SRM@ERP Release Notes · Release Notes 03.01.2006 This document contains Release Notes for SRM@ERP. You can find the complete Release Notes for SAP SRM 5.0 on SAP Service Marketplace

SRM@ERP Release Notes

Re lease 5 .0

Release Notes 03.01.2006

Copyright © Copyright 2004 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

SRM 5.0 2


Icons in Body Text

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Additional icons are used in SAP Library documentation to help you identify different types of information at a glance. For more information, see Help on Help → General Information Classes and Information Classes for Business Information Warehouse on the first page of any version of SAP Library.

Typographic Conventions

Type Style Description

Example text Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options.

Cross-references to other documentation. Example text Emphasized words or phrases in body text, graphic titles, and table

titles.

EXAMPLE TEXT Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE.

Example text Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system.

EXAMPLE TEXT Keys on the keyboard, for example, F2 or ENTER.

SRM 5.0 3


This document contains Release Notes for SRM@ERP. You can find the complete Release Notes for SAP SRM 5.0 on SAP Service Marketplace at service.sap.com/releasenotes mySAP Solutions mySAP Supplier Relationship Management (mySAP SRM) Release Notes SAP SRM 5.0.

Condition-Processing over all Purchase Items (new) ........................................................ 6 Partial Cancelation (New)................................................................................................... 7 Resource-Related Billing (New) ......................................................................................... 8 Reason for Return Delivery (New) ..................................................................................... 9 Subsequent Debit / Subsequent Credit (New) ................................................................. 10 Multiple Selection (New)................................................................................................... 11 Different Invoice Currency (New) ..................................................................................... 12 Different Invoicing Party (New)......................................................................................... 13 Invoice Simulation (New).................................................................................................. 14 Adding Purchase Orders During Invoice Entry (New)...................................................... 15 Withholding Tax (New) ..................................................................................................... 16 Invoice Entry (Enhanced) ................................................................................................. 17 Invoice Management System (New) ................................................................................ 19 Integration with Collaboration Projects (cProjects) (new) ................................................ 21 Handling of Long Texts in Purchasing Documents (New) ............................................... 22 Vendor-Specific Unit of Measure (New)........................................................................... 24 Insertion of Shopping Cart Items in Purchase Order (New)............................................. 25 Duplication of Items (New) ............................................................................................... 26 Group Conditions (New)................................................................................................... 27 Priorities in the Vendor List and Sourcing Application ..................................................... 28 Configurable Partner Schema (New) ............................................................................... 29 Updates to Workload Assignment and Reassignment (Enhanced) ................................. 30 Bidding Engine Enhancements (Enhanced) .................................................................... 31 Creating Bid Invitations (Enhanced)................................................................................. 32 Multiple Currencies in Bid Invitation and Bid (New) ......................................................... 34 Print Preview and Printout of Bid Invitation and Bid (New) .............................................. 35 Service Agents in Bids (Enhanced).................................................................................. 36 Surrogate Bidding (New) .................................................................................................. 37 Change Bid After Submitting It (New) .............................................................................. 38 Initial Upload of Purchasing Contracts (New) .................................................................. 39 Discounts Based on the Aggregated Release Value (New) ............................................ 41 Quota Arrangements (New) ............................................................................................. 42 Vendor List Enhancements (New) ................................................................................... 43 SRM Organizational Model (Changed) ............................................................................ 44 Master Data Synchronization: Business Partner - Vendor and Product - Goods/Services (New) ................................................................................................................................ 47 Change in SAP Business Workflow ................................................................................. 48

SRM 5.0 4


SRM Alert Management (new) ......................................................................................... 50 Enhancement of the Functionality for Offline Approval (Changed).................................. 52 Creating Follow-On Documents in the Backend (Changed) ............................................ 54 Customer Fields in the Shop Application (Extended) ...................................................... 56 Attachments and Texts in SAP SUS (New) ..................................................................... 57 Confirmation Processing in SAP SUS (Changed)............................................................ 58 Cancellation of Confirmations in SAP SUS (Changed).................................................... 59 Credit Memo Processing in SAP SUS (New)................................................................... 60 Processing of Purchase Orders with Schedule Lines in SAP SUS (New)....................... 61 Goods Receipt Notifications in SAP SUS (New).............................................................. 62 Invoice Processing in SAP SUS (Changed)..................................................................... 63 Manual Entry of Taxes in SAP SUS (New) ...................................................................... 64 Follow-On Document Processing in SAP SUS (New) ..................................................... 65 Deviations in Purchase Order Confirmations in SAP SUS (Changed) ............................ 66 Return Delivery and Cancellation of Goods Receipt in SAP SUS (New) ........................ 67 IMG Structure for Supplier Relationship Management (Changed) .................................. 68 Business Add-Ins (Changed) ........................................................................................... 71 Supplier Role (Enhanced) ................................................................................................ 73 Invoicing Clerk Role (New)............................................................................................... 74

SRM 5.0 5


Condition-Processing over all Purchase Items (new) Use As of SRM 5.0 you can simultaneously enter, change, or delete conditions (prices or discounts) for all selected items of a purchase order. This allows you to quickly and efficiently assign or remove conditions to or from the items of a purchase order.

This function concerns the role of the operational purchaser and the business scenarios Service Procurement and Plan-Driven Procurement. The entry fields for this function are located under the item overview of the purchase order.

If you are processing the conditions for all or for selected items in a purchase order, you first choose a condition type (price or discount). Depending on the condition type, you have different entry fields available. Once you have entered the prices or discounts, these are assigned to all selected items in the purchase order and a new price calculation is run. The system checks, in the case of the condition type price whether the selected unit of measure is appropriate for all the selected items. If the system finds an error, the recalculation is terminated and an error message is sent. The system also checks whether the condition type entered has already been assigned to the selected items and asks you, if the answer is yes, if you wish to terminate the recalculation. If the recalculation proceeds the previous prices or discounts are replaced by the newly entered ones.

SRM 5.0 6


Partial Cancelation (New) Use From SAP SRM 5.0 you can cancel items of a goods receipt confirmation. When you create a cancelation document, you can select the items that you want to cancel on a new screen. In the case of a purchase order for services, you can only cancel the entire confirmation.

It is not possible to change quantities, or to cancel items for which invoice items are still open.

If a return delivery has already been entered for an item, and this return delivery has been canceled, you can cancel the goods receipt confirmation.

It is still possible to create cancelation documents with a final entry indicator. This final entry indicator is transferred to the relevant order item. If the cancelation document contains no final entry indicator and none is set, this is also removed from the order item.

When a cancelation document is posted, the relevant values are updated in the order item and in the confirmation item. However, the status is not changed in the confirmation. Canceled documents can be displayed in the search function.

SRM 5.0 7


Resource-Related Billing (New) Use From SAP SRM 5.0 you can carry out resource-related billing when you order external staff. This is possible in the standalone scenario with an FI backend system from ERP 2005.

In this way, you can calculate services that were performed by external service agents on the basis of the service entry. The purchase order and the confirmation are based on the sales order.

Effects on Customizing To define which SRM system is connected in the backend system, you need to maintain settings in the IMG activity Define RFC Connections for Resource-Related Billing.

Menu path in the SAP Implementation Guide: Integration with Other SAP Components -> Supplier Relationship Management -> Defining RFC Connections for Resource-Related Billing

SRM 5.0 8


Reason for Return Delivery (New) Use From SAP SRM 5.0 you can enter the reason for the return delivery of goods for each item. The return delivery always takes place with reference to a confirmation and can even occur after an invoice is created.

Being able to enter the reason for the return delivery helps improve communication with vendors. Vendors can react to a return delivery in a more timely manner, and can supply a replacement or create a credit memo.

Default texts are supplied as standard and you can tailor these texts to match your requirements.

Effects on Customizing To tailor the default reasons for return deliveries, you need to change the texts in the Implementation Guide (IMG) in the activity Define Fixed Values for Texts.

You can use BAdI Long Texts in SRM Documents to stipulate how the reason for the return delivery is interpreted in the respective backend system.

Example: The SRM reason for return delivery "0001 Poor Quality" corresponds to the reason for movement "2" in the backend system.

SRM 5.0 9


Subsequent Debit / Subsequent Credit (New) Use From SAP SRM 5.0 you can post subsequent debit and subsequent credit. You cannot change an invoice after it has been changed. Subsequent price changes are posted as a second document in the form of a subsequent debit or credit. As an alternative, you can also cancel the invoice completely and replace it with a new invoice.

A subsequent debit or credit raises or reduces the total invoice value (based on an order item) without changing the total of the calculated quantities.

You can post a subsequent debit or subsequent credit in the following ways:

• For invoices that already exist:

o Whether or not you can create a subsequent debit or credit depends on the selected invoice. In addition, there is a 'Subsequent Debit/Credit' flag on item level.

o It is not possible to create a subsequent debit or credit for invoices and credit memos with the status 'Deleted' or 'Canceled'.

• For invoices with purchase order reference that have not yet been created:

In the extended search, there are two new statuses for purchase orders:

o 'Open for Invoicing'

o 'Open for Subsequent Debit or Credit'

If you select this status, only purchase orders where a subsequent debit or credit is possible (at least one invoice was created for this purchase order, for example) are displayed.

Furthermore, it is possible to create invoices that contain both invoice items and subsequent debits and/or credits. The user can change the item type. If an invoice contains items with different item types, the item type is also displayed in the item overview

This function is only available in the Standalone scenario.

SRM 5.0 10


Multiple Selection (New) Use From SAP SRM 5.0 you can carry out multiple selection in all documents for which the generic search is active.

Multiple selection is available for the fields Purchasing Organization, Purchasing Group, Product Number, and Document Number, and is indicated by the Multiple Selection symbol.

Multiple Selection allows you to enter several values and/or value ranges in an entry field. This field is restricted to 256 bytes. Instead of entering values and value ranges manually, you can enter these in a separate window or via the input help.

As standard, multiple values are separated with ";" and value ranges are entered using "~". You can redefine these separator values using the BAdI Defining Separator Values for the Search Function.

Restriction:

If you carry out multiple selection in the Product Number field, products that have different product numbers in the backend are not found since no mapping to the backend system occurs.

Effects on Customizing To redefine separator values for the search function, you have to make the settings in the BAdI Defining Separator Values for the Search Function.

SRM 5.0 11


Different Invoice Currency (New) Use From SAP SRM 5.0 you can enter a currency other than the purchase order currency for invoices. This can be of advantage if you want to post invoices in your national currency where purchase orders have been created in other countries in a foreign currency.

Once you have entered the required currency on header level, all values within the document including all items (items with and without purchase order reference) and tax, account assignment, and the total amount of the invoice, are converted.

The appropriate exchange rate is taken from table TCURR. (See Enter Exchange Rates)

If the invoice currency is changed again, the conversion occurs in two steps: First, all values are converted into the purchase order currency again. Then, the values are converted from the purchase order currency to the new invoice currency.

Note: Using a different invoice currency can cause exchange rate differences to occur.

To allow these invoices to be checked further, you need to set the tolerance values accordingly. (See Set Tolerance Checks)

Effects on Customizing The following IMG activities are relevant:

• Enter Exchange Rates

• Set Tolerance Checks

SRM 5.0 12


Different Invoicing Party (New) Use From SAP SRM 5.0 you can enter a different invoicing party during invoice creation. Administrators or purchasers define the relationship between a vendor and possible invoicing parties in the Manage Business Partners application.

