business process integration using gbirowdysites.msudenver.edu/~legea/cis2010/webpages/sap... ·...

BUSINESS PROCESS INTEGRATION USING GLOBAL BIKE INCORPORATED (GBI)

Exercise 1: Logging on to the SAP SystemThis 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.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.

Getting Started

Find and double-click this icon on your desktop. If it is not there, search for and start the “SAP Logon” program.

A dialog box similar to the one shown above appears. The list of systems may be longer than in the dialog box shown here. Select the SAP system Torino and then click the Log On button.

The logon screen appears. The system requests the client, your user, password, and preferred language.

Enter the following: Enter client number: 570

Enter User ID (GBI-###) - See “the GBI USER ID webpage” link on my Main SAP/ERP assignment webpage.

Enter a Password: GLOBAL (You CANNOT remove any asterisk (*) or see your password. Just type it). NOTE: The password is case-sensitive.

Select EN as the language

© 2008 by SAP AG. All rights reserved. SAP University Alliance The Rushmore Group, LLC

http://rowdysites.msudenver.edu/~legea/cis2010/Webpages/SAP_Assign_9/cis2010_SAP_Assign_MainPage.html


Before you log on, you need to know the definition of the term “client.”SAP systems are client systems. With the client concept several separate companies can be managed in one system at the same time.

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.

Client

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.



Initial Screen

This is the initial screen as described in more detail below.

Initial Screen

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.

Menu Bar

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.

Standard Toolbar

Title Bar

The title bar displays the name of the transaction you are currently using.

Title Bar

Application Toolbar

The application toolbar contains icons applicable to the transaction you are currently using.

Application Toolbar



SAP Easy Access MenuThe 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).

SAP Easy Access Menu

Status Bar

The status bar shows information about the current system status as well as warning and error messages.

Status Bar



Logging Off

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.

Log off



Introduction to 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


or


Practical work with the SAP system

There are three ways of calling transactions in the SAP system.Transaction concept

SAP Easy Access MenuYou 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.

SAP Easy Access Menu

FavoritesIf 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.

Favorites

Transaction codeA 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.

Transaction code

Note: The command field in 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:

Icons

(also ) Corresponds to the Enter key and confirms your entriesSaves your entries on the current screen/transactionCorresponds to the Escape key and takes you to the previous screenExits the current transaction

(also ) Cancels the transaction (in case of system problems)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.

Sessions

To open a new session, choose or System ► Create Session.To close a session, choose or System ► End Session.



HelpSeveral 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 help by choosing directly right of a selected field.

F4

The Help menu contains more help. Choose Application Help for context-sensitive 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.



Favorites

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, SAP script). 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 .



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.

Transaction code

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 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/o Opens a new session

/n

/i

/o

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.

SEARCH_SAP_MENU

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).



Unit 1: Overview of Master Data, Sales Cycle, Procurement Cycle, and the Financial Accounting functions.

This is Assignment 1, the first set of exercises for the course. In these exercise, you will do an overview of the course work. You will create master material for a vendor, a material, and a customer. In Lecture, you will learn the importance and function of Master Data.

The next step is to create a customer quotation. This is the first step in the Sales Cycle. The Sales Cycle is an important business process, and is integrated with other business processes. One of those is Material Requirements Planning, or MRP. In lecture you will see how MRP works, and how it is used to insure proper stock levels.

Once you know what materials you need you will create a purchase order. This is part of the Procurement Cycle. Procurement is the buying of goods and/or services that the company needs, either to run or to sell.

After receiving the goods, we must pay the vendor. This is the Accounts Payable component of the procurement cycle. Accounts payable, or A/P, is part of the financial accounting module.

The Sales Cycle is not complete until the goods are delivered. Delivery is set up, and the warehouse functions are performed in order to send the goods to the customer. Once the goods are sent out, a function called Post Goods Issue is performed. That signals the end of the delivery component of the Sales Cycle.

