SUS Web Tool. User Documentation for Suppliers. Torsten Florian Weis Strategic Purchasing Services Global Procurement Organization

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1 SUS Web Tool User Documentation for Suppliers Torsten Florian Weis Strategic Purchasing Services Global Procurement Organization Reworking by Simon Kolb SUS 008

2 Contents: SUS Web Tool Unit : Important Organizational Information...- Introduction... SUS Process Chart... 4 Overview Billing Process... 5 General Notes... 6 Notes on Recording... 7 Initial Notice via about new SUS PO... 8 New Regulation regarding SUS User... 9 How to add Attachment... 0 Roll Out Overview... Unit : Using SUS Web Tool Introduction... ) System Access... Overview SUS Start Page... 4 ) Select Purchase Order... 5 PO Details () Head page... 6 PO Details () Position Details... 7 PO Details () Document Flow...8 PO Details (4) Display History... 9 ) Create Confirmation... 0 ) Create Confirmation Record billable activities... ) Create Confirmation Record nonbillable activities... Confirmation Details () Create Confirmation... Confirmation Details () Record activities (h/t)... 4 Confirmation Details (a) Fixprice activities (h)... 5 Confirmation Details (b) Fixprice activities (AU)... 6 Confirmation Details (4) Expenses Flatrate for travel exp... 7 Confirmation Details (5) Expenses Flatrate for expenses...8 Confirmation Details (6) Expenses Receipt at cost...9 Confirmation Details (7) Attachments... 0 Confirmation Details (8) Store Confirmation Confirmation Details (9) Dublicate Entries... Confirmation Details (0) Messages Confirmation Details () Confirm and Transmit. 4 Confirmation Details () Print Confirmation... 5 Confirmation Details () Print Confirmations. 6 Confirmation Details (4) Delete or Copy ) Send Confirmation...8 5) Check Confirmation... 9 Check Details Confirmation rejected Unit : Searching and Reporting Searching in SUS () Using search function... 4 Searching in SUS () Using filter function... 4 Searching in SUS () Using document flow... 4 Reporting in SUS () Start Reporting Reporting in SUS () Print Reporting Reporting in SUS () Download Reporting Unit 4: Administrative Settings...47 Change user data Own data Unit 5: Super User Comparison User <> Super User Change user data Change data of employees Unit 6: SUS Process short and tangible SUS Consent and Activation SUS Purchase Order... 5 SUS Confirmation... 5 SUS Approval and GR... 5 SUS Credit Memo Unit 7: Help and Information SUS Helpdesk & SUS Documentations Appendix Release Update SUS 008 New Functions SAP 008 / Page

Important Organizational Information on the SUS Application Introduction The Supplier Self Service Tool (SUS) has been implemented to assist SAP in achieving its

The system greatly reduces the processing turnaround time between vendor consultant work performance and vendor payment.

3 Important Organizational Information on the SUS Application Introduction The Supplier Self Service Tool (SUS) has been implemented to assist SAP in achieving its goal of optimizing rd party administrative processes. The system greatly reduces the processing turnaround time between vendor consultant work performance and vendor payment. Also, SAP customers are able to be invoiced for the work performed soon after it occurs. rd party vendor consultants have the ability to enter their time (activities) and travel expenses themselves. Upon SAP s acceptance of the work and expenses, a credit note is produced and issues to the vendor. SAP 008 / Page

Important Organizational Information on the SUS Application SUS Process Chart Shopping Cart Purchasing Requisition 4 Create Super User SUS Access SUS Batch

4 Important Organizational Information on the SUS Application SUS Process Chart Shopping Cart Purchasing Requisition 4 Create Super User SUS Access SUS Batch Create SUS PO Start SUS Process 5 SUS Error 9 LO Batch 0 SUS Credit Note Creation SUS Confirmation 6 Vendor Q&A 7 SRM Workflow 8 Zconf Report SAP 008 / Page 4

5 Important Organizational Information on the SUS Application Overview: Billing-Process with the SUS Web Tool External employee receives a purchase order (PO) from SAP Via , fax or mail The purchase order is automatically transferred to the SUS Web Tool External employee Enters the services provided to SAP in the SUS Web Tool Releases confirmation to SAP for approval Good receipt at SAP Credit Memo to supplier SAP checks confirmation Approval confirmation will be processed further on Rejection possibility to correct the confirmation and send it again SAP 008 / Page 5