The invoicing party is a mandatory partner. If no invoicing party is entered, the system suggests an invoicing party for the vendor.

The search help only contains vendors that the invoicing party is responsible for or the invoicing parties tha were created for the vendor. In the Standalone scenario, the invoicing party to vendor relationships are checked to establish whether the entries are compatible.

If an invoice is created without reference to a purchase order, the invoicing party and not the vendor is used to determine the logical backend system and company code.

Effects on Existing Data Where invoices from earlier releases cannot be processed (because the (status is 'Held' or 'In Approval' ), the invoicing party is automatically filled on account of the vendor by an XPRA. Other invoices are unaffected.

Effects on Data Transfer During replication from the backend system, the creditors that are not vendors can also be replicated for the invoicing parties.

SRM 5.0 13


Invoice Simulation (New) Use From SAP SRM 5.0 you can carry out a simulation before you post an invoice, displaying the resulting line items and any error messages from the backend system. This function is available from backend system SAP R/3 4.6c.

You can display several currencies in the simulation as long as the backend system supports this.

Invoice simulation is available for invoices with and without purchase order reference, and can be carried out at any time. The result, however, is dependent on the the completeness and correctness of the invoice document.

You can use the IMG activity Influence Message Control for Invoice Simulation to stipulate whether the messages from the backend system are displayed as warning messages or error messages, or whether the messages are ignored. Where messages are displayed as error messages, further processing is not possible. You can also use this IMG activity to decide whether the simulation results are displayed or whether the simulation just runs in the background and you merely see error messages that occur. You can also completely deactivate invoice simulation

Different Posting Date

From SAP SRM 5.0 you can also change the posting date of an invoice. In this way, you could cause an invoice to be posted to a previous quarter.

If you do not enter a new posting date, the approval date is used as posting date, as is the case in earlier releases.

If you enter a new posting date, this is transferred to the FI system. The system checks whether the posting period is available for this new posting date. If the posting period is not available, the invoice cannot be posted.

Withholding Tax

Invoice simulation also encompasses the simulation of tax calculation. If you have activated withholding tax for the respective vendor in the IMG activity Activate Withholding Tax, you can enter the tax indicator, tax base amount, and the tax amount as part of the simulation. Calculation of withholding tax then occurs in the backend system and is displayed in the simulation.

Effects on Customizing The following IMG activities are relevant for the invoice simulation:

• Influence Message Control for Invoice Simulation

• Activate Withholding Tax

SRM 5.0 14


Adding Purchase Orders During Invoice Entry (New) Use From SAP SRM 5.0 you can add additional purchase orders when entering invoices.

You can do the following:

o You can add purchase orders directly using a new entry field and transfer the purchase orders to the invoice. If you want to transfer individual items, you can enter the item numbers in addition to the purchase order number.

o You can use the Find Purchase Orders link to search for purchase orders and transfer these (or individual items) directly to the purchase order.

You can only add purchase orders that meet the splitting criteria for invoices in regard of multiple purchase orders. In other words, the purchase orders must be identical with regard to vendor, currency, company code, and logical system.

See also Release Note Multiple Selection

SRM 5.0 15


Withholding Tax (New) Use From SRM 5.0 you can calculate and enter withholding tax during when entering invoices. In some countries, this tax is levied at the start of the payment flow and is not generally paid directly to the tax authorities by the taxable person.

In the IMG activity Activate Withholding Tax you determine whether withholding tax is active for a particular country and a particular vendor. This setting is independent of FI System, company code, and supplier. Withholding tax must also be set in the FI System for the company code and the vendor.

Effects on Customizing The following activities are relevant for withholding tax in the Implementation Guide:

Activate Withholding Tax

SRM 5.0 16


Invoice Entry (Enhanced) Use As of SAP SRM 5.0 with ERP 2005, you can use the following functions for entering invoices.

You can use these functions both in the classic scenario and in the standalone scenario:

• Subsequent debits and credits

You can now post subsequent debits and credits with reference to backend purchase orders.

• Receipt of invoice prior to confirmation of goods receipt

You can enter an invoice even if a goods receipt has not yet been confirmed.

• Adding of unplanned items to invoices with a purchase order reference

• Invoice entry with delivery note number

You can use the new search criterion Delivery Note Number to search for purchase orders. You can also generate an invoice proposal on the basis of the delivery note number.

• New fields

You now have the possibility to enter additional information, such as cash discount or information about terms of payment. You can also set the 'Not Relevant for Cash Discount' indicator at item level. At header level, you can define the payment method.

• Document type

You can change the document type of the backend document in the invoice header.

• Reference to G/L accounts

It is now possible to post directly to G/L accounts.

• Net and gross invoices

You can now post both net invoices and gross invoices.

• Standardization of invoices with and without purchase order reference

The user interface for entering invoices has been standardized. For example, you can select invoice or credit memo from a dropdown box, and you can then choose the Create pushbutton to create the appropriate document. You can also select individual purchase order items.

• Exceptions tab page

In the Enter Invoice/Credit Memo application, you can go to the Exceptions tab page and check if there are any exceptions for the invoice. If there are, you can accept these directly. See Invoice Management System

• Other changes

o In the Implementation Guide (IMG) for SRM, you can specify whether there is a connection to a Materials Management system.

o You can track the status of a backend invoice in the document history.

You can use the following functions in the classic scenario only:

• Planned delivery costs

You can create invoices that have references to backend purchase orders or backend credit memos with planned delivery costs.

• One-time vendor

SRM 5.0 17


You can enter invoices that have references to backend purchase orders with a one-time vendor. If this vendor's address or bank details are not complete in the purchase order, you can add the missing information in the detailed view for the invoice partner.

• Invoicing party from backend purchase order

You can either use the invoicing party proposed in the backend purchase order, or you can enter a different invoicing party. It is also possible to enter an invoicing party that has not been created in SAP SRM. The system does not check the relationship between the vendor and the invoicing party.

Other changes

o In the Implementation Guide (IMG) for SRM, you can specify whether there is a connection to a Materials Management system.

o You can track the status of a backend invoice in the document history.

SRM 5.0 18


Invoice Management System (New) Use As of SAP SRM 5.0, the Invoice Management System provides you with a central point of access for all incoming invoices. Invoices can be entered by means of XML and Electronic Data Interchange (EDI). Invoices can also be entered manually. If errors occur when invoices are posted, one or more exceptions are generated and the invoice appears in the Invoice Monitor.

To use the full functions of the Invoice Management system you need to have a backend system that is at least R/3 4.6C.

Invoice Monitor In the Invoice Monitor application, you the accountant can display incorrect invoices and trigger/monitor their further processing.

You can forward the invoice by e-mail (with an interactive form based on Adobe) to another user or to the vendor, or you can solve the problem yourself. Any changes or additions that are made and sent back to the Invoice Management system in this interactive form are copied into the system. As soon as all exceptions have been clarified, the invoice can be posted.

The following exceptions are available:

Duplicate invoice The invoice in question may already have been posted.

Missing external information External information is either incorrect or incomplete.

Missing goods receipt A goods receipt has not yet been entered or confirmed.

Missing internal information Internal information is either incorrect or incomplete.

Other errors Errors have occurred that prevent further processing and are not assigned to another exception.

Price variance The price variance exceeds the tolerance limits.

Quantity variance The quantity variance exceeds the tolerance limits.

Tax variance The difference between the calculated tax and the sent tax exceeds the tolerance limits.

Incorrect reference The reference to the preceding document is not correct.

Approval overdue Approval of the invoice is overdue.

In the IMG activity Define Exceptions, you specify which error messages result in which exceptions. You can also deactivate individual exceptions here.

Enter Invoice/Credit Memo In the Enter Invoice/Credit Memo application, you the accountant can now also go to the Exceptions tab page to check if any exceptions have been generated for the invoice in question. By choosing the Details icon, you can navigate directly to the Invoice Monitor.

You can also lock an invoice so that the data you enter is not overwritten by others.

Provided the tolerance limits you have specified permit this, you can accept variances directly for the exceptions involving price variances, quantity variances, and tax variances.

SRM 5.0 19


Settings for Invoice Monitor In the application Settings for Invoice Monitor, you the accountant can make settings for each exception directly on the user interface. For example, you might make a setting that ensures that a notification e-mail is sent automatically when an exception occurs. You would also specify who this e-mail should be sent to. Similarly, you might specify when an invoice is considered a duplicate for the Duplicate Invoice exception.

Exception Status The exception status shows the current state of processing for an exception.

The following statuses are displayed for exceptions in the Exception Monitor:

• New

• Waiting for preceding document

• Forwarded internally

• Forwarded externally

• Being clarified

• Rejected

• Clarified

Effects on Customizing The following Implementation Guide (IMG) activities are relevant for the Invoice Management system:

• Assign Tasks of Approval Workflow

• Define Exceptions

SRM 5.0 20


Integration with Collaboration Projects (cProjects) (new) Use As of SAP SRM 5.0 service companies can handle the entire purchasing process for goods and services from sourcing right through to time and expenses entry using cProjects and SRM.

The process begins with the transmission of an external requirement from cProjects. SRM creates a requirement, assigns a requirement number and item number and sends these to cProjects.

The purchaser can process these external requirements in the Sourcing application and create a purchase order. Alternatively, the purchaser can create a bid invitation for a requirement using SAP BiddingEngine. The purchase order number and the item number are, in turn, sent to cProjects.

The times worked and the expenses incurred are entered in SRM and are sent to cProjects. Time recording in SRM is a prerequisite for the complete representation of the bid invitation in cProjects; time recording in SAP Supplier Self-Services can not be shown.

SRM 5.0 21


Handling of Long Texts in Purchasing Documents (New) Use As of SAP SRM 5.0 you can:

• Create your own text types (for example, information about why an order has been rejected, return information, a descriptive summary of the changes made to a document)

• Group a number of different text types into a text schema

• Assign text schemas to certain business processes according to the process type and the business object type

• Define text types with fixed descriptive values (such as rejection reasons)

This function also controls the flow of texts between procurement documents within the SRM system, and between SRM documents and documents in the back-end system.

Changes to the User Interface

On the user interface (UI), the generic document screen has been adapted to allow you to work with the text schemas. The new screen layout contains a table with all of the available text types and a short preview of the corresponding texts. It also controls the types of texts displayed on the generic document screen both at header level and item level of the procurement document. The text types to be displayed are determined in Customizing.

There are two text types:

• Fixed values

• Editable

Effects on Existing Data To assist upgrades, the report BBP_Z080_TEXTIDS_XPRA_550 is available to map the text types that already exist in a previous release to the text types created in a new release.

Effects on Data Transfer The method Define Copying Rules provided in the Business Add-In (BAdI) Long Texts in SRM Documents are used in the:

• Classic Scenario

o This has been enhanced with a function module (BBP_PDH_TEXT_COPY_RULE_GET) that contains the standard copying rules for transferring SRM text types to text types in the back-end system. The copying rules can be overwritten using the above method.

• Extended Classic Scenario

o This has been enhanced with the capability to transfer long texts from SRM purchase orders (POs) to back-end POs.

Effects on Customizing To enter your own definitions for handling long texts, the following Implementation Guide (IMG) activities are relevant:

• Define Text Type

SRM 5.0 22


• Define Text Schema

• Define Fixed Values for Texts

To copy texts from XML messages into procurement documents, the following IMG activity is relevant:

• Set Up XML Communication for Customer Enhancement Texts

An existing IMG activity has been enhanced to enable assignment of the new text schema:

• Define Transaction Types

The new BAdI Long Texts in SRM Documents allows you to:

• Replace the text schema that was assigned to a transaction type in the IMG activity Define Transaction Types with another text schema.

