Introduction to SAP ERP using GBI
Summer Workshop Series 2014
California State University, Chico
Global Bike Incorporated
An SAP University Alliances Fictional Company
STORY
Global Bike Inc.
Background and overview of GBI strategy and operations.
Product
MOTIVATION
PREREQUISITES
SAP ERP
G.B.I.
Release 6.04
A general understanding of GBI
(the company) prior to embarking
on hands-on exercises and case
studies in the SAP ERP client is
critical for success.
None.
Level
Undergraduate
Beginner
Focus
Company Background
NOTES
None.
This narrative provides a historical
background for how GBI began
and an overview of its operations
and strategy. This information will
be used extensively throughout the
curriculum material.
Authors
Simha Magal
Stefan Weidner
Simha Magal
Version
2.01
© SAP AG
CASE STUDY
GBI Company History
Task Get to know the company’s history.
Time 15 min
Short Description Read the below narrative to learn about the company’s history.
Global Bike Inc. has a pragmatic design philosophy that comes from its
deep roots in both the off-road trail racing and long-distance road racing
sports. Nearly 20 years ago, its founders designed their first bikes out of
necessity—they had races to win and the bikes that were available at the
time did not perform to their extremely high standards. So, they took
matters into their own hands and built legendary bikes that would outlast
and outperform the competition. From these humble origins, Global Bike
Incorporated was born and continues to deliver innovative highperformance bicycles to the world’s most demanding riders.
Notes
This heritage of entrepreneurial spirit and quest for design perfection is still
the cornerstone of GBI’s corporate philosophy. GBI produces bikes for the
most demanding competitors—whether the competition is on pavement or
dirt, for money, fame or just bragging rights.
John Davis earned his racing scars in the mountain racing circuit in
America, where he won numerous downhill and cross-country
championships. Early on, John realized that the mass-produced bicycles
available were inadequate in many ways for the type of racing he was
doing. So, John stripped four of his old bikes down to the bare metal and
rebuilt them into a single “Frankenstein” bike that he rode to win the
national championship. Once news of his Frankenstein bike got out,
John’s friends and even his competitors began asking him to build them a
Frankenstein bike too. While recovering from an injury in 1990, John
started producing the first series of Frankenstein bikes in his garage—each
one custom-built from cannibalized parts from other bikes. As more and
more orders came in, John successfully expanded Frankenstein Bikes from
his garage operations into a full-blown manufacturing facility in Dallas and
began producing custom trail bikes which he sold through a network of
specialized bike dealers throughout the country.
At nearly the same time, halfway around the world in Heidelberg,
Germany, Peter Schwarz was studying engineering and competing in
regional touring races on weekends. In between his races and studies,
Peter worked at a bike shop in Heidelberg, fixing student bikes and tuning
the touring bikes that he and his friends rode for competitions. As Peter’s
reputation as a fierce competitor and mechanical wizard grew, he also
began to design and build road bikes based on an ultra-light composite
frame that he had created for one of his engineering courses. Peter’s
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CASE STUDY
innovative use of carbon composite materials allowed him to build a frame
that was significantly stronger and one tenth the weight of competing
frames. As a student, Peter did not have a great deal of financial resources,
so he partnered with a local company that manufactured his frame designs
as a contract manufacturer. Soon, Peter’s frames were being used by racers
all over Europe and he started Heidelberg Composites to market and design
frames which would be fabricated by a contract manufacturer on a larger
scale. Heidelberg Composites sold its frames to specialized bike stores
throughout Europe and directly to racing teams, eventually becoming the
leader in lightweight touring frames in Europe.
Through a twist of fate, Peter and John met each other in 2000 and
immediately recognized their mutual passion for performance and
complimentary business models. Each had been looking for a partner in
another racing field and each had been looking for a partner in a different
market. They quickly realized that a merger between their two companies
would be extremely synergistic and that the combination of their product
lines and regional distribution channels would generate a great deal of
efficiencies.
So, in 2001, Heidelberg Composites and Frankenstein Bikes merged to
form Global Bike Incorporated. Today, John and Peter share the
responsibilities for managing GBI’s growing organization as co-CEO’s.
John is responsible for sales, marketing, service & support, IT, finance and
human resources groups and Peter is responsible for research, design,
procurement and manufacturing groups from an organizational reporting
perspective.
Figure 1:
Organizational Structure
However, GBI is a process-centric organization, so John and Peter prefer to
think of the processes that they are responsible for, rather than the
functional areas of the company that report to them. From this perspective,
Peter is responsible for Idea-to-Market and Build-to-Stock and John is
responsible for Order-to-Cash and Service & Support, as well as the
supporting services for all four key processes. The simple way to look at
their responsibilities would be to say that Peter spends money and builds
products and John sells products and brings in money.
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CASE STUDY
Figure 2:
Enterprise Process Map
© SAP AG
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CASE STUDY
GBI Corporate Overview
Task Develop an organigram for GBI’s enterprise structure.
Time 15 min
Short Description Read the below narrative to gather all relevant information for sketching
GBI’s current company structure.
Due to several tax and export issues, GBI’s headquarters is located in
Dallas and GBI is registered as a US company, following US GAAP
accounting standards. GBI operates a subsidiary company, GBI Europe,
which is based in Heidelberg and is subject to IFRS accounting standards
and German tax regulations.
Notes
Material planning, finance, administration, HR and IT functions are
consolidated at the Dallas headquarters. The Dallas facility manufactures
products for the US and export markets and its warehouse manages product
distribution for the central US and internet retailers. GBI also has
warehouses for shipping and export in both San Diego and Miami. San
Diego handles West Coast distribution and exports for Asia, while Miami
handles East Coast distribution and Latin America exports.
GBI Europe has its headquarters in Heidelberg Germany. The majority of
research and development is housed in the Heidelberg offices. Heidelberg
is also the main manufacturing facility for GBI in Europe. The Heidelberg
warehouse handles all shipping for southern Europe. The Hamburg
warehouse handles all shipping for the UK, Ireland, Middle East and
Africa. GBI sells its bikes throughout the world and employs
approximately 100 people, 2/3rds of the employees are in the US and the
remaining 1/3 in Europe.
Organigram
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CASE STUDY
GBI Product Strategy
Task Get familiar with GBI’s product strategy.
Time 15 min
Short Description Read the below narrative about GBI’s product strategy.
GBI is a world class bicycle company serving the professional and
“prosumer” cyclists for touring and off-road racing. GBI’s riders demand
the highest level of quality, toughness and performance from their bikes
and accessories.
Notes
Product development is the most critical element of GBI’s past and future
growth. GBI has invested heavily in this area, focusing on innovation,
quality, safety and speed to market. GBI has an extensive innovation
network to source ideas from riders, dealers and professionals to
continuously improve the performance, reliability and quality of its
bicycles.
In the touring bike category, GBI’s handcrafted bicycles have won
numerous design awards and are sold in over 10 countries. GBI’s signature
composite frames are world-renowned for their strength, low weight and
easy maintenance. GBI bikes are consistently ridden in the Tour de France
and other major international road races. GBI produces two models of
their signature road bikes, a deluxe and professional model. The key
difference between the two models is the type of wheels used, aluminum
for the basic model and carbon composite for the professional model.
GBI’s off-road are also recognized as incredibly tough and easy to
maintain. GBI trail bikes are the preferred choice of world champion offroad racers and have become synonymous with performance and strength
in one of the most grueling sports in the world. GBI produces two types of
off-road bike, a men’s and women’s model. The basic difference between
the two models is the smaller size and ergonomic shaping of the women’s
frame.
Figure 3
GBI Finished Products
GBI also sells an accessories product line comprised of helmets, t-shirts
and other riding accessories. GBI partners with only the highest quality
suppliers of accessories which will help enhance riders’ performance and
comfort while riding GBI bikes.
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CASE STUDY
Figure 4
GBI Trading Goods
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CASE STUDY
GBI Manufacturing Strategy
Task Get familiar with GBI’s manufacturing strategy.
Time 10 min
Short Description Read the below narrative about GBI’s manufacturing strategy.
GBI operates two production facilities, Dallas and Heidelberg. Each
facility has three assembly lines and can produce around 1000 bikes per
year. Total production capacity is roughly 6000 bikes per year, but can be
increased by 15%-20% by using overtime hours and part-time workers.
Notes
GBI has outsourced the production of both off-road and touring frames and
the carbon composite wheels to trusted partners who have specialty
facilities to fabricate the complex materials used. GBI maintains very
collaborative research and design relationships with these specialty partners
to ensure that innovations in both material and structural capabilities are
incorporated into the frames. GBI primarily assembles semi-finished
goods into finished goods at its production facilities. Finished goods are
either stored in the local warehouse or shipped to other regional distribution
centers to fulfill customer orders.
Figure 5
GBI Raw Materials
GBI Semi-Finished Goods
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CASE STUDY
GBI Distribution Network
Task Get familiar with GBI’s distribution network.
Time 10 min
Short Description Read the below narrative about GBI’s distribution network.
Given the highly specialized nature of GBI’s bicycles and the personalized
needs of riders, GBI sells its bikes exclusively through well-known and
respected Independent Bicycle Dealers (IBDs). These dealers employ staff
members who are experts in off-road and tour racing to help consumers
choose the right GBI bike and accessories for their individual needs.
Notes
Figure 6
GBI Customers in
US and Germany
Due to the highly technical nature of its products, GBI has embraced the
Internet primarily as an information channel, maximizing its potential for
educating consumers and partners and marketing its products to a large
audience.
Since GBI’s main sales channel is through specialty resellers and there are
complex tax issues associated with selling in multiple states and countries,
they have a limited amount of internet sales.
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CASE STUDY
GBI Partner Network
Task Get familiar with GBI’s partner network.
Time 10 min
Short Description Read the below narrative about GBI’s partner network.
GBI has established an extensive partner operation to ensure process
continuity between GBI and its partners to deliver best-in-class products for
its customers. Special attention has been paid to nurturing strong
relationships with suppliers and GBI is generally the largest customer of its
main suppliers.
Notes
Figure 7
GBI Vendors in
US and Germany
© SAP AG
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CASE STUDY
GBI IT Strategy
Task Get familiar with GBI’s IT strategy.
Time 5 min
Short Description Read the below narrative about GBI’s information technology stratey.
During 2009, GBI integrated a shared services model for all IT functions,
located in the Dallas office. Along with this move to centralized IT, GBI
also implemented SAP ERP (version 6.0). Prior to this, divisions were
running multiple, independent application environments. All ERP functions
are centralized with the primary objectives to reduce costs and deliver bestin-class technology to all divisions globally. This centralized approach
offers GBI an advanced business platform under a highly controlled
environment, which enables consistency of operations and process integrity
across the globe.
© SAP AG
Notes
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NAVIGATION
Navigation Course
Introduction to Navigation in SAP Solutions and Products
Product
MOTIVATION
LEARNING METHOD
SAP Business Suite 7.0
This material explains how to
navigate in SAP systems. It is
aimed at students at universities,
universities of applied sciences
and other educational institutions
with no previous experience of
SAP software. It can be used in
the classroom or for self-study.
The learning method used is “guided
learning.” This is a suitable method
because navigating in SAP systems
is a fundamental skill but also very
complex.
Level
Undergraduate
Beginner
Focus
SAP ERP 6.0 EhP4
Navigation
Author
Stefan Weidner
Version
2.11
On completion of the course,
students will be able to navigate
through the user interface to work
on business processes and case
studies on their own.
The material also serves as a
reference for occasional users of
SAP systems.
The benefit of this method is that
knowledge is imparted quickly.
Students also acquire practical skills
and competencies. Similar to a case
study, this method explains a
process or procedure in detail.
Exercises at the end enable students
to put their knowledge into practice
and remember it better.
© SAP AG
NAVIGATION
Logging on
Task Log on to the system.
Time 10 min
Short Description Use the SAPGui to log on to the SAP system.
Find and double-click this icon on your desktop. If it is not there,
choose Start ► All Programs ► SAP Front End ► SAP Logon
SAP Logon
A dialog box similar to the one shown on
the right appears. The list of systems may
be longer than in the dialog box shown
here. Select the SAP system specified by
your lecturer and choose Log on or Enter.
The logon screen appears. The system
requests the client, your user, password,
and preferred language.
Client: _ _ _
User: _ _ _ _ _ _ _
Password: _ _ _ _ _ _ _
Language: _ _
Before you log on, you need to know the definition of the term “client.”
Client
SAP systems are client systems. With the client concept several separate
companies can be managed in one system at the same time.
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NAVIGATION
Clients are the highest organizational level in the system. In business
terms, each client can represent a group of companies, a company, or a
firm – regardless of the size of the organization. In commercial,
organizational and technical terms, a client is therefore a self-contained
unit with separate master records and its own set of tables. In SAP systems,
different clients are identified by their client numbers.
Use the client number given by your instructor. For you to be able to log on
as a user, a user master record must be created for you in the relevant
client. For reasons of access protection, you must enter a password when
you log on. Your password entry is case-sensitive.
SAP systems are multilingual. Choose the language for your session in the
Language field. Then choose or Enter.
Logon screen
When you log on for the first
time, the system requests you to
change your password. To
confirm your new password,
choose
or Enter.
The first time you log on you will
see a copyright note. Confirm it with
or Enter. The initial screen with
the SAP Easy Access menu appears.
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NAVIGATION
Initial Screen
Task Get familiar with the SAP system screen.
Time 10 min
Short Description Identify and familiarize with each element of the SAP system screen.
This is the initial screen as described in more detail below.
Initial Screen
Menu Bar
Menu Bar
Menus shown in the menu bar are related to the application you are using;
that is, they are context-sensitive. Most menus have submenus.
Standard Toolbar
Standard Toolbar
Icons in the standard toolbar are available on all screens. Icons that you
cannot use in the current application are grayed out. When you hover the
cursor over an icon, a quick info text appears.
Title Bar
Title Bar
The title bar displays the name of the transaction you are currently using.
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NAVIGATION
Application Toolbar
Application Toolbar
The application toolbar contains icons applicable to the transaction you are
currently using.
SAP Easy Access Menu
SAP Easy Access Menu
The SAP system displays the SAP
Easy Access menu on the start
screen as standard. It enables you
to navigate in the system using a
clear tree structure. Click on the
small arrows to expand the menu
tree. The menu tree is specific to
your role (business function in the
company).
Status Bar
Status Bar
The status bar shows information about the current system status as well as
warning and error messages.
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NAVIGATION
Logging off
Task Log off the system.
Time 5 min
Short Description Log off the SAP system.
Choose System ► Log off to end the
current session. The confirmation
prompt shown on the right informs
you that unsaved data will be lost.
Once you are certain that you have
saved all entries, you can confirm the prompt by choosing Yes.
© SAP AG
Log off
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NAVIGATION
Introduction to ERP systems
Task Get familiar with the terminology of ERP systems.
Time 5 min
Short Description Get familiar with the terminology of ERP systems.
Before you get started in the SAP system, you need to know the definition
of various terms in the ERP context.
ERP terminology
Business scenario: a group of related business transactions belonging to a
particular organizational area that fulfill a related purpose in the company,
for example preparation of the balance sheet, personnel administration,
purchasing, service, or production.
Business scenario
Organizational unit: organizational grouping of areas of the company that
belong together for legal or other business reasons. Examples of
organizational units are company, sales office, and plant.
Organizational unit
Master data: data stored in the system over a long period of time for
business processes. Examples are customer, material, and supplier.
Master data
Transaction data: transaction-specific data that is short-lived and assigned
to certain master data, for example a customer. Transaction data created
when executing transactions is stored as documents. Examples of
documents are sales order, purchase order, material document, and posting
document.
Transaction data
Transaction: an application program that executes business transactions in
the system, such as create sales order or post incoming payments.
Transaction
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NAVIGATION
Practical work with the SAP system
Task Get familiar with SAP’s transaction and session concept.
Time 10 min
Short Description Run SAP transactions using three different ways. Create and close sessions.
There are three ways of calling transactions in the SAP system.
SAP Easy Access Menu
Transaction concept
SAP Easy Access Menu
You use the tree structure of SAP’s
Easy Access menu to navigate to a
transaction. You then double-click on
the transaction to run it.
Favorites
Favorites
If you use a transaction frequently, you can use drag&drop to add it to your
favorites (or choose Favorites ► Add). You can then double-click it to run
it without having to navigate through the SAP Easy Access menu. Read the
Favorites chapter for more hints on the Favorites folder.
Transaction code
Transaction code
A transaction code is assigned to each transaction (not each screen) in the
SAP system. The Transaction code chapter has more hints on displaying
and finding these codes and other navigation options.
Note: The command field in
or
which you enter transaction
codes can be found in the top-left corner. Click the small arrow symbol to
display/hide it.