6 Important Organizational Information on the SUS Application General Notes At the moment the SUS recording concerns consulting and development only. Only new purchase orders will be switched to SUS purchase orders in process will be handled according to the usual invoice process. SAP no longer accepts invoices for SUS orders!!! Single projects and orders can not be handled via SUS process therefor the usual invoice process is applicable also. SUS purchase orders are marked with SUS Abrechnung on the first page. For SUS purchase orders automatical s get created and sended out to you or your service provider. Activities and travel expenses have to be recorded weekly. This is essential for prompt month-end closing. (That means one confirmation each week!) You can leave a document name with each confirmation.this may be the project name or your internal order number or could be created like: year + month + calendar week + own text for reasons of sorting. After you ve received the first SUS PO you may request a Super User at the Helpdesk. SAP 008 / Page 6

7 Important Organizational Information on the SUS Application Notes on Recording The SUS Web Tool only accepts recordings over full (at SAP AG also half) hours. However recordings over full and half days are acceptable. Please strictly take notice that especially when using separate tools or documents for activity and time recording in parallel to SUS! Activity reports and documents (Excel, Word,...) can be added but must be attached directly to the confirmation by file upload. Those have to be equivalent to the recordings in SUS. Documents should not be submitted via postal delivery. It is possible to attach documents and scan files via file upload. Please check your confirmations in terms of completeness and validity before sending them to SAP. Basis for a prompt processing of a confirmation is the quality of the recordings. A confirmation passes through a one- or two-step approval workflow. Only approved confirmations result a goods receipt at SAP and thereby to a credit memo for the supplier or rebilling to the customer. SUS credit memos can be seen as supplier invoices. SAP 008 / Page 7

8 Important Organizational Information on the SUS Application Initial Notice via about new SUS PO Automatically generated to the SUS User or Super User SUS logon link ISP purchase order Besides you receive an when the PO gets changed, and in case of rejection of a confirmation. In addition you will continue to receive your purchase orders as today via fax, postal way or . SAP 008 / Page 8

9 Important Organizational Information on the SUS Application New Regulation regarding SUS User In future a C-User account is not permitted for recording in SUS anymore. User handling is dealed via ZEUS (Access Enforcer) for the users C, D und I. All existing C-users which already recorded in SUS will get a new account/user, starting with 5. Subsisting PO s can still be processed via C-user account. Within new SUS purchase orders the C-users get their new 5-user submitted in addition. In future the C-user must record activities via the according 5-user. The C-user account still can be used as usual to access all other systems. SAP 008 / Page 9

Important Organizational Information on the SUS Application How to add Attachments In the SUS Web Tool you can add attachments by uploading scanned documents

In both cases you have to reside in processing mode Create confirmation or Process confirmation.

10 Important Organizational Information on the SUS Application How to add Attachments In the SUS Web Tool you can add attachments by uploading scanned documents and files of your entered trips and activities (Timesheets). Add them on the head page of your SUS confirmation via Add Attachment button. In both cases you have to reside in processing mode Create confirmation or Process confirmation. Click on Add Attachment Click on Browse Button Choose relevant document Click on Upload If required you also can add an information to the purchaser. Don t forget to push the Save Text button before submitting the confirmation! SAP 008 / Page 0

11 Important Organizational Information on the SUS Application Roll Out Overview 007/008 Mail SUS WebEx Training Start SUS consent declaration. Mail 4 Supplier LIVE for SUS Last SUS information Mail Mail SAP 008 / Page Finish SUS Helpdesk Germany Various departments

Using the SUS Web Tool Introduction SAP Supplier Self Service (SUS) New software solution for handling rd party services In future you and your employees will be able to record activities and travel

12 Using the SUS Web Tool Introduction SAP Supplier Self Service (SUS) New software solution for handling rd party services In future you and your employees will be able to record activities and travel expenses directly and in time via internet and sending it to SAP. The services reported by you will pass through a SAP internal approval workflow. On basis of the approved services you will get a credit memo by SAP.! Sending an invoice is not necessary anymore! SAP 008 / Page

Using the SUS Web Tool ) System Access 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation After entering the user data you received via

13 Using the SUS Web Tool ) System Access 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation After entering the user data you received via (user, password) the system checks your authorization. Enter your User-ID Enter your password Select the desired language Click on Log On SAP 008 / Page

Using the SUS Web Tool Overview SUS Start Page On the start page of the SUS Web Tool you can call up the PO s assigned to you or check the status of your confirmations.