• Change the characteristics of text types (for example, visibility and changeability) in a text schema.

• Define the rules for copying text types between SRM documents, as well as the mapping rules for transferring texts from an SRM document to a backend document.

• Include the texts from the third document in the texts for the follow-on document. When you copy texts from a preceding document that was created with a reference to a third document.

SRM 5.0 23


Vendor-Specific Unit of Measure (New) Use As of SAP SRM 5.0, you can change the unit of measure (UoM) of a product in a contract item to an alternative unit of measure defined in the product master. In earlier releases, the system automatically adopted the base UoM of the product that was maintained in the product master. You can now enter a conversion factor for the alternative UoM in the base UoM of the contract item. You do this in the detail screen of the item by entering a numerator and denominator in the Unit of Measure fields. This feature enables you to maintain a different UoM per contract item (and therefore per vendor) for the same product.

When you source a purchase order (PO) item from a contract item that contains a differing UoM, the system automatically converts the quantity in the PO item to reflect the different UoM.

Example In the product master of the product Mineral Water, 1 bottle is maintained as the base UoM., and case contains 12 bottles. Vendor A, from whom you want to source the product, sells mineral water in cases of six bottles. When you create the contract item for the product Mineral Water, you change the default entry in the Unit of Measure of the contract item field to 6 bottles per case.

You create a purchase order item for 24 bottles of the product Mineral Water and assign the contract item with Vendor A as the source of supply. The system automatically converts the quantity in the PO to reflect the different UoM. In the example, the quantity specified in the PO item would be four cases of 6 bottles (based on the product master, the quantity would be two cases of 12).

Note that if the quantity ordered does not match the UoM conversion factor maintained in the contract item, the system automatically rounds the quantity up to match the conversion factor. You cannot change the conversion factor in the PO item. In the above example, a PO item for 25 bottles of mineral water would cause the system to round the quantity up to five cases (30 in total).

Effects on Customizing The following BAdI is relevant:

• Define Rounding Rules for Quantity Fields

SRM 5.0 24


Insertion of Shopping Cart Items in Purchase Order (New) Use As of SAP SRM 5.0 you can insert items from a shopping cart or external requirement in a purchase order (PO). You can insert items by entering the number of the corresponding shopping cart or external requirement, or use the search functionality to find appropriate items from existing shopping carts/external requirements. The system provides both simple and extended search functionality.

SRM 5.0 25


Duplication of Items (New) Use As of SAP SRM 5.0 you can duplicate items in the following purchasing documents:

• Purchase order (PO)

• Contract

• Bid invitation

You duplicate items in the item overview of the above documents. You must select the checkbox of the item you want to duplicate. The user interface of the item overview contains two duplication options:

• A new button called Duplicate Selected Items

• A new action in the Actions column, with the symbol

The duplicated item appears at the bottom of the item overview.

SRM 5.0 26


Group Conditions (New) Use As of SRM Server 5.0, you can define pricing conditions in a contract that the system can use to calculate the price of multiple items in a purchase order (PO). These conditions are called group conditions. In earlier releases, the system calculated the price of each item separately. Group conditions enable you to extract the maximum financial benefit from the pricing conditions of your contracts.

To create a group condition, you must define a condition type accordingly . You can then enter the group condition in a contract at item level. In a PO that contains items that refer to the contract item, the system uses the total of the applicable items to determine the scale base value at which it applies a scale.

Example:

You create the following PO:

Item No. Product Quantity

1 ABC 50

2 ABC 70

You have defined a condition type for product ABC, which you have also defined as a group condition. The condition type contains the following quantity-based discount:

• 1-99 items cost $3

• 100 or more items cost $2

Individually, neither item qualifies for the discount. However, when the system applies the group condition, the combined quantity is 120, which exceeds the scale value of 100 and qualifies for the discount.

Effects on Customizing The following Implementation Guide (IMG) activities are relevant:

• Process Condition Types

Define a condition type as a group condition.

• Process Condition Groups

• Edit Calculation Schema

SRM 5.0 27


Priorities in the Vendor List and Sourcing Application Use As of SAP SRM 5.0, you can:

• Assign a priority to shopping carts and external requirements, which the system displays in the sourcing application

You can configure the system to display the priority graphically or textually.

• Define a vendor list with the preferred vendors for a specific product or product category. You can also assign priorities to each of these vendors. For all the requirements from the release-authorized purchasing organizations, the vendors with the assigned priorities are displayed during source determination.

The system displays the priority textually.

You can use the priority to sort the entries in both the vendor list and the sourcing application.

Effects on Customizing To use priorities, you must make the following settings in the Implementation Guide (IMG) activity Configure Priorities.

Specify whether the system displays priorities, as well as -- in the sourcing application -- how the priorities are displayed (graphic or text), and store your own texts and graphics for appearance on the user interface (UI).

The following BAdIs are relevant:

• Control Appearance of Priorities (relevant to the display of priorities in both the vendor list and sourcing application)

• Change Purchasing Document Data (relevant to display of priorities in the sourcing application only)

SRM 5.0 28


Configurable Partner Schema (New) Use As of SAP SRM 5.0, you can define partner schemas for purchasing documents. In earlier releases, you were only able to use the standard partner functions delivered by SAP. Partner schemas enable you to accurately describe the roles of business partners in your enterprise as they relate to purchasing documents.

You define partner schemas in Customizing. You first define the partner functions that you want to use in a partner schema. You specify the level - header or item - at which you want to use the functions, as well as well as their cardinality. You then insert the partner functions into a partner schema. To apply a partner schema to a purchasing document, you must assign it to the corresponding transaction type. You can use partner schemas in all SAP Enterprise Buyer purchasing documents.

When you define a partner schema and assign it to a transaction type, the partner schema appears on the user interface (UI) of the purchasing document, under Partner Overview.


• Define Partner Functions

• Define Partner Schema


SRM 5.0 29


Updates to Workload Assignment and Reassignment (Enhanced) Use As of SAP SRM 5.0, you can use the automatic workload assignment function, as well the semiautomatic and manual workload reassignment functions to assign purchasing documents to purchasing organizations. You can also use these functions on more types of purchasing documents than in earlier releases.

In earlier releases, you could only assign documents to purchasing groups. You can now assign documents to both purchasing groups and purchasing organizations.

Furthermore, you can now use the above functions to assign bid invitations to purchasing groups and purchasing organizations. In earlier releases, you could only assign external requirements, purchase orders, and contracts. Consequently, the search screen of the workload reassignment function contains a new checkbox that enables you to search for bid invitations.

Effects on Customizing To use the workload assignment and reassignment functions, the following BAdIs are relevant:

• Shopping Cart: Determine Responsible Purchasing Group(s)

• Change Purchasing Group/Purchasing Organization Assignment

• BAdI for Changing EBP Purchasing Documents

SRM 5.0 30


Bidding Engine Enhancements (Enhanced) Use As of SAP SRM 5.0, you can make use of the following new functions:

• Receive alerts as a result of preconfigured events in your alert inbox Both purchasers and bidders can receive alerts. You configure the events from which alerts are generated in the Implementation Guide (IMG).

• Bidders can specifiy an alternative delivery date for the goods and services requested in the bid invitation. In the bid, at item level, bidders can enter the number of days they require for delivery (in the Delivery Time (Duration) field). In the purchase orders that result from the bid, the system checks whether the entry in this field means that the purchaser's required delivery date can be met. If not, the system issues a warning message.

• Navigate to follow-on documents from a bid invitation Under the tab page History, follow-on documents - for example bids and purchase orders - appear as links (in both Display as Table and Display as Graphic options). To navigate to a follow-on document, click on a link.

• Enhanced bid comparison functions. These are as follows:

o Download bid comparisons to a spreadsheet application The user interface (UI) has a new button Download for thispurpose

o Navigate to bids from the bid comparison To navigate to a bid, click on its name


• Define Events

• Define Event Schema


SRM 5.0 31


Creating Bid Invitations (Enhanced) Use As of SAP SRM 5.0, you can:

• Create bid invitations from grouped requirements

• Include conditions in bid invitations

• Enter the time and date from which bidders can submit bids

Creating bid invitations from grouped requirements

As of SAP SRM 5.0, you can use grouped requirements to create bid invitations. SAP SRM 5.0 can group requirements automatically and then create a bid invitation for all requirements in the group, providing the group of requirements does not need to be split. You can use BAdIs to:

• Split bid invitations that the system has created automatically from grouped requirements. You determine the criteria used to split the bid invitations.

• Prevent the system from automatically publishing the bid invitations created from grouped requirements.

For more information, see the system documentation for report BBP_SC_TRANSFER_GROUPED, and for the BAdIs BBP_TRANSFER_GROUP and BBP_SAVE_BID_ON_HOLD.

Including conditions in bid invitations

As of SAP SRM 5.0, you can define a default structure for conditions in bid invitations. The system automatically copies the structure for the conditions into the bids created from the bid invitation. The conditions that you enter in a bid invitation serve as a template for the conditions in the corresponding bids: The bidder can delete or change the conditions in the bid, and can therefore decide whether or not to actually include in the bid the conditions you requested. The inclusion of conditions in bid invitations is therefore a request that the bidder include particular conditions in the bid.

Note: You can specify that you want the bidder to include prices or discounts in the bid if certain conditions are met, but you cannot actually enter a particular price or percentage in the bid invitation.

By including conditions in bid invitations, you can influence the information provided by bidders. You can, for example, use conditions in bid invitations to request that bidders enter prices for a particular scale. This enables you to compare prices from various bidders more easily (without a defined scale, bidders might not enter prices for the same quantities, making the prices difficult to compare). You can also use conditions to request that bidders provide prices for specific locations, for example.

Start date and time for bidding

Previously, bidders were able to submit bids as soon as you published a bid invitation. As of SAP SRM 5.0, the bid invitation contains a new field Start Time, where you can enter the date and time from which bidders can submit bids. This enables you to publish the bid without allowing bidders to submit bids immediately.

Effects on System Administration Schedule report BBP_SC_TRANSFER_GROUPED to run regularly for bid invitations.

Effects on Customizing To create bid invitations from grouped requirements, you must select the option Automatic Grouping and Creation of Bid Inv. w/o SOS for all categories for which you want automatic grouping of requirements and creation of bid invitations to apply. You make this setting in the Implementation Guide (IMG) activity Define Sourcing for Product Categories.

SRM 5.0 32


To use conditions in bid invitations, you must configure pricing correctly. If you have already configured pricing for conditions in contracts and bids, you do not need to make any additional settings. You make settings for pricing in Customizing for mySAP Supplier Relationship Management by choosing SRM Server -> Cross-Application Basic Settings -> Pricing.

SRM 5.0 33


Multiple Currencies in Bid Invitation and Bid (New) Use As of SAP SRM 5.0, multiple currencies are supported. Purchasers can enable the use of multiple currencies on an individual basis in each bid invitation. Bidders select alternate currencies for their bids during the bidding process. This pricing enhancement makes the bidding process more efficient for bidders by allowing bidders to bid in their currency of choice.

