SAPTERP10

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TERP10



SAPERP–INTEGRATIONOFB SAPERP–INTEG RATIONOFBUSINESSPRO USINESSPROCESSES(C_TERP CESSES(C_TERP_60) _60)

TABLEOFCONTENTS

1)

ERPBasics/SAPERPpositioning

1)

SAPNetWeaverintegration

2)

LifecycleDataManagement

3)

ProcurementCycle

5)MaterialPlanning 7)ManufacturingExecution 9)SalesOrderManagement 11)ERPFinancials–FinancialsAccounting(FI) 15)ManagementAccounting-Controlling-CO 20)InventoryandWarehouseManagement/StockTransferandTransferPosting 23)Enterpriseassetmanagementandcustomerservice 27)ProgramandProjectManagement 31)HumanCapitalManagement/HCMStructures 35)BusinessIntelligence/BusinessInformationWarehouse

Abbreviationsused: Q=quantity-$=price-oo–1(manytoone)

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1

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ERPBasics/SAPERPpositioning ESA:EnterpriseServicesArchitectureenablesbusinessinnovationby: LeveringexistingITassets ReducingTCO Maximizingagility,flexibility,extendibilityofbusinessprocess Enterpriseservicesdescribethebroaderbusinessprocesslogic. Webservices aresmall,modularapplicationsthatuseInternettechnologiesandareusuallyaccessedasdetailedfunctionsinapplicationsorenterpriseservices. • • •

SAPNetweaver istheapplicationandintegrationplatformthatbestsupportsESAusingwebservicestechnology. SAPR2:Mainframecomputing/centralizedcomputing SAPR3Enterprise (1992):ClientServerarchitecture:2layerarchitecture(SAPbasics+SAPapplication)StartedUsingWebAS SAPERP(2003): ServiceOrientedArchitecture(SOA)poweredbyNetweaver.UsesWebAS 1additionalfeatureoffered SAPERP CentralComponent(ECC)UsesWebAS • • • •

4addit.featuresofferedbySAPERP2003vsSAP R3Entreprise Selfservices Selfserviceprocurement Internetsales •

•

•

bySAPERPvsSAPERP2003 •

SAPBusinesssuite : SAPERP(Entr.RessourcePlanning) SAPCRM(Cust.Relat.Mgt) SAPPLM(ProductLifecycleMgt) SAPSRM(SupplyRelat.Mgt) SAPSCM(SupplyChainMgt)

Compositeapplications

• • • • •

Solutionmap :Showstheprocessesenabledbyaspecificsolution

SAPNetWeaverintegration PeopleIntegration  (SAPEnterprisePortal)

• • •

InformationIntegration (SAPBusinessIntelligence)

• • •

ProcessIntegration (SAPExchangeInfrastruct)

ApplicationPlatform (SAPWebApplic.Server)

• •

• • •

Portalinfrastructure Collaboration MultichannelAccess BusinessIntelligence KnowledgeManagement MasterDataManagement IntegrationBroker BusinessProcessManagement SupportJ2EE SupportJAVA DB&OSabstraction

Thecentralcomponentofthe ApplicationPlatform isthe SAPWebApplicationServer(SAPWebAS ) OperatingSystemandDBindependence Multilevelarchitecture JavaandABAPenvironment(openenvironment) ProvidesbasicsfunctionsforalmostallSAPsystems Highscalability • • • • •

ThefunctionsofthedifferentSAPsystems(suchasSAPECC,SAPCRM)canbedividedintotwocategories: Basisfunctions :areverysimilarinthevariousSAPsystems.AreprovidedbytheSAPWebAS,whichisafurtherdevelopmentoftheclassicSAPBasics. Applicationfunctions :aredifferentinthevariousSAPsystems • •

AdvantagesofSAPNetWeaver: 1. OpennessandExtendibility (Microsoft.NET;IBMWebSphere) 2. ImmediateIntegration 3. LowerTotalCostofOwnership 4. ClearRoadmap Organizationallevels :representtheenterprisestructureintermsoflegaland/orbusiness-relatedpurposes. Client CompanyCode Controllingarea Plant StorageLocation Salesarea Purchasingorganiz

Isthehighest-levelelementofallorganizationalelements FI–centralorg.element:balancedsheet,legallyindependent Identifiesaself-containedorgan.structureforwhichcostsandrevenuescanbemanagedandallocated.Itrepresentsaseparateunitofcostaccounting.

Prod.Planning,logistics:centralorg.element InventoryManagement Comb Combin inat atio ion nof of: : sale sales sor orga gani niza zati tion on Dist Distri ribu buti tion onc cha hann nnel el  di divi visi sion on EachcountryinwhichplantsoperatehasONEpurchasingorganization.Itpurchaseforallplantinthecountry. Masterdata

Masterdata :datawhichisusedlong-termintheSAPsystemforseveralbusinessprocessesandensuresNOredundancyofdatainthesystem.Masterdatahasan organizationalaspectastheinformationisorganizedinto VIEWS whichareassignedtoorganizationalelements.EX: Customermaster =3views: •

FinancialAccountingdata- -  (SalesArea):Salesdata (Client):Generaldata-(Companycode):FinancialAccountingdata

Transactions :applicationprogramswhichexecutebusinessprocessesintheSAPsystemsuchascreatingacustomerorder;postinganincomingpayment,etc. Document :adatarecordthatisgenerated whenatransactioniscarried out.Everytransactioncreatesa documentwhichcontainsallreleva ntpre-definedinformationfromth masterdataandorganizationalelementsassigned. Reportingsolutions OLAP:onlineanalyticalprocessing:optimizedforquery. (Informativeenvironment) OLTP:onlinetransactionprocessing:optimizedfortransactionprocesses. (Operatingenvironment) SAPBW :enabletheanalysisofdatafromoperativeSAPapplicationsaswellasallotherbus.applic.andexternaldatasourcessuchasdatabases,onlineservs,internet. 1

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ERPBasics/SAPERPpositioning ESA:EnterpriseServicesArchitectureenablesbusinessinnovationby: LeveringexistingITassets ReducingTCO Maximizingagility,flexibility,extendibilityofbusinessprocess Enterpriseservicesdescribethebroaderbusinessprocesslogic. Webservices aresmall,modularapplicationsthatuseInternettechnologiesandareusuallyaccessedasdetailedfunctionsinapplicationsorenterpriseservices. • • •

SAPNetweaver istheapplicationandintegrationplatformthatbestsupportsESAusingwebservicestechnology. SAPR2:Mainframecomputing/centralizedcomputing SAPR3Enterprise (1992):ClientServerarchitecture:2layerarchitecture(SAPbasics+SAPapplication)StartedUsingWebAS SAPERP(2003): ServiceOrientedArchitecture(SOA)poweredbyNetweaver.UsesWebAS 1additionalfeatureoffered SAPERP CentralComponent(ECC)UsesWebAS • • • •

4addit.featuresofferedbySAPERP2003vsSAP R3Entreprise Selfservices Selfserviceprocurement Internetsales •

•

•

bySAPERPvsSAPERP2003 •

SAPBusinesssuite : SAPERP(Entr.RessourcePlanning) SAPCRM(Cust.Relat.Mgt) SAPPLM(ProductLifecycleMgt) SAPSRM(SupplyRelat.Mgt) SAPSCM(SupplyChainMgt)

Compositeapplications

• • • • •

Solutionmap :Showstheprocessesenabledbyaspecificsolution

SAPNetWeaverintegration PeopleIntegration  (SAPEnterprisePortal)

• • •

InformationIntegration (SAPBusinessIntelligence)

• • •

ProcessIntegration (SAPExchangeInfrastruct)

ApplicationPlatform (SAPWebApplic.Server)

• •

• • •

Portalinfrastructure Collaboration MultichannelAccess BusinessIntelligence KnowledgeManagement MasterDataManagement IntegrationBroker BusinessProcessManagement SupportJ2EE SupportJAVA DB&OSabstraction

Thecentralcomponentofthe ApplicationPlatform isthe SAPWebApplicationServer(SAPWebAS ) OperatingSystemandDBindependence Multilevelarchitecture JavaandABAPenvironment(openenvironment) ProvidesbasicsfunctionsforalmostallSAPsystems Highscalability • • • • •

ThefunctionsofthedifferentSAPsystems(suchasSAPECC,SAPCRM)canbedividedintotwocategories: Basisfunctions :areverysimilarinthevariousSAPsystems.AreprovidedbytheSAPWebAS,whichisafurtherdevelopmentoftheclassicSAPBasics. Applicationfunctions :aredifferentinthevariousSAPsystems • •

AdvantagesofSAPNetWeaver: 1. OpennessandExtendibility (Microsoft.NET;IBMWebSphere) 2. ImmediateIntegration 3. LowerTotalCostofOwnership 4. ClearRoadmap Organizationallevels :representtheenterprisestructureintermsoflegaland/orbusiness-relatedpurposes. Client CompanyCode Controllingarea Plant StorageLocation Salesarea Purchasingorganiz

Isthehighest-levelelementofallorganizationalelements FI–centralorg.element:balancedsheet,legallyindependent Identifiesaself-containedorgan.structureforwhichcostsandrevenuescanbemanagedandallocated.Itrepresentsaseparateunitofcostaccounting.

Prod.Planning,logistics:centralorg.element InventoryManagement Comb Combin inat atio ion nof of: : sale sales sor orga gani niza zati tion on Dist Distri ribu buti tion onc cha hann nnel el  di divi visi sion on EachcountryinwhichplantsoperatehasONEpurchasingorganization.Itpurchaseforallplantinthecountry. Masterdata

Masterdata :datawhichisusedlong-termintheSAPsystemforseveralbusinessprocessesandensuresNOredundancyofdatainthesystem.Masterdatahasan organizationalaspectastheinformationisorganizedinto VIEWS whichareassignedtoorganizationalelements.EX: Customermaster =3views: •

FinancialAccountingdata- -  (SalesArea):Salesdata (Client):Generaldata-(Companycode):FinancialAccountingdata

Transactions :applicationprogramswhichexecutebusinessprocessesintheSAPsystemsuchascreatingacustomerorder;postinganincomingpayment,etc. Document :adatarecordthatisgenerated whenatransactioniscarried out.Everytransactioncreatesa documentwhichcontainsallreleva ntpre-definedinformationfromth masterdataandorganizationalelementsassigned. Reportingsolutions OLAP:onlineanalyticalprocessing:optimizedforquery. (Informativeenvironment) OLTP:onlinetransactionprocessing:optimizedfortransactionprocesses. (Operatingenvironment) SAPBW :enabletheanalysisofdatafromoperativeSAPapplicationsaswellasallotherbus.applic.andexternaldatasourcessuchasdatabases,onlineservs,internet. 1

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LifecycleDataManagement SAPPLMisusedintightcollaborationwithSAPCRMandSCM. 4componentsofLifeCycleDataManagement :(DIPE) Documentmanagement :integrateexternalfiles,bystorageoftheoriginaldocumentsinsecurestoragesareasorlinkstootherobjects. 1. Productstructurebrowser :*isanavigationtooltomanageproductdata.Itdisplaysallproduct-relevantinfo,suchmaterialmaster,BOM,routing,class,docs. 2. Integration :ofmostCAxsolutions,Officeapplication,GIS,ClassificationsystemusingPLMinterface 3. EngineeringChangeandconfigurationmanagement(ECM)* :letmakechangedependentondate,serialnumber.Replicationsofproductdataisamethodusedto 4. runaseparatesystemforengineeringprocessinadditiontoaproductionsystem. Document ismadeupofadocumentinforecordandtheoriginalthatbelongtoit. DocumentsInfoRecord :Functions:Versionmanagement,Statusmanagement,Classification,Securestorageareas Purpose: Canbelinkedtootherobjectsinordertomaketheoriginalinformationavailabletotheseobjects( Material,Equipment,Functionallocation,Purchaserequisition,Document,WBS •

element,PRT,QMinforecord,Purchaseorder,Changenumber,Networkoperation,Productionorder,Custom element,PRT,QMinforecord,Purchaseorder, Changenumber,Networkoperation,Productionorder,Customer,Salesdocumentitem,etc.) er,Salesdocumentitem,etc.) •

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Allowstoviewandmanageoriginals Controlstheprocessflow. IntegrationinECCthroughobjectlinks* Interfacestoexternalsystems(PLMinterface+ArciveLinkinterface)* DMSallowseasywaytohandledocuments.

PLMInterface: ThirdpartyCAD-CAxsystems,Officeappl,GIS,Class.SystemareconnectedtoSAPERPusing PLMinterface . Thirdpartyarchivingsystemsareconnectedbyusingthe ArchiveLinkinterface . Bidirectionaldataexchange withthirdpartysystems. StandardBAPIandRFC technology. Transferdata withorwithoutaGUI: TheEasyDMSinterface isatoolforcreatingandchangingdocswithoutanSAPGUI.(SAPisinvisible)(BAPI,RFC,Javaconnectors). •

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Classification enablesflexiblesearching.AlsoasaVariantconfigurationandBatchmanagement Createcharacteristicsandallowedvalues. Maintainclassesandassigncharacteristicstothem. Createobjectsandassignclassestothem(alsoassigncharacteristicvaluesforthisobject). Searchforobjectsbyspecifyingtheclasstowhichitbelongsandthenspecifyingthevaluesforthecharact.oftheclass. Theclassificationstakeplace: Directlyintheobjector Indirectlyinatransactionwithintheclassificationsystem. • • • •

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Configurablematerial: isaproductthatcanbemadeinseveralvariants.(isnotafinishedproduct)  Areallmaterials inaBOMalwaysused toproduceanitemthat theBOM No.Inthecaseof configurablematerials ,theBOMmentionsallthematerialsforallvariants.Thussomeofthematerialswillbeusedonlyinsomevariants. represents? No.Inthecaseof Dependencies isafeatureusedtoselectthematerialsandoperationsforaspecificvariantofaconfigurablematerial. *ProductStructureBrowser : IsthecentralnavigationandinformationtoolinSAPLife-CycleDataManagement. Itdisplaysintree-structureformallobjectsthatbelongtoeachotherfunctionally,suchas:materials,BOMs,documents,classes,characteristics,routings,etc. Youcancallandchangeeachoftheobjectsfromthebrowser. TheEnterpriseApplicationIntegration(EAI)isacomponentthatallowsthedirectviewingoforiginalsintheproductstructurebrowser.

EngineeringWorkbench(EWB): IsusedasamaintenanceenvironmentforproductstructuresandcanbeusedtocreateandmaintainBOMs+Routings. Youdefineaworklistthatcontainsselectedobjectscopiedfromthedatabasetobeprocessed. *EngineeringChangemanagement(ECM) :Advantages: Changesthatbelongtogetheraregroupedinachangenumber Monitoringanddocumentationofchanges Savingmultiplechangestatusesforanobject Planningandrealizationofaspecificeffectivity Integrationinthelogisticsprocesschain

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ChangeNumber Header(generalinfo--date,validity,status)(Noitems) Objecttypes Objectmanagementrecords(Actualobjectsaffected) Otherinfo(accompanyingdocs,Classification--facilitatessearchforchanges,alternatedatesforindividualobjects) • • • •

TheECR/ECO unlikechangemasterrecord hasastatusnetworkthatenableschangeprocessestoberequested,checked,andreleased. 2

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ProcurementCycle OrganizationalLevels/Units representthelegaland/ororganizationalviewsofanenterprise.