14 Using the SUS Web Tool Overview SUS Start Page On the start page of the SUS Web Tool you can call up the PO s assigned to you or check the status of your confirmations. The navigation-area to the left and the head-bar above will help you to navigate through the system. In the head-bar you will also find the search function ( Search ) and Help / FAQ. head bar navigation area After selection of some functions you will get the navigation-bar in addition which helps you to return to specific steps. navigation bar SAP 008 / Page 4

Using the SUS Web Tool ) Select Purchase Order 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation In the SUS Web Tool you can call up all purchase orders assigend

15 Using the SUS Web Tool ) Select Purchase Order 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation In the SUS Web Tool you can call up all purchase orders assigend to you by choosing Purchase Orders Confirmed in the navigation area to the left. Next, select within the shown list the purchase order for which you want to create a confirmation. SAP 008 / Page 5

Using the SUS Web Tool PO Details ) Head Page After selection of the desired purchase order you get all necessary information you need to record your activities.

16 Using the SUS Web Tool PO Details ) Head Page After selection of the desired purchase order you get all necessary information you need to record your activities. Please take care of the Message from purchaser as there may be additional relevant information waiting for you. Basic Data PO No., Info about ordered quantity Positions linked details.. Message from purchaser SAP 008 / Page 6

Using the SUS Web Tool PO Details ) Position Details Click on some positions, e.g. 0 and you get an overview of the positions details information about time period, again message from purchaser, etc.

17 Using the SUS Web Tool PO Details ) Position Details Click on some positions, e.g. 0 and you get an overview of the positions details information about time period, again message from purchaser, etc. The time period means the timeframe for which the system accepts recordings of activities and travel expenses. Recordings not beeing within this timeframe create a warning or error message. The to Item Overview button will help you to navigate through the system and bring you back to your purchase order. to the head page of the purchase order Time period. Message from purchaser SAP 008 / Page 7

Using the SUS Web Tool PO Details ) Document Flow On the head page of the respective purchase order or confirmation you can display all previous related documents.

18 Using the SUS Web Tool PO Details ) Document Flow On the head page of the respective purchase order or confirmation you can display all previous related documents. Therefore use the Document Flow button. Thus you also can check the status of a single document. Using the link to Document or the navigation-bar you will return to the head page. SAP 008 / Page 8

Therefore use the Display History Button.

19 Using the SUS Web Tool PO Details 4) Display History On the head page of the respective purchase order you can display the document history. Thereby you can check all previous changes to the purchase order. Therefore use the Display History Button. The listing of the changes is according to the level of the purchase order view and the field name. Click on Display History button Select line item by click on specific box Click on Order History Details button SAP 007 / Page 9

Think of a name for the document that will help you find the confirmation in the future.

20 Using the SUS Web Tool ) Create Confirmation 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation Push the Create Confirmation button. Choose a suitable name for the document. Select the relevant purchase order item. Tip! Think of a name for the document that will help you find the confirmation in the future. For example it could start with year, month, and calendar week and in addition a text of your choice, e.g. the name of the customer. Year / Month / CW / Own Text SAP 008 / Page 0

21 Using the SUS Web Tool ) Create Confirmation a) Record nonbillable activities Click on Enter Time button. You get a new entry line. Date adjustment, Description of performed services entry, Quantity entry. Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example. SAP 007 / Page

22 Using the SUS Web Tool ) Create Confirmation b) Record billable activities Click on Enter Time button. You get a new entry line. Date adjustment, Description of performed services entry, Activity type selection, Quantity entry. Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example. SAP 008 / Page

23 Using the SUS Web Tool Confirmation Details ) Create Confirmation Select the purchase order to get all relevant und required information. Document name, document date, order quantity, PO number and time period of each position. Please have a look at Message from purchaser there might be necessary information waiting for you regarding conditions and/or further information. Click on Create Confirmation button. SAP 008 / Page

Using the SUS Web Tool Confirmation Details ) Record activities (h/t) 4 5 6 Click on Enter Time button. You get a new entry line. Adjust the date Performed on.