In the bid invitation, purchasers select the currency in which the bid invitation is issued to bidders, plus acceptable bid currencies, at header level. The currency selected applies to all items in the bid invitation, and all of the price fields that are visible to the bidder reflect the selected currency.

Currency exchange rates are maintained in Web Application Services and vary by date. You can define a currency conversion date to specify the currency exchange rate used during bid comparison. If you do not specify a currency conversion date, the currency exchange rate used during bid comparison is that of the date on which the bids are compared.

Multiple currencies can be maintained in bid invitation templates, however currency conversion dates cannot. Multiple currencies and the corresponding exchange rate dates from bid comparison are reflected in bid invitation reporting.

If complex pricing is permitted, bidders can use price conditions - in the bid currencies - in the items of the bid. For example, in a single bid, a bidder can define one item for US $100 with a discount of 5 euros; the second item priced in yen with energy costs denoted in US dollars.

Effects on Customizing To enable the use of multiple currencies in bid invitations and bid, you must make the appropriate settings in the Implementation Guide (IMG) activity Enter Exchange Rates.

SRM 5.0 34


Print Preview and Printout of Bid Invitation and Bid (New) Use As of SAP SRM 5.0, you can display print previews of bid invitations and bids, as well as make printouts of both these documents.

To display a print preview, click the new Output Preview button in the transaction Process Bid Invitation or Process Bid. The print preview is displayed in PDF format.

Effects on Customizing To display print previews and make printouts of bid invitations and bids, make the appropriate settings in the IMG activity Define Actions for Document Output.

SRM 5.0 35


Service Agents in Bids (Enhanced) Use As of SAP SRM 5.0, you can use enhanced functions in the process for requesting external staff. In addition to requesting one or more vendors, you can now request individual service agents from each supplier.

As a requester or purchaser you enter the number of services agents required in the request. When you assign supppliers, the system provides fields for the required number of service agents per supplier. You can enter the ID of the service agent if known, or use the search function.

As a purchaser, you can also specify one service agent per supplier for each service item that you enter in the bid invitation. You can change, add, and delete suppliers and service agents in bid invitations that the system created from a shopping cart, as well as bid invitations that you created manually, until the bid invitation is published.

In both of the above cases, the request is sent to the requested suppliers as a bid invitation via SAP Bidding Engine. In the bid, the supplier can change, add, or delete the service agents that were requested by the requestor or purchaser. Note that a supplier cannot see the service agents that were requested from other suppliers.

In the case of bid invitations that were created from a shopping cart, the requester receives incoming bids in the status check of the Process Shopping Cart transaction. In the Overview screen, the requestor can see whether the supplier has changed the service agents in the bid.

In the case of manually created bid invitations, the purchaser views the bids in SAP Bidding Engine. Purchasers and requesters can rate the performance of service agents in the Supplier Evaluation function.

SRM 5.0 36


Surrogate Bidding (New) Use As of SAP SRM 5.0, purchasers can create surrogate bids on behalf of a bidder. If, for example, a bidder is having technical problems and cannot access the system, the purchase can create a bid on behalf of the bidder.

To do this, the purchase goes to the transaction Process Surrogate Bid and, from the list of business partner master data, chooses the contact person on whose behalf he wants to bid. The purchase can then create a bid for a bid invitation.

The purchaser can also create a surrogate bid within an existing bid invitation by choosing the function in the Surrogate Bidding column in the list of bidders. In this case, the bid invitation already contains the necessary data, so you do not need to search for the contact person.

The same deadlines apply to the surrogate bidder as those that apply to the bidder.

Effects on Customizing The bidder has to permit surrogate bidding by selecting the Allow Surrogate Bidding checkbox on the Bidder Data tab page of the bidder's user data.

As a purchaser, you require the appropriate authorization in authorization object Process Bids (BBP_PD_QUO):

• Level 1 (activity 01) enables the purchaser to create surrogate bids, but not to change bids that were created by the bidder.

• Level 2 (activity 90) additionally enables the purchaser to edit bids that were created by the bidder.

SRM 5.0 37


Change Bid After Submitting It (New) Use As of SRM 5.0, purchasers can give bidders the option of changing a bid even after they have submitted it. In this case, the purchasers do not have to send back the original bids to the bidders.

If you want to use this feature, make sure that the indicator 'Bid May Be Changed' has been set. You set this indicator in the IMG activity Define Transaction Types. Select transaction category BUS 2200 (bid invitation) and set the indicator 'Bidder May Change Bids' for a transaction type. This Customizing setting is then proposed for the indicator on the Basic Data tab page of the Process Bid Invitation application. The proposed value can also be changed on the tab page.

Effects on Customizing The IMG activity Define Transaction Types is relevant for this function.

SRM 5.0 38


Initial Upload of Purchasing Contracts (New) Use As of SAP SRM 5.0, you can upload the purchasing contracts and scheduling agreements created in the SAP backend systems to the SRM system. This allows you to integrate existing contracts into the SRM central contract repository.

A contract or a scheduling agreement from the SAP backend system is uploaded to the SRM system as a global outline agreement or a contract, based on the transaction type customized in the SRM or SAP backend systems.

Note

• Once the contracts and scheduling agreements are uploaded to an SRM system, the changes to these documents are not transferred back to the SAP backend system and vice versa.

• Information about the quantity released against the backend purchase orders and schedule lines are not uploaded.

• For a global outline agreement, the location of a backend contract is not transferred at the item level.

• Limited header and item information is transferred to the SRM system.


New report Upload Contracts and GOAs from SAP Backend to SRM (BBP_CONTRACT_INITIAL_UPLOAD) in the SRM system

Effects on Existing Data The SAP backend contracts are still available for business within the SAP backend system after uploading them to the SRM system.

Effects on System Administration We recommend that the system administrator uploads all contracts from the SAP backend system to the SRM system as a one-time task and then closes the contracts in the SAP backend system, to ensure that SRM is the lead contract management system.

The system administrator has authorization to view the contracts in the SAP backend system, based on the purchasing organization, purchasing group, and document type.

This feature is available only if you have the following system set up:

• SAP SRM 5.0

• At least SRM Plug-In System PI 2004_1 SP10 (4.6C / 4.7 / ECC 5.0) or SAP_APPL 6.0 (ERP 2005)

Effects on Customizing The following Implementation Guide (IMG) activities are relevant:

• Map the SAP backend process types to the SRM transaction types Define Transaction Types

• Define the condition types used to calculate the price of a product Process Condition Types

If a document type in the SAP backend system has an equivalent transaction type in SRM, then it is mapped automatically, otherwise you need to implement a Business Add-In (BAdI) in the SRM or the SAP backend system. The following BAdIs are relevant:

SRM 5.0 39


• Map the SRM interface to the SRM methods in the SRM system in the BAdI BAdI to Upload Contracts and GOAs to SRM. The method MODIFY_DATA allows you to modify the contract data transferred from the SAP backend system.

• Maps the SAP backend data to the SRM interface in the SAP backend system in the BAdI Contract BAdI for Initial Upload (BBP_CTR_INIT_UP_PI); In the IMG for the Plug-In System: SAP Customizing Implementation Guide -> Integration with Other SAPComponents -> Supplier Relationship Management -> Business Add-Ins for SRM (BAdIs) -> Contracts and Conditions -> Contract BAdI for Initial Upload. The method MODIFY_DATA allows you to modify the contract data transferred to the SRM system.

SRM 5.0 40


Discounts Based on the Aggregated Release Value (New) Use As of SAP SRM 5.0, you can:

• Define condition types for discounts, where the scale base is the aggregated release value of all previous releases. Previously, value scales could be defined in the pricing conditions but they were based only on the value of a single purchase order at line item level.

• Use contract hierarchies to support and improve your purchasing operations. If you choose to implement contract hierarchies for your SRM solution, the aggregated release value then includes all of the contracts within a particular hierarchy.

The following features are available:

• The discount automatically takes effect with the next purchase order (PO) if the previous PO raised the release value of the contract above the specified limit.

• If you use contract hierarchies, the system automatically determines the release value for each hierarchy level and updates the aggregated release value for that particular contract hierarchy.

• Each release value added at the header level of a subordinate contract is added to the superordinate contract. The system determines the discounts according to the aggregated release value within the contract hierarchy up to seven hierarchy levels.

Note

Contract hierarchies and therefore discounts across a contract hierarchy are only available for local SRM contracts. They are not available for global outline agreements.


There is a new field Aggregated Release Value in the Process Contract screen at header level. It indicates the release value of the hierarchy levels below the present contract, including the release value of the present contract.

Effects on Customizing To use this special condition type in the calculation scheme, you must make appropriate settings under Release Value in the Implementation Guide (IMG) activity in the IMG for Supplier Relationship Management: SRM Server -> Cross-Application Basic Settings -> Pricing.

See also Release Notes:

• Contract Management

• Contract Hierarchies

SRM 5.0 41


Quota Arrangements (New) Use As of SAP SRM 5.0, you can use quota arrangements when sourcing from a local purchasing contract either manually or automatically.

If a quota arrangement is available, every requirement fitting that quota arrangement is sourced automatically by the system. If, however, a requirement has to be manually sourced (for example, because the product category has been customized in that way) the system indicates the winning contract from a quota arrangement in the manual sourcing process. When a purchase order is ordered using a contract as the source of supply, the system updates release values for each contract line item. These release values are transferred to the quota arrangement and therefore the purchaser is able to review the quota assignments when a source of supply needs to be selected manually.


There is a new screen under Sourcing called Process Quota Arrangements where you can create new quota arrangements or search for existing ones.

Effects on Customizing To define your own logic in determining the winning contract you must make the appropriate settings in the Business Add-In (BAdI) Redetermine Winning Contract (Quota Arrangement). You call this BAdI after determination of the winning contract by the quota arrangement function. It enables you to define your own logic in determining the winning contract so that you can redetermine the winning contract found by the standard rules in the system.

A new subtype - QA (quota arrangement) - has been added to the BUS2206 vendor list.

SRM 5.0 42


Vendor List Enhancements (New) Use As of SAP SRM 5.0, you can assign multiple release-authorized purchasing organizations to a vendor list. These purchasing organizations can use the vendors selected in the vendor list as potential sources of supply.

When you create a vendor list, the system suggests the responsible purchasing organization as the release-authorized purchasing organization. If you do not select a release-authorized purchasing organization, all the purchasing organizations in the SRM system are assigned as release-authorized.

See also Release Note:

Priorities in the Vendor List and Sourcing Application

SRM 5.0 43


SRM Organizational Model (Changed) Use SAP SRM 5.0 now uses the functionally enhanced ERP-ORG organizational model (both in ERP and in mySAP SRM). This is another step toward harmonizing master data in an integrated ERP scenario. It also builds on existing integration with HR prior to SRM 5.0. The main difference is that internal business partners (that is, employees who up until now have only been generated by means of ALE inbound processing) are now also generated when the HR-ORG, which is in the same client, is created or changed. Another change is that external business partners are no longer entered in separate organizational units in the organizational model. (Prior to SAP SRM 5.0, every vendor and bidder in the organizational model was assigned to a separate organizational unit or position.) It should be noted, though, that master data has not yet been completely harmonized. The data models merely been harmonized to the extent that identical organizational units (O), positions (S), and users (US) are used. The central person (CP) that is used in HR is a one-to-one equivalent of the business partner (BP) in SRM, which represents an employee. You still have to maintain duplicate entries for thepurchasing organization and purchasing group from MM and for the FI-specific employee <-> cost center assignment. The FIcompany code is still represented as a company in SRM.

