11992_ Better Expense Tracking _August_2015

SAP S/4HANA Simple Finance: Better Expense Tracking Demo Scenario ID#

11992

General Information

Cross Industry S/4 HANA LOB Finance Global

Authors

User ID = I060973 User ID = I822054

Version (last updated)

August 20_2015 Updated external link for offline demo

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Table of Contents Target Audience ...................................................................................................................................................................... 7 Business Pain Points Solved .................................................................................................................................................. 7 Tell the Story ........................................................................................................................................................................... 8 

STEP 1: Viewing the FIORI Home Page of Cost Manager ........................................................................................ 9



STEP 2: Correct Budget Issue in Production Line 03 Cost Center. ........................................................................ 20



STEP 3: Verify changes in real-time ........................................................................................................................ 31



STEP 4: Analyze Production Line 01 Expenses ...................................................................................................... 36



STEP 5: Manage Cost Center Master Data ............................................................................................................. 43

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© Copyright 2015 SAP AG CUSTOMER

Offline Demo Version Internal link: http://iwdfvm4772.wdf.sap.corp:8080/speeddemo/demo/116960 External link : http://demo.tdc.sap.com/SpeedDemo/ec56c7d438ab2014

Before you launch the offline demo, always clear your cache so you make sure that you are working with the latest offline demo version. To clear your cache: Internet Explorer: Tools > Internet Options > Delete

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Managing Demo Settings On the initial screen of the speed demo you will see a blue button in the lower right hand corner. When you click on that button you are given a few options: wrench symbols > you hide or view captions (if they are available for the speed demo); hide or adjust the color and boldness of the hotspots SAP icon > takes you back to the initial screen-home page so if you are in the middle of your demo and want to return to the main screen you can select this to get back to the start screen Scene selection > select this to get back to the initial screen of the scene

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Select the wrench icons to adjust your demo settings

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Downloading the Speed Demo to your iPAD or laptop – Working in Offline Mode If you want to be able to view your speed demo without having to be on the internet, perform the following steps:      

Launch the speed demo from your device Run through the demo once from start to finish Add this URL to your home screen in your device. You can create a folder and store all the speed demos in one location. Once completed, the demo is cached on your device. Disconnect from the internet. You should be able to view the demos in offline mode.

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Target Audience  

Financial Analyst Line of Business Manager (Production Manager in this example)

Business Pain Points Solved   

Instant insight into your business to identify issues before they become problems. Real-time, user-friendly access to budget/actual comparisons Simple, streamlined process saves time

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Tell the Story The cost center manager (production manager in this example) uses SAP S/4HANA Simple Finance to view is to his actuals, and notices overspending with no budget in one of his cost centers. Further, there is similar spending, yet significantly higher budget in another of his cost centers. Upon investigation, the manager is able to put the situation back in balance by transferring budget from one cost center to another via IBP, and immediately sees corrected results in his financial statements. At a high level, the process will follow the steps in the diagram below:

Review MySpend App

Budget Corrected

Identify Budget Discrepancy

Transfer Budget amount to ERP

Modify Budget in IBP

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 STEP 1: Viewing the FIORI Home Page of Cost Manager What to Say The line business manager opens his Launchpad to gain an understanding on how his cost centers’ spending is tracking relative to budget. Note the color keys where green indicates spending of less than 95% of budget, orange indicates 95% - 105% of your budgeted cost center spend. Upon looking at your cost center spend, you see apparent overspending in one or your cost centers. I quick glance at this information makes it instantly note that there is no budget for the Production Line 03 cost center, and that the appropriate budget amounts for Production Line 01 was inadvertently doubled. Cost Manger with User ID “CONTROLLERUS” opens his/her FIORI Launchpad and starts viewing the Cost Manager dashboard. Dashboard shows KPI of Cost manager

What to Do 1. Log into the Fiori Launchpad as user COSTMGRUS and password = welcome, and view the Production cost center spend in the MySpend app. 2. Click the icon to open the legend and explain the colors as they relate to spend. 3. Click the icon again to close the legend. 4. Click on the Spending.

icon in the

dropdown to toggle your heat map view to the actual

5. Click on the green Production area of the heat map and communicate to your audience how one can instantly view actual and committed spend, and compare with budget. 6. Click the green area again to make the pop-up view go away. 7. Click on the icon on the toolbar to instantly change the heat map view to a tabular view. 8. Once in the tabular view, click the icon next to “Production Operations,” then click the next to “Production. 9. Click in the scroll bar in the lower right of the screen to get to Production Line 03. Once there, you instantly notice a $3,600 spend over budget. 10. Click on the

icon to go back to your home screen.

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What You Should See (including steps from above) 1. On Fiori Launchpad view the Production cost center spend in the MySpend app.

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2. View the Production cost center spend

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3. Click the icon to open the legend and explain the colors as they relate to spend and click the icon again to close the legend

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4. Click on the Spending.

icon in the


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5. Click on the green Production area of the heat map and communicate to your audience how one can instantly view actual and committed spend, and compare with budget

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6. Click the green area again to make the pop-up view go away and Click on the instantly change the heat map view to a tabular view.

