
2. Who want to use the full sourcing capabilities SAP Enterprise Buyer offers, yet who
also want to be able to confirm and invoice direct materials
3. Who want the flexibility of being able to pre-enter confirmations and invoices in SAP
Enterprise Buyer
The extended classic scenario does not support purchase orders based on
procurement card functions, as these require the invoice to be local.
Prerequisites
1. You have implemented SAP Enterprise Buyer and one or more ERP backend systems that
offer materials management, financial accounting, and controlling functionality. You need to
do this, as all materials management documents, such as purchase orders (as copies), goods
receipts, service entry sheets, and invoices are also located in the backend system.
2. You have defined the backend system you wish to use for each product category by
customizing the relevant settings in the mySAP SRM Implementation Guide under SRM
Server → Technical Basic Settings → Define Backend Systems for Product Category. If you
wish to use different rules, you have defined these using the Business Add-In
BBP_DETERMINE_LOGSYS
3. You have defined that the purchase order is to be created locally at first by activating the
extended classic scenario. Path in the Implementation Guide (IMG): SRM Server ® Cross-
Application Basic Settings ® Activate Extended Classic Scenario.
Alternatively, if you only plan to use the extended classic scenario for specific product
categories, you have made the appropriate settings in the BAdI Control Extended Classic
Scenario. Path in the Implementation Guide (IMG): SRM Server ® Business Add-Ins for
Enterprise Buyer ® Control Extended Classic Scenario.
4. If you are connecting SAP Enterprise Buyer 4.0 or higher with a backend system that is lower
than 4.6B, you have defined your purchasing organizations and purchasing groups locally.
(You do not have to define backend purchasing organizations and groups. In the backend
system, the purchasing organization is determined on the basis of the plant.)
5. If you are connecting SAP Enterprise Buyer 4.0 with a backend system 4.6B upwards, you
must ensure that the backend system recognizes the purchasing group when you create a
backend purchase order. You can do this in three ways:
Use a purchasing organization and group that is already known to the backend system.
If the local purchasing group has a purchasing organization that does not have a
reference in the backend system, you must enter a valid backend-system
purchasing group for the RFC user that created the purchase order. You enter this in
the backend system, in parameter EKG using transaction SU01.
1. Determine a purchasing group in the customer exists of the BAPIs
BAPI_PO_CREATE1 and BAPI_PO_CHANGE.

Process Flow

1. You create a purchase order in SAP Enterprise Buyer. This can be done in one of four ways:
 From a shopping cart created in SAP Enterprise Buyer. If the data is
complete the purchase order is created automatically. If incomplete, it is sent
to the purchaser or to the sourcing application where for example, the source
of supply is assigned and the purchase order is created directly.
 From an external requirement created in a planning system and transferred to
the sourcing application of SAP Enterprise Buyer.
 Manually in SAP Enterprise Buyer
 As a result of a bidding process that has been conducted in SAP Bidding
Engine
1. Once the purchase order is created in SAP Enterprise Buyer, it is transferred to the backend
system as a copy.
2. The purchase order in SAP Enterprise Buyer is the leading purchase order. The purchase
order in the backend system is a read-only copy that enables goods receipt, service entry,
and invoice verification in the backend system.
3. The backend purchase order cannot be changed. If you wish to make any changes to the
purchase order, you must do so in SAP Enterprise Buyer. Once you save these changes,
they are transferred to the backend purchase order.
4. You can pre-enter goods receipts (confirmations) and invoices in SAP Enterprise Buyer. This
data is then replicated to the backend system and the documents are created there.
The following figure shows the process flow

Standalone Scenario
Purpose
This scenario handles the entire procurement process in SAP Enterprise Buyer. The
shopping cart and follow-on documents, such as purchase orders, goods receipts and
invoices, are created locally and the whole procurement process is covered by SAP
Enterprise Buyer. Validations and approvals are handled directly within SAP Enterprise
Buyer. All accounting validations are handled by one or more accounting backend
systems.

