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Enterprise Wide Information Systems Configuring SAP Instructor: Richard W. Vawter

Enterprise Wide Information Systems Configuring SAP Instructor: Richard W. Vawter. Objectives. The primary objective of this discussion is to show how the SAP R/3 Implementation Guide (IMG) can be used to aid the project team in configuring business transactions.

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Enterprise Wide Information Systems Configuring SAP Instructor: Richard W. Vawter

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  1. Enterprise Wide Information SystemsConfiguring SAPInstructor: Richard W. Vawter

  2. Objectives • The primary objective of this discussion is to show how the SAP R/3 Implementation Guide (IMG) can be used to aid the project team in configuring business transactions. • For simplicity, we will keep our focus on the Order process. • Upon completion of this topic, you should be able to: • Describe the various implementation and configuration tools available in the SAP R/3 system. • Anticipate how elements of the Customer Master are integrated and are used to control the SD processes. • Use elements in the Material Master to streamline COM. • How to configure the Billing process for data flow and price control.

  3. Topics • The Implementation Guide • Sales Orders and the Customer Master • Customizing the Material Master • Configuring the Billing Process

  4. Methods for Implementing & Configuring SAP SAP R/3 includes several tools to facilitate configuring SAP and continuing support . • The R/3 Reference Model - describes the business processes included in the standard R/3 system as well as the relationship among the different application modules. • The Implementation Guide (IMG) - guides users in matching their business requirements with the SAP standard software. • The Procedural model - is used as a navigator to guide you through the whole implementation and configuration process.

  5. The Implementation Guide • A tool that leads to a step-by-step customizing of selected parts (modules) of the R/3 system. • It guides the project team in matching the business requirements with the SAP standard software. • With the IMG project management functions... • Consultants in charge of implementation first decide which parts of R/3 are to be customized. • The system then automatically generates the needed hierarchical list of the customizing steps for achieving that customization.

  6. The Implementation Guide • Basis configuration takes place. • Global settings are set as default in the SAP system. • The structure is defined to match the organization’s business function. • Applications are created to meet business requirements. • Financial Accounting • Materials Management • Cross- application functions are developed. • Sales and Distribution • Human Resources

  7. SAP Reference IMG Enterprise IMG CO FI SD Project IMG CO CO PP CO MM MM FI FI MM PP Project 002 Additional needs, e.g. upgrade PP HR Project 002 Project 001 FI PS …. The Enterprise IMG • The Enterprise IMG is just a subset of the Reference IMG. • It is where all the customizing takes place.

  8. Transport Request Development system Test system Workbench organizer Implementation guide Sales organization 1 2 1 2 3 Sales organization 1 2 3 4 2 Sales documents 3 4 1 Versions 1 2 Sales documents 1 2 Customizing Objects • As a rule, you will have more than one SAP system. • Development system • Changes made in the development system are transported to the test system, then to the production system. • Test system • Production system

  9. Define the organizational elements • Assign the organizational elements Customizing - How to Proceed 1.Define the organizational structures in the IMG and name the individual organizational elements. 2.Assign the organizational elements.

  10. Topics • The Implementation Guide • Sales Orders and the Customer Master • Customizing the Material Master • Configuring the Billing Process

  11. Materials Mgmt. Production Planning Plant Maintenance Controlling Financial Accounting Project System Sales support Sales Master Data Customers Materials Bills of Materials Customer-Material Info Product Proposals Materials Mgmt. Financial Accounting Financial Accounting Controlling MM Data Warehouse PP PM MM CC FI FI FI PS CO How Master Data is Integrated in SD Processing

  12. Customer master data Material master data . . . . . Conditions Texts Sales order Control tables Origins of Data in Sales Documents • When you create a sales order, the system proposes most of the data from the master records.

  13. Sold-to party . . . . . . . . Ship-to party Partner Functions Employee Bill-to party Forwarding agent Payer Contact person Business Partners (Partner Functions) • Partners - someone you have a relationship with or have to communicate with. • Functions - each partner type has specific functions.

  14. Ship-to party Sold-to party Customer master Payer Bill-to party Business Partners - Customer Master • Essential business partners for a sales transaction are the sold-to party, ship-to party, payer and bill-to party. • They are stored in the customer master.

  15. General data FI SD Company code data Sales data Customer Master - 3 Major Data Views • Sales data - data specific to sales, e.g. sales, distribution, shipping. • Company Code data - financial accounting data. • General data - data assigned directly to a client so it’s available to the other two areas.