24 Using the SUS Web Tool Confirmation Details ) Record activities (h/t) Click on Enter Time button. You get a new entry line. Adjust the date Performed on. Please take notice that with every new line the date will be automatically increased weekend and public holidays unconsidered! Enter the Description of performed services. For equal successive descriptions they will be automatically generated starting from the third line. Enter the Quantity of performed services. Find the unit of meassure within the basic data. During your recordings you can check if there are any conflicts regarding the recorded values by using the Check button. Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example. While returning a check of your recordings will take place automatically. 6 5 Using the Leistungszeit löschen icon you can delete single entry lines. 4 SAP 007 / Page 4

Using the SUS Web Tool Confirmation Details a) Fixprice activities (h) Click on Add Line Enter the start and end date, description, quantity (in hours) and price (according to the conditions)

25 Using the SUS Web Tool Confirmation Details a) Fixprice activities (h) Click on Add Line Enter the start and end date, description, quantity (in hours) and price (according to the conditions) separate für each consultant and developer. Please add for each consultant/developer a new line adjust the price and please add for each recording the corresponding timesheet on the head page of the confirmation. Using the button Update Prices you can recalculate the amount. Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example or for attaching documents. 4 5 SAP 008 / Page 5

Using the SUS Web Tool Confirmation Details a) Fixprice activities (AU) Click on Add Line price with Euro ( ). Enter the start and end date, description, quantity (in Act.

26 Using the SUS Web Tool Confirmation Details a) Fixprice activities (AU) Click on Add Line price with Euro ( ). Enter the start and end date, description, quantity (in Act.Unit) and You can add one line per month, quarter, half a year or year. Please adjust the order unit (AU) and the price (,00 EUR) and also add for each recording the corresponding timesheet on the head page of the confirmation. Using the button Update Prices you can recalculate the amount. Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example or for attaching documents. 4 5 SAP 008 / Page 6

Using the SUS Web Tool Confirmation Details 4) Expenses Flatrate for travel expenses When recording expenses, respectively travel expenses the date of the recording of the expense has to match the

In the description field within the activity position you must indicate Remote Activity or if available you must select the activity type Remote Consulting.

27 Using the SUS Web Tool Confirmation Details 4) Expenses Flatrate for travel expenses When recording expenses, respectively travel expenses the date of the recording of the expense has to match the corresponding activity date. If the activity/consulting service was performed remotely, recording expenses for this timeframe is not permitted accordingly. In the description field within the activity position you must indicate Remote Activity or if available you must select the activity type Remote Consulting. Choose the expense position of the purchase order. Click on Enter Time Enter the date, description and quantity in hours (days). Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example or for attaching documents. SAP 008 / Page 7

Using the SUS Web Tool Confirmation Details 5) Expenses Flatrate for expenses When recording expenses, respectively travel expenses the date of the recording of the expense has to match the

28 Using the SUS Web Tool Confirmation Details 5) Expenses Flatrate for expenses When recording expenses, respectively travel expenses the date of the recording of the expense has to match the corresponding activity date. If the activity/consulting service was performed remotely, recording expenses for this timeframe is not permitted accordingly. In the description field within the activity position you must indicate Remote Activity or if available you must select the activity type Remote Consulting. Choose the expense position of the purchase order. Click on Enter Time Enter the date, description and quantity in hours (days). Using the to item overview button you will return to the Create Confirmation page of your confirmation for processing other positions for example or for attaching documents. SAP 008 / Page 8

Using the SUS Web Tool Confirmation Details 6) Expenses Travel and Expense Receipts at cost If a purchase order position has the order quantity Limit, you can enter your travel and expense receipts

29 Using the SUS Web Tool Confirmation Details 6) Expenses Travel and Expense Receipts at cost If a purchase order position has the order quantity Limit, you can enter your travel and expense receipts at cost. However the PO then actually has a limit. For a billable order you have to specify a trip. Enter a description, the duration, the destination town and destination country after adding a line. The travel period has to be within the time period of the order position. For a nonbillable order this specification and the whole entry field is dropped. Enter your receipts line by line. Select the expense type and enter a description and the receipt date as well. This has to be within the travel period. If necessary enter the distance and its unit also. Enter for each receipt amount the gross value (incl. tax), the currency and if tax deduction law applies the tax rate (usually printed on the receipt) in addition. By click on Update prices button the system automatically calculates the correct net value, which is the basis of the credit memo. Receipts from abroad have to be entered without specifying the tax rate. Tip! Don t forget to upload scans of your receipts as attachment. Or vice versa: Don t forget to enter your attached receipts in the expense position. SAP 008 / Page 9

Using the SUS Web Tool How to add Attachments In the SUS Web Tool you can add attachments by

Add them on the head page of your SUS confirmation via Add Attachment button.