Once the goods have been issued, you can collect the payment from the customer. This is part of the Accounts Receivable, or A/R, function. Once the funds have been collected, the Sales Cycle ends. You will check the status using the document flow screen on the sales order.

Exercise 2-20 will be done using a company code that is already configured within the system. In this case, it is company code US00. This is the last time you will use that company code. Starting with exercise 21, you will configure a new company code.



Important Instructions

Please read all instructions carefully for each exercise. If you fail to read the instructions carefully, you will not only mess up the current exercise but possibly 5-7 future exercises.

Wherever you see either ### or _ _ _, please enter the numbers from your GBI code. In other words, if you are GBI-888, enter 888 wherever you see ### or _ _ _. If you fail to do so, you may not get credit for these exercises.

Use the Print Screen feature. On a Microsoft system use the PrtScn key (or similarly named key on the keyboard) each time you see the “Print Screen” step/instruction in this exercise.

Clicking the PrtScn key will capture everything on the screen and save it as an image (it saves it to the system clipboard which the copy & paste functions use).

Then paste that Print Screen shot into the Your_Name_cs2010_Lab9_SAP_Submission.docx file.

When finished you will submit the Your_Name_cs2010_Lab9_SAP_Submission.docx file containing your Print Screen images via Blackboard as per the assignment page.

NOTE that typically on a Mac the Print Screen key sequence is Command (⌘)+Shift-3.

ALL STUDENTS: This is the time to open the “Your_Name_cis2010_Lab9_SAP_Submission.docx” file in preparation for the Exercise #2 screen capture in two pages. The file is available in Step 3 on the “Assignment #9 Mainpage”. And you should change “Your Name” In the filename to your (actual) name.



Exercise 2: Create Vendor MasterWithin the exercises use your student number that was assigned to you for this course wherever you see _ _ _ Navigation

Menu Path Logistics Materials Management Purchasing Master Data Vendor Central Create

Trans Code XK01

In the Create Vendor: Initial Screen enter the following: Leave vendor field blank

Company code: US00

Purchasing organization: US00

Account Group: KRED

Reference SECTION Vendor: 110000

Company Code: US00

Purchasing Organization: US00

Click (Enter)

In the Create Vendor: Address screen: Name SECTION Title select: Company Enter the vendor’s name Your last Name Enterprise ### (### from your GBI number)

(in upper textbox) (Example: Wilder Enterprise 001)

Search terms SECTION Search term (first/left textbox) ### (### from your student GBI Number)

Street Address SECTION Postal code (first/left textbox) 68516 City(textbox right of Postal Code) Lincoln Country US Region NE

Communication SECTION Language English

Then, click on until you see the Create Vendor: Control screen.




In the Create Vendor: Control screen: Tax information SECTION Tax Number 2 12-3456### (### from your student GBI number)

Then, click on until you see the Create Vendor: Accounting information Accounting screen.

In the Create Vendor: Accounting information Accounting screen: Accounting information SECTION Recon. account 300000Then, click on .

In the Create Vendor: Payment transactions Accounting screen Payment data SECTION Payt Terms 0001 Select/Check the box for Chk double inv.Then, click on .

In the Create Vendor: Correspondence Accounting screen: Correspondence SECTION Clerk at vendor Your name (example Sarah Jones)Then, click on until you see the Create Vendor: Purchasing data screen.

In the Create Vendor: Purchasing data screen: Conditions SECTION Order currency USD Terms of payment 0001Then, click on .

There is no data to be entered in the Create Vendor: Partner functions screen.

Click on to save and the SAP system will automatically assign a unique number for your vendor.

Click the Print Screen key to capture the screen which shows your vendor master record and paste the image into your Template file. This is Screen capture #1. You will need the Vendor number reported by the save command and documented in your screen capture later in the assignment.

Click on the exit icon to return to the SAP Easy Access screen.