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icon on the toolbar to


7. Once in the tabular view, click the “Production.

icon next to “Production Operations,” then click the

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next to


8. Click in the scroll bar in the lower right of the screen to get to Production Line 03. Once there, you instantly notice a $3,600 spend over budget.

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9. Click on the

icon to go back to your home screen

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

STEP 2: Correct Budget Issue in Production Line 03 Cost Center.

What to Say After quickly identifying the budget issue with Production Line 03 cost center, let’s correct it. In order to do that, notice click on the Integrated Business Planning tile right here on our Launchpad. Through this addition to the Launchpad, with appropriate authorization, this can be quickly fixed. Let’s see how easy it is for a manager to update budget amounts between his or her cost centers.

What to Do 1. Click on the IBP tile on your Launchpad. The Save As dialog appears. 2. Click Save. The Prompts dialog appears. 3. Enter your parameters in the Prompts dialog as follows: a. Fiscal Year = 2015 b. Category = OPTIMISTIC c. Company Code = 3000 d. Cost Center = SF_US_420 and SF_US_422 4. Click OK. The Analysis for Office planning spreadsheet appears. 5. In the Total Plan 2015 column for Cost Center SF_US_420, enter amounts equal to half of what is already in those cells as follows: a. Account 420010 (cell F18): Should be 48,000.00. Update to 24,000.00. b. Account 420020 (cell F19): Should be 36,000.00. Update to 18,000.00. c. Account 430210 (cell F20): Should be 30,000.00. Update to 15,000.00. 6. In the Total Plan 2015 column for Cost Center SF_US_422, enter amounts as follows: a. Account 420010 (cell F22): Should be 0.00. Update to 24,000.00. b. Account 420020 (cell F23): Should be 0.00. Update to 18,000.00. c. Account 430210 (cell F24): Should be 0.00. Update to 15,000.00. 7. Click . The period amounts will update in accordance with the yearly amount updates you just made by editing the cells. 8. Click the Analysis tab on the toolbar, then the (Save Data) icon that appears below it. This will update the IBP tables in the back end. 9. Close the spreadsheet without saving using the -Close command in Excel, to leave Excel open. You will need it in the next step. 10. In Excel, click on the -Analysis menu command, and choose CC – IBP – ERP Integration under recently used workbooks, and log into it as COSTMGRUS/welcome. The workbook will open with the Prompts dialog displayed.

11. Enter your parameters in the Prompts dialog as follows: a. Fiscal Year = 2015 b. Category = OPTIMISTIC c. Company Code = 3000 d. Cost Center = SF_US_420 and SF_US_422 12. Click OK. 13. Using the scroll bar on the right, scroll down to show the cost center data and the difference between IBP and ERP. 14. Scroll back up and click the

button to update the planning tables in ERP.

15. Click the button to commit the transaction. 16. Close the workbook without saving. You will be brought back to your dashboard. 17. Click the

button to go back to your Launchpad. The Launchpad appears. 20


What You Should See 1. Click on the IBP tile on your Launchpad. The Save As dialog appears and click Save.

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2. Click OK. The Prompts dialog appears

3. Enter your parameters in the Prompts dialog as follows: a. Fiscal Year = 2015 b. Category = OPTIMISTIC c. Company Code = 3000 d. Cost Center = SF_US_420 and SF_US_422 4. Click OK. The Analysis for Office planning spreadsheet appears. 5. In the Total Plan 2015 column for Cost Center SF_US_420, enter amounts equal to half of what is already in those cells as follows: a. Account 420010 (cell F18): Should be 48,000.00. Update to 24,000.00. b. Account 420020 (cell F19): Should be 36,000.00. Update to 18,000.00. c. Account 430210 (cell F20): Should be 30,000.00. Update to 15,000.00.

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6. In the Total Plan 2015 column for Cost Center SF_US_422, enter amounts as follows: a. Account 420010 (cell F22): Should be 0.00. Update to 24,000.00. b. Account 420020 (cell F23): Should be 0.00. Update to 18,000.00. c. Account 430210 (cell F24): Should be 0.00. Update to 15,000.00.

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7. Click

. The period amounts will update in accordance with the yearly amount updates you just made by editing the cells.

8. Click the Analysis tab on the toolbar, then the IBP tables in the back end. 9. Close the spreadsheet without saving using the need it in the next step.

(Save Data) icon that appears below it. This will update the -Close command in Excel, to leave Excel open. You will

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10. Close the spreadsheet without saving using the

-Close command in Excel, to leave Excel open. You will

need it in the next step

-Analysis menu command, and choose CC – IBP – ERP Integration under recently used workbooks, and log into it as COSTMGRUS/welcome. The workbook will open with the Prompts dialog displayed.