In SRM 5.0, external business partners (vendors/bidders and their employees) are no longer depicted in the organizational model of the company that runs SRM. In other words, these vendors/bidders cannot be represented by an organizational unit in the organizational model. Following on from this, their employees cannot therefore staff any positions belonging to the former organizational units of their vendors. To ensure that existing data is migrated, you have to execute report BBP_XPRA_ORGEH_TO_VENDOR_GROUP manually. This report deletes all organizational units and positions of the vendor/bidder and - on the basis of their attributes - groups these together into new organizational objects called vendor groups (VGs). VGs are used for grouping; it is no longer obligatory to have one VG per vendor, as was previously the case for organizational units. If several vendors (who previously were assigned to an organizational unit) have identical attributes, they are now assigned directly to a common VG. Positions are deleted. After you upgrade to SRM 5.0 (and after all XPRAs and manually executed conversion programs have run), you have to run report BBP_XPRA_ORGEH_TO_VENDOR_GROUP in every client for every central organizational unit for vendors ("root organizational unit"). This applies both to SAP Enterprise Buyer (EBP) and toSAP Supplier Self-Services (SUS) systems.

Note:

Report BBP_XPRA_ORGEH_TO_VENDOR_GROUP copies only the standard attributes shipped by SAP for external business partners: BUK, CAT, CUR, EXT_ITS, ITS_DEST, TOG, VENDOR_ACS, and VENDOR_SYS If you use other attributes for external busin ess partners, you have to register them before you execute the report in view T77OMATTOT (table maintenance: transaction SM30) for the B2B Procurement scenario and the object type. Otherwise, these attributes will be ignored by the conversion report, and will be lost.

Affected transactions:

• SRM Organizational Model (Internal): PPOMA_BBP (Changed)

• The CP (corresponds to the CP in HR) has a one-to-one relationship with the business partner (employee).

• S and CP can have different names.

• Representation/Display

In SRM 5.0, and as was previously the case, a position (S) always comes after an organizational unit (O) in the structure. Now, however, the relevant business partner (BP), followed by the user (US), is no longer displayed beneath this in the structure. The business partner and user ID are displayed in the table row beside the central person (CP), which (in SRM) comes after every S in the structure (unlike in ERP, where a [natural] person always follows an S).

Large Detailed View: If you are in the structure view, you can now choose Goto to navigate to the Large Detailed Viewwhere, among other things, you can display an overview of all of

SRM 5.0 44


the attributes the belong to an element in the structure. You can also choose Select Attributes to select individual attributes directly.

• An S can be distributed among several CPs, and vice versa (since CPs represent [natural] persons [P] in HR). This means that an S can be divided among several CPs, and a CP can be distributed among several S (multiple assignment) and vice versa. In this case, (default) attribute inheritance starts out from the organizational unit that has the higher percentage assignment. You can use the context menu to change the percentage assignments.

• SRM Organizational Model (Vendors): PPOMV_BBP (New)

• You no longer use PPOMA_BBP to enter external vendor organizational units and vendors. Instead they are represented in PPOMV_BBP , where vendor groups (VGs) are entered as organizational objects (including the vendors that belong to the groups).

• Manage User Data: BBPUM01 (New, previously BBPUSERMAINT)

• Representation/Display

New search function with search field Department: Allows you to draw up a list of all employees in a department.

Functions for deleting an employee: Delete (with Position) and Delete (Without Position): Without Positionmeans that structure element S in the organizational model is retained, and only the CP (including employees and users) is deleted. It makes sense to do this, for example, if the position in question is to be staffed by another employee at a later time. (If a position has multiple assignments, the position is also retained when you execute the Delete with Position option.)

New user interface design: Overview with Personal Data, User Account (including Role Assignment) and Position (including Department).

Position with integrated attribute maintenance (as an alternative to maintaining attributes in transaction PPOMA_BBP): If you change the default values for a position, this will affect all of the employees assigned to this position.

• Up to now, an employee, user, and position formed a unit. Now, from a technical point of view at least, these objects are regarded separately. This is because in HR, there can be several users per employee, and one employee for several positions (multiple assignment).

• If a new employee is created, a relevant position is also created (providing an existing one has not already been selected). You must also always specify a department for an employee/user.

• Employee/position changes department: If an employee moves to another department, you no longer necessarily have to use PPOMA_BBP to reassign the employee in the structure. If the assignment to the department changes, the fact that the employee changes means that the relevant position and attributes are also reassigned.

• Change Settings: BBPUM02 (New, previously BBPAT05)

• Mandatory Data tab page has been replaced by Personal Data

• Attributes can only be changed by means of Manage User Data transaction and on the Position tab page.

• Address Data tab page replaced by Position (in other words, it is the address data of the position that is changed)

• Manage User and Employee Data: USERS_GEN (Changed)

• Transaction USERS_GEN is used mainly for mass generating or deleting users (from SU01 or external files) as well as for running consistency checks, correcting errors, and making mass employee <-> user assignments.

• Changes: employee <-> user navigation

• Manage Business Partners: BBPMAININT

SRM 5.0 45


• When you create/edit central data for external business partners, you no longer use a central org. unit for vendor, but rather a central org. object for vendor to create an assignment. This is because vendor groups (PPOMV_BBP) have been introduced.

• Invoicing Party tab page: Shows the relationship of a vendor to other vendors who can create invoices for the vendor or for whom the vendor can create invoices. Only this tab page and the Company Data and Contact Person Datatab pages are available for a vendor who is only ever an invoicing party (corresponds to a vendor in FI). See also: Different Invoicing Party (New).

For reasons of security (sending of passwords), users are not allowed to change the e-mail address for their user account themselves. By default, only the administrator has the authorization required to do this (authorization object S_USER_GRP). This applies to Manage User Data, Manager Business Partners, and Change Settings. (It is possible to change the e-mail address for a position.)

Effects on Customizing The settings you make in the IMG for Supplier Relationship Management -> SRM Server -> Cross-Application Basic Settings -> Organizational Management are not affected by these changes.

SRM 5.0 46


Master Data Synchronization: Business Partner - Vendor and Product - Goods/Services (New) Use In SAP SRM 5.0 in the area of Enterprise Resource Planning (the scenario where SRM is an integral part of mySAP ERP 2005 as an add-on in a one-client solution), an automatic synchronization occurs between the business partners used in SRM and the equivalent suppliers used in the SAP ERP Central Component (SAP ECC). This master data synchronization also encompasses SRMProducts and ECC Goods or Services. You can change data in both components safe in the knowledge that synchronization will occur. (In a system landscape with SRM 5.0 and externally connected backend [mySAP SRM], master data is reconciled asynchronously and in one direction [Backend -> SRM] using the relevant replication reports).

Prior to SAP SRM 5.0, changed, newly created, or deleted business partners were synchronized asynchronously and in one direction with the MM backend. In ERP, the data is synchronized in synchronous fashion and in both directions so that it is always reconciled. After the initial matching and key mapping, data synchronization only occurs in the form of delta updates that run in the background.

Deleted business partners/suppliers and products/materials are not really deleted in the other component but are flagged as archived, meaning that they can no longer be used in the procurement processes.

Automatic master data synchronization no longer includes purchasing organizations. Only the purchasing organization ID of the SRM purchasing organization is matched with the ID of the relevant MM purchasing organization.

Product categories are also only matched in asynchronous (ECC -> SRM) fashion. After initial matching, the data is not held in synchronous fashion. Instead, a (complete) data update only occurs in the case of a full upload (no delta upload).

If you are operating SAP Supplier Self-Services (SUS) with SAP SRM on an ERP platform, master data synchronization occurs in the manner described above. If SUS is separate from ERP, synchronisation with SRM occurs via XI.

Replication of MM plant to the SRM location (business partner location) occurs in one direction with a report that is executed manually (like in mySAP SRM): BBP_LOCATIONS_GET_FROM_SYSTEM

Effects on Customizing You carry out changes to data synchronization settings in the IMG: Cross-Application Components -> Master Data Synchronization -> Synchronization Control and Customer-Supplier Integration and Material-Service Integration.

SRM 5.0 47


Change in SAP Business Workflow Use

Back-and-Forth Processing in n-Step Dynamic Approval Workflows for Contracts

As with n-step approval workflows for purchase orders (WS14000145) back-and-forth processing is now possible for contracts (WS14000148). This means that the approver can use theBack to Purchaser pushbutton during the approval process to send the contract back to the creator, asking him or her to change it. After changes have been made, he or she can return the contract to the current processor using the Back to Manager) pushbutton, where approval continues.

The approver and creator authorizations for making and sending back changes to documents are determined by the attributes of personalization object BBP_WFL_SECURITY, as is the case for the n-step workflows you are familiar with. (For more information, see SAP Help Portal at help.sap.com -> Documentation -> mySAP Business Suite -> mySAP Supplier Relationship Management -> Architecture and Technology -> Administration -> SRM Business Workflow -> Approval Workflows for Documents and Objects -> Workflows for Purchase Orders -> Approval Workflows for Purchase Orders and Change Versions -> Authorization)

New Retain Function for Back-and-Forth Processing

The new Retain function/pushbutton for all back-and-forth-enabled approval workflows allows the current processor to "hold" the document for processing at a later date. The work item remains in the approver's Inbox. Any changes are saved in the document. When you retain a document in this way, the status of the document does not change and the document is not locked. (If retained documents are changed by the purchaser, for example, the workflow process restarts.)

Note:

In contrast to the Hold function that is used by purchasers when they change documents, the workflow process for the Retain function is not interrupted - the document in question remains in the approval process.

New Approval Workflows for Bid Invitations

Before bid invitations (BUS2200) and change versions of bid invitations are published, you can use three approval workflows that are started by analyzing the start conditions after the documents are saved:

• Without approval: WS14500026

• 1-step approval: WS14500027 (manager of purchasing organization approves)

• n-step approval with BAdI including back-and-forth processing: WS14500028 (BAdI BBP_WFL_APPROV_BADI must be implemented for this, otherwise the manager of the purchasing organization will be taken as the approver)

New Add/Remove Approvers/Reviewers Function in Approval Workflows for Contracts and Bids

The approval workflows for contracts (WS14000086 [without approval]), (WS14000088 [1-step approval]) and WS14000148 [n-step approval]) now have a function for adding/removing approvers/reviewers in the approval preview.

This is also available for the 1-step approval workflow for accepted bids (winning bids), WS79000002.

New N-Step Approval Workflow for Bids

An n-step approval workflow is now available for bids (BUS2202). This workflow can be started by analyzing the start conditions after bids are accepted:

SRM 5.0 48


n-step approval with BAdI including back-and-forth processing: WS14500044 (BAdI BBP_WFL_APPROV_BADI must be implemented for this, otherwise the manager of the purchasing organization will be taken as the approver)

Monitoring Workflow for Bid Invitations

If the deadline for submitting bids in a published bid invitation has been reached, the person who created the bid invitation is informed of this by e-mail. This also happens for published change versions of bid invitations.

The underlying workflow for this (WS14500035) is started immediately when the bid invitation or a change version is published (in other words, when an SRM document of business object BUS2200 gets the status Published). If a bid invitation is closed before the submission deadline is reached (status Transaction Completed), the system triggers the event BidInvMonitoringEnd. This event cancels the workflow and thus ensures that no notification e-mails are sent for these canceled bid invitations. The same thing happens even if there is a published change version of the bid invitation. Here, too, the monitoring workflow is canceled.