The standard toolbar features five important icons:
(also
)
Icons
Corresponds to the Enter key and confirms your entries
Saves your entries on the current screen/transaction
Corresponds to the Escape key and takes you to the
previous screen
Exits the current transaction
(also
© SAP AG
)
Cancels the transaction (in case of system problems)
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NAVIGATION
When you leave a transaction
by choosing
,
, or ,
this dialog box may appear.
Make sure that there is no
unsaved data in your current
session and choose Yes to
acknowledge the message.
In some cases it makes sense to work with two or more transactions at the
same time. In SAP systems, you can open up to six sessions simultaneously
with real parallel processing.
To open a new session, choose
To close a session, choose
© SAP AG
Sessions
or System ► Create Session.
or System ► End Session.
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NAVIGATION
Help
Task Get familiar with SAP’s help functions.
Time 10 min
Short Description Use the F1 and F4 help as well as the SAP Help Portal.
Several types of help are available in the SAP system. The most frequently
used ones are the F1 and F4 keys.
F1 and F4 help
F1 provides you with explanations for fields, menus, functions, and
messages. In the F1 help, you can choose
to get technical information.
F1
F4 gives you information and possible entries. You can also use the F4
F4
help by choosing
directly right of a selected field.
The Help menu contains more help.
Choose Application Help for contextsensitive help on the transaction you are
currently using. Choose SAP Library to
open the online SAP Library. You can
find it on the Internet at help.sap.com.
Choose Glossary to open the extensive glossary of SAP terminology.
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NAVIGATION
Favorites
Task Get familiar with the SAP Favorites folder.
Time 5 min
Short Description Learn how to add and delete objects to the SAP Favorites folder.
Besides adding transactions to your favorites, as described in the Practical
work chapter, you can add objects such as folders, reports, files, and Web
addresses.
Other Objects
By clicking Favorites with the right
mouse button, you can create your own
hierarchical folder structure.
You can also add other objects (URL,
BSP, mail system, SAPscript). You
choose the applicable objects in the
dialog box and enter the relevant data
in the fields.
Here is an example of how to add a website to your favorites.
Website
To add the SAP UA Community
Portal link to your favorites, click
Favorites with the secondary mouse
button. Choose Add other objects
then Web Address or File. In the
dialog box, enter a name and the URL
shown below. To confirm, choose .
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NAVIGATION
Transaction codes
Task Get familiar with SAP transaction codes.
Time 10 min
Short Description Learn how to effectively make use of SAP transaction codes.
The quickest way to run a transaction in the SAP system is to enter the
transaction code. Every transaction has a code, which generally has four
characters. To find these, make the following settings.
If you know the code for a transaction, you can
enter it in the command field in the upper left
corner of your screen. After choosing Enter the initial screen of the
transaction appears.
Transaction code
Transaction code field
You can use various control parameters to influence what happens to the
session when you call a transaction.
/n
Exits the current transaction
/i
Closes the current session
/n
/i
/o
/o
Opens a new session
You may combine these with the transaction codes. For example, /oMM03
opens a new session and calls transaction Display Material.
You can also search for transactions (or transaction codes) in the SAP
system using transaction SEARCH_SAP_MENU.
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SEARCH_SAP_MENU
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NAVIGATION
Choose a text you would like to search for in the SAP Easy Access Menu
and click on .
The search results are displayed in a list. There you find the transaction
code (in some cases there are none assigned) and the path in the SAP Easy
Access Menu (read from bottom to top).
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NAVIGATION
Exercises
Task Get familiar with navigation using practical exercises.
Time 20 min
Short Description Apply what you have learned in the SAP system.
After completing these exercises you will be able to
•
log on to an SAP system,
•
identify transaction codes,
•
access information in the SAP library,
•
use the F1 and F4 help,
•
make various user-defined settings and
•
maintain your Favorites folder.
1. Log on to the system
Learning objectives
Log on
Choose the system used for this course in your SAPGui. Use the client,
user name, initial password, and logon language given by your instructor.
When you log on for the first time, a dialog box appears in which you enter
your new individual password twice.
Client: _ _ _ User: GBI-### Password: (from your instructor)
2. User-defined settings
User-defined settings
2.1 In the menu bar, choose Extras ► Settings and select the indicator
Display technical names.
2.2 In the standard toolbar, choose
(far right). Under Options, select
both check boxes “Show Success
Messages in a dialog box” and “Show
warning messages in a dialog box”
2.3 In the status bar, on the far right
bottom click on the triangular symbol
and choose Transaction. After doing
so, the code of the transaction you are
currently using is always displayed.
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NAVIGATION
3. Sessions
Sessions
What is the maximum number of sessions (windows in the SAP system)
that you can open in parallel?
Number: _____
Close all but two sessions.
4. Transactions
Transactions
What are the names of the transactions that you reach from the SAP Easy
Access Menu and what are the transaction codes for calling them?
Logistics ► Materials Management ► Material Master ► Material ►
Display ► Display Current
Transaction title:
Transaction code:
Accounting ► Financial Accounting ► Accounts Receivable ►
Master Records ► Display
Select Customer 1000 in Company Code US00 and press Enter or
.
1000
US00
Transaction title:
Transaction code:
What transactions do you call with the following transaction codes?
VA03:
MMR1:
VA03
MMR1
ME01:
ME01
MM02:
MM02
5. Favorites
To organize your favorites in folders you first need to create folders (topic
areas): Favorites ► Insert Folder. Give the folder a name. You can create
as many folders as you like. You can move folders using drag&drop.
To create favorites, find particular functions (transactions) in the SAP Easy
Access menu you need for your daily work. Select a transaction and choose
Favorites ► Add to add entries to your favorites list. You can also move
them (Favorites ► Move). Moreover, you can add and move favorites
using drag&drop.
© SAP AG
Favorites
Insert folder
Add favorites
Move favorites
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NAVIGATION
Add the following transactions to your favorites.
MMR1 – Create Raw Material using menu path:
Logistics ► Materials Management ► Material Master ► Material ►
Create (Special) ► Raw Material
MMR1
MM03 – Display Material using menu path:
Logistics ► Materials Management ► Material Master► Material ►
Display ► Display Current
To add URLs click on Favorites in the SAP menu with the secondary
mouse button and choose Add other objects. Choose Web Address or File
and confirm by pressing Enter.
MM03
Add other objects
Create a link to the SAP UA Community portal!
http://uac.sap.com
6. Help
Help
F1 help
Run transaction VA01 and click in the Sales Organization field. Then,
press the F1 key.
VA01
What is a sales organization (in a few key words)?
F4 help
Close the dialog box with the definition of a sales organization. Do not
leave the initial screen of transaction VA01. Click in the Distribution
Channel field. What are the names of the first three distribution channels
listed and which sales organization are they assigned to?
SOrg
DChl
Name
1.
2.
3.
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NAVIGATION
OPTIONAL 7. Parameter settings
Parameters
Choose System ► User Profile ► Own Data. On the Maintain User Profile
screen, choose the Parameters tab.
In a second session, choose:
Logistics ► Materials Management ► Inventory Management ►
Goods Movement ► Goods Issue
In the Enter Goods Issue: Initial Screen, click in the Plant field and choose
F1. In the Performance Assistant screen that is displayed next, click on the
symbol to view technical information. Note down the parameter ID
given in the Technical Info screen.
Plant
Switch to the first session.
Enter the parameter ID and the associated plant (ask your instructor).
Confirm by choosing Enter. Do not leave the screen.
Repeat the procedure above for the Storage Location field. Ask your
instructor for the correct value again.
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Storage Location
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NAVIGATION
Solutions
Task Get familiar with navigation using practical exercises.
Time 10 min
Short Description Apply what you have learned in the SAP system.
1. Log on to the system
Log on
Log on to the client indicated by your instructor and change your initial
password.
2. User-defined settings
User-defined settings
Make the user-defined settings described in the exercise.
3. Sessions
Sessions
To open and close sessions, choose System ► Create Session (or
System ► End Session.
) and
Depending on the SAP system settings between 2 and 30 sessions can be
opened in parallel. The default value is set to a maximum of six parallel
sessions per user.
4. Transactions
Transactions
Logistics ► Materials Management ► Material Master ► Material ►
Display ► Display Current
Transaction title:
Display Material (Initial Screen)
Transaction code:
MM03
Accounting ► Financial Accounting ► Accounts Receivable ►
Master Records ► Display
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NAVIGATION
Transaction title:
Customer Display (Initial Screen)
Transaction code:
FD03
VA03:
Display Sales Order: Initial Screen
MMR1:
Create Raw Material (Initial Screen)
ME01:
Maintain Source List: Initial Screen
MM02:
Change Material (Initial Screen)
5. Favorites
Favorites
Choose Favorites ► Insert Folder to create a folder with a name of your
choice.
Add transactions MMR1 and MM03 to your favorites.
Create a link to the SAP UAC portal (http://uac.sap.com) in your favorites.
6. Help
Help
F1 help
A sales organization is an organizational unit responsible for the sale of
certain products or services. The responsibility of a sales organization may
include legal liability for products and customer claims.
F4 help
SOrg
DChl
Name
DN00
IN
Internet
DN00
WH
Wholesale
DS00
WH
Wholesale
DN00 is the sales organization for Northern Germany, DS00 for Southern
Germany. Accordingly, UE00 is GBI’s sales organization for the Eastern
US and UW00 for the West.
Please note that GBI’s distribution channels are not always assigned to all
sales organizations.
OPTIONAL 7. Parameter settings
Parameters
To determine the parameter IDs of the Plant and Storage Location fields,
proceed as described in the exercise. Enter the parameter IDs and the
values given by your instructor in the parameter list.
© SAP AG
Page 19
CASE STUDY
Sales and Distribution (SD)
Case Study
This case study explains an integrated sales and distribution process in
detail and thus fosters a thorough understanding of each process step and
underlying SAP functionality.
Product
MOTIVATION
PREREQUISITES
SAP ERP
G.B.I.
Release 6.04
The data entry requirements in the
sales & distribution exercises (SD
1 through SD 8) were minimized
because much of the data was
stored in the SAP system. This
stored data, known as master data,
simplifies the processing of
business transactions.
Before you use this case study, you
should be familiar with navigation in
the SAP system.
Level
Undergraduate
Graduate
Beginner
Focus
Sales and Distribution
Authors
Bret Wagner
Stefan Weidner
Version
In the sales order process, we
used master data for customers,
materials (the products we sold)
and pricing to simplify the sales
order process.
In this case study, we will create
the master data for a new
customer.
In order to successfully work through
this case study, it is not necessary to
have finished the SD exercises (SD 1
through SD 8). However, it is
recommended.
NOTES
This case study uses the Global Bike
Inc. (G.B.I.) data set, which has
exclusively been created for SAP UA
global curricula.
2.11
© SAP AG
CASE STUDY
Process Overview
Learning Objective Understand and perform an integrated order-to-cash cycle.
Time 120 min
Scenario In order to process a complete order-to-cash process you will take on different roles
within the GBI company, e.g. sales agent, warehouse worker, accounting clerk. Overall, you will
be working in the Sales and Distribution (SD), the Materials Management (MM) and the
Financial Accounting (FI) departments.
Employees involved David Lopez (East Rep. Miami)
Maria Diaz (Sales Person 1)
Matthias Dosch (Sales Person 2)
Sandeep Das (Warehouse Supervisor)
Sergey Petrov (Warehouse Employee)
Stephanie Bernard (Billing Clerk)
Jamie Shamblin (Cost Accountant)
You start the sales order process by creating a new customer (The Bike
Zone) in Orlando. Then, you receive an inquiry which you will process
into a quotation. Once the quotation is accepted by the customer you create
a sales order referencing the quotation. As you will have enough bikes in
stock, you deliver the products sold to your customer, create an invoice and
receive the payment.
Process description
The graphic below displays the complete process (17 tasks).
© SAP AG
Page 2
CASE STUDY
Ex. 1 Create New Customer
Task Create a new customer.
Time 10 min
Short Description Use the SAP Easy Access Menu to create a new customer.
Name (Position) David Lopez (East Rep. Miami)
In this case study, we will create the master data for a new customer. Two
types of customer data are stored about a customer – sales data and
accounting data. The customer master data is created in three groups, or
views – general, accounting, and sales. Customers can be created centrally,
meaning that all views are generated concurrently, or responsibility can be
distributed so that different personnel in the accounting and sales areas are
responsible for creating and maintaining the data in their respective views.
For this task, central creation will be used to enter all of the needed data to
define a new customer.
To create a new customer, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Master Data ► Business
Partner ► Customer ► Create ► Complete
This will produce the following screen.
© SAP AG
Page 3
CASE STUDY
Select Sold-to Party for the Account group. Enter US00 for Company
code, UE00 for Sales Organization, WH for Distribution Channel, and BI
for Division. After clicking on , the following screen will appear.
US00
UE00
WH
BI
Select Company as Title, enter The (insert your last name here) Bike
Zone for Name and ### for Search term 1. Remember to replace ### with
your three-digit number, e.g. 003 if your number is 003. Then, enter N
Orange Ave for Street, ### for house number, 32804 for Postal Code,
Orlando for City, US for Country, and FL for Region. Then click on the
expand icon
to access additional street address fields.
Company
The Bike Zone
###
N Orange Ave./ ###
Orlando, FL 32804
US
Scroll down and click on the search icon next to the Transportation Zone
field. This will produce the following pop-up window.
Double-click on Region East to select it. Clicking on Company Code Data
will produce the following screen.
© SAP AG
Region East
Page 4
CASE STUDY
Enter 110000 for Recon. account (reconciliation account) and 001 for Sort
key. Then click on the Payment Transactions tab.
110000
001
After entering 0001 for Terms of payment and clicking on the Sales Area
Data button, the following screen will appear.
0001
Make sure USD is entered for Currency and 1 is entered for Cust.pric.proc.
Enter 1 for Cust.Stats.Grp, and then click on the Shipping tab. Fill in the
following data.
USD
1
1
© SAP AG
Page 5
CASE STUDY
As shown above, enter 02 (normal) for Delivery Priority, 01 (standard) for
Shipping Conditions, MI00 for Delivering Plant, and 3 for Max. partial
deliveries. Then click on the Billing Documents tab.
Enter FOB and Miami for Incoterms, 0001 for Terms of payment, 01 for
Acct.assgmt group and 0 for Tax classification for all three categories.
Then click on the save icon .
The SAP system will create the master record for the new customer and
assign the customer a unique customer number.
02
01
MI00
3
FOB
Miami
0001
01
0
Customer number
Record your new customer number _______________________________
Click on the cancel icon
© SAP AG
to return to the SAP Easy Access screen.
Page 6
CASE STUDY
Ex. 2 Create Contact Person for Customer
Task Create a contact person for a customer.
Time 5 min
Short Description Use the SAP Easy Access Menu to create a contact person.
Name (Position) Maria Diaz (Sales Person 1)
Now that we have created the master data for our new customer, The Bike
Zone, we can create the master data for a contact person. A contact person
is an employee/representative of the new customer’s company. The contact
person defines a specific person to communicate with when dealing with
The Bike Zone.
To create a contact person, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Master Data ► Business
Partner ► Contact Person ► Create
This will produce the following screen.
If your customer number is not entered by default, then search for your
new customer using the F4 help with search term ###.
When your customer number is entered, click on
following screen.
© SAP AG
###
which will produce the
Page 7
CASE STUDY
Enter 1 for VIP (management), 0002 for Department (Purchasing), 02 for
Function (head of purchasing), and 0002 for call frequency (weekly). Enter
whatever name you wish, and fill in any other data you like, then click on
.
Your contact person will be given a unique number.
1
0002
02
0002
Contact person number
Record the number for the Contact Person _________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 8
CASE STUDY
Ex. 3 Change Customer
Task Change a customer.
Time 5 min
Short Description Use the SAP Easy Access Menu to change a customer.
Name (Position) Maria Diaz (Sales Person 1)
The contact person created for The Bike Zone needs to be assigned as a
business partner within the customer master.
To change the customer master data, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Master Data ► Business
Partner ► Customer ► Change ► Sales and Distribution
This will produce the following screen.
If the customer number is not entered by default, search for it using the F4
help and the search term ### (your number). Make sure that following
values are entered: UE00 for Sales Organization, WH is entered for
Distribution Channel, and BI for Division. Then, press Enter.
UE00
WH
BI
On the Sales Area Data screen, select the Partner Functions tab. The
following screen will appear.
© SAP AG
Page 9
CASE STUDY
In the next empty row, enter CP for PF (partner function). Click in the
Number field and then on the search icon , which will bring up the
following search window.
CP
Your customer number is entered automatically. Make sure that all other
fields are empty like it is shown in the screenshot above. Then, click on the
enter icon
to begin the search and find your newly created contact
person.
Double-click on the partner to enter the partner number. Click on
save.
Click on the cancel icon
© SAP AG
to
to return to the SAP Easy Access screen.
Page 10
CASE STUDY
Ex. 4 Create Customer Inquiry
Task Create a customer inquiry.