OrganizationalLevels Client CompanyCode Plant

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Highestorganizationalelement)(definedinthesystembya3digitkey

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PurchasingOrganization* PurchasingGroup

Representsanindependentaccountingunit.BalancesheetandP/Lstatements,requiredbylawarecreatedatthislevel. Severalplantscanbeaffiliatedwithonecompanycode,buta plantcanonlyhaveonecompanycode. Arecompletelyindependentorg.unitswithseparateInventoryMgt(=>canbelongto<>plants,youcanusethesamestoragelocation numberinmorethanoneplant).NoOrg.LevelincludedforaPObecauseit’snotnecessaryuntilgoodarenotreceived. Negotiatethegeneralconditionofpurchaseforoneormoreplantsorcompanies/Legallyresponsibleforcompletingpurchasingcontracts (donotsetpriceconditions).

Buyerorgroupofbuyersresponsibleforcertainpurchasingactivities.Noassigntoapurchasing.

Plant-Specific Purchasing Organization Purch.Org.procuresmaterialsforonlyoneplant.

PurchasingOrganizationTypes * Cross-Plant Purchasing Organization Purch.Org.procuresmaterialsforallplants belongingtoonecompanycode.

Cross-Company-Code Purchasing Organization youcan’tassignacompanycodetothePurch.Org.in Customizing.Whenyoucreateapurchaseorderyoumustenter thecompanyforwhichyouwanttoprocurethematerial.

MasterdatainProcurement: MaterialMasterData/record: UsedbyallLogisticmodules.(Theintegrationofallmaterialdatainasingledatabaseobjectpreventstheproblemofdataredundancy).it’ssubdividedintoinformationgrouped byuserdepartments(functions)thatmanagethemodules,soeachonehasadifferentVIEWofthematerialmasterrecordandisresponsibleformaintainingthedatato supporttheirfunction.ThedatamaintainedwithinaviewmaybevalidformorethatonOrganizationallevel.ForexampletheViews: • • • • •

BasicData applicabletotheentirecompany ->Client: productdescription,material#,materialgroup,unitofmeasure Purchasingdata fororders->relevanttothe Plant InventoryMgtdata forpostinggoodsmovementsandmanagingphysicalinventory Accountingdata formaterialvaluationupongoodsmovementsorininvoiceverification.->isrelevanttothe CompanyCode MaterialsPlanningdata formaterialrequirementsplanning(MRP)andExecution(WorkScheduling) ->isrelevanttothe Plant

VendorMasterData

ItcontainsinformationaboutavendorfromaPurchasing(MaterialManagement)andAccounting(FinancialAccounting)perspective.Itcontrolshowtransactiondataisposted andprocessedforavendor.Also,itcontainsallthedatayourequiretodobusinesswithyourvendors. InAccounting,thevendorisregardedasthecompany’screditingbusinesspartner.ThevendormasterrecordisthereforemaintainedbyAccounting+Purchasing Dataisstructuredbyorganizationallevels: • • •

CLIENT =GENERALDATA:validforthewholecorporategroup.(address,bankaccount,etc) COMPANYCODE =COMPANYCODE DATA:(ACCOUNTINGdata,paymenttransactions,tax) EachPURCHASINGORG=PURCHASINGORG.DATA(paymentconditions,etc)

PurchasingInfoRecords

Containsinfoonavendorandthematerialyouprocurefromthisvendor,allowingtofindoutatanytimewhichvendorsofferaparticularmaterialorwhichmaterialscanbe procuredfromaparticularvendor. Purchasinginforecordscanbereferencedintheplanningprocesstopredeterminevendorspecificinformation. Infostoreandmaintain: Currentandfuturepricesandconditions(freightanddiscounts) Deliverydata(planneddeliverytime,tolerances) Vendordata Texts • • • •

Conditions

Areusedinpurchaseorderstodetermineprice. TypeofconditionsinPurchasing: InaContract: applyto all contractreleaseorderscreatedwithreferencetothiscontract. InaPurchasingInforecord :applyto allpurchaseorderitems thatcontainthematerialandvendorcontainedinthepurchasinginforecord. Extendedconditions: areonly includedinthe purchaseorder  ifitmeetscertaincriteria .Theyareflexible.Forex.Todefinevendordiscountsorincludediscountsfora materialtype. • • •

SEEPROCUREMENTPROCESSDIAGRAM

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Reporting Standardreports enableevaluationofdocumentsandmasterdata.

Parametersthatcontroltheinformationpresentedinapurchasingreportlist

 Selectioncriteria Selectionparameter determineswhichpurchasing documentsareanalyzedbythereport (COLLUMNS)Scopeoflistparameter determineswhichdataisdisplayed foraselecteddocument (ROWS)

ListViewerandALVGridControl :standardizeandsimplifythehandlingoflists Uniformdesignofalllistsandtables Crossapplication,standardizedfunctionwithuniformicons Simplecreationandchangingoflayouts(displayvariants) Choosedetail Setfilter: displaylineswithcertaincriteria Sort:ascending;descendingorder Addvalues createtotals Createsubtotals Layout:changetheappearanceofthelist •

Keyelements

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Functions

(LIS)LogisticsInformationSystem Thefollowingapplication-specificinformationsystemsareavailableunderLIS SIS (Sales Information System) P URCH IS (Pur cha sing Infor matio n Sy ste m) INVCO (Inventory Controlling) TIS (Transportation Information System) SFIS (Shop Floor Information System) QMIS (Quality Management Information System) PMIS (Plant Maintenance Information System) • • • • • • •

HowInformationStructuresareorganized ThePurchasingInformationSystemisbasedoninformationstructurewhichcontains3basictypesofinformation: • • •

Characteristics :criteriausedforcollectingdataonasubject(Ex:vendor;customer) Periodunit: (Ex:day;week;month) KeyFigures :areperformancemeasures;quantitativeinformationbasedonmeasurablefacts andareupdatedforeachcharacteristiccombinationandperiodicity.

StandardAnalyses : Drilldownlist Analysescanbearchived Graphicallysupported • • •

Flexibleanalyses :allowtodeterminethewayinwhichdatashouldbecombinedinanindividualreportprocurement. Combinecharacteristicsandkeyfiguresfromdifferentinformationstructuresinonelist Useyourownformulastocalculatenewkeyfiguresfromexistingones Choosebetweenavarietyoflayouts • • •

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MaterialPlanning

Client CompanyCode Plant

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OrganizationalLevels Highestorganizationalelement)(definedinthesystembya3digitkey oo | 1

Representsanindependentaccountingunit.BalancesheetandP/Lstatements,requiredbylawarecreatedatthislevel. Severalplantscanbeaffiliatedwithonecompanycode,buta plantcanonlyhaveonecompanycode. Arecompletelyindependentorg.unitswithseparateInventoryMgt(=>canbelongto<>plants,youcanusethesamestoragelocation numberinmorethanoneplant).

MasterdatainMaterialPlanning • • •

Material BOM Routing

MaterialMasterData/record: Representsthecentralsourceforreleasingmaterial-specificdata.UsedbyallLogisticmodules.(Theintegrationofallmaterialdatainasingledatabaseobjectpreventsthe problemofdataredundancy).it’ssubdividedintoinformationgroupedbyuserdepartments(functions)thatmanagethemodules,soeachonehasadifferentVIEWofthe materialmasterrecordandisresponsibleformaintainingthedatatosupporttheirfunction.ThedatamaintainedwithinaviewmaybevalidformorethatonOrganizational level.ForexampletheViews: • • • • •

BasicData applicabletotheentirecompany (Client): productdescription,material#,materialgroup,unitofmeasure Purchasingdata fororders->relevanttothe Plant InventoryMgtdata forpostinggoodsmovementsandmanagingphysicalinventory Accountingdata formaterialvaluationupongoodsmovementsorininvoiceverification.->isrelevanttothe Plant MaterialsPlanningdata formaterialrequirementsplanning(MRP)andExecution(WorkScheduling) ->isrelevanttothe Plant

IntheViews1to4wehavethefundamentalsettingsforMaterialPlanning: •

• •

• • • • •

MRPtype :specifieshowamaterialshouldbeplanned MRP o o Consumptionbasedplanning(strategy40) Noplanning o Lotsize (key):determinesthelotsize(quantity)ofeachoftheprocurementproposals. Procurementtype :controlshowamaterialistobeprocured Inhouseproduction(internal) o Externalprocurement o InternalandExternal o Inhouseproductiontime :specifieshowlongprocurementwilllast. Safetystockcanbeset Strategygroup :controlthebehaviorofplannedindependentrequirements Availabilitycheckgroup :controloftheAvailabletoPromise(ATP)check. Productionversions :definestheproductionprocedure.

Materialtype : Rawmaterials Operatingsupplies Semi-finishedproducts Finishedproducts • • • •

It’sthemostimportantvalueassignedtoamaterial.Materialswithsimilarbasicattributesaregroupedtogetherbymaterialtype.Thismeansyoucanmanageyourmaterials accordingtotheirbusinessrequirements. Thematerialtypeattachedtoproductidentifies/determines/controls: Businessprocessandfunctionsallowed. Views(Screens)thatappearintheMaterialMasterrecord Department-specificdatathatcanbemaintained Material#assignment Procurementtypesthatareallowed(in-houseproductionorexternalprocurement) GL-generalledgeraccountsthatareupdated • • • • • •

BOM: • • • • • •

•

TheBOMcontainstheassembliesorcomponentsthataretobeincludedintheproductionofamaterial. BOM’sareusedin:MRP,production,procurement,productcosting. ABOMconsistofaBOMheaderandtheBOMitems. ThebasequantityintheBOMheaderspecifiestowhichamountofthefinishedproducttheitemquantitiesrefer. AnitemofaBOMcanitselfalsocontainafurtherBOM Inthisway,multilevelproductionisdescribedusingthesingle-levelBOMsofthefinishedproductandthoseoftheassembliesandwhererequired,usingtheBOMs oftheassembliesofandsoon.DoesSAPdirectlysupportmulti-levelBOMs?No.Thesearerepresentedthroughseveralsingle-levelBOM’s ABOMcancontaindocumentsortextitems.

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BOMstructure : •

•

Header :settingsthatapplyforthewholeBOM Material o Plant o Usage:determinesthebusinessapplicationsforwhichaBOMcanbeused o o Status:controlswhethertheBOMisactiveforparticularapplications Description o Validity o Lotsizearea o BaseQuantity(qoffinishedproducttheitemqrefers) o Items:componentsnecessaryfortheproductionofthefinishedproduct. Itemcategory :specifieswhatkindofitemyouaredealingwith.Influencetheprocessingofthecomponent o § Stockitem :executedinthewarehouseandusedinproduction/musthaveamaterialmaster § Nonstockitem :directlyassignedtoamanufacturingorder(notviathewarehouse)/don’tneedmaterialmaster(anditsnumber) § Variablesizeitem § Documentsitem (designordiagram) § Textitem § Classitem § Intramaterial Descriptions o Quantity o o Controldata

MultilevelBOMstructure isexplodedautomaticallybyMRPandProductCostPlanning.

Routings:

Routingscontainthestepsthatarenecessaryforproduction,thatis: • • • •

• •

Operations , OperationSequences Usage Timeelements (andbasequantity:forex.10min.per1pc.)relevantforscheduling operations. WorkCenters whichtheseoperationsaretobeexecuted. Componentallocations

RoutingcanbetransferredtoSAPAPO(AdvancedPlanningandOptimization)intheformof productionprocessmodels(PPMs) Aroutingcanbedefinedusingtheroutinggroupandthegroupcounter.

SEEMATERIALPLANNINGDIAGRAM

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ManufacturingExecution ProductiontypessupportedbyERPOperations : Maketoorderprod:productionwithaProductionOrder ProcessManufacturing:productionwithaProcessOrder Repetitivemanufacturing:PeriodandQuantity-orientedproduction.Notorder-related. Projectorientedproduction:withproductionlots. Kanban:Replenishment-controlledusingstocktransfer,externalprocurement,in-houseprod.Viaself-controlledcontrolcycle. • • • • •

OrganizationalLevels Client CompanyCode Plant

oo oo

1

|

StorageLocation

• • • • •

Highestorganizationalelement)(definedinthesystembya3digitkey

| oo | 1

1

Representsanindependentaccountingunit.BalancesheetandP/Lstatements,requiredbylawarecreatedatthislevel. Severalplantscanbeaffiliatedwithonecompanycode,buta plantcanonlyhaveonecompanycode. Arecompletelyindependentorg.unitswithseparateInventoryMgt(=>canbelongto<>plants,youcanusethesamestoragelocation numberinmorethanoneplant).

MasterdataforManufacturingExecution Material BOM WorkCenter/Resource TaskLists(canberoutings,rateroutings,ormasterrecipes. PRTs(productionsResources/tools

MaterialMasterData/record: Representsthecentralsourceforreleasingmaterial-specificdata.UsedbyallLogisticmodules.(Theintegrationofallmaterialdatainasingledatabaseobjectpreventsthe problemofdataredundancy).it’ssubdividedintoinformationgroupedbyuserdepartments(functions)thatmanagethemodules,soeachonehasadifferentVIEWofthe materialmasterrecordandisresponsibleformaintainingthedatatosupporttheirfunction.ThedatamaintainedwithinaviewmaybevalidformorethatonOrganizational level.ForexampletheViews: • • • • •

BasicData applicabletotheentirecompany (Client): productdescription,material#,materialgroup,unitofmeasure Purchasingdata fororders->relevanttothe Plant InventoryMgtdata forpostinggoodsmovementsandmanagingphysicalinventory Accountingdata formaterialvaluationupongoodsmovementsorininvoiceverification.->isrelevanttothe Plant MaterialsPlanningdata formaterialrequirementsplanning(MRP)andExecution(WorkScheduling) ->isrelevanttothe Plant

BOM: • • • • • •

•

TheBOMcontainstheassembliesorcomponentsthataretobeincludedintheproductionofamaterial. BOM’sareusedin:MRP,production,procurement,productcosting. ABOMconsistofaBOMheaderandtheBOMitems. ThebasequantityintheBOMheaderspecifiestowhichamountofthefinishedproducttheitemquantitiesrefer. AnitemofaBOMcanitselfalsocontainafurtherBOM Inthisway,multilevelproductionisdescribedusingthesingle-levelBOMsofthefinishedproductandthoseoftheassembliesandwhererequired,usingtheBOMs oftheassembliesofandsoon.DoesSAPdirectlysupportmulti-levelBOMs?No.Thesearerepresentedthroughseveralsingle-levelBOM’s ABOMcancontaindocumentsortextitems.

BOMstructure : Header :settingsthatapplyforthewholeBOM Material o Plant o Usage:determinesthebusinessapplicationsforwhichaBOMcanbeused o Status:controlswhethertheBOMisactiveforparticularapplications o Description o Validity o Lotsizearea o BaseQuantity(qoffinishedproducttheitemqrefers) o Items:componentsnecessaryfortheproductionofthefinishedproduct. Itemcategory :specifieswhatkindofitemyouaredealingwith.Influencetheprocessingofthecomponent o § Stockitem :executedinthewarehouseandusedinproduction/musthaveamaterialmaster § Nonstockitem :directlyassignedtoamanufacturingorder(notviathewarehouse)/don’tneedmaterialmaster(anditsnumber) § Variablesizeitem § Documentsitem (designordiagram) § Textitem § Classitem § Intramaterial Descriptions o Quantity o o Controldata •

•

MultilevelBOMstructure isexplodedautomaticallybyMRPandProductCostPlanning.