Monitoring Workflow for Observing Approval Deadline

In this monitoring workflow (WS14500051), alerts and/or messages are triggered (depending on Customizing in SRM Alert Management) by the event APPROVAL_NOT_PROCESSED.

Enhanced Functionality for Offline Approval

See Release Note Enhancement of Functionality for Offline Approval (Changed).

Digitally Signed Version of Java Applet for Approval Preview and Displaying Document History

As of SRM 5.0, a digitally signed version of the Java applet for the functions Approval Preview and Follow-On Documents (document history) is available in addition to the unsigned applet currently in use. The digital signature merely confirms that this applet comes from SAP - there are no functional differences. However, before they run the function, users have to confirm (Accept) in a dialog box that they wish to run the (SAP) applet. By choosing the Always Accept pushbutton, users can stop this dialog box from appearing every time they call the applet.

In Customizing, you can specify which applet version should be run. For more information, go to the IMG for Supplier Relationship Management>, and choose SRM Server -> Cross-Application Basic Settings -> SAP Business Workflow -> Activate Signed Java Applet for Approval Preview and Document History

Effects on Customizing If you want to use the n-step workflows, you must ensure that BAdI BBP_WFL_APPROV_BADI has been implemented: IMG: Supplier Relationship Management -> SRM Server -> Business Add-Ins (BAdIs) -> SAP Business Workflow -> Determination of Approver for n-Step Dynamic Approval Workflow

New BAdI BBP_OFFLINE_APP_BADI for offline approval: IMG: Supplier Relationship Management -> SRM Server -> Business Add-Ins (BAdIs) -> SAP Business Workflow -> Customer Enhancement of Offline Approval

SRM 5.0 49


SRM Alert Management (new) Use As of SAP SRM 5.0, functionality is available that provides users with alerts and messages to inform them about predefined or critical statuses or events (exceptions) in the business process. Besides the information itself, the alerts enable the recipient to react directly to the underlying situation and to process it immediately. This effectively reduces the time gap between the occurence and solving of critical statuses.

In order to send alerts, SRM Alert Management technically uses the Alert Framework.

Alerts reach the appropriate recipient per alert entry (in the LaunchPad: Alerts). (If SRM is running on an ERP platform, then in the Portal the central worklist (UWL) is used for receiving and processing the alerts.) The recipient receives a link with a direct link to the relevant business object (for example, to an SRM document) - a direct reaction is expected from the recipient. Messages are sent by mail to the recipient and only inform about the event that has occurred without expecting an immediate reaction. (The link contained here is only for information purposes.) Tasks, as a third variant, are sent by workflow (WS14500051) so that the recipient has to carry out the relevant work item.

SRM delivers a standard recipient determination for most events. Alternatively you can define the recipient determination in the respective alert categories of the classification SRM Alerts (SAP Web Application Server -> SAP Web Application Server -> Generic Business Tools -> Alert Management -> Define Alert Categories) or by implementing the BAdI BBP_ALERTING. The texts for the individual alert categories (changeable) are storedhere (Message title: Subject line of alert/message,short and long text: consist of the event text and the message text generated by the application or by a system report). You can define your own alert categories or modify the delivered ones.

The Smart Form BBP_OUT_EXCEPTION controls the layout, the displayed text and its elements, the logic etc. of the notification e-mail.

Details:

SRM delivers predefined events for the majority of the business objects,for example, (z.B. BUS2000113 - purchase contract) (IMG: Supplier Relationship Management -> SRM Server -> Cross-Application Basic Settings -> Event and Event Schema for Alert Management -> Define Events). In event schemas these events are linked with the alert category (IMG: Supplier Relationship Management -> SRM Server -> Cross-Application Basic Settings -> Event and Event Schema for Alert Management -> Define Event Schema). Using the event schema, you can define the following:

o whether an alert, a task, or a message is to be sent for this event (Event category)

o the alert category (subcategory of the event)

o how many hours after the occurrence of an event the appropriate alert or message is to be sent.

Effects on Customizing • You make the settings for SRM Alert Management in the IMG:

Supplier Relationship Management -> SRM Server -> Cross-Application Basic Settings -> Event and Event Schema for Alert Management -> ...

• Using BAdI BBP_ALERTING (Alerts/Messages and Events in SRM Alert Management), you can make the following settings at variance with the SRM standard:

o Alert Categories

o Events and Alerts/ Messages

SRM 5.0 50


o Recipient Control

o URLs for the jump to the relevant documents

• In the IMG under Supplier Relationship Management -> SRM Server -> Cross-Application Basic Settings -> Define Transaction Types you can assign an event schema of a business object to a transaction type and thus make event control even more detailed. Only when an event schema is also assigned to a transaction type, is the Alert function for this also activated!

• As a technical prerequisite for triggering alerts and notifications, thereport on deadline monitoring must be scheduled as a background job: IMG: Supplier Relationship Management -> SRM Server -> Cross-Application Basic Settings -> SAP Business Workflow -> Maintain Standard Settings for SAP Business Workflow -> Maintain Runtime Environment -> Schedule Background Job for Deadline Monitoring

See also For more information on Alert Management, see the SAP Library (SAP R/3 Enterprise, Release 4.70) under: SAP-NetWeaver Components ->SAP Web Application Server -> Basis Services / Communication Interface -> Business Workplace and Services -> Alert Management

SRM 5.0 51


Enhancement of the Functionality for Offline Approval (Changed) Use As of SAP SRM 5.0, the functionality for offline approval by e-mail has been revised and enhanced.

Changes and Functional Enhancements:

• The Business Communication Service (BCS) is used for sending e-mails.

(For more information about this, see SAP Help Portal at help.sap.com -> Documentation -> SAP R/3 and R/3 Enterprise Release 4.70 -> SAP NetWeaver Components -> SAP Web Application Server -> Basis Services / Communication Interfaces -> Business Workplace and Services -> Generic Business Tools for Application Developers -> Business Communication Services - Sending from SAP Applications as of Release 6.10.)

• New transmission report RBBP_NOTIFICATION_OFFAPP with enhanced selection parameters:

o You can now restrict your selection of work items for sending on the basis of business objects, as well as on the basis of workflow tasks (TS*) as before. This means that you can restrict transmission to specific document types (for example,. BUS2205 - Invoice).

o You can now use new checkboxes to select e-mail options (which replace the old radiobuttons). Remember that the indicator you set will override the default value.

o E-mail text: Can be made up of the work item text (short text) or the task description of the work flow task (full text).

o Creating attachments: You can attach a PDF (print version) of the document you want to have approved to the mail, and/or any attachments that exist for the document.

o The input fields for standard notification texts and logon URLs that belonged to the old transmission report (RSWUWFMLEC) are no longer available because the notification contents can be specified more flexibly with the help of BAdI BBP_OFFLINE_APP_BADI. Similarly, you no longer have to specify the return address because this can be replaced by the recipient's address in the transaction for SAPconnect inbound processing (transaction SO50). (If SAPconnect inbound processing has not been activated, the response mail [decision mail] is sent by default to the WF-BATCH user, as was also the case prior to SRM 5.0. The return address in method SMTP_INBOUND_ADDR_GET of BAdI BBP_OFFLINE_APP_BADI can also be overwritten.)

• Processing logic in transmission report RBBP_NOTIFICATION_OFFAPP in conjunction with BAdI BBP_OFFLINE_APP_BADI:

a) Selection of work items On basis of selection parameters or BAdI method WORKITEMS_SELECT. b) Determination of recipient Work item processor (attribute "Forward work item" from the organizational model and e-mail address is checked) or on basis of BAdI method RECIPIENTS_GET.

c) Collection of e-mail data E-mail data from work item or from BAdI method MAIL_DATA_GET.

d) Generation of e-mail By BAdI method MAIL_CREATE (flexible generation of subject, mail text, URLs, and attachments) or by default by class CL_BBP_MESSAGE_CREATE_OFFAPP (this class can be inherited and its methods changed - with BAdI method DETERMINE_CLASS_NAME this class can override the default class).

SRM 5.0 52


Standard Smart Form BBP_OUT_OFFAPP, which determines the e-mail layout, can be replaced in class method DETERMINE_FORM_AND_PARAMS (previously copied and varied).

e) Sending of e-mail Class CL_BBP_DOC_SEND_BCS sends the e-mail by BCS.

• Add approval notes to response mail: After rejecting or approving, it is possible to enter notes in the response mail (only possible for e-mails in HTML format). These notes will be saved as document notes in SRM.

• Inbound processing:

o As of SRM 5.0, response mails can be processed in SAPconnect inbound processing. They are processed synchronously by class CL_BBP_SMTP_INBOUND_OFFAPP. (Inbound processing in SAPconnect is activated if a suitable entry with the recipient's address and the processing class [ exit name] exists in transaction SO50. If a mail is received at this address, the specified class is used for processing. The work item ID and the decision of the approver are evaluated.) If the document is locked at this point in time or if immediate processing fails for any other reason, the response mail is forwarded to the SAP inbox of the user who is assigned to the specified address. In this case, further processing is delayed until report RBBP_OFFLINE_EVAL is run (this report was the only report used prior to SRM 5.0, and it has to be scheduled periodically).

o The e-mail addresses of the sender of the response mail and the determined recipient are compared by default; this ensures that third parties cannot respond. If a discrepancy is detected, the response mail is not processed. However, the processing parameters in inbound processing can be overridden by BAdI method INBOUND_PROCESS_PARAMS_GET.

Effects on Customizing You will find BAdI Customer Enhancement of Offline Approval (BBP_OFFLINE_APP_BADI) in the IMG for SRM by choosing SRM Server -> Business Add-Ins (BAdIs)-> SAP Business Workflow

See also SAP Help Portal at help.sap.com -> Documentation -> mySAP Business Suite -> mySAP Supplier Relationship Management -> Architecture and Technology -> Administration -> SRM Business Workflow -> Offline Approval

SRM 5.0 53


Creating Follow-On Documents in the Backend (Changed) Use In the classic technical scenario, MM backend systems are involved in generating follow-on documents (purchase requisition [RQ], purchase order [PO], reservation [RS]) from shopping carts (SC) created in SRM.

As of SAP SRM 5.0, unlike in past releases, all SC data is available for transfer into the backend. New BAdIs have been developed to import this data and transfer it to backend BAPIs (backend systems from R/3 4.70: new BAPIs [BAPI_PO_CREATE1 and BAPI_RS_CREATE1]) when they are called, so that follow-on documents are supplied with and enriched by additional fields and information. Since item hierarchy information is being transferred, it is also possible to represent structured items in backend documents.

These changes does not have any obvious effect on Customizing activities - they only affect internal processing. You can - but do not have to - use the additional data and enhanced interfaces for generating follow-on documents.

Details:

The creation of backend documents is triggered in so-called drivers. These are determined as previously in system table BBP_FUNCTION_MAP from the business object of the follow-on document, from the backend system, and the Create method. The method that has been used up to now (CreateFromData) has been replaced by a new method called CreateFromData1. Caution: Any modification you may have made might get lost when you upgrade. You should always use the BAdIs listed below if you want to make customer-specific changes. You can use Business Add-InBBP_DRIVER_DETERMINE [ Determination of Driver Function Modules] to specify that a different driver should be called instead of the driver that is determined by default.