Time 10 min
Short Description Use the SAP Easy Access Menu to create a customer inquiry.
Name (Position) Matthias Dosch (Sales Person 2)
Now we will enter an inquiry from our new customer, The Bike Zone. An
inquiry is a customer’s request to be provided with a quotation or sales
information without obligation. An inquiry can relate to materials or
services, conditions, and if necessary delivery dates.
To create an inquiry, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Sales ► Inquiry ► Create
This will produce the following screen.
Enter the following information: IN for Inquiry Type, UE00 for Sales
Organization, WH for Distribution Channel and BI for Division. Then click
on . This will produce the following screen.
© SAP AG
IN
UE00
WH
BI
Page 11
CASE STUDY
Click on the Sold-to party field, then click on the search icon
will bring up the following search screen.
, which
Because you have defined a search term when we created our new
customer, we can now use it to find your The Bike Zone.
Click on the Customers (general) tab, enter ### for search term and
Orlando for City. Then, click on . This will produce the new customer.
###
Orlando
Double-click on The Bike Zone to select it.
Enter ### for PO Number, today’s date for the PO date (F4, then Enter),
today’s date for the Valid from date (F4, then Enter) and a date one month
from today for the Valid to date (F4, then select the date).
###
today’s date
one month from today
The Bike Zone wants a quote on two products – the Deluxe Touring Bike
(black) and the Professional Touring Bike (black). To find these products,
we need to use the search function. Click on the material field, then click on
the search icon . Make sure you are on the Sales material by description
tab.
© SAP AG
Page 12
CASE STUDY
On the Sales material by description tab, enter Sales Organization UE00,
Distribution Channel WH and Material *### (e.g. *005 if your number is
to get the list of bicycles.
005). Then click on
UE00
WH
*###
Double-click on the Deluxe Touring Bike (black) to select it and enter an
order quantity of 5 pieces.
DXTR1###
5
Repeat the process to enter a quantity of 2 of the Professional Touring
Bike (black). Click on the enter icon
to determine the price for this
order.
PRTR1###
2
© SAP AG
Page 13
CASE STUDY
The total price for these 7 bikes to The Bike Zone is 21,400.00, which is
given by the net value. The Expect.ord.val (6,420.00) is a calculated value
which takes the net value of the order and multiplies it by the probability of
having an inquiry from this customer turn into an actual order. Use the
scroll icon to get to the Order probability column (two columns right of the
Net value column).
The order probability of 30% is the default value that was set for GBI for
inquiry documents. The expected order value is then 0.30 x 21,400.00 =
6,420.00. We can change the order probability for an inquiry, which makes
sense as different customer inquiries would have different probabilities of
becoming an actual sales order.
Change the order probabilities to 75%, then click on the enter icon
update the inquiry and note the new Expect.ord.val of 16,050.00.
Click on to save the inquiry. The SAP system will assign a unique
number to the inquiry.
to
75
Inquiry number
Record the Inquiry number ________________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 14
CASE STUDY
Ex. 5 Create Customer Quotation
Task Create a customer quotation.
Time 10 min
Short Description Use the SAP Easy Access Menu to create a customer quotation.
Name (Position) David Lopez (East Rep. Miami)
An inquiry presents the terms (price, delivery schedule) to a customer
considering a purchase. A quotation is similar, except that it is a legally
binding offer for delivering the requested product or services.
The Bike Zone would like a firm quote for the items in the inquiry created
before. We can do this easily by copying the details from the inquiry into
the new quotation. To do this, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Sales ► Quotation ► Create
This will produce the following screen.
Enter QT for Quotation Type, then click on Create with Reference. This
will produce the following screen.
© SAP AG
QT
Page 15
CASE STUDY
Make sure the Inquiry tab is selected, click on the Inquiry field, then on
the search icon . This will produce the following search window.
In the Sales documents by customer tab, enter your Purchase order no.
(###), then click on . This will produce a list with the inquiry for The
Bike Zone.
© SAP AG
###
Page 16
CASE STUDY
Double-click on the inquiry to select it, and the inquiry number will be
copied in the Create with Reference window.
Click on the Copy button to copy information from the inquiry into the
quotation screen.
Enter ### as PO number again, today’s date for the PO date, a date one
month from today for the Valid to date, and a date one month from
today for the Req. deliv.date. Then click on the enter icon , which will
produce the following warning.
###
today’s date
one month from today
one month from today
Click on the enter icon
to acknowledge the warning. This will produce
an information message.
© SAP AG
Page 17
CASE STUDY
Click on the enter icon
to acknowledge this information.
To encourage The Bike Zone to become a loyal customer, you have been
authorized to give a $50.00 discount on each Deluxe Touring bike, as well
as a 5% discount on the entire order.
To add the $50.00, select the Deluxe Touring bike line in the order, then
click on the Item conditions icon . You will get a screen that shows the
pricing details for your Deluxe Touring Bike.
In SAP, pricing is done using conditions. The pricing procedure defines
which condition types are to be used to calculate the final price. Condtion
type PR00 is a gross price condition. To add a discount, we can add
condition type K004 (material discount) with a value of 50 to the pricing
procedure.
After clicking on the enter icon
bikes will be calculated.
© SAP AG
K004
50
, a new price for the 5 Deluxe Touring
Page 18
CASE STUDY
Note that the discount is now applied to the order. Click on the back icon
to return to the main quotation screen.
To apply a 5% discount to the entire order, follow the pull-down menu
path:
Goto ► Header ► Conditions
This will produce the following screen.
To apply the 5% discount, enter CnTy (condition type) RA00 (Net
Discount) with an amount of 5, then click on . Note that the price does
not yet include the 5% discount.
© SAP AG
RA00
5
Page 19
CASE STUDY
To include the 5% discount, click on the activate icon .
The 5% discount is now applied. Note that it is applied to the price after
the $50 discount per Deluxe Touring bike. Click on to save the new
quotation.
Record the Quotation number __________________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 20
CASE STUDY
Ex. 6 Create Sales Order Referencing a Quotation
Task Create a sales order with reference to a quotation.
Time 10 min
Short Description Use the SAP Easy Access Menu to create a sales order.
Name (Position) David Lopez (East Rep. Miami)
The Bike Zone has agreed to the terms and conditions in the quotation, and
wants to order the bikes in the quotation. As a result, we can simplify the
order creation process by copying the quotation into a sales order.
To create a sales order, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Sales ► Order ► Create
This will produce the following screen.
Enter Order Type OR. The other fields do not necessarily need to be filled.
Then, click on the Create with Reference icon. This will produce the
following pop-up search window.
© SAP AG
OR
Page 21
CASE STUDY
Make sure that the Quotation tab is selected, click on the Quotation field,
then on the search icon .
On the following search window, make sure you select the Sales document
according to customer PO number tab, enter ### for PO number, then click
on the enter icon .
###
After double-clicking on the quotation, the number for the quotation will
be entered into the Create with Reference window.
With the Quotation number entered, click on the
Copy icon to copy the
information from the quotation into the sales order screen.
Enter ### for PO number and today’s date (F4, then Enter) for the PO
date. Note that the Req.deliv.date is copied from the quotation. Click on
to save the sales order. The SAP system will assign a sales order number.
###
today’s date
Record the Sales Order number ________________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 22
CASE STUDY
Ex. 7 Check Stock Status
Task Check the inventory.
Time 5 min
Short Description Use the SAP Easy Access Menu to check the stock status.
Name (Position) David Lopez (East Rep. Miami)
We can check on the inventory level of the bikes in the sales order for The
Bike Zone. To do this, follow the menu path:
Menu path
Logistics ► Materials Management ► Inventory Management ►
Environment ► Stock ► Stock Overview
This will produce the following screen.
To find the material number for your bikes, click on the Material field, then
click on the search icon .
Use the far-right icon
to select the tab Sales material by description.
Enter UE00 for Sales Organization, WH for Distribution Channel and
Material *### (e.g. *002 if your number is 002). Then click the enter icon
to find the list of materials.
© SAP AG
UE00
WH
*###
Page 23
CASE STUDY
Double-click on the Deluxe Touring Bike (black) to select it.
With the material number entered from the search list, enter MI00 for
Plant. Then click on the execute icon to look at the stock level.
MI00
This report gives stock levels for the DC in Miami.
You can get more detail on the stock of black Deluxe Touring bikes. Select
the Miami DC, then click on the Detailed Display icon. This will give
you very specific information about the inventory of black Deluxe Touring
bikes.
© SAP AG
Page 24
CASE STUDY
Note the 5 bikes that are part of the sales order. Click on the enter icon
to close the Detailed Display window, then click on the back icon
to
return to the main screen.
Use the search function to enter the material number for the Professional
Touring bike (black). Click on the execute icon
and review the stock
level for this bike.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 25
CASE STUDY
Ex. 8 Display Sales Order
Task Display a sales order.
Time 10 min
Short Description Use the SAP Easy Access Menu to display a sales order.
Name (Position) Sandeep Das (Warehouse Supervisor)
With relatively little user input, the sales order for The Bike Zone has been
created. The Display Sales Order transaction provides the opportunity to
review the order in detail.
To display a sales order, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Sales ► Order ► Display
This will produce the following screen.
To make sure you have the correct sales order number, use the search
function to find it. Click on the order field, then click on the search icon
This will bring up the search pop-up window.
After entering your PO number ###, click on the enter icon
to get a list
of sales orders. You can also use the “Created By” search field and your
user name.
© SAP AG
.
###
Page 26
CASE STUDY
After double-clicking on your sales order number, click on
to display
the sales order. This will produce the following sales order items.
Select the Professional Touring bike line item, then click on the display
availability icon
to explore the stock for this item in detail.
This screen shows that, in this case, there are actually 80 bikes in stock and
the order we are displaying will use 2 of these.
Note Your numbers may be different. Clicking on the Scope of check icon
will produce the following pop-up window.
This screen displays the elements considered when performing the
availability check. For example, Incl. purchase orders is selected, which
means that a purchase order will be considered as available stock from its
receipt date onward.
to close the pop-up window, then click on the
Click on the cancel icon
back icon
to return to the overview screen.
© SAP AG
Page 27
CASE STUDY
After selecting the Deluxe Touring bike line and clicking on the item
conditions icon , the following screen will be displayed.
The details of the price calculation for the Deluxe Touring bike are
displayed. Note the two discounts that were manually applied to this line
item. Click on the back icon
twice to return to the overview screen.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 28
CASE STUDY
Ex. 9 Start Delivery Process
Task Start the delivery process.
Time 5 min
Short Description Use the SAP Easy Access Menu to start the delivery process.
Name (Position) Sergey Petrov (Warehouse Employee)
To start the process that will fulfill The Bike Zone’s order, we need to
create a delivery document. To do this, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Shipping and Transportation
► Outbound Delivery ► Create ► Single Document ► With
Reference to Sales Order
This will produce the following screen.
Enter MI00 for Shipping Point. Enter a selection date one week from
today (you can use F4 to call up the calendar window).
If the sales order number is not entered automatically, you can search for
you sales order number using the Sales documents according to customer
PO number tab. Enter your PO number (###).
Then click on the enter icon
###
.
Select the Deluxe Touring bike line, then click on the details icon
which will produce the following screen.
© SAP AG
MI00
one week from today
,
Page 29
CASE STUDY
This screen shows that the order has not yet been picked. After clicking on
, a delivery document will be created with a unique document number
Outbound delivery
document number
Record your Outbound Delivery number _________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 30
CASE STUDY
Ex. 10 Check Stock Status
Task Check the inventory.
Time 5 min
Short Description Use the SAP Easy Access Menu to check the stock status.
Name (Position) Sergey Petrov (Warehouse Employee)
To check on the inventory for the bikes in the sales order for The Bike
Zone, follow the menu path:
Menu path
Logistics ► Materials Management ► Inventory Management ►
Environment ► Stock ► Stock Overview
This will produce the following screen.
If the Material and Plant fields are not automatically filled in, click on the
Material field, then click on the search icon . Use the Sales material by
description tab with UE00 for Sales Organization, WH for Distribution
Channel and *### for Material. Pick the black Deluxe Touring bike. Then,
enter MI00 in the Plant field.
UE00
WH
*###
MI00
When the Material and the Plant field are correctly filled (compare with the
screenshot above), click on . This will produce the following screen.
© SAP AG
Page 31
CASE STUDY
Select the Miami DC, then click on the
Detailed Display icon.
Note that the 5 bikes for The Bike Zone order are now showed as Schd. for
delivery. Click on the enter icon
to close the Detailed Display window.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 32
CASE STUDY
Ex. 11 Pick Materials on Delivery Note
Task Pick materials on delivery note.
Time 5 min
Short Description Use the SAP Easy Access Menu to pick materials.
Name (Position) Sandeep Das (Warehouse Supervisor)
To record the picking of the material, we change the delivery document. To
change the delivery document, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Shipping and Transportation
► Outbound Delivery ► Change ► Single Document
This will produce the following screen.
If the Outbound Delivery document number is not entered automatically,
you can search for your delivery document using the tab Outbound
Delivery: Not Posted for Goods Issue (MI00 for Shipping Point and your
customer number for Ship-to party).
After clicking on the enter icon
, you will get the following screen.
Click on the picking tab, then enter FG00 for SLoc (storage location) and
the appropriate quantity for the picked quantity (5 for DXTR1### and 2 for
PRTR1###). Click on to save the picking information. You should get
the following message at the
bottom-left corner of the screen.
Click on the exit icon
© SAP AG
MI00
your customer number
FG00
5
2
to return to the SAP Easy Access screen.
Page 33
CASE STUDY
Ex. 12 Post Goods Issue
Task Post a goods issue.
Time 5 min
Short Description Use the SAP Easy Access Menu to post a goods issue.
Name (Position) Sandeep Das (Warehouse Supervisor)
To post the goods issue (change the possession of the material from GBI to
The Bike Zone), follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Shipping and Transportation
► Outbound Delivery ► Change ► Single Document
This will produce the following screen.
If the Outbound Delivery document number is not entered automatically,
you can search for your delivery document using the tab Outbound
Delivery: Not Posted for Goods Issue (MI00 for Shipping Point and your
customer number for Ship-to party).
MI00
your customer number
With the correct delivery document number filled in, click on the Post
Goods Issue icon. You should get the following message at the bottom-left
corner of the screen.
Record your Outbound Delivery number _________________________
Click on the exit icon
to return to the SAP Easy Access screen.
Why not just click the Post Goods Issue button when you picked it?
© SAP AG
Page 34
CASE STUDY
Ex. 13 Check Stock Status
Task Check the inventory.
Time 5 min
Short Description Use the SAP Easy Access Menu to check the stock status.
Name (Position) Sandeep Das (Warehouse Supervisor)
To see the impact that the goods issue for the bikes in the sales order for
The Bike Zone has had on the inventory position of GBI, follow the menu
path:
Menu path
Logistics ► Materials Management ►Inventory Management ►
Environment ► Stock ► Stock Overview
This will produce the following screen.
If the Material and Plant fields are not automatically filled in, click on the
Material field, then click on the search icon . Use the Sales material by
description tab with UE00 for Sales Organization, WH for Distribution
Channel and *### for Material. Pick the black Deluxe Touring bike. Then,
enter MI00 in the Plant field.
UE00
WH
*###
MI00
When the Material and the Plant field are correctly filled (compare with the
screenshot above), click on . This will produce the following screen.
© SAP AG
Page 35
CASE STUDY
Note that the available inventory has changed. Select the Miami DC, then
click on the
Detailed Display icon.
The inventory is reduced from before by the amount that used to appear as
Schd. for delivery. Click on the enter icon
to close the window.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 36
CASE STUDY
Ex. 14 Create Invoice for Customer
Task Create a billing document for a customer.
Time 10 min
Short Description Use the SAP Easy Access Menu to create a customer billing document.
Name (Position) Stephanie Bernard (Billing Clerk)
With the delivery complete, the customer can be invoiced. To do this,
follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Billing ► Billing Document ►
Process Billing Due List
This will produce the following screen.
Enter UE00 for Sales Organization and your customer number for SoldTo Party.
If you do not remember your customer number, find it by using the F4 help
in the Sold-To Party field and entering your individual number (###) in the
Search term field and Orlando in the City field. Confirm with . Then,
double-click on the one result row.
Then, click on the
following screen.
© SAP AG
UE00
your customer number
F4
###
Orlando
Display Bill List icon. This will produce the
Page 37
CASE STUDY
Click on Individual billing document, which will produce the following
screen.
To setup printing of the invoice, follow the pull-down menu path:
Goto ► Header ► Output
which will call up the Output screen.
Enter RD00 (Invoice) for Output and select Print output for Medium, then
Communication method icon. This will produce the
click on the
following screen.
Enter LOCL for Logical destination and select Print immediately, then
click on the back icon .
© SAP AG
RD00
Print output
LOCL
Print immediately
Page 38
CASE STUDY
Click on the Further data button, which will produce the following screen.
