¶ Creating and Managing Purchase Orders in SAP Fieldglass
SAP Fieldglass is a leading cloud-based Vendor Management System (VMS) designed to help organizations manage their external workforce and services procurement efficiently. One of the critical processes in SAP Fieldglass is the creation and management of Purchase Orders (POs), which serve as formal authorizations for the procurement of goods and services from suppliers or contingent workers.
This article explores how to create and manage Purchase Orders in SAP Fieldglass, highlighting best practices to streamline procurement workflows, ensure compliance, and optimize spend management.
¶ Understanding Purchase Orders in SAP Fieldglass
A Purchase Order in SAP Fieldglass is a legally binding document issued by a buyer to a supplier that defines the products or services to be delivered, along with quantities, prices, delivery dates, and payment terms. In the context of contingent workforce management, POs help control and track spend on external labor and services, ensure approval workflows are followed, and maintain audit trails for compliance.
- Log into your SAP Fieldglass portal.
- Navigate to Procurement or Purchase Orders from the main menu depending on your role permissions.
- Click on Create New Purchase Order.
- Select the relevant supplier or vendor from the supplier directory.
- If the supplier is not listed, follow your organization's protocol to onboard or add a new supplier.
- Attach any relevant documents such as Statements of Work (SOW), contracts, or quotes to the PO for reference and compliance.
- Submit the PO for internal approval as per configured workflow.
- SAP Fieldglass routes the PO to appropriate approvers automatically based on defined business rules.
- If changes are necessary (e.g., change in quantity, pricing, dates), submit a change request.
- The PO may need to be reapproved depending on the change type.
- Confirm delivery or service completion against the PO.
- SAP Fieldglass supports matching of time sheets or service confirmations to POs for validation.
¶ 2.4 Invoice Matching and Payment
- Supplier invoices are matched against POs and receipts.
- Any discrepancies can be flagged for resolution.
- Once matched and approved, payment processes are triggered.
- After full delivery and payment, close the PO to finalize the procurement cycle.
- Closed POs are archived for audit and reporting.
- Maintain Accurate Supplier Data: Keep vendor profiles updated to ensure smooth PO creation and communication.
- Leverage Templates: Use PO templates to speed up data entry and maintain consistency.
- Automate Approvals: Configure approval workflows to reduce bottlenecks and increase compliance.
- Monitor Spend: Regularly review PO reports to track budget adherence and identify cost-saving opportunities.
- Audit Trails: Use SAP Fieldglass’s built-in audit capabilities to ensure transparency and regulatory compliance.
Purchase Orders are a foundational element of procurement and contingent workforce management in SAP Fieldglass. By efficiently creating, managing, and closing POs within the system, organizations gain greater control over external labor spend, ensure compliance with procurement policies, and enhance operational efficiency. Leveraging SAP Fieldglass’s robust PO management features empowers businesses to optimize their external workforce programs and drive strategic sourcing outcomes.