WorkCenter 7

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Anorganizationalunitthatdefineswhereandwhenanoperationmustbeperformed. Theworkcenterhasanavailablecapacity.Workcenterscanbe: -Machines -People -Productionlines Differencebetweencostcenterandworkcenter Costcenterisplacewhereyouincuryourcosts. Workcenterisaplacewhereanoperationisperformedbyaperson/machine(group). Linkbetweenthem: Theactivitiesperformedatorbytheworkcenterarevaluatedusingchargerateswhicharedefined/determinedbycostcentersandactivitytypes. Theresource-relateddataismaintainedonseveral screens–views:

Basicdata

Default values

Maintainedon Plantlevel Nameanddescription Personorgroupresponsibleforthemaintenanceofthemasterdataofthisresource Tasklistusage :specifythetasklisttypes(routing,masterrecipe,equipmenttasklist,inspectionplans)inwhichtheresourcecanbeused. Standardvaluekey :areplannedvaluesfortheexecutionofanoperation.EX:setuptime,machinetime,personneltime.Standardvaluesareusedin costing,schedulingandcapacityrequirementsplanninginordertocalculatecosts,executiontimesandcapacityrequirements. Fortheoperationtobeexecutedataresource.Byenteringdefaultvaluesyoureducetheeffortnecessaryineditingoperations,sincethevaluesare storedcentrallyandyoudonotneedtoenterthemineachoperation. Controlkey: howanoperationistobeprocessedinatasklist. Examplesofsuchkeysandindictorsare:Scheduling:Ifyousetthisindicator,thesystemcarriesout schedulingforanoperation.Capacityplanning:Ifyousetthisindicator,thesystemcreatescapacityrequirementrecordsfortheoperation.

Costcenter available

Capacities Scheduling HR assignment

Standardtextkey Wagedata Isassignedtoaresourceto linktheresourceto costaccountingandcannowcarryoutproductandordercosting. Activitytypes: definespecificoutputfortheresource. Formulakey: tocalculatecosts,executiontimesandcapacityrequirementsofphasescarriedoutataresource. Calculatetheexecutionofanoperationduringprocessorderscheduling. Formulakey: tocalculatecosts,executiontimesandcapacityrequirementsofphasescarriedoutataresource. calculatetheexecutionofanoperationduringprocessorderscheduling Formulakey: tocalculatecosts,executiontimesandcapacityrequirementsofphasescarriedoutataresource. People Positions Qualifications

Routings: Routingscontainthelistthesequenceofstepsforproducingamaterial,thatis: Operations , OperationSequences Usage Timeelements (andbasequantity:forex.10min.per1pc.)relevantforschedulingoperations. WorkCenters whichtheseoperationsaretobeexecuted. Componentallocations • • • • • •

Routing(andBOM)canbetransferredtoSAPAPO(AdvancedPlanningandOptimization)intheformof productionprocessmodels(PPMs) Aroutingcanbedefinedusingtheroutinggroupandthegroupcounter. RoutingsandWorkCenters: • •

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Aworkcenterisassignedtoanoperation. Thestandardvaluekey intheworkcenterspecifiesthetimeelements(standardvalues)thathavetobetakenintoconsiderationduringplanning.EX:setuptime, machinetime,personneltime. Schedulingformulas storedintheworkcenterdefinethedurationfromtheallowedtimeelementsintherouting.

RoutingsandBillsofMaterial : • • • •

ProductionisdescribedviaaroutingandaBOM BOMcomponentscanbeassignedtoacertainoperation Productionresourcetools(PRTs)canalsobeassignedintherouting. PRTs areoperatingfacilitiesthatarenotlocationrelated,butthatarenecessaryforproduction,suchasameasuringinstrumentsorasupport.

OrderCreationOptions: WithoutBOM–Routing WithBOM–Routing WithRouting WithPlannedOrder

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SalesOrderManagement-SD •

Kanban:Replenishment-controlledusingstocktransfer,externalprocurement,in-houseprod.viaself-controlledcontrolcycle.

OrganizationalLevels Client CompanyCode oo

oo

Highestorganizationalelement)(definedinthesystembya3digitkey oo

Representsanindependentaccountingunit.BalancesheetandP/Lstatements,requiredbylawarecreatedatthislevel.

Itdefinesthedistributionchannel;asalesorganizationusestosellproductsfromacertaindivision. | EachSDdocumentisassignedtoexactlyonesalesarea.Weuseittoselectmasterdatawhenprocessingsalesorders.Alsoselect$+discounts | 1 IsthehighestlevelorganizationalelementsinSD(Logistics). 1 Sales SalesOrg. 1-oo CC.Youmaintainownmasterdata.Insalesstatistics,isthehighestlevel. Organization Isresponsiblefor: Sales oo Distributinggoodsandservices Area | Negotiatingsalesconditions combina 1 Productliabilityandrightsofrecourse tionof  Isthewayinwhichsalesmaterialsreachthecustomer. Distribution Representsyourstrategiestodistributegoodsand/orservicestoyourcustomer(ex.Wholesale,retail,internet) (1or+Dist.Ch.) Channel It’susedto: oo Defineresponsibilities Achieveflexiblepricing | Differentiatesalesstatistics 1 Representsaproductlinetogroupmaterialsandservices(pumps,motors,services) (1or+Div) oo Division Thesystemusesthedivisiontodeterminethesalesareasamaterialoraserviceisassignedto. | Plant 1-ooCompanyCode. oo Plantandstoragelocationareorganizationallevelsthatcanbeusedbyalllogisticareas:<>pointsofviews: MM:Theplantislocationwherethematerialiskept. Plant Production:representsamanufacturingfacility SalesandDistribution:representsthelocationfromwhichgoodsandservicesaredistributedandcorrespondstoadistributioncenter. Therelevantstocksarekepthere.Theplanthasacentralfunction: Youhavetocreateatleastoneplantinordertobeabletousethesalesanddistributionmodule oo oo Aplantmustbeuniquelyassignedtoacompanycode | Theassignmentbetweensalesorganizationsandplantsdoesnothavetobeunique Theplantisessentialfordeterminingtheshippingpoint.  1 | ArecompletelyindependentOrg.unitswithseparateInventoryMgt(canbelongto<>plants,itmeansthatyoucanusethesamestorage StorageLocation locationnumberinmorethanoneplant). It’sthehighestlevelorg.unitofshipping.Itcanbealoadingramp,amaildepot,etc Youassignashippingpointatplantlevel oo Shippingpoint Ashippingpointisaphysicalplaceandshouldbenearthedeliveringplant. ShippingPoint oo-ooPlant •

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MasterdataforSD • • • • •

Customer Customer-materialInforecord Material Output(mail,EDI,fax) Condition(EX:automaticpricing/customerdiscount)

Customermaster: Thecustomermastergroupsdataintocategories:(views) • •

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Generaldata:relevantforthe SDandfor Accounting .Validforallorg.units(Clientlevel). SalesAreadata:relevantfor SD.Validforthe salesarea(salesorg.-dist.channel-division). Herewestorethemandatorypartnerfunctionsforthecustomermasterduringthesalesorderprocessing: places the order o Sold-to-party : r ecei ves goods or ser vi ces o Ship–to-party : receivestheinvoiceforgoodsorservices o Bill-to-party : is responsible for paying the invoice o Payer : CompanyCodedata:isrelevantfor Accounting.Validforallorg.units(CClevel).

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Materialmaster:views: • • • •

Basicdata1 :  Salesorg.data :   Salesplantdata : Purchasing :

is r el ev ant for the entir e co mpany (Client):productdescription,material#,materialgroup,unitofmeasure is r el ev ant for SD. ItisvalidfortherespectiveSalesorg.andtheDist.Ch. is r el ev ant for SD. ItisvalidfortherespectiveDeliveryplant. is relevant for MM. ItisvalidfortheDeliveryplant.

Customer-materialInfoRecordmaster :

Youcanusethecustomer-materialinformationtorecorddataforacombinationofcertaincustomersandmaterialswhenprocessingadocument(order,delivery). ItisnotobligatoryforSales.Thedatathatcanbemaintainedare: • •

Cross-referencefromyourcustomer’smaterialnumbertoyourmaterialnumberandthecustomer’smaterialdescription. Specificshippinginformationforthiscustomerandmaterial(suchasdeliverytolerances,specifyingifthecustomeracceptspartialdeliveriesorthedefaultdelivering plant).

Definitionofcustomergroup: CustomerGroupidentifiesaparticulargroupofcustomersforthepurposeofpricingorgeneratingstatistics. ThedefinitioncanbefoundbyplacingthecursoronthefieldandchoosingtheF1functionkeyorpressingtheHelpicon;orthedefinitioncanbefoundintheglossary. • •

Outputmaster: isinformationthatissenttothecustomerusingvariousmedia(mail,EDI,FAX).Inthismasterdatayoudefine: • • • •

OutputTypes :(Quotation,Orderconfirmation,Invoice) Partnerfunctions :(Sold-to-party,Ship–to-party,Bill-to-party,Payer) Transmissionmedium :(Printer,Tlex,Fax,Mail,EDI) Time(atwhichoutputissent):(Immediatelywhensaving,Usingstandardprogram)

Conditionmaster : • • • •

Prices Surcharges&Discount Freight Taxes Ordertocashbusinessprocess SEESALESORDERMANAGEMENTDIAGRAM Reportingandanalysistools

SIS-SalesInformationSystem belongstoSD.With SIS,youcancompressdatafromsalesdocs.toobtaininformationwhichwillhelpyoumakestrategicbusinessdecisions. SIScontainsstandardanalysesaswellasflexibleanalysestohelpyouevaluatestatisticaldata. Listsandreports :2categories: Onlinelist(providedatafromdocuments/displaydocuments/allowtoreviewandchangedocuments) Worklists (displayworkthatneedstobeprocesse d/allowtoorganizetasksintoe fficientworkunit) • •

Informationstructures :(wheredataisstored) Characteristics Timeunit Keyfigures • • •

Standardanalyses: Helpscreatesophisticatedpresentationsandanalysesforthedata. Theanalysisisbasedontheinformationstructures.Inthefirststep,youselecttherequireddatascopeaccordingtothecharacteristicsandtheperiodoftheinfostructure.This dataisdisplayedinaninitiallist.Avarietyofdrill-downfeaturesareavailableinthelists.Eachanalysiscanbesaved. Toolstoanalyzedatainclude: ABCanalyses Correlation Classification Dualclassification Theanalysescanbe: Printed DownloadasafiletoyourlocalPC Downloadedintoaspreadsheetprogram SenttooneoremployeesusingtheSAPworkplacecomponent • • • •

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ERPFinancials–FinancialsAccounting(FI) TasksinFinancialAccounting :

Thecomponent FinancialAccounting(FI) focusesontheGeneralLedger,theprocessingofreceivablesandAssetAccounting. ImportanttasksofFinancialAccountingaretherecordingofmonetaryandvalueflowsaswellastheevaluationoftheinventories. TheGeneralLedger(GL) containstherecordingsofallaccounting-relevantbusinesstransactionsontoG/Laccountsfromabusinesspointofview.Every generalledgerisstructuredaccordingtoachartofaccounts. TheChartofaccounts containsthedefinitionsofallG/LaccountsofthegeneralLedger.Thesedefinitionsbasicallyincludetheaccountnumber,theG/L accountdesignationandthecategorizationoftheG/LaccountasanincomestatementorBalancesheetaccount. Reconciliationaccounts connectthesubledgerstotheGeneralLedgerinrealtime.(transactionscannotbepostedtoreconciliationaccounts).

TheAccountsPayableAccounting(AP) recordsallbusinesstransactionsthathavetodowiththerelationshipstosuppliers.Ittakesmuchofitsdatafrom Puchasing (MM– MaterialsManagement) TheAccountsReceivableAccounting(AR) recordsallbusinesstransactionsthathavetodowiththerelationshipstocustomers.IttakesmuchofitsdatafromSales& Distribution(SD). TheAssetAccounting(AA) records allbusinesstransactionsthathavetodowiththemanagementofassets. TheBankLedger(BL) supportsthebookingofcashflows. GR/IRaccount: it’saclearingaccountusedtoensurethatgoodsarereceivedforeachinvoiceandvice-versa. IntegrationoftheG/LaccountsinFI :

TheGeneralLedger ismanagedatcompanycodelevelandfromthistheBalancesheetsrequiredbythelegislatoraswellastheP/Lstatementarecompiled. TheassetsofacompanyarelistedintheBalancesheet,dividedinto: Assets -(applicationoffunds) Liabilities -(sourceoffunds) ThebusinesstransactionsthatareenteredinMM(materialstock)orinTreasury,flowsintoBalancesheetinrealtime. Thecomponent Treasury(TR) focusesonfunctionssuchaspaymentmeans,TreasuryManagement,loansandMarketRiskManagement. • •

Theaimofrecordingbusinesstransactionsistocreatea BalancesheetandP/LStatement inthesenseofareport. FinancialAccountingVSManagementAccounting :

Financial accounting (FI) Externalreportingpurposes-legalreporting.BalancesheetandP/Laccountsare createdinFIwithgeneralaccountingstandard( US-GAAPorIAS ) Definedbylawforcompliance. Legalreportingwillbedifferentforeachcountry.

Goal

Management accounting (CO) Internalmanagementinformationregarding costandrevenues .

CostandRevenuesatahigherlevel(acrosscountries) Level Additionalaccountassignmentwithspecificationoftheassignmentobject Integration DirectRelation. Invoiceverification–accountspayableandpurchasing//GItoprod.Order-GLaccounts

OrganizationalLevels Company Code 1

Business Areas

 |

Controlling Area 00

It’sanindependentaccountingentity.Doesnotusuallyextendacrossnationalboundaries.It’sanindependentaccountingentity. YoushouldcreateaCompanyCodeaccordingtotaxlaw,commerciallaw,andotherfinancialaccountingcriteria. CompanyCodeisusuallycreatedbasedongeographicconsiderations. TheCompanyCodeisthesmallestSAPentitythatsupportsafulllegalsetofbooks. TheremustbeatleastonecompanyCodeintheproductionenvironmentforabusinesstobelive. IsassignedtoONEcontrollingarea. InternalpurposestocreateBalancesheetandProfit/Loststatements  FacilitateexternalsegmentreportingacrossCC,coveringthecompany’smainareasofoperation. CanrunacrossmanyCC. YoucanmakepostingstobusinessareafromseveralcompanycodesbecausetheyaregenerallyCCindependent. Identifiesaself-containedorg.structureforwhichCostsandRevenuescanbemanagedandallocated.Itrepresentsaseparateunitofcostaccounting. Oneormorecompanycodescanbeassignedtoacontrollingarea,whichenablescrosscompanycostaccountingbetweentheassignedcompany codes.Thisisonlypossibleifcompanycodesandcontrollingareausethesameoperatingchartofaccountandfiscalcalendaryear. GL-GeneralLedgerAccounting

ChartsofAccounts(COA): • • •

•

Containsthedefinitions( Account#,A.name,TypeofG/Laccount –>1)ProfitandLost  or2)Balancesheet ) ofallGLaccounts. Youcandefineanunlimitednumberofchartsofaccountsinthesystem.EachGLissetupaccordingtoachartofaccounts. EachCCisassociatedwith1chartofaccounts. ChartofAccountsoo–1CC .IfCrossCompanyCodecontrollingrequired,theChart ofAccountscanbeassignedtomultiplecompanycodes.ThismeansthattheGLofthesecompanycodeshaveidenticalstructure. ACCcanalsohaveacountryspecificchartofaccounts.

G/LAccountMasterRecord :2segments . COA-Chartofaccounts: highlevel:Accountdescription.A.type(balancesheetorP/L)A.group,A.consolidationnumber. CompanyCode: detailshowtheCCmanageseveryaccount:accountctrl.,mgt,bankdetails,interestcalculation,doc.ctrl,fieldstatus… • •

AccountGroupsforG/LAccounts : Acc.groupsclassifyGLacc.intouser-definedsegments.(cash,asset,material,P/L,etc).The FieldStatus: SUPRESS,REQUIRED,DISPLAY,OPTIONAL,isspecifiedintheCCseg.

