intro erp using gbi notes sd[letter] en v2.40

8/18/2019 Intro ERP Using GBI Notes SD[Letter] en v2.40

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LECTURER NOTES

Product

SAP ERPG.B.I.Release 6.07

Level

Instructor

Focus

Sales and Distribution

Author

Stefan Weidner

Version

2.40

Last UpdateJune 2015

MOTIVATION

Theoretical lectures explainconcepts, principles, and theoriesthrough reading and discussion.They, therefore, enable students toacquire knowledge and gain

theoretical insights.In contrast, case studies allowthem to develop their abilities toanalyze enterprise problems, learnand develop possible solutions,and make sound decisions.

The main objective of the GBI casestudies in general is for students tounderstand the concept ofintegration. These descriptive andexplanatory case studies will allowstudents to understand the

importance and the advantages ofintegrating enterprise areas usingan ERP system.

The main goal of this document is tohelp instructors prepare the SAPsystem for the Sales and Distributioncase study process and to supportthem trouble-shoot problems that

might occur during the course.

Beside technical and didacticprerequisites, the lecturer notes listSAP transactions for testing andcorrecting student results in the SAPsystem. In addition, this documentdescribes common problems andexplains their reason and solution.

Sales and Distribution (SD)Case Study – Lecturer Notes

This document is intended to help instructors understand the case study

process and manage the learning process in and outside the classroom.

The main focus lies on prerequisites and common tasks such as testingand trouble-shooting.


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Prerequisites

Note Before using this case study in your classroom please make sure that all technical (month-end closing, user management etc.) and didactic prerequisites are fulfilled. Such prerequisites are briefly pointed out below. Detailed documentation can be displayed at and downloaded from theSAP University Alliances Community (UAC) portal or the UCC web sites.

Technical Prerequisites

The Sales and Distribution case study is based on a standard SAP ERPclient with the current GBI dataset. Before processing the case study on

your own or with your students all general setting should be checked.

This includes month-end closing in Materials Management (transactionMMPV) which is documented on the UCC web sites.

Month-end closing in MMMMPV

Note: With the current version of the GBI client a year-end closing is notnecessary, because it has already been automated or because it is notneeded for the process described in the curriculum material.

Year-end closing

User accounts in the SAP system need to be created or unlocked. User management

These student user accounts should end with a three-digit numeric number

(e.g. GBI-001, GBI-002 etc.). This number will be represented by ### inthe case study and helps differentiate customer accounts, products etc.

In an SAP ERP GBI client already exist 1000 user accounts from GBI-000 to GBI-999. These users need to be unlocked. The initial password foreach GBI-### account is set to gbiinit.

GBI-000 to GBI-999

gbiinit

Transaction ZUSR was developed in the GBI client in order to massmaintain SAP user accounts. For a detailed description of this and SAPstandard transactions for user management (SU01 and SU10) please referto the lecturer notes „SAP User Management“ (see UAC current GBI

curriculum chapter 3 – Introduction to Global Bike).

ZUSR

SU01SU10

All GBI-### user accounts have been assigned to the role Z_GBI_SCC_US and have authorizations to use all applicative transactions in the SAP ERPsystem. The role allows access to all transactions necessary for GBIexercises and case studies. If you need access to system-criticaltransactions, i.e. for development purposes, you may assign the composite profile SAP_ALL to your student accounts.

Guidelines on how to maintain roles and profiles can be found in the


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lecturer notes „SAP User Management“ (see UAC current GBIcurriculum chapter 3 – Introduction to Global Bike).

It is useful for the instructor to have a user account available for testing thathas the same authorizations as the student accounts. You may use the

predefined instructor account GBI-000 for this purpose.Instructor account

GBI-000

Didactic Prerequisites

In order to successfully process this case study, students should be familiarwith the navigation in SAP systems, especially the SAP Easy Accessmenu, the SAP transaction concept as well as possible documentation andhelp options. We highly recommend using the navigation slides and thenavigation course (see UAC current GBI curriculum chapter 2 – Navigation).

