Creating a structured item list with Item Hierarchies

Foreword on the combination of GAEB and Item Hierarchies in SAP

With the use of SAP integration and S/4HANA, the function "Lean Services" can be used. This is helpful to represent structured item lists, specially for service items.

The structured item list is also taken into account for purchase orders and contracts in SAP. This allows you to create your structured item list with the hierarchy numbers automatically generated from SAP and all other information, including the quotation prices of your suppliers.

For more information about this function, please click here: Item hierarchies from SAP

Create a structured item list

Create or open an existing free text request and call up the "Items" tab.

You can find out how to create a free text request or find an existing one via the following links:
Creating a free text request / Displaying and opening the request lists

In the Items tab, select the Enable Title Structure function in the button bar.

On the left-hand editing page, you then have the possibility of structuring your item list with up to 4 titles and items. Create the first title by clicking on the folder icon. Insert a name for the title and click Create.

All other titles that you create via the folder icon as described above will be created on the same (top) level and numbered accordingly with 2, 3, 4, etc.

You can create additional subtitles (title 2 = hierarchy level 2) for an existing title. Up to four levels of structure (Titles 1 to 4) are possible. To create a subtitle, select the 3-dot buttons on the right side of the selected title and choose the option Add hierarchy.

To revise an existing title, choose Edit hierarchy from the context menu.

To delete an existing title, choose Delete hierarchy from the context menu.

Note:
The Delete hierarchy option deletes al titles, including all subtitles and items that are created under these hierarchy levels..

Once you have reached your desired hierarchy level, create your items using the plus icon on the right.

The details window for creating a free text item will open. Here you can enter all information of the item:

Enter the short description, the quantity, the base unit and the price quantity (mandatory fields)
If necessary, you can enter a long description. Type in the text in the "Long text" editor field.
Add attachments to your item that are specifically related to it.

The unit price and the total price resulting from the quantity and the price quantity is a calculation price for your evaluation in the price comparison list. It is not displayed to the suppliers when they prepare their quotation.

Select the option "Create another item" in the lower area of the dialog window, if you plan to create further free text items. After saving (button “Create”), a new dialog window automatically opens for creating another free text item.

If you have finished creating free text items, click on the button "Create". This will take you back to the overview of the item list and you will see your completed free text items.

Below the respective last title level, the positions are displayed. With the plus button you can open the details of the items and view the further information, as well as any additional attachments.

Example with 4 title hierarchy levels and items

Download an import template and import of several free text items

To create free text items, you also have the possibility of creating them using an import template. You can do your calculation in it and import the final result into FUTURA Smart. You can also use this to create your item list in a structured way and with title levels.

The import template is always available for download on the “Items” tab. You can also download it from here:

FSmart_import template for items.xlsx

The import file contains additional information as a note on the column options, as well as an example of how the item list should be structured. Fill it out with the mandatory criteria...

Example of an item list in Excel with 4 hierarchies

… and then import them into your request using the Import Item List button and function.

After the import, you can delete or edit individual items from the item list in the right area of the list. To do this, click on the garbage can button or on the pencil button.