Click on Add Attachment Click on Browse Button Choose relevant document Click on Upload If required

30 Using the SUS Web Tool How to add Attachments In the SUS Web Tool you can add attachments by uploading scanned documents and files of your entered trips and activities (Timesheets). Add them on the head page of your SUS confirmation via Add Attachment button. In both cases you have to reside in processing mode Create confirmation or Process confirmation. Click on Add Attachment Click on Browse Button Choose relevant document Click on Upload If required you also can add an information to the purchaser. Don t forget to push the Save Text button before submitting the confirmation! SAP 008 / Page 0

Using the SUS Web Tool Confirmation Details 8) Store Confirmation The Hold button enables you to temporarily store your recording, respectively confirmation.

31 Using the SUS Web Tool Confirmation Details 8) Store Confirmation The Hold button enables you to temporarily store your recording, respectively confirmation. Thus it is available for further processing. Confirmations stored via Hold are maintained with status In Process and can be found in the navigation area under Confirmations In Process. A transmission doesn t take place yet. SAP 008 / Page

32 Using the SUS Web Tool Confirmation Details 9) Duplicate Entries In case you try to record activities to a date for which you already created records within the same PO you will get a Warning message. Take care not to create double records! There is a check of your records when you push the Check button and at least when you push the to item overview button. Overview document flow SAP 008 / Page

Using the SUS Web Tool Confirmation Details 0) Messages Please generally pay attention to the area of the Messages which gets displayed above in case of any errors.

33 Using the SUS Web Tool Confirmation Details 0) Messages Please generally pay attention to the area of the Messages which gets displayed above in case of any errors. Correct the shown errors before sending the confirmation to SAP. There is a check of your records when you push the Check button and at least when you push the to item overview button. The error messages are clearly defined. After correction you can make shure if the errors actually are corrected by pushing the Check button. The Messages area should then be hidden again. SAP 008 / Page

Using the SUS Web Tool Confirmation Details ) Confirm and Transmit After transmission of the confirmation to SAP it can not be changed anymore. An approval of the confirmation leads to a credit memo.

34 Using the SUS Web Tool Confirmation Details ) Confirm and Transmit After transmission of the confirmation to SAP it can not be changed anymore. An approval of the confirmation leads to a credit memo. The approver is the goods recipient specified within the Partnerinformations. Your document name Overview of the positions and recordings Last step: Click Confirm and OK and the confirmation gets transmitted to SAP. Possibly send a message to the approver Tip! Before transmission of the confirmation to SAP strictly check the confirmation in terms of completeness and validity. Approver of the confirmation Upload all necessary attachments SAP 008 / Page 4

Find the confirmation you want to print (e.g. using the navigation area).

35 Using the SUS Web Tool Confirmation Details ) Print Confirmation You have the option of printing your confirmations for your records. Find the confirmation you want to print (e.g. using the navigation area). Select the confirmation. Click on Print button. A ZIP-archive inbound PDF-file will be created. SAP 008 / Page 5

Using the SUS Web Tool Confirmation Details ) Print Confirmations You have the option of printing also a list of your confirmations for your records.

36 Using the SUS Web Tool Confirmation Details ) Print Confirmations You have the option of printing also a list of your confirmations for your records. Choose the list of confirmations you want to print from navigation area. Select the confirmations single (by click on respective box) or all. Click on Print button. A ZIP-archive will be created which contains one PDF-file for each confirmation. SAP 008 / Page 6

Using the SUS Web Tool Confirmation Details 4) Delete or Copy Confirmations In case you made any mistakes during activity recording you can change or delete specific

Deletion of confirmations is possible in processing mode Create Confirmation or Process Confirmation only.