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ReconciliationAccountsandSub-Ledgers : TheReconciliationaccount canpostonlythroughasubledgeraccount(notdirectly).Thisensuresreal-timeintegrationofasubledgeraccountwiththegeneralledger. BenefitsoftheNewGeneralLedger: -Extendeddatastructure: allowsadditionalfields. -RealtimeDocumentsplit(onlinesplit) (asingleinvoicecanbepostedtomultiplesegments). -RealtimeIntegration (Reconciliation)between COandFI . -Parallelaccounting .Multiplebookscanbemaintained. -Containsfunctionsthatunifytheconventionalgeneralledgerwiththespecialledgerscomponents. PostingKey(PK) :hasacontrollingfunctionforthedocumentsitem.Eachdocumentlineitemcontainsonepostingkey.It specifiesthefollowing: AccountType :(BalancesheetorP/L) DebitorCredit posting FieldStatus: SUPRESS,REQUIRED,DISPLAY,OPTIONAL.Whichfieldsofthelineitemmayhaveorrequireanentry Inthenew ENJOYtransaction(FB50);younolongerneedtoenterthepostingkey. • • •

AccountInformation: Thebalancedisplayandlineitemdisplayareprovidestodisplaytheaccountdata. Thebalancedisplayisanoverviewofthesavedtransactionfiguresofanaccount. Fromthelineitemlist,youcandrilldowntothedocumentoverview.

AccountsPayable(Cuentasporpagar) (Integrationofprocurementcycle (Procure-to-PayProcess) withaccountpayable) VendorMasterRecord :containalldataaboutavendor,thiscontrolshowtransactiondataispostedandprocessed.

Vendor

Levelstored

Levelstored

Levelstored

Client

CC

Purch.Org.

Specificinformation, suchasname,address

howparticularCCwill

Specificdatato

processtransactions

purchasing

Procurementprocessfromtheaccountingview -IntegrationwithMaterialsManagement MM Doc

Goods Receipt GR

Purchase order 

FI Doc

FI Doc

Invoice IR

Pay

2 103

101

Storage location

Documents generated

F Q X

105

Goods receipt area

MM Doc

MM Doc

Stock Raw

Bank-Cash

FI Doc

CO Doc

1

Balance sheet Consumption Raw

3

Vendor  Reconciliation

GR / IR

300

3000

3300

3300

3300

1

1

3

2

1

3300 3

3300 2

Vendor  Subledger 

3300 3

Libro mayor  auxiliar de proveedores

3300 2

AFinancialdocument iscreatedwhengoodsarereceivedandwhentheinvoiceisreceived,butnotwhenthepurchaseorderiscreated.

• • • • • •

Effects of Goods Receipt Materialdocumentiscreated(quantity) Accountingdocumentiscreated(value) Purchasing(PurchaseOrderHistoryisupdated) QualityManagement(Inspectionlotiscreated) WarehouseMgt(TransferReq.iscreated) Outputmaybegenerated(GRslip

• • • •

Effects of Invoice Verification Accountingdocumentiscreated TheprovisionintheGR/IRclearingaccountarereversed POhistoryisupdated OpenItemiscreatedinthevendor’saccount

Account Posting 1. GoodReceipt:DebitStock,CreditGR/IR 2. InvoiceReceipt:DebitGR/IR,CreditVendor 3. PayVendor:DebitVendor,CreditBank/Cash

Iftheinvoice$differsfromthePO$,thestockvalueandthecurrentmov.priceis recalcul.andupdatedinthematerialmaster,foramaterialvaluatedwithmovingaver.$

APInvoice/CreditMemoEntry : Youcreateandposta vendorinvoice orcreditmemo usingaonescreentransaction.ThistypeofinvoiceentereddirectlyinA/Pisamiscellaneousinvoice,withoutreferenceto apurchaseorder.TheA/Pentryscreenisdividedinto4areas: Worktemplates Headerandvendordata Lineiteminformation Informationarea • • • •

ElementsofthePaymentprocess : Thestandardsystemcontainscommonpaymentmethodsandcorrespondingformsthathavebeendefinedseparatelyforeachcountry. Duringthe paymentrun ,thesystemdoesthefollowing: Postspaymentdocuments Clearsopenitems Preparesdatafortheprintingofpaymentmedia • • •

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AccountsReceivable (Integrationbetweenordertocashcycleandaccountsreceivable) Customermasterrecord :contain datathatcontrolshowtransactiondataispostedandprocessed. Levelstored

Levelstored

Client

CC

Customer

specificinformation, suchasnameaddress

Levelstored

Salesarea (Salesorg-Dist.Ch.-Div)

howparticularCCwill processtransactions

Specificdata:conditions andtermsofpayments

Credit Represent. groups

CreditControlArea Credit

Creditcontrolarea: Theorganizationalunitforcreditcontrolisthe creditcontrolarea . Canbeassignedtoindividualcompanycodes(decentralizedorganization)or toagroupofcompanycodes(centralizedorganization). Acreditcontrolareaisgenerallymanagedbyaseparatecreditdepartment,whichisdividedinto anumberofcreditrepresentativegroups,witheachgroupconsistingofseveralcreditrepresentatives.

Department Company Company

Company

Credit Represent. groups

CreditManagementmasterrecord :

Thecreditdept.setsupaseparatecreditmgtmasterrecord,whichisanextensionofthecustomermasterrecord,sothatdatarelevanttocreditmanagementcanbe maintainedandmonitored. Thecreditmanagementmasterrecordconsistsofthefollowingsections: Generaldata (customer’saddress,communicationdata) Credit Creditcontrolareadata (creditlimit,customer’sriskcategory) Customer Overview (whichcontainthemostimportantdatafromallsections) Mgt • • •

CreditControlProcess :

Whentheorderisplaced,a checkisrun (creditcontrol)toseewhether thecustomer’screditlimitw ouldbeexceedediftheor derwer tobeaccepted.Ifthisisnotthecase,thesalesprocesscanbecarriedouttheusualway. Ifthecreditlimitisexceeded,the orderisblocked,and thecreditdepartmenthas toact.The responsiblecreditrepresentativeca  eitherbenotifiedautomaticallyviamail.Orcanuseareporttochecklistofallblockedorders. Thecreditrepresentativethenclarifiesthesituation,eitherbyusingcreditinformationsystem,orbycallingthecustomer. Onceclarificationhasbeenmade,thecreditrepresentative releasestheorder ,andthetransactioncanbeprocessedinSD.Ifthecredi  representativedecidesnottoreleasetheorder,the orderisrejected .

SalesProcess&integration : Warehouse Confirm Pick Quantity

Transfer Order  Pick Quantity TO

Inquiry

Sales Order 

Quote

Transfer Request

Delivery/ Shipping

Invoice/ Billing

Goods Issue

Receive Payment

10

Documents generated

MM FI CO-PA Doc Doc Doc

MM FI CO Doc Doc Doc

1 Inventory Change 4000

Inventory 4000

1

1

Cash/Bank 10000 3

Revenue 10000 2

FI Doc

2

3

Customer  Reconciliation 10000 2

Customer  Sub-Ledger 

10000

10000 10000

3

2

3

 Auto

• •

Sales Salesorder(SD) Nodocument(FI)

• • •

Shipping Outbounddelivery(SD) Transferorder(picking) Goodsissue(MM)(FI)

• •

Billing Billingdocument(SD) Invoice(FI)

AccountPosting

1. GoodsIssue:CreditInventory,DebitCostofgoodssold(Inv.Change) 2. Billingacustomer:CreditRevenue,Debitcustomer(Reconc+Subdledger) 3. incomingPayment:CreditCustomer(Reconc+Subdledger),DebitBankaccount

Onthedayof shipping,anoutbounddeliverydocumentsiscreated.Atthisstagetheeffectsinaccountingstarttoappear. Thegoodstobedeliveredarepostedasa goodsissue.AGIdociscreatedin MM, Whenthe billingdocumentiscreated inSD,an FI-accountingdocument thatdebitsthecustomerandcreditsrevenueisautomaticallycreatedsothatthegoodsissueis postedtothecorrectG/Laccounts. Theaccountingdocumentsdebitscostofgoodssoldandcreditinventory . • •

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Thelaststageinthesalesprocessis billing.AbillingdocumentiscreatedinSD,andaprintedinvoiceissenttothecustomer.Atthesametime,adocumentiscreatedinFIso thatthereceivableandrevenuecanbepostedtothecorrectaccounts. Theaccountingdocumentdebitsthecustomerandcreditsrevenue .

IncomingpaymentsinAccountsReceivable: Theitemsarecleared ifthecustomerpayshisopenitemstothefullamountorwithanauthorizeddeductionofcash discount. Ifaminorpaymentdifferenceexists,thiscanbechargedoffautomatically. Themaximumamountthatconstitutesaminorpaymentdifferenceisdefinedin tolerancegroupsettings . Anygreaterdifference(outsideoftolerance)mustbedealtwithmanually. Partialpayment :theitembeingshort-paiddoesnotclear. Residualitem :theopeninvoiceisclearedandanewopenitem(residualitem)intheamountofthepayment differenceiscreated.

FixedAssetAccounting

AssetsinFIOrganizationallevels: Eachassetbelongstoa companycode anda businessarea . Allpostingsmadefortheasset(acquisitions,retirements,depreciation,etc.)areappliedintheassignedcompanycodeandbusinessarea. Additionally,youcanassigntheassettovariousCOobjects(costcenter,internalorder,andactivitytype)andlogisticorganizationalunits(forselectionpurposesonly).

Assetclass: Theassetclassisthemaincriteriafordefiningtheasset. ü

Eachassethastobeassignedtoanassetclass.Ex.Building:Accountsforbuilding.Machinery:accountformachinery. Intheassetclass,youcandefinecertaincontrolparametersanddefaultvaluesfordepreciationandothermasterdata. ü Youcancreateassetclassesforintangibleassetsandleasedassets. ü TheapplicationcomponentPM(PlantMaintenance)isusedforthetechnicalmanagementofassets. ü TheapplicationcomponentTR(treasury)isusedformanagingfinancialassets. ü

AssetTransactions:canbepostedinvariousways.InFI-AAyoucanpostthefollowingways: • • •

Withoutavendororapurchaseorder Toavendor,butwithoutreferencetoapurchaseorder ViamaterialsmanagementusingtheMMfunctions (purchaseorder,goodsreceiptandinvoicereceipt)

Transactiontype :isnecessarytoenabletheassettobecorrectlylistedintheassethistorysheet.

Assetexplorer:givesaclearoverviewoftheactivityforanassetperdepreciationareaandfiscalyearforplannedvalue,postedtransactions,postedamounts,postedand planneddepreciation,anddepreciationparameters.

DepreciationAreas : Oftenassetbalancesandtransactionsneedtobevaluateddifferentlyforvariouspurposes.Tokeepmorethanonevaluationbasis,depreciationareasarekeptinthesystem. DepreciationRun : OnlyafterthedepreciationpostingrunhasbeencompletedisthedepreciationactuallypostedinassetaccountingandintheGL.Thedepreciationispostedtothe correspondingdepreciationaccountsinthegeneralledgerandtotheassignedCOcostobjectassignedtotheassetmasterrecord.Theruncanbeindirectorbatchmode. PrepareFinancialStatements

Tosupportlegalreportingrequirements,currentlyseveralreportsmeetcountry-specificrequirements.

•

Companycodefinancialstatements Businessareafinancialstatements Operatingchartofaccounts Countryspecificchartofaccounts

•

TheFinancialstatementversion determinesthestructureofaBalancesheetandincomestatementsasfaraswhichaccountsmaptowhichlineitemsonthereport.

• • •

•

WhenatransactionispostedinFI,itautomaticallyappearsontheBalancesheet.(Theaccountmustbeassignedtoanappropriatelineiteminthefinancialstatement versionusedwhenrunningtheBalancesheet.Otherwise,thepostingwillappearattheendofthefinancialstatementinacategorycalledaccountsnotassigned). 14

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Management Accounting-Controlling-CO ComparisonofFinancialandmanagementAccounting : Managementaccounting containsallthefunctionsnecessaryforeffectivecostandrevenuecontrolling.Itcoversall aspectsofmanagementcontrollingandincludesmanytoolsforcompilinginformationforcompanymanagement.

Financialreportsusedforexternalreportingpurposes,suchasBalancesheetsandP/Lstatements,arecreatedin FinancialAccounting accordingtoaccountingstandards(GAAP/IAS).

TypicalTasksinManagementAccounting : ThemaincomponentsofCO-ManagementAccounting:areusedfordifferenttasksandtypesofanalysis. Classifycostandreconciledata •

CostElementAccounting :ClassifiesthecostsandrevenuespostedtoCO.Italsoenablesyoutoreconcilecosts betweenMgt.AccountingandFinancialAccounting(CO-FI).

Controloverheadcostsandallocatescosts OverheadCostControlling :examinestheoriginofcostsinthefunctionalareasofanenterprise.Overheadcosts •

includecoststhatcannotbedirectlyassignedtoaproductorservice.Itisoftendifficulttodeterminewhat causedoverheadcosts.Activity-BasedCosting(ABC)providesyouwithmorewaysofallocatingcosts. Evaluatethecostofgoodsorservices ProductCostAccountingisusedforcostingandevaluatingthecostofgoodsmanufacturedforaproductandthe •

costsassociatedwithprovidingaserviceorwhencarryingoutaproject.  AnalyzeProfit ProfitabilityAnalysis :externalfocus.Looksathowprofitablevariousmarketsegmentsare(productdivisionsforex.)andhowprofitabilityhasevolvedoveraperiodoftime. •

 Analyzesuccessofin dividualprofitcenter s ProfitCenterAccounting :internalfocus.Looksathowindividualprofitcentersareperformingintheenterprise.Itcanbeusedtorepresenttheinternalmarketinthe •

enterprise,particularlyifmultiplevaluationapproachesandtransferpricesareused. FlowofvalueswithinManagementAccounting : Costsincurredinonepartoftheenterpriseareoftenpassedontoadifferentpart.Forexample,youcanallocateoverheadcostsfromadministrativecostcentertoproduction costcenters.Thesecostsarethenallocatedtoproductionprocesses. IntegrationwithotherSAPERPApplications : FinancialAccounting(FI) isaprimarysourceofdataforManagementAccounting.MostexpenseinthegeneralledgerresultinacostpostinginManagementAccounting.These expensepostingstotheGeneralledgercanbejournalpostings,vendorinvoices,ordepreciationpostingsfrom AssetManagement . SalesOrderManagement(SD) isaprimarysourceforrevenuepostingsfrombillingdocumentstorevenuepostingsinProfitabilityAnalyses(CO-PA),andProfitCenter Accounting(PCA). HumanCapitalManagement(HCM) cangeneratecostpostingsinManagementAccounting.HCMoffersyoutheopportunitytoallocatelaborcoststovariouscontrolling objects.Inaddition,plannedpersonnelcostscanbetransferredandusedforManagementAccountingplanning.

InMaterialsManagement(MM) ,agoodsissuetransactioncancreateacostpostinginManagementAccountingtowhichevercostobjectisspecified.Productcostestimates createdinManagementAccountingcanupdatepricefieldsinmaterialmasterrecords.Finally,thecreationofpurchaseordersinMaterialsManagementcangenerate commitmentpostingswithinManagementAccounting. TheManufacturing areaof Logistics alsoworkscloselywithManagementAccounting.BOMandroutings,createdinManufacturing,canbeusedinProductCostAccounting.