  16. Create sold-to party ACCOUNT GROUP 0001 Customer : C1 Sales organization : 0001 Distribution channel : 01 Division : 01 Account group : 0001 Field selection Number assignment One-line account: Yes/No Output proposal 0001 ACCOUNT GROUP 0001 Sold-to party 0002 Ship-to party 0003 Payer 0004 Bill-to party . . . Customer Master - Account Groups • Account Group codes define what information will be needed; what fields will be required. • A payer only needs address information, etc, while a sold-to party needs an address plus delivery address, etc.

  17. Address Communication Control data Payment transactions Data in the customer master record Sales Shipping Billing Partner usage Output General data Company code data Sales data IMG for Sales Hide Required Optional Display Sales group Statistics group Customer group Pricing procedure Product proposal . . . . Customer Master - Selecting Fields for Data Groups • Using field selection, you can define for each account group whether fields are optional or required. • You can suppress any fields which you do not require.

  18. Ship-to party • Payer • Bill-to party Account group 0001 Account group 0002 Account group 0003 Account group 0004 Sold-to party Payer Bill-to party Ship-to party Sales Shipping Billing Partner usage Documents Sales 1 - - - - - - - - - - - - - - - Documents Sales 1 Shipping Billing 2 - - - - - Documents Sales 1 - - - - - Billing - - - - - Documents 1. Controlling for authorization 2. Tax information Customer Master - Selecting Fields for Data Groups • Account groups are already set up in the R/3 system • Sold-to party • Specific fields are selected for each of these account groups • The selection of fields depends on the functionality of the partner function needed.

  19. Transaction fields marked as: Suppress Display Required Optional Suppress Suppress Suppress Suppress Suppress 1st priority Display Suppress Display Display Display 2nd priority Account group marked as: Required Suppress Display Required Required 3rd priority Optional Suppress Display Required Optional 4th priority Customer Master - Combination Rules in Field • The combination rule with the highest priority determines the respective field status.

  20. Unique node number ACME Co ACME Co ACME Co ACME Co ACME Co North South Northwest Central Northeast 4715 4714 4713 4712 4711 Customer 2742 Customer 2743 Customer 2744 Customer Hierarchies • Create hierarchies to reflect the structure of the customer organization. • Use customer hierarchies during sales order processing and billing for determining pricing.

  21. Topics • The Implementation Guide • Sales Orders and the Customer Master • Customizing the Material Master • Configuring the Billing Process

  22. Quantity/Value update Price control Variance for each plant  Description  Department  Internal/External POs Account assignment A Matl. type Material Materials - Material Types • The material type is part of the general data on a material. • The departments responsible for a material type determine which views must be maintained for a specific material.

  23. Transaction ? …………….. ………… ………… Procurement indicator Material type Field selection Plant Industry sector SAP components Selecting Fields for Materials - Influencing Factors • An individual control table is available for each influencing factor shown here and corresponds to a group of fields in the material master.

  24. Materials - Material Status • You can define different kinds of material status and for each status, how the system will react when an item is created in a sales document. Material Status Quotation Standard Order Discontinued part Technical defect . . . Error Warning Error Error

  25. Level 00001 Tools 1 0000100001 Electrical appliances 0000100002 Compressors 2 000010000100000001 Electric screwdrivers 000010000100000002 Electric drills 000010000200000001 Electric drills 000010000200000002 Electric drills 3 Product Hierarchies • Product hierarchies are used for pricing and analysis. • In the Standard SAP setup, they can be defined with up to 18 characters and three levels.

  26. Customer-Material Information Sales organization : 1000 Distribution channel : 01 Customer : C1 Material Description M1 Computer AG M2 Computer UG . . . . Customer-specific data Material Description M234 Computer 550C M598 Computer 1650B . . . . Sales order Sold-to Party: C1 Customer Matl Description Qty M234 Computer 550C 10 M598 Computer 1650B 3 Customer-Material Information • You can define customer-specific data for a material in a customer-material information record. This may incl: • cust.-specific matl. # • cust.-specific matl. description • etc.

  27. Product proposal : 5000002 Validity period : 01/01-12/31 Search term : SD product proposals Item Material Qty. 10 M1 40 20 M2 50 30 M3 30 Sold-to party: C1 Item Material Qty. 10 M1 40 20 M2 50 30 M3 30 Material or material + quantities Sales Order Proposing Items Using Product Proposal • Material combinations which you use frequently can be stored in product proposals.

  28. Computer Mouse Monitor CPU Keyboard Screen Casing Bill of Materials - An Example • By making the appropriate settings in Customizing, you can copy the components in the bill of material to a sales order as one “item”.