Select Send immediately (when saving the application) for Dispatch
time so that the invoice will print immediately, then click on the
icon
twice.
Click on the save icon
© SAP AG
Send immediately (when
saving the application)
to return to the Maintain Billing Due List screen.
Page 39
CASE STUDY
Note that the highlight is turned off on the line, and there is a message at
the bottom of the screen.
Record the Document number _________________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 40
CASE STUDY
Ex. 15 Display Billing Document and Customer Invoice
Task Display a billing document and a customer invoice.
Time 5 min
Short Description Use the SAP Easy Access Menu to display a billing document/customer
invoice.
Name (Position) Stephanie Bernard (Billing Clerk)
The invoice that will be sent to The Bike Zone can be viewed by following
the menu path:
Menu path
Logistics ► Sales and Distribution ► Billing ► Billing Document ►
Display
This will produce the following screen.
If the billing document number is not entered automatically, you can find it
from the document flow in your sales order. You may use the transaction
VA03 to view your sales order.
F4
Follow the pull-down menu path:
Billing document ► Issue Output To
This will produce the following pop-up window.
© SAP AG
Page 41
CASE STUDY
Make sure the invoice line is selected, then click on the Print preview icon
. This will produce the following screen.
After reviewing the invoice that will be printed and sent to The Bike Zone,
click on the back icon , then close the pop-up window by clicking on the
cancel icon .
© SAP AG
Page 42
CASE STUDY
To review the accounting implications of this sale, click on the
Accounting icon. This will produce the following screen.
Review the accounting postings due to this sales order.
Click on the exit icon
© SAP AG
until you are on the SAP Easy Access screen.
Page 43
CASE STUDY
Ex. 16 Post Receipt of Customer Payment
Task Post a customer payment receipt.
Time 10 min
Short Description Use the SAP Easy Access Menu to post a customer payment receipt.
Name (Position) Jamie Shamblin (Cost Accountant)
After The Bike Zone mails its payment, it needs to be recorded. To do this,
follow the menu path:
Menu path
Accounting ► Financial Accounting ►Accounts Receivable ►
Document Entry ► Incoming Payments
This will produce the following screen.
Use F4 and Enter to enter the current date for the document date. Enter
US00 for Company Code, USD for Currency/Rate, 100000 for Account,
and 20,092.50 for amount.
current date
US00
USD
100000
20,092.50
Under Open item selection, click on the account field, then the search icon
, to get the following search pop-up window.
© SAP AG
Page 44
CASE STUDY
As The Bike Zone was created with the data set number (###) as a search
term, you can use this and the City Orlando to find your Bike Zone
customer. After entering ### and Orlando on the Customers (by company
and you will get the following results.
code) tab, click on the enter icon
###
Orlando
After double-clicking on Bike Zone to select it, click on the Process open
items button. You will get the following screen.
If the Not assigned field does not show a 0.00 balance, double-click on the
20,092.50 amount to assign the payment to the accounts receivable. Then
click on the save icon
to post the payment. The system will assign a
document number automatically.
Payment document
number
Record the Document number _______________________________
Click on the exit icon
window.
© SAP AG
, which will produce the following pop-up
Page 45
CASE STUDY
There is no data to be lost, so click on the Yes icon to return to the SAP
Easy Access menu.
© SAP AG
Yes
Page 46
CASE STUDY
Ex. 17 Review Document Flow
Task Review the document flow.
Time 5 min
Short Description Use the SAP Easy Access Menu to review the document flow.
Name (Position) Jamie Shamblin (East Rep. Miami)
The document flow tool links all documents that were used in The Bike
Zone’s sales order. Again, there are many ways to access the document
flow tool. One way is to start by displaying the sales order document.
To display the document flow, follow the menu path:
Menu path
Logistics ► Sales and Distribution ► Sales ► Order ► Display
This will produce the following screen.
If your sales order is not displayed, you can search for you sales order
number using the Sales document according to customer PO number tab.
Enter your PO number (###).
###
To access the document flow tool, follow the pull-down menu path:
Environment ► Display document flow
The document flow for The Bike Zone will look like the following.
© SAP AG
Page 47
CASE STUDY
Review the documents for The Bike Zone’s order. You may select any
document and click on
to look at it in detail.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 48
CASE STUDY
Turn this sheet in when you have completed your assignment
Name ____________________________________________ SAP User name ______________
System Name _________________________ Client Number____________________________
Course name/number _______________________________ Instructor ____________________
Ex. 1 Record your new customer number _______________________________
Ex. 2 Record the number for the Contact Person _________________________
Ex. 4 Record the Inquiry number ________________________________
Ex. 5 Record the Quotation number __________________________________
Ex. 6 Record the Sales Order number ________________________________
Ex. 9 Record your Outbound Delivery number _________________________
Ex. 14 Record the Document number _________________________________
Ex. 16 Record the Document number _______________________________
Ex. 17 paste a screen shot of teh completed document flow into this document.
Only submit this page, do not upload the entire worksheet.
© SAP AG
Page 49
CASE STUDY
Materials Management (MM)
Case Study
This case study explains an integrated materials management process in
detail and thus fosters a thorough understanding of each process step and
underlying SAP functionality.
Product
MOTIVATION
PREREQUISITES
SAP ERP
G.B.I.
Release 6.04
The data entry requirements in the
materials management exercises
(MM 1 through MM 5) were
minimized because much of the
data was stored in the SAP
system. This stored data, known
as master data, simplifies the
processing of business
transactions.
Before you use this case study, you
should be familiar with navigation in
the SAP system.
Level
Undergraduate
Graduate
Beginner
Focus
Materials Management
Authors
Bret Wagner
Stefan Weidner
Version
2.11ModTW
In the procurement process, we
used master data for vendors,
materials (products we purchased)
to simplify the procurement
process.
In order to successfully work through
this case study, it is not necessary to
have finished the MM exercises (MM
1 through MM 5). However, it is
recommended.
NOTES
This case study uses the Global Bike
Inc. (G.B.I.) data set, which has
exclusively been created for SAP UA
global curricula.
In this case study, we will create
the master data for a new vendor
and a new trading good.
Note: This version has been
modified by Tom Wilder from
the original. Reference the
modification when posting on
the issues discussion board.
© SAP AG
CASE STUDY
Process Overview
Learning Objective Understand and perform a purchasing process cycle.
Time 140 min
Scenario In order to process a complete purchasing process you will take on different roles
within the GBI company, e.g. purchasing agent, warehouse worker, accounting clerk. Overall,
you will be working in the Materials Management (MM) and the Financial Accounting (FI)
departments.
Employees involved
Joyce Hausman (Contract Administrator)
Sandeep Das (Warehouse Supervisor)
Sergey Petrov (Warehouse Employee)
Wilton Saban (Inventory Supervisor)
Alberto Conti (Technical Office Assistant)
Aura Maxwell (Buyer)
Tatjana Karsova (Receiving Clerk)
Silvia Cassano (Accounts Payable Specialist)
Shuyuan Chen (Chief Accountant)
Before you start the purchasing process you create a new vendor (Mid-West
Supply) in Lincoln. Then, you create a new master record for a trading good
(Chain Lock) in the system. After checking the stock (empty) you are starting the
procurement process by creating a purchase requisition. Then, you generate a
request for quotations and enter the quotations from various vendors – including
your new vendor. After evaluating and accepting the quotation of Mid-West
Supply you create a purchase order referencing the RFQ. Then, you will post the
goods receipt and verify the physical receipt in stock. After creating two partial
invoices you will post the payments to the vendor and review the G/L accounts.
Process
description
The graphic below displays the complete process (20 tasks).
© SAP AG
Page 2
CASE STUDY
Ex. 1 Create New Vendor
Task Create a new vendor.
Time 10 min
Short Description Use the SAP Easy Access Menu to create a new vendor (Mid-West Supply).
Name (Position) Joyce Hausman (Contract Administrator)
Vendors are established in both accounting and purchasing. The vendor
master record requires three views – general, accounting, and purchasing in
order to be active. Vendors can be created centrally meaning that all views
are generated concurrently or responsibility can be distributed to
accounting and purchasing for creating and maintaining their respective
views. In this case study, central creation will be used to enter all of the
needed data. In this way, this vendor record will contain all of the
information necessary to conduct business transactions.
To create a new vendor, follow the menu path:
Vendor master
Menu path
Logistics ► Materials Management ► Purchasing ► Master Data ►
Vendor ► Central ► Create
This will produce the following screen.
While the exercise directs you to use
Mid-West Supply for the company
name, you can use your last name to
make it easier to find in searches.
For Example: Smith Supply. Realize
that the instructions will say MidWest Supply throughout.
Leave the vendor field blank. The system will generate a new number.
Enter US00 for Company Code, US00 for Purchasing organization, and
KRED as Account Group. Then, click on .
In the Create Vendor: Address screen, select Company as Title, enter MidWest Supply as Name, and your number (###) for Search term. As Street
enter 335 W Industrial Lake Dr, as Postal code enter 68516, and Lincoln
for City. Further specify US (Country) and NE (Region). As
communication language choose English. Compare your entries with the
screen shown below.
© SAP AG
US00
US00
KRED
Company
Mid-West Supply
###
335 W Industrial Lake Dr
68528 Lincoln
US
NE
English
Page 3
CASE STUDY
Then, click on
or
until you see the Create Vendor: Control screen.
In the Create Vendor: Control screen, in the Tax information field group
enter 12-3456### as Tax Number 2 – remember to replace ### with your
number. Confirm your entry and skip the next screen (Create Vendor:
Payment transactions) by clicking or twice.
In the Create Vendor: Accounting information Accounting screen, enter
Recon. Account 300000. Then click on
or .
In the Create Vendor: Payment transactions Accounting screen, enter Payt
Terms 0001, and select Chk double inv. Then click on
or .
In the Create Vendor: Correspondence Accounting screen, enter your
name as Clerk at vendor. Then click on
or .
In the Create Vendor: Purchasing data screen, enter USD as Order currency
and 0001 for Terms of paymnt. Then click on
or .
12-3456###
300000
0001
Chk double inv.
your name
USD
0001
There is no data to be entered in the Create Vendor: Partner functions
screen.
Click on to save your vendor master record. The system will
automatically assign a unique number for your vendor
Vendor master number
Record your Vendor Number ___________________________________.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 4
CASE STUDY
Ex. 2 Create Material Master for Trading Goods
Task Create material masters for trading goods.
Time 15 min
Short Description Use the SAP Easy Access Menu to create a trading good master record for a
chain lock in the Wholesale distribution channel.
Name (Position) Sandeep Das (Warehouse Supervisor)
To create a trading good material master record, follow the menu path:
Menu path
Logistics ► Materials Management ► Material Master ► Material ►
Create (Special) ► Trading Goods
This will produce the following screen.
In the Material field, type in CHLK1### (replace ### with your number)
and select Retail as an Industry sector. Then, click on
or press Enter.
On the next screen, select the following views by clicking on the square in
front of the respective rows:
© SAP AG
Basic Data 1
Sales: Sales Org. Data 1
- Basic Data 1
- Sales: Sales Org. Data 1
- Sales: Sales Org. Data 2
- Sales: General/Plant Data
- Purchasing
- MRP 1
- MRP 2
- MRP 3
- General Plant Data/Storage 1
- Accounting 1
Also, select Create views selected. Then, click on
CHLK1###
Retail
Sales: Sales Org. Data 2
Sales: General/Plant Data
Purchasing
MRP 1
MRP 2
MRP 3
General Plant Data / St. 1
Accounting 1
.
Create views selected
Page 5
CASE STUDY
Note that Accounting 1 is not visible
in this screen shot, however it is
critical that it was selected. Make
sure you select the 10 views listed in
two rows above.
On the Organizational Levels screen, enter plant MI00 (Miami), Stor.
Location TG00 (Trading Goods), Sales Org. UE00 (US East), and Distr.
Channel WH (Wholesale). Compare with the screen shown below. Then,
click on .
On the Basic Data 1 tab, enter Chain Lock as a description (text field next
to the material number). As Base Unit of Measure, use the F4 help to find
and select each (EA). In the Material Group field, select UTIL (Utilities).
As division, choose AS (Accessories).
In the Gross Weight field and in the Net Weight field, enter 65 and select
Ounce (OZ) as Weight unit. Then press Enter or click on .
© SAP AG
MI00
TG00
UE00
WH
Basic Data 1
Chain Lock
EA
UTIL
AS
65
65
OZ
Page 6
CASE STUDY
On the Sales: sales org. 1 tab, in the Delivering Plant field use the F4 help
to find and select the Miami plant (MI00). In the Tax data field group, in
the left Tax classification column (the one that is editable = white
background colour) select Exempt (0) for all three tax categories.
Sales: sales org. 1
MI00
0
0
0
Click on
. On the following screen, enter Scale quantity 1
and Amount 69.00. Compare your entries with the screen below, then click
to return to the Sales: sales org. 1 view. There, press Enter or click
on
on .
1
69.00
On the Sales: sales org. 2 tab, select Matl statistics grp 1. Then press Enter.
On the Sales: Genereal/Plant tab, select Availability check 02 (Individual
requirements) and use the F4 help to choose Tansp. Grp 0001 (On pallets)
and LoadingGrp 0002 (Handcart).
Sales: sales org. 2
1
Sales: General/Plant
02
0001
0002
On the Purchasing tab, enter Purchasing Group N00 (North America).
On the MRP 1 tab, select MRP type PD (MRP), MRP Controller 000, Lot
size EX (Lot-for-lot order quantity) and Minimum Lot Size 10.
Purchasing
N00
PD
EX
MRP1
000
10
On the MRP 2 tab, enter Planned Deliv.Time 6 (days) and select
SchedMargin key 001.
MRP 2
6
001
On the MRP 3 tab, check if the Availability check is set correctly to 02.
Then, press Enter. Skip the Plant data / stor. 1 view by clicking on .
MRP 3
02
On the Accounting 1 tab, select Valuation Class 3100 (Trading Goods),
enter Moving price 33.50.
Accounting 1
3100
33.50
Then, click on
to save your material.
Record your Material number __________________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 7
CASE STUDY
Ex. 3 Extend Material Master for Trading Goods
Task Extend a material master.
Time 10 min
Short Description Copy the sales views of the new trading good (chain lock) from the Miami
plant to the San Diego plant to maintain a different condition.
Name (Position) Sergey Petrov (Warehouse Employee)
To create new views for an existing trading good, follow the menu path:
Menu path
Logistics ► Materials Management ► Material Master ► Material ►
Create (Special) ► Trading Goods
Enter your material number CHLK1### (again, replace ### with your
three-digit number) in the Material field. In the Copy from… field group,
enter CHLK1### in the Material field again. Then, press Enter.
CHLK1###
CHLK1###
In the Select View(s) window, highlight all three Sales views, make sure
the indicator Create views selected is checked, and click on .
3 Sales views
Create views selected
In the Organizational Levels window, on the left side (Organizational
levels) enter Plant SD00, Sales Org. UW00 and Distr. Channel WH. On
the right side (Copy from), enter Plant MI00, Sales Org. UE00 and Distr.
Channel WH. Before pressing Enter, compare your entries with the screen
shown below.
SD00
UW00
WH
MI00
UE00
WH
The system will take you to the Sales: sales org. 1 view. Note that sales
data has been copied from views created for the Wholesale distribution
channel. The system displays a message saying that the material already
exists and will be extended.
Change Delivering Plant MI00 to SD00. Then, click on
Enter Scale quantity 1 and amount 65.00. Click on and save with
Finally, click on the exit icon
© SAP AG
.
.
Sales: sales org. 1
SD00
1
65.00
to return to the SAP Easy Access screen.
Page 8
CASE STUDY
Ex. 4 Display Stock/Requirements List
Task Display the stock/requirements list.
Time 5 min
Short Description Display and review the stock/requirements list for your chain lock on hand
balance and the demand that exists against this product. The report should show that there is no
stock and therefore nothing is available for use at this time.
Name (Position) Wilton Saban (Inventory Supervisor)
The stock/requirements list is a dynamic list and, therefore, changes whenever
a transaction occurs using the given material.
To display the stock/requirements list, follow the menu path:
Stock/requirements list
Menu path
Logistics ► Materials Management ► Inventory Management ►
Environment ► Stock ► Stock/Requirements List
This will produce the following screen.
In the Material field, enter the number of your new chain lock trading good
CHLK1### (replace ### with your number) and Plant MI00. Then click on
. Your stock/requirements list should look similar to the screen below.
Click on the exit icon
© SAP AG
CHLK1###
MI00
to return to the SAP Easy Access screen.
Page 9
CASE STUDY
Ex. 5 Create Purchase Requisition
Task Create a purchase requisition.
Time 5 min
Short Description Sales management has informed the purchasing department of a promotional
campaign that will commence in 3 months to introduce the new chain locks. Create a purchase
requisition for 200 of your locks so that it may be placed out for bid so that a vendor can be
chosen to fill the expected needs associated with this sales campaign.