Exercise 3: Create Material MasterNavigation

Menu Path Logistics Materials Management Material Master Material Create (Special) Trading Goods

Trans Code MMH1

In the Create Trading Goods (Initial Screen) enter the following information:

Industry sector Retail (use the drop down)

**Important! The following steps are done through the window menu which is the menu across the top of the window. You may need to click in the top header area of the window to force the context sensitive menus to appear. Do not click on the buttons as they will not give complete information.

Defaults (Menu) Industry Sector… In the Settings (Industry Sector) popup

window

Industry Sector Retail Select/Check the box for Hide industry sector on initial screen textbox

Click on (Enter)



Again use the window menu which is the menu across the top of the window.

Defaults (Menu) Organization levels…

In the Settings (Organizational Levels) popup window Organizational Levels SECTION Copy from… NOTE 2 values for each of these fields .

Plant: MI00 (Miami) MI00Sales org: UE00 (US East) UE00Distr. Channel: WH WH

(If a Company Code Field is displayed, enter code for Miami in both locations)

Select/Check the box for

Click on (Enter)

Again use the window menu which is the menu across the top of the window.

Defaults (Menu) Views… Select the views:

Basic data 1Sales: Sales Org. Data 1, Sales: Sales Org. Data 2Sales: General/Plant DataPurchasingMRP 1MRP 2 MRP 3General Plant Data/Storage 1Accounting 1

Make sure these are checked

Then, click on

In the Create Trading Goods (Initial Screen) window Material CHLOK### (Use ### from your GBI number) Then, click on

Basic data 1 TAB Enter Chain Lock ### (Use ### from your GBI number) as a description (text field to the right of

“Material” field).



General Data SECTION In Base Unit of Measure, use the F4 help to find and select EA (each). Material Group UTIL (Utilities) Division AS (Accessories)Dimensions/EANs SECTION Gross Weight 65 Weight unit OZ (Ounce) Net Weight 65

Then, click on

Sales: Sales Org. 1 TAB General Data SECTION Delivering Plant use the F4 help to find and select the DC Miami plant (MI00)

Tax data SECTIONIn the left Tax classification column (labeled T) (the one that is editable = white background color) select/enter 0 (Exempt) for all three tax categories. Enter 0 for all three tax categories (tax jurisdict. code, county sales tax & city sales tax)

(back to) General Data SECTION

Select

Create pricing conditions (PR00): Scales window

In the Scales SECTION: Enter the following: Scale quantity: 1 Amount: 69.00

(Back) Button

Sales: Sales Org. 2 TAB Grouping terms SECTION



Matl statistics grp 1

Sales: General/Plant TAB General Data SECTION Availability check 02 (Individual requirements)

Shipping Data (times in days) SECTION Tansp. Grp 0001 (On pallets) LoadingGrp 0002 (Hand lift).

Purchasing TAB General data SECTION Purchasing Group N00 (North America)

MRP 1 TAB MRP Procedure SECTION MRP Type PD (MRP) MRP Controller 000

Lot Size Data SECTION Lot size EX (Lot-for-lot order quantity) Minimum Lot Size 10

MRP 2 TAB Scheduling SECTION Planned Deliv. Time 6 (days) SchedMargin key 001

Net requirements calculation SECTION Safety Stock 25

MRP 3 TAB Availability check SECTION Availability check 02

Accounting 1 TAB Current valuation SECTION Valuation Class 3100 (Trading Goods) Moving price 33.50

Click on to save and the SAP system will automatically create the CHLOK### material.

Click the Print Screen button to capture the screen which shows your CHLOK creation. (Screen capture #2) Notice the message shows the Material CHLOK### was created .



Exercise 4: Create Customer MasterNavigation

Menu Path Logistics Sales and Distribution Master Data Business Partner Customer Create Complete

Trans Code XD01

In the Customer Create: Initial Screen enter the following information:

Account group Sold-to party Company code US00

Sales area SECTION

Sales organization UE00 Distribution channel WH Division AS

If Company code US00 shows up in the reference section, delete it

(Enter)

In the Create Customer: General Data windowYou will create the following customer:

Address TABName SECTION Title Company Name Your last name ### (Use ### from your GBI number)

example: Wilder 001

Search terms SECTION Search Term (first/left textbox) ### (Use ### from your GBI number)



Street Address SECTION Street/house number (first/left textbox) N. Orange

(second/right textbox) ### (Use ### from your GBI number) Postal Code (first/left textbox) 32804 City (second/right textbox) Orlando Country US Region FL

Communication SECTION Language: English

Scroll back to the Street Address SECTION then click on the icon which is to the right of the Region field.