37 Using the SUS Web Tool Confirmation Details 4) Delete or Copy Confirmations In case you made any mistakes during activity recording you can change or delete specific lines on the one hand or you can also delete a whole confirmation on the other hand. Deletion of confirmations is possible in processing mode Create Confirmation or Process Confirmation only. To simplify your work you can create a Delete & Copy function copy of a whole confirmation. Copying confirmations is only available for confirmations In Process, Submitted and Approved. Rejected confirmations can not be deleted or copied. There is only the possibility of Change and resend. SAP 008 / Page 7

38 Using the SUS Web Tool 4) Send Confirmation 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation Once you have finished entering your data choose the Confirm button. After accepting the transmission using the OK button in the pop-up window the system assigns a confirmation number and indicates that the confirmation has been sent to SAP. SAP 008 / Page 8

Using the SUS Web Tool 5) Check Confirmation 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation You should check your confirmations periodically to see which status

39 Using the SUS Web Tool 5) Check Confirmation 4 5 System Access Select PO Create Confirmation Send Confirmation Check Confirmation You should check your confirmations periodically to see which status they actually have. All = Submitted = In Process = Rejected = Approved = All confirmations at a glance. Recording completed confirmations which have been sent to SAP using the Confirm button. Confirmations which you have temporarily stored but not sent to SAP and which still can be processed at any time. Confirmations rejected by SAP. The approver has to give a reason as Message from purchaser. Confirmations approved by SAP. For those you respectively will receive credit memos. SAP 008 / Page 9

40 Using the SUS Web Tool Check Details Confirmation rejected by customer Have a look at confirmations which are Rejected by Customer (by SAP). 4 4 Navigation area Rejected. Select the relevant confirmation. Check the Message from purchaser to see what s the reason for rejecting. Click on Change and resend button. Correct the recorded values and send it back to SAP. SAP 008 / Page 40

Click on Search link in head bar or navigation area.

41 Searching und Reporting Searching in SUS () Using search function Use the Search link to search for confirmations and purchase orders. Click on Search link in head bar or navigation area. Enter the selection criterias. Click on Find button below to start the search function. for Confirmation for PO SAP 008 / Page 4

Searching und Reporting Searching in SUS () Using filter function You can search for specific confirmations or purchase orders while entering a search string in the header row of the

42 Searching und Reporting Searching in SUS () Using filter function You can search for specific confirmations or purchase orders while entering a search string in the header row of the list of confirmations or purchase orders under the appropriate row. Choose the corresponding list. Eingabe der Suchzeichen (evtl. mit Platzhalter * ) Filter Funktion klicken SAP 008 / Page 4

Searching und Reporting Searching in SUS () Using document flow On the head page of the respective purchase order or confirmation you can display all previous related documents.

43 Searching und Reporting Searching in SUS () Using document flow On the head page of the respective purchase order or confirmation you can display all previous related documents. Therefore use the Document Flow button. Thus you also can check the status of a single document. Using the link to Document or the navigation-bar you will return to the head page. SAP 008 / Page 4

44 Searching und Reporting Reporting in SUS () Start Reporting Click on link Reporting. Enter status and/or search criteria. Possibly enter a purchase order or confirmation number. 4 SAP 008 / Page 44

45 Searching und Reporting Reporting in SUS () Print Reporting Mark all entries by Select All. Click on Print Button. Print-out of the HTML-template. SAP 008 / Page 45

46 Searching und Reporting Reporting in SUS () Download Reporting Mark all entries by Select All. Click on Download Button. Open or save the Excel-file by Open / Save. SAP 008 / Page 46

Administrative Settings Change User Data

47 Administrative Settings Change User Data Own Data You can change your user data by clicking on Own Data button in navigation area. Click on Process button to change the entries. 4 Change for example your address. Click on Save or Cancel. 4 SAP 007 / Page 47

Super User Comparison User <> Super User After the first PO was transmitted into the SUS System a Super User account can be requested at the SUS Helpdesk because from this point on the

Standard Reporting function Super User Sees all PO s assigend to the vendor. Can create recordings for all PO s. Enhanced Reporting function The Employee is a search criteria in addition.

