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1 01,Intro_ERP_Using_GBI_SAP_slides_en_v2.40 01SAP 25 P4
2 02,1Intro_ERP_Using_GBI_Navigation_course[A4]_en_v2.40 02 导航 17 P17
3 02,2Intro_ERP_Using_GBI_Navigation_slides_en_v2.40 02 导航 17 P34
4 02,3Intro_ERP_Using_GBI_Navigation_solution[A4]_en_v2.40 02 导航 7 P43
5 03.1Intro_ERP_Using_GBI_User_Management_Notes[A4]_en_v2.40 03GBI 16 P50
6 03.2Intro_ERP_Using GBI_SAP_Concepts_en_v2.40 03GBI 15 P66
7 03.3Intro_ERP_Using_GBI_GBI_mobile_app_(beta)_[A4]_EN_v2.40 03GBI 5 P74
8 03.4Intro_ERP_Using_GBI_GBI_Monitoring_Tool_(beta)_[A4]_en_v2.40 03GBI 4 P79
9 03.5Intro_ERP_Using_GBI_GBI_Slides_en_v2.40 03GBI, X 15
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11 03.7Intro_ERP_Using_GBI_Story[A4]_en_v2.40 03GBI 11 P91
12 04.01.1Intro_ERP_Using_GBI_Slides_SD_en_v2.40_ARIS 04SD,√ 49 P102
13 04.01.2Intro_ERP_Using_GBI_Slides_SD_en_v2.40 04SD, X 47
14 04.02Intro_ERP_Using_GBI_Exercises_SD[A4]_en_v2.40 04SD 13 P127
15 04.03.1Intro_ERP_Using_GBI_Case_Study_SD[A4]_en_v2.40 04SD 47 P140
16 04.03.2Intro_ERP_Using_GBI_Data_Sheet_SD[A4]_en_v2.40 04SD 1 P187
17 04.03.3Intro_ERP_Using_GBI_Notes_SD[A4]_en_v2.40 04SD 19 P188
18 05.01.1Intro_ERP_Using_GBI_Slides_MM_en_v2.40_ARIS 05MM,√ 44 P207
19 05.01.2Intro_ERP_Using_GBI_Slides_MM_en_v2.40 05MM, X 42
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21 05.03.1Intro_ERP_Using_GBI_Notes_MM[A4]_en_v2.40 05MM 28 P238
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24 06.01.1Intro_ERP_Using_GBI_Slides_PP_en_v2.40_ARIS 06PP,√ 60 P304
25 06.01.2Intro_ERP_Using_GBI_Slides_PP_en_v2.40 06PP, X 58
26 06.02Intro_ERP_Using_GBI_Exercises_PP[A4]_en_v2.40 06PP 14 P334
27 06.03.1Intro_ERP_Using_GBI_Notes_PP[A4]_en_v2.40 06PP 13 P348
28 06.03.2Intro_ERP_Using_GBI_Case_Study_PP[A4]_en_v2.40 06PP 39 P361
29 06.03.3Intro_ERP_Using_GBI_Data_Sheet_PP_[A4]_en_v2.40 06PP 1 P400
30 07.01Intro_ERP_Using_GBI_Slides_FI_en_v2.40 07FI 25 P401
31 07.02Intro_ERP_Using_GBI_Exercises_FI[A4]_en_v2.40 07FI 10 P414
32 07.03.1Intro_ERP_Using_GBI_Notes_FI[A4]_en_v2.40 07FI 10 P424
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35 08.01.1Intro_ERP_Using_GBI_Slides_CO_en_v2.40_ARIS 08CO,√ 25 P457
36 08.01.2Intro_ERP_Using_GBI_Slides_CO_en_v2.40 08CO, X 25
37 08.02Intro_ERP_Using_GBI_Exercises_CO[A4]_en_v2.40 08CO 7 P470
38 08.03.1Intro_ERP_Using_GBI_Notes_CO-PC[A4]_en_v2.40 08CO 16 P477
39 08.03.2Intro_ERP_Using_GBI_Case_Study_CO-CCA[A4]_en_v2.40 08CO 21 P493
40 08.03.3Intro_ERP_Using_GBI_Case_Study_CO-PC[A4]_en_v2.40 08CO 16 P514
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43 08.03.6Intro_ERP_Using_GBI_Notes_CO-CCA[A4]_en_v2.40 08CO 18 P532
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44 09.01.1ERP_Using_GBI_Slides_HCM_en_v2.40_ARIS 09HCM,√ 45 P550
45 09.01.2ERP_Using_GBI_Slides_HCM_en_v2.40 09HCM, X 45
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47 09.02.2Intro_ERP_Using_GBI_Exercises_HCM[A4]_en_v2.40 09HCM 21 P589
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49 09.03.2Intro_ERP_Using_GBI_Case_Study_HCM_I_[A4]_en_v2.40 09HCM 41 P625
50 09.03.3Intro_ERP_Using_GBI_Case_Study_HCM_II_[A4]_en_v2.40 09HCM 20 P666
51 09.03.4Intro_ERP_Using_GBI_Data_Sheet_HCM[A4]_en_v2.40 09HCM 1 P686
52 10.01Intro_ERP_Using_GBI_Slides_WM_en_v2.40 10WM 28 P687
53 10.02Intro_ERP_Using GBI_Exercises_WM[A4]_en_v2.40 10WM 5 P701
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61 10.03.8Intro_ERP_Using_GBI_Data_Sheet_WM_III_[A4]_en_v2.40 10WM 1 P816
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64 11.02Intro_ERP_Using_GBI_Exercises_PS[A4]_en_v2.40 11PS 12 P831
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67 11.03.3Intro_ERP_Using_GBI_Data_Sheet_PS[A4]_en_v2.40 11PS 1 P876
68 12.01Intro_ERP_Using_GBI_Slides_EAM_en_v2.40 12EAM 24 P877
69 12.02.1Intro_ERP_Using_GBI_Solutions_EAM[A4]_en_v2.40 12EAM 4 P889
70 12.02.2Intro_ERP_Using_GBI_Exercises_EAM[A4]_en_v2.40 12EAM 4 P893
71 12.03.1Intro_ERP_Using_GBI_Notes_EAM[A4]_en_v2.40 12EAM 13 P897
72 12.03.2Intro_ERP_Using_GBI_Case_Study_EAM[A4]_en_v2.40 12EAM 22 P910
73 12.03.3Intro_ERP_Using_GBI_Data_Sheet_EAM[A4]_en_v2.40 12EAM 1 P932
74 13.01Intro_ERP_Using_GBI_Slides_CS_en_v2.40 13CS 32 P933

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Author Stefan Weidner
Babett Koch
Introduction to SAP
Chris Bernhardt

Product
SAP ERP 6.0 EhP7

Level
Beginner

Focus
Cross-functional integration
SD, MM, PP, FI, CO,
HCM, WM, PS, EAM

Version
2.40

Last Update
February 2015

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales and Distribution
 Materials Management
 Production Planning and Controlling
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
 Enterprise Asset Management
Page 1-2

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GBI - Introductory Course 3/13/2016

SAP ERP Agenda

 Introduction to SAP
 SAP Architecture
 SAP ERP Core Applications
 Concepts
- Organizational Units
- Master Data
- Transaction Data
 Documents

Page 1-3

SAP ERP Who is SAP?

 SAP SE
- Founded in Walldorf, Germany in 1972
- World’s Largest Business Software Company
- World’s Third-largest Independent Software Provider
 Company Statistics
- Over 65,000 employees in more then 75 countries
- 232,000+ customers in more then 180 countries
- 200,000+ installations
- 2,500+ Business Partners

Source: SAP SE website

Page 1-4

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GBI - Introductory Course 3/13/2016

SAP ERP SAP Portfolio Strength

 World-wide usage
 Designed to satisfy the information needs for all business sizes
(small local to large all international)
- Multi-lingual
- Multi-currency
- Multi-balance (parallel G/L Accounting)
 Designed to satisfy the information needs for all industries, e.g.
- Automotive
- Banking
- Retail
- Public Sector
- Higher Education and Research etc.

Page 1-5

SAP ERP SAP Enterprise Resource Planning (SAP ERP)

 Enables a company to support and optimize its business


processes
 Ties together disparate business functions (integrated business
solution) such as
- Finance (Financial Accounting, Managerial Accounting, Treasury, …)
- Logistics (Sales, Procurement, Production, Fulfillment, …)
- Human Resources etc.
 Helps the organization run smoothly
 Real-time environment
 Scalable and flexible

Page 1-6

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GBI - Introductory Course 3/13/2016

SAP ERP Agenda

 Introduction to SAP
 SAP Architecture
 SAP ERP Core Applications
 Concepts
- Organizational Units
- Master Data
- Transaction Data/
 Documents

Page 1-7

SAP ERP SAP Architecture

 Client/Server Environment
- Client – hardware/software environment that can make a request for
services for a central repository of resources
- Server – hardware/software combination that can provide services to a
group of clients in a controlled environment

 Three – Tier Structure


- User Interface
• Graphical User Interface or Web Interface
- Application Server
• One or more, help distribute work load
- Database Server
• One single data repository

Page 1-8

© 2008 SAP SE 第 7 页,共 948 页 4


GBI - Introductory Course 3/13/2016

SAP ERP SAP Business Suite

SAP PLM

SAP SAP ERP SAP


SRM CRM

SAP SCM

SAP NetWeaver

Page 1-9

SAP ERP SAP Enhancement Packages

 Optionally installed and activated Software Innovations for SAP ERP 6.0
 Software Innovations are
 UI simplifications
 Functional Enhancements
 Enterprise Services
- SAP Enhancement Packages are built on different Enhancement Packages
- Are no Support Packages

SAP ERP 6.0

SAP NetWeaver

BUSINESS SUITE

Page 1-10

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GBI - Introductory Course 3/13/2016

SAP ERP SAP Net Weaver

SAP NetWeaverTM  Integration Layers of SAP


NetWeaver® are:
PEOPLE INTEGRATION
Multi-Channel Access - People Integration
Portal Collaboration - Information Integration
- Process Integration
Composite Application Framework

INFORMATION INTEGRATION
Knowledge - Application Platform

Lifecycle Management
Business Intelligence
Management

Master Data Management

PROCESS INTEGRATION

Integration Business
Broker Process Management

APPLICATION PLATFORM
J2EE ABAP

DB and OS Abstraction

Page 1-11

SAP ERP Agenda

 Introduction to SAP
 SAP Architecture
 SAP ERP Core Applications
 Concepts
- Organizational Units
- Master Data
- Transaction Data
 Documents

Page 1-12

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GBI - Introductory Course 3/13/2016

SAP ERP SAP ERP Business Modules

 Collections of logically related transactions within identifiable


business functions
- MM (“Buy”)
- PP (“Make”)
- SD (“Sell”)
- FI and CO (“Track”)
- HCM (“People”)
- WM (“Store”)
- EAM (“Maintain”)
- CS (“Service”)

Page 1-13

SAP ERP SAP ERP Core Applications

 Logistics  Human Capital Management


- Sales & Distribution - Personnel Management
- Materials Management - Benefits
- Production Planning - Payroll
- Plant Maintenance
- Quality Management
 Finance
- Financial Accounting
- Managerial Accounting
- Asset Management
- Treasury

Page 1-14

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GBI - Introductory Course 3/13/2016

SAP ERP Agenda

 Introduction to SAP
 SAP Architecture
 SAP ERP Core Applications
 Concepts
- Organizational Units
- Master Data
- Transaction Data
 Documents

Page 1-15

SAP ERP Data Types in ERP Systems

? ? ?

… … …

Page 1-16

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GBI - Introductory Course 3/13/2016

SAP ERP Data Types in ERP Systems

Organizational Data Master Data Transaction Data


Company Code Person Purchase Order
Plant Material Invoice
Storage Location Customer Quotation
Distribution Channel Vendor Sales Order
Purchase Organization Condition Transportation Order
… … …

Page 1-17

SAP ERP Organizational Data

 Define the enterprise structure by means of legal or respectively business


usage
 Task is to adopt some functions inside of an enterprise and execute them
 Juridical entities, plants, storage locations, sales organizations, profit
center
 Examples:
- Client
• Highest organizational unit
• Represents the enterprise which consists out of several parts
- Company Code
• Represents judicial entities in an enterprise
• Central organizational unit in external accounting
- Sales organization
• An organizational unit that executes the sale and distribution of products
and offers services

Page 1-18

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GBI - Introductory Course 3/13/2016

SAP ERP Organizational Unit

SAP Terminology:
Enterprise Client

Company Code
Company Subsidiary

Plant Plant

Sales Organization Sales Organization


Sales
Organization

Department Division Business Area


Division

Storage Location Storage


Location

Page 1-19

SAP ERP Master Data

 Long term data that represent data sets mostly


 Examples:
- Sales and Distribution:
• Customer Master
• Material Master
• Condition Master

Page 1-20

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GBI - Introductory Course 3/13/2016

SAP ERP Example: Material Master - Views

Sales Data

General Data Purchasing Data

Mat. Plan. Data

Material Master Forecast Data

Storage Data

Legal Control Data Quality Data

Accounting Data

Page 1-21

SAP ERP Example: Material Master

General Data apply for the whole company:

Name
Weight
Client XXX Unit of Measure

Distribution Specific Information: Storage Location Specific Information:


-
Delivering
Plant Stock Quantity
Sales Organization A Loading Group Storage Location 1

Sales Organization B Storage Location 2

Page 1-22

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GBI - Introductory Course 3/13/2016

SAP ERP Transaction Data

 Process related data that is short-


lived and dedicated to certain
master data
 Master data of a vendor can be
assigned to transaction data that
concern the sales volume
development
 Include:
- Organizational level
- Master data
- Situational data

 Example: customer order


- Organizational level : client,
company code, sales organization
- Master data: customer master,
material master
- Situational data: date, time, person,
amount

Page 1-23

SAP ERP Agenda

 Introduction to SAP
 SAP Architecture
 SAP ERP Core Applications
 Concepts
- Organizational Units
- Master Data
- Transaction Data
 Documents

Page 1-24

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GBI - Introductory Course 3/13/2016

SAP ERP Documents

 Data sets that are generated if a business transaction was


executed
 Is a record of the business transaction
 Includes all relevant predefined information from the master data
and organizational entities
 Example:
- Sales Document
- Purchasing Document
- Material Document
- Accounting Document

Page 1-25

SAP ERP Document Flow

 The document flow as well as the order status allow the setting of
the status at any point in time
 SAP revises the status at every time a change in a document takes
place

Page 1-26

© 2008 SAP SE 第 16 页,共 948 页 13


CASE STUDY

Navigation in SAP Systems


Introduction to Navigation in SAP solutions on the basis of SAP ERP

Product MOTIVATION LEARNING METHOD


SAP ERP This material explains how to The learning method used is “guided
G.B.I. navigate in SAP systems. It is learning.” This is a suitable method
Release 6.07 aimed at students at universities, because navigating in SAP systems
universities of applied sciences is a fundamental skill but also very
Level and other educational institutions complex.
Beginner with no previous experience of
SAP software. It can be used in
The benefit of this method is that
Focus the class or for self-study.
knowledge is imparted quickly.
Navigation Students also acquire practical skills
After completion of the course,
and competencies. Similar to a case
students will be able to navigate
Authors study, this method explains a
through the user interface to work
process or procedure in detail.
Babett Koch on business processes and case
Stefan Weidner studies on their own.
By using exercises at the end of each
Furthermore, this material serves
Version part, students can put their
as a reference for occasional users
knowledge into practice and gain a
2.40 of SAP systems.
sustainable understanding of the
underlying processes.
Last Update
February 2015

© SAP SE

第 17 页,共 948 页
CASE STUDY

Logging On

Task Log on to the system. Time 10 Min.

Short Description Use the SAP GUI to log on to the SAP system.

Find and double-click on the icon depicted on the left side of this SAP Logon
page that you can find on your desktop. If it is not there, choose
Start ► All Programs ► SAP Front End ► SAP Logon

A dialog box similar to the one


shown on the right appears. 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.”

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 Client
firm – regardless of the size of the organization.
In commercial, organizational and technical terms, a client is therefore a

© SAP SE Page 2
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CASE STUDY

self-contained unit with separate master records and its own set of tables.
In SAP systems, different clients are identified by their client numbers.
Logon screen
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.

Enter the user name, the initial password and the logon language given by
your lecturer.
User: GBI-### Password:
gbiinit  log on
When you log on for the first
time, a dialog box appears in
which you enter your new
individual password twice.
Client: _ _ _

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.

© SAP SE Page 3
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CASE STUDY

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

The displayed menus depend on the action/transaction in the SAP system


except for the system and help menu. This dependency is described as
context sensitive.

User specific settings


Using the command field enter transaction SU3 and switch to the Defaults
tab. In this tab, general settings like Logon Language, Decimal Notation
and Date Format can be determined for your user.
Please choose EN (English) for Logon Language, 1,234,567.89 for
Decimal Notation and MM/DD/JJJJ as Date Format.

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CASE STUDY

Save your entries using .

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. By pausing the cursor
above an icon, a quick info text appears.

Exercise 1 For the following exercise switch to transaction VA03, to do so


leave the current transaction by using .
1.1 Which meanings have the following symbols in the Standard Toolbar?
(Tipp By pausing the cursor over an icon, a help text is depicted. If
there is no help text for each icon you simply have to go into a
transaction.)
.
.
.

1.2 Why is the icon (Save) grayed out in the initial screen?
.

1.3 Which of the following icons can create a new session?





1.4 How many sessions can be open in the system in parallel? (Tipp Click
on the corresponding icon until the system does not create another session.)
.

1.5 To close a session, choose the icon in the Standard Toolbar or go to


the entry System ► End Session in the menu list.
What is the difference between the icons and ?
.

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CASE STUDY

Title Bar Title Bar

The title bar displays the name of the transaction you are currently using. It
is located on every primary window and dialog window under the standard
toolbar and above the application toolbar.

Application Toolbar Application Toolbar

The application toolbar contains icons and buttons 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).

Exercise
Open the following tree structure!

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CASE STUDY

Exercise 2
2.1 What is the difference between the transactions Display Current and
Display at Key Date?
.

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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CASE STUDY

Favorites

Task Create personal favorites. Time 10 Min.

Short Description Create your own favorites in SAP GUI and add objects to
them.

If you frequently use a transaction, you can use drag&drop to add it to your Other objects
favorites (or choose Favorites ► Add). You can then double-click it to run
it without having to navigate through the SAP Easy Access menu.
Furthermore you can add folders, reports, files and web addresses as
favorites.

By clicking Favorites
with the right mouse
button, you can create
your own hierarchical
folder structure.

You can add any link to your favorites, to do so 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 .

Exercise 3
Create/Expand your own favorites menu.
3.1 Add the SAP Help Portal using the URL help.sap.com.
3.2 Add the following transaction as a favorite:
Logistics ► Sales and Distribution ► Sales ► Order ► Display

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CASE STUDY

Transaction Codes

Task Get familiar with SAP transaction codes Time 10 Min.

Short description Learn how to effectively make use of SAP transaction codes
and parameters.

There are several possibilities to call up transactions in the SAP system. Transaction Concept

The quickest way to run a transaction in the SAP system is to enter the Transaction Code
transaction code. Every transaction has a code, which generally has four
characters.

SAP Easy Access Menu SAP Easy Access Menu

By navigating through the


SAP Easy Access Menu and
using path structures you get
to the transactions. Then
double-click on the
transaction to run it.

Transaction Code Transaction Code

Every business transaction (not every screen) has a corresponding


transaction code in SAP. To display transaction codes choose Extras ►
Settings and select Display technical names.

Note: the command field in


which transaction codes are or

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CASE STUDY

entered can be found on the upper left. By clicking the small triangle you
set it to visible/invisible.

You can use various control parameters to influence what happens to the
session when you call a transaction.

/n Exits the current transaction /n

/i
/i Closes the current session
/o

/o Opens a new session

Exercise 4
4.1 Which business function is displayed with the transaction code VA03?
.

4.2 Which business function describes the menu path Logistics ► Sales
and Distribution ► Master Data► Business Partner ► Customer ►
Display ► Complete ?
.

4.3 What is the difference between the transactions VD03 and XD03?
.

4.4 Which business processes describe the following transaction codes?


XK01: .

MM02: .

ME23N: .

When leaving a transaction


using , or you may
be confronted with this
displayed dialog window. Be
sure that no unsaved data is
displayed in the current
session. Then choose yes.

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CASE STUDY

Help

Task Get familiar with SAP’s help functions. Time 10 Min.

Short Description Get familiar with help functions in SAP systems. 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 F1 and F4 help
used ones are the F1 and F4 keys.

F1 provides you with explanations for fields, menus, functions, and F1

messages. In the F1 help, you can choose to get technical information.

F4 gives you information and possible entries. You can also use the F4 F4

help by choosing directly to the right of a selected field.

Further help can be found in the help


menu. 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 also
access it on the Internet at help.sap.com.

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CASE STUDY

Exercise 5
5.1 Call up transaction VA01 and select the field Distribution Channel.
Press the F1-button.
What is a distribution channel (in a few keywords)?

5.2 Close the window with definition of the Distribution Channel. Stay in
transaction VA01. Click the field Order Type and press F4. What do the
order types SO and OR stand for?
SO
OR
5.3 What is the difference between these two types of orders?

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CASE STUDY

Configuration Position Overview

Task Learn some useful tips for configuration of overviews and how to work Time 5 Min.
more efficient therefore.

To configure your position overview for sales orders chose transaction


VA03 in the initial screen.

Use F4 in the order field to find any purchase order number. To do so


choose enter. Choose any order number by double clicking it. Afterwards
press Enter or click the Enter icon .

To adapt the position overview to your requirements, choose the Item Configuration
overview tab choose the configuration symbol in the middle of the screen.

You will get to the following overview:

In the Table Settings you can configure your own overview. Therefore
choose a term and write it into the field Variant. By using the button
a new setting will be created. Be sure that your new
setting name is entered in the field Current settings and Standard settings.
Then choose the button Administrator. Now you are able to change your
system settings.

Here you can choose which rows are to be displayed. By setting the check

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CASE STUDY

mark in the row Invisible you can determine which values shall not be
displayed.

For invisible select Product Hierarchy, Material group 1 and 2, WBS


Element, Profit Center, Customer Group, Price Group and Sales District

Afterwards select the button Activate, close the pop up and select Save
.

The following screenshot is an example of a configured position overview.

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CASE STUDY

Multiple Selection

Task Understand and perform multiple selection. Time 10 Min.

Short description Understand and perform multiple selection in SAP GUI and
get to know useful hints about it.

Choose transaction MMBE to get to the Stock Overview Screen. Display


the stock from the plants in Dallas and Miami.

Please assure, that when you enter the two plants in the overview as shown
below, you will not get the correct result.

As you will see in the following screen, the plant in Heidelberg was chosen
as well. This is due to the fact that the SAP system displays all plants
which range alphabetically between DL00 and MI00.

Therefore select the black Deluxe Touring Bike ( DXTR1000) and click DXTR1000

afterwards.
choose multiple selection

. Then choose the


plants you want to display and press Enter. Afterwards select Execute .

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CASE STUDY

Working at GBI

Task Display GBI information in SAP GUI. Time 15 Min.

Short Description Navigate through the SAP system to display the most
important information of your enterprise in GBI.

Exercise 6
6.1 How many black Deluxe Touring Bikes do you have in stock?
(Tip Therefore use transaction MMBE.)

6.2 Which customers can be identified in GBI?


Follow the menu path: Logistics ► Sales and Distribution ►
Master Data ► Business Partner ► Customer ► Display ►
Complete
(Hint Click on the field Customer and press F4. Then enter your
Company Code (DE00).
6.3 What is a debitor?

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CASE STUDY

Logging Off

Task Log off the system. Time 5 Min.

Short Description Log off the SAP system.

Choose System ► Log off to end Log Off


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.

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Author Stefan Weidner
Navigation

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
SAP ERP 6.0 EhP7

Version
2.40

Last Update
February 2015

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Materials Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
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GBI - Introductory Course 3/13/2016

SAP ERP Content

 User guidance
 User specific settings
 Navigation in SAP Easy Access Menu
 Help

© SAP SE Page 1-3

SAP ERP Learning Targets

At the end of this chapter you can


 name the window elements,
 navigate in a SAP system,
 apply personal system settings,
 effectively use help.

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GBI - Introductory Course 3/13/2016

SAP ERP Log on to an SAP system

© SAP SE Page 1-5

SAP ERP SAP Easy Access Menu

© SAP SE Page 1-6

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GBI - Introductory Course 3/13/2016

SAP ERP SAP Easy Access Menu (cont.)

© SAP SE Page 1-7

SAP ERP New Design

Header data

Position
overview

Position
details

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GBI - Introductory Course 3/13/2016

SAP ERP Help Functions

F1: Description of input fields

F4: Value list

© SAP SE Page 1-9

SAP ERP SAP Help Portal

http://help.sap.com

© SAP SE Page 1-10

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GBI - Introductory Course 3/13/2016

SAP ERP Favorites

© SAP SE Page 1-11

SAP ERP Transaction Codes

© SAP SE Page 1-12

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GBI - Introductory Course 3/13/2016

SAP ERP Transaction SEARCH_SAP_MENU

© SAP SE Page 1-13

SAP ERP User Profile Settings (local PC)

© SAP SE Page 1-14

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GBI - Introductory Course 3/13/2016

SAP ERP User Profile Settings (SAP system)

© SAP SE Page 1-15

SAP ERP Desktop Shortcut

© SAP SE Page 1-16

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GBI - Introductory Course 3/13/2016

SAP ERP Summary

You are now able to:


 name the window elements,
 navigate in a SAP system,
 apply personal system settings,
 effectively use help.

© SAP SE Page 1-17

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SOLUTION

Navigation 1: Initial Screen

1.1 Which meanings do the following symbols in the Standard Toolbar have? (Tipp By
pausing the cursor over an icon, a help text is depicted. If there is no help text for each icon
you simply have to go into a transaction.)
Back (F3)

Customize Local Layout (Alt+F12)


Check (Enter)

1.2 Why is the icon (Save) grayed out in the initial screen?
The icon is used in transactions to save user entries, e.g. a customer master record. Since

the initial screen does not represent any business transaction in the SAP system, saving

entered values is unnecessary.

1.3 Which of the following icons can create a new session?




1.4 How many sessions can be open in the system parallel? (Tipp Click on the corresponding
icon until the system does not create another session.)
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.

1.5 What is the difference between the icons and ?


This icon ends a transaction, regardless of how many individual screens the
transaction consists of. The system gives you a warning, that unsaved data might get lost.
This icon cancels an action in the SAP system without confirmation.
Cancelling gives you the opportunity to leave a transaction without having to fill out all
required fields or correct input mistakes.

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SOLUTION

Navigation 2: SAP Easy Access Menu

2.1 What is the difference between the transactions Display Current und Display at Key Date?
Materials – like trading and finished goods, but also services – are time-dependent master
data in the SAP system. This means, changes can be accurately recorded and tracked over
time.
Display Current depicts the current state of the material. The initial screen of the
transaction Display at Key Date prompts the user to enter a key date in addition to
the material number.

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SOLUTION

Navigation 3: Favorites

3.1 Exercise 3
Create/Expand your own favorites menu.
3.1 Add the SAP Help Portal using the URL help.sap.com.
3.2 Add the following transaction as a favorite:
Logistics ► Sales and Distribution ► Sales ► Order ► Display

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SOLUTION

Navigation 4: Transactions

4.1 Which business function is displayed with the transaction code VA03?
Sales Order .

4.2 Which business function describes the menu path Logistics ► Sales and Distribution ►
Master Data► Business Partner ► Customer ► Display ► Complete ?
Shows Customer .

4.3 What is the difference between the transactions VD03 and XD03?
Customer master data in the SAP-System, are like the material master data divided into
views. The debtors are divided into three categories: general data (across the company and
client), the company code data (per company code) and the sales area data (per sales area).
General data per customer and client exits just once. Transaction code XD03 shows attributes
of all views to the user, during the transaction code VD03 only shows the sales area data.

4.4 Which transactions do you call with the following transaction codes?
XK01: Create Vendor
MM02: Change Material
ME23N: Display Purchase Order

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SOLUTION

Navigation 5: Help

Run transaction VA01 and click in the Distribution Channel field. Then, press the F1 key.
5.1 What is a distribution channel (in a few key words)?
A distribution channel specifies the way in which products reach the customer. Typical
examples of distribution channels are wholesale, retail and direct sales.

5.2 Close the window with the definition of the Distribution Channel. Stay in transaction VA01.
Click the field Order Type and press F4. What do the order types SO and OR stand for?
SO Rush Order
OR Standard Order

5.3 What is the difference between these two types of orders?


In a Rush Order, a customer wants to get the goods/services as quickly as possible.
In a Standard Order, the customer can specify a preferred delivery date.

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SOLUTION

Navigation 6: Working at GBI

5.1 Check the stock of black Deluxe Touring Bikes (Plant HD00).
(Hint Run transaction MMBE.)
The transaction MMBE can alternatively be opened via the following menu path:
Logistics ► Materials Management ► Inventory Management► Environment ►
Stock ► Stock Overview

After opening the transaction, search for the material number of the black Deluxe Touring
Bike in the Material field. In order to do so, click into the Material field and use F4.
After that you do the following:

field value
Material description *Deluxe*
Material *### (your three digit ID)

After you confirm with Enter, your three Deluxe Touring Bikes in black, silver and red,
should be displayed in addition to the product group for all Deluxe Touring Bikes. Select
the black bike by double-clicking on it.
Back in the initial screen of the transaction, the number of your black Deluxe Bike
(DXTR1###) should be displayed in the Material field. Click (Execute) in order to open
the stock overview. Write down the quantities in the Dallas, Miami and Heidelberg plants.
Plant Dallas: Plant Heidelberg:
DC Miami:

5.2 Which GBI customers can you identify?


You can also use the following menu path: Logistics ► Sales and Distribution ► Master
Data ► Business Partner ► Customer ► Display ► Complete
After opening the transaction move the cursor into the Customer field and press F4. Then
enter the following data:

field value
Search term ### (your three digit ID)
Company Code DE## (your two digit Org-ID)

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SOLUTION

After you confirm with Enter, several customers in Germany should be displayed.

5.3 What is a customer?


A person with whom a company has a business relationship, who orders, purchases, or
receives a product.

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LECTURER NOTES

SAP User Management –


Lecturer Notes
This document is intended to help instructors create and maintain SAP
user accounts. The main focus lies on tasks such as resetting passwords
and mass maintenance of SAP users.

Product MOTIVATION NOTES


SAP ERP The SAP user and authorization The Global Bike Inc. (G.B.I.) data set
G.B.I. management is not less complex has exclusively been created for SAP
Release 6.07 than the functions available in an UA global curricula.
SAP ERP system. Because
Level teaching the management of SAP
user accounts is not part of most
Instructor
curricula SAP UA and the UCCs
have simplified these tasks for
Focus instructors.
SAP User Management
This document, however, presents
Authors on overview of relevant tasks for
Michael Boldau managing SAP user accounts in
Stefan Weidner case you need them during your
courses.
Version
2.40

Last Update
February 2015

© SAP SE

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LECTURER NOTES

Create User

Task You need to create a new SAP user account for a student allowing the processing of the
GBI exercises and case studies.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Enter an alpha-numeric number for the new user and click on (Create) or
press F8.

The Address tab is already selected. First, enter the last name into the
required entry field and add further information you might find necessary.
Then, choose the Logon data tab. Logon data

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LECTURER NOTES

Type in an initial password and repeat it in the following field. After the
system has successfully checked your entry it displays the message shown
below:

With this new account the student could log on to the system. However, he
would not have any rights in the system. In order to assign rights choose Roles
the Roles tab. Enter Z_GBI_SCC_US in the first empty row in the Roles Z_GBI_SCC_US
column.
The role allows access to all transactions necessary for GBI exercises and
case studies.

If you need access to system-critical transactions, i.e. for development


purposes, you may assign the composite profile SAP_ALL to your student
accounts.

The chosen role appears in the roles list for the user now. Press Enter or
click on to accept the changes.

Click on (Save) or press Ctrl + S to save the new user account. Next,
you will see the initial user maintenance screen and the message below will
be displayed by the system in the status bar.

Click on to get back to the SAP Easy Access screen.

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LECTURER NOTES

Change User

Task You would like to change a user account in the SAP system.
Example Access to the SAP system should be given to the student for the current semester only.
After the semester is over, a login should not be possible anymore.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Type in the alpha-numeric user number of the respective student and click
on (Change).

Navigate to the Logon Data tab and enter the desired time period in the Logon Data

Validity Period field group. Click on or press F4 to use a calendar.

Save your changes with (Save) or by using the shortcut Ctrl + S.

Click on to get back to the SAP Easy Access initial screen.

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LECTURER NOTES

Display User

Task You would like to display an existing user account in the SAP system.
Example You forgot which roles you assigned to a given student. Therefore you would like to
check the user account.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Enter the alpha-numeric user number of the respective student and click on
Role
(Display). Then, navigate to the Role tab. You will see that all fields are
grayed out which means that roles are only displayed and that they cannot
be changed.

If you would like to change data on this or another tab, please click on
(Display/Change), alternatively use the shortcut Ctrl + F7.

Double-click on to get back to the SAP Easy Access initial screen.

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LECTURER NOTES

Copy User

Task You would like to create another user by copying an existing account.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Enter the alpha-numeric number of the existing user account that you
would like to copy from and click on (Copy). In the next window enter
the new user number and select the data that you would like to be copied.

After you have set the initial password the new user can be saved with
or with the shortcut Ctrl + S.

Click on to get back to the SAP Easy Access initial screen.

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LECTURER NOTES

Lock/Unlock User

Task You would like to lock a user account in the SAP system.
Example You would like to temporarily lock a student user after he has not attended your course
for the last two weeks.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Enter the alpha-numeric number of the student user and click on


(Lock/Unlock).

In the next screen, the current status of the user is displayed. Confirm the
lock by clicking on (Lock) or using the shortcut F6.

You may use the same procedure to unlock the user account again. In the
Unlock User screen you will be displayed the reason for the lock. You can
unlock the account by clicking on (Unlock) or pressing F7.

Click to get back to the SAP Easy Access initial screen.

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LECTURER NOTES

Delete User

Task You would like to delete a user account in the SAP system.
Example A student from your course has changed his major and thus will not attend your course
any longer. You would like to delete this student‘s user account.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Enter the number of the student user account and click on (Delete).