The new Create BAPIs (BAPI_*_CREATE1) are called in backend systems running on R/3 4.70 and higher; the older BAPIs BAPI_*_CREATE are still called for systems prior to R/3 4.70. (This also ensures continuity in the Intrastat functionality if you populate the relevant fields with the methods of BAdI BBP_CREATE_BE_PO_NEW.)

The existing BAdIs for changing the parameters for generating documents in the backend system have been replaced by new BAdIs, but the default implementation still supports these old BAdIs. The same applies to the BAdIs for grouping documents (distributing SC items in backend documents).

Old BAdI: Replaced by: Methods:

BBP_CREATE_PO_BACK BBP_CREATE_BE_PO_NEW

( Purchase Order in Backend System)

FILL_PO_INTERFACE (Change SC Data for BAPI_PO_CREATE) FILL_PO_INTERFACE1 (Change SC Data for BAPI_PO_CREATE1)

BBP_CREATE_REQ_BACK BBP_CREATE_BE_RQ_NEW

( Purchase Req. in Backend System)

FILL_RQ_INTERFACE (Change SC Data for BAPI_REQUISITION_CREATE)

BBP_CREATE_RES_BACK BBP_CREATE_BE_RS_NEW

( Reservation in Backend System)

FILL_RS_INTERFACE (Change SC Data for BAPI_RESERVATION_CREATE) FILL_RS_INTERFACE1 (Change SC Data for BAPI_RESERVATION_CREATE1)

BBP_SC_TRANSFER_BE, BBP_RESERVATION_GRP BBP_BS_GROUP_BE

( Grouping of Shopping Cart Items for Follow-On

GROUP_PO_BACKEND (Grouping of Backend PO) GROUP_RQ_BACKEND (Grouping of Backend RQ) GROUP_RS_BACKEND (Grouping of Backend RS)

SRM 5.0 54


Documents) GET_NUMBER_OR_RANGE (Change Document Number or Number Range Interval)

BBP_TARGET_OBJECTS BBP_TARGET_OBJTYPE

( Determine Target Objects in Backend)

DETERMINE_TARGET_OBJECT_TYPES (Determine Target Objects in Backend)

From a technical perspective, the old BAdIs are still supported by means of a standard query in the program code. If old BAdIs are recognized as being active (implemented), they are called automatically. In this case, the enhanced functional scope will not be available.

Effects on Customizing You can still find the BAdIs for generating backend documents in the IMG for Supplier Relationship Management by choosing SRM Server -> Business Add-Ins [BAdIs]) -> Follow-On Document Generation in the Backend System

SRM 5.0 55


Customer Fields in the Shop Application (Extended) Use From SAP SRM 5.0 you can show customer fields in the Shop application, in other words, fields that are not standard in the system. These customer fields are available on header level in all three user interfaces, underneath the item overview.

SRM 5.0 56


Attachments and Texts in SAP SUS (New) Use As of SAP SRM 5.0, in the business scenario Plan-Driven Procurement with Supplier Integration, you the supplier can receive purchase orders with attachments from SAP Materials Management (SAP MM). The MM system transmits the URLs of the attachments (which are stored either in the MM system or in cFolders) via SAP Exchange Infrastructure (SAP XI) to the SUS system. You can also enter texts both at the header and item level in purchase order confirmations, and send these to SAP MM.

SRM 5.0 57


Confirmation Processing in SAP SUS (Changed) Use As of SAP SRM 5.0, the name and number of the service agent in the service entry sheet in SAP Supplier Self-Services (SAP SUS) are visible at item level to both the service agent and his or her substitute. If the service agent is the same for all items, he or she will also be displayed at header level.

A substitute can make entries in the service entry sheet for a specific service agent. The substitute can use the input help to select the appropriate service agent.

When data is entered in the service entry sheet, the system can run various checks:

• You can specify that it is not possible to enter data that does not fall within the validity period specified in the purchase order.

• You can specify that it is not possible to enter data for the future.

• You can use the Purchasing Document Check BAdI to specify a maximum number of working hours per day.

• You can specify that the confirmed quantity cannot exceed the ordered quantity when an account assignment object is validated.

• Every purchase order item can be confirmed only once.

You can specify the message type for these checks in the IMG activity Influence Message Control.

If an entry in the service entry sheet is overdue, the relevant service agent (or a specific group of users) receives notification of this once a predefined period of time has passed. You can change this time period and the notification text in the IMG activity Define Event Schema . For more information, see the Release Note SRM Alert Management (New).

Effects on Customizing The following Implementation Guide (IMG) activities are relevant to confirmation processing:

• Influence Message Control

• Define Event Schema

To specify a maximum number of working hours per day, you have to make settings for the BAdI Purchasing Document Check.

SRM 5.0 58


Cancellation of Confirmations in SAP SUS (Changed) Use As of SAP SRM 5.0, in the Business Scenario Service Procurement, you the supplier can cancel entire confirmations. This is possible if the status of the confirmation is "Completion Reported" or "Approved by Customer," and no follow-on documents have been generated. You can copy, archive, search for, print, and download canceled confirmations. Once you have canceled a confirmation, you can then create a new confirmation for the relevant order quantity.

SRM 5.0 59


Credit Memo Processing in SAP SUS (New) Use As of SAP SRM 5.0, in SAP Supplier Self-Services (SAP SUS), you can create one or more credit memos with a reference to an existing invoice, and send them to SAP Enterprise Buyer or SAP Materials Management (SAP MM). You can still change or delete any item that was taken from the invoice up to the point in time that you send the credit memo. You can also use a credit memo for unplanned expenses.

A link on the initial page and an option in the side menu give you access to all invoices and credit memos. You can search for and download credit memos in various formats, as well as print and archive them. In the Service Procurement business scenario, you can also send the attachments and messages within a credit memo to a purchaser.

SRM 5.0 60


Processing of Purchase Orders with Schedule Lines in SAP SUS (New) Use As of SAP SRM 5.0, in SAP Supplier Self-Services (SAP SUS), you can receive purchase orders with schedule lines. You can copy schedule lines to the purchase order confirmation, change them, delete them, or add new schedule lines. You can also create a schedule line in a purchase order confirmation even if the purchase order did not have any schedule lines. The purchaser can change schedule lines at any time. If he or she does so, you are informed of this by e-mail.

When a shipping notification (ASN) is created, SAP SUS proposes delivery quantities on the basis of the relevant schedule line. You can change these quantities manually.

Effects on Customizing To specify the delivery quantities that SAP SUS should propose for an ASN, you have to make the relevant settings in the Default Quantity for Items in the Confirmation BAdI in the Implementation Guide (IMG).

SRM 5.0 61


Goods Receipt Notifications in SAP SUS (New) Use As of SAP SRM 5.0, in the Plan-Driven Procurement with Supplier Integration business scenario, you the supplier can receive, save, and print out notifications of goods receipts from SAP Materials Management (SAP MM). On the basis of a goods receipt notification, you can then create one or more invoices. You are informed by e-mail of any new goods receipt notifications. A link on the initial page and an option in the side menu give you access to all goods receipt notifications.

SRM 5.0 62


Invoice Processing in SAP SUS (Changed) Use As of SAP SRM 5.0, you have the following options for processing invoices:

• In the Service Procurement business scenario, you can specify that invoices in SAP Supplier Self-Services (SAP SUS) can only be created on the basis of confirmations that have already been accepted by the customer.

• In the Plan-Driven Procurement with Supplier Integration and Service Procurement business scenarios, you can create collective invoices that are based on several purchase orders or confirmations. You should note, though, that this is only possible if the purchaser, currency, and logical system are identical in all of the documents in question. It is also possible to create collective invoices that are based on several shipping notifications (ASNs), as long as there is no more than one ASN per purchase order item and the other conditions above are met.

Effects on Customizing If you wish to specify that invoices should only be created on the basis of confirmations that have already been accepted by the customer, you have to make the relevant settings in the Purchasing Document Check BAdI in the Implementation Guide (IMG).

SRM 5.0 63


Manual Entry of Taxes in SAP SUS (New) Use As of SAP SRM 5.0, in SAP Supplier Self-Services (SAP SUS), you can make settings that also enable users to enter taxes manually. You have two options here: Either you allow the system to perform an automatic tax calculation and you then overwrite these values manually, or you specify that only manual tax entry is possible.

Effects on Customizing To enter taxes manually, you must make the appropriate settings in the Implementation Guide (IMG) activity Customer Settings.

SRM 5.0 64


Follow-On Document Processing in SAP SUS (New) Use As of SAP SRM 5.0, in SAP Supplier Self-Services (SAP SUS), you can receive purchase orders from SAP Materials Management (SAP MM) or SAP Enterprise Buyer in which a purchaser has specified follow-on documents at the item level. The system generates these follow-on documents on the basis of the follow-on document control information stored in the purchase order items. Follow-on document control is available for purchase order confirmations, shipping notifications (ASNs), confirmations, invoices, and evaluated receipt settlements.

SRM 5.0 65


Deviations in Purchase Order Confirmations in SAP SUS (Changed) Use As of SAP SRM 5.0, you can specify whether follow-on documents can be created in SAP Supplier Self-Services (SAP SUS) for purchase order items whose purchase order confirmation contains data that deviates from the data in the purchase order. If the purchase order confirmation of an item has a different delivery date, quantity, price, or performance period, the status of this item is automatically set to "Deviation." You can also specify whether follow-on documents should be created on the basis of the purchase order or purchase order confirmation.

Effects on Customizing To make control settings for follow-on documents when there are deviations in purchase order confirmations, you must make the appropriate settings in the Implementation Guide (IMG) activity Follow-On Document Control for SUS Purchase Orders with Status "Deviation".

SRM 5.0 66


Return Delivery and Cancellation of Goods Receipt in SAP SUS (New) Use As of SAP SRM 5.0, in the Plan-Driven Procurement with Supplier Integration business scenario, you the supplier can receive documents for return deliveries and goods receipt cancellations from SAP Materials Management (SAP MM), and display, edit, and print these. You are informed by e-mail of any new such documents. A link on the initial page and an option in the side menu give you access to all return deliveries and goods receipt cancellations.

SRM 5.0 67


IMG Structure for Supplier Relationship Management (Changed) Use In SRM 5.0, there have been several changes to the structure of the Implementation Guide for Supplier Relationship Management.

New IMG activities

The following IMG activity was added to the section SRM Server -> Master Data -> Business Partner:

o Specify Data Privacy Settings for Vendors

In this IMG activity you define both for SRM Supplier Self-Registration (service BBPMAINEXT and BSP application ROS_SELF_REG) and for Supplier Administration (service BBPMAININT) whether a data privacy statement is to appear, and which text is to be used for it.

The following IMG activities were added to the section SRM Server -> Cross-Application Basic Settings:

o Configure Priorities

In this IMG activity, you specify whether the priorities of shopping carts and external requirements should appear on the SAP Enterprise Buyer interface, and if so, how they should appear.

o Set Up XML Communication for Customer Enhancement Texts

In this IMG activity, you can transfer texts from XML messages to document texts.

o Define Partner Schema

In this IMG activity, you create and set up partner schemas for use in purchasing documents.

o Activate Enhanced Authorizations for Contracts

In this IMG activity, you can activate the enhanced authorization concept for contracts.

o Activate Hierarchies for Product Categories, Vendors, and Contracts

In this IMG activity, you activate the hierarchy functions for product categories, vendors, and contracts by setting the relevant indicator.

