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SAP S/4HANA - making purchasing activities easier, efficient and transparent

Schaeffler is digitizing its purchasing processes by implementing SAP S/4HANA software. SAP S/4HANA is a new solution making purchasing activities easier, efficient and transparent. New software replaces previous SAP R/3 system and will be introduced in the whole Schaeffler organization in upcoming years starting in August 2024 at our plant in Momo, in Italy, followed by Hirschaid, in Germany. New solution refers both to production and non-production materials. SupplyOn will remain the prioritized communication platform between Schaeffler and Direct Material Suppliers. Indirect Materials will be still handled via Coupa, as it is today.
Please find information about the changes relevant for the suppliers below.

New supplier numbers and new material number concept

Plants, which will have SAP S/4HANA rollout (firstly Momo, Italy and Hirschaid, Germany), will use only Business Partner ID as supplier number – new 7-digit supplier number.

Material numbers in the new solution will have new 10-digit format. Along with subsequent rollouts of SAP S/4HANA, all existing and active materials for specific plant or location will be migrated to the new system and will have new material numbers. Please find the details in the attached file.

New material number concept

Material numbers in the new solution will have new 10-digit format.

Fax as communication channel no longer availabe

With the implementation of SAP S/4HANA using fax as communication method will no longer be possible. All suppliers using fax will be switched to e-mail communication. Please make sure you provided the right e-mail address to Schaeffler.

All suppliers using fax will be switched to e-mail communication.

Coexistence phase

Rollouts of SAP S/4HANA will be conducted gradually in the next plants. During this process, there will be a Coexistence phase, where some locations are using the new S/4 system and some are using the current R/3 system. For suppliers delivering to different Schaeffler locations, it means receiving different data from different plants (e.g. handling two different types of the material numbers). Please take it under consideration and prepare if necessary.

CoEx phase will have the most influence on suppliers using EDI. If you are an EDI supplier, please enter the attached file.

EDI messages - solution

Rollouts of SAP S/4 HANA will be conducted gradually in the next plants.

Packaging material numbers and packaging data sheet

Information about the packaging will still be provided in the packaging data sheet, which layout changes slightly. Please find details about the packaging material numbers and PDS in the attached file.

Packaging material numbers and packaging data sheet

Information about the packaging will still be provided in the packaging data sheet.

Transactional data change

Purchase order and scheduling agreement numbers will have different range (no impact on EDI/SupplyOn connection). Newly created PO numbers will now start with “45”, SA numbers will start with “55”. Documents migrated from R3 will start with “M0” prefix and will contain the current number. The new ranges don’t affect the existing process flow.

PO and SA numbers will have different range (no impact on EDI/SupplyOn connection).

Changes for suppliers using SupplyOn as communication channel

The process of sending the documents stays the same. However, purchase orders and schedule lines will no longer be stored as PDFs in the Document Manager. The link in the PO, which guided to the document in pdf will not be active. Still, purchase orders can be displayed and downloaded as PDFs to see the details or to print out. It can be done using the standard functionality of SupplyOn Supply Chain Collaboration, which is available also currently.

Please find SupplyOn training materials here:

Infoportal | SupplyOn

Purchase orders and schedule lines will no longer be stored as PDFs in the Document Manager.

Invoicing

Please send one invoice for one delivery note and one purchase order.

For suppliers delivering to many Schaeffler locations: as document number ranges and material numbers change, please read the part “Coexistence Phase”.

Invoices should contain only one PO - it will enable processing them.

For suppliers delivering to many Schaeffler locations: as document number ranges and material numbers change, please read the part “Coexistence Phase”.

Support

Questions? Please reach out to your contact person at Schaeffler or raise your questions to our support.

Purchasing related questions: OR-HZA-S4us-Purchasing@schaeffler.com

Finance related questions to our plant in Momo for Schaeffler Italy: or-isk-APZilina@schaeffler.com

Finance related questions to our plant in Hirschaid for Schaeffler Technologies: OR-SWE-APWroclaw@schaeffler.com

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