Confirm the prompt about deleting the user and all corresponding settings.
Please be aware of the fact that this step cannot be reversed.

Click on to go back to the SAP Easy Access initial screen.

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LECTURER NOTES

Reset Password

Task You would like to reset the password for a user account in the SAP system.
Example A student has typed in the wrong password multiple times and cannot log on to the
system anymore.

The central user maintenance can be found in the SAP Easy Access Menu Menu path
under:
Tools ►Administration ► User Maintenance ► User

Alternatively, you can run the transaction directly with the transaction code SU01
SU01. In order to do so please type this code in the transaction code field
in the upper left corner and press Enter.

Enter the alpha-numeric user number and click on (Change password).

Type in an initial password and repeat it in the second field. With another
click on your entry is checked and the password is changed.
In most cases the user account needs to be unlocked (see chapter
Lock/Unlock User) because the SAP system temporarily locks the user if
the password has been entered incorrectly five times.

Note Please make your students aware of the fact that a new productive
password must differ from the last five passwords previously used for this
account.

Click on to get back to the SAP Easy Access initial screen.

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LECTURER NOTES

Mass Maintenance User (Transaction SU10)

Task You would like to create, change or delete several user accounts at a time.

Please run the user mass maintenance transaction following this menu path: Menu path

Tools ►Administration ► User Maintenance ► User Mass


Maintenance

Alternatively, you can run the transaction directly with the transaction code SU10
SU10 (not SU01!). In order to do so please type this code in the transaction
code field in the upper left corner and press Enter.

Then, enter the number of user accounts that you would like to create, edit
or delete. For these user accounts you may apply all functions explained
earlier in this document for transaction SU01.

As long as they do not already exist, the new user accounts will be
created. The user number will be used as default last name. The
setting of an initial password for all users is not possible in
transaction SU10. In order to do so, please use transaction ZUSR
(see chapter Mass Maintenance User (Transaction ZUSR)).

Edit the data of all users listed at the same time.

Delete the data of all users listed. To finish this step, the prompt
needs to be confirmed.

Temporarily lock all users listed. It is irrelevant whether the user


accounts were initially locked or unlocked.

Unlock all users listed. It is irrelevant whether the user accounts


were initially locked or unlocked.

In contrast to transaction SU01 you cannot set a manual password.


Only a generated password can be assigned. These passwords
differ from user to user.

In addition to icons that you are already familiar with in transaction SU01
there are three more icons which simplify the work with the list of user
accounts.

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LECTURER NOTES

Clicking on this icon selects all list items. Please be aware of the
fact that the tasks described above effect all user accounts
regardless whether they are selected or not.

Clicking on this icon deselects all list items. Please be aware of the
fact that the tasks described above effect all user accounts
regardless whether they are selected or not.

Clicking on this icon deletes all selected list items so that they are
not effected by any following tasks on the remaining list. (Hint:
The list entries are deleted from the list only. The respective user
accounts are not deleted in the system).

Click on to get back to SAP Easy Access initial screen.

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LECTURER NOTES

Mass Copy User from Template User

Task You would like to create several user accounts and use an existing account as a template.
Example You would like to create user accounts for 20 students in your GBI course A1.

Because this transaction is a custom implementation of UCC Magdeburg Menu path


no entry exists in the standard SAP Easy Access menu.

Thus, run the transaction directly by using its transaction code ZUSR. In ZUSR
order to do so please type this code in the transaction code field in the
upper left corner and press Enter.

Copy from Enter the template user that you would like to copy from. This
user should have assigned all roles and authorizations that later all new
users shall have.

Name of course Enter the name of your course. This text string is later
used for the creation of user numbers (e.g. TEST-### where ### is
replaced by the user number).

Number of users Enter the amount of users you would like the system to
create.

Note The system will automatically create a user for you (instructor) so
that you have an additional account with the same user rights. In the
example above, 21 and not 20 users will be created by the system.

Initial Password Enter the initial password for your user accounts. Your
students need to change the password when they log on to the system for
the first time.

Validity Period Enter the validity period for the new accounts. If you
leave the field blank, the user accounts will not expire.

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LECTURER NOTES

Note User accounts still exist in the system after they have expired. This
means they are not deleted automatically at the end of the validity period!

Click on (Execute). A new window appears.

The system finds and displays the next available range for user accounts Information
according to your parameters. Clicking on Information displays a detailed
description.

Clicking on Edit allows you to change your user number range manually. Edit

Note When you change the number range the user numbers are accepted
without further plausibility check. If they already exist the system will take
you to the user maintenance screen only and displays an error message.

Clicking on Cancel takes you back to the initial screen of the ZUSR Cancel
transaction.

If you click on Create the system creates your user accounts and takes you Create
back to the initial user maintenance screen. All users created by the system
are displayed here.

Below the list you see a log which lists all actions executed and whether
they were performed successfully. In addition, you see whether all roles
and profiles have been created and assigned to the accounts successfully.

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LECTURER NOTES

Click on to get back to the SAP Easy Access initial screen.

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LECTURER NOTES

Mass Maintenance User (Transaction ZUSR)

Task You would like to create, change or delete several user accounts at a time.
Example You would like to maintain all user accounts for your GBI course A1 for which 20
students are registered.

Because this transaction is a custom implementation of UCC Magdeburg Menu path


no entry exists in the standard SAP Easy Access menu.

Thus, run the transaction directly by using its transaction code ZUSR. In ZUSR
order to do so please type this code in the transaction code field in the
upper left corner and press Enter.

To maintain users please click on the Maintain users button.

Then, a new screen appears on which you can select a range of user
accounts that you would like to maintain.

Using the Multiple Selection you can include or exclude additional


single values or ranges of user accounts.

After having successfully selected your user accounts click on


(Execute). The system will collect all user data and take you to the
maintenance screen. All user accounts are displayed here.

Below the list you find a legend which helps you to interpret the current
status of users listed above.

On the maintenance screen, in the application tool bar you find additional
options available.

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LECTURER NOTES

Note In contrast to transaction SU10, changes in transaction ZUSR only


effect user accounts that are selected (highlighted).

Clicking on this icon selects all list items.

Clicking on this icon deselects all list items.

The following icons you should already be familiar with from the SU01
and SU10 transactions and are only explained briefly.

All selected users will be deleted. To finish this step, it is necessary


that the prompt is confirmed.

Temporarily lock all users selected. It is irrelevant whether the user


accounts were initially locked or unlocked.

Unlock all users selected. It is irrelevant whether the user accounts


were initially locked or unlocked.

In addition, transaction ZUSR provides the option to change the password


and/or the validity period of all selected users.

Click on to change the password for all users selected


(highlighted). In the dialog box that appears please enter the new password
and confirm by clicking on .

Click on to change the validity period of all users selected. In


the pop-up window enter the new validity period and confirm by clicking
on .

Click on to reload your user data.

Click on to get back to the SAP Easy Access initial screen again.

© SAP SE Page 16
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SAP University Alliances


Authors Claudia Kroliczek
Stefan Weidner SAP Concepts

Product
SAP ERP 6.0 EhP7

Level
Beginner

Focus
Basic concepts

Version
2.40

Last Update
February 2015

© SAP SE

Concepts Basic Concepts

 Organizational Data
 Master Data
 Process Data
 Documents

Page 4-2

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Concepts Organizational Units

 Define the enterprise structure for legal and business purposes


 Legal units, plants, warehouses, sales organizations, profit centers
 Examples:
- Client
• Highest organizational unit
• Represents an enterprise consisting of other organizational units
- Company Code
• Smallest org unit for which you can maintain a legal set of books
- Sales Organization
• 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

Page 4-3

Concepts Organizational Units

SAP Terminology:

Enterprise Client

Company
Firm Company Code

Plant
Factory

Sales Sales Region Sales


Organization Organization

Division
Department Division Business Area

Storage
Warehouse Location

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Concepts Organizational Units in Logistics

Client

Company Code A Company Code B

Plant A Plant B

Storage Storage
Location 1 Location 2

Page 4-5

Concepts Organizational Units in Procurement

Purch. Organization A central

Company Code x Company Code y

Purch. Organization B Purch. Organization C

Plant 1 Plant 2 Plant 3


cross-plant plant-specific

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Concepts Organizational Units in Sales and Distribution

Company Code

Sales Organization A Sales Organization B

Distr. Channel Distr. Channel Distr. Channel


Internet Retail Retail

Division Division Division Division


Bicycles Motorcycles Bicycles Bicycles

Sales Area

Page 4-7

Concepts Organizational Units in Accounting

Client

Controlling Area A Controlling Area B

Chart of Accounts x Chart of Accounts y

Company Company Company Company


Code 1 Code 2 Code 3 Code 4

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Concepts Organizational Units in Human Capital Management

Client

Company Code A Company Code B

Personnel Personnel Personnel


Area x Area y Area z

Personnel Personnel
Subarea 1 Subarea 2

Page 4-9

Concepts Master Data

 Static data (master records)


 Examples:
- Sales
• Customer master records
• Material master records
• Conditions

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Concepts Material Master Data - Views

Sales Data

Basic Data Purchasing Data

Mat. Plan. Data

Material Master Forecasting Data

Storage Data

Controlling Data Quality Data

Accounting Data

Page 4-11

Concepts Material Master Data - Views

General Information relevant for the entire organization:

Name
Weight
Client XXX Unit of Measure

Sales specific information: Storage Location specific information:

Delivering Plant Stock Qty


Loading Grp
Sales Org. UW00 Storage Loc. FG00

Sales Org. UE00 Storage Loc. TG00

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Concepts Process Data

 Dynamic data created during


business process
 Contain
- Organizational level (data)
- Master data
- Situation data

 Example: Sales order


- Org. units: client, company code,
sales organization
- Master data: customer, material
- Situation data: date, time, person,
amount

Page 4-13

Concepts Documents

 Generated data documenting a business process


 Represents business process in SAP system
 Contains all relevant information from master and process data
 Examples:
- Sales order
- Purchasing order
- Material document
- Financial document

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Concepts Document Flow

 The document flow and order status feature allows you to find the
status of an order at any point in time.
 The SAP updates the order status every time a change is made to
any document created.

Page 4-15

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DOZENTENHINWEISE

GBI Data Viewer (beta)


Short Description
This document was designed to explain the use of the GBI Monitoring Tool (beta).

Product MOTIVATION NOTES


SAP ERP The GBI Data Viewer is a mobile This tool is only available for the
G.B.I. app which can be used on Global Bike Inc. (G.B.I.) data set,
Release 6.07 smartphones or tablets based on which has exclusively been created
iOS or Android. This app was for SAP UA global curricula.
Level designed to give a brief insight of
the possibilities of platform
Lecturer / Students
independent support of business
processes. You may use this app
Focus as an optional replacement of
Optional mobile integration some SAP GUI based tasked of
the Case Studies.
Authors
Dirk Deiter Note: This app will be developed
Chris Bernhardt continuously. Currently, the
functions Stock Overview, Stock
requirement, Sales Order and and
Version Purchase Order are available.
2.40
The app is available for the GBI
Last Change 2.40 version. It is not mandatory to
June 2015 use the app for the case studies.

Also we would like to ask you to


send any feedback or error
descriptions regarding this app to:
gbi@ucc.ovgu.de

© SAP SE

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DOZENTENHINWEISE

Installation of App GBI Data Viewer

Install the App GBI Data Viewer from a store

Go to the App Store on your mobile device (Android or IOS) and search for SAP UCC Magdeburg
the author "SAP UCC Magdeburg".

You should get a result similar to the following:

Install this app on your device.

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DOZENTENHINWEISE

Setting up the connection to the SAP System

Note In order to set up the connection to the SAP system, you need to select the UCC, which is
hosting your SAP system, and enter your systems ID. Alternatively the connection can be
enabled via an URL. Please ask your SAP UCC for further instructions. In the end you need to
enter your client number, username and password.

Connect the GBI DataViewer app with the SAP System

Select your UCC and enter the system ID, the client number as well as
your username and password.

If your UCC isn’t available in the dropdown menu, please use the same UCC which hosts your
System
field to enter the connection URL instead. Ask your UCC if you are unsure
if you have the right URL.
Username
Enter your username and password. Password

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DOZENTENHINWEISE

How to use the GBI DataViewer

Note In the GBI DataViewer app, there are four areas that can be used for various GBI case
studies.

The GBI Data Viewer supports the following applications:


- Stock overview of the warehouse
- Stock requirement of a material
- Information about a Sales Order
- Information about a Purchase Order

In the stock overview, a material and the corresponding plant are expected
as input. Typical materials are listed in the following table.

Material Plant Case Study


DXTR1### MI00 SD
CHLO1### MI00 MM
KPAD1### SD00 WMI
EPAD1###. SD00 WMI
PRTR2### SD00 WMIII

© SAP SE Seite 4
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DOZENTENHINWEISE

The stock requirements are requested in the PP case study. Necessary


information are material and plant.

Material Plant Case Study


DXTR1### MI00 PP
DXTR2### MI00 PP
DXTR3### MI00 PP

The data of the last sales order can be requested with the following data.

Customer Sales Organization Case Study


25### UE00 SD

To view a purchase order you will need the order number. Since the
purchase order number is generated by the system, you normally can’t just
enter your number ###. The right number has 10 digits and begins with 45.

Purchase Order Number Case Study


45XXXXXXXX MM
Example: 4500000000 MM

© SAP SE Seite 5
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LECTUERER NOTES

GBI Monitoring Tool (beta)


Short Description
This document was designed to explain the use of the GBI Monitoring Tool (beta).

Product MOTIVATION NOTES


SAP ERP The GBI Monitoring Tool aims to This tool is only available for the
G.B.I. enable the lecturer to recognize Global Bike Inc. (G.B.I.) data set,
Release 6.07 potential failures of their students which has exclusively been created
during execution of the GBI case for SAP UA global curricula.
Level studies.
Furthermore the tool is capable of
Lecturer
giving an overview of the users
progresses in a comfortable
Focus manner.
All Case Studies
Note: At the moment this tool is in
Authors beta-status. Therefore it is
Torsten König available for the SD, MM and both
Chris Bernhardt CO case studies. Errors or
unexpected behaviors are unlikely
but still may occur.
Version
2.40 Also we would like to ask you to
send any feedback or error
Last Change descriptions regarding this GBI
June 2015 Monitoring Tool to:
gbi@ucc.ovgu.de

© SAP SE

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LECTUERER NOTES

Using the GBI Monitoring Tool

Note: Please keep in mind that the GBI Monitoring Tool can’t be used with the existing Users
(GBI-000 – GBI-999) because of insufficient privileges. An user with SAP_ALL privileges (e.g.
master-user) is necessary to execute this new transaction.

Starting the GBI Monitoring Tool

To start the GBI Monitoring Tool please execute transaction code ZGBIM. Transaction ZGBIM

The system will produce the following initial screen:

Please choose the case study using the F4-help of the field “case study“.
Note: The current beta version of this tool supports the SD, MM and both
CO case studies.

Enter the desired SAP users in the field “users” (from/until). Please note
that all users that were created in the system and alphabetically are located
between the given names will be evaluated as well.

Note The user you are logged in with is entered automatically. This
selection is only a recommendation and can be changed at any time.

Note For reasons of performance, we recommend you to choose 25 to 30


users at the same time. If you have chosen more users you can end the
running process using the button (in the upper left corner of the SAP
GUI) and selecting “cancel transaction”.

To create ranges that are not located side by side in the alphabet please
select the button .

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LECTUERER NOTES

Execution and navigation of the GBI Monitoring Tools

After you have made a choice you can do the analysis using the button
“Execute” (F8).

You will get an overview where the previously selected users are depicted
in lines and process steps of the chosen case study are shown in columns.

Meaning of the table fields:


a green light describes that no failures occurred for the monitoring
tool.
a red light means a failure in the process step.
an empty field shows that the process step was not executed by the
user.

Note Please be aware of the fact that the GBI Monitoring Tool is checking
for certain expected key values and fields, which were identified and
defined by the UCC, only.

Comment The identification of the belonging process objects along the


process chain is done using the document flow (preceding document).
Hence false-negative results may occur. For example in the above
screenshot, two process steps use the same document. At this point the step
“pick material” is not yet executed by the user “Koenig”. Since the picking
contains the document for distribution (which is checked in the step “pick
material”) the step “pick material” contains an error by mistake.

To watch the fields of a process step and its values double click a signal
light. This way, you will get to the detail view of the corresponding steps
and users (see following screenshot).

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LECTUERER NOTES

Explanation of the detailed view:


A green line corresponds to a field in the case study where the expected
value matches the actual value entered by the user.
A blue line specifies the document number that is created through the
respective process step. If the assigned number is generated by the system
no expected value is given.
A red line means that for this value a deviation of the actual value is given.

Note Please consider the fact that the decimal notation in this version may
have an internal format for amounts as it is shown here. In the example
5.000 is corresponding to 5 pieces.

By double click on the document number you will switch to the transaction
to display the corresponding document (forward navigation).

© SAP SE Page 4
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GBI - Introductory Course 3/13/2016

SAP University Alliances


Authors Simha Magal
Stefan Weidner Global Bike Inc.
Jeff Word
Hans-Jürgen Scheruhn

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
Global Bike Inc.
Integration

Version
2.40

Last Update
March 2015

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Materials Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
Page 3-2

© 2008 SAP AG 第 83 页,共 948 页 1


GBI - Introductory Course 3/13/2016

SAP ERP Unit Overview

 Global Bike Group


 Organizational Structure
 Products
 Business Partners
 Business Processes

Page 3-3

SAP ERP Global Bike Group

 Background:
- Global concern using full ERP capabilities
- Consists of two companies located in the US and in Germany
 History:
- John Davis won numerous mountain bike championships in the US
- In 1990, started his own mountain bike company (Frankenstein Bikes)
- Peter Schwarz grew up on road bikes in the Black Forest, Germany
- As a student, he engineered ultra-light composite frames
- In 1993, started his own bike frame company (Heidelberg
Composites)
- Both met in 2000
- In 2001, merged to form Global Bike Inc.

Page 3-4

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GBI - Introductory Course 3/13/2016

SAP ERP Global Bike Group

 Strategy:
- John and Peter are Co-CEOs
- John is responsible for (in terms of reporting)
• Sales, Marketing, Service and Support, IT, Finance, and Human
Resources
• sells products and brings in money
- Peter is responsible for
• Research, Design, Procurement, and Manufacturing Groups
• builds products and spends money
- World-class bicycle company serving both the professional and
“prosumer” in touring and off-road racing.
- Focus on:
• Quality
• Toughness
• Performance

Page 3-5

SAP ERP Organizational Structure (Overview)

Global Bike Group Concern

Co-CEO John Davis

Co-CEO Peter Schwarz

Global Bike Inc. Global Bike Germany GmbH Companies

Dallas Miami San Diego Heidelberg Hamburg Locations

Page 3-6

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GBI - Introductory Course 3/13/2016

SAP ERP Organizational Structure (Human Resources)

 Employees (US and Germany)


Organizational Structure

Organizational Structure

Page 3-7

SAP ERP Products

 Trading Goods  Raw Materials


- Accessories
• Safety Gear
• Other

Page 3-8

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GBI - Introductory Course 3/13/2016

SAP ERP Products

 Semi-Finished Goods

 Finished Goods
- Touring Bikes (Deluxe, Professional) in three colors
- Off-Road Bikes (Men, Women)

Page 3-9

SAP ERP Business Partners

 Customers (US and Germany)

Page 3-10

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GBI - Introductory Course 3/13/2016

SAP ERP Business Partners

 Vendors (US and Germany)

Page 3-11

SAP ERP Business Processes

 Sell – Fulfillment
 Buy – Procurement
 Make – Production
 Track – Financial Accounting
 Track – Controlling
 People – Human Capital Management
 Store – Inventory and Warehouse Management
 Maintain – Enterprise Asset Management
 Service – Customer Service
 Project – Project Management

Page 3-12

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GBI - Introductory Course 3/13/2016

SAP ERP Cross-functional Integration

Source Unknown

Page 3-13

SAP ERP Process Integration (example)

 Order-to-Cash Process
- Sales and Distribution (SD)
- Materials Management (MM)
- Financial Accounting (FI)

Page 3-14

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GBI - Introductory Course 3/13/2016

SAP ERP Process Integration (example)

 Procure-to-Cash Process
- Materials Management (MM)
- Financial Accounting (FI)

Page 3-15

© 2008 SAP AG 第 90 页,共 948 页 8


CASE STUDY

Global Bike Inc.


Background and overview of GBI strategy and operations.

Product MOTIVATION NOTES


SAP ERP A general understanding of GBI The Global Bike Inc. (G.B.I.) data set
G.B.I. (the enterprise) prior to embarking has exclusively been created for SAP
Release 6.07 on hands-on exercises and case UA global curricula.
studies in the SAP ERP client is
Level critical for success.
Beginner
This narrative provides a historical
background for how GBI began
Focus and an overview of its operations
Company Background and strategy. This information will
be used extensively throughout the
Authors curriculum material.
Simha Magal
Stefan Weidner
Jeff Word

Version
2.40

Last Update
February 2015

© SAP SE

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CASE STUDY

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 Notes
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 high-
performance bicycles to the world’s most demanding riders.
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
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,

© SAP SE Page 2
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CASE STUDY

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.

© SAP SE Page 3
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CASE STUDY

Figure 2:
Enterprise Process Map

© SAP SE Page 4
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CASE STUDY

Corporate Overview

Task Develop an organizational chart 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 Notes
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.
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.

Organizational Chart

© SAP SE Page 5
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CASE STUDY

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 Notes
“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.
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 off-
road 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.

© SAP SE Page 6
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CASE STUDY

Figure 4
GBI Trading Goods

© SAP SE Page 7
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CASE STUDY

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 Notes
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.
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

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 Notes
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.

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.

© SAP SE Page 9
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CASE STUDY

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 Notes


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.

Figure 7
GBI Vendors in
US and Germany

© SAP SE Page 10
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CASE STUDY

IT Strategy

Task Get familiar with GBI’s IT strategy. Time 5 min


Short Description Read the below narrative about GBI’s information technology strategy.

During 2009, GBI integrated a shared services model for all IT functions, Notes
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 best-
in-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.

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Authors Hans-Jürgen Scheruhn
Bret Wagner Sales and Distribution (SD)
Stefan Weidner

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
Cross-functional integration
Sales and Distribution

Version
2.40

Last Update
April 2015

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Materials Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
Page 4-2

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GBI - Introductory Course 3/13/2016

SAP ERP Functionality

 Sales Support
 Sales
 Shipping and Transportation
 Billing
 Credit Management
 Foreign Trade

Page 4-3

SAP ERP Unit Overview

 SD Organizational Structure
 SD Master Data
 SD Processes
- Order-to-Cash Process

Page 4-4

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SAP ERP SD Organizational Structure

 Client
- An independent environment in the system

 Company Code
- Smallest org unit for which you can maintain a legal set of books

 Credit Control Area


- An organizational entity which grants and monitors a credit limit for customers.
- It can include one or more company codes

 Sales Organization
- 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

 Distribution Channel
- The way in which products or services reach the customer
- Typical examples of distribution channels are wholesale, retail, or direct sales

Page 4-5

SAP ERP SD Organizational Structure

 Division
- A way of grouping materials, products, or services
 Sales Area
- Combination of Sales Organization, Distribution Channel and Division
- Determines conditions (i.e. pricing) for sales activities
 Plant (here: Delivering Plant)
- Plant from which the goods should be delivered to the customer
 Other SD organization units:
- Shipping Point
- Loading Point
- Sales Office
- Sales Group
- Sales Person

Page 4-6

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SAP ERP GBI Structure for Sales and Distribution

Global Bike Client

Company
Global Bike Inc. Global Bike Germany GmbH Code

Sales
US West US East Germany North Germany South Organization

San Diego Dallas Miami Hamburg Heidelberg Sales Office

Page 4-7

SAP ERP GBI Enterprise Structure in SAP ERP (Sales)

Distribution Channel Wholesale WH

Distribution Channel Internet IN

US West CA West DE North GB North AU North


UW00 CW00 DN00 GN00 AN00
US East CA East DE South GB South AU South Sales
UE00 CE00 DS00 GS00 AS00 Organization
CC US00 CC CA00 CC DE00 CC GB00 CC AU00 Company Code

Credit Control Area (global) GL00


Client GBI

Page 4-8

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SAP ERP SD Master Data

Customer Master

Material Master

Sales Condition

Page 4-9

SAP ERP Customer Master Data

 Customer Master
- Contains all of the information
necessary for processing orders,
deliveries, invoices and customer
payment
- Every customer MUST have a
master record

 Created by Sales Area


- Sales Organization
- Distribution Channel
- Division

Screen Diagram Customer

Page 4-10

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SAP ERP Customer Master Data

 The customer master information


is divided into 3 areas:
- General Data
- Company Code Data
- Sales Area Data

Page 4-11

SAP ERP Customer Master

General Information relevant for the entire organization:

Name
Address
Client XXX Communication

Company Code specific information: Sales Area specific information:

Acc. Mgmt Sales Office


Payment Currency
Company Code US00 Bank
Sales Org. UW00

Company Code DE00 Sales Org. DS00

Page 4-12

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SAP ERP Material Master Data

 Material Master
- Contains all the information a
company needs to manage about
a material
- It is used by most components
within the SAP system
• Sales and Distribution
• Materials Management
• Production
• Plant Maintenance
• Accounting/Controlling
• Quality Management
- Material master data is stored in
functional segments called Views

Screen Diagram Material

GBI Data Model

Page 4-13

SAP ERP Material Master Views

Sales Data

Basic Data Purchasing Data

Mat. Plan. Data

Material Master Forecasting Data

Storage Data

Controlling Data Quality Data

Accounting Data

Page 4-14

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SAP ERP Material Master

General Information relevant for the entire organization:

Name
Weight
Client XXX Unit of Measure

Sales specific information: Storage Location specific information:

Delivering Plant Stock Qty


Loading Grp
Sales Org. UW00 Storage Loc. FG00

Sales Org. UE00 Storage Loc. TG00

Page 4-15

SAP ERP Condition Master Data (Pricing)

 Condition master data includes:


- Prices
- Surcharges
- Discounts
- Freights
- Taxes

 You can define the condition


master to be dependent on
various data:
- Material specific
- Customer specific

 Conditions can be dependent on


any document field

Condition
Page 4-16

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SAP ERP Output

 Output is information that is sent


to the customer using various
media, such as:
- E-mail
- Mail
- EDI
- Fax
- XML

 Output examples:
- Quotation
- Confirmation
- Invoice

Page 4-17

SAP ERP Sales Order Process

Pre-sales Sales Order


Activities Entry

Check
Availability

Pick
Materials
Receipt of
Customer Payment
Pack
Invoice Materials
Customer
Post Goods
Issue

Page 4-18

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SAP ERP Pre-Sales Activities (CRM Light)

 Sales Support is a component of SD that assists in the sales,


distribution, and marketing of a companies products and services
to its customers. It contains the following functionality:
- Creating and tracking customer contacts and communications (sales
activity)
• Phone call records
• On-site meeting
• Letters
• Campaign communication
- Implementing and tracking direct mailing, internet, and trade fair
campaigns based on customer attributes

 Pre-sales documents need to be managed within the presales


activities: Inquiries and Quotations. These documents help identify
possible sales related activity and determine sales probability.

Page 4-19

SAP ERP Pre-Sales Activities (CRM Light)

 The ultimate goal of all pre-


sales activities is to equip the
sales technician with all the
information necessary to
negotiate and complete the
potential sale.
 Information needed:
- Past sales activity
- Past communication
- Contact information
- General Company info
- Credit limits and usage
- Current backorders
 360º view of your customer

Page 4-20

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SAP ERP Inquiry

 An inquiry is a customer’s
request to a company for
information or quotation in
respect to their products or
services without obligation to
purchase.
- How much will it cost
- Material/Service availability
- May contain specific quantities
and dates

 The inquiry is maintained in


the system and a quotation is
created to address questions
for the potential customer.

Page 4-21

SAP ERP Quotation

 The quotation presents the


customer with a legally binding
offer to deliver specific products
or a selection of a certain amount
of products in a specified
timeframe at a pre-defined price.

Page 4-22

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SAP ERP Sales Order

 Sales order processing can originate from a variety of documents


and activities
- Customer contacts us for order: phone, internet, email
- Existing Contract
- Quotations

 The electronic document that is created should contain the


following basic information:
- Customer Information
- Material/service and quantity
- Pricing (conditions)
- Specific delivery dates and quantities
- Shipping information
- Billing Information

Page 4-23

SAP ERP Sales Order

 The sales document is made up


of three primary areas:
- Header
• Data relevant for the entire sales
order: Ex: customer data, total
cost of the order

- Line Item(s)
• Information about the specific
product: Ex: material and
quantity, cost of an individual line

- Schedule Line(s)
• Uniquely belongs to a Line Item,
contains delivery quantities and
dates for partial deliveries
Screen Diagram Sales Order

Page 4-24

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SAP ERP Sales Order

 The sales order contains all of the information needed to process


your customers request, the following information is determined for
each sales order:
- Delivering Schedule
- Shipping point and route determination
- Availability Check
- Transfer of requirements to MRP
- Pricing
- Credit limit check

Page 4-25

SAP ERP Delivery Scheduling

 When an order is created you must enter a requested delivery date


for the order or each line item.

 The system will then determine a delivery timeline, this will be used
when determining our material availability, or ATP (Availability to
Promise) date.

 The system will determine this date using forward and backward
scheduling rules you have defined.

Page 4-26

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SAP ERP Backward Scheduling

Order Material Transp. Goods Requested


Date Availability Sched. Loading Issue Delv. Date
1st 2nd 3rd 4th 5th 6th

Pick & Pack Transit


Transp. Loading
Time Time
Sched. Time
(2 days) Time (1 day) (2 days)
(1 day)

Backward Scheduling

Page 4-27

SAP ERP Forward Scheduling

Requested New
Order Material Transp. Goods Delv. Delv.
Date Availability Sched. Loading Issue Date Date
1st 2nd 3rd 4th 5th 6th 7th
Transp. Loading Transit
Pick & Pack Sched. Time Time
Time (2 days) Time (1 day) (2 days)
(1 day)

Page 4-28

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SAP ERP Shipping & Route Determination

 During the creation of the sales order the system must determine
the shipping point from which the material will be shipped and the
route the material will take to get from your warehouse to your
customers location.

 A shipping point is determined for each line item within the order.

 The route determination is used to define the transit time of the


material that we used in scheduling.

Page 4-29

SAP ERP Availability Check

 Availability Check
- Determines the material
availability date
- Considers all inward and outward
inventory movements

 Proposes 3 methods of delivery


- One-time delivery
- Complete delivery
- Delayed proposal
 Rules are created by YOU

Page 4-30

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SAP ERP Pricing

 The system displays pricing information for all sales documents on


the pricing screens at both the header and the line item level.
- Header pricing is valid for the whole order it is the cumulative of all line
items within the order
- Line item pricing is for each specific material.

 The system will automatically search for price, discounts,


surcharges, calculate taxes and freight. You have the ability to
manually manipulate the pricing at both the header and line item
level within the sales order by entering a condition type and
amount.
- Taxes and freight can be set-up so we can’t manually enter

Page 4-31

SAP ERP Credit Check

 Allows your company to manage its credit exposure and risk for
each customer by specifying credit limits.
 During the sales order process the system will alert the sales rep
about the customers credit situation that arises, if necessary the
system can be configured to block orders and deliveries.

Page 4-32

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SAP ERP Shipping & Transportation

 The shipping process begins when you create the delivery


document for the sales order. This document controls, supports,
and monitors numerous sub-processes for shipping processing:
- Picking
- Packing
- Post Goods Issue
 Integrated with the Material Management (MM) and Finance (FI)
modules

Page 4-33

SAP ERP Shipping

Sales Order 1 Sales Order 4 Sales Order 5

Sales Order 2 Delivery 8…13 Delivery 8…16

Sales Order 3 Delivery 8…14

Delivery 8…12 Delivery 8…15

Order Partial Complete


Combination Delivery Delivery
Shipping

Page 4-34

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SAP ERP Delivery Creation

 Checks order and materials to determine if a delivery is possible —


delivery block (hold), completeness
 Confirms availability
 Confirms export/foreign trade requirements
 Determines total weight & volume

Page 4-35

SAP ERP Delivery Creation

 Generates packing proposal


 Calculates weight and volume
 Checks scheduling
 Considers partial deliveries
 Updates route assignment
 Assigns picking location
 Updates sales order
 Determines batches
 Quality check (if needed)
 Updates sales order

Page 4-36

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SAP ERP Delivery Document

 The Delivery Document initiates the delivery process and is the


control mechanism for this process
- Picking
- Packing
- Loading
- Posting Goods Issue
 Changes to delivery are allowable - products, quantities

Page 4-37

SAP ERP Picking

 Quantities based on delivery note


 Assigned date when picking should begin
 Automated storage location assignment
 Supports serial number/lot number tracking and batch
management
 Integrated with Warehouse Management (WM)

Page 4-38

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SAP ERP Loading and Packing

 Identifies which packaging is to be used for specified products


(customer preference and UCC-128 considerations)
 Identifies and updates accounts associated with returnable
packaging
 Tracks the packed product by container
 Insures weight/volume restrictions are enforced
 All packed items are assigned to the required means of
transportation

Page 4-39

SAP ERP Goods issue

 Event that indicates the legal change in ownership of the products


 Reduces inventory and enters Cost of Goods Sold
 Automatically updates the General Ledger (G/L) accounts
 Ends the shipping process and updates the status of the shipping
documents

Page 4-40

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SAP ERP Billing

 The billing document is created by coping data from the sales


order and/or delivery document.
- Order-based billing
- Delivery-based billing
 The billing process is used to generate the customer invoice.
 It will update the customer’s credit status.

Page 4-41

SAP ERP Billing Documents

 The billing document will automatically create a debit posting to


your customer sub-ledger account and credit your revenue
account.
 It is at this point that the sales process is passed over to Financial
Accounting to await payment.

Posting Diagram SD

Page 4-42

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GBI - Introductory Course 3/13/2016

SAP ERP Billing Methods

Delivery 8…20 Invoice 9…45


Delivery based Order 6
Invoicing Delivery 8…21 Invoice 9…46

Delivery 8…33
Collective Order 9
Delivery 8…34 Invoice 9…68
Invoicing
Order 14 Delivery 8…56

Invoice 9…91
Split
Order 32 Delivery 8…86
Invoicing
Invoice 9…92

Billing

Page 4-43

SAP ERP Payment

 Payment is the final step in the sales order process, this step is
managed by the Financial Accounting department.
 Final payment includes:
- Posting payments against invoices.
- Reconciling differences between payment and invoice.
 Payment will create a posting clearing the liability in the A/R
account and increases your bank account.

