9/23/2014

Procurement Card Process Flow - mySAP Supplier Relationship Management - SAP Library

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Procurement Card Process Flow

Purpose
In the Enterprise Buyer system, you can specify procurement card as the payment method when
purchasing items provided you are using the Materials Management functions in Enterprise Buyer . In
addition, you can manage settlements for purchases made using a procurement card, that is, you can
transfer the settlement file that the bank or card company sends you to the Enterprise Buyer system to
check that the contents are correct and specify account assignments.
Individual purchases can be subject to approval procedures that use the SAP Business Workflow .
See also: Procurement Card Archiving

Prerequisites

To specify procurement card as payment method:

You must be using the Materials Management functions in the Enterprise Buyer component.
You must have entered your procurement card details using the Create User transaction.
The settlement files are transferred to the Enterprise Buyer System and invoices and transaction
figures are transferred from the Enterprise Buyer system to the backend system via the ALE
interface.
You have set up the ALE distribution model in Customizing for the Enterprise Buyer System and
the backend system.
Menu path in the Implementation Guide (IMG): Supplier Relationship Management SRM
Server
Technical
Basic Settings

ALE Settings (Logical System)

The procurement cards must be set up so that the system can transfer the settlement information
from the card company and carry out updates in Accounting in the backend system.
You can use the information on the procurement cards to control the postings in Accounting and
validate the procurement card numbers on the banks settlement file. This information also provides
an overview of the cards issued, the assignment of cards to employees and an overview of
information such as the transaction limit or overall limit of a card and the approval workflow.
Menu path in the Implementation Guide (IMG): Supplier Relationship Management SRM
Server Procurement Card

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9/23/2014

Procurement Card Process Flow - mySAP Supplier Relationship Management - SAP Library

In the backend system, Accounting should be set up and the card company should be created as a
vendor.
If you want to create commitments, you must have specified this in Customizing:
Menu path in the Implementation Guide (IMG): Supplier Relationship Management SRM
Server Procurement Card Manage Commitments

Process Flow
1. You specify procurement card as payment method when creating a requirement coverage request.
2. The settlement data is transferred to the Enterprise Buyer system.
3. At the same time, the system generates an invoice for all purchases that were made using a
procurement card. The invoice is updated in accounts payable accounting in the backend system
and blocked for payment. The system can then pay the invoice during the payment run.
4. If the value of purchases made using the procurement card exceeds the value specified in
Customizing, the system places a work item in the cardholders Enterprise Buyer inbox when
updating the invoice. The cardholder checks the purchases made and can change the account
assignment if necessary.
5. If you want the manager to monitor expenditure as well, he or she receives a work item in his or her
inbox. When the manager has given his or her approval, the system posts the invoice to a G/L
account in Accounting.

The cardholder and the manager cannot reject items. If the settlement data contains
errors, you can leave the work item in its current status and take organizational
measures.
The system always generates the invoice.

Result
The transaction figures in Accounting in the backend system are updated. The system also generates an
invoice that it can pay in the payment run.

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