Lean Service Procurement in SAP S/4HANA

[kumar060784]

Contents

• Overview


• New in Lean Service Procurement in SAP S/4HANA


• Business Scenario


• Process Flow


• New fields in Purchase Requisition and Purchase Order


• Lean Services Apps for Purchase Requisition - standard & enhanced limits


• App for Service Entry Sheet


• Configuration for Lean Services


• Conclusion


• Reference

Overview

Lean services is newly introduced process in SAP S/4HANA to simplify service procurement. Here, service entry sheet is not the same as service entry sheet created via ML81N.

Idea behind Lean services is to simplify the process of booking of service entry sheet. This documents covers insights and scenarios supported in Lean Services.

New in Lean Service Procurement in SAP S/4HANA

• New master data object “Product type” is to differentiate between material and service


• New material type SERV in combination with “Product type”


• Flexible workflow for service entry sheets approval


• Simplified limit (Enhanced Limits E) for PO with value limits (no quantity) and receipt or confirmation of service via SAP Fiori app “Service Entry Sheet”. By this 3-way match for limit PO items can be achieved for unplanned service procurement.

Business Scenario

Lean services uses “Manage Service Entry Sheet” app for confirmation of services. This can mapped for approval process via flexible workflow.

Following purchasing scenarios are possible:

• Planned Services are services where quantity and value are known while purchase requisition creation with:
  
  
  
  • Item: free text
  
  
  • Item: service material (SERV material type)
  
  
  
  


• Unplanned services are services where only value is known while purchase requisition creation with:
  
  
  
  • Enhanced Limit Item: new item category (E-Enhanced Limit) and actual quantity are filled while confirmation of services in the “Manage Service Entry Sheet”
  
  
  
  

Start and end date of services can be maintained at item level, this is suitable for consultation charges, maintenance charges, office rental etc.

 Process Flow

Lean Service PRs are identified by ‘product type group’ as Service (2). Purchase orders for lean service are identified with 'product type group' 2 and can be created without purchase requisition.

A quick comparison of scope of item and limit item purchase requisition can help to understand the fitment of Business scenarios for Lean Services.

Scope is narrated based on 1909 release using following apps for above mentioned business scenarios:

• App: Manage Purchase Requisition-Professional


• App: Create Purchase Requisition (Employee Self-Service)


• App: Manage Service Entry Sheet – Lean Services

Note: Lean services with limits are supported for Self-service procurement.

New fields in Purchase Requisition

• Lean services Purchase requisition and Purchase orders are identified by product type group – Services (2) (EBAN-PRODUCTTYPE and EKPO-PRODUCTTYPE)

       Start and end date of service is mandate at line item

• Expected value and over all limits are maintained at line item if the services are managed in limits.

Lean Services Apps (standard)

1. App: Manage Purchase Requisition – Professional : To create Purchase Requisition for Lean Service

Product type is defaulted to Service (2) and start & end date are filled at line item

2. App: Create Purchase Requisition (Employee Self-Service) : To create Purchase Requisition for Lean Service for SSP

New fields Product type is Service (2) and start & end date are filled at line item

Lean Services Apps (enhanced limits)

1. App: Manage Purchase Requisition – Professional : To create Purchase Requisition for Lean Service with Limits

New fields expected value and overall limit are filled along with product type group and start & end date

App for Service Entry Sheet

1. App: Manage Service Entry Sheet

Confirmation of services are allowed only using ‘Manage Service Entry Sheet’ app. Following are the key features.

• Change of account assignment in service entry sheet is possible


• Approval via Flexible Workflow is allowed from 1709 (a new approval mechanism in SAP S/4HANA)


• Goods receipt document is created once SES is approved. The same can be changed or cancelled with the option ‘withdraw the approval’


• Approver can be given in manage service entry sheet app and the email will trigger to that person and it works without activating flexible workflow. However, this functionality is no longer valid after SAP S/4HANA 1709 as flexible workflow set up was activated


• Date of service performance can be entered


• Service entry sheet is simplified so it can be exposed to supplier to maintain and same can be integrated with approval by the Business users


• While SES creation, item description can also be maintained in case of limit items. Further, issues warning if expected value exceeds and an error if aggregated booked amount exceeds the overall limits

Configuration for Lean Services

Define for Service Material Type SERV

IMG > Logistics General > Material Master > Basic Settings > Material Types > Define Attributes of Material Types

Allowed Item Categories E for Enhanced Limits for Purchase Requisition

IMG > Materials Management > Purchasing > Purchase Requisition > Define Document Types

New Field Selection with PTAB for Purchase Requisition with Enhanced Limits

IMG > Materials Management > Purchasing > Purchase Requisition > Define Screen Layout at Document Level

New Field Selection with PTAF for Purchase Order with Enhanced Limits

IMG > Materials Management > Purchasing > Purchase Order > Define Screen Layout at Document Level

Number range for Service Entry Sheet

IMG > Materials Management > Purchasing > Service Procurement - Lean Services> Service Entry Sheet – Define Number range

Flexible Workflow Activation for Service Entry Sheet

Refer help.sap.com for complete Flexible Workflow Setup for Service Entry Sheet

https://help.sap.com/viewer/af9ef57f504840d2b81be8667206d485/1909.000/en>US/4600eddee13847cb985eaa72...

IMG > Materials Management > Purchasing > Service Procurement - Lean Services > Flexible Workflow for Service Entry Sheets > Activate Flexible Workflow for Service Entry Sheets - Lean Services

Conclusion

In lean service, service entry sheet creation is possible only through "Manage service entry sheet" Fiori app. Unplanned and planned business scenarios for services are supported. This process is well aligned with service procurement in Ariba buying and integration with SAP S/4HANA would be seamless. This process would bring a change in the way the service procurement is executed.