Name (Position) Wilton Saban (Inventory Supervisor)
To create a purchase requisition, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► Purchase
Requisition ► Create
This will produce the following screen.
Select
Header to expand the header.
In the text field, type the Header note: “Global Bike Inc. is formally
requesting quotations for the following material. Quotes will be accepted
until [1st day of the next month].”
© SAP AG
Page 10
CASE STUDY
Select
Item Overview to expand the item overview.
Enter Material CHLK1### (replace ### with your number) and Quantity
200. As Delivery Date select or enter the day three months from today.
Then, enter Plant MI00, Stor. loc. TG00, and PGr. N00.
After clicking on
compare your screen with the one below.
Then, click on
to save your purchase requisition. The system will create a
unique document number.
CHLK1###
200
3 months from today
MI00
TG00
N00
Purchase requisition
document number
Record your Purchase Requisition number __________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 11
CASE STUDY
Ex. 6 Display Stock/Requirements List
Task Display the stock/requirements list again.
Time 5 min
Short Description Display and review the stock/requirements list for your chain locks on hand
and the demand that exists against this product. Since we just created a purchase requisition for
200 of them, this event should be visible within the stock/requirements list with a date of roughly
3 months from today.
Name (Position) Alberto Conti (Technical Office Assistant)
To display the stock/requirements list again, follow the menu path:
Menu path
Logistics ► Materials Management ► Inventory Management ►
Environment ► Stock ► Stock/Requirements List
If not already defaulted in, enter your Material CHLK1### and Plant MI00.
Then click on . Your stock/requirements list should now look similar to the
screen below.
Click on the exit icon
© SAP AG
CHLK1###
MI00
to return to the SAP Easy Access screen.
Page 12
CASE STUDY
Ex. 7 Create Request for Quotation
Task Create a request for quotation for your requisition.
Time 10 min
Short Description Create a separate request for quotation (RFQ) for several vendors. This
process will be used to collect the necessary pricing, delivery, etc. information that is needed to
support the selection of a vendor to fill the need for your chain locks.
Name (Position) Alberto Conti (Technical Office Assistant)
To create an RFQ, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► RFQ/Quotation ►
Request for Quotation ► Create
This will produce the following screen.
Enter RFQ Type AN, today’s date as RFQ Date, and the first day of the next
month as Quotation Deadline.
AN
today’s date
1st day of next month
In the Organizational Data field group, enter Purch. Organization US00 and
Purchasing Group N00.
US00
N00
In the Default Data for Items, enter Plant MI00. Then, select
MI00
which will produce the following screen.
© SAP AG
Page 13
CASE STUDY
If your Purchase Requisition number is not already entered, use the F4 help to
find the number of your purchase requisition. Then, click on .
In the Create RFQ: Selection List: Purchase Requisitions screen, enter SLoc
to
(Storage Location) TG00. Click on to select all items. Then, click on
adopt all item information into the RFQ.
In the Create RFQ : Item 00010 screen, click on
to display the RFQ header
data. Enter RFQ1### as Coll. No. Remember to replace ### with your threedigit number. After comparing your entry with the screen below, click on
to
display the line items.
TG00
RFQ1 ###
In the Create RFQ : Item Overview screen, review the line items and ensure
they are correct. Then, select
to display the vendor address.
© SAP AG
Page 14
CASE STUDY
In the Create RFQ: Vendor Address screen, use the F4 help to find your
vendor Mid-West Supply. Use the combination of Search term (###) and City
(Lincoln). Double-click on the result row to insert the number into the Vendor
field. Then, click on
which will populate your vendor’s data into
corresponding fields.
Click on to save your RFQ. A warning message will appear. Press Yes to
save anyway.
The SAP system will create a unique document number.
Record the Quotation numbers __________ ______________ __________
Stay in the same screen and repeat the last step twice to create the same
RFQ for our vendors Dallas Bike Basics and Spy Gear.
In order to find your vendor, in the Vendor field use the F4 help again. This
time, go to the Vendor by Country/Company Code tab, enter US for country
and your number (###) in the Search term field. Then, press Enter to display
your set of US vendors (see list below).
First, double-click on Dallas Bike Basics to select it. Back on the Create RFQ :
Vendor Address screen, press Enter and save the second RFQ. Again, accept
the system warning message with Yes.
F4
###
Lincoln
Yes
RFQ document
number
Record all 3 numbers
here
Dallas Bike Basics
Spy Gear
US
###
Yes
Repeat the same procedure to create a third RFQ (for Spy Gear) and save
it.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 15
CASE STUDY
Ex. 8 Maintain Quotations from Vendors
Task Maintain quotations from vendors.
Time 10 min
Short Description As we receive responses to our RFQs submitted to vendors, it is necessary to
maintain their respective data in our procurement system so that a comparison can be made to
support the vendor selection process.
Name (Position) Alberto Conti (Technical Office Assistant)
To maintain quotations from vendors, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► RFQ/Quotation
► Quotation ► Maintain
Use the F4 help in the RFQ field to find and enter the RFQ number from
your Mid-West Supply vendor. On the Purchasing Documents per Vendor
tab, you need to find and select your vendor Mid-West Supply first.
Position your cursor in the Vendor field and press F4 again. Start the
search after typing in Country US and your three-digit number (###) as
Search term.
F4
F4
US
###
Double-click on your new vendor (Mid-West Supply) to select it. Now that
to
your vendor number is put in the Vendor field, press Enter or click on
find the first RFQ number you have created in the last task.
Double-click on your RFQ to populate the number into the RFQ field on
the Maintain Quotation : Initial Screen. Then click on or press Enter.
In the Maintain Quotation : Item Overview screen, enter a net price of
32.00 USD. Click on to select all items.
© SAP AG
32.00
Page 16
CASE STUDY
Then, click on
to display conditions. Here, other discounts and
surcharges included in the quotation could be specified. In our case, just set
the Valid to data to three months from today.
3 months from today
Click on to go back to the line item overview. Then, click on
to save
your maintained quotation for your Mid-West Supply vendor. The system
acknowledges the changes to your first quotation with a success message.
Repeat this process for the other two RFQs you created. Make sure you use
the above-described search criteria to find the vendors for your number
(###). Enter the following prices:
Dallas Bike Basics
36.50 USD
Spy Gear
35.00 USD
Dallas Bike Basics
36.50
Spy Gear
35.00
Make sure you save both RFQs and receive the system success messages.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 17
CASE STUDY
Ex. 9 Evaluate Quotations on Price
Task Evaluate quotations on price.
Time 5 min
Short Description Generate a comparison list for the prices obtained from each of the vendors.
The comparison list ranks the quotations by item from lowest to highest price.
Name (Position) Wilton Saban (Inventory Supervisor)
To compare vendor prices, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► RFQ/Quotation
► Quotation ► Price Comparison
This will produce the following screen.
Enter Purchasing Organization US00, and Collective RFQ RFQ1###.
Select Mean Value Quotation and Determine Effective Price. Then,
select
to execute the price comparison. This shows the following screen.
Click on the exit icon
© SAP AG
US00
RFQ1###
Mean Value Quotation
Determine Effective Price
to return to the SAP Easy Access screen.
Page 18
CASE STUDY
Ex. 10 Reject Quotations
Task Reject two of the three quotations.
Time 5 min
Short Description The successful vendor (Mid-West Supply) has been selected using the criteria
of lowest bidder. It is now necessary to notify the unsuccessful bidders that their quotation will
not be accepted. This is accomplished by flagging those vendors needing to be notified.
Name (Position) Wilton Saban (Inventory Supervisor)
To flag/reject quotations, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► RFQ/Quotation
► Quotation ► Price Comparison
This will produce the following screen again.
Enter Purchasing Organization US00, and Collective RFQ RFQ1###.
Select Mean Value Quotation and Determine Effective Price. Then,
select
to execute the price comparison. This shows the following screen.
US00
RFQ1###
Mean Value Quotation
Determine Effective Price
Determine the Vendor that you are going to do business with (the lowest
priced quotation) by rejecting the other two. To do so, double-click on the
quotation number with 36.50 USD. This will produce the following screen.
© SAP AG
Page 19
CASE STUDY
Select R (Rejection Ind.) to indicate rejection of this quotation. Click on
. Acknowledge the warning message prompted by the system with Yes
and save anyway.
R
Repeat the process for the second quotation to be rejected (35.00 USD).
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 20
CASE STUDY
Ex. 11 Create Purchase Order Referencing an RFQ
Task Create a purchase order with reference to an RFQ.
Time 5 min
Short Description Create a PO by referencing the quotation received from the successful vendor.
Reference is made to the successful quotation and the details are imported into a new PO.
Name (Position) Aura Maxwell (Buyer)
To create a purchase order, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► Purchase
Order ► Create ► Vendor/Supplying Plant Known
If there is no navigation screen on the left side, click on
As selection variant choose Requests for quotations as shown below.
.
In the following screen, in the Material Number field use the F4 help to
find your chain lock trading good. On the Material by Material Type tab,
select Material Type Trading Goods (HAWA) and enter *### (e.g. *012 if
your number is 012) in the Material field. Then, press Enter or click on .
Double-click on your chain lock (CHLK1###) to select it. When your
material number is populated in the Material Number field, make sure
that all other search criteria fields are blank and click on . This will
produce a screen with your three RFQs.
© SAP AG
Requests for quotations
Trading Goods
CHLK1###
Page 21
CASE STUDY
Click on (Change Breakdown) – you might need to enlarge the left
frame to the right to see the icon. In the following screen, select Vendor
name in the right table (Column Set) and click on to add it to the Sort
criteria. Then, select vendor name in the left table (Sort criteria) and click
to display the vendor name first, then the document number.
on
After you have confirmed your changes by clicking on
names of your vendors in alphabetic order.
, you will see the
Click on the right part of the Select Layout icon
and choose Change
layout… Select Material in the right table (Column Set) and click on to
add it to the displayed columns.
After you have confirmed your changes by clicking on
all three folders, you will see the following screen.
Vendor name
Material
and expanding
Single-click on the requisition/quotation that you want to reference (MidWest Supply) and select
to adopt the information.
Mid-West Supply
Note: If you try and adopt one of the other quotations you will get a
message that the quotation item is already rejected.
Verify that the system copied the Material number CHLK1###, Quantity
200, three months from today as Deliv. Date, and the Net Price of 32.00
USD.
CHLK1###
200
3 months from today
32.00 USD
If the header data is not yet displayed, open the section by clicking on
Header. On the Conditions tab, record the total value of the purchase order
________________________. You will need this in a follow-up step.
© SAP AG
Page 22
CASE STUDY
If the line item data is not yet displayed, open the section by clicking on
Item Detail. On the Delivery Schedule tab, select the first line. Then, click
on
below the table to perform a schedule line split.
Acknowledge the red error message by changing the Sched Qty. of the first
line from 200 to 100. Then, enter the following data for the second line:
Delivery Date
one week after the first delivery
Sched Qty.
100
Purchase Req.
same as previous line
Requisn Item
same as previous line
Then, click on
200  100
1 week after 1st delivery
100
same
same
. Verify your item details with the screenshot below.
On the Material Data tab, select InfoUpdate.
InfoUpdate
Then, find the following menu item in the system menu:
Purchase Order ► Save and Output
In the following screen, select Output Purchase Order (NEU), Medium
Print output (1), Language English (EN) and select
.
© SAP AG
Purchase Order
Print output
English
Page 23
CASE STUDY
In the Create Pur. Order :: Output screen, enter Logical destination LOCL,
check indicator Print immediately.
LOCL
Send immediately
Then, click on . Here, click on
and select Send immediately
(when saving the application) as Dispatch time. Go back
and save
your order with . The system will assign a unique purchase order
document number.
Send immediately (when
saving the application)
Purchase order document
number
A similar document to the
one shown below should be printed to your standard printer.
Record your Purchase Order Number ____________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 24
CASE STUDY
Ex. 12 Display Purchase Order
Task Review your purchase order.
Time 5 min
Short Description Now you want to display electronically what you have sent to your vendor.
Name (Position) Aura Maxwell (Buyer)
To display a purchase order, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► Purchase
Order ► Display
This will produce the following screen.
If the purchase order number from the previous step is not already
(Other Purchase Order).
displayed, click on
In the following screen, enter (or find) your purchase order number in the
Pur. order field, select Pur. order and click on
. Then, click
on
to look at the electronic printout. It should be the
document sent to your printer.
Click on the exit icon
© SAP AG
twice to return to the SAP Easy Access screen.
Page 25
CASE STUDY
Ex. 13 Create Goods Receipt for Purchase Order
Task Create a goods receipt for a purchase order.
Time 5 min
Short Description Receive into inventory the stock items ordered from Mid-West Supply in the
previous task. A goods receipt document will be created referencing our purchase order thereby
ensuring that we receive the products ordered within the timeframes requested and in quality
condition. Goods on hand will be increased and an accounting document will be generated
recognizing the value associated with these goods.
Name (Position) Tatjana Karsova (Receiving Clerk)
To create a goods receipt for a purchase order, follow the menu path:
Menu path
Logistics ► Materials Management ► Inventory Management ►
Goods Movement ► Goods Receipt ► For Purchase Order ► GR
for Purchase Order (MIGO)
Make sure that Goods Receipt and Purchase Order are selected in the
dropdown lists. Enter (or find) your PO number in the field next to them.
Then, press Enter which will populate your PO data into the fields.
Change the Quantity from 200 to 100 (remember we requested two
separate deliveries). If the line item in the item overview section is read
only, click on
at the bottom of the screen to close the item detail section.
Then, check OK. SLoc (Storage location) Trading Goods should already
be entered.
Finally, click on
or to post your goods receipt. The system will
create a unique goods receipt document.
Goods Receipt
Purchase Order
your PO number
100
OK
Trading Goods
Goods receipt document
number
Record your Material Document number __________________________
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 26
CASE STUDY
Ex. 14 Verify Physical Receipt of Goods
Task Verify the physical receipt of goods.
Time 5 min
Short Description Review the current inventory information about your chain locks. The stock
overview provides inventory information relative to this material for all organizational levels.
Name (Position) Tatjana Karsova (Receiving Clerk)
To verify the receipt of goods, follow the menu path:
Menu path
Logistics ► Materials Management ► Inventory Management ►
Environment ► Stock ► Stock Overview
Enter Material CHLK1### (replace ### with your number), Plant MI00, and
Display version 1. Then, click on .
CHLO1##
MI00
1
In the Unrestricted use column, the current inventory is displayed. Select the
line with your plant’s stock and click on
.
Note that there are 100 pieces on stock for unrestricted use and another 100 in
on-order stock (still to be delivered to the Miami plant). Click on .
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 27
CASE STUDY
Ex. 15 Create Invoice Receipt from Vendor
Task Create an invoice receipt from your vendor.
Time 5 min
Short Description Enter an invoice received from Mid-West Supply for 3,200.00 USD associated
with the recent PO and goods receipts. This invoice will be posted to an existing G/L expense
account in your Chart of Accounts and saved as an Accounts Payable to Mid-West Supply. The
invoice is presented below in order to support you making the necessary journal entry.
Name (Position) Silvia Cassano (Accounts Payable Specialist)
To create an invoice receipt, follow the menu path:
© SAP AG
Menu path
Page 28
CASE STUDY
Logistics ► Materials Management ► Logistics Invoice Verification ►
Document Entry ► Enter Invoice
This will produce the following screen.
Enter today’s date as Invoice date using F4 and Enter. Check your Company
Code US00. Enter the amount from the invoice above (3,200.00) in the
Amount field and select XI as Tax Code (field next to Tax Amount). Then,
type in INVOICE 00504-### as Text and click on .
Enter (or find) your PO number in the middle of the screen (next to the dropdown field with Purchase Order/Scheduling Agreement) and press Enter.
Check the Booking OK check box in your line item. Use the
button to see if the postings are correct.
Finally, click on
© SAP AG
to post your invoice receipt. The system will generate
today’s date
US00
3,200.00
XI
INVOICE 00504-###
your PO number
Booking OK
Invoice document
number
Page 29
CASE STUDY
a unique number for this document.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 30
CASE STUDY
Ex. 16 Display Purchase Order History
Task Display the purchase order history.
Time 5 min
Short Description Review the status for the PO for chain locks. A PO history tab is created
within the PO once a transaction has taken place against the order number to support this
functionality.
Name (Position) Wilton Saban (Inventory Supervisor)
To display the purchase order history, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► Purchase
Order ► Display
Your PO is displayed automatically. If not, click on (Other Purchase
Order) and find your PO number. If the line item data is not yet displayed,
open the section by clicking on
Item Detail.
On the Purchase Order History tab, review the activity that has taken place
in reference to this purchase order. Click on your WE (Goods Receipt)
material document number. This will bring you directly to the material
document created when you did your goods receipt.
