New feature for the Shipper: Multi-step dispute approval process

SAP Release: November 2022

Thanks to a new functionality released by SAP in November you can now enable a multi-step dispute approval process within SAP Business Network for Logistics.

A dispute can be approved in a single step by a basic user at the first level or sent to a supervisor at the next level for review based on the settings. The additional approval steps are enabled only when the disputed amount exceeds the threshold amount or percentage specified in the settings.

Example:

Settings were made for additional approval by a supervisor if a disputed amount exceeds 200 PLN.

A carrier created two different disputes:

Dispute 1: 150 PLN

Dispute 2: 300 PLN

A basic user accepts both disputes.

Dispute 1 is automatically resolved without any additional approval as the amount does not exceed the limit.

Dispute 2 goes for additional approval of the supervisor. Users on the notification list receive an
e-mail. Once it is approved the dispute will be resolved.

The multi-step dispute approval process in the system:

• A carrier creates a dispute for 300 PLN

• A basic user accepts the dispute

The dispute status changes to ‘For approval’

The basic user does not see the dispute in the ‘For Approval’ tab, but it is still visible in the ‘All’ tab

• The supervisor receives a notification with a Request for dispute approval

The dispute is visible in the ‘For approval’ tab

The supervisor can accept or reject additional costs.

If there are more than one disputed charge lines, the supervisor can respond to each of them separately. To do so choose the ‘Edit’ button.

Note: If the supervisor rejects the dispute, it is not yet resolved. First, it goes once again to the basic user for review. The dispute will be resolved only when the above limit costs are approved by the supervisor.

After approval, the disputed status changes to ‘Resolved’

Now we know how this functionality works in the SAP Business Network for Logistics system.

Next, I will present how to setup the multi-step dispute approval process in the system step-by-step:

Step 1 Set User Group in SAP IAS system

Note: To find more information about the SAP Identity Authentication System please check the link : Operation Guide | SAP Help Portal

Create a new group, add users who will be responsible for additional approval of disputes and define a name of this group. Please keep this name as we will need it later.

Step 2 Access your SAP BNL account and find your Ordering Party Number

How to easily find it:

Go to the ‘Manage Disputes’ app

Copy the number

Step 3 Create a location for this Ordering Party

Go to the ‘Manage Locations’ app

Check if there is a record for the Ordering Party ID, if not Create a new location

Make sure that the Location Type is ‘Business Partner’

Step 4 Set Approval Conditions

Go to the ‘General Settings’ app

Add Ordering Party

Choose ID from the list

Note: If your Location is not set as Business Partner, Ordering Party ID will not be visible at this point.

Go to the Approval Conditions section, add a new Group and fill in the necessary information.

Note: In the Approver Group field please enter exactly the same name as the User Group created in Step 1 in SAP IAS.

You can choose who will receive e-mail notifications, which currency and purchasing group this Approval Condition refers to.

Note: The system only sends email notifications about the dispute approval to users from the User Group from SAP IAS.

Additionally, you can decide if the Approval Condition depends on the threshold amount or percentage.

Examples:

Click the ‘Add’ button and then save the changes

Note: You can create multiple Approval Conditions Groups for the same Approver Group if you operate with different currencies.

Final remarks:

To see more information about SAP Business Network for Logistics Freight Collaboration I encourage you to visit: SAP Logistics Business Network, freight collaboration option | SAP Help Portal

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