Order to Cash and Purchase to Pay: how to look at the ”right” process!


We were excited to get all the cases out of the VBAK (O2C) and EKKO (P2P) and finally open the Variant explorer and see many wonderful processes. We added some Process Performance Indicators and start wondering: wow so many variants and so many different PPI values, what does this mean?
In our case the main differentiators were the different process flows we had within one data model. For example: Normally sales companies have hardly stocks and do a direct delivery process from the factory / warehouse to the customer. In some Sales units like in Japan they have own stocks and sell from that directly: so the process is completely different.
When you even take everything form VBAK you also have stuff like Credit Memo or Debit Memo in it. So this was getting really messy.
We needed to have a good filter / separator to be able to sort out all these different “processes”! We then set up a new formula and called it “Process types”. We use it as a sheet filter as well as in table as a separate column or in graphs.
You have two ways to set it up: based on activities which are unique for certain process flows (that is how we started). This has one mayor drawback: we saw a strange phenomena: in our case many “open cases” which “wrongly categorized”! The reason for that: the “unique activity” hadn’t shown up yet so at the early start the case was first put into the “wrong” process.
The only way to do it right was to go for:
Saved Formula “Process Type”

  1. Order typ in case that was 100% sure
    WHEN “VBAK”.“VBTYP” = ‘H’ THEN ‘Sales: Returns’
    WHEN “VBAK”.“VBTYP” = ‘L’ THEN ‘Sales: Debit Memo’
    WHEN “VBAK”.“VBTYP” = ‘K’ THEN ‘Sales: Credit Memo’
    WHEN “VBAK”.“VBTYP” = ‘B’ THEN ‘Sales: Quotation’
  2. For VBTYP C and I to use the “Positiontypes” in O2C. (VBAP"."PSTYV). We have more than 800 different Position types, so this is really cumbersome but the 100% sure way. The SAP consultants actually wondered themselves why the hell we do have so many different. At least a third is never used.
  3. We ended up with these different process type:
    a. Sales: Returns
    b. Sales: Quotation
    c. Sales: From Stock
    d. Sales: Direct Shipment
    e. Sales: Debit Memo
    f. Sales: Customer Related PUR.
    g. Sales: Credit Memo
    h. Sales: Else
    For P2P it was much simpler; look at the code below.
    WHEN “EKPO”.“RETPO” != ‘’ THEN ‘Return Process’
    WHEN “EKKO”.“BSART” = ‘ZRS’ THEN ‘Replacement Delivery’
    WHEN “EKPO”.“PSTYP” = ‘2’ THEN ‘Supplier Consigment’
    WHEN “EKPO”.“PSTYP” = ‘3’ THEN ‘Subcontract’
    WHEN “EKKO”.“BSART” = ‘UD’ THEN ‘Stock Transfer’
    WHEN “EKKO”.“BSART” = ‘EB’ THEN ‘Indirect’
    ELSE ‘Standard PO’
    What is of course an important trade off: you will have all processes in one data model and can use the “Process type” to concentrate on of kind of process in your specialized analysis /Cockpit.
    The VBAK is also a very good starting point for:
  • all Service processes with an Invoice.
    o Service: Installation
    o Service: Onsite Repair
    o Service: In-house Repair
    o Service: Else
  • For the Make to Order Processes (AFPO contains the Sales order number)
    o Production: Make to Order
    o Production: MTO and Direct Shipment

Did you had some other experiences with this kind of stuff?

Have :grinning: !