WE
On the Doc. info tab, select
. You are now looking at the
General Ledger posting that took place in the background when you saved
your goods receipt. Click on twice to go back to your PO.
On the Purchase Order History tab, click on your RE-L (Invoice Receipt)
document number. This will bring you directly to the invoice document
you just created when you did your invoice receipt.
RE-L
Select
. You are now looking at the General Ledger
posting that happened in the background when you saved your invoice
receipt. Click on
to go back to the invoice document.
On the right side of the screen, click on
(Line item list) to see that
the invoice is still open, meaning that you have not paid the vendor.
Click on the exit icon
screen.
© SAP AG
three times to return to the SAP Easy Access
Page 31
CASE STUDY
Ex. 17 Create Goods Receipt for Purchase Order
Task Create a goods receipt for a purchase order.
Time 5 min
Short Description Receive into inventory the remaining stock items ordered from Mid-West
Supply in the prior step. A goods receipt document will be created referencing our purchase order
thereby ensuring that we receive the products ordered within the timeframes requested and in
quality condition. Goods on hand will be increased and an accounting document will be
generated recognizing the value associated with these goods.
Name (Position) Tatjana Karsova (Receiving Clerk)
To create a goods receipt for a purchase order, follow the menu path:
Menu path
Logistics ► Materials Management ► Inventory Management ►
Goods Movement ► Goods Receipt ► For Purchase Order ► GR
for Purchase Order (MIGO)
Make sure that Goods Receipt and Purchase Order are selected in the
dropdown lists. Enter your PO number in the field next to them. Then,
press Enter. The data of your purchase order should now be populated into
the fields.
The system should default in the remaining 100 pieces. If the line item in
the item overview section is read only, click on
at the bottom of the
screen to close the item detail section. Then, check OK. SLoc (Storage
location) Trading Goods should already be entered.
Finally, click on
or to post your goods receipt. The system will
create a unique goods receipt
document.
Click on the exit icon
© SAP AG
Goods Receipt
Purchase Order
Your PO number
100
OK
Trading Goods
Goods receipt document
number
to return to the SAP Easy Access screen.
Page 32
CASE STUDY
Ex. 18 Create Invoice Receipt from Vendor
Task Create an invoice receipt from a vendor.
Time 5 min
Short Description Enter an invoice received from Mid-West Supply for 3,200.00 USD associated
with the recent PO and goods receipts. This invoice will be posted to an existing G/L expense
account in your Chart of Accounts and saved as an Accounts Payable to Mid-West Supply. It will
be settled by issuing a check to Mid-West Supply at a later date. The invoice is presented below in
order to support your making the necessary journal entry.
Name (Position) Silvia Cassano (Accounts Payable Specialist)
To create an invoice receipt, follow the menu path:
Menu path
Logistics ► Materials Management ► Logistics Invoice Verification
► Document Entry ► Enter Invoice
Analogous to the first invoice receipt, enter today’s date as Invoice date
using F4 and Enter. Check your Company Code US00. Enter the amount
from the invoice above (3,200.00) in the Amount field and select XI as Tax
Code. Then, type in INVOICE 00515-### as Text and click on .
Enter your PO number in the middle of the screen (next to the drop-down
field with Purchase Order/Scheduling Agreement) and press Enter.
Check the Booking OK check box in your line item. Use the
button to see if the postings are correct. Click on
to post your
invoice receipt. The system will generate a unique number for this
document.
Click on the exit icon
© SAP AG
today’s date
US00
3,200.00
XI
INVOICE 00515-###
your PO number
Booking OK
to return to the SAP Easy Access screen.
Page 33
CASE STUDY
Ex. 19 Post Payments to Vendor
Task Post payments to a vendor.
Time 5 min
Short Description Issue a payment to your Mid-West Supply vendor to settle their entire
Accounts Payable balance. Note that the amount due to them includes both of the invoices that
you have previously entered. A journal entry is made to Accounts Payable for Mid-West Supply
and to the bank checking account in the G/L.
Name (Position) Silvia Cassano (Accounts Payable Specialist)
To post payments to a vendor, follow the menu path:
Menu path
Accounting ► Financial Accounting ► Accounts Payable ►
Document Entry ► Outgoing Payment ► Post
In the Post Outgoing Payments: Header Data screen, enter (or select)
today’s date as Document Date.
In the Bank data field group, enter Account 100000 (Bank Account), the
amount you are going to pay (from Ex. 11)), and the Text “INVOICES
00504-### & 00515-###”.
In the Open items selection field group, enter (or find) the vendor number
for your Mid-West Supply vendor in the Account field (again, use City
Lincoln and Search term ### in the F4 help). Verify your data with the
screenshot below.
© SAP AG
Today’s date
100000
6,400.00
INVOICES …
Mid-West Supply
Lincoln
###
Page 34
CASE STUDY
Select
. This will produce the following screen.
Invoices selected will be displayed in blue. At the bottom of the screen,
you should see that the total amount has been fully assigned.
Click on to post payments to the Mid-West Supply. The system will
create a unique vendor payment document number.
Vendor payment document
number
Record the Document number __________________________________
Click on the exit icon
screen.
© SAP AG
and select YES to return to the SAP Easy Access
YES
Page 35
CASE STUDY
Ex. 20 Display Vendor Line Items
Task Display the vendor line items.
Time 5 min
Short Description Display and confirm the activity and associated balance for the Accounts
Payable for Mid-West Supply. You should see both a credit and debit posting indicating the
receipt of the two invoices and the issuance of a single payment to settle this balance due to MidWest Supply.
Name (Position) Shuyuan Chen (Chief Accountant)
To display the vendor line items, follow the menu path:
Menu path
Accounting ► Financial Accounting ► Accounts Payable ►
Account ► Display Balances
Find or enter the number of your Mid-West Supply vendor (for your
number ###) in the Vendor field, Company code US00, and the current
year as Fiscal year. Then, click on . This will produce the following
screen.
Mid-West Supply
US00
current year
Review for open items. Double-click on the current period’s balance to
review the line items that make up the balance. Here, you can see which
line items are open and which ones have been cleared. In your case, you
should see a symbol.
Click on
© SAP AG
three times to return to the SAP Easy Access screen.
Page 36
CASE STUDY
Ex. 21 Display Purchase Order History
Task Display the purchase order history.
Time 5 min
Short Description Review the status of POs for chain locks. The PO history tab is updated once
a transaction has taken place against the order number.
Name (Position) Wilton Saban (Inventory Supervisor)
To display the purchase order history, follow the menu path:
Menu path
Logistics ► Materials Management ► Purchasing ► Purchase
Order ► Display
Your PO is displayed automatically. If not, click on (Other Purchase
Order) and find your PO number. If the line item data is not yet displayed,
open the section by clicking on
Item Detail.
On the Purchase Order History tab, review the activity that has taken place
in reference to this purchase order. Click on the new WE (Goods Receipt)
material document number – you should now have two documents. This
will bring you directly to the material document created when you did your
goods receipt.
WE
On the Doc. info tab, select
. You are now looking at the
General Ledger posting that took place in the background when you saved
your goods receipt. Click on twice to go back to your PO.
On the Purchase Order History tab, click on the new RE-L (Invoice
Receipt) document number – you should now have two documents. This
will bring you directly to the invoice document you just created when you
did your invoice receipt.
RE-L
Select
. You are now looking at the General Ledger
posting that happened in the background when you saved your invoice
receipt. Click on
twice to go back to your PO.
On the Delivery Schedule tab, review the line items that have had
deliveries against them. Are there any line items left outstanding?
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 37
CASE STUDY
Ex. 22 Display/Review G/L Account Balances and Individual Line
Items
Task Display/review the G/L account balances and the individual line items.
Time 5 min
Short Description Display and confirm by individual account number the activity and associated
balances for several accounts in your G/L.
Name (Position) Shuyuan Chen (Chief Accountant)
To display G/L account balances, follow the menu path:
Menu path
Accounting ► Financial Accounting ► General Ledger ► Account
► Display Balances (New)
Enter G/L account 100000 (Bank Account), Company code US00, and the
current year as Fiscal year. Then, click on . A similar screen to the one
below will appear (amounts might be different for you).
100000
US00
current year
Double-click on the cell for the current month’s balance (the first column
indicates the SAP periods which are 12 month plus 1 special period).
On the G/L Account Line Item Display G/L View screen, you can see all
debits and credits toward GBI’s bank account in the US in the current
month.
© SAP AG
Page 38
CASE STUDY
Note: Because all participants in your class (virtual GBI employees) are
posting to the same US bank account, you need to find your postings in the
overall list. In order to do so, take a look at the Text column and search for
your ###, e.g. “INVOICES 00504-000 and 00515-000” if your number is
000.
###
Once you find your line item, you should also recognize the Document
Number. Double-click on your line item to display details. When you scroll
down, you should find your user name indicating that you have created the
vendor payment document.
Click on and then choose
Balance Display screen.
twice to go back to the G/L Account
Repeat the above procedure for the G/L account 300000 (Payables-Trade
Accounts). In the list of documents, you should find your two invoices
(INVOICE 00504-### and INVOICE 00515-###).
Click on the exit icon
© SAP AG
300000
to return to the SAP Easy Access screen.
Page 39
CASE STUDY
Production Planning and
Execution (PP) Case Study
This case study explains an integrated production planning and execution
process in detail and thus fosters a thorough understanding of each
process step and underlying SAP functionality.
Modified 5/2/2013
Product
MOTIVATION
PREREQUISITES
SAP ERP
G.B.I.
Release 6.04
The data entry requirements in the
production planning exercises (PP
1 through PP 6) were minimized
because much of the data already
existed in the SAP system. This
stored data, known as master data,
simplifies the processing of
business transactions. Examples
for this were material master data,
bills of materials, and routings.
Before you use this case study, you
should be familiar with navigation in
the SAP system.
Level
Undergraduate
Graduate
Beginner
Focus
Production Planning and
Execution
Authors
Bret Wagner
Stefan Weidner
In order to successfully work through
this case study, it is not necessary to
have finished the PP exercises (PP 1
through PP 6). However, it is
recommended.
NOTES
In this case study, we will create
consumption values for a finished
product to plan and process a
complete manufacturing cycle.
This case study uses the Global Bike
Inc. (G.B.I.) data set, which has
exclusively been created for SAP UA
global curricula.
This document has been revised by
Tom Wilder in 2012.
Version
2.11
© SAP AG
CASE STUDY
Process Overview
Learning Objective Understand and perform a manufacturing process cycle.
Time 140 min
Scenario In order to process a complete manufacturing process you will take on different roles
within the GBI company, e.g. production supervisor, shop floor worker and plant manager.
Overall, you will be working in the Materials Management (MM) and the Production Planning
and Execution (PP) departments.
Employees involved
Jun Lee (Production Supervisor)
Jermain Kumins (Shop Floor Worker 1)
Hiro Abe (Plant Manager Dallas)
Lars Iseler (Production Order Worker)
Susanne Castro(Receiving Clerk)
Sanjay Datar (Warehouse Employee)
Michael Brauer (Shop Floor Worker 4)
Before you can start forecasting demand for your touring bike product
group changes in the material master record of the bikes as well as
historical consumption values of the products need to be maintained.
Process description
Afterwards you will create a 12-month sales and operations plan (SOP) for
your product group, receive the production relevant goods from the storage
location and issue goods to the production order.
In the last steps the completeness of the production is confirmed, produced
goods are received in the storage location and costs assigned to the
production order are reviewed.
© SAP AG
Page 2
CASE STUDY
Ex. 1 Change Material Master Record
Task Prepare a material master record for Demand Planning.
Time 15 min
Short Description In order to plan GBI’s deluxe touring bikes (black, silver and red) prepare
their material master records by changing the MRP 3 view.
Name (Position) Jun Lee (Production Supervisor)
To change a material’s MRP 3 view, follow the menu path:
Menu path
Logistics ► Production ► Master Data ► Material Master ►
Material ► Change ► Immediately
In the Material field, find and select your red Deluxe Touring bike first.
If you do not remember its material number, position your cursor in the
Material field and click on the search icon
or press F4. Make sure you
are on the Material by Material Type tab. Select Material Type Finished
Product (FERT) and enter *### in the Material field. Remember to
replace ### by your three-digit number given by your instructor, e.g.
*005 if your number is 005. Then, press Enter and select the red Deluxe
Touring bike with a double click.
F4
Finished Product
*###
When your material number (DXTR3###) is entered in the Material field,
click on
or press Enter.
DXTR3###
On the following screen, select Basic Data 1 and MRP 3 (so that the lines
are highlighted).
Basic Data 1
MRP 3
Then, press Enter or click on
© SAP AG
. The following screen will appear.
Page 3
CASE STUDY
Find and select the GBI manufacturing facility in Dallas (DL00). Then,
enter its Finished Goods Stor. Location (FG00). Press Enter or click on
.
In the Basic Data 1 view, enter your last name after the description. If your
name doesn’t fit, enter as much as possible. This will make it easier for you
to identify that you are using the right material.
DL00
FG00
Last Name
In the MRP 3 view, enter Strategy group 40 (Planning with final assembly),
Consumption mode 1 (Backward consumption only) and Bwd.consumption
per. 30.
40
1
30
Click on to save your changes to the red deluxe touring bike. Select OK
and press Enter to acknowledge the following warning message if needed.
The system informs
© SAP AG
OK
you in the status bar
Page 4
CASE STUDY
that material DXTR3### has been changed successfully.
Repeat the same procedure for the silver and the black deluxe touring bike
material master. Start with the silver bike (DXTR2###), then modify the
black bike (DXTR1###).
DXTR2###
DXTR1###
Record the three material numbers: __________ __________ _________
Click on the exit icon to return to the SAP Easy Access screen.
© SAP AG
Page 5
CASE STUDY
Ex. 2 Create Consumption Values for Finished Product
Task Create consumption values for a finished good.
Time 15 min
Short Description Create a forecasting view and associated consumption values that will permit
forecasting of future consumption for our product.
Name (Position) Jermain Kumins (Shop Floor Worker 1)
To create consumption values, follow the menu path:
Menu path
Logistics ► Production ► Master Data ► Material Master ►
Material ► Create (Special) ► Finished Product
In the Material field, find and select your red Deluxe Touring bike.
If you do not remember its material number, position your cursor in the
Material field and click on the search icon
or press F4. Make sure you
are on the Material by Material Type tab. Select Material Type Finished
Product (FERT) and enter *### in the Material field. Remember to replace
### by your three-digit number given by your instructor, e.g. *005 if your
number is 005. Then, press enter and select red Deluxe Touring bike with a
double click.
F4
Finished Product
*###
When your material number (DXTR3###) is entered in the Material field,
select Industry sector Mechanical Engineering, click on
or press Enter.
DXTR3###
Mechanical Engineering
On the following screen, select Forecasting (so that this line is highlighted)
and make sure the indicator Create views selected is checked.
Create views selected
© SAP AG
Page 6
CASE STUDY
Then, press Enter or click on
. The following screen will appear.
Find and select the GBI manufacturing facility in Dallas (DL00). Then,
press Enter or click on .
DL00
Note the system message in the status bar which informs you that the bike
material master record already exists and will now be extended with the
Forecasting view.
On the Forecasting tab, select
the Total consumption column, press on
. If you do not see
.
Periods
Populate the Total consumption column with the following data (start with
the actual period (month) minus one month / current year.
Current
Year
12 113
11 103
10 105
9 112
8 105
7 98
6 95
5 105
4 100
3 100
2 102
1 109
Current
Year - 1
93
83
85
92
85
78
75
85
80
80
82
89
Year
Current
Year – 2
83
73
75
82
75
68
65
75
70
70
72
79
Current
Year - 3
73
63
65
72
65
58
55
65
60
60
62
69
Enter data back to January of 3 years ago as shown in the following
graphic.
© SAP AG
Page 7
CASE STUDY
Click on to save your entries. Ignore the message to enter Forecast
.
model. Then, click on
Again on the Forecasting tab, select Forecast model X (Seasonal trend
model), Hist. period 60, Forecast periods 12, Periods per season 12,
Initialization pds 12, and Initialization X (Initialization by system).
Uncheck Reset automatically, check Param.optimization, select
Optimization level F (Fine), Alpha factor 0.20, Beta factor 0.10, Gamma
factor 0.30, and Delta factor 0.30.
Then, click on
X
12
12
X
Reset automatically
Param.optimization
F
0.20
0.10
0.30
0.30
to save your modifications to the bike master record.
Click on the exit icon
© SAP AG
60
12
to return to the SAP Easy Access screen.
Page 8
CASE STUDY
Ex. 3 Change Routing
Task Change a routing for a finished good.
Time 15 min
Short Description Change the routing for your red Deluxe Touring bike.
Name (Position) Jun Lee (Production Supervisor)
After the operational steps are laid out, the components must be allocated
to the individual operations. This is a progressive process where each
operation builds off the materials that entered production in the previous
operations.
