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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

Enterprise Wide Information SystemsConfiguring SAPInstructor: Richard W. Vawter

objectives
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.
topics
Topics
  • The Implementation Guide
  • Sales Orders and the Customer Master
  • Customizing the Material Master
  • Configuring the Billing Process
methods for implementing configuring sap
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.
the implementation guide
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.
the implementation guide6
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
the enterprise img

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.
customizing objects

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
customizing how to proceed

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.

topics10
Topics
  • The Implementation Guide
  • Sales Orders and the Customer Master
  • Customizing the Material Master
  • Configuring the Billing Process
how master data is integrated in sd processing

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
origins of data in sales documents

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.
business partners partner functions

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.
business partners customer master

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.
customer master 3 major data views

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.
customer master account groups

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.
customer master selecting fields for data groups

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.
customer master selecting fields for data groups18

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.
customer master combination rules in field

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.
customer hierarchies

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.

topics21
Topics
  • The Implementation Guide
  • Sales Orders and the Customer Master
  • Customizing the Material Master
  • Configuring the Billing Process
materials material types

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.
selecting fields for materials influencing factors

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.
materials material status
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

product hierarchies

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.
customer material information

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.
proposing items using product proposal

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.
bill of materials an example

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”.
bill of material bill of material categories

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.
bill of material where they are used
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)
topics31
Topics
  • The Implementation Guide
  • Sales Orders and the Customer Master
  • Customizing the Material Master
  • Configuring the Billing Process
billing types

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.
the billing process

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.
billing documents

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.
credit debit memos

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).
returns

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.
data flow

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
copy control

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.
billing quantities

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.
pricing in billing documents

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.
key points 1
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.
key points 2
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.
key points 3
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