That SAP Business ByDesign Non-stock procurement business scenario enables you to purchase non-stock items such as office supplies, construction samples, or equipment.

Scenario overview

This scenario can be triggered by employees or assistants who create shopping carts, by project teams who need non-stock materials for projects, directly from the buyer via purchase orders or tenders, or by accounts payable clerks in supplier invoices. Deliveries can be confirmed centrally or locally. The costs for project-related non-stock materials are transferred directly to project tasks in financial accounting.
If a catalog, purchase contract or list price exists for a non-stock material, an order can be created automatically. If there is no source of supply, you can send RFQs to a suitable supplier.
You can also use this scenario to order non-stock materials to meet customer needs by using sales orders or service orders to trigger third-party procurement.

Business process: edit shopping cart

With the Process Shopping Cart business process, your employees can independently create and track shopping carts in order to request non-stock materials and services. In addition, they can confirm, cancel or process returns in the shopping cart for goods receipt and service provision. The costs for these products can be assigned to a cost center, a project, a sales order or a service order. If necessary, the data from these shopping carts is passed on for approval and then converted into purchase requisitions for the purchasing department. A requester has the option to cancel the approval process for the shopping cart. Requested positions can also be canceled.

Business process: process purchase requisitions

With the Maintain Purchase Requisitions business process, you can monitor incoming purchase requisitions and add or change relevant data in order to convert purchase requisitions into purchase orders. You can assign missing sources of supply, for example contracts, list prices or existing purchase orders, and then either order the assigned purchase requisitions or group several assigned purchase requisitions in one or more purchase orders. If no source of supply is found, you can search for suitable sources of supply using an advertisement. The process can have multiple levels of manage- ment.
The process variant “Process purchase requisitions – group and order” enables you to convert purchase requisitions into purchase orders. You can assign missing sources of supply and then group several assigned purchase requisitions into purchase orders.

Business process: process tenders

The business process process tenders enables your purchasing department to group the purchasing requirements of your company and to determine suitable sources of supply for the required materials and services. The process includes, for example, the determination of sources of supply for purchase requisitions or for negotiating new or expiring purchasing contracts.
You can invite new or existing suppliers to participate in tenders. Incoming offers can then be easily compared in the system in order to determine the most suitable supplier for your needs.
After you have determined the bid that will win, the bidders will be informed of the outcome of the bidding process. Follow-up documents (such as purchase orders or contracts) can now be created.

Business process: processing orders

With the business process Process Purchase Orders you can process automatically created purchase orders or manually create an purchase order with or without reference to a contract or list price. You can also search for the products to be ordered in a supplier catalog. The order can contain stock material with or without product specification, services or non-stock material that can be ordered for various purposes (e.g. for cost centers, projects or as an inventory part within an asset procurement process). You can also manually create third-party orders for materials and services that can be assigned to sales orders, service orders, or customer projects. When all relevant data has been processed, the order is sent to the supplier. This can also be an affiliate using SAP Business ByDesign or SAP ERP. In addition, there may be an approval process that depends on the order value. An order confirmation can also be used as an option. The process can have multiple levels of manage- ment.

Business process: Confirm goods receipts and service deliveries

You can use the Confirm Goods Receipts and Services Provided business process to create goods and services receipts for non-stock materials and services and related expenses. You can manage and track the delivery of materials and the provision of services in the system.
When services have been completed and time sheets have been created by service providers in time management, goods and services receipts are automatically created based on the time sheet entries.
When you post the goods and services receipts, the system automatically forwards the data to Financial Accounting and posts it there.
Goods receipt and service delivery processes do not support the receipt of warehouse materials. The supply chain management part of the solution supports the receipt of warehouse materials in your warehouse via the corresponding inbound processes.

Business process: return goods

The Return Goods business process enables you to return a material to a vendor, for example because the wrong material was delivered, it was damaged or is no longer required. If you have already posted a goods and services receipt for this, you must create a goods return in the system that reports the return of the material to the vendor. The goods return process allows you to manage and track all returned goods, which also helps your accountants with the supplier invoicing and bookkeeping processes.
When you post the goods return, the system automatically forwards the data to finance and accounting and posts it there.
Return of goods processes do not support the return of spare parts, expense items or storage materials. The supply chain management part of the solution supports the return of warehouse materials to your warehouse via the corresponding outbound processes.

Business process: Process supplier invoices

The business process Process Supplier Invoices gives you, the accountant, the option of entering invoices, credit memos and down payment requests that you have received from your supplier by fax or e-mail into the system, and checking and posting them there. Alternatively, the supplier, who can also be an affiliated company, can send you these documents electronically in the form of XML messages. With an automated invoicing process, all supplier invoices are compared with the associated purchasing documents, if available.
You can also bill the partner companies for supplier invoice items, and you can distribute incidental costs, such as freight costs, to all other supplier invoice lines.
When the supplier invoice is complete and correct, you can post it. It is then used to pay the suppliers. If necessary, the system also creates new attachments automatically.

Business Process: Process Payables and Payments

The Process Payables and Payments business process enables you to process outgoing payments that have been initiated either internally by your company or externally by your suppliers.
Payments can be made manually or automatically during a payment run in which the system proposes open items for payment. You then release the payments, whereupon they are posted by the system in accounting. You create the payment medium either manually or as part of an automatic run. The standard work center offers you checks, outgoing transfers and credit memos, as well as other country-specific payment methods. As soon as the payments have been debited from the bank account, the bank statement is recorded in the system. It is uploaded electronically or entered manually and then confirmed. If payments are initiated externally, the bank statement informs you that a payment has been made. The payments are matched with the open invoices in the system before they are cleared.

Source:, as of March 2017