sap data and idea

IDEA SAP USER GROUP

31ST JULY 2003

LINCOLNSHIRE

COUNTY COUNCIL

Welcome & Introductions

Who we are:

• Lucy Pledge – Audit Manager

• Phil Uden – Senior Auditor

Agenda

09:30 Coffee

10:00 Welcome and Introductions

10:30 Agreement of Terms of Reference

11:00 Coffee

11:20 Identification of Common Issues

12:00 Lincolnshire’s experience so far

12:45 Lunch

14:00 Way forward / focus for future meetings

15:00 Close

BACKGROUND INFORMATION

SAP MODULES NO. OF ORG’S USING USE OF IDEA BY LCC

ACCESS & AUTHORISATIONS All SUIM

FINANCIAL ACCOUNTING (FI) 12 /

TREASURY (TR)

CONTROLLING (CO) 12

INVESTMENT MANAGEMENT (IM)

PROJECT SYSTEM (PS) 5

ENTERPRISE CONTROLLING (EC)

REAL ESTATE MANAGEMENT (REM)

SALES & DISTRIBUTION (SD) 8 /

MATERIALS MANAGEMENT (MM) 11 /

QUALITY MANAGEMENT (QM)

PLANT MAINTENANCE (PM) 1

CUSTOMER SERVICE (CS) 1

PRODUCTION PLANNING & CONTROL (PP) 1

HUMAN RESOURCES (HR) 9 /

SAP RETAIL 1

BUSINESS WAREHOUSE (BW) 1

CUSTOMER RELATIONSHIP MNGMNT. (CRM) ?

Identification of Common Issues???

LINCOLNSHIRE’S EXPERIENCE

• PROCUREMENT

• PAYROLL


TABLE NAME WHAT IT CONTAINS FIELDS USED SAP NAME

BKPF General Ledger Document Header Document Number

Document Type

Document Date

Posting Date

User Name

Transaction code

Reference

BELNR

BLART

BLDAT

BUDAT

USNAM

TCODE

XBLNR

BSEG General Ledger Document Detail Document No.

Line Item

Clearing Date

Clearing Doc.

Debit/Credit Indicator

Tax Code

Amount

Assignment

Cost center

G/L Account

Vendor

Payment Terms

Payment Method

Purchasing Document

BELNR

BUZEI

AUGCP

AUGBL

SHKZG

MWSKZ

WRBTR

ZUONR

KOSTL

HKONT

LIFNR

ZTERM

ZLSCH

EBELN


TABLE

NAME

WHAT IT CONTAINS FIELDS USED SAP

NAME

EKKO Purchase Document Header Purchasing Document

Purchasing doc. type

Created on

Created by

Vendor

Payment Terms

Purchasing Group

Document date

Release group

Release strategy

EBELN

BSART

AEDAT

ERNAM

LIFNR

ZTERM

EKGRP

BEDAT

FRGGR

FRGSX

EKPO Purchase Document Detail Purchasing document

Item

Short Text

Material

Material Group

Net Order Value

Tax Code

Goods Receipt

Invoice Receipt

EBELN

EBELP

TXZ01

MATNR

MATKL

NETWR

MWSKZ

WEPOS

REPOS


TABLE

NAME

WHAT IT CONTAINS FIELDS USED SAP

NAME

LFA1 Vendor Name and Address Vendor

Name

City

Postal Code

Search Term

Street

Address

Created On

Created By

Account Group

LIFNR

NAME1

ORT01

PSTLZ

SORTL

STRAS

ADRNR

ERDAT

ERNAM

KTOKK

LFB1 Vendor Payment Details Vendor

Company Code

Personnel Number

Created On

Created By

Reconciliation Account

Payment Methods

Payment Terms

LIFNR

BUKRS

PERNR

ERDAT

ERNAM

AKONT

ZWELS

ZTERM

LFBK Vendor Bank Details Vendor

Bank Key

Bank account number

Account Holder

LIFNR

BANKL

BANKN

KOINH

PROCUREMENT

• Tests performed

– Purchase orders

• Orders raised, goods received and invoice processed on same day

• Orders raised by same user to the same supplier on same day

• Payments without orders

• Changes made to orders

• Invoiced orders with no goods receipt

– Invoice processing

• Payments parked and posted by same user

• Payments sample stratified by amount

• Potential duplicate payments

• Payment terms

• Payment type

• Employees paid as vendors

• Payments in £’s only

• Duplicate vendors

PAYROLL

Problems encountered

– Tables in different formats to other modules

• One for each infotype e.g. 0008 = basic pay, 2010 = claims

– Sap support / consultants had difficulties and couldn’t provide the required information

– Multiple employments

– Retrospective calculations (cancelled payments)

– Time taken to download payrolls (overnight) – individual payrolls approx 4000 employees with 10,000 records. 5 payrolls of this size.