The following IMG activities were added to the section SRM Server -> Cross-Application Basic Settings -> Text Schema:

o Define Text Types

In this IMG activity, you can define text types which you can then bundle and assign to the transaction types.

o Define Text Schema

In this IMG activity, you define new text schemas, and assign text types to these text schemas.

o Define Fixed Values for Texts

In this IMG activity, you can specify fixed values for certain text types. These fixed values are then displayed on the user interface.

The following IMG activities were added to the section SRM Server -> Cross-Application Basic Settings -> Event and Event Schema for Alert Management:

o Define Events

Here, you define the events for SRM Alert Management.

o Define Event Schema

Here, you define event schemas per business object, and in this way control the events for SRM Alert Management.

SRM 5.0 68


The following IMG activity was added to the section SRM Server -> Cross-Application Basic Settings -> SAP Business Workflow:

o Activate Signed Java Applet for Approval Preview and Document History

In this IMG activity, you can specify whether you wish to use a digitally signed version or an unsigned version for the workflow approval preview and the document history (follow-on documents).

The following IMG activity was added to the section SRM Server -> Cross-Application Basic Settings -> Message Control:

o Influence Message Control for Invoice Simulation

In this IMG activity, you can influence the entire simulation functionality for an invoice and the messages that occur here.

The following IMG activity was added to the section SRM Server -> Cross-Application Basic Settings -> Tax Calculation:

o Activate Withholding Tax

In this IMG activity, you specify whether withholding tax has been activated for a vendor. This depends on the FI system, company code, and vendor.

The following IMG activities were added to the section SRM Server -> Confirmation and Invoice Verification:

o Assign Tasks of Approval Workflow

In this IMG activity, you specify which workflow tasks are relevant for raising the 'Approval Overdue' exception.

o Define Exceptions

In this IMG activity, you specify which error messages result in an exception being raised. In the detailed view, you can make settings for each error message, specifying which fields on the user interface and the interactive form are ready for input.

The following IMG activity was added to the section Supplier Self-Services -> Cross-Application Basic Settings -> Settings for Documents:

o Make Follow-On Doc.Settings for SUS Purchase Orders with Status "Deviati on"

In this IMG activity, you specify whether or not follow-on documents can be created for purchase order confirmations containing deviations from the purchase order and, if so, whether these should be based on the purchase order or the purchase order confirmation.

The following IMG activities were added to the section Supplier Self-Services -> Cross-Application Basic Settings -> Text Schema:

o Define Text Types

In this IMG activity, you can define text types which you can then bundle and assign to the transaction types.

o Define Text Schema

In this IMG activity, you define new text schemas, and assign text types to these text schemas.

o Define Fixed Values for Texts

In this IMG activity, you can specify fixed values for certain text types. These fixed values are then displayed on the user interface.

Enhanced IMG activities

The following IMG activities were enhanced in the section SRM Server -> Cross-Application Basic Settings:

o Define Transaction Types

In this IMG activity, you can now also assign an event schema (as well as a partner schema and text schema) to the transaction types.

o Define Objects in the Backend System (Purch. Reqs, Reservations, Purch. Orders)

SRM 5.0 69


In this IMG activity, you can also specify which document is created in the backend system for a requirement coverage request.

o Transfer Attachments

In this IMG activity, you configure how the Java applet is used, make all of the relevant settings for the applet, and define how attachments are versioned.

o Pricing

If you want to use the new condition type ('Total Release Value'), make the relevant settings in the IMG activities under the Pricing node: - Process Condition Types

- Process Calculation Schema

- Process Condition Groups

- Check Technical and Customizing Settings for Conditions

The following IMG activity was enhanced in the section SRM Server -> Cross-Application Basic Settings -> Number Ranges:

o Define Number Ranges for Shopping Carts and Follow-On Documents

As of SRM 5.0, the number ranges for reservations in the backend system are assigned in a special way using BAPI BAPI_RS_CREATE1.

The following IMG activity was enhanced in the section SRM Server -> Cross-Application Basic Settings -> Pricing:

o Process Condition Types

This IMG activity has been enhanced so that it is possible to create group conditions.

SRM 5.0 70


Business Add-Ins (Changed) Use There are many new BAdIs in SRM 5.0.

To access all of the BAdIs available and their documentation, go to the Implementation Guide (IMG) for Supplier Relationship Management, and choose SRM Server -> Business Add-Ins (BAdIs).

The following new BAdIs are available:

o Calculation of Phased Deliveries

You can use BAdI SIMG BBP_PD_SDLN_BADI to create phased deliveries for purchase orders for materials that have been generated in the shopping cart. If you activate this BAdI, the system replaces the delivery date for the material with several delivery dates for phased delivery.

o Appearance of Priorities

You can use BAdI BBP_PRIO_DISPLAY to specify how the priorities of shopping carts and external requirements should appear on the interface of SAP Enterprise Buyer.

o Adaptation of Product Category Hierarchies

You can use BAdI BBP_PRODCAT_HIER to change a structure that you have received from the ERP system into a hierarchical structure, or to adapt the existing structure to the desired structure.

o Alerts/Messages and Events in SRM Alert Management

You can use BAdI BBP_ALERTING to define your own events for SRM Alert Management and to override existing (shipped) events. You can also override the standard alert categories, and change the links (URLs) that recipients use to navigate to the relevant business object. Furthermore, you can determine your own recipients on the basis of document data.

o Customer Enhancement of Offline Approval

You can use BAdI BBP_OFFLINE_APP_BADI to adjust and enhance the standard SRM features for approving work items offline by e-mail.

o Redetermination of the Contract To Be Used (Quota Arrangement)

You can use BAdI BBP_QA_REDETERM_CTR to redetermine the contract to be used for quota arrangements based on your own rules.

o Definition of Separators for Multiple Entries in Search

You can use BAdI BBP_SEARCH_SEPARATOR to define the separators that you want to use in the multiple entry field of the search.

o Long Texts in SRM Documents

You can use BAdI BBP_LONGTEXT_BADI to replace text schemas, change the properties of a text schema, define rules for copying, or add long texts.

o Implementation of Methods for Making Mass Changes

You can use BAdI BBP_CTR_MASS_BADI to tailor the mass-change parameters that are shipped with the standard system.

o Changing of Vendor Hierarchy Types

You can use BAdI BBP_BUHI_VEND to replace the standard vendor hierarchy type with a vendor hierarchy type of your own.

o Rounding of Quantity Fields

You can use BAdI BBP_ROUNDING_BADI to change the rules for rounding vendor units of measure.

o BAdI for Changing Contract Status

SRM 5.0 71


You can use BAdI BBP_CTR_STAT to lock a contract that has expired.

o BAdI for Initial Upload

You can use BAdI BBP_CTR_INIT_UP to map the SRM interface to the SRM methods in the SRM system. You can use method MODIFY_DATA to change the contract data that was transferred from the SAP backend system.

o Definition of Language for E-Mail and PDF for Invoice Exceptions

You can use BAdI BBP_IV_IMS_MAIL_LAN to specify the language for the e-mail and PDF form that you send as a result of an invoice exception.

You can access the following BAdI by choosing Supplier Relationship Management -> Supplier Self-Services -> Business Add-Ins (BAdIs):

o Default Quantity for Items in the Confirmation

You can use BAdI BBP_SUS_QUAN_PROPOSE to change default quantities within confirmations at item level.

The following BAdIs have been changed in SRM 5.0:

o Changes to Purchasing Group and Purchasing Organization Assignments

You can use BAdI BBP_PGRP_ASSIGN to change the assignment of purchasing documents to purchasing groups and purchasing organizations.

o Determination of Driver Function Modules

You can use BAdI BBP_DRIVER_DETERMINE to specify that a different driver function module should be called instead of the standard driver function module.

o Grouping of Shopping Cart Items for Follow-on Documents

You can use BAdI BBP_BS_GROUP_BE to specify your own follow-on document groupings (purchase requisitions, reservations, and purchase orders) for shopping cart items.

o Purchase Order in Backend System

You can use BAdI BBP_CREATE_BE_PO_NEW to change all data that is transferred to the backend system for the purpose of creating a purchase order.

o Purchase Requisition in Backend System

You can use BAdI BBP_CREATE_BE_RQ_NEW to change all data that is transferred to the backend system for the purpose of creating a purchase requisition.

o Reservation in Backend System

You can use BAdI BBP_CREATE_BE_RS_NEW to change all data that is transferred to the backend system for the purpose of creating a reservation.

o Field Control in Purchasing Document

This BAdI (BBP_UI_CONTROL_BADI) has a new method BBP_CTR_MASS_UI_CTRL, which you can use to change the behavior of the new mass-change function.

o Changes to Purchasing Document Data

You can use BAdI BBP_DOC_CHANGE_BADI to make changes to the document after you have entered the user and before you have saved the contract to the database. These changes are subject to the document-specific checks.

o Contract Creation in Backend System

You can use BAdI BBP_CTR_BE_CREATE to replace or supplement existing contract data with your own structures and tables. This is relevant for distributing the attachments of a global outline agreement.

SRM 5.0 72


Supplier Role (Enhanced) Use As of SAP ECC 6.0 with SRM Server 5.5, the role Supplier is available. This role is delivered as a business package for SAP Enterprise Portal. The business package for suppliers provides your suppliers with a single point of access to data and transactions in Supplier Self-Services (SUS), thus integrating them into an end-to-end procurement process.

Furthermore, your suppliers have access to the Universal Worklist (UWL), the alerting functionality and the reporting and analytics scope.

The Supplier role has the following key features:

• Service offering for the procurement organization to speed up the process of buying, shipping and invoicing through the supplier collaboration

• Fast responsiveness to customer needs and more effective business interaction

• Long-term establishment of supplier relationship

• Extension of supply chain towards the supplier

• Supplier’s view of data (purchase order/invoice)

• No need for suppliers to have their own system

• Target group: small suppliers without own system

Effects on System Administration The Supplier role has the following dependencies on other software components:

• SUS in SRM 5.0 – to provide BSP applications

• SAP BI Content 7.0.2 – to provide BI reports

• SAP Enterprise Portal 7.0

SRM 5.0 73


Invoicing Clerk Role (New) Use As of SAP ECC 6.0 with SRM Server 5.5, the role Invoicing Clerk is available. This role is delivered as a business package for SAP Enterprise Portal. The business package for invoicing clerk is based on the Invoice Management System (IMS), which allows you to process incoming invoices (with and without purchase order reference) on an exception base. When an invoicing clerk checks the incoming invoice and an exception occurs, IMS can trigger a variety of workflows and other activities. For instance, e-mails with interactive forms are sent to suppliers and purchasers informing them about potential errors and allowing them to correct the invoice.

The Invoicing Clerk role has the following key features:

• Processing of incoming invoices on top of existing invoice verification

• Automatic mapping against existing documents like purchase orders or receiving documents

• If no exception exists, an automatic posting takes place.

• In case of exceptions, various workflow and monitoring activities will be triggered, including notification of suppliers about existing exceptions.

• Managing of invoices with no reference to other documents

• Assigning of internal approvers and contact persons to confirm correctness of the invoice data

• Vendor invoice information available for SAP NetWeaver Business Intelligence (BI)

Effects on System Administration The Invoicing Clerk role is dependent on the following prerequisites:

• SAP SRM Server 5.5 is installed as an add-on or as separate component.

• Single Sign-On for mySAP SRM 5.0 is configured.

• Customizing has been carried out completely.

SRM 5.0 74