Page 4-44

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SAP ERP Document Flow

 The document flow and order status feature allows you to find the status
of an order at any point in time. The SAP updates the order status every
time a change is made to any document created in the customer order
management cycle
(Order-to-Cash).

Document Flow

Page 4-45

SAP ERP Sales Order Process Debugging

 “Never again did I learn so much in


such a short time, because twenty
participants made mistakes for me!
You cannot make so many mistakes
all alone.”
SAP Co-founder Klaus Tschira, on his experiences teaching
COBOL to clients at IBM.

Page 4-46

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GBI - Introductory Course 3/13/2016

SAP ERP Sales Order Process Debugging

 Document Flow
- Gives Order Process Status

 List of Sales Orders (VA05)


- Tool to Find Order
- Need student’s user id/data set number

Page 4-47

SAP ERP Overview of ARIS models (SD)


[slide number] [slide title] [model name assigned] [level of abstraction (1-4)]

4-5 GBI 2.1 Organization Structure SAP ERP SD : “GBI System Organizational Model”(1-3)
4-6 GBI 2.1 Organization Structure SAP ERP SD : “GBI System Organizational Model”(1-3) Levels of abstraction (1-4)
4-7 Global Bike Structure for Sales and Distribution: “GBI Structure Sales and Distribution” (1-3)
(1) Core level
4-7 Global Bike Inc. and Global Bike Germany GmbH: „GBI Org Chart US/DE”(1-3)
(2) Overview level
4-8 SD Organizational Structure: “GBI System Organizational Model”(1-3)
4-10 Screen Diagram Customer: Screen Diagram “Create Customer Address Data / XD01”(4) (3) Detailed level
4-11 General Data: Screen Diagram “Create Customer Address Data / XD01”(4) (4) Document level
4-11 Company Code Data: Screen Diagram “Create Customer: Company Code Data / XD01”(4)
4-11 Sales Area Data: Screen Diagram “Create Customer Sales Area Data / XD01”(4)
4-12 Customer Master: Event Process Chain (eEPC) “Create New Customer“(3)
4-13 GBI Data Model and Screen Diagram Material: “Create Trading Goods: Basic Data 1 / MMH1”(4)
4-14 Material Master Views: eEPC “Create Material Master for Trading Goods”(3)
4-14 Basic Data and 3 more views: MD “Create Trading Goods:Basic Data 1 / MMH1”(4)
4-16 Condition: eERM “Condition Master” (3)
4-18 Sales Order Process: Value Added Chain Diagram “GBI_SD”(2)
4-18 seven eEPCs like Sales Order Entry(3) or Check Availability(3)
4-21 Inquiry: eEPC “Create Customer Inquiry“(3)
4-22 Quotation: eEPC “Create Customer Quotation“(3)
4-23 Sales Order: eEPC “Create Sales Order Referencing a Quotation”(3)
4-24 Screen Diagram Sales Order: Attribut Allocation Diagram “Sales Order”(4)
4-27 Backward Scheduling: Attribut Allocation Diagram “Backward Scheduling” (3)
4-30 Availability Check: eEPC “Check Stock Status”(3)
4-33 Shipping & Transportation: eEPC ”Start Delivery Process“(3)
4-34 Shipping: “Data modell Integration SD-FI” (3)
4-38 Picking: eEPC ”Pick Materials on Delivery Note”(3)
4-40 Goods issue: eEPC ”Post Goods Issue“(3)
4-41 Billing: eEPC ”Create Invoice for Customer“(3)
4-42 Posting Diagram SD: Information Carirer Diagram “FI-SD Integration Point”(3) All assigned models and its objects are linked to each other.
4-43 Billing: “Data modell Integration SD-FI” (3) This enables the model user to horizontally navigate (via
4-44 Payment: eEPC “Post Receipt of Customer Payment”(3) Object Occurrences) within one level of abstraction and to
vertically navigate (via Object Hierarchy) between the 4
4-45 Document Flow: Information Carirer Diagram “GBI Document Flow”(3) levels of abstraction.

Page 4-48

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GBI - Introductory Course 3/13/2016

SAP ERP Information Models Covering 4 Levels of IT Integration

Execution in SAP ERP Model Presentation in ARIS

Presentation Organizational View


Take GBI User Rolls and interact
with GBI Processes via SAP GUI: (Org. units / Positions / Rolls/ User) :
Rolle
Process-Owner
Level of Abstraction (LA) 1 to 3

Processes Execute GBI Processes : Process View


Order of entire case study Value added Chain (VAC) : LA 1 and 2
Single case study processes Event driven process chain : LA 3

Functions Execute GBI Transaction : Function View


All content of case studies at a glance Funktion Tree : Level of Abstr .1 to 3

GBI Data In- / Output : Data View


Data Information carrier diagram : LA 3
Anfrage Entire SAP ERP document flow
Description SAP ERP mask structure Mask diagram : Level of Abstraction 4
Kunde Angebot

All SAP ERP master & transaction data Entity Relationsship Diagram : LA 3
Kundenauftrag
All SAP ERP organizational units Org. Chart : Level of Abstraction 1- 3

Page 4-49

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EXERCISE

SD 1: Display Customer Master Data

Exercise Use the SAP Easy Access Menu in order to display a customer. Time 10 Min.

Task Global Bike Inc. has several customers in the USA. Display one customer from the USA
(Beantown Bikes).
Name (Position) Maria Diaz (Sales Person 1)

To display a customer, follow the menu path: Menu path

Logistics ► Sales and Distribution ► Master Data ► Business Partner


► Customer ► Display ► Complete

Follow the menu path and double-click Complete.

In the next screen, the SAP system expects you to enter search criteria such as
the customer, the company and the sales area data. You can use the SAP ad-
hoc help to have the system explain particular fields on the screen. Position
your cursor in the “Customer” field and press F1. F1

© SAP SE Page 1
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EXERCISE

According to the SAP definition, SAP expects you to enter the unique
Customer Account Number for the customer’s master record in the
Customer
“Customer” field.

Press the -button in the upper right corner of the screen in order to close the
window.

Since you do not know any customer number in the GBI company, you need to
find one. In order to do so, position your cursor once again in the field
F4
“Customer” and press F4.

The tabs allow you to enter different search criteria. The values in the text
boxes are used to filter the search operation. In the tab Customers (by company
code), you can enter all information you have about a customer. In our case,
please enter the three-digit number (###) you were given by your instructor
into the field “Search term”. ###

© SAP SE Page 2
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EXERCISE

Please note: Each time the curriculum material requests you to type in ###,
please enter the three-digit number you received from your instructor. Since
each participant receives his or her own master data, the three-digit number
serves to distinguish between the individual data sets. Please remember that all
participants work in the same GBI company and if you do not select any search
criteria, you will see all master data (just like in a real company). If you wish
to see all 1000 master data entries for each client, you can leave the field
“Search term” empty.

After having entered your three-digit number (###) into the field “Search
term“, position your cursor in the field “Company Code” and press F4. In the F4
following screen, double-click on Global Bike Inc. to select this company.
Afterwards, the field “Company Code” should be filled with US00. US00

Subsequently, click or press Enter. Consequently, the following screen will


come up. Please note that your customer number might be different from the
number presented on the following screen.

You can select Beantown Bikes by double-click. When doing so, the search Beantown Bikes

result screen will close and your customer account number (5###) of
Beantown Bikes will be displayed in the “Customer” field. Furthermore, the
system automatically enters US00 into the field “Company code”. Please note
that your customer account number might be different from the number
presented in the following screen.

© SAP SE Page 3
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EXERCISE

Click or Enter in order to display the master data for Beantown Bikes. The
following screen will come up:

This screen displays the general data of your customer Beantown Bike. In the
context of the SAP system, this data implies all information about the customer
that are relevant for the whole GBI such as global names and the address. Click

© SAP SE Page 4
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EXERCISE

the other tabs in order to see further global data about Beantown Bikes. In
order to display US-specific data, click the button „Company Code Data“.

Please check whether the company code number (US00) is displayed on the
screen. Data such as reconciliation account or sort key are account
management data which might display different values for other company
codes.

Click to return to the SAP Easy Access Menu.

© SAP SE Page 5
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EXERCISE

SD 2: Display Customer Order

Exercise Use the SAP Easy Access Menu in order to display a customer order. Time 10 Min.
Task Watch a customer order for black Deluxe Touring Bikes.
Name (Position) David Lopez (East Rep. Miami)

To display a customer order, follow the Easy Access Menu:


Logistics ► Sales and Distribution ► Sales ► Order ► Display Menu path

Expand the menu path and double-click “Display”.

Enter 1 for “Order” to display a document of a customer order that has already 1

been listed. Press or Enter.

The order number is the number that clearly identifies the sales document.
Generally, there are different types of sales documents in the SAP ERP
System:
- Request
- Offer

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EXERCISE

- Order
- Master Contract
- Complaints

In the next screen, all details of the order placed by the company Beantown
Bikes from Boston are displayed.

By means of this sales document, you can observe the typical division of the
sales documents. They are composed of
- Document header
- Document items
The document header consists of data that is valid for the complete sales
document, whereas the document items reflect the data of the individual goods
that are listed in the sales document.

In the following screen, you can see the document header for the sales
document with the number 1. As you can see, this sales order is listed under
the purchase order number Z998 and its net value amounts to 15.000 $.

Please note: The purchase order number must not be confused with the
number of the sales document, which in this case is the document of a standard
order.
Whereas the purchase order number can be assigned freely, the document
number is definite and is generated automatically while compiling the
document.

In the overview of all positions, you can see that the order only contains the
product Deluxe Touring Bike in black. Through this order, Beantown Bike
ordered five bicycles of this kind.

Please select the line presenting the Deluxe Touring Bike (black).

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EXERCISE

Subsequently, please click the symbol Item conditions .

This screen shows that each bicycle costs 3.000 $ and that neither discounts
nor supplements were determined. It furthermore shows that GBI makes a
profit of 1.600 $ per bicycle sold.

Click to return to the SAP Easy Access Menu.

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EXERCISE

SD 3: Display Outbound Delivery Document for Sales Order

Exercise Use the SAP Easy Access Menu in order to display an outbound delivery. Time 10 Min.

Task In the context of the sales order process, after the order was created, the outbound delivery
takes place. As a next step, please display the outbound delivery document.
Name (Position) Sergey Petrov (Warehouse Employee Miami)

To create a delivery, follow the SAP Easy Access menu path:


Logistics ► Sales and Distribution ► Shipping and Transportation ► Menu path
Outbound Delivery ► Display

Enter 80000000 as Outbound Delivery number in order to view the document 80000000
of the sales order introduced in the previous step. Click or Enter.

In the tab Picking, you can see that the 5 bicycles mentioned in the previous
step were removed from the warehouse in Miami.

Please Note: By means of the indicator OvrllPickStatus, you can detect


whether a picking has already been started, is partly conducted, or already
finished.
In this case, the delivery quantity is already fully picked.

Click in order to return to the SAP Easy Access Menu.

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EXERCISE

SD 4: Display Billing Document

Exercise Use the SAP Easy Access Menu in order to display billing documents. Time 5 Min.

Task After the outbound delivery of the bicycles to the customer, a billing document was created
for the customer. Display the billing document in the system.
Name (Position) Stephanie Bernard (Billing clerk)

To display a billing document, follow the menu path:


Logistics ► Sales and Distribution ► Billing ► Billing Document ► Menu path
Display

Enter 90000001 as Billing document number in order to watch the billing 90000001
document for the sales order examined in the previous steps. Click or Enter.

As you can see, there is a billing document that shows the costs incurred of
7.000$ plus profit. This billing document thus represents a claim for payment
of 15.000$ for Beantown Bikes.

If you select the document and press , you will be able to see the
document from the accounting perspective and thus the accounts involved.

Click to return to the SAP Easy Access Menu.

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EXERCISE

SD 5: Analysis Document Flow

Exercise Use the SAP Easy Access Menu in order to view the Document Flow. Time 15 Min.

Task There are various possibilities to display the Document Flow. The SAP system offers one
possibility that starts directly from the sales order document.
Name (Position) David Lopez ( East Rep. Miami)

SAP provides the Document Flow tool that tracks the entire sales transaction Document Flow

process from beginning to end. The Document Flow tool is extremely powerful
because it can be used at any point in the sales order process. It provides an
audit trail (booking control) for the sales order and all follow-up documents
chronologically. Furthermore, it is possible to navigate into these documents
and to display them in detail (drill down).

To display the sales order, follow the menu path: Menu path

Logistics ► Sales and Distribution ► Sales ► Order ► Display

Make sure that 1 is entered as order number.

Please note: If you log out of the SAP system after having created an order, Search Sales Order
Number
the document number is not recorded automatically. You can search for the
order number by selecting the tab Sales Documents by Customer. Enter UE00
as Sales organization and Z998 as Purchase Order Number. UE00
Z998

To access the supporting document, click (Display Document Flow) or Document Flow

follow the pull-down menu path:


Environment ► Display document flow

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EXERCISE

The Document Flow for the sales order of Beantown Bikes should look as
follows:

The Document Flow guarantees access to each document.


As an example, in order to display the invoice, click the invoice line and press
Display document afterwards. The following screen should come up:

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EXERCISE

In order to access invoice details, follow the menu path:


Goto ► Header ► Header
This will produce the following screen:

Please watch the invoice details or click to return to the document flow.
Investigate the other documents and use twice to return to the SAP Easy
Access screen.

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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 The data entry requirements in the Before you use this case study, you
G.B.I. sales & distribution exercises (SD should be familiar with navigation in
Release 6.07 1 through SD 5) were minimized the SAP system.
because much of the data was
Level stored in the SAP system. This In order to successfully work through
stored data, known as master data, this case study, it is not necessary to
Beginner
simplifies the processing of have finished the SD exercises (SD 1
business transactions. through SD 5). However, it is
Focus recommended.
Sales and Distribution In the sales order process, we
used master data for customers, NOTES
Authors materials (the products we sold)
This case study uses the Global Bike
Bret Wagner and pricing to simplify the sales
Inc. (G.B.I.) data set, which has
Stefan Weidner order process.
exclusively been created for SAP UA
global curricula.
In this case study, we will create
Version the master data for a new
2.40 customer.

Last Update
April 2015

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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 Process description
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.
The graphic below displays the complete process (17 tasks).

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CASE STUDY

Step 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 exercise, 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.

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CASE STUDY

Select Sold-to Party for the Account group. Enter US00 for Company US00
UE00
code, UE00 for Sales Organization, WH for Distribution Channel, and BI WH
for Division. After clicking on , the following screen will appear. BI

Select Company as Title, enter The Bike Zone for Name and ### for
Company
Search term 1. Remember to replace ### with your three-digit number, e.g. The Bike Zone
003 if your number is 003. Then, enter 2144 N Orange Ave for Street, ###
2144 N Orange Ave
32804 for Postal Code, Orlando for City, US for Country, and FL for Orlando, FL 32804
Region. Then click on the expand icon to access additional street US
address fields.

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 Region East
will produce the following screen.

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CASE STUDY

Enter 110000 for Recon. account (reconciliation account) and 001 for Sort 110000
001
key. Then click on the Payment Transactions tab.

After entering 0001 for Terms of payment and clicking on the Sales Area 0001
Data button, the following screen will appear.

Make sure USD is entered for Currency and 1 is entered for Cust.pric.proc. USD
1
Enter 1 for Cust.Stats.Grp, then click on the Shipping tab. Fill in the 1
following data.

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CASE STUDY

As shown above, enter 02 (normal) for Delivery Priority, 01 (standard) for 02


01
Shipping Conditions, MI00 for Delivering Plant, and 3 for Max. partial MI00
deliveries. Then click on the Billing Documents tab. 3

Enter FOB and Miami for Incoterms, 0001 for Terms of payment, 01 for FOB Miami
0001
Acct.assgmt group and 0 for Tax classification for all three categories. 01
Then click on the save icon . 0

The SAP system will create the master record for the new customer and Customer number
assign the customer a unique customer number.

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

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CASE STUDY

Step 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:


Logistics ► Sales and Distribution ► Master Data ► Business Menu path
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 which will produce the
following screen.

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CASE STUDY

Enter 1 for VIP (management), 0002 for Department (Purchasing), 02 for 1


0002
Function (head of purchasing), and 0002 for call frequency (weekly). Enter 02
whatever name you wish, and fill in any other data you like, then click on 0002
.

Your contact person will be given a unique number. Contact person number

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

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CASE STUDY

Step 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 a customer master record, follow the menu path:


Logistics ► Sales and Distribution ► Master Data ► Business Menu path
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 UE00
values are entered: UE00 for Sales Organization, WH is entered for WH
BI
Distribution Channel, and BI for Division. Then, press Enter.

On the Sales Area Data screen, select the Partner Functions tab. The
following screen will appear..

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CASE STUDY

In the next empty row, enter CP for PF (partner function). Click on the CP
Number field and then on the search icon , which will bring up the
following search window.

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 to


save.

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

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CASE STUDY

Step 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:


Logistics ► Sales and Distribution ► Sales ► Inquiry ► Create Menu path

This will produce the following screen.

Enter the following information: IN for Inquiry Type, UE00 for Sales IN
UE00
Organization, WH for Distribution Channel and BI for Division. Then WH
click on . This will produce the following screen. BI

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CASE STUDY

Click on the Sold-to party field, then click on the search icon , which
will bring up the following search screen.

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
today’s date for the Valid from date (F4, then Enter) and a date one one month from today
month from today for the Valid to date (F4, then select the date).
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.

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CASE STUDY

On the Sales material by description tab, enter Sales Organization UE00, UE00
WH
Distribution Channel WH and Material *### (e.g. *005 if your number is *###
005). Then click on to get the list of bicycles.

Double-click on the Deluxe Touring Bike (black) to select it and enter an DXTR1###
5
order quantity of 5 pieces.

Repeat the process to enter a quantity of 2 of the Professional Touring PRTR1###


2
Bike (black). Click on the enter icon to determine the price for this
order.

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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 70%, then click on the enter icon to 75

update the inquiry and note the new Expect.ord.val of 14,980.00.

Click on to save the inquiry. The SAP system will assign a unique Inquiry number
number to the inquiry.

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

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CASE STUDY

Step 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:
Logistics ► Sales and Distribution ► Sales ► Quotation ► Create Menu path

This will produce the following screen.

Enter QT for Quotation Type, then click on Create with Reference. This QT
will produce the following screen.

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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.

Double-click on the inquiry to select it, and the inquiry number will be
copied in the Create with Reference window.

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CASE STUDY

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 ###
today’s date
month from today for the Valid to date, and a date one month from one month from today
today for the Req. deliv.date. Then click on the enter icon , which will one month from today
produce the following warning.

Click on the enter icon to acknowledge the warning. This will produce
an information message.

Click on the enter icon to acknowledge this information.

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CASE STUDY

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
K004
condition type K004 (material discount) with an amount of 50 to the 50
pricing procedure.

After clicking on the enter icon , a new price for the 5 Deluxe Touring
bikes will be calculated.

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.

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CASE STUDY

To apply the 5% discount, enter CnTy (condition type) RA00 (Net RA00
5
Discount) with an amount of 5, then click on . Note that the price does
not yet include the 5% discount.

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.

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

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CASE STUDY

Step 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:


Logistics ► Sales and Distribution ► Sales ► Order ► Create Menu path

This will produce the following screen.

Enter Order Type OR. The other fields do not necessarily need to be filled. OR
Then, click on the Create with Reference icon. This will produce the
following pop-up search window.

Make sure that the Quotation tab is selected, click on the Quotation field,
then on the search icon .

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CASE STUDY

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 ###
today’s date
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.

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

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CASE STUDY

Step 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 Menu path
Bike Zone. To do this, follow the 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. UE00
Enter UE00 for Sales Organization, WH for Distribution Channel and WH
Material *### (e.g. *002 if your number is 002). Then click the enter icon *###

to find the list of materials.

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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 MI00
Plant. Then click on the execute icon to look at the stock level.

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.

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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 to return to the SAP Easy Access screen.

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CASE STUDY

Step 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:


Logistics ► Sales and Distribution ► Sales ► Order ► Display Menu path

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.

After double-clicking on your sales order number, click on to display


the sales order. This will produce the following sales order items.

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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.
Click on the cancel icon to close the pop-up window, then click on the
back icon to return to the overview screen.

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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 to return to the SAP Easy Access screen.

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CASE STUDY

Step 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 MI00
one week from today
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.

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This screen shows that the order has not yet been picked. After clicking on Outbound delivery
document number
, a delivery document will be created with a unique document number

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

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CASE STUDY

Step 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 UE00
WH
Channel and *### for Material. Pick the black Deluxe Touring bike. Then, *###
enter MI00 in the Plant field. MI00

When the Material and the Plant field are correctly filled (compare with the
screenshot above), click on . This will produce the following screen.

Select the Miami DC, then click on the Detailed Display icon.

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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 to return to the SAP Easy Access screen.

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Step 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:
Logistics ► Sales and Distribution ► Shipping and Transportation Menu path
► 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 MI00
your customer number
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 FG00
5
the appropriate quantity for the picked quantity (5 for DXTR1### and 2 for 2
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 to return to the SAP Easy Access screen.

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Step 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:
Logistics ► Sales and Distribution ► Shipping and Transportation Menu path
► 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 MI00
your customer number
customer number for Ship-to party).

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.

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

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Step 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 UE00
WH
Channel and *### for Material. Pick the black Deluxe Touring bike. Then, *###
enter MI00 in the Plant field. MI00

When the Material and the Plant field are correctly filled (compare with the
screenshot above), click on . This will produce the following screen.

Note that the available inventory has changed. Select the Miami DC, then
click on the Detailed Display icon.

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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 to return to the SAP Easy Access screen.

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Step 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 Sold- UE00
your customer number
To Party.

If you do not remember your customer number, find it by using the F4 help F4
###
in the Sold-To Party field and entering your individual number (###) in the Orlando
Search term field and Orlando in the City field. Confirm with . Then,
double-click on the one result row.

Then, click on the Display Bill List icon. This will produce the
following screen.

Select you line item and click on Individual billing document, which will
produce the following screen.

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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, RD00
Print output
then click on the Communication method icon. This will produce the
following screen.

Enter LOCL for Logical destination and select Print immediately, then LOCL
Print immediately
click on the back icon .

Click on the Further data button, which will produce the following screen.

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Select Send immediately (when saving the application) for Dispatch Send immediately (when
saving the application)
time so that the invoice will print immediately, then click on the icon
twice.

Click on the save icon to return to the Maintain Billing Due List screen.

Note that the highlight is turned off on the line, and there is a message at
the bottom of the screen.

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

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Step 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
F4
from the document flow in your sales order. You may use the transaction
VA03 to view your sales order.

Follow the pull-down menu path:


Billing document ► Issue Output To
This will produce the following pop-up window.

Make sure the invoice line is selected, then click on the Print preview icon
. This will produce the following screen.

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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 .

To review the accounting implications of this sale, click on the


Accounting icon. This will produce the following screen.

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Review the accounting postings due to this sales order.

Click on the exit icon until you are on the SAP Easy Access screen.

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Step 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 current date
US00
US00 for Company Code, USD for Currency/Rate, 100000 for Account, USD
and 20,092.50 for amount. 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.

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CASE STUDY

As The Bike Zone was created with the data set number (###) as a search ###
Orlando
term, you can use this and the City Orlando to find your Bike Zone
customer. After entering ### and Orlando on the Customers (by company
code) tab, click on the enter icon and you will get the following results.

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 Payment document number
document number automatically.

Click on the exit icon , which will produce the following pop-up
window.

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There is no data to be lost, so click on the Yes icon to return to the SAP Yes
Easy Access menu.

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Step 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) David Lopez (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:


Logistics ► Sales and Distribution ► Sales ► Order ► Display Menu path

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.

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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 to return to the SAP Easy Access screen.

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SD Challenge

Learning Objective Understand and perform an integrated order-to-cash-process. Time 75 Min


Motivation Having successfully completed the case study Sales and Distribution, you should be able
to perform the following task independently.
Scenario Your customer The Bike Zone wishes to profit from your new initiative, which promises
one free off-road helmet for each mountain bike ordered. Please note that off-road helmets belong to a
different division. Notice that you thus need to expand the rights of your customer The Bike Zone to
the effect that the company can release cross-division orders for the divisions accessories and cross-
division. Subsequently, please order five mountain bikes for men and five mountain bikes for women
in the role of The Bike Zone. Since The Bike Zone is a long-term customer, the company gets 50$
discount on each ordered mountain bike and an additional discount of 3% of the gross price for the
complete purchase.
Task Information Since this task is based on the case study Sales and Distribution, you are allowed
to use it for support. It is however recommended to solve this advanced task without support to test
the newly gained knowledge.

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DATA SHEET

Sales and Distribution (SD) Case Study

Master Data
Search term Customer (The Bike Zone) ###
Material (Deluxe Touring Bike (black)) DXTR1###
Material (Professional Touring Bike (black)) PRTR1###

Organizational Units
Company Code (Global Bike Inc.) US00
Plant (Miami) MI00
Storage Location (Finished Goods) FG00
Sales Organization (US East) UE00
Distribution Channel (Wholesale) WH
Division (Bicycles) BI

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

Transaction Codes
Customer Create XD01
Customer Change XD02
Contact Person create VAP1
Contact Person change VAP2
Contact Person display VAP3
Customer Change (Sales and Distribution) VD02
Create Sales Order VA01
Change Sales Order VA02
Display Sales Order VA03
Create Inquiry VA11
Change Inquiry VA12
Display Inquiry VA13
Create Quotation VA21
Change Quotation VA22
Display Quotation VA23
Stock Overview MMBE
Create Outbound Delivery with Order Reference VL01N
Change Outbound Delivery VL02N
Display Outbound Delivery VL03N
Display Billing Document VF03
Maintain Billing Due List VF04
Post Incoming Payments F-28
Change Document FB02
Display Document FB03

Document Numbers
Inquiry number _______________________
Sales Order number _______________________
Outbound Delivery number _______________________
Payment Document number _______________________

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LECTURER NOTES

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 testing
and trouble-shooting.

Product MOTIVATION
SAP ERP Theoretical lectures explain The main goal of this document is to
G.B.I. concepts, principles, and theories help instructors prepare the SAP
Release 6.07 through reading and discussion. system for the Sales and Distribution
They, therefore, enable students to case study process and to support
Level acquire knowledge and gain them trouble-shoot problems that
theoretical insights. might occur during the course.
Instructor
In contrast, case studies allow
them to develop their abilities to Beside technical and didactic
Focus analyze enterprise problems, learn prerequisites, the lecturer notes list
Sales and Distribution and develop possible solutions, SAP transactions for testing and
and make sound decisions. correcting student results in the SAP
Author system. In addition, this document
Stefan Weidner The main objective of the GBI case describes common problems and
studies in general is for students to explains their reason and solution.
understand the concept of
Version integration. These descriptive and
2.40 explanatory case studies will allow
students to understand the
Last Update importance and the advantages of
June 2015 integrating enterprise areas using
an ERP system.

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LECTURER NOTES

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 the
SAP University Alliances Community (UAC) portal or the UCC web sites.

Technical Prerequisites

The Sales and Distribution case study is based on a standard SAP ERP
client 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 (transaction Month-end closing in MM


MMPV
MMPV) which is documented on the UCC web sites.

Note: With the current version of the GBI client a year-end closing is not Year-end closing
necessary, because it has already been automated or because it is not
needed for the process described in the curriculum material.

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 ### in
the case study and helps differentiate customer accounts, products etc.

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

Transaction ZUSR was developed in the GBI client in order to mass ZUSR
maintain SAP user accounts. For a detailed description of this and SAP
standard transactions for user management (SU01 and SU10) please refer SU01
SU10
to the lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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 ERP
system. The role allows access to all transactions necessary for GBI
exercises and case studies. If you need access to system-critical
transactions, 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
lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

It is useful for the instructor to have a user account available for testing that

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LECTURER NOTES

has the same authorizations as the student accounts. You may use the Instructor account
GBI-000
predefined instructor account GBI-000 for this purpose.

Didactic Prerequisites

In order to successfully process this case study, students should be familiar


Navigation
with the navigation in SAP systems, especially the SAP Easy Access
menu, the SAP transaction concept as well as possible documentation and
help options. We highly recommend using the navigation slides and the
navigation course (see  UAC  current GBI curriculum  chapter 2 –
Navigation).

In addition, it has been proven beneficial that students have a thorough


Company background
understanding of the historic background and the enterprise structure of
the Global Bike concern before they start working on the SAP system. For
this 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  current
GBI curriculum  chapter 3 – Introduction to Global Bike).

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

In order to function properly this case study needs a GBI client version 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 the
transaction ZGBIVERSION within your SAP ERP system or contact your
UCC team.

GBI Mobile App

With GBI 2.40 the App GBI DataViewer was released for all compatible
Android and iOS devices. It can be downloaded through Google Play Store
and Apple Store. The purpose of this app is to show the possibility of
platform-independent support of business processes. Therefore, some task
of the case study can optionally substituted by using the GBI DataViewer
App.
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 03
GBI of the GBI 2.40 release.
Please keep in mind that this app is an additional functionality designed by
the UCC Magdeburg and you might encounter a bug. Therefore we kindly
ask you to send any feedback or detailed error descriptions to the following
address: gbi@ucc.ovgu.de

Global Feedback

Do you have any suggestions or feedback about GBI? Please send it to our
new email-address gbi@ucc.ovgu.de which is used to gather feedback
globally. All emails will be evaluated by the persons responsible for the

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curriculum bi-weekly. This way your feedback might influence future


releases directly.
Please note that any support requests send to this email-address will be
ignored. Please keep using the common support channels for your support
requests.

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Student Assessment

Note With the transactions listed below you can check and correct master and transactional data
that 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 Quotation
VA02 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

GBI Monitoring Tool (beta)

Also we are developing a GBI Monitoring Tool, which is available for this
new 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.

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LECTURER NOTES

A detailed tutorial for this tool is available in the module 03 GBI of the
current GBI 2.40 curriculum. You will find the file
Intro_ERP_Using_GBI_GBI_Enterprise_Model_Case_Study in the
corresponding folder.

Please keep in mind that this transaction is an additional functionality


designed by the UCC Magdeburg and still in development. Therefore, we
kindly ask you to send any feedback or detailed error descriptions to the
following address: gbi@ucc.ovgu.de

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LECTURER NOTES

Process Monitoring

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

The Document Flow visualizes all documents related to a given root Document flow
document and thus helps you monitor individual business processes and is
as a starting point for trouble-shooting student problems.

VA03 is the code for transaction Display Sales Order. Please enter the VA03
Sales order number
sales order document number in the respective field and press Enter.

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 Sales
document 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 the F5
document flow. Then, choose
Document flow ► View ► Items.

After a successful SD case study cycle the following result is displayed by


the SAP system for an individual student’s sales order.

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LECTURER NOTES

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 Picked
Quantity are not entered correctly.
Solution Please correct the outbound delivery document (Storage Location FG00 and Picked
Quantity 5 respectively 2 both the two line items).

Error Message

The screenshot below displays two common problems that might occur
when 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 document VL02N
Outbound delivery number
number, and confirm with Enter. The screen below should appear.

Check and correct the respective entries. Storage location FG00 should be FG00
5
entered for both line items. Picked quantities are 5 and 2. Save with . 2

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 order
cannot be fully delivered.
Reason Error messages may be caused by unplanned or unintentional material consumption or by
entering incorrect (too high) quantities during the case study process.
Solution Basically, sufficient stock levels for all materials used in the exercises and case studies
have been predefined in the GBI client. However, you can receive missing materials on stock
using 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 given MMBE
material.

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, 501
MI00
Plant MI00 and Storage Location FG00. Then, confirm with Enter. FG00

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LECTURER NOTES

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

Enter the desired Material, the Quantity and the Storage Location. As an Material number
Quantity
example, the screenshot below shows the posting of 100 black Deluxe Storage Location
Touring Bikes (DXTR1###) into the finished goods storage location
(FG00).

Post the goods receipt with .

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LECTURER NOTES

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 successfully
transferred 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 check
whether all sales data has been entered correctly. In order to change a
customer master record, use transaction VD02. VD02

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

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Please check whether Currency USD, Cust.pric.proc. 1 and Cust.Stats.Grp USD


1
1 have been entered. Then, navigate to the Shipping tab and enter the 1
following values.

As shown above, type in Delivery Priority 02 (Normal item), Shipping 02


01
Conditions 01 (standard), Delivering Plant MI00 and Max. partial MI00
deliveries 3. Then, navigate to the Billing Documents tab. 3

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Enter FOB and Miami as Incoterms, Terms of payment 0001, Acct assgmt FOB Miami
0001
group 01 and Tax classification 0 for all three categories. Then, save with 01
. Now, the customer master record has been checked and updated. 0

If the invoice had already been created and saved and the error only
occurred when the student tried to display the invoice, the existing invoice
needs 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 Invoice number

populated the Document field automatically. Click on to cancel the


invoice. The screen below should appear next.

In addition to the existing invoice document, a reverse invoice document is


created in the system. Click on to save your changes. Now, you can
create a new invoice. To do so, resume with the task Create Invoice for
Customer in the SD case study and continue with the following process
steps.

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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 the XD01
divisions Accessories (AS) and Cross-Division (00).

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

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

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Create Inquiry

In the course of the transaction VA11, you create an inquiry for 5 VA11
mountain bikes for men (ORMN1###), 5 mountain bikes for women
(ORWN1###), and 10 off-road helmets (OHMT1###).

Please enter the following data: IN for Inquiry Type, UE00 for Sales IN
UE00
Organization, WH for Distribution Channel, and 00 for Division. Press . WH
00

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

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

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Please change the order probabilities for both mountain bikes to 70% and
70
the order probability for the off-road helmets to 100% since they are added 70
to the order for free. Click to update the inquiry and notice the new 100
expected order value of 17,650,000.

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 described VA21
in the case study. Until the Conditions, which you create as follows.

To mark the off-road helmets as free-of-charge items, please choose the


corresponding Item lines and click on the tab header Item Detail. In the
field Item Category, please choose the entry AGNN. AGNN

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

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


menu path:

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LECTURER NOTES

Go To ► Header ► Conditions

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

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 VA01
OR
other fields are optional to fill. Please press to create
the following pop-up screen.