11. In Excel, click on the

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12. Enter your parameters in the Prompts dialog as follows: a. Fiscal Year = 2015 b. Category = OPTIMISTIC c. Company Code = 3000 d. Cost Center = SF_US_420 and SF_US_422 13. Click OK.

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14. Using the scroll bar on the right, scroll down to show the cost center data and the difference between IBP and ERP.

15. Scroll back up and click the

button to update the planning tables in ERP.

16. Click the button to commit the transaction. 17. Close the workbook without saving. You will be brought back to your dashboard.

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18. Click the

button to go back to your Launchpad. The Launchpad appears

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 STEP 3: Verify changes in real-time What to Say Now that we have completed the budget updates, let’s have a look that the Launchpad to verify that the changes were completed real-time.

What to Do 1. In your Fiori Launchpad, click the MySpend app. 2. Click on the Spending.

icon in the


3. Click on the icon on the toolbar to instantly change the heat map view to a tabular view. 4. Once in the tabular view, click the icon next to “Production Operations,” then click the next to “Production. 5. Click in the scroll bar in the lower right of the screen to get to Production Line 03. Once there, you instantly notice that your $3,600 spend is well within the budgetary allowance. Problem solved. 6. Stay on the current view, as you will use it in the next exercise.

What You Should See 1. In your Fiori Launchpad, click the MySpend app.

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2. Click on the Spending.

icon in the


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3. Click on the

icon on the toolbar to instantly change the heat map view to a tabular view.

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4. Once in the tabular view, click the icon next to “Production Operations,” then click the next to “Production. 5. Click in the scroll bar in the lower right of the screen to get to Production Line 03. Once there, you instantly notice that your $3,600 spend is well within the budgetary allowance. Problem solved.

6. Stay on the current view, as you will use it in the next exercise.

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 STEP 4: Analyze Production Line 01 Expenses What to Say Let us now take a look at doing a deep-dive expense analysis within the manager’s other cost center, Production Line 01.

What to Do 1. Since you left the last step on the expense analysis view, click somewhere on the expense line for Production Line 01. A pop-up appears with data on actual spend, commitments and budget. 2. Click the View Expense Details link. 3. Click Direct Costs, Secondary Cost, Labor Hours, and View Line Items. A summary view of labor hours appears. Click on the button next to Labor Hours to expand it. 4. Click on document number to see details behind the amount. Here you may view the full line item details behind the transaction number. 5. Click the

button to go back to the Launchpad.

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What You Should See 1. Since you left the last step on the expense analysis view, click somewhere on the expense line for Production Line 01. A pop-up appears with data on actual spend, commitments and budget.

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2. Click the View Expense Details link.

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3. Click the button next to Direct Costs, the button next to Secondary Cost, and on the Labor Hours line, and View Line Items. A summary view of labor hours appears.

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4. Click on the

button next to Labor Hours to expand it.

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5. Click on document number to see details behind the amount. Here you may view the full line item details behind the transaction number.

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6. Click the

button to go back to the Launchpad.

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 STEP 5: Manage Cost Center Master Data What to Say Now that we have had the opportunity to see the power of the SAP Simple Finance interface and its ease of use, let’s take a brief look at the cost center master data that is behind the scenes.

What to Do 1. In the Fiori Launchpad, click on the Manage Cost Center Master Data tile. The Master Data for Cost Center screen appears. 2. Enter the search parameters and start entering Cost Center = *production Line 01. In the resulting pop-up from the type ahead, select Production Line 1, then click Search. The cost center appears in the search results. 3. In the search results, click on the link in the cost center Hierarchy Area. The cost center group fact sheet appears. 4. Click on the Wage Hours link in the Activity Types area of the fact sheet. The Activity Type screen appears. 5. Click on the icon next to the Receiving Orders link to explore the related internal order. 6. Click the button to go back. You are now back in the Cost Center Group fact sheet. 7. Click on the Cost Center link. The Cost Center fact sheet now opens. Here you can view the receiver order and sender cost center for 10.000. 8. Click on > to see the amount of 1,200 USD. 9. Click the

to go back to your Launchpad. The demo scenario has now concluded.

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What You Should See 1. In the Fiori Launchpad, click on the Manage Cost Center Master Data tile. The Master Data for Cost Center screen appears.

2. Enter the search parameters and start entering Cost Center = *production Line 01. In the resulting pop-up from the type ahead, select Production Line 1, then click Search. The cost center appears in the search results.

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3. In the search results, click on the link in the cost center Hierarchy Area. The cost center group fact sheet appears.

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4. Click on the Wage Hours link in the Activity Types area of the fact sheet. The Activity Type screen appears.

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5. Click on the

6. Click the

icon next to the Receiving Orders link to explore the related internal order.

button to go back. You are now back in the Cost Center Group fact sheet.

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7. Click on the Receiving Orders link. The Receiving Orders fact sheet now opens. Here you can view the receiver order and sender cost center for 1,200 USD.

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8. Click the

to go back to your Launchpad. The demo scenario has now concluded.

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11992_ Better Expense Tracking _August_2015

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