To change a routing, follow the menu path:
Component allocation
Menu path
Logistics ► Production ► Master Data ► Routings ► Routings ►
Standard Routings ► Change
If not already filled in, enter the material number for your red Deluxe
Touring bike (DXTR3###). In the Plant field, enter GBI’s Dallas plant
number (DL00). Then, press Enter or click on .
Choose
and select the following materials.
Once your have selected the lines for the red touring frame (TRFR3###)
and the touring seat kit (TRSK1###), choose
.
© SAP AG
DXTR3###
DL00
TRFR3###
TRSK1###
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CASE STUDY
In the following screen, in the Oper./Act. field enter operation 0020 and
press Enter. Back on the Material Component Overview screen, you see
that now both components have been assigned to operation 0020.
0020
Repeat the same process for the other components and assign them to
operations as shown below.
Component
Operation
TRHB1### (touring handle bar)
0030
TRWA1### (touring aluminum wheel assembly)
0040
DGAM1### (derailleur gear assembly)
0040
CHAN1### (chain)
0050
BRKT1### (brake kit)
0060
PEDL1### (pedal assembly)
0070
WDOC1### (warranty document)
0100
PCKG1### (packaging)
0100
Click on
and save your entries with
Click on the exit icon
TRHB1###
TRWA1###
DGAM1###
CHAN1###
BRKT1###
PEDL1###
WDOC1###
PCKG1###
.
to go back to the SAP Easy Access Menu.
Recording Routing Group # ________________________ and Material # ______________________
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CASE STUDY
Ex. 4 Display Product Group
Task Display a product group.
Time 5 min
Short Description Display the product group (product family) for all your Deluxe Touring bikes.
Name (Position) Jun Lee (Production Supervisor)
A product group (product family) supports high-level planning. This way,
it is not necessary to delve into the minutia of creating planning forecasts
for every material in the company.
To display the deluxe touring bike product group, follow the menu path:
Product group
Menu path
Logistics ► Production ► SOP ► Product Group ► Display
In the Display Product Group: Initial Screen, in the Product group field
find and select your group for deluxe touring bikes. After having pressed
the search icon
(or pressed F4), enter ###* in the Material description
field. Remember to replace ### with your three-digit number, e.g. enter
*009 if your number is 009.
###*
Then, press Enter or click on to display the search results. You should
see five product groups already defined for your set of material master data
(compare with the screen shown below).
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CASE STUDY
Double-click on the line for deluxe touring bicycles to select the group.
Now that the correct product group (PG-DXTR###) is filled in, make sure
that Plant DL00 is entered. Then, press Enter to display the product group
details.
PG-DXTR###
DL00
On this screen you can see that this product group defines proportions for
three different bikes: the black, silver and red deluxe touring bike. For the
black bike a share of 40% will be considered and 30% for the silver and the
red bikes each.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 5 Create Sales and Operations Plan
Task Create a sales and operations plan for a product group.
Time 20 min
Short Description Create a 12-month sales and operations plan (SOP) for your product group.
Name (Position) Jun Lee (Production Supervisor)
A sales and operations plan (SOP) is a planning tool used to consolidate
data for forecasting future sales and production levels as well as the
methods needed to meet those requirements. In this task, our SOP will be
based on historical consumption.
To create an SOP, follow the menu path:
Sales and operations plan
Menu path
Logistics ► Production ► SOP ► Planning ► For Product Group ►
Change
Make sure that Product group PG-DXTR### and Plant DL00 are entered.
Then, select
. Record the version number:
PG-DXTR###
DL00
In the system menu, select Edit ► Create sales plan ► Forecast….
Select Period intervals, Forecast from current period/current year to
previous period/next year, Historic Data from 01/three years ago to
previous period/current year, Forecast execution Aut. model selection.
Before clicking on
, compare your screen with the one below.
© SAP AG
Period intervals
current period/current year
previous period/next year
01/three years ago
previous period/current yr.
Aut. model selection
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CASE STUDY
Click on
and continue through warning messages if needed.
The system selected Trend and season. Click on
screen, choose
(Interactive Graphics).
(This may not show up with Mac OS) Click on
screen.
. In the next
to go back to the results
You can see that the system tested and found Seasonal and Trend
tendencies in the past consumption data and has applied a Seasonal Trend
Model.
Click on (Copy and Save). The sales forecast is copied into our Sales
and Operations Plan.
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CASE STUDY
As Target day’s supply enter 5 for each forecasted period.
5
In the system menu, select Edit ► Create productn plan ►
Synchronous to sales. Note the change in the Production and in the Stock
level lines. The production plan is created to match the sales forecast.
In the system menu, select Edit ► Create productn plan ► Target day’s
supply. Note the impact on the production plan and stock levels.
Production levels are generated to match the sales plus produce enough to
put into stock to meet the target days of supply specifications.
Review the Planning Table (your numbers may be different then this table).
Click on
table.
You may click on
© SAP AG
to review a graphic representation of your planning
to display a legend for this graphic.
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CASE STUDY
Click on
to go back and save with
Click on the exit icon
© SAP AG
.
to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 6 Transfer SOP to Demand Management
Task Transfer SOP to Demand Management.
Time 10 min
Short Description Transfer the Sales and Operations Plan to Demand Management.
Name (Position) Jun Lee (Production Supervisor)
Demand Management is the tool used to disaggregate planning data from
high-level plans down to the detailed planning level. For this task, planning
for the Deluxe Touring Product Group will be broken down into the
individual components that belong to this group.
To transfer the SOP to Demand Management, follow the menu path:
Demand Management
Menu path
Logistics ► Production ► SOP ► Disaggregation ► Transfer PG to
Demand Planning
Enter Product group PG-DXTR###, Plant DL00, and the version saved in
the previous task (A00).
Select Prod.plan for mat. or PG members as proportion of PG and
Active. Then, deselect the Invisible Transfer indicator to present the
disaggregation results on another screen allowing the planner to modify the
results before saving them manually to Demand Management.
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PG-DXTR###
DL00
A00
Prod.plan for mat. or PG
members as prop. of PG
Active
Invisible Transfer
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CASE STUDY
and examine the Planned Independent Requirements
Select
generated for DXTR1###.
Then, click on
DXTR1###
to save.
Examine the Planned Independent Requirements generated for DXTR2###
and save them with .
DXTR2###
Finally, examine the requirements for DXTR3### and save them with
DXTR3###
.
Note: DXTR1### makes up 40%, DXTR2### makes up 30% and
DXTR3### another 30% of the production plan created in your Sales and
Operations Plan. How is this derived?
Click on the exit icon
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to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 7 Review Demand Management
Task Review the requirements for a product group.
Time 10 min
Short Description Review the requirements for the product group to ensure that there are
production requirements for the individual production items.
Name (Position) Hiro Abe (Plant Manager Dallas)
To review planned requirements, follow the menu path:
Menu path
Logistics ► Production ► Production Planning ► Demand
Management ► Planned Independent Requirements ► Display
Select the Product group indicator, enter Product group PG-DXTR###,
Plant DL00, and select
(Enter).
Product group
PG-DXTR###
DL00
On the Table tab, review the Planned Independent Requirements for the
Deluxe Touring bike product group by material.
On the Sched. lines tab, review the requirement dates, planned quantities,
values, and total planned quantities.
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CASE STUDY
Select
(Next item) to move to the next material.
Click on the exit icon
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to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 8 Run MPS with MRP
Task Run Master Production Scheduling (MPS).
Time 10 min
Short Description Run Master Production Scheduling (MPS) to generate a series of planned
orders that satisfy the requirements from SOP and demand management. Concurrently with MPS,
the MRP materials will be processed leading to the generation of planned orders for dependent
requirements that have been created by the BOM explosion process.
Name (Position) Jun Lee (Production Supervisor)
To run Master Production Scheduling, follow the menu path:
Menu path
Logistics ► Production ► Production Planning ► MPS ► MPS ►
Total Planning ► Online
Enter Plant DL00, Processing key NETCH, select 2 (Purchase requisition
in opening period), 3 (Schedule lines), 1 (MRP list), 1 (Adapt planning
data (normal mode)), and 1 (Determination of Basic Dates for Planned).
Then, select Process MRP materials and Display list.
DL00
NETCH
2
3
1
1
1
Process MRP materials
Display list
Select
(Enter). A warning message will appear asking you to check
input parameters. Press Enter to confirm and bypass the warning message.
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CASE STUDY
To start the planning run, click on
details from the List Display.
(Continue) and review the planning
Note: Your list may look different. However, you should find your red
deluxe touring bike (DXTR3###) in the list.
Click on the exit icon
© SAP AG
DXTR3###
to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 9 Review Stock/Requirements List
Task Review the Stock/Requirements List.
Time 10 min
Short Description Review the Stock/Requirements List for your deluxe touring bikes.
Name (Position) Lars Iseler (Production Order Worker)
The Stock/Requirements List is a dynamic list which dynamically changes
whenever a transaction occurs using the given material. Display and review the
Stock/Requirements List for all materials in the deluxe touring bike product
group on hand and the demand that exists against these products. The report
shows that there is no stock and therefore nothing is available for use at this time.
To review the Stock/Requirements List, follow the menu path:
Stock/Requirements List
Menu path
Logistics ► Production ► Production Planning ► MPS ► Evaluations ►
Stock/Reqmts List
On the Collective access tab, enter Plant DL00, select and enter Product group
PG-DXTR###, and click on (Enter). This will allow you to see the status of
all products within your planning group.
DL00
Product group
PG-DXTR###
Select (Highlight) the three materials that make up your product group.
Then, select
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and
.
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CASE STUDY
Select material DXTR3###. Choose (Switch to Period Totals). This will allow
you to see the planned independent requirements, planned receipts, and ATP
quantities based on time; days, weeks, or months.
Select
to go back to the individual lines.
To view the details of the first planned order (PldOrd), select
Details).
Select
© SAP AG
(Element
(Pegged Requirements).
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CASE STUDY
You can see that this planned order is to fulfill our Safety Stock and the first
planned independent requirement that was created when we disaggregated our
SOP.
Select
(Graphic) to see a graphical view of this information.
Click on the exit icon
© SAP AG
twice to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 10 Convert Planned Order into Production Order
Task Convert a planned order into a production order.
Time 10 min
Short Description Convert a planned order generated in the MPS/MRP run to a production order.
The stock requirements list displays the suggested planned orders from the MPS run.
Name (Position) Lars Iseler (Production Order Worker)
To convert planned orders into production orders, follow the menu path:
Menu path
Logistics ► Production ► MRP ► Evaluations ► Stock/Reqmts List
Enter Material DXTR3###, Plant DL00, and click on
double-click on the second planned order.
In the Additional Data screen, click on
production order).
DXTR1###
DL00
(Convert planned order to
Determine the status of your order by clicking on
© SAP AG
(Enter). Then,
. What does this mean?
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CASE STUDY
Note: When you converted the planned order to a production order
scheduling takes place, an availability check was automatically carried out
and a reservation was placed on the materials specified within the bill of
materials. The order was also automatically released when the production
order was created.
Click on
with .
to go back to the header screen and save your production order
Note: When you save the production order the system will automatically
calculate the planned costs for the production order and the production order
is given a number.
Production order number
Make sure you record your production order number. You will use this
number a couple of times during the rest of the exercises.
Select
(Refresh) to refresh the Stock/Requirements List. In the MRP
Element column the planned order PldOrd that you selected should now
have changed into a production order PrdOrd.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
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CASE STUDY
Ex. 11 Receive Goods in Inventory
Task Receive goods in the Dallas plant.
Time 10 min
Short Description Receive enough goods in the Dallas storage locations to start the production
process.
Name (Position) Susanne Castro (Receiving Clerk)
Usually, at this point the purchasing department in Dallas would take over
and procure enough raw materials from vendors to fill the inventory so that
the production process can be initiated. In this case study, we are bypassing
this procurement process (this process is explained in the MM unit in
detail). Because the inventory for all DXTR3### components is empty, we
will assume that we find 100 pieces each in the storage location.
To receive goods in the inventory, follow the menu path:
Goods receipt
Menu path
Logistics ► Materials Management ► Inventory Management ►
Goods Movements ► Goods Receipt ► Other
Make sure you click on Other and not on Other (MIGO). This should
produce the following screen.
Enter today as Document and Posting Date, Movement Type 561 (Receipt
per initial entry of stock balances into unr.-use), Plant DL00, and leave
Storage Location blank. Then, press Enter or click on .
today
today
561
DL00
In the Enter Other Goods Receipts: New Item screen, enter the following
data. Each one of these ten materials are components that you later on need
in your production order. Note that all materials are stored in the raw
materials storage location in Dallas except the touring wheel assembly
(first component in the list) which is a semi-finished good.
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CASE STUDY
Material
Quantity SLoc
TRWA1### (Touring Aluminum Wheel Assembly)
200
SF00
TRFR3### (Touring Frame-Red)
100
RM00
DGAM1### (Derailleur Gear Assembly)
100
RM00
TRSK1### (Touring Seat Kit)
100
RM00
TRHB1### (Touring Handle Bar)
100
RM00
PEDL1### (Pedal Assembly)
100
RM00
CHAN1### (Chain)
100
RM00
BRKT1### (Brake Kit)
100
RM00
WDOC1### (Warranty Document)
100
RM00
PCKG1### (Packaging)
100
RM00
TRWA1###
TRFR3###
DGAM1###
TRSK1###
TRHB1###
PEDL1###
CHAN1###
BRKT1###
WDOC1###
PCKG1###
Before pressing Enter compare your screen with the screenshot shown
below. Remember that your material numbers are different.
After pressing Enter you should see the following screen.
Save your goods receipt with
and record the material document number.
Then, click on the exit icon to return to the SAP Easy Access screen.
(you may need to go to Edit> New Item to get line 10)
© SAP AG
Material document number
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CASE STUDY
Ex. 12 Issue Goods to Production Order
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CASE STUDY
Task Issue goods to a production order.
Time 10 min
Short Description Now that all necessary components are on stock issue them to your
production order in precise quantity.
Name (Position) Sanjay Datar (Warehouse Employee)
The goods issue process is fully defined in the production order, BOM, and
routing. The quantities and the materials are reserved for this specific
production order, will be withdrawn with reference to the order number,
and will be used to assign actual costs to the production order for
managerial accounting purposes.
To issue goods to a production order, follow the menu path:
Goods issue
Menu path
Logistics ► Production ► Shop Floor Control ► Goods Movements
► Goods Issue
This should produce the following screen.
Enter today as Document and Posting Date, Movement Type 261
(Consumption for order from warehouse), Plant DL00, and leave Storage
Location blank. Then, click on the
button.
Enter your production order number from two tasks back.
If you have not written down your production order number you can find it
in the system. In order to do so, in the Order field press F4 or click on the
search icon . In the Order Number (1) screen, use the icon on the far
right
to display a list of all tabs. Please select the Production orders
using the info system tab. On this tab, enter your material DXTR3### in
the Material field and click on . Double-click on the result row to adopt
your production order number into the initial screen.
today
today
261
DL00
Production order number
F4
DXTR3###
Once you have found and entered your production order number, click on
to continue.
An itemized list will appear. It lists all the materials and their respective
quantities that need to be issued to your order. You need to tell the system
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CASE STUDY
what Storage Location the materials should be withdrawn from. For the
wheel assembly (TRWA1###), enter SF00 (Semi-finished goods) and for
all other materials RM00 (Raw materials) in the SLoc fields. Before
pressing Enter compare your screen with the one shown below. If less than
10 rows show up, you can click Edit at the system menu, then position
cursor for the next line needed.
SF00
RM00
Click on the
button. A series of screens will appars asking
you to copy in the requirements for each of the dependent requirements.
Click on to accept the details for each material.
Finally, on the Enter Goods Issue: Overview screen you will see all of the
goods issue quantities for each of the materials.
Click on
(Post) and record the material document number.
Click on the exit icon
© SAP AG
Material document number
to return to the SAP Easy Access screen.
Page 32
CASE STUDY
© SAP AG
Page 33
CASE STUDY
Ex 13 Review Production Order Status
Task Review the production order status.
Time 10 min
Short Description Review the current production order with respect to the status of the order.
Name (Position) Michael Brauer (Shop Floor Worker 4)
To display the production order, follow the menu path:
Menu path
Logistics ► Production ► Shop Floor Control ► Order ► Display
Enter the number of your production order.
Production order number
If you have not written down your production order number you can find it
in the system. In order to do so, in the Order field press F4 or click on the
search icon . In the Order Number (1) screen, use the icon on the far
right
to display a list of all tabs. Please select the Production orders
using the info system tab. On this tab, enter your material DXTR3### in
the Material field and click on . Double-click on the result row to adopt
your production order number into the initial screen.
When your production order number is entered, click on
F4
DXTR3###
.
Document how many units you will be producing _________________
This is also known as Yield to Confirm.
Note that the order status has changed and review it by clicking on
again.