48 Super User Comparison User <> Super User After the first PO was transmitted into the SUS System a Super User account can be requested at the SUS Helpdesk because from this point on the supplier exists in SUS the first time. Therefore a new user can be created (700000xxxx) or an existing user can get Super User rights. User Only sees PO s assigned to him. Standard Reporting function Super User Sees all PO s assigend to the vendor. Can create recordings for all PO s. Enhanced Reporting function The Employee is a search criteria in addition. Standard navigation area: Standard Menu Enhanced navigation area: Find User as additional menu option User Data Can change own data only. User Daten Can change user data of employees also. SAP 007 / Page 48

Super User Change User Data Data of employees As Super User you

Therefore you have to click on the Find User Button in

Without defining search strings you get a list of all users of

By clicking the Process stick you get the interface for changing

49 Super User Change User Data Data of employees As Super User you have the possibility to change the user data of your employees. Therefore you have to click on the Find User Button in navigation area. Without defining search strings you get a list of all users of your company after clicking the Find button. By clicking the Process stick you get the interface for changing the selected user s entries. 4 5 Click Save or Cancel at the end of processing. Furthermore you can lock or unlock a user. 4 5 SAP 007 / Page 49

50 SUS Process short and tangible SUS Consent and Activation Submission of the SUS Declaration of Consent by the supplier. SUS activation of the vendor resp. of his creditor within vendor master data. SAP 008 / Page 50

SUS Process short and tangible SUS Purchase

51 SUS Process short and tangible SUS Purchase Order Create PO as SUS PO in ISP. 4 Supplier receives PO as today. The service agent receives a notification via . 4 The PO reaches the supplier via postal way, fax, or . It is marked with the note SUS-Abrechnung. SAP 008 / Page 5

52 SUS Process short and tangible SUS Confirmation 5 After recording activities on a PO in SUS the confirmation gets transmitted to SAP. 6 As a result in SUS exists a PO related confirmation. 5 6 SAP 008 / Page 5

53 SUS Process short and tangible SUS Approval and Goods Receipt 7 The approver got the confirmation in his SRM workflow inbox and approves. 8 In ISP a goods receipt gets automatically generated which leads to a credit memo. 7 8 SAP 008 / Page 5

54 SUS Process short and tangible SUS Credit Memo 9 The supplier receives a credit memo via postal delivery and the payment according to the terms. 0 The corresponding account statement and transfer can be assigned to the credit memo. Tip! The recorded activities are listed on the second page of the credit memo. 9 Tip! Distribution of the credit memos by is not possible (at the moment). PO Confirmation SAP 008 / Page 54

Help and Information SUS Helpdesk & SUS Documentations Documentation: https://websmp0.sap-ag.

55 Help and Information SUS Helpdesk & SUS Documentations Documentation: FAQ: SUS Helpdesk T: E: SAP 008 / Page 55

56 Appendix (A) Release Update SUS 008 New Functions ) Vendor Reference ID Field The field Vnd. Ref. ID (Vendor Reference ID) allows the entry of internal document numbers, e.g. invoice number This reference number will be printed on the self-bill document SAP 008 / Page 56

Appendix (A) Release Update SUS 008 New Functions ) XML Download of confirmations Confirmation data can be exported/downloaded as XML-files for uploading/processing in vendor internal systems Select

57 Appendix (A) Release Update SUS 008 New Functions ) XML Download of confirmations Confirmation data can be exported/downloaded as XML-files for uploading/processing in vendor internal systems Select the type of confirmations from which individual or all confirmations should be downloaded. Select individual confirmations which should be downloaded. Click on box on the left top corner of the table for marking all. Click on Download. A ZIP-archive will be created containing one XML- and one CSV-file for each confirmation. SAP 008 / Page 57

Appendix (A) Release Update SUS 008 New Functions ) Month according split of confirmations To post the goods receipts and credit memos according to the relevant month a check now is impemented in SUS

58 Appendix (A) Release Update SUS 008 New Functions ) Month according split of confirmations To post the goods receipts and credit memos according to the relevant month a check now is impemented in SUS to permit confirmations for one month only. Therefore in future it is not possible anymore to create month crossing confirmations. You will receive an error message within the messages area as soon as one record date differs. The recordings kindly have to take place as today as soon as possible and as of now according to one month also! Basis for the payment terms still is the date of transmitting the confirmation to SAP ( submission date ). SAP 008 / Page 58

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