Navigation

In addition, it has been proven beneficial that students have a thoroughunderstanding of the historic background and the enterprise structure ofthe Global Bike concern before they start working on the SAP system. Forthis purpose we recommend the case study „Global Bike Inc.“ (see UAC current GBI curriculum chapter 3 – Introduction to Global Bike)or the case study „Business Process Analysis 1“ (see UAC currentGBI curriculum chapter 3 – Introduction to Global Bike).

Company background

Because the case study is not based on the exercises, it is not necessary tohave processed the SD exercises (SD 1 to SD 5) before you start with thecase study. However, it is recommended.

In order to function properly this case study needs a GBI client version that is equal to or higher than the case study version (see cover page).Please check. If you do not know the client version please use thetransaction ZGBIVERSION within your SAP ERP system or contact yourUCC team.

GBI client version

GBI Mobile App

With GBI 2.40 the App GBI DataViewer was released for all compatibleAndroid and iOS devices. It can be downloaded through Google Play Storeand Apple Store. The purpose of this app is to show the possibility of

platform-independent support of business processes. Therefore, some taskof the case study can optionally substituted by using the GBI DataViewerApp.

Please read the document Intro_ERP_Using_GBI_GBI_mobile_app_(beta)for a more detailed description of the app. It can be found in the folder 03GBI of the GBI 2.40 release.

Please keep in mind that this app is an additional functionality designed bythe UCC Magdeburg and you might encounter a bug. Therefore we kindly


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ask you to send any feedback or detailed error descriptions to the followingaddress: [email protected]

Global Feedback

Do you have any suggestions or feedback about GBI? Please send it to ournew email-address [email protected] which is used to gather feedbackglobally. All emails will be evaluated by the persons responsible for thecurriculum bi-weekly. This way your feedback might influence futurereleases directly.

Please note that any support requests send to this email-address will beignored. Please keep using the common support channels for your supportrequests.


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Student Assessment

Note With the transactions listed below you can check and correct master and transactional datathat your students have created during your course.

Master Data

XD02 Change Customer

XD03 Display Customer

XD04 Display Customer Changes

OV51 Display Mass Customer Changes

VAP2 Change Contact Person

VAP3 Display Contact Person

Transactional Data

VA12 Change Inquiry

VA13 Display Inquiry

VA22 Change Quotation

VA23 Display QuotationVA02 Change Sales Order

VA03 Display Sales Order

VA06 List of Sales Orders

MMBE Stock Overview

MC.9 Mass Material Stock Analysis

VL02N Change Outbound Delivery

VL03N Display Outbound Delivery

VL06O Outbound Delivery Monitor

VF02 Change Billing Document

VF03 Display Billing Document

FB02 Change Financial Document

FB03 Display Financial Document


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GBI Monitoring Tool (beta)

Also we are developing a GBI Monitoring Tool, which is available for thisnew GBI 2.40 release. Since it is still in development the beta version only

support the SD, MM as well as both of the CO case studies.

A detailed tutorial for this tool is available in the module 03 GBI of thecurrent GBI 2.40 curriculum. You will find the fileIntro_ERP_Using_GBI_GBI_Enterprise_Model_Case_Study in thecorresponding folder.

Please keep in mind that this transaction is an additional functionalitydesigned by the UCC Magdeburg and still in development. Therefore, wekindly ask you to send any feedback or detailed error descriptions to the

following address: [email protected]


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Process Monitoring

Note During the case study the SAP system creates documents which are automatically loggingall business process steps. These documents rely on master data that were either predefined bythe curriculum development team or created by your students.

The Document Flow visualizes all documents related to a given rootdocument and thus helps you monitor individual business processes and isas a starting point for trouble-shooting student problems.

Document flow

VA03 is the code for transaction Display Sales Order . Please enter the

sales order document number in the respective field and press Enter.

VA03Sales order number

Note Should your student and you not remember the sales order number,you may search for it using the F4 help. Here, you navigate to the Salesdocument according to customer PO number tab and enter the user account(e.g. GBI-001) in the Created by field as the only search criterion.

In the Display Sales Order: Initial Screen please press F5 to display thedocument flow. Then, choose

Document flow ► View► Items.

F5

After a successful SD case study cycle the following result is displayed bythe SAP system for an individual student’s sales order.


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Problem: Goods issue cannot be posted

Symptom You receive error messages when trying to post the goods issue.