OrganizationalLevels IsthebasicorganizationalunitinCO-ManagementAccounting. Isaclosedentityusedforcostaccounting.Youcanallocatecostsonlywithinacontrollingarea.Theseallocationscannotaffect objectsinothercontrollingareas. oo MultipleAssignments: YoucanassignmorethanoneCCtoacontrollingarea.Thisenablescontrollingacrosscompanycodes.The controllingareaanditscompanycodemustusethesameoperatingchartofaccountsandthesamefiscalyear. | Representsthestructureofexternalsegmentsfortheenterprise.Youcanassignseveralcontrollingareastoeachoperatingconcern OperatingConcern(CO-PA) soyoucananalyzethemtogether.Profitabilityanalysis(CO-PA)isusedwithOperatingConcern. Isanindependentaccountingunit.FinancialandP/Lstatementsarepreparedatcompanycodeleveltomeetlegalreporting 1 CompanyCode oo requirements. CanbeusedtogroupstrategicbusinessunitsforreportingP/Landfinancialstatements(notsuitableforauditing,suitablefor BusinessAreas | reportingpurposesonly).Businessareascanalsobecross-companycode. RepresentsaproductionunitandisthecentralorganizationalunitinMaterialsManagementandProductionPlanning. Plant(MM/PP) 1 APlantisassignedtoacompanycode. IsanorganizationalunitusedMaterialsManagement–Purchasing. PurchasingOrgan.(MM-PP)

ControllingArea

(CO-OM/CO-PC/EC-PCA)

SalesOrgan.(SD)

IsanorganizationalunitusedinSalesOrderManagement.

Incross-companycodecostaccounting ,thecontrollingarea andthecompanycode canhavedifferentcurrencies .Youcanuse 3currenciesinCO: Controllingarea currency CompanyCode currencyor objectcurrency (bydefault) Transaction currency(usedforpostingadocumenttoManagementAccounting) • • •

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CostCenterAccounting G/LAccountsandCostsElements : AsweknowthechartofaccountsiscreatedinFI. Allexpenseaccounts aregroupsinoneclass( class4) andallrevenueaccounts inanother (class8) Expenseaccounts towhichcostsarepostedforcostaccountingpurposes mustalsobecreatedascost elementsinCO-ManagementAccounting .Thisensuresthatallpostingstothistypeofexpenseaccount alwaysarriveinCOatthesametime. • •

CO

FI •Expenseaccounts-class4 •Revenuaccounts-class8

•Primarycostelement •Revenuelement

Primarycostelements: (materialcost,personnelcost,energycost) giveadirect,onetoone,correspondencewithGLaccountinFI…toallowcoststoflow. Secondarycostelements: (productioncosts,materialoverheads,productionoverheads)arecreatedonlyinCOandareusedforinternalcostallocations,overhead calculation,settlementtransactionand donothaveanycorrespondingGLaccountinFI ….itdoesnotflowtoFI…

StandardhierarchyrepresentsallCostCentersperControllingArea: Only1standardhierarchy. ThecostcenterisanorganizationalunitinaControllingarearepresentingaclearlydelimitedlocationwherecostsoccur. CostCenterAccounting answersthequestionof wherecostsoccur . ABC-Activit y-basedCostinganswersthequestionof why (forwhatpurpose)costsoccur . Costcenterscanbedefinedaccordingtoseveraldifferentdesignapproaches(Ex:lowlevelunitthathasresponsibilityformanagingcosts/geographiclocation/activitiesor servicesprovided),butwhicheverapproachisselected,itshouldbeconsistentthroughouttheenterprise. ActivityTypes: Classifiestheactivitiesperformedorproducedbyacostcenter (ex.MachineHourRate). Thecostsoftheseresourcesneedtobeallocatedtothereceiversoftheactivity.Activitytypesserveas tracingfactors forthiscostallocation.ActivityDocument:Activity type,Q.(ex.Consulting,10hs) RelationshipbetweenCostCenter/ActivityType :Inaninternaldirectactivityallocation,youneedtoenter Activitytype Costcenter Quantity Unit$(iscalculatedbasedonthe$oftheactivity+Q) andgeneratesadebittothereceiverandacredittothesenderforboththequantityandcosts.Internalactivityisallocatedusing secondarycostelements ,whicharestorein themasterdatatypesasdefaultvalues. • • • •

Youcanrestricttheuseoftheactivitytypetocertaintypesofcostcentersbyenteringtheallowedcostcentercategoriesintheactivitytypemasterrecord.Youcanenterupto eightallowedcostcentercategoriesintheactivitytypemasterrecord,orleavetheassignments“unrestricted”byenteringanasterisk(*). StatisticalKeyFigures : AreameasurablequantitythatcanbeassignedtoCostCenters,Activitytypes,OverheadOrders,BusinessProcesses,andProfitCenters.(EX:totalnumberofemployeesina costcenter,minutesoflongdistancecalls…) Youcanusestatisticalkeyfiguresforcostallocationasa TracingFactor inoverheadcostallocations . Types: Fixedvalue isusefulforstatisticalkeyfiguresthattendtoremainconstantovertime(EX:numberofemployee) Totalsvalue mustbeenteredforeachindividualperiodandisusefulforvaluesthattendtochangeeachperiod(EX:Kilowatthourofelectricityconsumption). YoucanalsotransferstatisticalkeyfiguresvaluesfromtheLogisticsInformationSystem(LIS)bylinkingkeyfiguresfromLISwithSKF’sinCO. • •

MasterDataGroups : Whenyouusemasterdatagroupsinreporting,eachhierarchicallevelcanproduceautomatictotalsofthelevelsbeneathit. Thevalue(costcenter,costelement,activitytype,etc.)isrepresentedonlyonceinthegroup. Eachvaluecanbeusedinmorethanonegroup. Eachcontrollingareamusthaveauniquestandardhierarchy. Thenameofamasterdatagrouphastobeuniqueforaclient-CC,eveniftherearetoCCforaClient(=>2names) CostCenterPlanningProcess : Imputs:Manualentries,formulas,HCM-Assests? Steps:SOP,Productionplanning,Costcenterplanning,Productcostplann. Plannedvalues(suchasplannedpersonnelcostsandplanneddepreciation)can alsobetransferredautomaticallytotheCostCentersfromHRandAssets Accounting(FI-AA).Bothfixedandvariablecostscanbeplannedforeacharea ofresponsibility(CostCenter). ItistheaimofCostCenterPlanningtocalculateplanningcoststodefine deviationslaterandtopreparetheallocationtocostbearers. TheactivitytypeplanningisanimportantstepinCostCenterPlanning,asthe plannedactivityamountscaninfluenceplannedcosts.

COST CENTER PLANNING PROCESS

Prod / Product Group

Sales Info Syst Sales Plan

CO-PA

vs

Forecast Plan Quant

Sales Plan

 Additional Resources Obtained or Sales Plan changed Non

SOP

HR

 Assets  Accounting

Planned

Planned personnel costs,

values  Activity Scheduled Cost Center  IntheSalesInformationSystem(SIS),thecompanycanplansalesquantitiesfor depreciation Sales & Operation Yes Requirements vs  Activities Planning (created in SOP) Planning aproductorproductgrouplevelforthefollowingyear.Similarly,salesquantity planningcanbeaccomplishedinProfitabilityAnalysis.Thesalesplanscanbe Production Product Plan Activity Plan Activity Cost Cost comparedwithoneanothersothatasingleforecastcanbetransferredtoSOP. Resources Cost prices Quantities Planning Center  Planning Acapacity-basedcomparisonofplanquantitieswithproductionresourcesthen  Additional takesplaceinSOP.Iftheplancannotbemet,additionalresourcesmustbe Internal activity Orders planning obtainedorthesalesplanmustbechanged. Routing BOM TheactivityrequirementscanthenbecreatedinSOPorLongTerm Overhead Cost Requirements(LTP)andtransferredasscheduledactivitiestocostcenter Controlling planning. Incostcenterplanning,theplanactivityquantitiesarecreatedonthebasisofscheduledquantitiesfromSOP.Costplanningisperformedforcostcentersandinternalorders,aswellas additionalactivityplanningforOverheadCostControlling .PlannedcostsfromHRandAssetscanbetransferredtocostcenterplanning.Planactivitypricesarethencalculated. ThecalculatedplanactivitypricesgotoProductCostPlanning,whichestimatestheproductioncostsoftheplannedproductsbyusingBOMandRoutings.Thecostsofgoods manufacturedthatwerecalculatedonthebasisofthesalesplanarethentransferredtoCO-PA.Thesecostsareused,alongsidetheforecastedrevenues,tocreateaprofitplan.Youcan usetheresultsofthisplantomakeadjustmentstotheoriginalsalesplan,whichtheninitiatethecompleteintegratedplanningprocessagain. Plan can be met?

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Activityallocation PostingfromFItoaCostCenter :Activityallocation

WhenajournalentryiscreatedinFIthatincludesanexpenselineitem,thatexpensecanbepostedtoCOasacostif: AprimarycostelementhasbeencreatedinCOthatcorrespondstotheexpenseaccountusedintheFIjournalentry. ü ü Avalidcontrollingobject(suchascostcenter)isreferencedintheFIlineitem. Asaresultiscreated(eachdocumenthasauniquedocumentnumber): 1FIdocument 1COdocument. •

WhenanFIdocumentsiscreatedthatpoststoanexpenseorrevenueaccount ü Havingacorrespondingcostelement, Avalidcontrollingobject(suchascostcenter)isreferencedfortheexpenselineitem, ü Asaresultiscreated: 1COdocument.ThisCOdocumenthasitsownuniquenumberandcontainsthefollowingdetails: Controllingobjectpostedto Costelementused Amount WhenaprimarycostisinitiallypostedtoinCO,itistreatedasaone-sidedjournalentry,unlikeaconventional,balancedfinancialaccountingjournalentry. AnytransactionsthatcreatecostmovementswithinManagementAccountingarebalancedentries. Whenacostismovedfromonecontrollingobjecttoanother,suchasfromonecostcentertoanother,thesendingobjectiscreditedandthereceivingobjectisdebitedforthe sameamount. •

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PostingfromMMtoaCostCenter : GoodsissueformaterialconsumptiontransactionspostedintheMMcanbeassignedtoa costcenter .Also,youmustenteramovementtypetodifferentiatebetweenthe variouscategoriesofgoodsmovements. Asaresultiscreated: 1FIdocumentthatdebitsmaterialconsumptionaccountandcreditsmaterialstock(inventory)account. Thecostcenterisdebitedwiththevalueofthegoodsissuedusingaprimarycostelement. DirectactivityAllocation :Dealswiththemeasurement,posting,andallocationofanorganizationalactivity. Youneedtocreatethecorresponding(measurable)tracingfactors,knownas activitytypes inCostCenterAccounting. Foradirectactivityallocation,thefollowinginfoisneeded: Sendercostcenter–credited (Costcenterthatprovidestheactivity(usingsecondarycostelement) Receiver–debited (Objectthatreceivestheactivity(usingsecondarycostelement) Activitytype Quantity oftheactivityprovided. • • • •

PeriodicAllocations withsender/receiverrelationships –techniques(examples): PeriodicReposting (useoriginalcostelement) Distribution(useoriginalcostelement) Assessment (usesecondarycostelement) IndirectActivityAllocation Template Allocation • • • • •

InternalOrder

Isacostcollectorthatallowsabetterviewofcoststhatcouldnotbeitemizedindetailinacostcenter.Usefulforplanning,monitoring,alloc.ofcostsandreporting. 4types/categories : Overheadorders :usedtomonitoroverheadcostsincurredforaparticularpurpose,suchasconductingatradefair,ortrackingcostsformainten.andrepairwork. Investmentorders :usedtomonitorcostsincurredintheproductionofafixedasset,suchasbuildingastoragefacility. Accrualorders :usedtooffsetpostingsofaccruedcosts(costscalculatedinCO)tocostcenters. Orderswithrevenue :usedtoreplacethecostaccountingpartsofSDcustomerordersifSDisnotbeingused,sothatbothcostsandrevenuescanbetracked;ortomonitor revenuesnotaffectingtheorganization’scorebusiness(miscellaneousrevenue). • • • •

InternalOrders-CostPlanning : Costsarenormallyplannedforordersthathavea longlifecycle .Orderswithashortlifecycle,suchasforunexpectedsmallrepairs,arenormallynotplanned. 3options/waysforplanningcostoninternalorders: OverallPlanning : isthesimplestlevelfor planningordercosts.Youcanplanov erallvaluesandannua lvaluesirrespectiv eofthecostelements. Primary/secondarycostandrevenueplanning : canbeusedifyouhavedetailedinformationaboutaninternalorder.Formanualplanningpurposes,primary/secondary costandrevenueplanningcomprisestheplanningofprimarycosts,activityinputs,andrevenues. Unitcosting:canbeusedtocarryoutmoredetailedplanningthanispossibleoncostselements. • •

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PostingtoanInternalOrder :canberealorstatistical(informationpostingsonly). Commitments (futurecosts): Identifiescostswhichbeincurredinthefutureformaterialsandservicesrequestedorordered.Byrecordingcommitments,aswellasactualcosts,youcancomparethe fundsyouhaveallocatedtoyourplannedorbudgetedcoststodeterminefundsavailability. ArecreatedinthePurchasingfunctionofMaterialsManagement. Isrecordedautomaticallywhenyouassignanoverheadordertoapurchaseorder. •

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Youreducethecommitmentbypostingagoodsreceiptagainstapurchaseorder.Actualcostsarepostedtotheinternalorder.Thisprocesscontinuesuntilthepurchase orderisclosedandthecommitmentisreducedtozero. YoumusthaveactivatedcommitmentmanagementinManagementAccountingforeachcontrollingarea.

OrderSettlement : Internalorders areusuallyusedasaninterimcollectorofcostsandanaidtotheplanning,monitoring,andreportingprocesses.Whenthetaskiscomplete,thecostshavetobe passedontotheirfinaldestination(costcenter,fixedasset,profitabilitysegment,etc.).Thisiscalled“settlement”.Itisanotherformofperiodiccostallocation. Settlementcanoccurperiodically,orattheendoftheorder’slife,dependingonthetypeoforderanditsbusinesspurpose. Asettlementrule mustbedefinedforeachorder.Thisruleisdefinedintheordermasterrecord.

ProfitCenterAccounting –internalfocus (EC-PCA) ProfitCenterAccounting Measureprofitabilityofareasofresponsibilitywithintheorganization.reflectsthesuccessofagivenprofitcenteratmeetingtheprofitabilitygoalforwhichitwasgiven responsibility. Internalcontrollingpurposes. Comparison:Ifyoudivideyourenterpriseintoprofitcenters,youcananalyzetheareasofresponsibilityanddelegateresponsibilitytodistributedunits,whichthenbecome companieswithinthecompany.