© SAP SE Page 17
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LECTURER NOTES

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

Having entered your quotation number, please click to copy the


information concerning the quotation to the sales order.

Please enter ### as Purchase Order Number and Today’s Date as Purchase Today’s Date
Order Date. Notice that the requested delivery date was copied from the
quotation. Press to save the sales order. The SAP system will create a
unique number.

Create Outbound Delivery

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

Pick Material

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

In the screen that appears, please click on the tab header Picking and enter
FG00
FG00 as Storage Location for the mountain bikes and TG00 as Storage TG00
Location for the off-road helmets. Furthermore, please enter the
corresponding amounts for Picked Quantity (5 for ORWN1###, 5
ORMN1### and 10 for OHMT1###). Press to save your entries. You 5
10
should now see the following notification in the bottom-left corner of your
screen.

Outbound Logistics

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

Create Customer Invoice

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

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LECTURER NOTES

Post Incoming Payments

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

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Authors Hans-Jürgen Scheruhn
Bret Wagner Materials Management (MM)
Stefan Weidner

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
Cross-functional integration
Materials Management

Version
2.40

Last Update
June 2015

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Materials Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
Page 5-2

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GBI - Introductory Course 3/13/2016

SAP ERP Functionality

 Inventory Management
 Purchasing
 MRP
 Physical Inventory
 Valuation
 Service Master
 Invoice Verification
 Product Catalogs

Page 5-3

SAP ERP Unit Overview

 MM Organizational Structure
 MM Master Data
 MM Processes
- Procure-to-Pay Process

Page 5-4

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SAP ERP MM Organizational Structure (Materials Mgmt.)

 Client
- An independent environment in the system
 Company Code
- Smallest org unit for which you can maintain a legal set of books
 Plant
- Operating area or branch within a company
• Manufacturing, distribution, purchasing or maintenance facility

 Storage Location
- An organizational unit allowing differentiation between the various
stocks of a material in a plant

Page 5-5

SAP ERP MM Organizational Structure (Purchasing)

 Purchasing Organization
- The buying activity for a plant takes place at the purchasing
organization
- Organization unit responsible for procuring services and materials
- Negotiates conditions of the purchase with the vendors
 Purchasing Group
- Key that represents the buyer or group of buyers who are responsible
for certain purchasing activities
- Channel of communication for vendors

Page 5-6

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SAP ERP Global Bike Structure for Materials Management

Global Bike Client

Company
Global Bike Inc. Global Bike Germany GmbH Code

Dallas San Diego Miami Heidelberg Hamburg Plant

Raw Materials Trading Goods Trading Goods Raw Materials Trading Goods
Storage
Semi-fin. Goods Finished Goods Finished Goods Semi-fin. Goods Finished Goods Location
Finished Goods Miscellaneous Miscellaneous Finished Goods Miscellaneous

Miscellaneous Miscellaneous

Page 5-7

SAP ERP GBI Enterprise Structure in SAP ERP (Logistics)

Shipping Point DL00 MI00 SD00 TO00 HD00 HH00 PE00

RM00 TG00 TG00 TG00 RM00 TG00 TG00


Storage SF00 FG00 FG00 FG00 SF00 FG00 FG00
Location
FG00 MI00 MI00 MI00 FG00 MI00 MI00
MI00 MI00

Central Purchasing Organization (global) GL00


Purchasing Org. US00 CA00 PO DE00 AU00

Purchasing Group North America PGr Europe Asia


N00 E00 A00

Dallas Miami S. Diego Toronto Heidelb. Hamburg Perth Plant


DL00 MI00 SD00 TO00 HD00 HH00 PE00
CC US00 CA00 CC DE00 AU00 Company Code

Client GBI

Page 5-8

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SAP ERP MM Master Data

Vendor Master Data

Material Master Data

Purchasing Info Record

Condition Master Data

Output Master Data

Page 5-9

SAP ERP Vendor Master Data

 Vendor Master
- Contains all the necessary
information needed to business
with an external supplier
- Used and maintained primarily by
the Purchasing and Accounting
Departments
- Every vendor MUST have a
master record

Screen Diagram Vendor

Page 5-10

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SAP ERP Vendor Master Views

 Client Level
- Address
- Vendor Number
General Data
- Preferred Communication
 Company Code Data
- Reconciliation Account
- Terms of Payment
Company Code Data
- Bank Account Financial Accounting (FI)
 Purchase Org Data
- Purchasing Currency
Purchasing Data
- Salesman’s Name
Materials Mgmt (MM)
- Vendor Partners

Screen Diagram Vendor

Page 5-11

SAP ERP Vendor Master

General Information relevant for the entire organization:

Name
Address
Client XXX Communication

Company Code specific information: Purch. Organization specific information:

Acc. Mgmt Incoterms


Payment Currency
Company Code US00 Bank
Purch. Org. US00

Company Code DE00 Purch. Org. DE00

Page 5-12

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SAP ERP Material Master Data

 Material Master
- Contains all the information a
company needs to manage about
a material
- It is used by most components
within the SAP system
• Sales and Distribution
• Materials Management
• Production
• Plant Maintenance
• Accounting/Controlling
• Quality Management
- Material master data is stored in
functional segments called Views

Screen Diagram Material

Page 5-13

SAP ERP Material Master Views

Sales Data

Basic Data Purchasing Data

Mat. Plan. Data

Material Master Forecasting Data

Storage Data

Controlling Data Quality Data

Accounting Data

Page 5-14

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SAP ERP Material Master

General Information relevant for the entire organization:

Name
Weight
Client XXX Unit of Measure

Sales specific information: Storage Location specific information:

Delivering Plant Stock Qty


Loading Grp
Sales Org. UW00 Storage Loc. FG00

Sales Org. UE00 Storage Loc. TG00

Page 5-15

SAP ERP Purchasing Information Record

 Framework for Purchase Order


- Contains the relationship
between a vendor and a
material
 Can be created:
- Manually
Purchasing
Information Record
- Automatically – Quotations
- Automatically – Purch. Orders
 Reporting
- Vendor Evaluation

Material Master Vendor Master

Page 5-16

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SAP ERP Purchasing Information Record

 Allows buyers to quickly determine:


- Which vendors have offered or supplied specific materials

 Info Records contain:


- Data on pricing and conditions
- Last purchase order
- Tolerance limits for deliveries
- Specific lead times
- Availability periods
- Vendor Evaluation data

 Serves as default information for Purchase Orders

Data Model MM

Page 5-17

SAP ERP Master Data in Use

Purchase
Order

45......01

Material Master Vendor Master

Purchasing
Information Record Data Model MM

Page 5-18

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SAP ERP Procure-To-Pay Process

Purchase Vendor
Requisition Selection
Purchase
Order

Notify
Payment Vendor
to Vendor

Invoice Vendor
Receipt Shipment
Goods
Receipt

Page 5-19

SAP ERP Purchase Requisition

 Internal Document instructing the purchasing department to request


a specific good or service for a specified time
 Requisitions can be created two ways:
- Directly - Manually
• person creating determines: what, how much, and when
- Indirectly - Automatically
• MRP, Production Orders, Maintenance Orders, Sales Orders

Page 5-20

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SAP ERP Requisition Sourcing

 Once the requisition has been assigned a source of supply it can


be released for processing
 There are a variety of ways that a purchasing department can
process a requisition to determine the appropriate Source of
Supply:
- Internal Sourcing Requirements
- Source List
- Outlined Agreement
- RFQ

Page 5-21

SAP ERP Internal Sourcing

 The requisition for materials could be satisfied by sources within


our company.
- It is possible that a plant within your firm could represent a potential
source of supply for the material needed (centralized warehouse)
- If an internal source is identified the requirement is covered by an
internal procurement transaction (stock transport order)

Page 5-22

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SAP ERP Source List

 A source list is a record that specifies the allowed means for


procuring a material for a certain plant within a given time period.
- If the list contains a sole source the system will assign the vendor to
the requisition.
- If several options exist the system will display a list of vendors for you
to choose from.
- If no source has been established the system will revert to search
information records and outline agreements.

Page 5-23

SAP ERP Outline Agreement

 Requisitions can be satisfied through existing longer-term


purchasing agreement
 These agreements are subdivided into:
- Contracts
• Consists of items defining the individual materials, material groups, or
services with prices and in many cases quantities
– Quantity
– Value
- Scheduling Agreements
• Total quantity of material is spread over a certain period in a delivery
schedule, consisting of line items indicating quantities and their planned
delivery date

Page 5-24

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SAP ERP Request for Quotation

 If nothing exist in the system we may need to submit a request for


quotation to our vendors. An RFQ is an invitation to a vendor by a
Purchasing Organization to submit a bid for the supply of materials
or services
- The accepted quotations will generate Purchasing Information Records
- Perform Quotation Price Comparisons
- Finally Select a Quotation

P.O.
Quote 45…12
Vendor
Pur generate 1
RFQ Quote Eval.
Req.
Vendor
2 Reject
Quote Letter
Vendor
3
Document Flow

Page 5-25

SAP ERP Quotation from Vendor

 The quotation received by your company is a legally binding offer,


should decide to do business with the vendor, containing price’s
and conditions for the materials specified in the RFQ for a
predefined period of time.
- In SAP the RFQ and the Quotation will be become a single document,
you will enter the vendor’s response in the RFQ you created.

Document Flow

Page 5-26

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SAP ERP Vendor Evaluation once Identified

 Vendor evaluation helps purchasing evaluate vendors for sourcing while


also enabling the company to monitor vendor relationships through
performance scores and criteria you put in place.
- Supports a maximum of 99 main criteria and 20 sub criteria for each main:
• Price
– Price Level
– Price History
• Quality
– Goods Receipt
– Quality Audit
– Complaints/Rejection level
• Delivery
– On-time delivery performance
– Quantity reliability
– Compliance with shipping instructions
– Confirmation Date
- You then must establish a scoring range (1 -100) and determine the weight
factors of scores for each.

Page 5-27

SAP ERP Purchase Order

 A purchase order is a formal request to a vendor for a specific


material or service under the stated conditions
 Purchase Orders can be created manually
- Reference a Purchase Order
- Reference a Purchase Requisition
- Reference a RFQ/Quotation
- Without Reference
 Purchase Orders can be create automatically

Data Model MM

Page 5-28

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SAP ERP Purchase Order

 A purchase order can be used for


a variety of purposes, the item
category (procurement type)
defined in the PO will dictate the
use of the order and the process
that the order will follow:
- Standard
• Stock or Consumption
- Services
- Subcontracting
- Third-Party
- Consignment

Page 5-29

SAP ERP Purchase Order Structure

Header
Vendor Date
Doc. Number Currency
Terms of Payment PO Price
Item Overview

Purchase Materials Price/UofM


Order Quantities
Delivery Date
45......01
Line Item
PO History Tolerances
Line Price
Delivery Schedule
Screen Diagram Purchase Order

Page 5-30

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SAP ERP Purchase Order Output

 Once a Purchase Order has been created the vendor needs to be


notified
- Printed
- E-mail
- EDI
- Fax
- XML
 There are a variety of forms that aid in the purchasing process and
are generated from the Purchase Order
- Purchase Order Output
- Order Acknowledgement Forms
- Reminders
- Schedule Agreements

Page 5-31

SAP ERP Goods Receipt


Notify Vendor

Purchase
Order
45......01

Vendor

Goods
Receipt Shipment

Page 5-32

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SAP ERP Goods Receipt

 Goods movement in which we accept goods into our system


 If materials are delivered against a Purchase Order we will
reference that Order
- Determine if we got what we ordered
- System can purpose data for us from the PO
• Material, quantity
- Purchase Order History is update with the receipt
- Updates Physical Inventory
- Updates Inventory G/L Account

Page 5-33

SAP ERP Material Movements

 When a goods movement takes place it is represented by a


Movement Type
- Movement types are three-digit keys used to represent a movement of
goods
• 101 – goods receipt into warehouse
• 103 – goods receipt into GR blocked stock
• 122 – return delivery to vendor
• 231 – consumption for a sales order
• 561 – initial entry of stock

 Destinations for Receipt of Goods


- Warehouse – Unrestricted, Quality, Blocked
- Quality
- Goods Receipt Blocked Stock

Page 5-34

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SAP ERP Effects of a Goods Receipt

 When a Goods Movement for the receipt of goods takes place a


series of events occur
- Material Document is Created
- Accounting Document is Created
- Stock Quantities are Updated
- Stock Values are Updated
- Purchase Order is Updated
- Output can be generated (GR slip / pallet label)

Page 5-35

SAP ERP Invoice Processing

 Incoming Invoices are reference against a Purchase Order to verify


their content, prices, and arithmetic.
 If discrepancies arise between the purchase order or goods receipt
and the invoice the system with generate a warning or an error
- Depending on system configuration the difference could cause the
system to Block the Invoice
Purchase order
- Target quantity -
- Target price -

Invoice receipt Goods receipt


- Actual price - - Actual quantity -

Page 5-36

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SAP ERP Invoice Processing

 When an invoice is saved it applies the liability from the Goods


Receipt of our Purchase Order to a Vendor

 Upon verification the:


- Purchase Order is updated
- Material Master is Updated (MAP)
- Accounting Document is created

 Once the Invoice has been posted the verification process is


completed and the payment process is initiated within Financial
Accounting

Page 5-37

SAP ERP Payment to Vendor

 Can be done automatically or manually


- Post Outgoing Payment vs. Payment Program

 Elements of the Payment Transaction:


- Payment Method
- Bank from which they get paid
- Items to be Paid
- Calculate Payment Amount
- Print Payment Medium

 Process will create a financial accounting document to record the


transaction

Page 5-38

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Goods Receipt / Invoice Receipt


SAP ERP
Reconciliation Account

Purchase requisition No impact on


Financial Accounting (FI)
Purchase order
Materials Management (MM)
and Financial Accounting (FI)
Goods receipt via automatic account
assignment

Inventory GR / IR
Dr Cr Dr Cr
$100 $100
Posting Diagram MM

Page 5-39

Goods Receipt / Invoice Receipt


SAP ERP
Reconciliation Account

Amount owed is
Invoice receipt assigned and transferred to
vendor account payable

GR / IR Vendor A/P
Dr Cr Dr Cr
$100 $100

Posting Diagram MM

Page 5-40

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SAP ERP Vendor Payment

Amount owed is paid to


Bank vendor and account payable
is reduced

Bank Vendor A/P

Dr Cr Dr Cr

$100 $100

Page 5-41

SAP ERP FI – MM Integration Point

Goods Invoice Payment


Receipt Receipt Program
AP
Inventory GR / IR (Vendor) Bank
Dr Cr Dr Cr Dr Cr Dr Cr

$100 $100 $100 $100 $100 $100

Posting Diagram MM

Page 5-42

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SAP ERP Overview of ARIS models (MM)


[slide number] [slide title] [model name assigned] [level of abstraction (1-4)]

5-7 Global Bike Structure for Materials Management: “GBI Structure Materials Management”(1-3) Levels of abstraction (1-4)
5-7 Global Bike Inc. and Global Bike Germany GmbH: „GBI Org Chart US/DE“ (1-3)
(1) Core level
5-8 GBI Enterprise Structure in SAP ERP (Logistics): “GBI System Organization Units”(1-3)
5-10 Screen Diagram Vendor: Mask Diagram (MD) “Create Vendor: Address / XK01”(4)
(2) Overview level
5-11 Screen Diagram Vendor: Mask Diagram (MD) “Create Vendor: Address / XK01”(4) (3) Detailed level
5-13 Screen Diagram Material: MD “Create Trading Goods: Basic Data 1 / MMH1”(4) (4) Document level
5-14 Material Master Views : eEPC “Create Material Master for Trading Goods”(3)
5-14 Basic Data and other : MD “Create Trading Goods: Basic Data 1 / MMH1”(4)
5-17 Data Model MM: “Data Model Purchase Info Record “ (3)
5-18 Data Model MM: “Data Model Purchase Info Record “ (3)
5-19 Procure-To-Pay Process: Value added Chain Diagram “GBI_MM”(2)
5-19 seven eEPCs of GBI_MM like Purchase Requisition(3) and Data Model Integration MM FI(3)
5-20 Purchase Requisition: eEPC “Create Purchase Requisition”(3)
5-25 Request for Quotation: eEPC “ Evaluate Quotations on Price”(3) and Document Flow
5-26 Quotation from Vendor: eEPC “Maintain Quotation from Vendor”(3) and Document Flow
5-28 Purchase Order: eEPC “Create Purchase Order referencing an RFQ”(3) and Data Model MM
5-30 Screen Diagram Purchase Order: Attribute Allocation Diagram “Purchase Order”(4)
5-32 Notify Vendor: eEPC “Create Purchase Order Referencing an RFQ” (3)
5-32 Purchase Order: Information Carrier Diagram “GBI Document Flow”(3)
5-32 Goods Receipt: eEPC ” Create Goods Receipt for Purchase Order”(3)
5-33 Goods Receipt: eEPC ” Create Goods Receipt for Purchase Order”(3)
5-36 Invoice Processing: eEPC “Create Invoice Receipt from Vendor”(3) and 3 more eEPCs
5-38 Payment to Vendor: eEPC ”Post Payments to Vendor”(3)
5-39: Posting Diagram MM: Information Carrier Diagram “FI-MM Integration Point”(3)
5-40: Posting Diagram MM: Information Carrier Diagram “FI-MM Integration Point”(3)
5-42: Posting Diagram MM: Information Carrier Diagram “FI-MM Integration Point”(3)
All assigned models and its objects are linked to each other.
This enables the model user to horizontally navigate (via
Object Occurrences) within one level of abstraction and to
vertically navigate (via Object Hierarchy) between the 4
levels of abstraction.

Page 5-43

SAP ERP Information Models Covering 4 Levels of IT Integration

Execution in SAP ERP Model Presentation in ARIS

Presentation Organizational View


Take GBI User Rolls and interact
with GBI Processes via SAP GUI : (Org. units / Positions / Rolls/ User) :
Rolle
Process-Owner Level of Abstraction (LA) 1 to 3

Processes Execute GBI Processes : Process View


Order of entire case study Value added Chain (VAC) : LA 1 and 2
Single case study processes Event driven process chain : LA 3

Functions Execute GBI Transaction : Function View


All content of case studies at a glance Function Tree : Level of Abstr .1 to 3

GBI Data In- / Output : Data View


Data Information carrier diagram : LA 3
Anfrage Entire SAP ERP document flow
Kunde Angebot
Description SAP ERP mask structure Mask diagram : Level of Abstraction 4
All SAP ERP master & transaction data Entity Relationship Diagram : LA 3
Kundenauftrag
All SAP ERP organizational units Org. Chart : Level of Abstraction 1- 3

Page 5-44

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EXERCISE

MM 1: Display Purchase Order

Exercise Use the SAP Easy Access Menu in order to display a purchase order. Time 10 Min.

Task Display a purchase order for 60 offroad helmets and 150 road helmets from vendor
Olympic Protective Gear. This purchase order was created by the purchasing group “North
America“ (N00) for the purchasing organization “GBI US“ (US00).
Name (Position) Tirrell Winsten (Buyer)

To display a purchase order, follow the SAP Easy Access Menu path: Menu path

Logistics ► Materials Management ► Purchasing ► Purchase Order ►


Display
Following the menu path, you are taken to the transaction for displaying
purchase orders. The system automatically displays the most recently
processed purchase order. To find the requested purchase order, click “Other
Purchase Order“ (Shift+F5) in the application toolbar.

In the popup-screen that now opens, select the radio button “Pur. Order” and
use the F4 help for searching the purchase order mentioned above by clicking
on the small button to the right of the text box “Pur. Order”.

In the opening screen, choose the “Purchasing Documents per Vendor“ tab.

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EXERCISE

For Vendor enter 101000 (Olympic Protective Gear), for Purchase 101000
US00
Organization enter US00, for Purchasing Group enter N00 and for Order Type N00
NB
enter NB (Standard Purchase Order). Click “Start search”.

The system now displays the purchase order(s) that were found based on the
search criteria.

Select one purchase order with a double-click. The order number will be
transferred to the screen “Select Document“. Click “Other Document” to
display the selected purchase order.

You will notice that 60 offroad helmets and 150 road helmets were ordered
from vendor “Olympic Protective Gear“ for 25.00 USD each to be delivered to
the Miami factory (MI00).

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

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EXERCISE

MM 2: Display Goods Receipt for Purchase Order

Exercise Display the goods receipt for the purchase order. Time 10 Min.

Task After the goods have arrived in Miami, the goods receipt at the warehouse is manually
posted in the system by the receiving clerk. This process ensures that the good have arrived
within the required time frame and in accordance with the necessary quality. Display the goods
receipt for the purchase order displayed in the previous task (MM 1).
Name (Position) Tatiana Karsova (Receiving Clerk)

Follow the menu path to display the goods receipt for purchase order:
Logistics ► Materials Management ► Inventory Management ► Goods Menu path
Movement ► Goods Receipt ► For Purchase Order ► GR for Purchase
Order (MIGO)

Change the operation to “Display“ and the reference document to “Material


Document“. In the field “Material Document“, enter the receipt number
5000000000
5000000000 for the goods receipt. Press enter.

The system now displays the goods receipt document. The line items are each
assigned to the movement type 101 (goods receipt for purchase order in the
warehouse). Both positions have the stock type “Usable without restriction“.

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

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EXERCISE

MM 3: Display Invoice Overview from the Vendor

Exercise Use the SAP Easy Access Menu in order to display an invoice. Time 10 Min.

Task The vendor „Olympic Protective Gear“ has sent an invoice with 5,250.00 USD for the
goods delivered. This invoice was entered into the system manually. The posting of the invoice
occurs within an existing expense account in the general ledger and generates an open item in
Accounts Payable. The invoice is cleared at a later point by issuing a cheque for „Olympic
Protective Gear“. Display the invoice entered in the system.

Name (Position) Silvia Cassano (Accounts Payable Specialist)

Follow the menu path to display the invoice:


Logistics ► Materials Management ► Logistics Invoice Verification ► Menu path
Further Processing ►Invoice Overview
Following the menu path leads you to the search mask for invoices. Enter 2014 2014
101000
for Fiscal Year, 101000 for Invoicing Party (vendor), and US00 as Company US00
Code. Furthermore, select Invoices Verified Online for “Entry Type“ in order Invoices Verified
Online
to further limit the search and make sure that the Processor field is left blank.

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EXERCISE

Start your search by clicking “Execute“(F8) in the application toolbar.

As a next step, select the first invoice document from the list of results through
a double-click.

You now see the selected invoice document. It was previously recorded in the
system by the accounts payable specialist, Silvia Cassano, after the invoice
arrived by mail.

Note By relating the invoice to a predecessing document (purchase order),


necessary data such as material, amounts, and prices were pre-filled by the
system when the subsequent invoice was created.

As you can see, the invoice document contains the overall amount as well as
the single amounts for both individual items of the invoice in USD. Take a
closer look at the document.

In the „Details“ tab, you see among other things the bank G/L account number
which the transaction was posted to.

Please note the invoice document number and click on the exit icon to Invoice document
number
return to the SAP Easy Access screen. ________________

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EXERCISE

MM 4: Post Payment to Vendor

Exercise Use the SAP Easy Access Menu to get information about the payment Time 10 Min
to the vendor. .

Task After the invoice document was recorded in the system, it can be paid by the accounts
payable specialist. Through this process, the vendor account debited by the invoice receipt is
cleared. Since the invoice is paid with a bank cheque in this example, the bank cheque G/L
account is debited (to the same amount).
Through the payment transaction, a posting to the vendor account of Olympic Protective Gear
(101000) and a posting to the bank cheque account (300000) were set up in the general ledger.
This is done automatically as a one-step process when executing the payment.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

Through the vendor payment process, the vendor account (which was debited
with 5,250.00 USD) was credited. Please take a look at the corresponding
document (as a follow-up document of the invoice). Therefore, please display
the invoice document using the menu path below:
Logistics ► Materials Management ► Logistics Invoice Verification ► Menu path
Further Processing ► Display Invoice Document

Enter the invoice document number noted down in task MM3 and enter 2014 Invoice document
number
for Fiscal Year. Click “Display Document“ (F2). 2014

You are directed to the invoice document:

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EXERCISE

Display the posting that originated from the clearing of the vendor account
through the payment to the vendor by clicking the “Follow-On Documents“
button (on the top of the screen).

Now you can see values posted to the respective G/L accounts (on the goods
receipt/invoice receipt account for the particular purchase order item/delivery
item (310000) and the credit of 5,250.00 USD on the vendor account (101000).

Since the payment was made by a bank cheque, the credit of the vendor
account led to a bank cheque G/L account debit (300000) of the same amount.
You can display the corresponding document by double-clicking on the first
row.

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

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EXERCISE

MM 5: Display Vendor Line Items

Exercise Display the line items of a vendor. Time 5 Min.

Task Display all activities and the corresponding balance of the vendor Olympic Protective Gear.
You should see one debit posting and one credit posting representing the invoice receipt and the
payment posting to Olympic Protective Gear for balance clearing.
Name (Position) Shuyuan Chen (Chief Accountant)

In order to display the line items of a vendor, follow the menu path: Menu path

Accounting ► Financial Accounting ► Accounts Payable ► Account


► Display/Change Line Items

Use the search function (search term 000) in order to enter the vendor 000

Olympic Protective Gear into the field Customer Account. Enter US00 as US00
All Items
Company Code and select All Items. Click . A screen similar to the one
shown below should appear:

You can see that all postings for the vendor are balanced. Double-click the
RE
invoice line (RE). Select in order to display line items.

Click in order to get back to the line items. Afterwards, double-click the
KZ
vendor payment line (KZ). Select in order to display the general ledger
items.
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EXERCISE

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

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LECTURER NOTES

Materials Management (MM)


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 testing
and trouble-shooting.

Product MOTIVATION
SAP ERP Theoretical lectures explain The main goal of this document is to
G.B.I. concepts, principles, and theories help instructors prepare the SAP
Release 6.07 through reading and discussion. system for the Material Management
They, therefore, enable students to case study process and to support
Level acquire knowledge and gain them trouble-shoot problems that
theoretical insights. might occur during the course.
Instructor
In contrast, case studies allow
them to develop their abilities to Beside technical and didactic
Focus analyze enterprise problems, learn prerequisites, the lecturer notes list
Materials Management and develop possible solutions, SAP transactions for testing and
and make sound decisions. correcting student results in the SAP
Author system. In addition, this document
Dirk Deiter The main objective of the GBI case describes common problems and
Chris Bernhardt studies in general is for students to explains their reason and solution.
understand the concept of
integration. These descriptive and
Version explanatory case studies will allow
2.40 students to understand the
importance and the advantages of
Last Change integrating enterprise areas using
June 2014 an ERP system.

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LECTURER NOTES

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 the
SAP University Alliances Community (UAC) portal or the UCC web sites.

Technical Prerequisites

The Materials Management case study is based on a standard SAP ERP


client 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 (transaction Month-end closing in MM


MMPV
MMPV) which is documented on the UCC web sites.

Note: With the current version of the GBI client a year-end closing is not Year-end closing
necessary, because it has already been automated or because it is not
needed for the process described in the curriculum material.

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 ### in
the case study and helps differentiate customer accounts, products etc.

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

Transaction ZUSR was developed in the GBI client in order to mass ZUSR
maintain SAP user accounts. For a detailed description of this and SAP
standard transactions for user management (SU01 and SU10) please refer SU01
SU10
to the lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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 ERP
system. The role allows access to all transactions necessary for GBI
exercises and case studies. If you need access to system-critical
transactions, 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
lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

It is useful for the instructor to have a user account available for testing that

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LECTURER NOTES

has the same authorizations as the student accounts. You may use the Instructor account
GBI-000
predefined instructor account GBI-000 for this purpose.

Didactic Prerequisites

In order to successfully process this case study, students should be familiar


Navigation
with the navigation in SAP systems, especially the SAP Easy Access
menu, the SAP transaction concept as well as possible documentation and
help options. We highly recommend using the navigation slides and the
navigation course (see  UAC  current GBI curriculum  chapter 2 –
Navigation).

In addition, it has been proven beneficial that students have a thorough


Company background
understanding of the historic background and the enterprise structure of
the Global Bike concern before they start working on the SAP system. For
this 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  current
GBI curriculum  chapter 3 – Introduction to Global Bike).

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

In order to function properly this case study needs a GBI client version 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 the
transaction ZGBIVERSION within your SAP ERP system or contact your
UCC team.

GBI Mobile App

With GBI 2.40 the App GBI DataViewer was released for all compatible
Android and iOS devices. It can be downloaded through Google Play Store
and Apple Store. The purpose of this app is to show the possibility of
platform-independent support of business processes. Therefore, some task
of the case study can optionally substituted by using the GBI DataViewer
App.
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 03
GBI of the GBI 2.40 release.
Please keep in mind that this app is an additional functionality designed by
the UCC Magdeburg and you might encounter a bug. Therefore we kindly
ask you to send any feedback or detailed error descriptions to the following
address: gbi@ucc.ovgu.de

Global Feedback

Do you have any suggestions or feedback about GBI? Please send it to our
new email-address gbi@ucc.ovgu.de which is used to gather feedback
globally. All emails will be evaluated by the persons responsible for the

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LECTURER NOTES

curriculum bi-weekly. This way your feedback might influence future


releases directly.
Please note that any support requests send to this email-address will be
ignored. Please keep using the common support channels for your support
requests.

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Student Assessment

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

Master Data

XK02 Change Vendor


XK03 Display Vendor
XK04 Display Vendor Account Changes
MMH1 Create Trading Good
MM02 Change Material
MM03 Display Material
MM60 Materials List

Transactional Data

ME53N Display Purchase Req.


ME42 Change RFQ
ME43 Display RFQ
ME47 Maintain Quotation
ME23N Display Purchase Order
MMBE Display Stock Overview
MC.9 Material Analysis – Stock
FK10N Display Vendor Balance
FAGLB03 Display G/L Account Balance

GBI Monitoring Tool (beta)

Also we are developing a GBI Monitoring Tool, which is available for this
new 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 the
current GBI 2.40 curriculum. You will find the file
Intro_ERP_Using_GBI_GBI_Enterprise_Model_Case_Study in the
corresponding folder.

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LECTURER NOTES

Please keep in mind that this transaction is an additional functionality


designed by the UCC Magdeburg and still in development. Therefore, we
kindly ask you to send any feedback or detailed error descriptions to the
following address: gbi@ucc.ovgu.de

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LECTURER NOTES

Process Monitoring

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

The Purchase Order History visualizes all documents related to a purchase Purchase Order
History
order and thus helps you monitor individual procurement processes and serves
as a starting point for trouble-shooting student problems.

Open transaction ME23N in order to display a purchase order. If no purchase ME23N


order or the wrong one is displayed, click on (Other Purchase Order). Now Purchase order
you can change the purchase order number and display the correct one. number

You find the Purchase Order History tab in the item details on the bottom of the
screen. If the item details are not displayed click on Item Detail. Then, click
on the Purchase Order History tab.

After successfully processing the case study all students should have one
purchase order (based on one of three quotations) with two goods receipts
(WE) and two vendor invoices (RE-L) each. The amount of each goods receipt
and invoice is 3,200 USD each and a total sum of 6,400 USD.

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Problem: Incorrect or Incomplete Material Master Record

Symptom During the case study the SAP system requests additional data not mentioned in the
documentation or error messages occur.
Reason The student created all required views in the material master, but forgot to fill out some of
the given data from the case study. In this example the material group and the division are
missing.
Solution Please change incorrect or incomplete data using transaction MM02. This example
illustrates a change in the Basic Data 1 view.

Change Material Master Record

Please open transaction MM02 to change a material master record. In the MM02
material text field, enter the the number of the material you would like to
change. Then, press Enter or click on .

Select the incomplete views by clicking on the square in front of the


Basic Data 1
respective rows. In this case Basic Data 1 is required, since the material
group and the division are defined there.

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On the Basic Data 1 tab, enter UTIL (Utilities) as a material group. As UTIL
AS
division, choose AS (Accessories) as specified in the case study.

Then, click on to save your material.

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Problem: Create Missing Material Master Record View

Symptom During the case study, the user receives error messages that a material or a view of this
material does not exist.
Reason The student has missed one or more views when creating the trading good. In this
example, the student forgot the MRP 3 view.
Solution Create the missing views using transaction MM01. The exemplary creation of the
MRP3 view is shown below.

Create Material Master Record View

With transaction MM01 you can create missing material master record MM01
views.

In the Material field, enter CHLO1### (replace ### with the students’ CHLO1###
Retail
number) and select Retail as an Industry sector. Then, click on or press
Enter.

On the next screen, select the missing view by clicking on the square in
MRP 3
front of MRP 3. Make sure Create views selected is selected. Then, click Create views selected
on .

On the Organizational Levels screen, enter plant MI00 (Miami), Stor. MI00
TG00
Location TG00 (Trading Goods). Then, click once more on . You will
be informed that the material already exists and will be extended.

Enter the information given in the case study. Afterwards, click on to


save the material.

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Problem: Material Created in Wrong Plant

Symptom During the case study, the user receives error messages that a material does not exist in
a specific plant.
Reason The student created the material in the wrong plant and therefore cannot work with it
during the case study.
Solution Copy the material master record to the correct plant.

Copy Material Master Record

With transaction MM01 you can create the material for the correct plant MM01
duplicating all necessary data from a copy-from material.

On the next screen, select the following views by clicking on the square in
front of the respective rows:
Basic Data 1
- Basic Data 1 - MRP 1 Sales: Sales Org. Data 1
Sales: Sales Org. Data 2
- Sales: Sales Org. Data 1 - MRP 2 Sales: General/Plant Data
Purchasing
- Sales: Sales Org. Data 2 - MRP 3 MRP 1
MRP 2
- Sales: General/Plant Data - General Plant Data/Storage 1 MRP 3
General Plant Data / St. 1
- Purchasing - Accounting 1 Accounting 1

Create views selected


Also, select Create views selected. Then, click on .

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On the Organizational Levels screen, enter plant MI00 (Miami), Stor. MI00
TG00
Location TG00 (Trading Goods), Sales Org. UE00 (US East), and Distr. UE00
Channel WH (Wholesale). Compare with the screen shown below. Then, WH
click on .

All information will be copied from the existing material. Click on to


save the material for the correct plant.