Reason A common cause for this error is that either the Storage Location and/or the PickedQuantity are not entered correctly.

Solution Please correct the outbound delivery document (Storage Location FG00 and PickedQuantity 5 respectively 2 both the two line items).

Error Message

The screenshot below displays two common problems that might occurwhen posting a goods issue:

1) For material DXTR1###, no storage location has been specified.

2) For material PRTR1###, no picked quantity has been entered.

Solution

Please run the transaction VL02N, enter the outbound delivery documentnumber, and confirm with Enter. The screen below should appear.

VL02NOutbound delivery number


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Check and correct the respective entries. Storage location FG00 should be

entered for both line items. Picked quantities are 5 and 2. Save with .

FG0052

Finally, post the goods issue again.


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Problem: Insufficient material stock level

Symptom An insufficient amount of materials on stock lead to the situation that a sales ordercannot be fully delivered.

Reason Error messages may be caused by unplanned or unintentional material consumption or byentering incorrect (too high) quantities during the case study process.

Solution Basically, sufficient stock levels for all materials used in the exercises and case studieshave been predefined in the GBI client. However, you can receive missing materials on stockusing transaction MB1C. In this specific case, please use movement type 501, plant MI00,storage location FG00 and the particular material (DXTR1### and/or PRTR1###).

Display Material Stock Level

With transaction MMBE you can display the stock level of a givenmaterial.

MMBE

Enter the number of the material in question and click on (Execute).

The following window lists available quantities on the storage location, plant, and company code level.

Correct Material Stock

With transaction MB1C you can post a goods receipt. MB1C

On the Enter Other Goods Receipts screen, enter Movement Type 501,Plant MI00 and Storage Location FG00. Then, confirm with Enter.

501MI00FG00


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Note For stock level problems in the Sales and Distribution case study please use plant MI00 and storage location FG00. Dependent on the causeof a given problem the organizational units may differ.

Enter the desired Material, the Quantity and the Storage Location. As an

example, the screenshot below shows the posting of 100 black DeluxeTouring Bikes (DXTR1###) into the finished goods storage location(FG00).

Material number

QuantityStorage Location

Post the goods receipt with .


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Problem: Incoming payment cannot be posted

Symptom You receive an error message when trying to post the incoming payment.

Reason When creating or displaying an invoice you realize that the invoice was not successfullytransferred from Sales and Distribution (SD) to Financial Accounting (FI). This is usually caused by missing or incorrect data in the customer master record.

Solution Correct the customer master record.

Change Customer Master Record

To solve this problem please open your customer master record and checkwhether all sales data has been entered correctly. In order to change acustomer master record, use transaction VD02. VD02

Please verify the data you have entered on the initial screen with the datashown on the screenshot above. Only the customer number may vary inyour case. Enter Sales Organization UE00, Distribution Channel WH andDivision BI. After clicking on the screen below should appear.

UE00WH

BI


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Please check whether Currency USD, Cust.pric.proc. 1 and Cust.Stats.Grp1 have been entered. Then, navigate to the Shipping tab and enter thefollowing values.

USD11


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As shown above, type in Delivery Priority 02 (Normal item), ShippingConditions 01 (standard), Delivering Plant MI00 and Max. partialdeliveries 3. Then, navigate to the Billing Documents tab.

0201

MI003

Enter FOB and Miami as Incoterms, Terms of payment 0001, Acct assgmtgroup 01 and Tax classification 0 for all three categories. Then, save with

. Now, the customer master record has been checked and updated.

FOB Miami0001

010

If the invoice had already been created and saved and the error onlyoccurred when the student tried to display the invoice, the existing invoiceneeds to be canceled. In order to do so, please use the transaction VF11. VF11

Enter the invoice document number if the system has not already populated the Document field automatically. Click on to cancel theinvoice. The screen below should appear next.

Invoice number

In addition to the existing invoice document, a reverse invoice document iscreated in the system. Click on to save your changes. Now, you cancreate a new invoice. To do so, resume with the task Create Invoice forCustomer in the SD case study and continue with the following processsteps.


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Solution: SD Challenge

Learning Objective Understand and perform an integrated order-to-cash-process.