Street Address SECTION Transportation Zone Use the F4 help to find and select the Region East.

Select . This button is just below the window title of Create

Customer: General Data.

Account Management TABAccounting information SECTION Recon. Account 110000 Sort key 001

Payment transactions TABPayment Data SECTION Terms of payment 0001

Select This button is just below the window title of Create Customer: General Data.

Sales TABSales order SECTION Currency: USD

Pricing/statistics SECTION Cust. Pric. Proc 1 Cust. Stats. Grp 1

Shipping TABShipping SECTION Delivery priority: 02 Order Combination: Selected/Checked Shipping Conditions: 01



Delivering Plant: MI00 (DC Miami)

Partial deliveries SECTION Max.part.deliveries: 3

Billing Documents TABDelivery and payment terms SECTION Incoterms: FOB Description (textbox to right of Incoterms) Origin Shipping Dock Terms of Payment: 0001

Accounting SECTION Account Assign Group: 01

Taxes SECTION Tax… 0 for all three categories (county sales tax, city sales tax & tax jurisdict

code)

Click on to save and the SAP system will automatically create the Customer #.

Click the Print Screen button to capture the screen which shows your Customer creation. (Screen capture #3) . Record the Customer number here for easier recall later. _____________________




Exercise 5: Create Customer Quotation

Navigation

Menu Path Logistics Sales and Distribution Sales Quotation Create

Trans Code VA21

In the Create Quotation: Initial Screen enter the following information

Quotation type QT

Organizational Data SECTION Sales Organization UE00 Distribution channel WH Division AS

Click on

Create Quotation: Overview window Sold-to party Number from Creating a Customer (Customer number from Exer. 4

screen capture…you “do not” need to enter the leading zeros)) PO number ### (Use ### from your GBI number)

Item overview TAB Valid to date Date = one month ahead of today’s date

All Items SECTION Material CHLOK### (Use ### from your GBI number) Order quantity 150

Click on

Click on to save and the SAP system will automatically generate the Quotation number.

Click the Print Screen button to capture the screen which shows your Customer creation. (Screen capture #4) . Record the Quotation number here for easier recall later. _____________________




Exercise 6: Create Sales Order with Reference to a Quotation Navigation

Menu Path Logistics Sales and Distribution Sales Order Create

Trans Code VA01

In the Create Sales Order: Initial Screen enter the following information: Order type: OR

Organizational Data SECTION Sales Organization: UE00 Distribution channel: WH Division: AS

Click on . This button is just below the window title of Create Customer: General Data.

In the Create with Reference popup window Quotation TAB Quot. ######## (The quotation number from Exer. 5 screen

capture). If you didn’t write it down, use the search icon and your login user name in the “created by” field to find it.)

Click on Click on the “Continue” button (just below the “Standard Order: Availability Control” title).

Create Standard Order: Overview window PO Number: 123-### (Use ### from your GBI number) PO Date: Today’s date

Sales TAB Deliver. Plant MI00 Select/Check Complete dlv. (checkbox)

Click (Enter) Click Enter through any warnings

Record the Net Value of the Sales Order: _____________________ (Column in the “All items SECTION”. You will need to scroll to the right to view the column.)

Click on to save and the SAP system will automatically generate the Standard Order number.