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Problem: Only 1 of 3 Quotations in Price Comparison

Symptom During the price comparison only one of the three requests for quotation is displayed
by the system.
Reason If only one quotation is displayed, usually the number of this quotation has been entered
in the quotation field unintentionally so that the system displays only this one quotation.
Solution In order to see all quotations keep the quotation number field blank and enter Collective
RFQ RFQ1###.

Price Comparison

With transaction ME49 you open the price comparison. ME49

Make sure that Purchasing Organization US00 is filled out. Select Mean US00
Mean Value Quotation
Value Quotation and Determine Effective Price. Then, select to Determine Effective Price
execute the price comparison. This shows the following screen.

The result screen should list all three quotations now.

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Problem: Incorrect Quotation Data

Symptom The system produces an error that the price for the quotation or its validity is wrong.
Reason The student made a mistake in the quotation creation task.
Solution The existing quotation needs to be changed, in this example for Mid-West Supply.

Change Quotation

To change a quotation, use the transaction code ME47. ME47

Use the F4 help in the RFQ field to find and enter the RFQ number from F4
your Mid-West Supply vendor. On the Purchasing Documents per Vendor
tab, you need to find and select your vendor Mid-West Supply first. Place
F4
your cursor in the Vendor field and press F4 again. Start the search after US
typing in Country US and your three-digit number (###) as Search term. ###

Double-click on your new vendor to select it. Now that your vendor
number is put in the Vendor field, press Enter or click on to 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.

The result screen should list all three quotations now.

Then, click on to display the conditions. In the pop-up window you can
either choose the invalid period to correct it or create a new one. If the
price is wrong, edit the existing period by clicking the choose button.

If necessary, correct the price or set the Valid to data to three months 3 months from today
from today. Afterwards, click on to save the quotation.

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Problem: Only 1 RFQ Displayed

Symptom While creating the purchase order with reference to an RFQ, the system displays one
one of the three RFQs.
Reason In the search screen, the RFQ number field was not blanked. Thus, the system only
displays this one instead of all three RFQs.
Solution Change the selection criteria.

Create Purchase Order

To create a purchase order, use the transaction code ME21N. ME21N

If there is no navigation screen on the left side, click on .


Requests for quotations
As selection variant choose Requests for quotations as shown below.

Make sure that only the material number (CHLO1###) is entered and that CHLO1###
all other search criteria fields are blank. Then, click on . The system will
produce a screen with all three RFQs.

In case an RFQ is still missing, please check if all RFQs have been created
by the student.

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Problem: No Open Item When Posting the Goods Receipt

Symptom A student is not able to find open items when creating a goods receipt for the purchase
order.
Reason This case occurs if the goods receipt has already been posted or if the wrong purchase
order number was entered.
Solution Check your purchase order status.

Display Purchase Order

To display a purchase order, use the transaction code ME23N. ME23N

If no purchase order or the wrong one is displayed, click on (Other


Purchase order number
Purchase Order). Now you can change the purchase order number and
display the correct one.

Furthermore, you can check the purchase order status. If the header data is
not yet displayed, open the section by clicking on Header. Now, click
on the Status tab. In this example, no open items are available because all
200 pieces were already delivered. This happens when the student forgot to
reduce the quantity for the first goods receipt from 200 to 100 pieces.

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Problem: Wrong Balance When Creating Vendor Invoice

Symptom When creating the vendor invoice, the system displays a balance different than 0.00
USD.
Reason Probably, students have not noted down the correct invoice amount or they have made
mistakes in previous case study tasks.
Solution Check the purchase order quantity and crate the invoice with the correct amount.

Create Vendor Invoice

To create a vendor invoice, use the transaction code MIRO. MIRO

If the student forgot to reduce the quantity during goods receipt from 200
to 100 the total invoice amount is 6,400.00 instead of 3,200.00 USD.
Make sure that XI (Input Tax) is selected. Other tax codes lead to a XI
balance different from 0.00 USD.

Set the correct tax code. Then, press Enter or click on .

With a 0.00 balance you can save the invoice with .

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Solution: MM Challenge

Learn objective: Understand and perform a Material Management process.

Change material master mecord

Change your material with transaction MM02. When your material number MM02
CHLO1###
(CHLO1### ) is entered in the Material field, click on or press Enter. On the Sales: Sales Org.
following screen, please select Sales: Sales Org. Data 1, Sales: Sales Org. Data Data 1
Sales: Sales Org.
2, Sales: General/Plant Data. Data 2
Sales:
General/Plant Data

Find and select the GBI organization levels Plant DC San Diego, Sales SD00
UW00
Organisation US West and Distribution Channel Wholesale. Press Enter or click WH
on .

The system shows you the register Sales: Sales Org. Data 1.

Click on . On the following screen, enter Scale quantity 1 and 50.00


Amount 50.00. Then, click on to save your material.

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

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Create purchase requisition

Enter Transaction code ME51N to create a purchase requisition. This will ME51N
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].”

Select Item Overview to expand the item overview.

Enter Material CHLO1### (replace ### with your number) and Quantity 300. CHLO1###
300
As Delivery Date select or enter the day three months from today. Then, 3 months from today
enter Plant MI00, Stor. loc. TG00, and PGr. N00. MI00
TG00
After clicking on compare your screen with the one below. N00

Then, click on to save your purchase requisition. The system will create a Purchase requisition
document number
unique document number. _________________

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

Create request for quotation

Enter transaction code ME41. This will produce the following screen. ME41

Enter RFQ Type AN, today’s date as RFQ Date, and the first day of the AN
today’s date
next month as Quotation Deadline. 1st day of next month

In the Organizational Data field group, enter Purch. Organization US00 and US00
N00
Purchasing Group N00.

In the Default Data for Items, enter Plant MI00. Then, select MI00

which will produce the following screen.

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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
TG00
(Storage Location) TG00. Click on to select all items. Then, click on to
adopt all item information into the RFQ.

In the Create RFQ : Item 00010 screen, click on to display the RFQ header
RFQ1 ###
data. Enter RFQ1### as Coll. No. Remember to replace ### with your three-
digit number. After comparing your entry with the screen below, click on
to display the line items.

In the Create RFQ : Item Overview screen, review the line items and ensure
they are correct. Then, select to display the vendor address.

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In the Create RFQ: Vendor Address screen, use the F4 help to find your F4
vendor Mid-West Supply. In order to do so, use the fields Search term (### = ###
your number) and City (Lincoln) and double-click on the result row to insert Lincoln
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 Yes
save anyway.

The SAP system will create a unique document number. RFQ document number

Stay in the same screen and repeat the last step once to create the same RFQ Dallas Bike Basics
Spy Gear
for our vendors Dallas Bike Basics.

In order to find your vendor, in the Vendor field use the F4 help again. This F4
US
time, enter US for country and your number (###) in the Search term field. ###
Then, press Enter to display your set of US vendors.

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

Maintain quotations from vendors

Use transaction code ME47. ME47

Use the F4 help in the RFQ field to find and enter the RFQ number from your F4
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
F4
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. US
###

Double-click on your new vendor to select it. Now that your vendor number is
put in the Vendor field, press Enter or click on to 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 26.00
26.00
USD. Click on to select all items.

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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
Dallas Bike Basics 25.50 USD 25.50

Make sure you save both RFQs and receive the system success messages.

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

Reject two quotation

Open Transaction ME49. ME49

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Enter Purchasing Organization US00, and Collective RFQ RFQ1###. Select US00
RFQ1###
Mean Value Quotation and Determine Effective Price. Then, select to Mean Value Quotation
execute the price comparison. This shows the following screen. 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 32.00
quotation number with 32.00 USD. This will produce the following screen.

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.

Repeat the process for the second quotation to be rejected (26.00 USD).

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

Create purchase order referencing an RFQ

Transaction ME21N

If there is no navigation screen on the left side, click on .


Requests for quotations
As selection variant choose Requests for quotations as shown below.

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LECTURER NOTES

In the following screen, in the Material Number field use the F4 help to find
your chain lock trading good. On the Material Number select Material
CHLO1### in the Material Number field. Then, press Enter or click on . Trading Goods

Vendor name
Click on (Change Breakdown). 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 on
to display the vendor name first, then the document number.

Single-click on the requisition/quotation that you want to reference (Dallas Dallas Bike Basics
Bike Basics) and select to adopt the information.
CHLO1###
Verify that the system copied the Material number CHLO1###, Quantity 300, 300
3 months from today
three months from today as Deliv. Date, and the Net Price of 25.50 USD. 25.50 USD

Sava your purchase order with .

Create goods receipt for purchase order

Open transaction MIGO.

Make sure that Goods Receipt and Purchase Order are selected in the Goods Receipt
Purchase Order
dropdown lists. Enter (or find) your PO number in the field next to them. your PO number
Then, press Enter which will populate your PO data into the fields.

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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 OK
(Storage location) Trading Goods should already be entered. Trading Goods

Finally, click on or to post your goods receipt. The system will create Goods receipt
document number
a unique goods receipt document.

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

Create and post an invoice

Open transaction MIRO. MIRO

Enter today’s date as Invoice date using F4 and Enter. Check your Company Today’s date
US00
Code US00. Enter the amount from the invoice above (7,650.00) in the
Amount field and select XI as Tax Code (field next to Tax Amount). Then, 7,650.00
XI
type in INVOICE 00504-### as Text and click on .
Invoice 00504-###

Enter (or find) your PO number in the middle of the screen (next to the drop- your PO number
down field with Purchase Order/Scheduling Agreement) and press Enter.

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LECTURER NOTES

Check the Booking OK check box in your line item. Use the Booking OK
button to see if the postings are correct.

Finally, click on to post your invoice receipt. The system will Invoice document
number
generate a unique number for this document.

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

Post outgoing payment

Open transaction F-53. F-53

In the Post Outgoing Payments: Header Data screen, enter (or select) today’s
Today’s date
date as Document Date.

In the Bank data field group, enter Account 100000 (Bank Account), the 100000
7,650.00
amount you are going to pay (7,650.00), and the Text “INVOICES 00504- Invoices 00504-###
###”.

In the Open items selection field group, enter (or find) the vendor number for
Dallas Bike Basics
your Dallas Bike Basic 022 vendor in the Account field (again, use City ###
Irving and Search term ### in the F4 help). Verify your data with the
screenshot below.

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LECTURER NOTES

Select .

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 Vendor payment
document number
a unique vendor payment document number.

Click on the exit icon and select YES to return to the SAP Easy Access Yes
screen.

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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 The data entry requirements in the Before you use this case study, you
G.B.I. materials management exercises should be familiar with navigation in
Release 6.07 (MM 1 through MM 5) were the SAP system.
minimized because much of the
Level data was stored in the SAP In order to successfully work through
system. This stored data, known this case study, it is not necessary to
Undergraduate
as master data, simplifies the have finished the MM exercises (MM
Graduate
processing of business 1 through MM 5). However, it is
Beginner
transactions. recommended.
Focus In the procurement process, we NOTES
Materials Management used master data for vendors,
This case study uses the Global Bike
materials (products we purchased)
Inc. (G.B.I.) data set, which has
Authors to simplify the procurement
exclusively been created for SAP UA
Bret Wagner process.
global curricula.
Stefan Weidner
In this case study, we will create
the master data for a new vendor
Version and a new trading good.
2.40

Last Change
June 2015

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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- Process description
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.
The graphic below displays the complete process (20 tasks).

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CASE STUDY

Step 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 Vendor master
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: Menu path

Logistics ► Materials Management ► Purchasing ► Master Data ►


Vendor ► Central ► Create
This will produce the following screen.

Leave the vendor field blank. The system will generate a new number.
US00
Enter US00 for Company Code, US00 for Purchasing organization, and US00
KRED as Account Group. Then, click on . KRED

In the Create Vendor: Address screen, select Company as Title, enter Mid- Company
Mid-West Supply
West Supply as Name, and your number (###) for Search term. As Street ###
enter 335 W Industrial Lake Dr, as Postal code enter 68516, and Lincoln 335 W Industrial Lake Dr
68528 Lincoln
for City. Further specify US (Country) and NE (Region). As US
communication language choose English. Compare your entries with the NE
English
screen shown below.

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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 12-3456###
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


300000
Recon. Account 300000. Then click on or .

In the Create Vendor: Payment transactions Accounting screen, enter Payt


0001
Terms 0001, and select Chk double inv. Then click on or . Chk double inv.

In the Create Vendor: Correspondence Accounting screen, enter your your name
name as Clerk at vendor. Then click on or .

In the Create Vendor: Purchasing data screen, enter USD as Order currency USD
0001
and 0001 for Terms of paymnt. Then click on or .

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 Vendor master number
automatically assign a unique number for your vendor.

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

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CASE STUDY

Step 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 CHLO1### (replace ### with your number) CHLO1###
Retail
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:
Basic Data 1
- Basic Data 1 - MRP 1 Sales: Sales Org. Data 1
Sales: Sales Org. Data 2
- Sales: Sales Org. Data 1 - MRP 2 Sales: General/Plant Data
Purchasing
- Sales: Sales Org. Data 2 - MRP 3 MRP 1
MRP 2
- Sales: General/Plant Data - General Plant Data/Storage 1 MRP 3
General Plant Data / St. 1
- Purchasing - Accounting 1 Accounting 1

Create views selected


Also, select Create views selected. Then, click on .

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CASE STUDY

On the Organizational Levels screen, enter plant MI00 (Miami), Stor. MI00
TG00
Location TG00 (Trading Goods), Sales Org. UE00 (US East), and Distr. UE00
Channel WH (Wholesale). Compare with the screen shown below. Then, WH
click on .

On the Basic Data 1 tab, enter Chain Lock as a description (text field next Basic Data 1
Chain Lock
to the material number). As Base Unit of Measure, use the F4 help to find EA
and select each (EA). In the Material Group field, select UTIL (Utilities). UTIL
AS
As division, choose AS (Accessories).
65
In the Gross Weight field and in the Net Weight field, enter 65 and select 65
Ounce (OZ) as Weight unit. Then press Enter or click on . OZ

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CASE STUDY

On the Sales: sales org. 1 tab, in the Delivering Plant field use the F4 help Sales: sales org. 1
MI00
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 0
0
background colour) select Exempt (0) for all three tax categories. 0
Click on . On the following screen, enter Scale quantity 1 1
and Amount 69.00. Compare your entries with the screen below, then click 69.00

on to return to the Sales: sales org. 1 view. There, press Enter or click
on .

On the Sales: sales org. 2 tab, select Matl statistics grp 1. Then press Enter. Sales: sales org. 2
1

On the Sales: Genereal/Plant tab, select Availability check 02 (Individual Sales: General/Plant
02
requirements) and use the F4 help to choose Tansp. Grp 0001 (On pallets) 0001
and LoadingGrp 0002 (Handcart). 0002

On the Purchasing tab, enter Purchasing Group N00 (North America). Purchasing
N00

On the MRP 1 tab, select MRP type PD (MRP), MRP Controller 000, Lot MRP1
PD 000
size EX (Lot-for-lot order quantity) and Minimum Lot Size 10. EX 10

On the MRP 2 tab, enter Planned Deliv.Time 6 (days) and select MRP 2
6
SchedMargin key 001. 001

On the MRP 3 tab, check if the Availability check is set correctly to 02. MRP 3
02
Then, press Enter. Skip the Plant data / stor. 1 view by clicking on .

On the Accounting 1 tab, select Valuation Class 3100 (Trading Goods), Accounting 1
3100
enter Moving price 33.50. 33.50

Then, click on to save your material.

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

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CASE STUDY

Step 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 CHLO1### (again, replace ### with your CHLO1###
CHLO1###
three-digit number) in the Material field. In the Copy from… field group,
enter CHLO1### in the Material field again. Then, press Enter.

In the Select View(s) window, highlight all three Sales views, make sure 3 Sales views
Create views selected
the indicator Create views selected is checked, and click on .

In the Organizational Levels window, on the left side (Organizational


SD00 MI00
levels) enter Plant SD00, Sales Org. UW00 and Distr. Channel WH. On UW00 UE00
the right side (Copy from), enter Plant MI00, Sales Org. UE00 and Distr. WH WH
Channel WH. Before pressing Enter, compare your entries with the screen
shown below.

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 . Sales: sales org. 1
SD00
Enter Scale quantity 1 and amount 65.00. Click on and save with . 1 65.00

Finally, click on the exit icon to return to the SAP Easy Access screen.

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CASE STUDY

Step 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 Stock/requirements list
whenever a transaction occurs using the given material.

To display the stock/requirements list, follow the menu path: 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
CHLO1###
CHLO1### (replace ### with your number) and Plant MI00. Then click on MI00
. Your stock/requirements list should look similar to the screen below.

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

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CASE STUDY

Step 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].”

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CASE STUDY

Select Item Overview to expand the item overview.

Enter Material CHLO1### (replace ### with your number) and Quantity CHLO1###
200
200. As Delivery Date select or enter the day three months from today. 3 months from today
Then, enter Plant MI00, Stor. loc. TG00, and PGr. N00. MI00
TG00
After clicking on compare your screen with the one below. N00

Then, click on to save your purchase requisition. The system will create Purchase requisition
document number
a unique document
number.

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

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CASE STUDY

Step 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 CHLO1### and Plant MI00. CHLO1###
MI00
Then click on . Your stock/requirements list should now look similar to the
screen below.

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

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CASE STUDY

Step 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 AN
today’s date
next month as Quotation Deadline. st
1 day of next month

In the Organizational Data field group, enter Purch. Organization US00 US00
N00
and Purchasing Group N00.

In the Default Data for Items, enter Plant MI00. Then, select MI00

which will produce the following screen.

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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


TG00
SLoc (Storage Location) TG00. Click on to select all items. Then, click
on to adopt all item information into the RFQ.

In the Create RFQ : Item 00010 screen, click on to display the RFQ
RFQ1 ###
header data. Enter RFQ1### as Coll. No. Remember to replace ### with
your three-digit number. After comparing your entry with the screen
below, click on to display the line items.

In the Create RFQ : Item Overview screen, review the line items and
ensure they are correct. Then, select to display the vendor address.

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In the Create RFQ: Vendor Address screen, use the F4 help to find your F4
vendor Mid-West Supply. In order to do so, use the fields Search term (### ###
= your number) and City (Lincoln) and double-click on the result row to Lincoln
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 Yes
to save anyway.

The SAP system will create a unique document number. RFQ document number

Stay in the same screen and repeat the last step twice to create the same Dallas Bike Basics
Spy Gear
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
US
time, 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. Yes

Repeat the same procedure to create a third RFQ (for Spy Gear) and save
it.

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

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CASE STUDY

Step 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 F4
your Mid-West Supply vendor. On the Purchasing Documents per Vendor
tab, you need to find and select your vendor Mid-West Supply first.
F4
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 US
###
Search term.

Double-click on your new vendor to select it. Now that your vendor
number is put in the Vendor field, press Enter or click on to 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
32.00 USD. Click on to select all items.

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

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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
Dallas Bike Basics 36.50 USD 36.50
Spy Gear
Spy Gear 35.00 USD 35.00

Make sure you save both RFQs and receive the system success messages.

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

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Step 9: Evaluate quotations on price

Task Evaluate quotations on price. Reject two of the three quotations. 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.
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###. US00


RFQ1###
Select Mean Value Quotation and Determine Effective Price. Then, Mean Value Quotation
select to execute the price comparison. This shows the following screen. 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.

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Select R (Rejection Ind.) to indicate rejection of this quotation. Click on R


. Acknowledge the warning message prompted by the system with Yes
and save anyway.

Repeat the process for the second quotation to be rejected (35.00 USD).

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

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CASE STUDY

Step 10: 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 .


Requests for quotations
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 Trading Goods
your number is 012) in the Material field. Then, press Enter or click on .

Double-click on your chain lock (CHLO1###) to select it. When your CHLO1###
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.

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Click on (Change Breakdown). In the following screen, select Vendor Vendor name
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
on to display the vendor name first, then the document number.

After you have confirmed your changes by clicking on , you will see the
names of your vendors in alphabetic order.

Click on the right part of the Select Layout icon and choose Change
Material
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 and expanding


all three folders, you will see the following screen.

Single-click on the requisition/quotation that you want to reference (Mid- Mid-West Supply
West Supply) and select to adopt the information.

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 CHLO1###, Quantity CHLO1###
200
200, three months from today as Deliv. Date, and the Net Price of 32.00 3 months from today
USD. 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
(6,400 USD).

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.

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Acknowledge the red error message by changing the Sched Qty. of the first
200  100
line from 200 to 100. Then, enter the following data for the second line:
Delivery Date one week after the first delivery 1 week after 1st delivery
Sched Qty. 100 100

Purchase Req. same as previous line same

Requisn Item same as previous line same

Then, click on . 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 .

The system will assign a unique purchase order document number.


Purchase order document
number

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

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Step 11: 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
displayed, click on (Other Purchase Order).

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.

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

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CASE STUDY

Step 12: Create Goods Receipt for Purchase Order

Task Create Goods Receipt for 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 Goods Receipt
Purchase Order
dropdown lists. Enter (or find) your PO number in the field next to them. your PO number
Then, press Enter which will populate your PO data into the fields.

You should see two lines with 100 ea each of Chain lock. Here we only 100
work on the first line. In the case that you have only one line with 200 ea of
the Chain look please change the Quantity from 200 to 100. If the line item
in the item overview section is read only, click on at the bottom of the OK
screen to close the item detail section. Then, check OK. SLoc (Storage Trading Goods
location) Trading Goods should already be entered.

Finally, click on or to post your goods receipt. The system will Goods receipt document
number
create a unique goods receipt
document.

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

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CASE STUDY

Step 13: 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 CHLO1### (replace ### with your number), Plant MI00, CHLO1##
MI00
and Display version 1. Then, click on . 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 to return to the SAP Easy Access screen.

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CASE STUDY

Step 14: 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 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)

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CASE STUDY

To create an invoice receipt, follow the menu path: Menu path

Logistics ► Materials Management ► Logistics Invoice Verification


► Document Entry ► Enter Invoice

Enter today’s date as Invoice date using F4 and Enter. Check your today’s date
US00
Company Code US00. Enter the amount from the invoice above (3,200.00) 3,200.00
in the Amount field and select XI as Tax Code (field next to Tax Amount). XI
INVOICE 00504-###
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 your PO number
drop-down field with Purchase Order/Scheduling Agreement) and press
Enter.

Check the Booking OK check box in your line item. Use the Booking OK
button to see if the postings are correct.

Finally, click on to post your invoice receipt. The system will Invoice document number

generate a unique number for this document.

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

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CASE STUDY

Step 15: 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
WE
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.

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) RE-L
document number. This will bring you directly to the invoice document
you just created when you did your invoice receipt.

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 here
that the invoice is still open, meaning that you have not paid the vendor.

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

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CASE STUDY

Step 16: 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 Goods Receipt
Purchase Order
dropdown lists. Enter your PO number in the field next to them. Then, Your PO number
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 100
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 OK
Trading Goods
location) Trading Goods should already be entered.

Finally, click on or to post your goods receipt. The system will Goods receipt document
number
create a unique goods receipt
document.

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

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CASE STUDY

Step 17: 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 today’s date
US00
using F4 and Enter. Check your Company Code US00. Enter the amount 3,200.00
from the invoice above (3,200.00) in the Amount field and select XI as Tax XI
INVOICE 00515-###
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 your PO number
field with Purchase Order/Scheduling Agreement) and press Enter.

Check the Booking OK check box in your line item. Use the Booking OK

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 to return to the SAP Easy Access screen.

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CASE STUDY

Step 18: 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
today’s date as Document Date.

In the Bank data field group, enter Account 100000 (Bank Account), the 100000
6,400.00
amount you are going to pay (6400), and the Text “INVOICES 00504-### INVOICES …
& 00515-###”.

In the Open items selection field group, enter (or find) the vendor number Mid-West Supply
Lincoln
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.

Select . This will produce the following screen.

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CASE STUDY

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 Vendor payment document
number
create a unique vendor payment document number.

Click on the exit icon and select YES to return to the SAP Easy Access Yes
screen.

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CASE STUDY

Step 19: 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 Mid-
West 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 Mid-West Supply
US00
number ###) in the Vendor field, Company code US00, and the current current year
year as Fiscal year. Then, click on . This will produce the following
screen.

Review for open items. Double-click on the current period 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 three times to return to the SAP Easy Access screen.

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CASE STUDY

Step 20: 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
WE
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.

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 RE-L
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.

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 to return to the SAP Easy Access screen.

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CASE STUDY

Step 21: 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 100000
US00
current year as Fiscal year. Then, click on . A similar screen to the one current year
below will appear (amounts might be different for you).

Double-click on the row for the current month (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.

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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 twice to go back to the G/L Account


Balance Display screen.

Repeat the above procedure for the G/L account 300000 (Payables-Trade 300000
Accounts). In the list of documents, you should find your two invoices
(INVOICE 00504-### and INVOICE 00515-###).

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

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CASE STUDY

MM Challenge

Learning objective Understand and perform a Material Management process. Time 75 Min
Motivation After you have successfully worked through the material management case study, you
should be able to solve the following task on your own.
Scenario The price of your material CHLO1### has decreased. Now the price is 50.00 USD. Based
on your inquiry of 300 pieces the Mid-West Supply gives a new offer to the price of 26.00 USD per
piece. The Dallas Basic Bike gives an offer of 25.50 USD. Please choose the best offer and order the
material. Then pay the delivery.
Advice You can use this case study as guidance since it is based on the same process. However, it is
recommended that you solve it without any help in order to test your acquired knowledge.

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DATA SHEET

Materials Management (MM) Case Study

Master Data
Search Term Customer (The Bike Zone) ###
Material (Chain Lock) CHLO1###

Organizational Units
Company Code (Global Bike Inc.) US00
Plant (Miami) MI00
Plant (San Diego) SD00
Storage Location (Trading Goods) TG00
Sales Organization (US East) UE00
Distribution Channel (Wholesale) WH
Division (Bicycles) BI

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
Tatiana Karsova Receiving Clerk
Silvia Cassano Accounts Payable Specialist
Shuyuan Chen Chief Accountant

Transactions
Create Vendor XK01
Change Vendor XK02
Create Trading Goods MMH1
Change Material MM02
Stock/Requirements List MD04
Create Purchase Requisition ME51N
Create RFQ ME41
Change RFQ ME42
Maintain Quotation ME47
Price Comparison List ME49
Create Purchase Order ME21N
Stock Transp. Order ME23N
Goods Receipt Purchase Order MIGO_GR
Stock Overview MMBE
Enter Incoming Invoice MIRO
Post Outgoing Payments F-53
Vendor Balance Display FK10N
G/L Account Balance Display FAGLB03

Document Numbers
Vendor master number _______________________
Purchase requisition document number _______________________
RFQ document number _______________________
Purchase order document number _______________________
Goods receipt document numbers ___________ ___________
Invoice document numbers ___________ ___________
Vendor payment document number _______________________

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Version 2.40, June 2015 Production Planning and
Authors Hans-Jürgen Scheruhn Execution (PP)
Bret Wagner
Stefan Weidner

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
Cross-functional integration
Production Planning and
Execution

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Material Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
 Enterprise Asset Management
 Customer Service
Page 6-2

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SAP ERP Functionality

 SAP divides production into multiple processes


- Production Planning
- Manufacturing Execution
• Discrete Manufacturing
• Repetitive Manufacturing
• KANBAN
- Production – Process Industries
• Integrated planning tool for batch-orientated process manufacturing
• Design primarily for chemical, pharmaceutical, food and beverage
industries along with batch-oriented electronics

Page 6-3

SAP ERP Unit Overview

 PP Organizational Structure
 PP Master Data
 PP Processes
- Material Planning
- Production Planning
- Manufacturing Execution Process

Page 6-4

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SAP ERP PP Organizational Structure

 Client
- An independent environment in the system
 Company Code
- Smallest org unit for which you can maintain a legal set of books
 Plant
- Operating area or branch within a company
• Manufacturing, distribution, purchasing or maintenance facility

 Storage Location
- An organizational unit allowing differentiation between the various stocks of a
material in a plant
 Work Center Locations (in SAP system  master data)
- An organizational unit that defines where and when an operation is performed
- Has an available capacity
- Activities performed are valuated by charge rates, which are determined by
cost centers and activity types.
- Can be machines, people, production lines or groups of craftsmen

Page 6-5

SAP ERP Global Bike Structure for Production Planning

Global Bike Client

Company
Global Bike Inc. Global Bike Germany GmbH Code

Dallas Heidelberg Plant

Raw Materials Raw Materials

Semi-fin. Goods Semi-fin. Goods


Storage
Location
Finished Goods Finished Goods

Miscellaneous Miscellaneous

Assembly Assembly

Packaging Packaging (Work Center Location)

Inspection Inspection

Page 6-6

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SAP ERP GBI Enterprise Structure in SAP ERP (Logistics)

Shipping Point DL00 MI00 SD00 TO00 HD00 HH00 PE00

RM00 TG00 TG00 TG00 RM00 TG00 TG00


Storage SF00 FG00 FG00 FG00 SF00 FG00 FG00
Location
FG00 MI00 MI00 MI00 FG00 MI00 MI00
MI00 MI00

Central Purchasing Organization (global) GL00


Purchasing Org. US00 CA00 PO DE00 AU00

Purchasing Group North America PGr Europe Asia


N00 E00 A00

Dallas Miami S. Diego Toronto Heidelb. Hamburg Perth Plant


DL00 MI00 SD00 TO00 HD00 HH00 PE00
CC US00 CA00 CC DE00 AU00 Company Code

Client GBI

Page 6-7

SAP ERP PP Master Data

 Material
 Bill of Materials (BOM)
 Routing
 Work Center
 Product Group

Data Model PP

Page 6-8

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SAP ERP Material Master Record

Screen Diagram Material

Page 6-9

SAP ERP Bill of Materials (BOM)

 List of components that make up a product or assembly

 Wheel Assembly  Seat Kit


- Tire  Handle Bar
- Tube
 Pedal Assembly
- Wheel
- Hex nut  Chain
- Lock Washer  Brake Kit
- Socket Head Bolt
 Warranty Document
 Frame
 Packaging
 Derailleur Gear Assembly

Business Vocabulary PP

Page 6-10

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SAP ERP Bill of Materials (BOM)

 Single-Level Single-Level

Finished Bike

Wheel Assembly Pedal Assembly

Frame Chain
Derailleur Gear
Brake Kit
Assembly
Seat Kit Warranty Doc.

Handle Bar Packaging

Page 6-11

SAP ERP Bill of Materials (BOM)

 Single-Level vs. Multi-Level


Single-Level

Finished Bike
Single-Level

Wheel Frame Derailleur Seat Handle Bar Pedal Chain Brake Doc. Pack.

Tire

Tube

Wheel

Hex nut

Lock

Bolt
Multi-Level

Page 6-12

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SAP ERP Bill of Materials (BOM)

 Variant Bill of Materials (BOM)


- Several products with a large proportion of identical parts.
Single-Level

Deluxe Bike (red) Single-Level

Professional Bike (black)


Aluminum Wheel Pedal Assembly
Carbon Wheel Pedal Assembly
Frame red Chain
Frame black Chain
Derailleur Gear
Brake Kit
Assembly Derailleur Gear
Brake Kit
Assembly
Seat Kit Warranty Doc.
Seat Kit Warranty Doc.
Handle Bar Packaging
Handle Bar Packaging

Page 6-13

SAP ERP BOM – Item Categories

 Item Categories
- Stock Item
- Non-stock Item
- Variable Material – Sheet of steel
- Intra Item – Phantom material – process industry
- Class Item – place holder
- Document Item
- Text Item

Business Vocabulary PP

Page 6-14

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SAP ERP Routing

 Routings enable you to plan the production of materials (products).