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TypicalquestionsinProfitCenterAccounting:Whatistheoperatingprofitofaprofitcenter?Whichfixedassetvalueisassignedtoaprofitcenter? Profitcenterssetupaccordingto: Products(productlines,division) Geographicalfactors (regions,offices,orproductionsites) Functions(production,sales) • • •

ProfitCentersarenotrealaccountassignmentobjects COlinkedtoProfitCenters: Controllingobjectsmasterdatacontainaprofitcenterfield.Thisisthelinktodebitsandcreditspostedtothosecontrollingobjects ProfitCentersPlanning Isanintegralpartofoverallbusinessplanning.2steps: 1. Transferofplanningdatafromcostcenters,internalorders,CO-PA,productcostplanning. 2. Modificationoftheseplanningdatadirectlyintheprofitcenters. ProfitabilityAnalysis(CO-PA) –externalfocus

Youcanuse ProfitabilityAnalysis (CO-PA)toanalyzetheprofitabilityofsegmentsinyourexternalmarket.Thesesegmentscanbedefinedbyproduct,customer,geographical area,orothercharacteristics,andbyyourinternalorganizationalunits,forexample:CompanyCode,BusinessArea. TheaimofProfitabilityAnalysis istoprovidetheboardofdirectors,SD,marketing,planning,andothergroupsinyourorganizationwithmarket-orienteddecisionsupport. TypicalquestionsinCO-PA:Howsuccessfulwasthelastmarketingcampaignforacertainproductline?Whoarethelargestcustomersandwhohasthestrongestgrowth? Whateffectdoesapricedeterminationstrategyhaveonacustomergroup? ProfitabilitySegment (theaffectedmarketsegment): Isthecombinationof: Characteristics :answerthequestion:“aboutwhataspectdoIwanttoreport?”EX:divisions,regions,products,customers. Characteristicsvalues :arethekeyfigures,answerthequestion:“whatvaluescanIhaveforthecharacteristics?”EX:Regionsouth,Regionnorth. Valuefield :provideaviewofasegmentofthebusiness.Answerthequestion:“whichkeyfiguresdoIwanttotrackandanalyze?”EX:grosssales,discounts,costofsales. • • •

ProductCostAccounting/controlling(CO-PC)

It’sconcernedwithallaspectsofplanningthecostofproducingproductsorservices,aswellastrackingandanalyzingtheactualcosts.3stepprocess: 1.

ProductCostPlanning :usedtoestimatethecoststoproducegoodsorservices. -Ifaquantitystructure(BOMandRouting)isavailableinManufacturingPlanning,thenthesystemcan automaticallycreateacostestimatebasedonthisdata. -Ifnoquantitystructureisavailable,thenyoucaneitherenterthecostingitemsmanuallywiththeunit costingtoolortransferthemautomaticallyfromanon-SAPsystemusingbatchinput.

2.

CostsObjectControlling :collectscostsincurredduringproductionofaproductorserviceusingcost objects(suchasproductionorders,salesorders,processorders,productioncostcollectors).Itfocuses onsimultaneouscostingandtheperiod-endclosing,inordertocompareplannedandactualcosts.

3.

ActualCostingandMaterialLedger :providesactualcostsforeachmaterialattheendoftheperiod.

Whenyoucreateacostestimatewithaquantitystructure,youmustenter costingvariant material plant lotsize • • • •

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Thedatesproposedfromthecostingvariantspecifythefollowing: Theperiodofvalidityofthecostestimate(costingdatefrom/to) TheselectiondatefortheBOMandrouting(quantitystructuredates) Thepricingdataforthematerialcomponentsandactivities(valuationdate) • • •

Thecostingresultscanbesavedanddisplayedas Itemizations :(showsdetaildetailedinformationabouttheoriginofthecosts,suchasquantitiesandpricesofthematerialsandinternalactivitiesused). Costelementitemizations :(groupstheindividualcostingitemsintocostelements) Costcomponentsplit :(groupsthecostelementsintocostcomponents • • •

CostRollupinProductcostPlanning : It’susedtoensurethatthecostsofgoodsmanufactured,materialandproductioncosts,ofallmaterialsinamultilevelBOMareincludedinthecostestimateofthehigher-level material.Thisisachievedbyassigningthecostsinacostestimatetocostcomponent.

StandardPriceUpdate :3steps 1. Analyzethecosts 2. Marking 3. Releasing EffectsofMarkingandreleasing astandardcostestimate Standardpricesinmaterialmasterisupdated. Inventoryisrevaluated. • •

Thefollowingprerequisitesmustbemetbeforeastandardcostestimatecanbemarkedorreleased: Standardcostestimatemustbefreeoferrors(statusKA,costedwithouterrors) Themarkingandreleasemustbeallowed • •

Whenyoureleasethestandardcostestimate,thesefuturepricesareupdatedasthecurrentstandardprice. Youcanreleaseastandardcostestimateonlyonceperperiod,unlessyoudeletethepreviouslyreleasedstandardcostestimatefromthedatabase. ThestandardormovingaveragepricesusedtovaluateinventoryisdeterminateinthePricecontrolsettinginmaterialmaster. MaterialMaster:prices: • •

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PlannedPrices1,2,3 :canbeusedforrawmaterialsandpurchasedparts,andtovaluatethematerialsinthecostestimate. Taxbasedandcommercialprices :areenteredforpurchasedpartsininventorycostingforvaluessuchasthedeterminationoflowestvalue.Aninventorycostestimatecan usethesepricesforvaluation,andthenupdatethecostingresultsforfinishedandsemifinishedproductsinthesefields. Pricecontrol :indicatorthatcontrolswhichpriceisusedtovaluatetheinventoryofamaterial.Thefollowingoptionareavailable: Standardprice o Movingaverageprice o ThesepricesareusedtovaluategoodsmovementswithinSAPERPandtovaluateinventories . Astandardcostestimatecanbeusedtoupdatethestandardprice. Youcanbranchfromtheaccountingandcostingviewstotheresultsofstandardcostestimatestheseresultsupdatethestandardprice.

Integration:StandardPriceandStandardCostEstimate : Pricecontrol playsacrucialrolein materialvaluation .Whenthepricecontrolindicatorissetto S,theinventoryisval uatedatstandardprice.Inaddition,goodsmov ementsar valuateddirectlyintheSystemusingapriceselectedinaccordancewiththepricecontrolindicator.

Ifthestandardpricewasupdatedbyastandardcostestimate,itcanbeusedin CostObjectControlling . Thesystemcanusetheitemizationofstandardcostestimatestodeterminethetargetcostsformanufacturingorders.Thedifferencebetweentargetcostandactualcostcan beanalyzedatthelevelofvariancecategories,suchasquantityorpricevariances.Thesaveditemizationprovidesthebasisforthevariancecalculation. InProfitabilityAnalysis ,youcanusestandardcostestimates(orothermaterialcostestimates)tocomparetherevenuesofthebilledquantitywiththecostcomponentsplitof theproduct. AstandardpriceisalsorequiredintheMaterialLedgertodeterminetheactualprice.

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InventoryandWarehouseManagement/StockTransferandTransferPosting GoodsReceipt :isagoodsmovementinwhichthereceiptofgoodsfrombothanexternalvendorandfromproductionisposted.AGRleadstoanincreaseofwarehousestock. Goodissue:isagoodsmovementinwhichamaterialwithdrawal,goodsissue,materialconsumption,orgoodsshipmentispostedtoacustomer.Agoodsissueleadstoa decreaseofwarehousestock.

Astocktransfer/transferpostingconsistsofgoodsissuefromtheissuingpointandagoodsreceiptatthereceivingpoint. Stocktransfer :isaremovalofmaterialsfromaparticularstoragelocationintoanotherstoragelocation,withinthesameplantandbetweentwoplants.Withstocktransfer thereisalwaysaphysicalmovementofgoods.(1and2stepprocedurespossible). Example: Stor.Loctostor.Loc,PlanttoPlant,CompanyCodetoCompanyCode Transferposting :resultsinachangeinthestockIDnumberorthestockcategoryofamaterial.Transferpostings neednotinvolveanactualphysicalgoodsmovement . (Additionalmaterialmovementispossible). Example: Stocktostock (qualityinspectiontounrestricteduse), Materialtomaterial ,Consignmenttowarehouse  

1and2stepsStockTransferProcedures SamePlantstocktransfer StorageLoc. It’scarriedoutwithinthesameplant. to  Advantage:youenterasingletransactioninthesystem. StorageLoc Docsgenerated: stocktransfer 1MMmaterialdoc,containing2itemsforeachitementered.1itemfortheremoval(goodsissue);1itemfortheplacement(goodsreceipt). 1step NoFIaccountingdocumentbecausethetransferredmaterialismanagedinthesameplant,andthereforehasthesamepostingdata.Thereisanaccounting procedure documentifthematerialissplit-valuatedandthevaluationtypechangesinthecourseofthetransfer.  Advantage: enablestomonitorstocksthatareintheprocessoftransferringfromoneplacetoanother. StorageLoc. Oncethe goodsissueisposted fromthe issuingpoint,thequantityisbookedout.The stockisregardedas intransfer atthereceivingpoint to Inthecaseof stocktransferbetweentwoplants ,thetwostepprocedureisnecessaryifusershaveauthorizationsonlyfortheirownplantineachcase. StorageLoc Atthetimeof physicalinventory ,youshouldnothaveanystocksintransferbecauseyoucannotinventorysuchstocks. stocktransfer Restriction:onlytransfermaterialfrom(F)unrestrictedusestockattheissuinglocationto(F)unrestrictedusestockatthereceivingstoragelocation. 2steps Docsgenerated: procedure 2MMmaterialdocs:1atthetimeofgoodsissue(removalfromstorage),andthe2atthetimeofgoodsreceipt(placementinstorage). NoFIaccountingdocument.Thereisnotvaluation. Cross-plantstocktransfer(planttoplantinthesameCCordiffCC)

2steps procedure TheplantsbetweenwhichmaterialistransferredcanbelongeithertothesameCCortodiff.ones. 1stepprocedure Canonlybebookedoutof(F)unrestrictedusestock. 1MMmaterialdoc, 2MMmaterial Docsgenerated(alsoaffectsMRP) containing2items Whenremovingthematerialfrom MM--> (GR-GI) storage,youmustspecify: PlanttoPlant 1FI(ifthe2plantsareassignedtoadiff.valuationareas). -thematerial -Updateinthestockaccounts. -thereceivingplant, -Thestocktransferisvaluatedatthevaluationpriceofthematerialintheissuingplant -theissuingorganiz.level (novaluationifthe2plantsareassignedtothesamevaluationarea) Valuationtakesplaceatthetimeofthe Docsgenerated: firststep. CCtoCC 2MM 2FI:oneforeachCC.

StockTransportOrder :Astocktransferusingastocktransportorderhasthefollowingadvantagescomparedwithastocktransferwithoutastocktransportorder: IntegrationwithMRP CanplanGRforshippingandreceiving Canmanagetransportationandfreight(deliverycost/carrier) Canpost(GR)toConsumption Canreceivegoodsintoallstocktypes(F,Q,X) CanmonitortransportwithPOhistory • • • • • •

Thefollowingstatementsarecorrect :  Astocktransferb etweenstorage locationsisnotrelevan ttoaccounting YoucanenterstocktransfersusingthetransactionMIGO • •

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LogisticExecution(LE) thelinkbetweenprocurementanddistribution

Transferorder :isthedocumentwithwhichallmaterialmovementsinthewarehouseareexecuted. InLogisticsExecution,thereare2waysofmodelingGRandGI:youcancreateeitheradeliveryoraninventorymanagementposting(generallywithreferencetoapreceding document)atthebeginningoftheprocess.Thefollowingoverviewshowsthedocumentflowandthepostingprocessforeachofthesemethods: Ifdeliveriesareused,thewarehousemanagementactivities(creatingandconfirmingatransferorder)arecompletedbeforetheinventorymanagementposting.Thisposting alwaysreferstothedelivery. Theterms“shipping”or“shippingprocess”areoftenusedinconjunctionwithdeliveries.Theseactuallyonlydescribeoutboundgoodsmovements,theoriginaldeliveryprocessthatrelates toanorder.Shippingisalsothenamegiventothedepartmentresponsibleforthelogisticalprocessofdeliveryhandling(picking,packing,loading).Sincethedeliverydocumentcanalsobe usedinotherareas,werefertodeliveriesrelatedtosalesdocumentsasoutbounddeliveries.

OrganizationalLevelsinLE Highestorganizationalelement)(definedinthesystembya3digitkey

Client oo CompanyCode oo |

Transportation | 1 PlanningPoint oo1 1 Plant

Isanindependentaccountingunit.Financialandprofitloss(P&L)statementsarepreparedatcompanycodeleveltomeetlegalreporting requirements. Canbelinkedwithonlyonecompanycode(necessarybecauseoftheshipmentcostcalculationandsettlement).

RepresentsaproductionunitandisthecentralorganizationalunitinMaterialsManagementandProductionPlanning.APlantisassignedtoa companycode. Highestlevelorg.unitofshipping.It’saphysicalplaceandshouldbenearthedeliveringplant,Itcanbealoadingramp,amaildepot, ShippingPointoo | Youassignashippingpointatplantlevel | oo ArecompletelyindependentOrg.unitswithseparateInventoryMgt. StorageLocation StorageLoc.enablesInventorymgt.Linkingittoawarehouseallowswarehousemgt. WarehouseNumber Isalwayslinkedwithatleastonecombinationofplantandstoragelocation. Severalplant-storagelocationscombinationscanbelinedwithonewarehousenumber. oo Itisnotpossibletoassignaplant-storagelocationcombinationtotwoormorewarehousenumber. |

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Interimstoragearea:serveasthelinkbetweenInventoryandWarehouseMgt(GRandGIareas)

Storagetype-category (F,Q,X) Storageareas (orstorage section)arecreatedwithinstoragetypesforfurtherseparationofstoragespaces. PickingArea :(samehierarchylevelasthe storagesection )isusedtodividestoragetypeareafortechnical stockremovalpurposes.Unlikethestoragesection,pickingareaisoptional. Storagebins aremasterdatathatyoucreatewithinastoragesection.

GRitemfromPOisreceivedintoaStor.Loc.subjecttoWarehouseMgt. (MM+FIdocs) Transferrequirementdoc Materialisbookedintothegoodsreceivingarea/section(interimstoragearea) Transferrequirementiscreated (inaputawayprocess)thedestinationstoragetypeandthestoragesection,storagebinaredetermined AWarehouseMgttabappearintheitemssectionofaPO •

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YouenteraGRagainstaPO.Qualityinspectionisrequired.Wherecanthisstocktypebeentered? Onthepurchaseorderdocument OnthematerialMasterrecord Onthegoodsreceipttransaction • • •

PhysicalInventoryProcedures

Thephysicalinventoryhas2reasons: MRP:correctionofincorrectstockquantities Accounting:determinationofmaterialstocksforcurrentassets • •

It’scarriedoutonthebasisof StockManagementUnit (anon-divisiblepartofstockofmaterials):isuniquelydefinedby: Material Plant-Storagelocation Stocktype(F,Q,X) Batch Specialstock • • • • •

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Thephysicalinventoryprocess comprises3phases: 1. 2. 3.