This scenario suits customers

 Who do not have a productive materials management system and want to handle the
entire process locally within SAP Enterprise Buyer, integrating only to an accounting
system.
 Who do not necessarily want to create product master data, but rather allow suppliers to
maintain their own product data in their catalog, thus relieving the purchasing department
of content management responsibilities.
  Who want to use the streamlined purchasing functionality of SAP Enterprise Buyer for
specific product categories, typically, indirect materials and services.
 Who want to alleviate the backend system of all purchasing activities by transferring a
specific group of users to SAP Enterprise Buyer.

Prerequisites
 You have defined that the procurement documents are to be created locally by activating
the standalone scenario. For more information see the Supplier Relationship Management
Implementation Guide under SRM Server → Technical Basic Settings → Define Backend
Systems.
 You have defined one or more accounting backend systems. For more information see the
Supplier Relationship Management Implementation Guide under SRM Server → Technical
Basic Settings → ALE Settings (Logical System) → Distribution (ALE) → Sending and
Receiving Systems → Logical Systems → Define Logical Systems.

Process Flow
 You create a shopping cart with your requirements in SAP Enterprise Buyer.
 Once your shopping cart is complete, you press Order. This triggers a workflow that
checks, on the basis of the settings you entered in Customizing, whether you need
approval for the items in the cart.
 On approval, the system creates the purchase order locally in SAP Enterprise Buyer.
 Once the order has gone through and you have actually received the goods or service, you
confirm this in SAP Enterprise Buyer and the goods receipt is created there.
 You enter the invoice for the goods or service in SAP Enterprise Buyer. At this point the
accounting information is sent to the FI backend system and the invoice is processed
there.
The following figure shows the process flow:
 mySAP SRM Business Scenarios
The mySAP SRM solution can be implemented using five main business scenarios, whereby
Enterprise Buyer represents the central procurement system.

Scenarios

Indirect Procurement

Indirect Procurement (Self-Service Procurement) is the process of purchasing non-strategic

goods, that is, goods not directly linked to the value chain, see Self-Service Procurement.
Requirements are usually generated ad-hoc by all employees in an enterprise, not only
professional purchasers. The procurement of indirect materials includes office supplies, work
clothing, or IT equipment.

The process typically involves the following steps:

 Requisition
 Approval
 Ordering
 Goods received
 Invoice handling
 Payment
 Accounting

Direct Procurement

Direct Procurement (Plan-Driven Procurement) is the process of procuring materials or services

that are directly linked to the value chain. They are generally planned by MRP (Material
Requirement Planning) or APS (Advanced Planning and Scheduling) systems and transferred to
the e-procurement application in form of a requisition, as opposed to unplanned (where the
requirement arises from manual entry in the e-procurement application). See Direct
Procurement.

The process typically involves the following steps:

 Planning
 Requisition
 Sourcing
 Ordering
 Goods received
 Invoice handling
 Payment
 Accounting

Catalog Content Management

Catalog Content Management facilitates the flow of content that supports procurement activities.
Generally, content involves suppliers and product data (often in the form of catalog). See Content
Management.
The process typically involves the following steps:

 Import catalog
 Process products in the product master
 Manage product catalog
 Export product catalog

Sourcing

Sourcing is the process of qualifying suppliers and creating contracts, see Sourcing of
Requirements. The following business models are part of the Sourcing scenario.

 Supply Strategy Development is initiated by assessing the organization’s supply needs

and defining the organization's supply strategy.
 Supplier Qualification is the process of pre-qualifying potential suppliers.
 Supplier Selection is the process of selecting the right suppliers for a material group
through a Request for Quotation (RFQ).
 Contract Negotiation is the process of negotiating, creating, and monitoring contracts.
 Relationship Monitoring is the process of analyzing and monitoring existing supplier
relationships.
 Operational Sourcing is the process of assigning a source of supply for an open
purchasing requisition, on a case-by-case basis.

Supplier Self-Services

Supplier Self-Services enables smaller suppliers to take part in the supply-chain via hosted
services, thus increasing the effectiveness of e-procurement. See Supplier Self-
Services.

The process typically involves the following steps:

 Create content
 Receive orders
 Respond to orders
 Data capture
 Invoice

Integration

The scenarios reflect the component integration of SRM, see Integration.

The scenarios can be integrated with various technical scenarios, see Implementation
Possibilities.