 Routings are used as a template for production orders and run
schedules
 Routing are also used as a basis for product costing.
 Series of sequential steps (operations) that must be carried out to
produce a given product
 Routings contain: Business Vocabulary PP
- What, Where, When, How Data Model PP

Page 6-15

SAP ERP Routing

 Routing – Operation 20
- Attach seat to frame
 Work Center – ASSY1000
- Assembly Work Center
 Time
- 1 minute

Screen Diagram Routing

Page 6-16

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SAP ERP Routing

 Routing for Finished Bike Screen Diagram Routing

Operation Plant Description Activity Type

Work Center Control Key Time and Unit of Measure

Page 6-17

SAP ERP Work Center

 A location within a plant where value-added work (operations or


activities) are performed
- Work Centers can represent
• People or Groups of People
• Machines or Groups of Machines
• Assembly Lines

 Work center used to define capacities


- Labor
- Machine
- Output
- Emissions
 Capacities used in
- Capacity requirements planning (CRP)
- Detailed scheduling
Business Vocabulary PP
- Costing
Data Model PP

Page 6-18

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SAP ERP Work Center

 Work centers capture and use the following Resource Related data
- Basic Data
• Person Responsible, Location of Work Center
- Scheduling Information
• Queues and Move Times (interoperation), Formula Keys
- Costing Data
• Cost Center, Activity Types
- Personnel Data
• People, Positions, Qualifications
- Capacity Planning
• Available Capacity, Formulas, Operating Time
- Default Data
• Control Key, Standard Text Key

Page 6-19

SAP ERP Product Group

 Aggregate planning that group together materials or other product


groups (Product Families)
 Multi- or Single- Level Product Groups
- The lowest level must always consist of materials

Business Vocabulary PP

Page 6-20

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SAP ERP PP Processes

 Production Planning & Execution


- Forecasting
- Sales and Operations Planning (SOP)
- Demand Management
- Master Production Scheduling (MPS)
- Material Requirement Planning (MRP)
 Production Order

Page 6-21

SAP ERP Production Planning & Execution

SIS Forecasting CO/PA

Sales & Operations


Planning
Strategic Planning

Demand
Management

Detailed Planning
MPS

MRP

Manufacturing Procurement
Execution Process

Order
Settlement Data Model PP
Manufacturing Execution
Page 6-22

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SAP ERP Production Planning & Execution

 Players in the Game


SIS Forecasting CO/PA
- Strategic Planning
• CEO, COO, CIO,
CFO, Controller, Sales & Operations Strategic
Marketing Director Planning Planning
- Detailed Planning
• Line Managers, Demand
Production Management
Scheduler, MRP
Controller, Capacity Detailed
MPS
Planners Planning
- Execution
• Line Workers, Shop MRP
Floor Supervisors

Manufacturing Procurement
Execution Process

Order Manufacturing
Organization Chart GBI US Settlement Execution
Page 6-23

SAP ERP Forecasting

 Forecasting is the foundation


of a reliable SOP
 Accurate forecasts are
essential in the manufacturing
sector
 Overstocked & understocked
warehouses result in the same
thing: a loss in profits.
 Forecasts are ALWAYS
WRONG

Page 6-24

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SAP ERP Forecasting

 Forecasting Models
- Trend
- Seasonal
- Trend and Seasonal
- Constant

 Selecting a Model
- Automatically
- Manually

Business Vocabulary PP

Page 6-25

SAP ERP Sales and Operations Planning (SOP)

 Information Origination
- Sales
- Marketing
- Manufacturing
- Accounting
- Human Resources
- Purchasing
 Intra-firm Collaboration
- Institutional Common
Sense

Page 6-26

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SAP ERP Sales and Operations Planning (SOP)

 Flexible forecasting and planning tool


 Usually consists of three steps:
- Sales Plan
- Production Plan
- Rough Cut Capacity Plan
 Planned at an aggregate level in time buckets

Data Model PP

Page 6-27

SAP ERP Demand Management

 Link between Strategic Planning (SOP) & Detailed Planning


(MPS/MRP)
 The results of Demand Mgmt is called the Demand Program, it is
generated from our independent requirements - PIR and CIR

Business Vocabulary PP

Data Model PP

Page 6-28

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SAP ERP Demand Management

Forecast Sales

Planned Customer
Independent Independent
Requirements Requirements

Demand
Program

MPS / MRP

Page 6-29

SAP ERP Planning Strategies

 Planning strategies represent the business procedures for


- The planning of production quantities
- Dates

 Wide range of strategies

 Multiple types of planning strategies based upon environment


- Make-To-Stock (MTS)
- Make-To-order (MTO)
• Driven by sales orders
- Configurable materials
• Mass customization of one
- Assembly orders
Business Vocabulary PP

Page 6-30

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SAP ERP Planning Strategy for Make-to-Stock

 Planning takes place using Independent Requirements


 Sales are covered by make-to-stock inventory
 Strategies
- 10 – Net Requirements Planning
- 11 – Gross Requirements Planning
- 30 – Production by Lot Size
- 40 – Planning with Final Assembly

Page 6-31

SAP ERP Planning Strategy for Make-to-Order

 Planning takes place using Customer Orders


 Sales are covered by make-to-order production
 Strategies
- 20 – Make to Order Production
- 50 – Planning without Final Assembly
- 60 – Planning with Planning Material

Page 6-32

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SAP ERP Master Production Scheduling (MPS)

 MPS allows a company to distinguish planning methods between


materials that have a strong influence on profit or use critical
resources and those that do not

Page 6-33

SAP ERP Material Requirement Planning (MRP)

 In MRP, the system calculates the net requirements while


considering available warehouse stock and scheduled receipts from
purchasing and production
 During MRP, all levels of the bill of material are planned
 The output of MRP is a detailed production and/or purchasing plan
 Detailed planning level
- Primary Functions
- Monitor inventory stocks
- Determine material needs
• Quantity
• Timing
- Generate purchase or production orders

Business Vocabulary PP

Page 6-34

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SAP ERP Demand-Independent vs. Dependent

 Independent Demand – Original source of the demand.


 Dependent Demand – Source of demand resides at another level.

Business Vocabulary PP

Page 6-35

SAP ERP Material Requirement Planning (MRP)

 MRP is used to ensure the availability of materials based on the


need generated by MPS or the Demand Program
- 5 Logical Steps
• Net Requirements Calculation
• Lot Size Calculation
• Procurement Type
• Scheduling
• BOM Explosion

Data Model PP

Page 6-36

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SAP ERP Net Requirements

Procurement
Shortage
Proposal

Firmed Receipts Requirements –


Planned Ind. Req.,
Reservations
Firmed Orders
Sales Orders,
or Purchase
Etc.
Requisitions

Stock
Safety Stock

Business Vocabulary PP

Page 6-37

SAP ERP Lot sizing

 Static
- Based on fixed values in the Material Master
 Periodic
- Groups net requirements together from multiple periods
 Optimum
- Calculates the optimum lot size for a several periods of net
requirements

Business Vocabulary PP

Page 6-38

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SAP ERP Procurement Type

 External Procurement
- Purchase Requisition
- Purchase Order
- Schedule Line
 Internal Procurement
- Planned Order
- Production Order
- Process Order

Screen Diagram Material

Business Vocabulary PP

Page 6-39

SAP ERP Multi-Level Scheduling

Requirements
Planned Order Date
Purchase Requisition

Finished Product

Assembly 1
Semi-Finished Good

Raw Material
Component

Business Vocabulary PP

Time
Page 6-40

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SAP ERP MRP vs. Consumption-Based

 Whether or not a material is planned using MRP or Consumption


Based is determined by the MRP Type on the MRP1 screen of the
Material Master

MRP Consumption Based

PD – MRP VB – Reorder-Point
VSD – Seasonal MRP VV – Forecast Based
RP – Replenishment

Screen Diagram Material

Business Vocabulary PP

Page 6-41

SAP ERP Consumption-Based

Lot
Size
Reorder
Point

Safety Stock

Replenishment
Lead Time

Page 6-42

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SAP ERP Output of MRP

MRP
In-House External
Planned Order
Production Procurement

Convert to

Production Purchase
Orders Requisitions

Process Purchase Schedule


Orders Orders Lines

Data Model PP

Page 6-43

SAP ERP Orders, orders, orders

 Planned Order (planning)


- A request created in the planning run for a material in the future
(converts to either a production or purchase order)
 Production Order (execution)
- A request or instruction internally to produce a specific product at a
specific time
 Purchase Order (execution)
- A request or instruction to a vendor for a material or service at a
specific time

Page 6-44

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SAP ERP Manufacturing Execution Process

Capacity
Production Planning Schedule
Proposal and Release
(Planning/Other)

Shop Floor
Documents

Order
Settlement
Goods
Issue
Goods
Receipt Completion
Confirmation
Page 6-45

SAP ERP Production Order

 Production orders are used to control production operations and


associated costs
- Production Orders define the following
• Material produced
• Quantity
• Location
• Time line
• Work involved
• Resources used
• How to costs are settled

Page 6-46

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SAP ERP Production Order

How

Components
What

How many

Time Line

Screen Diagram Production Order

Page 6-47

SAP ERP Schedule

 Calculates the production dates and capacity requirements for all


operations within an order
- Determines a Routing
• Operation specific time lines
• Material Consumption Points
- Material Master
• Scheduling Margin Key (Floats)
- Work Center
• Formulas
• Standard Inter-operation Times

Page 6-48

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SAP ERP Release

 Two release processes


- Header Level
• Entire order and all operations are released for processing, order is given a
REL status
- Operation Level
• Individual operations within an order are released
• Order is given a PREL status
• Not until the last operation is released does the order obtains a REL status

 Automatic vs. manual

Page 6-49

SAP ERP Availability Check

 Automatic check to determine whether the component, production


resource tools, or capacities in an order are available
- Can be automatic or manually executed
- Determines availability on the required date
 Generates an availability log
- Displays results of the check
- Missing parts list
- Reservations that could not be verified

Page 6-50

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SAP ERP Schedule & Release

 The time between scheduling and releasing an order is used for


company checks and any preparation needed for the processing of
the order
 Once an order has been released it is ready for execution, we can
at this time
- Print shop floor documents
- Execute goods movements
- Accept confirmations against the order

Page 6-51

SAP ERP Shop Floor Documents

 Shop Floor Documents are printed upon release of the Production


Order, examples would be:
- Operation-based Lists
• Time Tickets, Confirmation Slips
- Component-based Lists
• Material Withdrawal Slips, Pull List (consumption list)
- PRT Lists
• Overview of PRT’s used and in which operations
- Multi-Purpose Lists
• Operation Control Ticket, Object Overview

Page 6-52

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SAP ERP Material Withdrawal

 When a production order is created it references a BOM to


determine the necessary components to produce the material.
 It then places a reservation on each of the components.
 Upon release of the order (or operation) you can withdraw the
reserved materials from inventory
- Reservation is updated
- Inventory is updated
- Costs are assigned to the order as actual costs

Page 6-53

SAP ERP Confirmations

 Confirmations are used to monitor and track the progression of an


order through its production cycle
- Confirmation can be done at the operation or order level
 Exact confirmation shortly after completion of an operation is
essential for realistic production planning and control
 Data that needs confirmation include
- Quantities – yield, scrap, rework
- Activity data – setup time, machine time
- Dates – setup, processing, teardown started or finished
- Personnel data – employee who carried out the operation, number of
employee involved in the operation
- Work center
- Goods movements – planned and unplanned
- Variance reasons
- PRT usage
Screen Diagram Confirmations

Page 6-54

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SAP ERP Goods Receipt

 Acceptance of the confirmed quantity of output from the production


order into stock
- Effects of the Goods Receipt
• Updates stock quantity
• Updates stock value
• Price stored for future valuation changes
• Production order is updated
- Three documents are created
• Material document
• Accounting document
• Controlling document

Document Flow

Page 6-55

SAP ERP Order Settlement

 Consists of settling the actual costs incurred in the order to one or


more receiver cost objects
- Receivers could include: a material, a cost center, an internal order, a
sales order, a project, a network, a fixed asset
 Parameters for Order Settlement
- Settlement Profile
• Specifics the receivers, distributions rules and method
- Settlement Structure
• Determines how the debit cost elements are assigned to the settlement
cost elements

 Settlement Rule
- Automatically assigned on creation of order, the parameters are used
to define this rule
• Has one or more distribution rules assigned to it
• Distribution rules defines: cost receiver, settlement share, settlement type

Page 6-56

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SAP ERP Order Settlement

 Settling a Production Order to Stock


- Debt posting is made to the Production Order with the value of the
material
- Difference between the debt posting and credit posting is posted to a
price difference account

Material Prod. Order Price Diff.


80 100 20

* Material Price is determined by the quantity produced


Posting Diagram MM
times the Standard Price in the Material Master.

Page 6-57

SAP ERP Order Settlement

 Costs analyzed
- Primary
• Materials
• External Processing
- Secondary
• Production, Material, and Administrative Overhead
• Labor

 Cost Analysis Reporting


- Calculate and analyze planned costs, target costs, and actual costs of
the production order.
- Calculate and analyze variances

Page 6-58

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SAP ERP Overview of ARIS models (PP)


[slide number] [slide title] [model name assigned] [level of abstraction (1-4)]

Levels of abstraction (1-4)


6-6 Global Bike Structure for Production Planning : „GBI Structure Production“(1-3)
(1) Core level
6-6 Global Bike Inc. and Global Bike Germany GmbH: „GBI Org Chart USA/DE“(1-3)
6-7 GBI Enterprise Structure in SAP ERP (Logistics) : „GBI System Organization Units“(1-3)
(2) Overview level
6-8 Data Model PP: „Data Model Production Planning“(3) (3) Detailed level
6-9 Screen Diagram Material: Screen Diagram “Trading Good Basic Data / MMH1”(4) (4) Document level
6-14 Business Vocabulary PP: “Business Vocabulary PP”(3)
6-16 Screen Diagram Routing: Screen Diagram “Change Routing/ CA02”(4)
6-17 Screen Diagram Routing: Screen Diagram “Change Routing / CA02”(4)
6-22 Production Planning & Execution: Value added Chain Diagram “GBI_PP”(2) and Data Model PP
6-23 Organization Chart GBI US: „Organization Chart Global Bike Inc.“(1-3)
6-25 Forecasting: eEPC „Create Consumption Value for Finished Product“(3) and Business Vocabulary PP
6-26 Sales and Operations Planning (SOP) : eEPC „Create Sales and Operations Plan“(3)
6-28 Demand Management: eEPC „Create Sales and Operations Plan“(3) Business Vocabulary PP and Data Model PP
6-33 Master Production Scheduling (MPS): eEPC „Run MPS with MRP“(3)
6-34 Material Requirement Planning (MRP): eEPC „ Run MPS with MRP“(3) and Business Vocabulary PP
6-38 Material Master: Screen Diagram “Create Trading Goods MRP1 / MMH1”(4) and Business Vocabulary PP
6-39 Screen Diagram Material: Screen Diagram “Create Trading Goods MRP2 / MMH1”(4) and Business Vocabulary PP
6-41 Screen Diagram Material: Screen Diagram “Create Trading Goods MRP2 / MMH1”(4) and Business Vocabulary PP
6-45 Manufacturing Execution Process: Value added Chain “GBI_PP” (2) and 6 other eEPCs
6-47 Screen Diagram Production Order: Screen Diagram “Convert Planned Order / CO04”(4)
6-48 Schedule: eEPC „Convert Planned Order into Production Order“(3)
6-49 Release: eEPC „ Convert Planned Order into Production Order“(3)
6-50 Availability Check: eEPC „ Convert Planned Order into Production Order“(3)
6-53 Material Withdrawal: eEPC „Issue Goods to Production Order“(3)
6-54 Confirmations: eEPC „Confirm Production Completion“(3) and Screen Diagram Confirmations
6-55 Goods Receipt: eEPC „Receive Goods from Production Order“(3) and Document Flow All assigned models and its objects are linked to each other.
6-56 Order Settlement: eEPC „Settle Costs of Production Order“(3) This enables the model user to horizontally navigate (via
6-57 Posting Diagram MM: Information Carrier Diagram “FI-MM Integration Point”(3) Object Occurrences) within one level of abstraction and to
vertically navigate (via Object Hierarchy) between the 4
levels of abstraction.

Page 6-59

SAP ERP Information Models Covering 4 Levels of IT Integration

Execution in SAP ERP Model Presentation in ARIS

Presentation Organizational View


Take GBI User Rolls and interact
with GBI Processes via SAP GUI : (Org. units / Positions / Rolls/ User) :
Rolle
Process-Owner Level of Abstraction (LA) 1 to 3

Processes Execute GBI Processes : Process View


Order of entire case study Value added Chain (VAC) : LA 1 and 2
Single case study processes Event driven process chain : LA 3

Functions Execute GBI Transaction : Function View


All content of case studies at a glance Function Tree : Level of Abstr .1 to 3

GBI Data In- / Output : Data View


Data Information carrier diagram : LA 3
Anfrage Entire SAP ERP document flow
Kunde Angebot
Description SAP ERP mask structure Mask diagram : Level of Abstraction 4
All SAP ERP master & transaction data Entity Relationship Diagram : LA 3
Kundenauftrag
All SAP ERP organizational units Org. Chart : Level of Abstraction 1- 3

Page 6-60

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EXERCISE

PP 1: Display Stock/Requirements List

Exercise Use the SAP Easy Access Menu to display the Stock/Requirements List. Time 5 min

Task Review the material status of your Deluxe Touring bike (finished good) in the Dallas plant
using the Stock/Requirements list.
Name (Position) Lars Iseler (Production Order Worker)

The Stock/Requirements list contains up-to-date information on the current Stock/Requirements List

status of inventory on hand, requirements, and receipts. It is a dynamic list


that allows you to view changes made to material status.

To review the material status, follow the SAP Easy Access menu path: Menu path

Logistics ► Production ► Production Planning ► Demand


Management ► Environment ► Stock/Requirements List
The following screen will appear.

First of all, you need to find the material number(s) for your Deluxe
F4
Touring bikes. In order to do so, click in the Material field and press F4 (or
click on the search icon next to the field). This will produce the Material
Number search screen.

Make sure that you are on the Material by Material Type tab. If not, you
can use the icon (in the top-right corner) to display a list of all search
tabs available.
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EXERCISE

In the Material Type field, select Finished Product (FERT). In order to Finished Product

display your Deluxe Touring bikes only, you need to define two more Deluxe*
search criteria. First, in the Material Description field type Deluxe*.
Second, in the Material field (which is the field for the unique material *###

number) type *###. Remember to replace ### with your three-digit


number, e.g. *014 if your number is 014.

Compare your entries with the screen below before pressing Enter or
clicking on to start the search.

The result of this search should give you a list of:


a) all finished goods,
b) which name (short description) starts with Deluxe,
c) which material numbers end with your number (###).

You should get a list of three different Deluxe Touring bikes – black, red
and silver (please note that the material numbers in your screen will be
different). Double-click on your red Touring bike which will copy its
unique material number (DXTR3###) into the Material field. DXTR3###

In addition to the material number, in the Plant field select GBI’s


DL00
manufacturing facility in Dallas (DL00). Then, press Enter or click on .
You should be displayed a screen similar to the one shown below.

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EXERCISE

As you can see, GBI has currently no red Deluxe Touring bikes on stock.
Repeat the same procedure for the other two deluxe bikes (black and
silver).

How many black Deluxe Touring Bikes are available in Dallas?


pieces
How many silver Deluxe Touring Bikes are stored in the DL00 plant?
pieces

Click on to return to the SAP Easy Access Menu.

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EXERCISE

PP 2: Display Bill of Material

Exercise Use the SAP Easy Access Menu to display a bill of material. Time 5 min

Task Review the components of your black Deluxe Touring bike and the components of the
Touring Aluminum Wheel Assembly within the finished bike bill of material.
Name (Position) Jun Lee (Production Supervisor)

A bill of material (BOM) is a list of the components that are needed to Bill of Material (BOM)

create a given product. The list contains the description, the quantity, and
unit of measure. The BOM can contain items of different item categories
such as stock items, non-stock items, document items, and text items.

To review a bill of material, follow the menu path: Menu path

Logistics ► Production ► Master Data ► Bills of Material ► Bill of


Material ► Material BOM ► Display
This will produce the following screen.

The system should have already defaulted in the material number DXTR1###
DL00
(DXTR1###) and the plant (DL00) from the previous exercise. It also
assumes that you would like to display the BOM valid today (note Valid
From and Valid to dates). In addition, the system requests the BOM usage.
Click in the BOM Usage field and use F4 to display possible usage types. F4
1
Select usage type 1 for plant DL00. Then, press Enter to display the BOM
of your black Deluxe Touring bike.

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EXERCISE

The assembly indicator (column Asm; see circled area above) marks the
item with components that have their own BOM. In this case, it is the
Touring Aluminum Wheel Assembly.

Double-click on this checkbox (indicator for Wheel Assembly TRWA1###

TRWA1###). This will produce the following screen.

In the Display assembly screen, click on . This will display the


materials that make up the assembly of TRWA1###.

Repeat the procedure for your red and the silver Deluxe Touring bike to
identify the differences in their bills of materials. You may open another
(parallel) session to compare the BOMs in separate screens (use the
icon in the system tool bar).

Click on twice to return to the SAP Easy Access Menu.

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EXERCISE

PP 3: Display Multi-Level Bill of Materials

Exercise Use the SAP Easy Access Menu to display a multi-level BOM. Time 5 min

Task Review the BOM for your black Deluxe Touring bike from a multi-level hierarchy level.
Name (Position) Jun Lee (Production Supervisor)

To display a multi-level BOM, follow the menu path: Menu path

Logistics ► Production ► Master Data ► Bills of Material ►


Reporting ► BOM Explosion ► Material BOM ► Multilevel BOM
In the following screen, enter (or find) Material DXTR1### (replace ### DXTR1###
DL00
with your number), Plant DL00, and BOM Application PP01 (Production- PP01
General). Then, click on to display the BOM structure for your bike
valid today. If the system requests a quantity, enter 1. 1

Click on to go back to the initial screen. There, you click on (View).


On the following screen, in the Display field group select Variable list and Variable list
click on .

After reviewing the components of your Finished Bike, find and select the
following item in the system menu:

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EXERCISE

Goto ► Graphic
This should produce the following BOM hierarchy graphic.

You can use the Zoom in and Zoom out buttons to resize the graphic.

Click on to exit the graphic screen. Then, click on again to return to


the SAP Easy Access Menu.

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EXERCISE

PP 4: Display Routing

Exercise Use the SAP Easy Access Menu to display a routing. Time 10 min

Task Review the routing for your black Deluxe Touring bike.
Name (Position) Jun Lee (Production Supervisor)

A routing is a series of sequential operations carried out to produce an end Routing

product. Routings contain information on where work is to be performed,


steps that need to be completed, and time lines assigned for each operation.

To review a routing, follow the menu path: Menu path

Logistics ► Production ► Master Data ► Routings ► Routings ►


Standard Routings ► Display
Enter Material DXTR1### and Plant DL00. Then, click on to display DXTR1###
DL00
the following list of operations.

Select to display the list of components. None of them is


assigned to any specific operation (note that column Oper./Act. is empty).

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EXERCISE

Select to go back to the operation overview. Then, click on


.
This will display the following operation graphic.

Click on to go back to the operation overview. Then, find the following


system menu item:
Extras ► Scheduling ► Schedule
This should produce the following screen.

Enter Scheduling type 1 and Lot size 10. Click on . In the following 1
10
screen, find or enter overview variant 000000000001 (Operation 000000000001
segments). Confirm your entry with .

In order to view the schedule in a Gantt chart, click on . Find the


following system menu item:
Time unit ► Minute

Also, display the legend by clicking on .

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EXERCISE

Click on and on Yes to quit the Gantt chart. Then, click on to return Yes

to the SAP Easy Access Menu.

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EXERCISE

PP 5: Display Routing/BOM in Engineering Workbench

Exercise Use the Engineering Workbench to display a routing and a BOM. Time 10 min

Task Review the BOM and routing simultaneously.


Name (Position) Jun Lee (Production Supervisor)

The Engineering Workbench (EWB) provides an environment where you Engineering Workbench
(EWB)
have the ability to create, change, and delete BOM and routings. More
importantly, it gives us the ability to create work lists and work on specific
parts of a BOM or routing without locking the entire object.

To review BOMs and routings simultaneously, follow the menu path: Menu path

Logistics ► Production ► Master Data ► Engineering Workbench

In the following window, use the F4 help to find and select Current FK

Working Area FK (Test Work Area). Then, click on .

In the EWB: Selection Criteria for BOM Headers screen, enter (or find) DXTR1###
DL00
Material DXTR1### (replace ### with your number) and Plant DL00.
Then, click on .

In the EWB: BOM Headers Overview screen, if the icon is not grayed
out, click on it to activate the browser. If the system requests a Change
PP01
number in a separate screen, leave it blank and click on . If the system
requests an Application, enter PP01 and click on .

In order to see the icons and , use the mouse to widen the browser
window (as shown below).

Click on (left) to select the line DXTR1###, DL00, Deluxe Touring


Bike (black). Then, click on to expand the tree completely. This might
take a few seconds and will result in the following screen.

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EXERCISE

The subtree marked with comprises the entire BOM for your Deluxe
Touring Bike, the subtree marked with lists all routing operations.

Double-click on operation 0020 (Attach seat to frame) to call up specific 0020

information. Here, you could change the routing details for this operation if
necessary.

Click on and on Yes to return to the SAP Easy Access Menu. Yes

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EXERCISE

PP 6: Display Work Center

Exercise Use the SAP Easy Access Menu to display a work center. Time 15 min

Task Review a work center in GBI’s plant in Dallas.


Name (Position) Jun Lee (Production Supervisor)

A work center is a location where operations are carried out for a Work center

production order. Capacities (setup, machine, and labor) are assigned to


work centers so that they can be allocated and consumed within an order in
a controlled and predictable manner. The work center capacity is created in
and assigned to a single work center.

To review a work center and the capacity assigned to it, follow the menu Menu path

path:
Logistics ► Production ► Master Data ► Work Centers ► Work
Center ► Display

Enter Plant DL00. In the Work center field, use the F4 help and Enter to DL00
F4
display all work centers in Dallas. In the search results, double-click on the
ASSY1000
DL Assembly work center to select it which should copy its number
(ASSY1000). Click on .

On the Basic Data tab, find out who is the person responsible.

On the Default Values tab, click in the Control key field (ASSY) and select ASSY
F4
F4. On the following screen, single-click on the ASSY. Then, select
which indicates what data is required when ASSY is used.

Select . Click on the Scheduling tab.

On the Scheduling tab, click in the Processing formula field and select
(Display formula). After acknowledging the formula, press to
continue.
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EXERCISE

After selecting (Test formula), enter Operation Quantity 100 EA, 100 EA
1
Base Quantity 1, No. of Splits 2, Setup 7 MIN, and Labor 7 MIN. Then, 2
7 MIN
select (Calculate). The following screen will appear. 7 MIN

Click on to continue. Did the Processing formula work correctly?

(((7 * 100) / 1) / 2) = 350

Select to go back.

Click on to return to the SAP Easy Access Menu.

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LECTURER NOTES

Production Planning and


Execution (PP)
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 testing
and trouble-shooting.

Product MOTIVATION
SAP ERP Theoretical lectures explain The main goal of this document is to
G.B.I. concepts, principles, and theories help instructors prepare the SAP
Release 6.07 through reading and discussion. system for the Production Planning
They, therefore, enable students to and Execution case study process
Level acquire knowledge and gain and to support them trouble-shoot
theoretical insights. problems that might occur during the
Instructor
In contrast, case studies allow course.
them to develop their abilities to
Focus analyze enterprise problems, learn Beside technical and didactic
Production Planning and and develop possible solutions, prerequisites, the lecturer notes list
Execution and make sound decisions. SAP transactions for testing and
correcting student results in the SAP
Author The main objective of the GBI case system. In addition, this document
Stefan Weidner studies in general is for students to describes common problems and
Michael Boldau understand the concept of explains their reason and solution.
integration. These descriptive and
explanatory case studies will allow
Version students to understand the
2.40 importance and the advantages of
integrating enterprise areas using
Last Update an ERP system.
April 2015

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LECTURER NOTES

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 the
SAP University Alliances Community (UAC) portal or the UCC web sites.

Technical Prerequisites

The Production Planning and Execution case study is based on a standard


SAP ERP client 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 (transaction Month-end closing in MM


MMPV
MMPV) which is documented on the UCC web sites.

Note With the current version of the GBI client a year-end closing is not Year-end closing
necessary, because it has already been automated or because it is not
needed for the process described in the curriculum material.

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 ### in
the case study and helps differentiate customer accounts, products etc.

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

Transaction ZUSR was developed in the GBI client in order to mass ZUSR
maintain SAP user accounts. For a detailed description of this and SAP
standard transactions for user management (SU01 and SU10) please refer SU01
SU10
to the lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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 ERP
system. The role allows access to all transactions necessary for GBI
exercises and case studies. If you need access to system-critical
transactions, 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
lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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LECTURER NOTES

It is useful for the instructor to have a user account available for testing that
has the same authorizations as the student accounts. You may use the Instructor account
predefined instructor account GBI-000 for this purpose. GBI-000

Didactic Prerequisites

In order to successfully process this case study, students should be familiar


Navigation
with the navigation in SAP systems, especially the SAP Easy Access
menu, the SAP transaction concept as well as possible documentation and
help options. We highly recommend using the navigation slides and the
navigation course (see  UAC  current GBI curriculum  chapter 2 –
Navigation).

In addition, it has been proven beneficial that students have a thorough


Company background
understanding of the historic background and the enterprise structure of
the Global Bike concern before they start working on the SAP system. For
this 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  current
GBI curriculum  chapter 3 – Introduction to Global Bike).

Because the case study is not based on the exercises, it is not necessary to
have processed the PP exercises before you start with the case study.
However, it is recommended.

In order to function properly this case study needs a GBI client version 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 the
transaction ZGBIVERSION within your SAP ERP system or contact your
UCC team.

GBI Mobile App

With GBI 2.40 the App GBI DataViewer was released for all compatible
Android and iOS devices. It can be downloaded through Google Play Store
and Apple Store. The purpose of this app is to show the possibility of
platform-independent support of business processes. Therefore, some task
of the case study can optionally substituted by using the GBI DataViewer
App.
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 03
GBI of the GBI 2.40 release.
Please keep in mind that this app is an additional functionality designed by
the UCC Magdeburg and you might encounter a bug. Therefore we kindly
ask you to send any feedback or detailed error descriptions to the following
address: gbi@ucc.ovgu.de

Global Feedback

Do you have any suggestions or feedback about GBI? Please send it to our
new email-address gbi@ucc.ovgu.de which is used to gather feedback

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LECTURER NOTES

globally. All emails will be evaluated by the persons responsible for the
curriculum bi-weekly. This way your feedback might influence future
releases directly.
Please note that any support requests send to this email-address will be
ignored. Please keep using the common support channels for your support
requests.

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LECTURER NOTES

Student Assessment

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

Master Data

MM02 Change Material


MM03 Display Material
CA02 Change Routing
CA03 Display Routing

Transactional Data

MC82 Change Plan


MC83 Display Plan
MD63 Display Planned Independent Requirements
MD04 Stock/Requirements List
MC01 Logistics Information Library

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LECTURER NOTES

Result Verification

Note SAP provides several reports for the production process. Two transactions are suitable for
verification of case study results. These two transactions can be used as a starting point for error
tracking.

Stock Level Each student should produce a certain amount of red bikes
(DXTR3###) during the case study.
You can verify all stock changes for a range of materials as described
below.

Open transaction MC01 which will produce the Logistics Information MC01
Library screen.

Navigate through the following path:


Info Sets ►Logistics info sets ► Warehouse ►Stock analysis (material
view) ► Stock level over time (material view) ► Total stock level over
time (material view) ► Total stock quantity in base unit from material
analysis

On following screen enter plant DL00, Material DXTR3000 to DL00


DXTR3000
DXTR3999 and click on (Execute). This will produce the Material DXTR3999
Analysis Report:

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LECTURER NOTES

Note Your Stock level may have different values depending on your
historical consumption values.

Materials listed in this report indicate that the goods from the production
order (see case study p36) were received into inventory.

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LECTURER NOTES

Problem: Error Message during Transfer to Demand Management

Symptom You receive an error message while transferring planning data to Demand
Management.
Reason The master data view MRP 3 of DXTR1### and DXTR2### was not maintained.
Solution Please maintain the necessary data as described below.

Error Message

During transfer of the SOP to Demand Management (case study page 14f.) MC75
you receive the following error message:

The detailed error log available from the menu Goto  Error log should
look similar to the screen depicted below:

Solution

Maintain the values for material master view MRP3 of DXTR1### and
DXTR2### described on case study page 3f.

Rerun the SOP transfer from case study page 16f.

Note During the case study only DXTR3### is produced and is not directly
affected by the error described above. If you choose to ignore the error and
proceed with the case study some screens that show the whole product
group will differ from the case study.

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LECTURER NOTES

Problem: SOP screen does not show all 12 period columns

Symptom Less than 12 periods are available in the SOP planning screen.
Reason The relative size of your SAP window is too small.
Solution Use the steps below to enter the values

Error Message

While creating the SOP less than 12 periods are displayed. Therefore, you
can’t enter Target days’ supply for all necessary periods.

Solution

Use the icon to navigate through the planning periods.

Alternatively, increase the size of the SAP window and click on .


Choose not to save planning values and then click on

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Solution: PP Challenge

Learning Objective Understand and perform a manufacturing process cycle.

Change Material Master Record

Change your material with transaction MM02. When your material MM02
ORMN1###
number (ORMN1###) is entered in the Material field, click on or press
Enter. On the following screen, please select MRP 3. MRP 3

Then, press Enter or click on . The following screen will appear.

Find and select the GBI manufacturing facility in Dallas (DL00). Then DL00
enter its Finished Goods Stor. Location (FG00). Press Enter or click on . FG00

In the MRP 3 view, enter Strategy group 40 (Planning with final 40


1
assembly), Consumption mode 1 (Backward consumption only) and Bwd 30
consumption per. 30.

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LECTURER NOTES

Click on to save your entries for the Men’s Off Road Bike. Repeat the
ORWN1###
same procedure for the Women’s Off Road Bike. (ORWM1###).

Create Sales and Operation Plan (SOP)

In the transaction MC82 create a sales and operation plan for the product MC82
group Off Road Bicycles. (PG-ORBK###)

Make sure that Product group PG-ORBK### and Plant DL00 are entered. PG-ORBK###
DL00
Then select .

In the Change Rough-Cut Plan screen, enter manually the values for the
sales, starting in two months from today’s date.
Period Sales (amount)
current month + 2 150
current month + 3 175
current month + 4 200
current month + 5 85
current month + 6 90
current month + 7 115
As Target day’s supply enter 5 for each forecasted period (a total of 6 5
months).

In the system menu, select:


Edit ► Create product 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.

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LECTURER NOTES

Now select in the system menu:


Edit ► Create product 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

Save by clicking on .

Transfer SOP to Demand Management

Start transaction MC75. Follow the instructions as described in the case MC75
PG-ORBK###
study, just change the product group to PG-ORBK###.

Run MPS with MRP

In the transaction MD41 start the Master Production Scheduling with your MD41
ORMN1###
material ORMN1###. Further follow the steps as described in the case
study.

Convert Planned Order into Production Order

In the transaction MD04 proceed as described in the case study, just MD04
ORMN1###
change your material to ORMN1###.

Receive Goods in Inventory

In transaction MB1C you post the goods received of your required raw MB1C
materials in stock.

Enter today as Document and Posting Date, Movement Type 561 (Receipt today
561
per initial entry of stock balances into unr. –use). Plant DL00, and leave DL00
Storage Location blank. Then, press Enter or click on

In the Enter Other Goods Receipts: New Item screen, you can’t use the
same materials as in the case study, because you now plan for material
ORMN1###.

To find out the required materials for ORMN1### you need to take a look
CS03
at the BOM via transaction CS03. Transfer the required materials to the
Enter Goods Receipts: New item screen. For the Off Road Aluminum
SF00
Wheel Assembly (ORWA1###) enter SF00 (Semi-Fin. Goods) and for all RM00
the other materials RM00 (Raw-Materials) as Storage Location. Enter 500
500
as Quantity for each material.

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LECTURER NOTES

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.

Issue Goods to Production Order

In transaction MB1A advance as described in the case study. MB1A

Confirm Production Completion

In the transaction CO15 confirm the completion of your production, CO15


therefore advance as described in the case study.

Receive Goods from Production Order

In the transaction MB31 advance as described in the case study as well. MB31

Settle Costs of Production Order

In the transaction KO88 you can settle the costs of the production order as KO88
described in the case study.

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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.