Creation of physical inventory (PI) documents Entry of counts Posting of inventory difference

Combiningphysicalinventorysteps :youhavetheoptionofcombiningindividualphases andperformingtheminasinglestep: 1. EntercountwithoutPIdocument 2. EntercountandpostPIdifference 3. EntercountwithoutPIdocumentandpostinventorydifference

PIdocument : Iscreatedperplant-storagelocation Canbeforspecialstocks:perplant,storageloc,specialsock,vendororcustomerorproject Youcanspecifythestoragebinorthematerialgroupasgroupingvalues(theitemsarethenallassignedtoamaterial grouporastoragebin) Youcanspecifyaphysicalinventorynumberinthedocumentheader(differentfromthenumberofPIdoc)tofacilitates theselectionofthePIdoctobeprocessduringentryofthecountdata,postingofdiffandinevaluation. Thestatusofanitemindicatesiftheitemhasbeen: processed,counted,posted,orrecounted. • • •

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ChangesallowedinthePIdocHeader: Changetheplannedcountdate SetorUnsetthepostingblock freezebookinventory Createorchangethephysicalinventorynumber Inaitemstilltobecounted(nocountyet) Changethestocktype o Changethecountunitofmeasure o SettheDeletionindicator o Enternewitems,aslongasnocounthastakenplace Deletethedocument • • • •

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BlockingGoodsMovementsandFreezingBookInventory YoucanblockallgoodsmovementsrelatingtoastockmanagementunitforthepurposesofaphysicalinventorybymeansofthepostingblockindicatorinthePI documentheader(showsthevalueX). Ifitisnotpossibletoblockthegoodsmovementfororganizationalreasons,youcanfreezethebookinventoryinthePIdocumentatthetimeofthecount. •

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Enteringphysicalinventorycount : 1. YoumustprintoutthePIdocandforwardittothepersonsresponsibleforthecount. 2. Whenenteringthephysicalinventorycount,youcanenterapercentagevarianceofthecountquantityfromthebookinventory,abovewhichthesystemissuesa warningmessage. 3. Whentheentereddataissaved,thesystemdeterminesthebookinventoryinthesystem.Thedifferencebetweenthecountresultandthisbookisthe Inventory difference.

Youcananalyzethedifferenceviathe listofdifferences .Thelistofdifferencescontainsthefollowinginformationoneachitem: Contains the following information on each item You can perform the following functions with the list of differences Quantitycounted-Q Enter,change,displaycount Bookinventory-Q Postdifference (viaListofDiff.orviaseparatetransactions) Differencequantity–DiffQ Displayorchangedocument Differenceamount-Diff$ Recountdocumentsoritem •

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PostingofInventorydifference :eitherviathelistofdifferencesorviaseparatetransactions,thesystemcreates: MMdocthatcorrectthestockfigures, FI docrecordingthenecessaryaccountmovement.Thesystemfixesthe postingperiod ofFIdocautomatically. Youcanspecifyareasonfortheinventorydifferencediscoveredforeachitem,EXtheft. Ifadocumentexceedsthedocumenttolerancedefinedfortheusergroup,auserwhoisassignedtothephysicalinventorytolerancegroupmaynotpostaninventory differenceforthisdocument. Ifthetotalvalueofthedocumentsliesbelowthedocumenttolerance,butcertainitemsexceedthemaximumamountperitem,theusermaynotpostthedifferences fortheseitems,hecanprocesstheotheritems. Thefiscalyear issetasaresultofspecificationoftheplannedcountdatewhenthePIdocumentsiscreated. • • • •

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Youhavecreatedaphysicalinventorydocuments.Atwhatpointaretheinventorycountadjusted? Whenthedifferencesareposted

ABCAnalysisoftheCycleCountingInventory Thecyclecountingindicatorisusedtogroupthematerialstogetherintovariouscyclecountingcategories(forexample,A,B,C,andD). AcycliccountindicatorAorBorCorDisallocatedtomaterialinthematerialmasterbasedoneitherconsumptionorforecastvalue.Theitemwithmoreconsumptionvalue areclassifiedasA,andwithminimumasD.“A”indicatoritemswillbecountedfrequently(sayeverymonth),Dwillbelessfrequently(sayevery6monthsoreveryoneyear).

ThereisanoptioninSAPtohaveafixedindicatorforamaterialsayAforamaterialwhichdoesnothaveahighconsumptionvaluebutitisimportanttocountiteverymonth, thenthematerialcanbemarkedasAindicatorinmaterialmasterwithindicator“fixed”. Options: ConsumptionAnalysis: Thesystemusestheconsumptionquantitiesandvaluationpricebasedinthemasterdataofthespecifiedplant. RequirementAnalysis :Thesystemdeterminesthetotalvalueoftherequirementofthematerialfrom:Indp.Req,Dep.Req.,SalesOrders,Stocktransp.ordersandthe ValuationPriceofthematerial.

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EnterpriseAssetManagementandCustomerService OrganizationalLevels Highestorganizationalelement)(definedinthesystembya3digitkey

Client General

Isanindependentaccountingunit.Financialandprofitloss(P&L)statementsarepreparedatcompanycodeleveltomeet legalreportingrequirements. WithinLogistics,isoneofthemostimportantorg.level. IsthePlantatwhichtheoperationalsystemsofacompanyareinstalled.Ifthemaintenanceworkisplannedatthisplant, themaintenanceplantisalsothemaintenanceplanningplant. Subdivideamaintenanceplantaccordingtolocationcriteria.Ex.Site,building. Managestheunitsofcapacity.Theyareassignedtotherespectivemaintenanceplantasworkshops.Ex.Mechanics Org.levelinwhichmaintenancerequirementsareplanned.

CompanyCode(FI) Plant(MM/PP)

LocationBased PlanningBased

MaintenancePlant Location MaintenanceWorkCenters

MaintenancePlanningPlant

Theplanners.Ex.Foreman,workscheduling

MaintenancePlannerGroups

MaintenancePlant : Plant-specificplanning :maintenanceplant=(maintenance)planningplant.Inmostorganizationalstructures, themaintenancerequirementisplannedinthesameplantwhereitoccurs. Crossplantplanning :Multiplemaintenanceplantsareassignedtoaplanningplant,whichdoesthemaintenance planning,orderexecution,sparepartsstorage. Otherconstellations :Theplanningofaplant’srequirements(plant1300)aswellasthesparepartsprocurement takesplaceinanotherplant(1000),however,thetasksareperformedbyworkshopsavailablelocally. •

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MaintenanceWorkcenter :WCisanorgan.unitwithinanoperationalsystem.Itcanbe:Machine,Groupofmachine,Person,Groupofpeople Used for: Main functions: Contain: MainWCintheMasterDataforthe Costing:determinethecostsofaninternalactivitybyaproductunit. Defaultvaluesfortasklistandordes equipmentorfunctionallocations Scheduling: determinethedateswhenoperationsshouldbe Costingdata MainWCinamaintenanceitem performed Schedulingdata MainWCintheorderheader Capacityplanning: thecapacityrequirementsfortheoperationsin Availablecapacity MainWCinthetasklistheader theordersaredeterminedandcomparedwiththeavailablecapacity PerformingWCintheoperationsforanorder definedintheworkcenter. PerformingWCintheoperationsforatasklist •

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Service:Organ.level: servicecenteraredefinedasplants Plant Planningplant:isaplant,inwhichtheservicesareplannedandscheduled.Theplanningplantneednotbetheplantthatperformstheservices. Plannergroup Workcenter Employee Technicalobjects (4types)

Pieces ofEquipment  

Functionallocations(places)

Serial Numbers #

BOM

Functionallocations Arehierarchically(notnetwork)orderedstructuresthatrepresentatechnicalsystem,building,orpartthereofinwhichobjectscanbeinstalled. TheaimistostructureatechnicalsystemorbuildingintounitsthatarerelevantforPlantMaintenance. Criteria/ReasonstojustifyaFunctionallocations systemstructure

Structurescriteria •

Spatial

Building1,building2

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Technical

Press,pressframe,press hydraulics

Functional

Polymerization, condensation

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(process-oriented)

MasterData (Views)

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Executionofmaintenancetasks

General

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Recordingofmaintenancetasks

Location

Technicaldatahastobestoreandevaluatedovera longperiodoftime Costsofmaintenancetasksneedtobemonitored. Effectsoftheusageconditionsontheinstalled equipmenthavetobeanalyzed.

Organization

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Structureindicator

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Theidentificationforfunct.loc.iscreatedusingthe structureindicator.Itconsistsoftwoinputfields: Codingtemplate :whichcharactersmaybeusedfor

identification(Alpha-Numeric-Alphanumeric) Hierarchylevels :Howmanylevelsthestructure maycontain

Structure

Differences:-Equipmentcanbemanagedwithinventoryfunctionswhilefunctionallocationscannot. - Functionallocationsarearrangedhierarchicallywhileequipmentisnot. Piecesof Equipment Areindividualphysicalobjectsmaintainedasanautonomousunit.The usagelist displaysallthepiecesofequipmentthathavebeeninstalledinchronologicalorder Criteria/ReasonstojustifyaPieceofEquipment structure • •

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Managementofindividualdata Recordingofmaintenancetasks Object-basedrecordingofcosts Evaluationoftechnicaldata Recordingofusagetimes

MasterData(Views) (bis) General Location Organization Structure

Installation/dismantlingofEquipment :

Equipment can be installed and dismantled at functional locations. Youcanmonitortheinstallationtimesforapieceofequipmentfromboth thefunctionallocationviewandtheequipmentview.

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SerialNumbers# Isanumberthatisassignedtoanindividualmaterialiteminadditiontoitsmaterialnumber. Thecombinationofmaterialnumberandserialnumberisalways unique. Serialnumbersenableyoutotrackindividualitemsforagivenmaterialnumber.Thisinturnenablesyoutoperform inventorymanagement. Youcanassignasmanynumberstoamaterialnumberasisnecessary. Thesameserialnumbermayoccurfordifferentmaterialnumbers. Anequipmentmasterdataiscreatedforeachserialnumber. • • • • •

MaintenanceBOM Areusedtostructurefunctionallocationsand piecesof equipmentinmoredetail. ThemaintenanceBOMdiffersfromotherBOM’sinthatitonlycontainsitemsrelevanttoplantmaintenance. MaterialBOM’sarealwaysusedinPlantMaintenanceifanumberofsimilarityconstructedobjectshavetobemaintained.ThisisindicateintheStructureviewofthe technicalobject(constructiontypefield).TheaimistocreatejustoneBOMforseveralsametechnicalobjects.

3importantfunctions •

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3categoriesofmaintenanceBOM

Structuringoftheobjects Spareparts (piezasderepuesto)planningintheorder Sparepartsplanninginthetasklist

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MaterialBOM EquipmentBOM FunctionallocationBOM

CorrectiveMaintenanceProcess 5steps. 1. Notification :what?,where? 2. Planning:Work,material,tools 3. Scheduling:Release,availabilitychk 4. Execution :materialusageplnd/unplnd.Taskisperformed;therequiredmaterialsarewithdrawnfromstoragewithreferencetotheorder. 5. Completion :Time,settlement-TECO. Inthecorrectivemaintenanceprocess ,maintenancerequirementsarecollectedwithinnotificationsandthendealtwithduringorderprocessing MaintenanceNotification

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Structure Headerdata:informationusetoidentifyandmanagethemaintenance notification. Notification item:dataabouttheproblem,damageoractivityindetail;a notificationcancontainseveralitems. o Activities :documenttheworkperformedforanotification,theyprove certaintaskshavebeenperformed. o Taskdata :describesactivitiesthatshouldstillbeperformed.

Technical Objects Maintenancenotificationcanbecreatedforthefollowingtypeofobjects Functionallocation(withorwithoutassembly) PieceofEquipment (withorwithoutassembly) MaterialwithSerialnumber BOM Noobject: withoutspecifyinganobjectnumber(fornewobjectsorforonesthat arenotmanagedinthesystemunderanumber) • • • • •

MaintenanceOrder Structure • •

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• •

Headerdata :servestoidentifyandmanagemaintenanceorder. Objectlist :containstheobjectstobeprocessed(functionallocations,equipment,assemblies,serialnumbers). It’susedtocompilemultiplenotificationsandalsotoassign severaltechnicalobjectstotheorder. Operation :describethetasksthatshouldbeperformedforthemaintenanceorderandwhoperformsthemwithwhatguidelines. Materiallist(componentlist): containspareparts,whicharerequiredandusedwhenthemaintenanceorderisexecuted. o o PRT-Productionresources/tools :arerequiredtoexecutethemaintenanceorder.(Ex.Protectiveclothing,trucks,etc). Settlementrule :providesinformationonwhoshouldbearthecosts.ThisinfocomesfromtheObjectMasterdatathatismaintained. Costs:tellsyouhowmuchtheestimatedplanandactualcostsareinthevaluecategoriesforthisorder. Maintenance

CreationofMaintenanceOrder: Options

Notification

Directly Fromanotification Frommanynotifications Orderisfirstcreatedandthenanotification/activityreportiscreated Orderisautomaticallycreatedbasedonamaintenanceplan

• • • • •

Maintenance

Maintenance

Maintenance

Order

Notification

Notification Maintenance Plan

Stockmaterialprocessflow

Nonstockmaterialprocessflow

Youcanplanmaterials,whicharerequiredtoexecutethetask,foreachoperationinthemaintenance order.ThematerialscanbeBOMcomponentsforthereferenceobjectorfreelyassignedmaterials

1. 2. 3. 4. 5.

Componentassignment(availabilitycheck) Materialreservation(inthewarehouse) Orderrelease(automaticavailabilitycheck) Printing Goodsissue

1. 2. 3. 4. 5. 6.

Componentassignment PurchaseRequisition(application) PurchaseOrder Orderrelease Goodsreceipt Invoicereceipt

Costanalysisinmaintenanceorder :canbeperformed/displayin2ways,at: Costelement level(controllingview) Valuecategory level(maintenanceview) • •

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Orderrelease :Effectsoforderrelease : • • • •

Reservationbecomeseffective,canbewithdrawn Printingofpapers Confirmationbecomespossible GoodsmovementbecomespossibleTheDocumentFlowallowsaviewofthat.

DocumentsPrintedwithanorder Jobticket :isadocumentwhichgivesthepersonexecutingthemaintenanceworkacompleteoverview oftheorder.IfconnectedtoDMScanprintgraphics Operationcontrolticket :showsthemaintenanceengineerresponsibleacompleteoverviewofthe maintenanceorder. Materialpicklist :Showsthewarehouseclerkwhichmaterialshavebeenplannedforeachoperationin thisorder. Objectlist :Showsanoverviewoftheobjects(technicalobjects,notifications)involvedintheorder. Timeticket :containsthestandardtimeandduration,andisonlyprintedforoperationswiththe correspondingcontrolkey. Confirmationslip :usedbyworkersanentrysheetfortheirworktimes. Materialwithdrawalslip :authorizesthepersonexecutingthemaintenanceworktotakethematerials requiredfortheorderfromthewarehouse. •

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Materialwithdrawal : Manualworkerswithdrawmaterialsfromthewarehouseto performmaintenancetasks. Therearetwotypesofwithdrawal:Thereportcalled Material Where-usedList enablestoseewhichonewasused. Plannedwithdrawalofstockmaterial Unplannedwithdrawalofstockmaterial Materialscanalsobeprocuredexternally TheDocumentFlowallowsaviewofthemaintenanceorder goodsmovements • •

•

OrderConfirmation:times/activities : Thereare4differentwaystoconfirmthetimerequiredforworkonamaintenanceorder: Individually entryoftimesforeachorderoperation 1. Collective entrybydirectentryorusinganoperationlist 2. Overall completionconfirmation:times,activities,measurementvalues,andsoon,onacollectivescreen 3. 4. Entryusingthecross-application timesheet(CATS) Completionconfirmation: Containsthefollowinginfo • • •

Time, Material, Measurementdocuments

TechnicalCompletion :TECO canthenonlybechangedonlineasfollows: Itcanbelockedorunlocked Thedeletionflagcanbeset Postcosttoorder(evenafterTeco) -Locationandaccountassignmentdataforanorderisdeterminate bythedateoftheordercreation(notdateenteredduringTECO). -CostCenterinfocanbeupdatediftherearechangesafterorder creatingusing“Updatereferenceobjectdata” • • •

Automatic activities after TECO Ifthereisnosettlementrule,oneis createdautomatically PR’sforwhichtherearenoPO’sare markedfordeletion Closetheopencapacities Closeopenrequisitions

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Reverse techn. completion:UNTECO:Effects Orderbecomesmodifiable StatusbecomesRELeased Locationandaccountassignmentdataarere-copied fromobject Openpurchaserequisitionsarerecompiled Openreservationsarerecompiled Opencapacitiesarerecompiled

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Documentflow: Docs.Available: Notification Completionconfirmation Goodsmovement Purchaserequisition Purchaseorder

Action log: Changestonotifications,orders,equipment,andfunctionallocationsaredisplayedin chronologicalorderinanactionlog.Thisenablesyoutotrackwhohaschangedthedata orstatusofwhichfieldsandwhen.