Click the Print Screen button to capture the screen which shows your Customer creation. (Screen capture #5) . Record the Order number here for easier recall later. _____________________




Exercise 7: Check Stock Status

Navigation

Menu Path Logistics Materials Management Inventory Management Environment Stock Stock Overview

Trans Code MMBE

In the Create Sales Order: Initial Screen enter the following information:

Database selections SECTION Material: CHLOK### (Use ### from your GBI number) Plant: MI00

List Display SECTION Display version: 1

Click (Execute) button which is just below the “Stock Overview: Company Code/Plant/Storage Location/Batch title.

Stock Overview: Basic List window .

Select the Company Code line in the display (see above image).

Select This will open a pop-up window showing the details of the inventory by stock type at the level you

selected.

Click the Print Screen button to capture the screen which shows the Stock Overview Basic List popup window (Screen capture #6) .

In the popup window View the unrestricted use quantity (Unrestricted use) stock value

View the sales orders quantity (Sales orders) stock value

View the delivery quantity (Schd. for delivery) stock value



Record the storage location and quantity of inventory for each Stock type: Company Code

Stock Type StockUnrestricted UseSales OrdersScheduled for Delivery

Click (Enter) to dismiss the popup window.




Exercise 8: Run Material Requirements Planning – Single Item, Single Level

Navigation

Menu Path Logistics Materials Management Materials Requirements Planning (MRP) MRP Planning Single-Item, Single-Level

Trans Code MD03

In the Single-Item, Single-Level Screen enter the following information:

Material CHLOK### (Use ### from your GBI number) Plant MI00

MRP Control Parameters SECTION Processing key: NETCH Create pur. req.: 2 SA Deliv. Schedule Lines: 3 Create MRP list: 1 Planning mode: 1 Scheduling: 1

Process control parameters SECTION Select/Check Display results before they are saved (checkbox)

Click (Enter) A warning message appears - please check input parameters

Click (Enter) again to confirm and check the warning message “changes” to: “MRP carried out

for SHLOK### M100”.

Click the Print Screen button to capture the screen which shows that MRP was carried out for the item. (Screen capture #7) .

View the MRP list (Note: Your MRP list may appear different depending on dates and orders.)

Click on to save and the SAP system will carry out MRP for the item.




Exercise 9: Convert Purchase Requisition to Purchase Order

Navigation

Menu Path Logistics Materials Management Materials Requirements Planning (MRP) MRP Evaluations Stock/Reqmts List

Trans Code MD04

In the Stock/Requirements List: Initial Screen enter the following information:Individual access TAB Material: CHLOK### (Use ### from your GBI number) Plant: MI00

Click (Enter)

In the Stock/Requirements List as of ## hrs window Locate the MRP… column (between the Date and MRP element data columns) and click/select the

PurRqs entry. Then click the (Element Details) button to the left. OR double click on the PurRqs entry.

In the Additional Data for MRP Element popup window

Click on the button

In the Create Purchase Order window

Enter Vendor number that you created in exercise 2 (You may have to enter Purch. Org US00 first.) Enter the Vendor number to the right of word vendor

Org. Data Tab Purch. Org. US00 Purch Group N00 Company Code US00

Click (Enter)

Single Click on Open Requisitions line in the left window



Then Select (Adopt) button. You may get a message indicating that the “Net price must be greater than 0”. Regardless, continue onto the next step (where you will enter the net price”.

Open the Item overview tab if not already open



Item Detail AREA Increase PO QUANTITY to: 200 Net Price 32.00 Currency USD

Click (Enter)

You may get a warning message asking if delivery date can be met. Click (Enter) to continue. Record the Net amount of the purchase order from the Conditions Tab on the Header $

_____________

Click on to save and the SAP system will automatically generate the Standard PO.

Click the Print Screen button to capture the screen which shows the PO number. (Screen capture #8) .

Record the PO (purchase order) number._____________________

Select the (Refresh) button to refresh the List



Notice the MRP field changed from the PurReq to display CusOrd or POitem.


Record your PO number and GBI number on the first page of your screen capture file. Save and close the screen capture file..

Submit the Your_Name_cs2010_Lab9_SAP_Submission.docx file containing your Print Screen images via Blackboard as per the assignment page
