SAP Purchase-to-Pay

• Introduction
• Loading data using Theobald Xtract Universal
  • Importing the template extractions
  • Configuring the extraction script
• Input fields
  • Transactional data tables
    • Purchase requisition tables
    • Purchasing document tables
    • Invoice tables
    • Accounting tables
    • Change log tables
  • Master data tables
    • User master data tables
    • Supplier master data table
    • Customer master data tables
    • Material master data tables
    • Organizational structure master data tables
    • Purchasing document master data tables
    • Block & Cancellation reasons master data tables
    • Currency master data tables
• Design specifications
  • Entities
    • Process entities
    • Master data entities
  • Activities
    • Purchase Requisition activities
    • Purchase order activities
    • Goods movement activities
    • Invoice activities
    • Accounting activities

Introduction

Purchase-to-Pay is the process from a buyer's perspective of buying, receiving, paying and accounting for goods. The process starts with a purchase request and ends with the payment of the invoice and includes all confirmation and checking steps in between. It is one of the core processes in an organization and is typically performed by multiple departments. The most important artifacts of the Purchase-to-Pay process are purchase orders, receipt of the goods and the invoice. Purchase-to-Pay is also known as Procure-to-Pay.

Purchase-to-Pay covers the following main processes in the procurement lifecycle.

• Buying;
• Delivery;
• Payment.

Note that the Delivery and (parts of the) Payment processes are usually done in parallel.

Buying The process starts with a buyer from the company who wants to buy some goods. The buyer requests the purchase, using a purchase requisition. Procurement is involved to get the best deal. This could mean negotiation for a new contract or adapting to an already available contract. Procurement converts the requisition to a purchase order and makes sure the missing information is filled where needed. Procurement approves the purchase order (PO), which is then sent to the vendor.

Delivery The warehouse department (if available) waits for the goods to be received. When goods arrive, the inventory is checked and updated. The goods are received by the initial buyer, who accepts the goods.

Payment The finance department awaits the invoice to be received. When the invoice arrives, it is administrated. The invoice is paid by accounts payable. Accounting administrates the payment.

With the SAP Purchase-to-Pay app template you can create process apps that give insight in how your Purchase-to-Pay process actually performs. For example, how long it takes for a purchase request to become an actual Purchase Order, how long it takes to process the Purchase Orders, and most important to what extent are you paying in time. For all steps in the process, Purchase-to-Pay provides insights into the throughput times.

Loading data using Theobald Xtract Universal

In general, you should follow the steps as described in Loading data using Theobald Xtract Universal (Snowflake) or Loading data using Theobald Xtract Universal (SQL Server) to set up data loading using Theobald Xtract Universal.

Importing the template extractions

1. Download the XU_template_extractions.zip file for loading data to Snowflake and XU_template_extractions_as.zip file for loading data to SQL Server.
2. This file contains the folders destinations, extractions, and sources. Copy the folders from the downloaded zip file to the config folder of Xtract Universal. The location of this folder is [XU_installation_path]/config.
3. Open Xtract Universal Designer and click on the refresh button to load all extractions.

Configuring the extraction script

1. Download the extract_theobald.zip file for loading data to Snowflake and extract_theobald_as.zip file for loading data to SQL Server.
2. This file contains the extract_theobald.ps1 script and the config.json file. Unzip the content on the server where Theobald Xtract Universal is installed.
3. Configure the variables for the script.

Input fields

The input data consists of two parts: transactional data and master data. Below is an overview of the SAP input tables and input data fields for the SAP Purchase-to-Pay app template.

Transactional data tables

Purchase requisition tables

The following table is the standard SAP Purchase requisition table.

Purchasing document tables

The following tables are the standard SAP Purchasing document tables.

Invoice tables

The following tables are the standard SAP invoice tables.

Accounting tables

The following tables are the standard SAP accounting tables.

Change log tables

The following tables are the standard SAP change log tables.

Master data tables

User master data tables

The following tables are the standard SAP user master data tables.

Supplier master data table

The following table is the standard SAP supplier master data table.

Customer master data tables

The following table is the standard SAP customer master data table.

Material master data tables

The following tables are the standard SAP material master data tables.

Organizational structure master data tables

The following tables are the standard SAP organizational structure master data tables.

Purchasing document master data tables

The following table is the standard SAP purchasing document master data table.

Block & Cancellation reasons master data tables

The following table is the standard SAP block & cancellation reasons master data table.

Currency master data tables

The following tables are the standard SAP currency master data tables.

Design specifications

Entities

Process entities

The following entities are defined.

• Purchase requisition
• Purchase order
• Purchase order item
• Goods receipt
• Purchasing document account assignment
• Purchasing order schedule lines
• Invoice
• Invoice item
• Accounting document
• Payment

Master data entities

Master data entities contain static information such as names and descriptions to provide additional information on the process entities. The following master data entities are defined.

User

• User name
• User address
• User type

Supplier

• Supplier

Customer

• Customer

Material

• Material
• Material group
• Storage location

Organizational structure

• Company
• Plant
• Purchasing organization
• Purchasing group

Purchasing document

• Purchasing document type

Block/cancellation reason

• Payment block reason

Currency

• Currency exchange rate
• Currency conversion factor
• Currency decimal places

Activities

Purchase Requisition activities

• Create purchase requisition
• Approve purchase requisition level
• Revoke approved purchase acquisition level
• Delete purchase requisition
• Restore purchase requisition
• Reject purchase requisition

Purchase order activities

• Create purchase order
• Set purchase order block
• Remove purchase order block
• Delete purchase order
• Restore purchase order
• Reject purchase order
• Approve purchase order level
• Revoke approved purchase order level
• Create purchase order item
• Set purchase order item block
• Remove purchase order item block
• Delete purchase order item
• Restore purchase order item
• Change purchase order item value
• Reject purchase order item by supplier

Goods movement activities

• Post goods receipt

Invoice activities

• Set invoice item payment block
• Remove invoice item payment block
• Create Invoice item
• Change Invoice item price
• Change Invoice item document date
• Change Invoice posting date
• Change Invoice item quantity
• Create Invoice

Accounting activities

• Create accounting document
• Set payment block
• Remove payment block
• Change payment terms
• Change payment due date
• Change payment assignment
• Change payment bank data
• Cancel payment
• Create incoming payment
• Create outgoing payment