Product MOTIVATION PREREQUISITES


SAP ERP The data entry requirements in the Before you use this case study, you
G.B.I. production planning exercises (PP should be familiar with navigation in
Release 6.07 1 through PP 6) were minimized the SAP system.
because much of the data already
Level existed in the SAP system. This In order to successfully work through
stored data, known as master data, this case study, it is not necessary to
Undergraduate
simplifies the processing of have finished the PP exercises (PP 1
Graduate
business transactions. Examples through PP 6). However, it is
Beginner
for this were material master data, recommended.
bills of materials, and routings.
Focus
NOTES
Production Planning and In this case study, we will create
This case study uses the Global Bike
Execution consumption values for a finished
Inc. (G.B.I.) data set, which has
product to plan and process a
exclusively been created for SAP UA
Authors complete manufacturing cycle.
global curricula.
Bret Wagner
Stefan Weidner

Version
2.40

Last Update
April 2015

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© SAP SE
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)
Hiro Abe (Plant Manager Dallas)
Lars Iseler (Production Order Worker)
Susanne Castro (Receiving Clerk)
Sanjay Datar (Warehouse Employee)
Michael Brauer (Shop Floor Worker 4)
Jamie Shamblin (Cost Accountant)

Before you can start forecasting demand for your touring bike product Process description
group changes in the material master record of the bikes need to be
maintained.
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.

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Step 1: Change Material Master Record

Task Prepare a material master record for Demand Planning. Time 20 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 and Forecast view.
Name (Position) Jun Lee (Production Supervisor)

To change a material’s 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 F4
are on the Material by Material Type tab. Select Material Type Finished Finished Product
*###
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.

When your material number (DXTR3###) is entered in the Material field, DXTR3###
click on or press Enter.

On the following screen, select MRP 3 and Forecast. MRP 3, Forecast

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CASE STUDY

Then, press Enter or click on . The following screen will appear.

Find and select the GBI manufacturing facility in Dallas (DL00). Then, DL00
FG00
enter its Finished Goods Stor. Location (FG00). Press Enter or click on .

In the MRP 3 view, enter Strategy group 40 (Planning with final assembly), 40
1
Consumption mode 1 (Backward consumption only) and Bwd.consumption 30
per. 30.

Click on to continue to the forecasting tab. Then, press Enter to


acknowledge the warning message to check the consumption periods.

On the Forecasting tab, select Initialization pds 12, uncheck Reset 12


Reset automatically
automatically, check Param.optimization, select Optimization level F Param.optimization
(Fine), Alpha factor 0.20, Beta factor 0.10, Gamma factor 0.30, and Delta F
0.20 0.10
factor 0.30. 0.30 0.30
Compare your entries with the screen capture shown below.

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CASE STUDY

Historic consumption values already have been entered into the GBI
system. You can view them on the Forecasting tab, select
. If you do not see the Total consumption column,
press on . Within the table you will see the Total
Consumption for the periods 04.2010 to 03.2014. These values form the
base for later forecasts within this case study.
Please note that within a productive system these values would have been
updated based on the goods moved out of storage.
Click on to return to the overview.

Click on to save your entries for the red bike.

Repeat the same procedure for the silver and the black deluxe touring bike
DXTR2###
material master. Start with the silver bike (DXTR2###), then modify the DXTR1###
black bike (DXTR1###).

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

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Step 2: 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 Component allocation
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: Menu path

Logistics ► Production ► Master Data ► Routings ► Routings ►


Standard Routings ► Change

Enter the material number for your red Deluxe Touring bike (DXTR3###).
In the Plant field, enter GBI’s Dallas plant number (DL00). Please ensure DXTR3###
DL00
that the Group field is empty. Then, press Enter or click on .

Choose and select the following two materials.

Once you have selected the red touring frame (TRFR3###) and the touring TRFR3###
TRSK1###
seat kit (TRSK1###), choose .

In the following screen, in the Oper./Act. field enter operation 0020 and 0020
press Enter. Back on the Material Component Overview screen, you see
that now both components have been assigned to operation 0020.

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CASE STUDY

Repeat the same process for the other components and assign them to
operations as shown below.

Component Operation
TRHB1###
TRHB1### (touring handle bar) 0030
TRWA1###
TRWA1### (touring aluminum wheel assembly) 0040
DGAM1###
DGAM1### (derailleur gear assembly) 0040
CHAN1###
CHAN1### (chain) 0050
BRKT1### (brake kit) 0060 BRKT1###

PEDL1###
PEDL1### (pedal assembly) 0070
WDOC1###
WDOC1### (warranty document) 0100
PCKG1###
PCKG1### (packaging) 0100

Click on and save your entries with .

Click on the exit icon to go back to the SAP Easy Access Menu.

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Step 3: 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, Product group
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: 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. In order to do so, press
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).

Double-click on the line for deluxe touring bicycles to select the group.

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Now that the correct product group (PG-DXTR###) is filled in, make sure PG-DXTR###
DL00
that Plant DL00 is entered. Then, press Enter to display the product group
details.

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 to return to the SAP Easy Access screen.

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Step 4: 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 Sales and operations plan
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 values taken from a fixed period. This is
in contrast to forecasting within a real life system which would base the
prediction on previous periods and their respective consumption.

To create an SOP, follow the menu path: Menu path

Logistics ► Production ► SOP ► Planning ► For Product Group ►


Change

Make sure that Product group PG-DXTR### and Plant DL00 are entered. PG-DXTR###
DL00
Then, select . Record the version number: A00

In the system menu, select:


Edit ► Create sales plan ► Forecast…

Select Period intervals, Forecast from current period/current year to Period intervals
current period/current year
previous period/next year, Historic Data from 04/2010 to 03/2014, previous period/next year
Forecast execution Aut. model selection. Compare your screen with the 04/20140
03/2014
one below before clicking on . Aut. model selection

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If needed, click on and continue through warning messages.

The system selected Trend and season. Click on .

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 your Sales
and Operations Plan.

As Target day’s supply enter 5 for each forecasted period (a total of 12 5


months).

In a production plan, you plan the quantities you need to produce in order
to meet your sales plan. The system then calculates stock levels and days’
supply for each period on the basis of the sales and production quantities
and any target data. There are several different planning strategies
available, which differ in the production values and the stock level
changes.
As the SOP is a high level planning, discrete production values are not
necessary. The SAP system calculates discrete numbers once the SOP is
transferred to the Demand Management.

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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 to review a graphic representation of your planning


table.

Note Although the screen displays integer production values, the SAP
system calculates with decimal accuracy. You can display the decimal
places by highlighting a row and pressing F8 and enter the amount of
decimal places required. Then (re)create the production plan.

You may click on to display a legend for this graphic.

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Click on to go back and save with .

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

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Step 5: 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 Demand Management
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: Menu path

Logistics ► Production ► SOP ► Disaggregation ► Transfer PG to


Demand Management

Enter Product group PG-DXTR###, Plant DL00, and the version saved in PG-DXTR###
DL00
the previous task (A00). A00

Select Prod.plan for mat. or PG members as proportion of PG and Prod.plan for mat. or PG
members as prop. of PG
Active. Then, deselect the Invisible Transfer indicator to present the Active
disaggregation results on another screen allowing the planner to modify the Invisible Transfer
results before saving them manually to Demand Management.

Select and examine the Planned Independent Requirements DXTR1###


generated for DXTR1###.

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Then, click on to save.

Examine the Planned Independent Requirements generated for DXTR2### DXTR2###


and save them with .

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 to return to the SAP Easy Access screen.

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Step 6: 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###, Product group
PG-DXTR###
Plant DL00, and select (Enter). 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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Select (Next item) to move to the next material.

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

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Step 7: 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 ►


Single-Item, Multi-Level

Enter your material DXTR3###, Plant DL00, Processing key NETCH, select DXTR3###, DL00
NETCH 2
2 (Purchase requisition in opening period), 3 (Schedule lines), 1 (MRP list), 1 3 1
(Adapt planning data (normal mode)), and 1 (Determination of Basic Dates 1 1
Display material list
for Planned). Then, select Display material list.

Select (Enter). A warning message will appear asking you to check input
parameters. Press Enter to confirm and bypass the warning message.

To start the planning run, click on (Continue) and review the planning
details from the List Display.

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

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Step 8: Review Stock/Requirements List

Task Review the Stock/Requirements List. Time 10 min


Short Description Review the Stock/Requirements List for your deluxe touring bike.
Name (Position) Lars Iseler (Production Order Worker)

The Stock/Requirements List is a dynamic list which dynamically changes Stock/Requirements List
whenever a transaction occurs using the given material. Display and review
the Stock/Requirements List for all materials of the red deluxe touring bike
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: Menu path

Logistics ► Production ► Production Planning ► MPS ►


Evaluations ► Stock/Reqmts List

On the Individual access tab, enter Material DXTR3### and Plant DL00 DXTR3###
DL00
and click on (Enter).

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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 (Element
Details).

Select (Pegged Requirements).

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 twice to return to the SAP Easy Access screen.

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Step 9: 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/Requirements List

Enter Material DXTR3###, Plant DL00, and click on (Enter). Then, DXTR3###
DL00
double-click on the second planned order.

In the Additional Data screen, click on (Convert planned order to


production order).

Note At this point, please note down the total quantity in your production Total quantity
order. You will need it later when confirming your order.

Determine the status of your order by clicking on . What does this mean?

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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 to go back to the header screen and save your production order
with .

Note When you save the production order the system will automatically Production order number
calculate the planned costs for the production order and the production
order is given a number.

Make sure you record your production order number.

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 to return to the SAP Easy Access screen.

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Step 10: 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 Goods receipt
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 500 pieces each in the storage location.

To receive goods in the inventory, follow the menu path: 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 today
561
per initial entry of stock balances into unr.-use), Plant DL00, and leave DL00
Storage Location blank. Then, press Enter or click on .

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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Material Quantity SLoc


TRWA1### (Touring Aluminum Wheel Assembly) 500 SF00 TRWA1###
TRFR3###
TRFR3### (Touring Frame-Red) 500 RM00 DGAM1###
TRSK1###
DGAM1### (Derailleur Gear Assembly) 500 RM00 TRHB1###
PEDL1###
TRSK1### (Touring Seat Kit) 500 RM00 CHAN1###
BRKT1###
TRHB1### (Touring Handle Bar) 500 RM00 WDOC1###
PCKG1###
PEDL1### (Pedal Assembly) 500 RM00
CHAN1### (Chain) 500 RM00
BRKT1### (Brake Kit) 500 RM00
WDOC1### (Warranty Document) 500 RM00
PCKG1### (Packaging) 500 RM00
Before pressing Enter compare your screen with the screenshot shown
below. Remember that your material numbers are different.

If there are not enough rows for all materials, click on (New Items).

Save your goods receipt with and record the material document number. Material document number
Then, click on the exit icon to return to the SAP Easy Access screen.

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Step 11: Issue Goods to Production Order

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 Goods issue
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: Menu path

Logistics ► Production ► Shop Floor Control ► Goods Movements


► Goods Issue
This should produce the following screen.

Enter today as Document Date and Posting Date, Movement Type 261 today
today
(Consumption for order from warehouse), Plant DL00, and leave Storage 261
Location blank. Then, click on the button. DL00

Enter your production order number from two tasks back. Production order number

If you have not written down your production order number you can find it
F4
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 DXTR3###

field and click on . Double-click on the result row to adopt your


production order number into the initial screen.

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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
what Storage Location the materials should be withdrawn from. For the
SF00
wheel assembly (TRWA1###), enter SF00 (Semi-finished goods) and for RM00
all other materials RM00 (Raw materials) in the SLoc fields. Before
pressing Enter compare your screen with the one shown below.

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.

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Click on (Post) and record the material document number. Material document number

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

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Step 12: 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
F4
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 DXTR3###

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 . 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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In order to do so, click on to go back to the header screen and then in the
system menu select:
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 to go back to the SAP Easy Access menu.

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Step 13: 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, Production completion
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: Menu path

Logistics ► Production ► Shop Floor Control ► Confirmation ►


Enter ► For Order

Enter your production order number and click on . Production order number

Select Final Confirm. and Clear Reservation. In the Yield to conf. field, Final Confirm.
Clear Reservation
enter the amount of bikes you were supposed to produce for this order. Amount
Remember that your amount might be different from the screen below.

Then, change the Execution start to 1 hour earlier than the default time. 1 hour earlier

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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.

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Step 14: 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 Goods receipt
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: 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 101
Production order number
production order number, Plant DL00, Stor. Location FG00 (Finished DL00
Goods), and select . FG00

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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 Material document number
document the actual value of the material produced was entered into the
production order.

Record the material document number.

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

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Step 15: 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 to return to the SAP Easy Access screen.

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Step 16: 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 . NA00

Enter your production order number, the current month as Settlement Production order number
current month
period (e.g. 007 for July), the current month as Posting period, and the current month
current year as Fiscal year. Make sure that Test Run is selected. current year
Test Run

Then, click on (Execute).

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Click on (Detail lists). In the system menu, choose: Actual/Plan/Variance


Environments ► Report
Then, double-click on Actual/Plan/Variance to select the report.

Click on to go back. Then, select and click on twice. Yes

Deselect Test Run and execute again with . Click on (Detail lists) Test Run
Actual/Plan/Variance
and select (Report). Choose report Actual/Plan/Variance.

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Note The manufacturing output settlement ist higher than the consumption
expenses for raw materials and semi-finished goods? Review and explain
the expenses and the settlements of your production order in detail. How is
the balance derived?

Click on , choose and click on again to return to the Yes


SAP Easy Access screen.

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PP Challenge

Learning Objective Understand and perform an integrated manufacturing process. Time 60 Min
Motivation After you have successfully worked through the Production Planning and Execution
case study you should be able to solve the following challenge on your own.
Scenario In this challenge you should create sales and operations plan (SOP) for the product
group (product family) Mountainbikes. Take into consideration that the materials of the product
group have to be assigned to the strategy group. Therefore, enter manually the following sales
figures:
Period Sales (volume)
Current month + 2 150
Current month + 3 175
Current month + 4 200
Current month + 5 85
Current month + 6 90
Current month + 7 115
In addition, you must post the correct goods for Material ORMN1### in the storage location in
order to be able to produce and settle costs afterwards.
Task Information Since this task is based on the Production Planning and Execution case study
you can use it as guidance. However, it is recommended that you solve it without any help in
order to test your acquired knowledge.

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DATA SHEET

Production Planning and Execution (PP) Case Study

Master Data
Material (Deluxe Touring Bike (black)) DXTR1###
Material (Deluxe Touring Bike (silver)) DXTR2###
Material (Deluxe Touring Bike (red)) DXTR3###

Organizational Units
Company Code (Global Bike Inc.) US00
Plant (Dallas) DL00
Storage Location (Finished Goods) FG00
Storage Location (Semi-finished Goods) SF00
Storage Location (Raw Materials) RM00

Employees involved
Jun Lee Production Supervisor
Hiro Abe Plant Manager Dallas
Lars Iseler Production Order Worker
Susanne Castro Receiving Clerk
Sanjay Datar Warehouse Employee
Michael Brauer Shop Floor Worker 4
Jamie Shamblin Cost Accountant

Transactions
Change Material MM02
Create Routing CA01
Change Routing CA02
Display Product Group MC85
Change Product Group MC86
Change Plan MC82
Transfer Planning Data to Demand Management MC75
Display Planned Independent Requirements MD63
Master Production Scheduling Planning Run MD41
Stock/Requirements List MD04
Enter Other Goods Receipts MB1C
Enter Goods Issue MB1A
Production Order Display CO03
Enter Production Order Confirmation CO15
Goods Receipt for Order MB31
Actual Settlement KO88

Document Numbers
Production order number _______________________
Material document number _______________________
Material document number _______________________
Material document number _______________________

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Version 2.40, June 2015
Authors Bret Wagner
Financial Accounting (FI)
Stefan Weidner

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
Cross-functional integration
Financial Accounting

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Material Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
 Enterprise Asset Management
 Customer Service
Page 7-2

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SAP ERP Unit Overview

 FI Organizational Structure
 FI Master Data
 FI Processes
 FI Reporting
 Audit Trails

Page 7-3

SAP ERP Goal of Financial Accounting (FI)

 Financial Accounting is designed to collect the transactional data


that provides a foundation for preparing the standard portfolio of
reports.
 In general, these reports are primarily, but not exclusively, directed
at external parties.
 Standard reports include:
- Balance Sheet
- Income Statement
- Statement of Cash Flows

Page 7-4

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GBI - Introductory Course 3/13/2016

SAP ERP Target Audience

 Internal  External
- Executives - Legal Authorities
- Senior Management - Banks
- Administrative Staff - Auditors
- Employees - Shareholders
- Insurance
- Taxing Authorities
- Media
- Financial Analysts

Page 7-5

SAP ERP FI Organizational Structure

 Represents the legal and/or organizational views of an enterprise


 Forms a framework that supports the activities of a business in the
manner desired by management
 Permits the accurate and organized collection of business
information
 Supports the development and presentation of relevant information
in order to enable and support business decisions

Page 7-6

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SAP ERP FI Organizational Structure

 Client
- An independent environment in the system

 Company Code
- Represents an independent legal accounting unit
- Balanced set of books, as required by law, are prepared at this level.
- A client may have more than one company code
• United States
• Germany
• United Kingdom
• Australia
• …
Liabilities &
Assets
Owners Equity

Page 7-7

SAP ERP FI Organizational Structure

 Chart of Accounts
- A classification scheme consisting of a group of general ledger (G/L) accounts
- Provides a framework for the recording of values to ensure an orderly
rendering of accounting data
- The G/L accounts it contains are used by one or more company codes.

 Credit Control Area


- An organizational entity which grants and monitors a credit limit for customers.
- It can include one or more company codes

 Business Area
- An organizational unit that represents a separate area of operations or
responsibilities within an organization and to which value changes recorded in
Financial Accounting can be allocated
- Financial statements can be created for business areas, and these statements
can be used for various internal reporting purposes.

Page 7-8

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SAP ERP GBI Structure for Financial Accounting

Global Bike Client

Company
Global Bike Inc. Global Bike Germany GmbH Code

Global Bike Chart of


Chart of Accounts Accounts

Bikes Business Area

Global Credit Control Credit Control


Area

Page 7-9

SAP ERP GBI Enterprise Structure in SAP ERP (Accounting)

Business Area – Bikes BI00

Company
CC US00 CC DE00 Code

Chart of Accounts (global) GL00


Credit Control Area (global) GL00
Controlling Area
CA North Am. NA00 CA Europe EU00 CA Asia AS00 (see Controlling unit)

Operating Concern
Operating Concern (global) GL00 (see Controlling unit)

Client GBI

Page 7-10

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SAP ERP FI Master Data

 General Ledger (G/L) Accounts


- The unique combination of Company Code and Chart of Account
creates a data storage area called a General Ledger.
- The General Ledger contains a listing of the transactions effecting
each account in the Chart of Accounts and the respective account
balance.
- It is utilized in the preparation of financial accounting statements.

Page 7-11

SAP ERP FI Master Data

 Customer and Vendor Master Data


- Customer and vendor account balances are maintained in FI through fully
integrated accounts receivable and accounts payable sub-modules.
- Financial postings for customers and vendors are made directly to their
respective individual accounts and accompanied by a concurrent automatic
posting to the General Ledger.

Page 7-12

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SAP ERP Customer Accounts

 Accounts Receivable Sub-Module (FI-AR)


- Information with respect to customers who purchase the enterprise’s goods and
services such as sales and payments made
- Substantive and important integration between Sales and Distribution (SD) and
Financial Accounting (FI)
- Billings in SD generate FI journal entries for sales activity

Customer 189 Customer 142


Accounts Receivable
100 300 (General Ledger)

950
Customer 135 Customer 123
400 150

Page 7-13

SAP ERP Vendor Accounts

 Accounts Payable Sub-Module (FI-AP)


- Information with respect to Vendors from whom the enterprise purchases goods
and services such as purchases and payments made
- Substantive and important integration between Materials Management (MM)
and Financial Accounting (FI)
- Purchase and goods receipt activities in MM generate FI journal entries

Vendor 100234 Vendor 100435


Accounts Payable
200 250 (General Ledger)

850
Vendor 100621 Vendor 100846
100 300

Page 7-14

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SAP ERP FI Processes

 Posting a G/L Entry

Page 7-15

SAP ERP FI Reporting

 G/L Account Summary

Page 7-16

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SAP ERP FI Reporting

 Balance Sheet
- Presentation of an organization’s Assets, Liabilities, and Equity at a
point in time
- Assets: What the company owns
- Liabilities: What the company owes
- Equity: The difference between Assets and Liabilities
- Assets = Liabilities + Equity

Page 7-17

SAP ERP FI Reporting

 Balance Sheet Example

Assets Liabilities
Cash 1,000 Accounts Payable 1750
Accounts Receivable 3,000 Taxes Payable 500
Equipment 500 Total Liabilities 2,250
Total Assets 4,500
Equity
Common Stock 2,000
Retained Earnings 250
Total Equity 2,250

Total Liabilities
and Equity 4,500

Page 7-18

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SAP ERP FI Reporting

 Income Statement
- Presentation of an organization’s revenues and expenses for a given
period of time (e.g. monthly, quarterly, or yearly)
- Revenues, in a simple sense, are inflows of cash as a result of selling
activities or the disposal of company assets.
- Expenses, in a simple sense, are outflows of cash or the creation of
liabilities to support company operations.
- Revenues - Expenses = Net Income

Page 7-19

SAP ERP FI Reporting

 Income Statement Example

Revenue
Sales 11,000
Deductions 750
Total Revenue 10,250

Operating Expenses
Cost of Goods Sold 4,500
Operating Expenses 3,750
Total Expenses 8,250

Net Income Before Taxes 2,000


Taxes 750
Net Income 1,250

Page 7-20

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SAP ERP FI Reporting

 Statement of Cash Flows


- Considers the associated changes, both inflows and outflows, that
have occurred in cash – arguably the most important of all assets –
over a given period of time (e.g. monthly, quarterly, or annually)

Page 7-21

SAP ERP Accountants and Audit Trails

 Audit trails allow an auditor to begin with an account balance on a financial


statement and trace through the accounting records to the transactions that
support the account balance.
 Audit trails enable an auditor to trace individual transactions to the effected
account balance(s) on a financial statement.

Page 7-22

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SAP ERP SAP Document Principle

 Each business transaction impacting FI writes data to the SAP database


creating a uniquely numbered electronic document.
 The document number can be used to recall the transaction at a later date.
 It contains, for example, such critical and necessary information as:
- Responsible person
- Date and time of the transaction
- Commercial content

 Once written to the SAP database, a financial document (one impacting the
financial position of the company) can not be deleted from the database.
 It can be changed to some degree.
 The SAP document principle provides a solid and important framework for
a strong internal control system – a requirement of law for companies that
operate in the United States and in most other countries in the world.

Page 7-23

SAP ERP SAP Document Principle

Page 7-24

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GBI - Introductory Course 3/13/2016

SAP ERP SAP FI Module

 Fully integrated with other SAP modules including, but not limited to:
- Sales and Distribution (SD)
- Materials Management (MM)
- Production Planning and Execution (PP)
- Managerial Accounting (CO)

Page 7-25

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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 Chart of accounts

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 Other possible charts of
accounts
information to support international business accounting purposes
including:
 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 Menu path

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 GL00
1
GBI chart of accounts (GL00) and enter 1 for Charts of accts not assigned.

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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.

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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 (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?

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EXERCISE

Click on the exit icon twice to return to the SAP Easy Access Screen.

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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 General Ledger 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*
Alternate* for G/L long text and write GL00 in the Chart of Accounts GL00
field.

Then, press Enter or click on . On the result screen, double-click on the


101000
Alternate Bank Account row to select G/L account 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 US00
display the G/L account data.

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: Review Reconciliation Account

Exercise Review how Reconciliation Accounts work Time 10 min

Task Use the SAP Easy Access Menu to display a posting done to an Account Receivables
account. After viewing the posting in this subsidiary ledger review the corresponding posting in
the General Ledger.
Name (Position) Shuyuan Chen (Chief Accountant)

When you post items to a subsidiary ledger, the SAP system automatically
posts the same data to the general ledger at the same time. Each subsidiary
ledger has one or more reconciliation accounts in the general ledger. These
reconciliation accounts ensure that the balance of G/L accounts is always
zero. This means that you can draw up financial statements at any time
without having to transfer totals from the subledgers to the general ledger.

To do this, follow the menu path: Menu path

Accounting ► Financial Accounting ► Accounts Receivable ►


Account ► Display Balances

Enter 5997 in the Customer field, Company Code US00 and 2014 as fiscal 5997, US00, 2014

year. Compare with the screenshot shown below and click (Execute).

In the next screen double click on the tile for period 6 to view the entries of
that period.

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EXERCISE

In the Customer Line Item Display screen you can see 2 entries for June
16th 2014. The first line with the type RV depicts the posting to the
customer account, which originates from the invoice creation.
The second line with the type DZ depicts the posting created once the
customer payment was received.
Note the different suffixes in the amount (Amt in loc. Cur.) column.
Nothing, which equals + here, for the debit posting and – for the credit
posting.

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

Review the posting to the G/L account now. To do so open:


Accounting ► Financial Accounting ► General ledger ► Account ►
Display Balances (New)

Although the screen looks very similar to the entry screen of the previous
transaction notice the different entry field Account Number.

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EXERCISE

Enter Account Number 110000, Company Code US00 and Fiscal Year
2014. Compare with the screenshot shown below and click (Execute).

In the next screen double click on the tile for period 6 to view the entries of
that period.

The picture above shows six different postings, two of customer 5997
which you already seen before. Highlight the row of document 90000001
and click on the Display Document .

To review the accounts to which this posting was made, click on now.
This will open the following screen:

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EXERCISE

Here you can see the original posting done to the customer account 5997 in
the subledger. It is the same entry you reviewed in the beginning of this
task.

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

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LECTURER NOTES

Financial Accounting (FI)


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 testing
and trouble-shooting.

Product MOTIVATION
SAP ERP Theoretical lectures explain The main goal of this document is to
G.B.I. concepts, principles, and theories help instructors prepare the SAP
Release 6.07 through reading and discussion. system for the Financial case study
They, therefore, enable students to process and to support them trouble-
Level acquire knowledge and gain shoot problems that might occur
theoretical insights. during the course.
Instructor
In contrast, case studies allow
them to develop their abilities to Beside technical and didactic
Focus analyze enterprise problems, learn prerequisites, the lecturer notes list
Financial Accounting and develop possible solutions, SAP transactions for testing and
and make sound decisions. correcting student results in the SAP
Authors system. In addition, this document
Michael Boldau The main objective of the GBI case describes common problems and
Stefan Weidner studies in general is for students to explains their reason and solution.
understand the concept of
integration. These descriptive and
Version explanatory case studies will allow
2.40 students to understand the
importance and the advantages of
Last Update integrating enterprise areas using
April 2015 an ERP system.

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LECTURER NOTES

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 the
SAP University Alliances Community (UAC) portal or the UCC web sites.

Technical Prerequisites

The case study is based on a standard SAP ERP client 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 (transaction Month-end closing in MM


MMPV
MMPV) which is documented on the UCC web sites.

Note: With the current version of the GBI client a year-end closing is not Year-end closing
necessary, because it has already been automated or because it is not
needed for the process described in the curriculum material.

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 ### in
the case study and helps differentiate customer accounts, products etc.

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

Transaction ZUSR was developed in the GBI client in order to mass ZUSR
maintain SAP user accounts. For a detailed description of this and SAP
standard transactions for user management (SU01 and SU10) please refer SU01
SU10
to the lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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 ERP
system. The role allows access to all transactions necessary for GBI
exercises and case studies. If you need access to system-critical
transactions, 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
lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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LECTURER NOTES

It is useful for the instructor to have a user account available for testing that
has the same authorizations as the student accounts. You may use the Instructor account
predefined instructor account GBI-000 for this purpose. GBI-000

Didactic Prerequisites

In order to successfully process this case study, students should be familiar


Navigation
with the navigation in SAP systems, especially the SAP Easy Access
menu, the SAP transaction concept as well as possible documentation and
help options. We highly recommend using the navigation slides and the
navigation course (see  UAC  current GBI curriculum  chapter 2 –
Navigation).

In addition, it has been proven beneficial that students have a thorough


Company background
understanding of the historic background and the enterprise structure of
the Global Bike concern before they start working on the SAP system. For
this 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  current
GBI curriculum  chapter 3 – Introduction to Global Bike).

Because the case study is not based on the exercises, it is not necessary to
have processed the FI exercises before you start with the case study.
However, it is recommended.

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

Global Feedback

Do you have any suggestions or feedback about GBI? Please send it to our
new email-address gbi@ucc.ovgu.de which is used to gather feedback
globally. All emails will be evaluated by the persons responsible for the
curriculum bi-weekly. This way your feedback might influence future
releases directly.
Please note that any support requests send to this email-address will be
ignored. Please keep using the common support channels for your support
requests.

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LECTURER NOTES

Student Assessment

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

Master Data

FS00 Edit G/L Account Centrally


KA02 Change Cost Element
KA03 Display Cost Element
FK02 Change Vendor
FK03 Display Vendor

Transaction Data

FAGLB03 G/L Account Balance Display


FK10N Vendor Balance Display
FB03 Display Document: Initial Screen

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LECTURER NOTES

Problem: Parked Invoice

Symptom While posting the outgoing payment no open items can be found.
Reason The invoice was parked and not posted.
Solution Post the parked document.

Error Message

Upon processing the outgoing payments no open items can be found.

Solution

Open transaction FBV0 which will produce the following screen FBV0

Click on if you don’t have the document number available.


This will produce the following screen

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LECTURER NOTES

Company Code US00 and the current fiscal year should already be entered.
If not please fill out the fields.
The Entered by field is already filled out with your user account, change it User account
accordingly and hit F8. This will produce the following screen.
F8

Double click the line to go to the Edit Parked Vendor Invoice screen.

Click on to post your parked invoice. The following message


appears.

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LECTURER NOTES

Solution: FI Challenge

Learning Objective Understand and perform a financial accounting process.

Create Bank Account in General Ledger

In the transaction FS00 you can create a bank account as described in the FS00
DE00
case study. Just enter DE00 as company code (not US00). As reference DE00
enter company code DE00 as well.

The remaining steps of the transaction you can perform as described in the
case study.

The next two steps Create Reconciliation Account in General Ledger and
DE00
Create Expense Account in General Ledger you can perform as described
before. Enter the Company Code DE00 and proceed further as described in
the case study.

In the step Create Expense Account in General Ledger take G/L Account
Materials ###
740000 as reference account, enter Materials ### as Short Text and Material Expenses ###
Material Expenses ### as G/L Acct Long Text.

Create Cost Element for Expense Account

In the transaction KA01 when asked for the Controlling Area, enter EU00. KA01
If not, please check with Extras ► Set Controlling Area…(F6) if EU00 EU00
75###5
is set as Controlling Area. Enter 75###5 as Cost Element, choose the first First of the current month
740000
of the current month as Valid From and enter Cost Element 740000 out EU00
of the EU00 Controlling Area as Reference.

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LECTURER NOTES

Enter Material Expenses ### as Name as well as Description. Then, click Material Expenses ###
on to save your cost element. You can skip the following step Create
Vendor Master Record for Landlord, because an already existing vendor
will be used.

Post Transfer of Funds to Alternate Bank Account

In the transaction FB50 check if Company Code DE00 is entered. If FB50


Company Code DE00 is not displayed use the Menu Entry Edit ► DE00

Change company code (F7) to select your German GBI company.


EUR
Further choose EUR as Currency.

The remaining steps of the transaction you can perform as described in the
case study.

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LECTURER NOTES

Create Invoice Receipt for Rent Expense

In the transaction FB60 when asked for the Company Code, enter DE00. FB60
DE00
Enter Burgmeister Zubehör OHG as Vendor (113###). As Invoice date 113###
choose the current date and enter 3,000.00 EUR as Amount. As Text Current date
3000€
please enter Invoice PC-###. Invoice PC-###

If DE00 is not chosen as Company Code, please change this via the Menu DE00
Entry Edit ► Change company code (F7).

75###5
In the first Item row enter 75###5 as G/L acct, Debit as D/C, 3,000 as Debit
3,000
Amount in doc. curr. and EUPC1000 as Cost center. EUPC1000

Afterwards click on . Check with if your posting is correct.


Click on to save your invoice receipt.

Post Payment to Landlord


F-53
In the transaction F-53 enter the current date as Document Date, your current date
10###5
Bank Account 10###5, 3,000 as Amount and Invoice PC-### as text. 3,000
Invoice PC-###

Under Open items selection, enter as Account your vendor number for
113###
Burgmeister Zubehör OHG (use the F4 help if necessary) and leave all
other settings unchanged.

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LECTURER NOTES

Select and review the line item information.

When assignment has been made correctly the ‘Not assigned’ value on the
bottom should equal 0.00.

Click on to post your payment.

Run Financial Statement

To create the financial statement, use the transaction S_ALR_87012284. S_ALR_87012284


Proceed as described in the case study, just change the Company Code to DE00
DE00.

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CASE STUDY

Financial Accounting (FI)


Case Study
This case study explains an integrated financial accounting process in
detail and thus fosters a thorough understanding of each process step and
underlying SAP functionality.

Product MOTIVATION PREREQUISITES


SAP ERP The data entry requirements in the Before you use this case study, you
G.B.I. financial accounting exercises (FI 1 should be familiar with navigation in
Release 6.07 through FI 4) were minimized the SAP system.
because much of the data already
Level existed in the SAP system. This In order to successfully work through
stored data, known as master data, this case study, it is not necessary to
Undergraduate
simplifies the processing of have finished the FI exercises (FI 1
Graduate
business transactions. Examples through FI 4). However, it is
Beginner
for this were charts of accounts recommended.
and G/L accounts.
Focus
NOTES
Financial Accounting In this case study, we will create a
This case study uses the Global Bike
vendor master record, process an
Inc. (G.B.I.) data set, which has been
Authors invoice and create a payment.
created exclusively for SAP UA
Michael Boldau global curricula.
Stefan Weidner

Version
2.40

Last Update
April 2015

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CASE STUDY

Process Overview

Learning Objective Understand and perform a financial accounting process. Time 65 min
Scenario In order to process a complete accounts payables process within financial accounting
you will take on different roles within the GBI company. You will be working in the Finance
Account (FI) department.
Employees involved Silvia Cassano (Accounts Payable Specialist)
Shuyuan Chen (Chief Accountant)
Clayton Bartolome (Fixed Assets Accountant)

Before you can post the account payables invoice, master data has to be Process description
maintained. Within the Case Study you will create necessary accounts
within the General Ledger and create the vendor.
Afterwards you will post the invoice and verify the changes on your
accounts.
Since the posting is relevant to P&L-Statement you will review the impact
on your Financial Statement in the end.