You did a goods issue to the production order in the last task. Now, you
want to review the cost assigned to the order, the material document, and
the corresponding accounting document.
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CASE STUDY
In order to do so, click on
the system menu select:
to go back to the header screen and then in
Goto ► Costs ► Analysis
Here you can see the costs that were assigned to the production order from
our goods issue.
Click on the exit icon
© SAP AG
to go back to the SAP Easy Access menu.
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CASE STUDY
Ex. 14 Confirm Production Completion
Task Confirm production order completion.
Time 10 min
Short Description Confirm completion for your production order.
Name (Position) Michael Brauer (Shop Floor Worker 4)
When the assembly has been completed for the current production order, we
need to confirm that certain procedures and activities have been completed
and record the quantity of the end product that has been manufactured.
To confirm production completion, follow the menu path:
Production completion
Menu path
Logistics ► Production ► Shop Floor Control ► Confirmation ► Enter
► For Order
Enter your production order number and click on
.
Select Final Confirm. and Clear Reservation. In the Yield to conf. field,
enter the amount of bikes you were supposed to produce for this order.
Remember that your amount might be different from the screen below.
Then, change the Execution start to 1 hour earlier than the default time.
© SAP AG
Production order number
Final Confirm.
Clear Reservation
amount
1 hour earlier
Page 36
CASE STUDY
Click on
and save your entries with
.
Note: When the confirmation is saved, labor costs for the order are calculated
automatically. The quantity yield also establishes the parameters for the goods
receipt into Inventory.
Click on the exit icon
to return to the SAP Easy Access screen.
Record your Order Number _________________________
© SAP AG
Page 37
CASE STUDY
Ex. 15 Receive Goods from Production Order
Task Post a goods receipt from production order.
Time 15 min
Short Description Post a goods receipt from your production order.
Name (Position) Susanne Castro (Receiving Clerk)
Receive the completed products into finished goods inventory. Check the
quantity purposed against the quantity specified in the production order and
the quantity specified during confirmation. If there are any discrepancies,
the system will decide if an error or warning message should be generated
depending upon the deviation identified.
To post a goods receipt, follow the menu path:
Goods receipt
Menu path
Logistics ► Production ► Shop Floor Control ► Goods Movements
► Goods Receipt
This produces the following screen.
Enter Movement Type 101 (Goods receipt for order to warehouse), your
production order number, Plant DL00, Stor. Location FG00 (Finished
Goods), and select
.
© SAP AG
101
Production order number
DL00
FG00
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CASE STUDY
Ensure that the quantity to be placed into inventory and the storage location
are correct. Then, click on to accept the details for the new bikes
received from production.
In the overview screen, review the item to ensure that all the data is correct.

Movement Type  101 (goods receipt into Inventory)

Storage Location  FG00 (Inventory)

Quantity  should equal the amount that you confirmed in the
previous task
Click on to post the goods receipt. When you save this material
document the actual value of the material produced was entered into the
production order.
Material document number
Record the material document number.
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 39
CASE STUDY
Ex. 16 Review Costs Assigned to Production Order
Task Review costs assigned to your production order.
Time 5 min
Short Description Display and review the costs that have been assigned to your production
order.
Name (Position) Jamie Shamblin (Cost Accountant)
To display costs assigned, follow the menu path:
Menu path
Logistics ► Production ► Shop Floor Control ► Order ► Display
Enter your production order number, and click on
(Enter).
Production order number
In the system menu, select:
Goto ► Costs ► Analysis
Now that the finished products have been received in the Inventory, the
Manufacturing Output Settlement Variance has been added. How is this
figure calculated by the system?
Click on the exit icon
© SAP AG
to return to the SAP Easy Access screen.
Page 40
CASE STUDY
Ex. 17 Settle Costs of Production Order
Task Settle costs of your production order.
Time 20 min
Short Description Settle the costs of your production order. The costs are temporarily captured in
the production order and they need to be assigned to an appropriate cost object. Compare the actual
costs to the planned costs to identify any deviations or potential problems in this regard.
Name (Position) Jamie Shamblin (Cost Accountant)
To settle costs of a production order, follow the menu path:
Menu path
Logistics ► Production ► Shop Floor Control ► Period-End Closing
► Settlement ► Individual Processing
If you have to input the Controlling Area, enter NA00, and click on
.
Enter your production order number, the current month as Settlement
period (e.g. 007 for July), the current month as Posting period, and the
current year as Fiscal year. Make sure that Test Run is selected.
Then, click on
© SAP AG
NA00
Production order number
current month
current month
current year
Test Run
(Execute).
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CASE STUDY
Click on
(Detail lists). In the system menu, choose:
Environments ► Report
Then, double-click on Actual/Plan/Variance to select the report.
Actual/Plan/Variance
Because no cost planning has been taking place before the production order
was executed, the variance between actual and plan costs equals the actual
costs.
Click on
to go back. Then, select
and click on
twice.
Deselect Test Run and execute again with . Click on (Detail lists) and
select
(Report). Choose report Actual/Plan/Variance.
© SAP AG
Yes
Test Run
Actual/Plan/Variance
Page 42
CASE STUDY
Note: The Actual and plan will be different depending on multiple factors.
What would those factors be?
Click on , choose
Easy Access screen.
© SAP AG
and click on
again to return to the SAP
Yes
Page 43
EXERCISE
FI 1: Display Chart of Accounts
Exercise Display a chart of accounts.
Time 10 min
Task Use the SAP Easy Access Menu to review a listing of the General Ledger (G/L) accounts
that are part of your chart of accounts. For each G/L account, the chart of accounts contains the
account number, the account name, and additional technical information.
Name (Position) Shuyuan Chen (Chief Accountant)
A chart of accounts may be shared by many company codes. Each company
code must be assigned a chart of accounts. Once a chart of accounts is assigned
to a company code, it becomes the operative chart of accounts for that
company code and it is used to capture information for both Financial
Accounting (FI) and Cost Accounting (CO).
Other possible charts of accounts may be required to capture additional
information to support international business accounting purposes including:
Chart of accounts
Other possible charts
of accounts
• Country-specific charts of accounts - This is structured in accordance
with legal requirements of a specific country.
• Group chart of accounts - This is structured in accordance with
requirements pertaining to consolidated financial statements.
In order to display a chart of accounts, follow the SAP Easy Access menu
path:
Menu path
Accounting ► Financial Accounting► General Ledger ► Information
System ► General Ledger Reports (New) ► Master Data ► Chart of
Accounts
In the Chart of accounts field, use the F4 key to find and select the global GBI
chart of accounts (GL00) and enter 1 for Charts of accts not assigned.
© SAP AG
GL00
1
Page 1
EXERCISE
Then, click on
(Execute).
Record information on your chart of accounts in the table below:
G/L Account Number
G/L Account Name
100000
200100
300000
310000
600000
700000
720300
740300
741500
770000
Click on the exit icon
twice to return to the SAP Easy Access Screen.
© SAP AG
Page 2
EXERCISE
FI 2: Display Chart of Accounts II
Exercise Use the SAP Easy Access Menu to display a chart of accounts.
Time 5 min
Task Review a listing of the General Ledger (G/L) accounts that are part of your chart of
accounts and that have been made operative for your company code. Each G/L account being
used by a company code has both chart of account and company code specific information. In this
way, a chart of accounts may be used by several company codes with each having their own
unique information and settings.
Name (Position) Shuyuan Chen (Chief Accountant)
To do this, follow the menu path:
Menu path
Accounting ►Financial Accounting ► General Ledger ► Information
System ► General Ledger Reports (New) ► Master data ► G/L Account
List
Enter GL00 for Chart of accounts.
Then click on
GL00
(Execute).
How does this information differ from the information in Exercise FI 1? What
are the company codes this chart of accounts is assigned to?
© SAP AG
Page 3
EXERCISE
Click on the exit icon
twice to return to the SAP Easy Access Screen.
© SAP AG
Page 4
EXERCISE
FI 3: Display General Ledger Account
Exercise Display a General Ledger account.
Time 10 min
Task Use the SAP Easy Access Menu to display a G/L account in your chart of accounts
(alternative bank account). Businesses commonly maintain several bank accounts (e.g. payroll,
general checking and money market) that are listed on their balance sheet.
Name (Position) Shuyuan Chen (Chief Accountant)
To do this, follow the menu path:
Menu path
Accounting ► Financial Accounting ► General Ledger ► Master
Records ► G/L Accounts ►Individual processing ► Centrally
In the G/L Account field, use the F4 key to open the search window (make
sure to select the G/L account description in chart of accounts tab). Enter
Alternate* for G/L long text and write GL00 in the Chart of Accounts field.
Then, press Enter or click on . On the result screen, double-click on the
Alternate Bank Account row to select G/L account 101000.
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Alternate*
GL00
101000
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EXERCISE
After the account number (101000) is populated into the G/L Account field,
find and select Company Code US00. Then, press on the button to display
the G/L account data.
US00
What Account Group is this G/L account assigned to?
Is this account a Profit and Loss Statement account or a Balance Sheet
account?
What is the account currency?
Repeat the same procedure for the same G/L account, but for the German GBI
Company Code (DE00).
DE00
What differences did you find?
You may look at other G/L account details if you would like.
Click on the exit icon
to return to the SAP Easy Access Screen.
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EXERCISE
FI 4: Post Transfer of Funds to Alternate Bank Account
Exercise Transfer funds to Alternate Bank Account.
Time 10 min
Task Use the SAP Easy Access Menu to generate a journal entry for the US GBI company to
transfer funds from your current bank account to your alternate bank account.
Name (Position) Clayton Bartolome (Fixed Assets Accountant)
To do this, follow the menu path:
Menu path
Accounting ►Financial Accounting ► General Ledger ► Posting ►
Enter G/L Account Document
If Company Code US00 is not displayed use the Menu Entry Edit ► Change
company code (F7) to select your US GBI company. In the Document Date
field, use F4 and Enter to select today’s date and choose USD as Currency. As
Reference, enter your three-digit number (###) and as Doc. Header Text
Transfer of Funds.
US00
today’s date
USD
###
Transfer of Funds
On the first line, enter 101000 (Alternate Bank Account) as G/L acct, choose
Debit as D/C and enter 5000 as Amount in doc.curr.
101000
Debit
5000
On the second line, enter 100000 (Bank Account) as G/L acct, choose Credit
as D/C and enter 5000 as Amount in doc.curr.
100000
Credit
5000
Then click on
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(Enter).
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EXERCISE
Use the
button to see if the postings are correct.
Do Debits equal Credits?
What kind of accounts make up this transaction?
What does PK stand for on the simulate screen?
Click on
(Back) once and accept any warning messages with Enter.
Then, click on (Post). The system will create a unique G/L account
document number.
G/L account
document
Click on the exit icon
and acknowledge the warning message by choosing
YES – there will be no data lost. This brings you back to the SAP Easy Access
menu.
YES
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EXERCISE
FI 5: Display G/L Account Document
Exercise Display a G/L account document.
Time 10 min
Task Use the SAP Easy Access Menu to display the G/L account document you have just
created.
Name (Position) Clayton Bartolome (Fixed Assets Accountant)
To display a G/L account document, follow the menu path:
Menu path
Accounting ► Financial Accounting ► General Ledger ► Document ►
Display
Your account document number should already be entered. If not, click on
. Then, choose Company Code US00 and enter ### (your threedigit number) in the Reference number field. Then, click on to execute the
search producing a Document List screen similar to the one shown below.
US00
###
Double-click the document number to display the document. The system
displays a similar screen to the simulate screen you saw just before your posted
your document in the previous exercise.
What do the Posting Keys (PK) 40 and 50 mean?
40
50
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EXERCISE
Click on the button to display the document header information. Who
created the document and when?
Press Enter to go back to the Display Document: Data Entry View screen.
Then, click on the exit icon
to go back to the SAP Easy Access menu.
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EXERCISE
FI 6: Post Purchase of Office Supplies
Exercise Post a purchase of office supplies.
Time 10 min
Task Use the SAP Easy Access Menu to generate a journal entry for your alternate bank account
to purchase office supplies.
Name (Position) Clayton Bartolome (Fixed Assets Accountant)
The business scenario is that you need some office supplies immediately. You
drive down to Office Supply Depot and buy $175 of supplies (paper, folders,
and a software package) and pay for the purchase with a company check drawn
on your alternate bank account.
To do this, follow the menu path:
Business Scenario
Menu path
Accounting ► Financial Accounting ► General Ledger ► Posting ►
Enter G/L Account Document
In the Document Date field, use F4 and Enter to select today’s date and
choose USD as Currency. As Reference, enter your three-digit number (###)
and as Doc. Header Text Purchase of Supplies. If Company Code US00 is not
displayed use the Menu Entry Edit ► Change company code (F7) to select
your US GBI company.
On the first line, in the G/L acct field use the F4 help to find the account
number for Supplies Expenses. To do so, select the G/L account description in
chart of accounts tab enter Supplies* in the G/L long text. Then, press Enter.
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today’s date
USD
###
Purchase of Supplies
US00
Supplies*
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EXERCISE
Then, double-click on the result row to select G/L account number 740000.
Back on the first line, choose Debit as D/C and enter 80 as Amount in
doc.curr. Then, scroll to the right until you see the Cost center column and
enter NAIS1000 (Internal Services).
On the second line, enter 740000 as G/L acct again, choose Debit as D/C and
enter 95 as Amount in doc.curr. Then, scroll right until you see the Cost center
column again and enter NAIT1000 (IT costs).
On the third line, enter 101000 (Alternate Bank Account) as G/L acct, choose
Credit as D/C and 175 as Amount in doc.curr. Then, click on (Enter).
Use the
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740000
Debit
80
NAIS1000
740000
Debit
95
NAIT1000
101000
Credit
175
button to see if the postings are correct.
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EXERCISE
Then, click on
Click on
(Post) and record the document number.
G/L account
document
and choose YES to return to the SAP Easy Access menu.
YES
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EXERCISE
FI 7: Display General Ledger Account Balances
Exercise Use the SAP Easy Access Menu to display G/L account balances.
Time 15 min
Task Use the SAP Easy Access Menu to display and confirm by individual account number the
activity and associated balances for several accounts in the general ledger of the US GBI
company.
Name (Position) Clayton Bartolome (Fixed Assets Accountant)
To do this, follow the menu path:
Menu path
Accounting ► Financial Accounting ► General Ledger ► Account ►
Display Balances (New)
Enter 101000 as Account Number, US00 as Company Code and the current
year as Fiscal Year.
101000
US00
current year
Then, click on (Execute). The system should display a table similar to the
one shown below.
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EXERCISE
If your numbers are different, can you explain why?
Double-click on the debit amount of the current month. The system displays all
documents that make up the total credit amount. Find your document number
in the list.
Note: The screen shot below displays one document as the author has posted
debits in one G/L account document only.
In your case, there might be multiple versions of the same posting. Remember
that similar to a real company you are posting to the same G/L accounts
together with your fellow students.
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EXERCISE
Click on the exit icon
until you are back on the SAP Easy Access Screen.
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EXERCISE
FI 8: Change Financial Accounting Document
Exercise Change a financial accounting document.
Time 10 min
Task Use the SAP Easy Access Menu to complete changes for a previously posted financial
accounting document. It is important to note that some changes are permitted while others are
fully restricted.
Name (Position) Clayton Bartolome (Fixed Assets Accountant)
To do this, follow the menu path:
Menu path
Accounting ► Financial Accounting ► General Ledger ► Document ►
Change
First, select
. On the selection screen, enter US00 as Company
Code, the current year as Fiscal Year, and SA as Document Type. As Posting
Date enter a range of dates that will include your document (saved in the FI
4 exercise).
Then, click on
US00
current year
SA
(Execute).
Double-click on the number of the document you wish to change.
In the Change Document: Data Entry View screen, double click on the first
item.
What can you change?
Select
(Display document header).
What can you change?
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EXERCISE
Change the Doc. Header Text to “Test for Change”.
Click on
(Continue). Then, click on
Test for Change
to save.
Why can’t you change the amount of the line item?
Click on the exit icon
until you are back on the SAP Easy Access Screen.
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EXERCISE
FI 9: Display Changes to Financial Accounting Documents
Exercise Display changes to financial accounting documents.
Time 10 min
Task Use the SAP Menu to display and confirm the changes entered in the previous exercise.
Name (Position) Shuyuan Chen (Chief Accountant)
To do this, follow the menu path:
Menu path
Accounting ► Financial Accounting ► General Ledger ► Document ►
Display Changes
The system should have already defaulted in Company Code US00, your doc.
number, and the current year as Fiscal Year (if not, please do so). Then, press
Enter. This should produce the following screen.
Then, click on
US00
document number
current year
.
Highlight the “Document Header Text” line. Then click on
(Choose).
Who made the changes and when were they made?
Press Enter. Then, click on
to return to the SAP Easy Access Screen.
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