LEARN STEP BY STEP · SAP SKILLS CENTRE

Your SAP learning path

Start with the free introductory lesson below. Continue through the planned course collection as new modules become available.

01 · FREE NOW — Procure-to-Pay foundations. Follow the business need, purchase order, goods receipt, invoice and payment.

02 · COMING SOON — Material and supplier data. Understand the records and organizational structure behind purchasing.

03 · COMING SOON — Purchasing in practice. Work through requisitions, purchase orders, approvals and PO history.

04 · COMING SOON — Goods movements and inventory. Explore partial receipts, stock transfers, returns and quantity differences.

05 · COMING SOON — Invoice verification. Investigate price variances, quantity mismatches and payment blocks.

06 · COMING SOON — Business scenarios and support. Connect procurement, warehouse and Finance through guided cases.

FULL COLLECTION · PLANNED PAID ACCESS

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FROM FOUNDATIONS TO BUSINESS SCENARIOS

Lesson 1: The Procure-to-Pay Cycle

FREE INTRODUCTORY LESSON · READ & PRACTISE

Your goal: explain how a business need becomes an order, a receipt, an invoice and an approved payment. No SAP system access is required for this introductory reading lesson.

01 / REQUEST — A warehouse needs 10 replacement pumps. A purchase requisition records what is needed, how many and when. This is an internal request; it is not the supplier order.

02 / ORDER — Purchasing creates a purchase order (PO) for 10 pumps at $200 each: $2,000 before tax. The PO defines the supplier, quantity, price, delivery date and location.

03 / RECEIVE — The warehouse checks the delivery and records what actually arrived. If 8 pumps arrive, record 8; the other 2 remain outstanding. Never record the expected quantity simply to match an invoice.

04 / VERIFY — Compare the supplier invoice with the PO and goods receipt. If the invoice bills 10 but only 8 arrived, investigate the 2-pump difference before payment. This is the idea behind a three-way match.

05 / PAY — Finance processes the approved amount when due, following the organization’s controls. Purchasing, warehouse and Finance share responsibility for the end-to-end process.

CHECK YOUR UNDERSTANDING

A PO is for 20 monitors at $150 each. Only 18 arrive, but the invoice bills 20. What receipt quantity is correct, and what needs investigation?

ANSWER — Record the 18 monitors received. Investigate the 2-monitor difference, worth $300 before tax, with the warehouse and supplier. Review the PO and delivery evidence before resolving the invoice.

KEY TERMS — Material master: shared material information. Supplier: the business providing goods or services. Plant: an organizational unit for operations and inventory. Storage location: a subdivision of a plant used to manage stock.

ADVANCED CASE · WHEN THREE EXCEPTIONS HAPPEN TOGETHER

A fictional maintenance business orders 100 pumps at $200 each. Only 80 arrive; inspection identifies 5 damaged pumps. The supplier invoices 100 at $210 each. Three issues must be resolved together: an incomplete delivery, damaged goods and an incorrect invoice.

WAREHOUSE — Record the physical receipt accurately. Document 80 delivered, separate the 5 damaged pumps under the agreed inspection procedure, and make only accepted stock available as policy permits. Keep evidence of quantities and condition.

PURCHASING — Track the 20 still outstanding. Agree whether the 5 damaged pumps will be returned or replaced, and confirm the agreed $200 unit price. Do not silently change the PO to fit an incorrect invoice.

FINANCE — Compare the $21,000 invoice with the $20,000 PO and receipt evidence. Investigate both the quantity and price differences. Apply the configured payment block or review process where required; do not assume every mismatch creates an automatic block.

SUPPLIER CORRECTION — Obtain the agreed replacement delivery, credit or corrected invoice. Update the relevant records and repeat the match. A credit changes the amount owed; a physical return changes the goods position. They are related but separate actions.

CONTROLLED OUTCOME — For this worked example, assume the parties agree to invoice only the 75 accepted pumps at $200: $15,000 before tax. Handle the remaining delivery and replacement quantities separately. Finance releases payment only after the required approvals.

WHY THE REVERSE ARROWS MATTER — A mismatch sends work back to the responsible team or supplier. Corrected documents return for another check. A review loop is different from reversing a posted goods movement or accounting document.

Independent SAP education by Cloud Architect and Research. This fictional case illustrates business decisions, not a universal posting sequence. Exact stock types, tolerances, returns, invoice blocks and approvals depend on configuration and company policy. No SAP certification or affiliation is implied.