– Lots of planning required

PAYROLL

• Commissioned 3 reports to be produced

– Claims

– Payslips

– Travel

– In addition, use was made of ad hoc query reporting function within sap

for extracting master data

PAYROLL

Example of data imported into IDEA from the claims report

DELETED AREA PAYREF2 PAYREF1 SURNAME FORENAME BEGI N END WTYPE WAGE_TYPE_ AMNT UOM_DESC

14 X X X X 20021130 20021130 6201 Mi l eage c l ai m car 1 170. 00 Mi l e( s)


14 X X X X 20020717 20020717 4796 St r i ke Adj ust ment ( Hour s) 7. 40 Hour s


14 X X X X 20021031 20021031 6232 Taxabl e Mi l es c l ai m car 2 28. 00 Mi l e( s)

PAYROLL

DELETED PERI OD NAME EMP_NO AREAGROSS_PAY OVERTI ME OTHER_PAY TAX NI SUPER OTHER_DEDS NET_PAY

01 X X 14 0. 00 36. 75 0. 00 - 7. 92 0. 00 0. 00 0. 00 28. 83

01 X X 14 1, 271. 11 232. 53 119. 85 - 223. 85 - 100. 43 - 94. 98 - 9. 57 1, 194. 66

01 X X 14 1, 244. 32 434. 02 28. 86 - 254. 87 - 110. 10 - 77. 34 - 6. 00 1, 258. 89

01 X X 14 0. 00 207. 76 0. 00 0. 00 0. 00 0. 00 0. 00 207. 76

01 X X 14 1, 647. 50 189. 71 87. 77 - 284. 57 - 127. 22 - 99. 22 - 102. 57 1, 311. 40

Example of data imported into IDEA from payslip report

PAYROLL

Example of data imported into IDEA from travel pay report

DELETED AREA PAYREF1 PAYREF2 ORG_CODE ORG_UNI T_D JOB_KEY JOB_DESC SURNAME FI RST_NAME YEAR MTH MI LES M_YTD AMNT_MTH AMNT_YTD LUMP_MTH LUMP_YTD

14 X X 10000016 X 00000252 X X X 2002 11 72 242 32. 69 109. 87 0. 00 0. 00

14 X X 10000541 X 00000088 X X X 2002 11 173 3282 78. 54 1, 320. 97 0. 00 0. 00

14 X X 10000005 X 00000002 X X X 2002 11 182 1214 120. 77 778. 28 0. 00 0. 00

14 X X 10004866 X 00000067 X X X 2002 11 112 865 56. 75 505. 75 0. 00 0. 00

14 X X 10007003 X 00000067 X X X 2002 11 43 980 30. 42 527. 58 0. 00 0. 00

PAYROLL

DELETED AREA PAYREF1 PAYREF2 BEGI N END CHANGE W_TYPE WAGE_TYPE_ MI LES

01 X X 20020930 20020930 20021010 6201 Mi l eage c l ai m car 1 83. 00





Example of data imported into IDEA from travel claims report

PAYROLL

Example of data imported into IDEA from travel cars report

DELETED AREA PAYREF1 PAYREF2 BEGI N END SCHEME REG CC

01 X X 20020401 20030228 ESS1 X 1396

01 X X 20020401 20030228 CAS1 X 1600

01 X X 20020401 20030228 ESS1 X 1800

01 X X 20020401 20030228 ESS2 X 1300

01 X X 20020401 20030228 CAS1 X 1108

PAYROLL

• For establishment prints (especially schools) use transaction PQAH

• This is an Ad Hoc Query that enables customised HR reports to be built.

• A number of useful reports have already been established and can be opened. The selection criteria will just need

amending to suit your current needs.

AIS

• We used to have access to transactions SE16 and SA38

• We were unable to import reports directly into IDEA

• SA38 enabled access to specific reports

– RM07MSAL (List of GR/IR balances)

– RFKKVZ00 (Vendor Listing – new vendors)

– RFKABL00 (Vendor Changes)

– RM06EI00 (Purchasing Documents by Vendor)

– RM06EHBE (Purchase Order History)

– RM06EAB1 (Purchase Order Changes)

– RM06EF00 (Purchase Order Release)

Way Forward / Focus on future meetings

• Area of priority

– Which module to concentrate on

– How to move forward

– Resources required

• What we want

– Refer to issues raised

• Options

– Sub working groups

– Experts / expertise needed

– IDEA training

– Commissioned work

• Look to SAP to develop reports for downloading

– ??????????

sap data and idea

Software