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CASE STUDY

Step 1: Create Bank Account in General Ledger

Task Create a new G/L Account. Time 5 min


Short Description Create a new Bank Account in the General Ledger.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

In this case study we will create the master data that is involved in an Business Scenario
accounts payable process and pay our rental fee as an example. We start by
creating a bank account for outgoing payments to our vendor.

To create a new account, follow the menu path: Menu path

Accounting ► Financial Accounting ► General Ledger ► Master


Records ► G/L Accounts ► Individual Processing ► Centrally

In the following screen, enter 10###5 (replace ### with your assigned 10###5
US00
number, e.g. 100125 if you have 012) as your G/L Account number and
US00 as Company Code.
Copy data from the Bank Account 100000 in Company Code US00 by 100000
US00
choosing G/L account ► Create with reference and entering the necessary
data. Compare with the screenshot below and confirm with .

Enter Bank ### as Short Text and Bank Account ### as G/L Acct Long Bank ###
Bank Account ###
Text. Again, replace ### with your assigned number. Then, click on
(Save).

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CASE STUDY

Your screen should look similar to the one depicted below.

Confirm with and return to the SAP Easy Access screen using .

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CASE STUDY

Step 2: Create Reconciliation Account in General Ledger

Task Create a new G/L Account. Time 5 min


Short Description Create a new Reconciliation Account in the General Ledger.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

Reconciliation Accounts connect the General Ledger with subledgers that Business Scenario
are maintained for customers, vendors etc. Direct manual posting to the
Reconciliation Accounts is not possible. Later we will create a new vendor
master record and assign the new Reconciliation Account to it.

To create a new account, follow the menu path: Menu path

Accounting ► Financial Accounting ► General Ledger ► Master


Records ► G/L Accounts ► Individual Processing ► Centrally

In the following screen, enter 11###5 (replace ### with your assigned 11###5
US00
number) as your G/L Account number and US00 as Company Code.
Copy data from the Reconciliation Account 300000 in Company Code 300000
US00 by choosing G/L account ► Create with reference and entering the US00

necessary data. Confirm with .

Enter Payables-Misc ### as Short Text and Payables-Miscellaneous ### Payables-Misc ###
Payables-Miscellaneous
as G/L Acct Long Text. Again, replace ### with your assigned number. ###
Then, click on (Save).

Your screen should look similar to the one depicted below.

Confirm with and return to the SAP Easy Access screen using .

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CASE STUDY

Step 3: Create Expense Account in General Ledger

Task Create a new G/L Account. Time 5 min


Short Description Create a new Expense Account in the General Ledger.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To create a new account, follow the menu path: Menu path

Accounting ► Financial Accounting ► General Ledger ► Master


Records ► G/L Accounts ► Individual Processing ► Centrally

In the following screen, enter 75###5 (replace ### with your assigned 75###5
US00
number) as your G/L Account number and US00 as Company Code.
740300
Copy data from the Bank Account 740300 in Company Code US00 by US00
choosing G/L account ► Create with reference and entering the necessary
data. Confirm with .

Enter Rent Expense ### as Short Text and Rent Expense ### as G/L Acct Rent Expense ###
Rent Expense ###
Long Text. Again, replace ### with your assigned number. Then, click on
(Save).

Confirm the following screen with and return to the SAP Easy Access
screen using .

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CASE STUDY

Step 4: Create Cost Element for Expense Account

Task Create Cost Element. Time 5 min


Short Description Create Cost Element for Expense Account
Name (Position) Silvia Cassano (Accounts Payable Specialist)

For every posting to an expense or revenue account in the General Ledger a


corresponding primary cost element has to exist in Management
Accounting.

To create a new cost element, follow the menu path: Menu path

Accounting ► Controlling ► Cost Element Accounting ► Master


Data ► Cost Element ► Individual Processing ► Create Primary

When asked for the Controlling Area, enter NA00. NA00

Enter 75###5 as Cost Element, choose the first of the current month as 75###5
First of the current month
Valid From and enter Cost Element 740300 out of the NA00 Controlling 740300, NA00
Area under Reference. Compare with the screenshot below.

Proceed with .

Enter Name Rent Expense ### and Rent Expense ### as Description. Rent Expense ###
Rent Expense ###
Then, click on to save your cost element.

Return to the SAP Easy Access screen using .

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CASE STUDY

Step 5: Create Vendor Master Record for Landlord

Task Create a new vendor master record. Time 5 min


Short Description Create a new vendor for a landlord.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

The Chief Financial Officer has requested you create a new vendor account
for Cardinal Properties.

To create a new vendor, follow the menu path: Menu path

Accounting ► Financial Accounting ► Accounts Payable ► Master


Records ► Create

In the following screen, leave Vendor blank, enter Company Code US00, US00
KRED
and Account group KRED. Enter Vendor number 105### (replace ### US00
with your assigned number) and Company Code US00 in the Reference
field.

Then click on .

In the Create Vendor: Address view, enter Cardinal Properties ### as Cardinal Properties ###
###
Name, Search term ###, Postal code 55347, City Eden Prairie, Country Eden Prairie
US, Region MN under Street Address. Make sure English is selected as MN 55347, US
EN
language and click on three times.

In the Create Vendor: Accounting information Account view, enter your 11###5
Recon. Account 11###5 under Accounting Information. Then, click on .

In the Create Vendor: Payment transactions Accounting view, enter Payt 0001
Chk double inv.
Terms 0001, and select Chk double inv. Then, click on (Save).

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

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CASE STUDY

Step 6: Post Transfer of Funds to Alternate Bank Account

Task Transfer funds to Alternate Bank Account. Time 10 min


Short Description 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 ► Document


Entry ►Enter G/L Account Document

If Company Code US00 is not displayed use the Menu Entry Edit ► US00
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 today’s date
USD
USD as Currency. As Reference, enter your three-digit number (###) and ###
as Doc.Header Text Transfer of Funds.

On the first line, enter your Bank Account 10###5 as G/L acct, choose 10###5
Debit
Debit as D/C and enter 5000 as Amount in doc.curr. 5000

On the second line, enter 100000 (Bank Account) as G/L acct, choose 100000
Credit
Credit as D/C and enter 5000 as Amount in doc.curr. 5000

Then click on (Enter).

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CASE STUDY

Use the button to see if the postings are correct.

Click on (Back) once and accept any warning messages with Enter.

Then, click on (Post). The system will create a unique G/L account G/L account document
document number.

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.

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CASE STUDY

Step 7: Review Transfer of Funds

Task Display a G/L account document. Time 10 min


Short Description 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


US00
. Then, choose Company Code US00 and enter ### (your ###
three-digit number) in the Reference number field. Then, click on to
execute the search producing a Document List screen similar to the one
shown below.

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.

Click on the button to display the document header information. Who


created the document and when?

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CASE STUDY

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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CASE STUDY

Step 8: Create Invoice Receipt for Rent Expense

Task Create an invoice receipt. Time 5 min


Short Description Enter an invoice received from Cardinal Properties for this month’s rent of
$1,500.00. This invoice will be posted to an existing G/L expense account in your chart of
accounts and saved as an Accounts Payable to Cardinal Properties.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To create a invoice receipt, follow the menu path: Menu path

Accounting ► Financial accounting ► Accounts Payable ►


Document entry ► Invoice

Enter your vendor number for Cardinal Properties (use the F4-Help with vendor number
today
search term ### if necessary), today as Invoice Date and $1,500 as $1,500
Amount of Invoice.

If your company code did not default in, select the following system menu
entry:
Edit ► Switch Company Code
US00
Then enter your company code.

Enter your Expense Account 75###5, D/C Debit, Document amount 1,500, 75###5
Debit
Invoice Cardinal Rent Expenses-### in the Text column and Cost center $1500
NAHR2###. Remember to replace ### with your assigned number. Invoice Cardinal Rent
Expenses ###
Then click on . NAHR2###

Use the button to see if the postings are correct.

Document # 1900000001

Click on to save your invoice receipt.

Click on the exit icon to return to the SAP Easy Access screen. Confirm
the warning with a click on yes.

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CASE STUDY

Step 9: Display and Review General Ledger Account Balances


and Individual Line Items

Task Display and review general ledger account balances. Time 5 min
Short Description Display and confirm the activity and associated balance for the rent expense
account used in the previous exercise.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To display ledger account balances, follow the menu path: Menu path

Accounting ► Financial accounting ► General ledger ► Account ►


Display Balances (New)

Enter Account number from 750005 to 759995, Company Code US00, and 75###5
US00
the current year as Fiscal Year. Then, click on to display balances. current year

Double click on month balance to see line items. You might see multiple of
the invoiced amount. Try to explain why.
____________________________________________________________

To achieve a better overview, you will remove unneeded columns from the
report. Start by clicking on , select the rows shown in the picture below
and click on .

Confirm the layout change with ENTER or . The screen should


look similar to the one depicted below.

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CASE STUDY

Review the entries of your document. To do so, click in the line with your
invoice and press .

Keep clicking on the exit icon until you return to the SAP Easy Access
screen.

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CASE STUDY

Step 10: Display and Review Accounts Payable Balances and


Individual Line Items

Task Display and review Accounts Payable balances and individual line items. Time 5 min
Short Description Display and confirm the activity and associated balance for the Accounts
Payable for Cardinal Properties. Note that this transaction is considered to be “open” which
means that payment has not been sent to Cardinal Properties as of this time.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To display Accounts Payable balances, follow the menu path: Menu path

Accounting ► Financial accounting ► Accounts payable ►


Account ►Display balances

Enter your vendor number for Cardinal Properties, Company code US00, Vendor number
US00
and the current year as Fiscal Year. Then, click on to display balances. current year

Double click on month balance to see line items.

You can see that the document status is open, meaning your vendor has not
been paid yet.

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

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CASE STUDY

Step 11: Post Payment to Landlord

Task Issue a payment to your landlord. Time 10 min


Short Description Issue a payment to Cardinal Properties to settle the Accounts Payable for this
month’s rent. A journal entry is made to Accounts Payable for Cardinal Properties and to the
bank checking account in the G/L.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To issue a payment, follow the menu path: Menu path

Accounting ► Financial accounting ► Accounts payable ►


Document entry ► Outgoing payment ► Post

Enter current date as Document Date, your Bank Account 10###5, Current date, 10###5
1500, Invoice HR-###
Amount 1500 and Invoice HR-### as text.

Under Open items selection, enter as Account your vendor number for Vendor number
Cardinal Properties (use the F4 help if necessary) and leave all other
settings unchanged.
Select and review the line item information.

When assignment has been made correctly the ‘Not assigned’ value on the
bottom should equal $0.00.

Click on to save your payment.

Click on the exit icon to return to the SAP Easy Access screen. Confirm
the warning with a click on yes.

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CASE STUDY

Step 12: Display and Review General Ledger Account Balances


and Individual Line Items

Task Display and review General Ledger account balances. Time 5 min
Short Description Display and confirm the activity and associated balance for the account used
in the previous exercise.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To display G/L account balances, follow the menu path: Menu path

Accounting ► Financial accounting ► General ledger ► Account ►


Display Balances (New)

Enter your Account number 10###5, Company Code US00, and the 10###5
US00
current year as Fiscal Year. Then, click on . current year

Double click on month balance to see line items.


Verify details of Document #, Type, Amount and Comments.

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

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CASE STUDY

Step 13: Display and Review Accounts Payable Balances and


Individual Line Items

Task Display and review Accounts Payable balances. Time 5 min


Short Description Display and confirm the activity and associated balance for the Accounts
Payable for Cardinal Properties.
Name (Position) Silvia Cassano (Accounts Payable Specialist)

To display Accounts Payable balances, follow the menu path: Menu path

Accounting ► Financial accounting ► Accounts payable ►


Account ► Display/Change line items

Enter your vendor number using the F4 help with search term ###, Search term ###
US00
Company code US00, and select all items. Then, click on . all items

Verify details of Document #, Type, Amount and Comments. Notice that


this display gives you a different view of the vendor account. The first
column should indicate with the green square that the document is cleared.

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

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CASE STUDY

Step 14: Run Financial Statement

Task Use the SAP menu to run a trial financial statement. Time 5 min
Short Description Run a trial financial statement.
Name (Position) Shuyuan Chen (Chief Accountant)

To view a balance sheet, follow the menu path: Menu path

Accounting ► Financial accounting ► General ledger ►


Information system ► General ledger reports (new) ► Financial
Statement / Cash Flow ► General ► Actual/actual comparisons ►
Financial statement

Enter Chart of accounts GL00, Company code US00, Financial statement GL00, US00
G###, current year
Version G###, and the current year as Reporting year. Choose ALV tree
control with the layout 1SAP for the list output. 1SAP

Then, click on . Confirm Warning Messages by clicking on .

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CASE STUDY

Depending on previously done exercises and case studies the value in your
statement will differ. You can find your bank account under Assets->Cash
& Cash Equivalents.

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

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CASE STUDY

FI Challenge

Learning Objective: Understand and perform a financial accounting process. Time 30 Min
Motivation: After you have successfully worked through the Financial Accounting case study,
you should be able to solve the following task on your own.
Scenario: The financial accounting system has now been tested without any errors. Therefore,
the corporate management has decided to convert the system into the production operation. As a
first order/request you should pay the new tool supplier Burgmeister Zubehör OHG. In order to
do that, you will create the cost element tool expenses. Subsequently, you will receive an invoice
for more than 3000€ from Burgmeister Zubehör KG which has to be settled. You will review the
impact on the financial statement at the end.
Task Information Since this task is based on the Financial Accounting case study you can use it
as guidance. However, it is recommended that you solve it without any help in order to test your
acquired knowledge.

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DATA SHEET

Financial Accounting (FI) Case Study

Master Data
Search Term Vendor (Cardinal Properties) ###
G/L Account Bank 10###5
Reconciliation Account 11###5
Expense Account 75###5
Cost Element 75###5

Organizational Units
Company Code (Global Bike Inc.) US00
Controlling Area(GBI North America) NA00
Cost Center NAHR2###

Employees involved
Silvia Cassano AP Specialist
Shuyuan Chen Chief Accountant
Clayton Bartolome Fixed Assets Accountant

Transactions
Edit G/L Account Centrally FS00
Create Cost Element KA01
Change Cost Element KA02
Display Cost Element KA03
Create Vendor FK01
Change Vendor FK02
Display Vendor FK03
G/L Account Balance Display FAGLB03
Vendor Balance Display FK10N
Enter G/L Account Document FB50
Display Document: Initial Screen FB03
Enter Vendor Invoice FB60
Post Outgoing Payments F-53
Vendor Line Item Display FBL1N
Financial Statements S_ALR_87012284

Document Numbers
G/L Account Document _______________________

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GBI - Introductory Course 3/13/2016

SAP University Alliances


Version 2.40, June 2015
Authors Hans-Jürgen Scheruhn
Bret Wagner Controlling (CO)
Stefan Weidner
Michael Boldau

Product
SAP ERP 6.0 EhP7
Global Bike Inc.

Level
Beginner

Focus
Cross-functional integration
Controlling
Version 2.20

© SAP SE

SAP ERP Course Overview

 Introduction to SAP
 Navigation
 Introduction to GBI
 Sales & Distribution
 Material Management
 Production Planning
 Financial Accounting
 Controlling
 Human Capital Management
 Warehouse Management
 Project System
 Enterprise Asset Management
 Customer Service
Page 8-2

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GBI - Introductory Course 3/13/2016

SAP ERP Unit Overview

 CO Organizational Structure
 CO Master Data
 CO Processes

Page 8-3

SAP ERP Goal of Controlling (CO)

 Managerial Accounting – also termed Controlling – is designed to


collect transactional data that provides a foundation for preparing
internal reports that support decision-making within the enterprise.
 These reports are exclusively for use within the enterprise and
include:
- Cost center performance
- Profit center performance
- Budgets analyses

Page 8-4

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GBI - Introductory Course 3/13/2016

SAP ERP Target Audience

 Executives
 Senior Management
 Department Managers
 Controllers
 Cost Accountants

Page 8-5

SAP ERP CO Organizational Structure

 Represents the legal and/or organizational views of an enterprise


 Forms a framework that supports the activities of a business in the
manner desired by management
 Permits the accurate and organized collection of business
information
 Supports the development and presentation of relevant information
in order to enable and support business decisions

Page 8-6

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GBI - Introductory Course 3/13/2016

SAP ERP CO Organizational Structure

 Client
- An independent environment in the system

 Company Code
- Represents an independent legal accounting unit
- Balanced set of books, as required by law, are prepared at this level.
- A client may have more than one company code
• United States
• Germany
• United Kingdom
• Australia
• …
Liabilities &
Assets
Owners Equity

Page 8-7

SAP ERP CO Organizational Structure

 Controlling Area
- A self-contained, organizational unit for which the management of revenues
and expenses can be performed
- May include one or more company codes; therefore, an enterprise can perform
management accounting analyses and reports across several companies
- A way to identify and track where revenues and costs are incurred for
evaluation purposes
 Operating Concern
- Represents a part of an organization for which the sales market is structured in
a uniform manner
- A operating profit for the individual market segments can be calculated.
- Multiple controlling areas can be assigned to one operating concern.

Page 8-8

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GBI - Introductory Course 3/13/2016

SAP ERP GBI Structure for Controlling

Global Bike Client

Operating
Global Concern Concern

Controlling Controlling Controlling


North America Europe Area

Company
Global Bike Inc. Global Bike Germany GmbH Code

Page 8-9

SAP ERP GBI Enterprise Structure in SAP ERP (Accounting)

Business Area
(see FI unit) Business Area – Bikes BI00

Company
CC US00 CC DE00 Code

Chart of Accounts (global) GL00 Credit Control


Area
Credit Control Area (global) GL00 (see FI unit)

CA Europe EU00 CA Asia AS00 Controlling Area


CA North Am. NA00
Operating Concern (global) GL00
Client GBI

Page 8-10

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GBI - Introductory Course 3/13/2016

SAP ERP CO Master Data

 Profit Center
- Responsible for revenue generation and cost containment
- Evaluated on profit or return on investment
- Enterprises are commonly divided into profit centers based on
• Region
• Function
• Product

 Cost Center
- Responsible for cost containment, not responsible for revenue generation
• One or more value-added activities are performed within each cost center.
• Unit that is distinguished, for example, by area of responsibility, location, or type of
activity
– Copy center
– Security department
– Maintenance department Screen Diagram Cost Center

Page 8-11

SAP ERP CO Master Data

 Internal Order
- Temporary cost center responsible for cost containment, not responsible for
revenue generation
- It is used to plan, collect, and monitor the costs associated with a distinct short-
term event, activity, or project
• Company picnic
• Trade show/Fair
• Recruiting campaign

 Revenue Element
- A one-to-one linkage (mapping) between General Ledger revenue accounts
and CO revenue elements is established to permit the transfer of FI revenue
information to CO.
- Posting in FI that impact revenue accounts lead to a posting in CO to a
revenue element.
- In other words, revenue account = revenue element – just different words
depending on whether FI object or CO object.

Page 8-12

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GBI - Introductory Course 3/13/2016

SAP ERP CO Master Data

 Cost Element
- A one-to-one linkage (mapping) between General Ledger expense accounts
and CO cost elements is established to permit the transfer of FI expense
information to CO.
- Postings in FI that impact cost accounts lead to a posting in CO to a cost
element.
- In other words, expense account = cost element – just different words
depending on whether FI object or CO object.

 Primary Cost Element


- Originate in the General Ledger within FI and are automatically transferred to
CO when an FI transaction is recorded in the General Ledger

 Secondary Cost Element


- Used exclusively in CO for allocations and settlements between and amongst
cost centers
Screen Diagram Cost Element

Page 8-13

SAP ERP Primary vs. Secondary Cost Elements

Managerial Financial
Accounting Accounting
(CO) (FI)

Aggregated Cost Elements General Ledger Accounts

Income Balance
Statement Sheet

Secondary Cost Primary Cost Expense


Elements Elements Accounts

Revenue
Accounts

Page 8-14

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GBI - Introductory Course 3/13/2016

SAP ERP CO Master Data

 Statistical Key Figures


- Provide the foundation for accurate and effective cost allocations between cost
objects
- Utilized to support internal cost allocations involving allocations, assessments,
and distributions
- Examples: Screen Diagram Statistical Key Figure
• number of employees
• square footage
• minutes of computer usage

6 Hours Executive Offices


Copy
Center Maintenance
10 Hours
Activity Department
(20 Hours)
4 Hours IT Department

Page 8-15

SAP ERP CO Processes

 Posting Primary Cost Element

Financial Accounting (FI)

Supplies Expense Cash


Debit Credit Debit Credit
1,500 1,500

Managerial Accounting (CO)

Cost Center
Primary Cost Element
A

Page 8-16

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GBI - Introductory Course 3/13/2016

SAP ERP CO Processes

 Posting Primary Cost Element

Financial Accounting (FI)


(FI) Transaction
Supplies Expense Cash
Document Debit Credit Debit Credit
Amount
G/L Account # 1,500 1,500
Cost Center
1900012432

(CO) Transaction Managerial Accounting (CO)


Document
Cost Center
Cost Center
Cost Element
20000657 1,500

Page 8-17

SAP ERP CO Processes

 Posting Secondary Cost Element

Financial Accounting (FI)

Supplies Expense Cash


Debit Credit Debit Credit
1,500 1,500

Managerial Accounting (CO)

Cost Center CC 1 Secondary Cost


A CC 2 Element

Page 8-18

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GBI - Introductory Course 3/13/2016

SAP ERP CO Processes

 Posting Secondary Cost Element


Executive Offices
Rent Expense
Debit Credit 1,800
1,500 Copy
Center Maintenance
Department
Supplies Expense 1,500
Debit Credit 2,500 3,000
Sec. Cost Element
2,500 2,000
Information Services
Labor Expense
Debit Credit
1,200
2,000
Page 8-19

SAP ERP Types of Allocation

 Distribution
- Method for periodically allocating primary cost elements
- Primary cost elements maintain their identities in both the sending and receiving
objects
- Sender and receiver cost centers are fully documented in a unique Controlling
(CO) document.

 Assessment
- A method of allocating both primary and secondary cost elements
- Primary and/or secondary cost elements are grouped together and transferred
to receiver cost centers through use of a secondary cost element.
- Sender and receiver cost centers are fully documented in a unique Controlling
(CO) document.

Page 8-20

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GBI - Introductory Course 3/13/2016

SAP ERP Distribution

Sending cost center Receiving cost centers

Primary cost element


specifies allocation
type A005 –
D010 – 400 sft
550 sft
A010 – Administration A010 –
Rent Expense Distribution 600 sft
$1,500 D005 –
900 sft

A015
A020 150
100
S010 – 100 S005 –
200

Page 8-21

SAP ERP Distribution

Sending cost center Receiving cost centers

Primary cost element


specifies allocation
type A005 –
D010 – $200
$275
A010 – Administration A010 –
Rent Expense Distribution $300
$1,500 D005 –
$450

A015
A020 $75
$50
S010 – $50 S005 –
$100

Page 8-22

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GBI - Introductory Course 3/13/2016

SAP ERP Assessment

Sending cost center Receiving cost centers

Primary and
secondary cost
elements D010 – 10%
A005 – 15%
A020 – IT
A010 – 5%
Software Expense
$4,200 D005 – 20%
Assessment A015 – 10%
A020 – IT
Supplies Expense A020 – 0%
S010 – 10%
$500 S005 – 30%

Page 8-23

SAP ERP Assessment

Sending cost center Receiving cost centers

Primary and
secondary cost
elements
A005 – $705
A020 – IT D010 – $470
Software Expense
A010 – $235
$4,200 D005 – $940
Assessment A015 – $470
A020 – IT
A020 –$0
Supplies Expense
$500 S010 – $470
S005 – $1,410

Page 8-24

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GBI - Introductory Course 3/13/2016

SAP ERP SAP CO Module

 Fully integrated with other SAP modules including, but not limited to:
- Financial Accounting (FI)
- Materials Management (MM)
- Sales and Distribution (SD)
- Production Planning and Execution (PP)

Page 8-25

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EXERCISE

CO 1: Review Cost Center Standard Hierarchy

Exercise Review the cost center standard hierarchy. Time 10 min

Task Use the SAP Easy Access Menu to review the cost center standard hierarchy.
Name (Position) Jamie Shamblin (Cost Accountant)

The cost center structure is a hierarchically organized data object that is used to Cost center structure

assign and capture costs in a meaningful manner thereby permitting managerial


accounting analyses that support decision-making. A cost center is an area of Cost center
responsibility within a company that is deemed to be accountable for incurring
and influencing costs.

In order to review the cost center standard hierarchy, follow the SAP Easy Menu path

Access menu path:


Accounting ► Controlling ► Cost Center Accounting ► Master Data ►
Standard Hierarchy ► Display
In the Set Controlling Area window, press F4 to display a list of controlling F4

areas defined in GBI. You should see the following screen.

Double-click on the GBI North America controlling area (NA00) to select it. NA00

Back on the Set Controlling Area screen with controlling area NA00 filled in,
click on or press Enter. This should produce the following screen.

Initially, the system displays the root folder NA00 (GBI North America CCtr.
Std. Hierarchy) and its second level elements. Clicking on the triangle will
expand that section to display lower level groups or individual cost centers.

Opening the first sub-level folder (Corporate), reveals the third-level folders
shown below.
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EXERCISE

You may single-click on the root folder and choose the button to expand the
subtree completely. The systems displays you now the complete hierarchy.

Mark N2200 and click on .


Double-clicking on any element displays details on the bottom of the screen.
What is N5000?
What is NAMK1000?

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

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EXERCISE

CO 2: Display Cost Elements

Exercise Display cost elements. Time 10 min

Task Use the SAP Easy Access Menu to display primary and secondary cost elements.
Name (Position) Jamie Shamblin (Cost Accountant)

Primary cost elements have a one-to-one relationship with expense accounts Primary cost element

activated for a chart of accounts. They serve to establish postings between FI


and CO thereby permitting the sharing of information between financial and
managerial accountants. In effect, costs that are entered into an expense
account that has been associated with a primary cost element will be posted to
Secondary cost
both the financial and managerial accounting systems concurrently. Secondary element
cost elements are exclusive to managerial accounting. They are used to
distribute and/or divide expenses thereby assigning costs to responsible parties
exclusively within the managerial accounting system.

To review cost elements, follow the menu path: Menu path

Accounting ► Controlling ► Cost Element Accounting ► Master Data


► Cost Element ► Individual Processing ► Display
This takes you to the Display Cost Element: Initial Screen. Because you do not
know any element IDs, you need to find them. In order to do so, in the Cost
F4
Element field press F4.

In the Cost Element (1) screen, navigate to the Cost element tab (second tab).
F4
In the CElem category field, press F4 again.

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EXERCISE

From the list of all cost element categories defined in the SAP system, double-
1
click on Primary costs/cost-reducing revenues (1).

Back on the Cost element (1) screen, press Enter or click on to display all
primary cost elements defined in the GBI North America controlling area.

Double-click on LABOR (700000) to select it. Back on the Display Cost 700000

Element: Initial Screen and with the correct Cost Element number filled in,
press Enter.

What is this cost element’s validity period?

Click on to go back to the Display Cost Element: Initial Screen. Now, you
want to display a secondary cost element. In the Cost Element field, press F4 F4
again. This time, on the Cost element tab, leave the CElem category field blank
and click on or press Enter to display the complete list of cost elements in
North America (including secondary cost elements).

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EXERCISE

Double-click on LABOR (800000) to select it. Back on the Display Cost 800000

Element: Initial Screen, press Enter.

What is this cost element’s CElem category?


Can you explain the difference between cost element Labor (700000) and
Labor (800000)?

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

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EXERCISE

CO 3: Display Cost Element Groups

Exercise Display cost element groups. Time 10 min

Task Use the SAP Easy Access Menu to display existing cost element groups.
Name (Position) Jamie Shamblin (Cost Accountant)

These groups facilitate working with both primary and secondary cost Cost element group

elements by creating logical groupings. A cost element “group” is an


organizational unit consisting of a particular collection of cost elements.

To review cost element groups, follow the menu path: Menu path

Accounting ► Controlling ► Cost Element Accounting ► Master Data


► Cost Element Group ► Display
In the Display Cost element group: Initial Screen, press F4. In the following F4

Cost Element Group selection screen, the Chart of Accounts is already entered.
Simply press Enter or click on to display all GBI cost element groups.

Double-click on the cost element group for all primary cost elements in North
NAPRIM1000
America (NAPRIM1000). Back on the initial screen, press Enter.

In this interactive list, you can double-click on any cost element to display its
740300

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EXERCISE

master data details. As an example, double-click on Rent Expense (740300).

Click on twice to go back to the Display Cost element group: Initial Screen
and repeat the same procedure for the secondary cost elements in Europe.
What is the unique number for cost element group “EU Secondary Cost
Element Total”?

Click on the exit icon until you are back on the SAP Easy Access screen.

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LECTURER NOTES

Product Costing (CO-PC)


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 testing
and trouble-shooting.

Product MOTIVATION
SAP ERP Theoretical lectures explain The main goal of this document is to
G.B.I. concepts, principles, and theories help instructors prepare the SAP
Release 6.07 through reading and discussion. system for the Controlling case study
They, therefore, enable students to Product Costing process and to
Level acquire knowledge and gain support them trouble-shoot problems
theoretical insights. that might occur during the course.
Instructor
In contrast, case studies allow
them to develop their abilities to Beside technical and didactic
Focus analyze enterprise problems, learn prerequisites, the lecturer notes list
Controlling and develop possible solutions, SAP transactions for testing and
and make sound decisions. correcting student results in the SAP
Authors system. In addition, this document
Michael Boldau The main objective of the GBI case describes common problems and
Stefan Weidner studies in general is for students to explains their reason and solution.
understand the concept of
integration. These descriptive and
Version explanatory case studies will allow
2.40 students to understand the
importance and the advantages of
Last Update integrating enterprise areas using
June 2015 an ERP system.

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LECTURER NOTES

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 the
SAP University Alliances Community (UAC) portal or the UCC web sites.

Technical Prerequisites

The Controlling case study Product Costing is based on a standard SAP


ERP client 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 (transaction Month-end closing in MM


MMPV
MMPV) which is documented on the UCC web sites.

Note: With the current version of the GBI client a year-end closing is not Year-end closing
necessary, because it has already been automated or because it is not
needed for the process described in the curriculum material.

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 ### in
the case study and helps differentiate customer accounts, products etc.

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

Transaction ZUSR was developed in the GBI client in order to mass ZUSR
maintain SAP user accounts. For a detailed description of this and SAP
standard transactions for user management (SU01 and SU10) please refer SU01
SU10
to the lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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 ERP
system. The role allows access to all transactions necessary for GBI
exercises and case studies. If you need access to system-critical
transactions, 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
lecturer notes „SAP User Management“ (see  UAC  current GBI
curriculum  chapter 3 – Introduction to Global Bike).

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It is useful for the instructor to have a user account available for testing that
has the same authorizations as the student accounts. You may use the Instructor account
predefined instructor account GBI-000 for this purpose. GBI-000

In order to be able to transfer the results of the cost estimates to the


corresponding material master records marking allowance must be enabled.

Open transaction CK24 and click on . CK24

Your screen should look similar to the one depicted below.

Make sure your selected the period and fiscal year in which you want to
update prices and click on in the US00 row, which opens up
the following screen.

Enter PPC1 as Costing Variant and click on . Price update is now


possible.
Repeat the steps if you require marking allowance for another company
code or period.

Didactic Prerequisites

In order to successfully process this case study, students should be familiar


Navigation
with the navigation in SAP systems, especially the SAP Easy Access
menu, the SAP transaction concept as well as possible documentation and
help options. We highly recommend using the navigation slides and the
navigation course (see  UAC  current GBI curriculum  chapter 2 –
Navigation).

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LECTURER NOTES

In addition, it has been proven beneficial that students have a thorough


Company background
understanding of the historic background and the enterprise structure of
the Global Bike concern before they start working on the SAP system. For
this 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  current
GBI curriculum  chapter 3 – Introduction to Global Bike).

Because the case study is not based on the exercises, it is not necessary to
have processed the CO exercises (CO 1 to CO 3) before you start with the
case study. However, it is recommended.

In order to function properly this case study needs a GBI client version 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 the
transaction ZGBIVERSION within your SAP ERP system or contact your
UCC team.

Global Feedback

Do you have any suggestions or feedback about GBI? Please send it to our
new email-address gbi@ucc.ovgu.de which is used to gather feedback
globally. All emails will be evaluated by the persons responsible for the
curriculum bi-weekly. This way your feedback might influence future
releases directly.
Please note that any support requests send to this email-address will be
ignored. Please keep using the common support channels for your support
requests.

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Student Assessment

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

Master Data

MM02 Change Material


MM03 Display Material
CS02 Change Material BOM
CS03 Display Material BOM
CA02 Change Routing
CA03 Display Routing

Transactional Data

CK11N Display Material Cost Estimate with Qty. Structure


CK13N Change Material Cost Estimate with Qty. Structure
CK24 Price Update: Mark Standard Price

GBI Monitoring Tool (beta)

Also we are developing a GBI Monitoring Tool, which is available for this
new 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 the
current GBI 2.40 curriculum. You will find the file
Intro_ERP_Using_GBI_GBI_Enterprise_Model_Case_Study in the
corresponding folder.
Please keep in mind that this transaction is an additional functionality
designed by the UCC Magdeburg and still in development. Therefore, we
kindly ask you to send any feedback or detailed error descriptions to the
following address: gbi@ucc.ovgu.de

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Problem: Copy from field not filled out

Symptom Upon saving Finished Good DXTR4### or Raw Material TRFR4### not all required
fields are filled out.
Reason The Copy from field was not filled out.
Solution Since saving is not possible you can abort the transaction and fill out the fields with the
correct material.

Verify Issue

Check if the fields are filled out as shown on the picture below.

If all fields are filled out and you receive an error message regarding the
valuation class refer to the solution in Problem: Wrong template material

Leave the transaction by clicking on . Click No in the Exit window.

Open the transaction again and proceed as described in the case study.

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Problem: Wrong Valuation Class

Symptom You receive an error message when trying to save the raw material.
Reason Another material type with was entered in the copy from field.
Solution Cancel the transaction and start the process step again.

Verify Issue

Upon saving the raw material TRFR4### you receive the following
message.

This is caused by an already filled out Copy From field of the previous
step. If DXTR1### is not replaced with TRFR1### the wrong valuation
class is copied.

The proper Accounting 1 view is depicted below.

Leave the transaction by clicking on . Click No in the Exit window.

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Open the transaction again and proceed as described in the case study.

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