  29. Material master record Material BOM Equipment BOM Equipment master record Document BOM Document master record A Sales order Material Bill of Material - Bill of Material Categories • The bill of material category serves as a link to different objects. • You can create bills of material only for objects existing in the material master.

  30. Bill of Material - Where They Are Used • Item status controls how BOM items are processed in related application areas: • Production (operations) • Construction (technical data) • Pricing • Sales & distribution (order quantity) • Plant maintenance (maintenance information)

  31. Topics • The Implementation Guide • Sales Orders and the Customer Master • Customizing the Material Master • Configuring the Billing Process

  32. Invoice Pro forma invoice Cash sale Billing Types Invoice list Credit/debit memo Cancellations Returns Inter-company billing Billing Types • The billing type controls the entire billing document. • Billing types are dictated by the type of the reference document.

  33. Order Document Types Delivery Doc. Billing Documents Standard Order Type: OR Header Item: TAN Schd. line Type: LF Header Item: TAN Type: F2 Header Schd. line Cash Sales Quotation Returns Inquiry Credit Type: BV Type: QT Type: RE Header Item: REN Type: IN Type: CR Type: LR Type: RE Type: LR Type: RE Immediate The Billing Process • Each billing document requires a reference document.

  34. Std. Order Delivery Invoice Std. Order Delivery Invoice or Billing Documents • You can reference either an order or a delivery document when creating an invoice. • This is configured in the IMG by the item category.

  35. Credit request Credit memo Debit request Debit memo Order Delivery Invoice or Credit / Debit Memos • However, with credit / debit memos, you can only reference the credit / debit requests (sales documents).

  36. or Credit request Credit memo Sales Order Delivery Invoice Returns delivery Returns • Credit memos are created with reference to the returns (sales documents) and NOT to the returns delivery.

  37. For example - payer - item number - prices - texts Order Delivery Invoice For example - ship-to party - quantity - texts Doc. flow Data flow Data Flow • You can influence the data flow from reference documents to billing documents by: • Billing types • Copying control for header • Copying control for items

  38. Target Source Billing Delivery type type Target Source Source Billing Delivery Item type type category Header F2 LF Item F2 LF TAN Copy Control • As just mentioned, how data is transferred in the billing process can be influenced by the copy control data.

  39. Billing Billing Quantity With reference to an order Delivery quantity minus quantity already invoiced With reference to a sales document Order quantity minus quantity (e.g., credit memo) already invoiced With reference to a delivery Delivery quantity minus quantity (e.g., billing doc. Types F1 and F2) already invoiced Pro forma invoice F5 Order quantity Pro forma invoice F8 Delivery quantity Billing Quantities • Delivery and order quantities are referenced in billing. • You can create a billing document with reference to an order for quantities already delivered.

  40. Invoice A M1 10 pc 10 x 9.50 Manual discount Invoice B M1 10 pc 10 x 10.50 Discount 2 % Invoice C M1 10 pc 10 x 10.50 Discount 2 % & manual Invoice D M1 10 pc 10 x 9.00 Manual discount Discount from 50.00 1 % - 100.00 2 % - Price: Material M1 from 1.pc 10.00 10.pc 9.50 20.pc 9.00 Price: Material M1 from 1.pc 11.00 10.pc 10.50 20.pc 10.00 Order M1 20 pc 20 x 9.00 Manual discount January March Delivery M1 10 pc Pricing type: A Price components are copied and updated (scale redetermined). B Pricing is carried out again. C Manual price components are copied, pricing carried out for all other components. D Price components are copied as is from the reference document. Pricing in Billing Documents • You can specify a pricing type for each billing document type and item category.

  41. Key Points (1) • The Implementation Guide (IMG) enables the project team to match the business requirements with the SAP standard software and customize the transactions to the needs of the organization. • You can minimize the time an effort needed to create sales documents by thoroughly maintaining the customer master and defining all types of business partners. • The account group allows you to select data fields for maintaining the master data. • By classifying materials by material types, you can specify which views for a material are to be maintained.

  42. Key Points (2) • When maintaining material master records, you can specify (in the IMG) which fields are to appear, to be required or optional, or are to be blocked. • You can store customer-specific information on individual materials (e.g. customer material numbers and descriptions) in customer-material information records. This enables you to create orders using material numbers specified by the ordering party. • When you frequently sell combination of materials, you can simplify sales order creation by creating product proposals. • You can also create BOM’s to combine several materials for use in SD.

  43. Key Points (3) • Billing documents always reference a previous document. • Reference documents will dictate the billing document type. • The flow of data is controlled: • by the programs • by billing types • by copying control tables • You can determine copying control at: • the header level • the item level

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