[Iheanyi]

Hello Amit,

Is there a possibility to generate output for approved service entry sheet with lean service and send this to vendor via email?

 

Regards,

Iheanyi

[former_member785280]

How to post SES for limit po…while posting I’m getting an error no qty

[former_member838853]

Hello Sir,

 

SAP had launched SSAC component for service entry sheet accruals is this only for lean service  alone or for STD service PO this component will work if SES po are created via ME21N AND ML81N under entry sheet are not been approved.

 

Please do reply sir,

 

Regards,

Balaji S

[zimboy562]

Thanks for sharing Balaji.

 

See link for further info: Service Entry Sheet Accruals | SAP Help Portal

 

Regards

 

Richard C

[AmitHundekari]

Hi Nagy,

Service performer creation is documented here .

https://help.sap.com/docs/SAP_S4HANA_CLOUD/0e602d466b99490187fcbb30d1dc897c/819488e13bb447e989c90b82...

 

Regards,

Amit

[DeanMG]

Hi Amit, Kumar,

Is it possible to link a Service Order to the PR? This being via the Manage Purchase Requisition – Professional app?

Scenario we have is that at times the PR is created without knowledge of the SvO, but then the backoffice needs to create this link, hopefully updating the document flow

We are using the scenario where we generate a PR from the SvO line item, this works fine

 

Thanks,

Dean

 

 

[AmitHundekari]

Hi Dean ,

Is this something that you are looking for ?

https://blogs.sap.com/2020/12/15/purchase-requisition-integration-in-sap-s-4hana-service-service-ord...

Regards,

Amit

[DeanMG]

Hi Amit,

We've configured this already and that process is working fine

The scenario is slightly different for this ask:

PR's created without knowing the SvO numbers, the question is then, can we link the PR to the SvO directly in the PR?

Edit: as an example, there is an Account Assignment tab on Create Purchase Requisition app where you can link an Order. This refers to the PM/CS table only

Thanks!

[bartcoppieters]

Hi Kumar, Amit,

Thanks for all the valuable information.

We use the lean services process without problem and would like to leverage on this by also allowing - in certain cases - an automatic SES for lean services. We were thinking in the direction of a BAPI, similar to the BAPI for entering SES when using the ML81n process, but then actualized for lean services. So far we have not found. Can you pls point in correct direction?

Thx

Bart

[AmitHundekari]

Hi Bart,

Good to hear that you are happy with Lean Services In Procurement with S/4HANA . Much appreciated.

The successor of BAPI is the new cloud enabled APIs. The White Listed APIS can be found on the API.SAP.COM .

These can also be used in On-prem . For read , create , update for SES in S/4HANA you can use the below api's.

https://api.sap.com/api/OP_API_SERVICE_ENTRY_SHEET_SRV_0001/overview

There is also a detailed documentation about these API in above link.

Regards,
Amit

 

[dgnicolas]

Dear Kumar, Amit

i've red this very helpfull blog several times when we implemented LSP for our customers, this was all working fine and well.

Since we upgraded from version 1809 to 2021 a couple of weeks ago we can't implement LSP anymore.

eg: a copy of material type SERV to ZSRV (will all same settings) does not work. We get an error message to select valid service item??

other exemple: the limits tab in ME51N is not visible

Wondering you have any updated setup procedure in SPRO that we could use to setup from scratch LSP

 

Many thanks in advance

Nicolas

[former_member851725]

Hi Kumar and Kavitha,

 

Thanks for the blog. This is indeed really helpful.

I have a couple of questions.

1. Does this limit option work when a PR is created from GUI.


2. Does this work if a PR is auto-created from PS/EAM/CRM.


3. In case the enhanced limits are not maintained in the PO can I make a Partial SES for a value. (for example PO has a value of 1000 Rs with qty of 1, but the customer has received an invoice for 500 Rs. Can i post the SES.)

Regards,

 

VIkram

[kumar060784]

Hi Paul

Lean service is now supported in PM order with an implementation of enhancement as per snote 2897493 - Lean Service Procurement in Maintenance Orders - SAP for Me, and activate PM order type in customising V_T399X_MEREQ.

Item category N in PM order would create a lean service PR.

Item category E in PM order would create a lean service PR with enhanced limits.

Enter 2 (lean service) in product type group field, visible in the components tab. If material with material type SERV is used, then product type group field defaulted as 2.

please note the behaviour of control key if the lean service is activated for the PM order type.

1. control key PM03 (external service) would no more supported, hence PR with item D (service) is not possible.


2. control key “PM02” (external) creates a normal PR with product type is 1, however this can be modified as 2 in PR to enable lean service.

hope this helps 🙂

Regards

Kumar

[kumar060784]

Hi Jay

PR with Item category E (enhanced limits) would support blank order requirement.

Regards

Kumar

[kumar060784]

Hi Aleem and Hi Alain

Technically it is not possible to do a service entry sheet w/o valuation in lean service. You can refer snote for further details 3250892 - GR non-valuated for services not possible in Lean Service scenario - SAP for Me

Regards

Kumar

[kumar060784]

Hi Nabanita

Technically it is not possible to do a free of charge service entry sheet in lean service. You can refer snote for further details 2881406 - Error MMPUR_SPROC022 when 'Free of Charge' selected in Service POs - SAP for Me

Regards

Kumar

[kumar060784]

Hi Ashish

modified the content now and these are part of continuous improvements in S4.

Regards

Kumar

[kumar060784]

Hi Nicolas

Now, Internal catalogs can be created with 'product type group' 2 using 'Manage Catalog Item' app which in turn enables lean service procurement.

Regards

Kumar