Customer Create

In the transaction XD01, you create your customer The Bike Zone for thedivisions Accessories (AS) and Cross-Division (00).

XD01

For this purpose, please enter the data you can see in the followingscreenshot, choose the division AS and use the customer The Bike Zone,which was previously created in the context of the case study, as a

template.

ASThe Bike Zone

Please save the newly created customer and repeat the procedure for thedivision 00. 00


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Create Inquiry

In the course of the transaction VA11, you create an inquiry for 5mountain bikes for men (ORMN1###), 5 mountain bikes for women

(ORWN1###), and 10 off-road helmets (OHMT1###).

VA11

Please enter the following data: IN for Inquiry Type, UE00 for Sales

Organization, WH for Distribution Channel, and 00 for Division. Press .

INUE00

WH00

In the following screen Create Inquiry: Overview, please enter your Sold-To Party. Subsequently, please enter your Group Number as PO Number, Today’s Date as PO Date and as Valid From, and One Monthfrom Today as Valid To.

Sold-To Party###

Today’s DateOne Month from Today

The Bike Zone needs an offer for three products – the mountain bike formen (ORMN1###), the mountain bike for women (ORWN1###), and off-road helmets (OHMT1###). Please enter 5 as Order Quantity for bothmountain bikes and 10 for the off-road helmets.

ORMN1###ORWN1###OHMT1###

510


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Please change the order probabilities for both mountain bikes to 70% andthe order probability for the off-road helmets to 100% since they are added

to the order for free. Click to update the inquiry and notice the newexpected order value of 17,650,000.

7070

100

Press to save the inquiry. The SAP system will allocate a unique

number to the inquiry.

Create Quotation

In the course of the transaction VA21 you create the quotation as describedin the case study. Until the Conditions, which you create as follows.

VA21

To mark the off-road helmets as free-of-charge items, please choose thecorresponding Item lines and click on the tab header Item Detail. In thefield Item Category, please choose the entry AGNN. AGNN

To grant $50,00 discount for each ordered mountain bike, please choosethe line Mountain Bikes for Men and press Conditions . Subsequently, please enter K005 (Customer/Material) as Condition Type and enter anamount of 50 USD. Subsequently, please do the same for the mountain bikes for women.

K005

50


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To apply the 3% discount on the complete purchase, please follow themenu path:

Go To ► Header► Conditions

To apply the 3% discount, please enter RA00 (% Discount from Net) asCondition Type and an amount of 3. Press . Please notice that thediscount is not yet included in the price.

RA003

To activate the 3% discount, please click .

Press to save the new quotation.

Create Sales Order with Reference to the Quotation

In the course of the transaction VA01, please enter OR as Order Type. The

other fields are optional to fill. Please press to createthe following pop-up screen.

VA01OR


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Please enter your quotation number. In case you forgot your quotationnumber, please use F4-help and search for your purchase order number###.

Having entered your quotation number, please click to copy theinformation concerning the quotation to the sales order.

Please enter ### as Purchase Order Number and Today’s Date as PurchaseOrder Date. Notice that the requested delivery date was copied from the

quotation. Press to save the sales order. The SAP system will create aunique number.

Today’s Date

Create Outbound Delivery

In the course of the transaction VL01N, please proceed as described in thecase study.

VL01N

Pick Material

In the course of the transaction VL02N, you will see the following screen.Please confirm this screen by pressing Enter.

VL02N


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In the screen that appears, please click on the tab header Picking and enterFG00 as Storage Location for the mountain bikes and TG00 as StorageLocation for the off-road helmets. Furthermore, please enter thecorresponding amounts for Picked Quantity (5 for ORWN1###,

ORMN1### and 10 for OHMT1###). Press to save your entries. Youshould now see the following notification in the bottom-left corner of your

screen.

FG00TG00

55

10

Outbound Logistics

In the course of the transaction VL02N, please proceed as described in thecase study.

VL02N

Create Customer Invoice

In the course of the transaction VF04 , please proceed as described in the

case study.

VF04

Post Incoming Payments

In the course of the transaction F-28 , please proceed as described in thecase study, but enter 23.280,00 as amount.

F-2823.280,00