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SAP Recommended Procedure: External Service Procurement
A need for certain services arises in a user
department. The department will raise a requirement, via a framework
requisition. The framework requisition will contain a set of service
specifications with details of the necessary service(s) that have been planned.
The concerned authority, by means of a release strategy, will approve the
framework requisition. The framework requisition will be created using document
type NS.
The Purchase Department will run the open and
approved framework requisition list and raise RFQs (document type AN; number
range: 60000000000 - 69999999999), referencing the requisition, and float them
to various vendors. When quotations are received, the prices and rates will be
maintained in the system. The purchase manager will run the price comparison
list, and select the best-quoted price based on price and quality. The
framework order is placed with reference to the quotation.
The framework order will be created using
document type JSO. The number generated will range from (4200000000 – 4299999999).
The validity dates for the Framework order will be maintained, so that service
not performed within the validity period can be monitored. The total value of
the service will be specified and charged to the requesting cost centre during
the placement of the order. As the complete details of the total service are
not known, value limits will be defined, which will ensure that costs are not
exceeded. All other terms and conditions will be mentioned in the framework
order.
The framework order is approved by the concerned
authorities, based on predefined conditions and sent out to the vendor.
The services will be executed at the requesting
department. The department will maintain all details of the service that have
actually been performed by means of a service entry sheet. In doing so, the
framework order is to be referenced. This procedure accelerates the entry of
planned services in particular. Each individual service is recorded together
with quantities and values.
Due to the value limits defined for unplanned
services in the framework order, service specifications for such services can
be recorded at the time of their actual performance. The services are recorded
with their precise value, and the system checks that the limit has not been
exceeded.
The Commercial Department receives service
verification from user department and an invoice from the contractor and will
forward this to the finance department.
At the conclusion of the procurement process,
the service provider’s invoices are checked for correctness. This will involve
comparing the value from the accepted entry sheet with that shown in the
invoice. The invoice can be entered with reference to the framework order. Payment will be made against this invoice.
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