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ReportingandAnalysis Reportsavailable Maintenancehistory Completednotificationsandorders o Historicalorders o Materialusage Materialwhere-usedlist(materialwithdrawalsplanned-unplanned o StandardAnalyses •

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ServiceOrderProcess 10stepsinProcessflow . Creation(notorder) :theemployeeentersaserv.notif.forthecustomercall.Theygenerateaserv.orderfromthenotification.Eachordermustcontainatleast1operation. . Planning: . Release : theprocessorputtheserviceor derinprocess.Theorderr eceivesthestatus“rele ased”andshoppapersarepr inted. . Print/communication 5. Execution . Confirmation :afterperformingthework,thetechnicianconfirmsthenumberofhoursworkedandmaterialsconsumed. . Technicalcompletion: thetechnicianthentechnicallycompletestheorderandsimultaneouslythenotification . Billingdocument : theemployeeresponsibleforordersettlementcreatesabillingrequestfromtheserviceorder . Settlement 10.Businesscompletion 25

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Structure Headerdata (Customer,Servicedata,Responsibility,Dates,Referenceobject) Operations :Whoshoulddowhatwhen? Components :Whichmaterialsarerequired/PRT’s? Costs:Estimated,planned&actualcosts,revenues Partners : Internalandexternal Objects :Technicalobjectsandnotifications(objectlist)

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Service

OrderCreationOption : Directentry(withordertypeandplanningplant) Fromaservicenotification Fromseveralnotification.Combineseveralnotificationsinoneorder Fromasalesorderitem Automaticallyfromamaintenanceitem

Notification

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Service

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Service Order

Notification

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SalesOrder

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Item

MaintenanceItem Valueflow : The3serviceordertypecontrolswhethertheserviceorderisrevenue-bearingornot. Whenpostingconfirmation,costandrevenuearepostedtotheserviceorder. withoutassignment toasalesorderitem revenuebearing Theresultofthisdifferenceischargedtothesettlementreceiveroftheserviceorder. Whenpostingconfirmation,costandrevenuearepostedtothesuperiorsalesdocumentitemor withassignment toasalesorder itemnonrevenue-bearing  Serviceorder forreturnsandrepairprocessingnonrevenuebearing  theserviceorder. Theresultischargedtothesettlementreceiverofthesalesdocitem.

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Service–External:ProcessFlow :(webuyaserviceinthiscase) Externaloperation Purchaserequisition Purchaseorder Orderrelease Goodsreceipt Invoicereceipt.

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Service–Externalwithservicesheetorspecifications:ProcessFlow : Externaloperation Purchaserequisition Purchaseorder Orderrelease Serviceentry(servicesperformed)usingserviceentrysheets Serviceaccepted(serv.orderisdebitedwiththeordervalue Invoicereceipt

Orderrelease :Effectsoforderrelease Whenyouperformthefunction“putinprocess”,theshoppaperscanbeprintedandtheorderisreleased(status‘RELEASED’)andsavedatthesametime. Thefunction“release”isusedtoreleasetheorderwithoutaprintoutandwithoutsavingautomatically. • • • •

Printingofshoppapers Postingcoststotheorder,timeconfirmations,materialwithdrawals,goodsreceiptpostings,andsoon. Revenuepostingstotheorderbygeneratingbillingdocuments Technicalandbusinesscompletionoftheorder.

OrderConfirmation : Allrelevantinformationthathasbeencreatedduringexecutionoftheorderisenteredduringorderconfirmation.Youcanuseoverallconf. Workingtime:internalactivity Externalservices(Goodsreceipt,Serviceentrysheet) Activities(Activityreports,Completionconfirmationtexts) Materialpostings(Plannedwithdrawals,Unplannedwithdrawals,Goodsreceiptforpurchaseorder) Objectchanges Measurementvalues/counterreadings Travelexpenses • • • • • • •

Resource-relatedBilling : Duringbilling,thesystemgenerates dynamicitems fromtheinformationabouttheexpensesinvolved. Thebillingrequest isaspecialformofsalesorderandformsthebasisofthebillingdocument. Billingdocuments Ordersettlement : • • •

Settlement :furtherallocationofcostsandrevenuesforanordertothesettlementreceiver(s). Thesearelocatedinthesettlementrule. Thiscanbeautomaticallydeterminedbasedontheorderheaderdataentered Manualchangestothesettlementrulearepossible. Prerequisitesforthesettlementofaserviceorder: Theordermustbereleased Asettlementrulemustexist Theordermustcontaincostsorrevenuesthathavenotbeensettled. Possiblesettlementreceivers are:G/Laccount,costcenter,order,WBSelement,asset,material,network,profitabilitysegment,salesorder,andbusinessprocess. Aprofitabilitysegment isacombinationofaccountassignmentfeatures,suchascompanycode,salesorganization,division,andarticle. • • • •

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CostandRevenueAnalysisintheserviceorder : Costsandrevenuesarecollectedanddisplayedontheorderheaderlevel.Revenuesareonlypostedtotheorderiftheordertypeisclassifiedasrevenuebearing. Therearetwoviewsforcostsandrevenues: Byvaluecategory avaluecategorycontainsoneormorecostelements Bycostelement • •

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ProgramandProjectManagement-PS Projectsaretaskswithparticularcharacteristics: Theyareusuallycomplex,unique,andinvolveahighdegreeofrisk. Theyhaveprecisetargetsthatareagreedonbetweenthecontractorandthesold-to-party. Theyarelimitedindurationandarecostandcapacityintensive. Severaldepartmentsareinvolvedinaproject. Theyaresubjecttospecificqualityrequirements. Theyareofmostlystrategicsignificanceforthebusinesscarryingthemout. • • • • • •

OrganizationalunitsintheSAPsystem : Theprojectsystemhasnoorganizationalunitsonitsown. Dependingontheprojecttypeandconfiguration,theorganizationalunitsfromawiderangeofareasare used(SD,Purchasing,Production,FI,CO,HCM,etc). MasterData :

Itformsthe operativebasisfor LinkingActiv-WBS WBS Functions

Work Breakdown Structure (WBS) Activities isamodelofaproject,andshowstheproject showtheflowofaprojectorofactivitiesinvolvedinaproject.Theindividualtasksarelinked activitiestobefulfilledinhierarchicalform toeachother,andgroupedtogethertoformwhatareknownas networks . planningcosts,revenues,andpayments,aswellas planningandcontrollingdates,costs,andresources(personnel,machinery,PRT’s,and forscheduling,andbudgeting materials) Totalup(aggregation)ofdatesandcostsofindividualactivitiesattheWBSlevel.Checkingagainstbudgetsalsobecomespossible WBS element - operative indicators PLANNING elements ACCOUNTASSIGNMENT elem BILLING elements

WBSelem.forwhichwewanttoplancostsmanually. WBSelem.forwhichwewanttopostactualcosts. WBSelem.forwhichwewanttopostrevenues.

ProjectBuilder : Isatoolthatenablesthemaintenanceofanyobject(WBSelem,activ,networks,materials, relationships,PStexts)intheprojectsystem,exceptfortheassignmentofPRT’s.

Editingtheprojectviatheprojectbuilder: Youcanusetheprojectbuildertocreateorchangeobjectsinyourproject(projectdefinition,WBS elements,activities,activityelements,PStexts,document,milestones,relationshipsandmaterial components).Whenyoucreateprojects,youcancopyanoperativeprojectorastandardproject togetherwithallthelower-levelobjects(WBSelements,activities,PStexts,documents, milestones,components).

Activitiesandnetworks: Structures : Theactivitiesinaprojectdescribethevariousstepsandworkinvolvedintheproject. Intheprojectbuilder,youcreateactivitiesforWBSelements.ThismeansthattheactivitiesareassignedtotheWBSelementsinquestion.Italsomeansthattheplannedand actualdatafortheactivities(dates,costs,andpayment)canbeaggregatedattheWBSelementlevel. Activitiesarelinkedtoeachotherbymeansofrelationships–thisresultinacausalandchronologicalactivity sequence. Thereare4activitytypesorcategories: Internalprocessing  forcapacitiestobestagedinyourowncompany Externalprocessing  fortaskstobeassignedexternally Services for procuring external services Cost for planning additional primary costs • • • •

Functions: Theactivitiesinthenetworkareusedtoplanthelabor,capacities,materials,tools,andservicestocarryout varioustasksinyourproject. Networkstructuregraphic : Allofthefunctionsyouneedtocreateanetworkareavailableinthenetworkgraphic(EX: insertingactivities orrelationships ) YoucanaccessthenetworkgraphicfromvariousfunctionsintheProjectSystem(theProjectBuilder,projectplanningboard,ortheinformationsystem,forEX) Cycleanalysis isafunctionthatyoucanonlyperforminthenetworkgraphic.Acycleisaclosedsequenceofrelationshipsandactivities.Cycleanalysisisatoolthatenablesyou todetectcyclicalrelationships,andcorrectthem. PSTexts,Documents,Milestones:Assignments : PStexts areuser-definabletextsthataremanagedinaPStextcatalog.Thetextsareclassifiedintodifferenttexttypes.YoucanassignPStextsto1ormoreWBSelem.oractiv. DocumentManagementSystem canassigndocumentinforecordstoWBSelementsandactivities. ProjectInformationSystem ,candisplaythedocumentsinforecordsandthecorrespondingoriginaldocumentsonline. Youcanassign milestones toactivitiesandWBSelements.

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ProjectPlanning Projectplanningboard:Objects :(basedonGanttchart) Isagraphicalinterfaceyoucanusetocreateandeditallthedataforaproject: Projectdefinition WBSelements Sixtypicalareasoffocusforprojectplanning Activities Projectstructures Relationship Dates Milestones Payments Documents Resources PStext Materials Materials BasicDates • • • • • • • •

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BasicDatesforWBSElements : YoucanplandatesforindividualWBSelementsaswellasyoucanenteroutlinedatesforyourprojectintheprojectdefinition. ResourcePlanning : Youuseactivitiesinanetworktoplantheresourcesrequiredforaproject.TheProjectSystemdrawsadistinctionbetweenthefollowingresources:

Internally Internallyprocessedactivity determinestheoutputtobeprovidedbymachinesor personnelinordertocompletetheactivity.Youcan evaluatethecapacitiesofthevariousworkcenters involved,reschedulethesecapacitiesasnecessary,and distributeworkamongemployees. Youmustenterworkdataforanactivitysothatthe systemcanplancapacitiesforaprojectandcalculatecosts foractivities.Youneedtospecifytheamountof work (machineorpersonnel)involvedandtheworkcenterthat istoperformthework. Workcenters (whereactivityiscarriedout):containdata forcostingactivities,scheduling,capacity.

Externally Externallyprocessedactivity Servicesactivities tospecifythenecessaryservicestobe arealsousedtoprocureservicesexternally.Thedifferencebetween providedbyothercompaniesinorderto serviceactivitiesandexternallyprocessedactivitiesisthat,ifyouuse completetheactivity.External serviceactivities,youcandrawupservicespecificationsandsetvalue processingiscarriedoutviathe limitsforanyunplannedservices.Thepurchasingdepartmentcarries purchasingdepartment. outserviceprocessing:entryofservices+acceptanceofservices Stepsinexternallyprocessedactivity: Purch.Req.->Bidinvitation->QuotationEntry->Vendorselection->POprocessing->POmonitoring-> GoodsReceiptGR->Invoiceverification(InGRorInvoiceverificatinactualcostsareposted) GoodsReceiptforservicesinvolves2steps: 1. Entryofservicesperformed 2. Acceptanceofserv.performed

Materialsinprojects :MaterialsestablishthelinkbetweentheProjectSystem (PS)and SalesandDistribution (SD), MaterialsManagement (MM), ProductionPlanningandControl (PP). • • •

ActualdataispostedtotheprojectbybusinesstransactionsfromvariousSAPcomponentsincluding: MaterialManagement  (purchaseorder,goodsreceiptformaterialsandservices) InventoryManagement (goods issue) SalesandDistribution (billing of the sales order) ProductionPlanning (confirmationofassignedproductionorders) PlantMaintenance (confirmation of assigned PM orders) Controlling (internal activity allocation, assigned CO orders) FinancialAccounting (down pay ments, Pa yme nts, j ournal e ntr ies) (settlement to assets) AssetManagement HumanResources  (entryofworkforpersons,postingofactivityconfirmation) • • • • • • • • •

CostPlanninginprojects : Overall(cost)planning(hierarchicalplanning) Costelementplanning Unitcosting Easycostplanning:isaneasytousetoolforplanningcostsinWBSelements,youaccessfromtheprojectbuilder. Costplanningusingactivities/networkcosting Theresultingplancanbecopiedtonewprojects o Ifpartsoftheprojectareshifted,costplanningisshiftedautomaticallyalongwiththeactivities. o o Planningusingnetworkactivitiesisbycostelementandperiod. • • • • •

Project:AssignmentofOrders : Youcanassignvariousorderstoaproject:Internalorders,Productionorders,Maintenanceorders,Network,etcandthenevaluatethem. Dependingontheordertypeandtheplant,networkscanbeheaderassignedoractivityassigned. Activity-assignednetworkareusedwherecostsaregatheredineachactivity. Header-assignednetworksareonlysignificantforsalesorder. • •

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Projectbudgeting Costplanningandbudgeting:

1. 2. 3. 4. 5. 6. 7.

Bottomupextrapolation Overallplanvalue Costplanning Requestedbudget Approvedbudget Budgeting Topdowndistribution

Projectcostsmustbeestimatedasaccuratelyaspossibleduringcostplanning,itisinthe approvalphasethatfundsareassignedintheformofabudget. Thebudgetdiffersfromthe projectcostplan inthatitisbinding.Itisthedevicebywhichmanagementapprovestheanticipateddevelopmentofprojectcostsoveragiven periodoftime. Budgetingoverview : Maintainoriginalbudget transactionisusedtoassignfundsfortheprojectanditsparts. Inthe budgetprofile :youcanspecifywhetherfundsaretobeassignedasoverallvalues,ordistributedbyyearinstead. Budgetrelease functionisusedtomakefundsavailableatvariouspintswithinafiscalyear. Budgetcarryforward functionisusedtotransferanyfundsnotusedupinthepreviousyeartothebudgetofthenewfiscalyear. • • • •

Assignedfundsandavailabilitycontrol : Whenaprojectisbeingexecuted,theavailablefundsarecommittedtovariousplaces.Thesesocalledcommitmentsarecreated,andactualcostsareincurred.Togetherwith thecostsofapportionedorders,boththeseformsoffundcommitmentsresultinwhatarereferredtoasassignedfunds. Thefundsoverviewcanberegardedaspassiveavailabilitycontrol.However,theProjectSystemalsosupportsactiveavailabilitycontrol(certaineventscanbetriggeredif certaintolerancelimitsareexceeded). Thecorrespondingassignedfundsarecalculatedandcheckedagainstthebudget.TheassignedfundscanbefoundinthebudgetbearingWBSelementandinthelowerlevel assignableWBSelements. Ifcertaintolerancelimitsareviolated(shortfallinbudget,budgetexceed),thiscantriggervarioussystemresponses.Incustomizingforthetolerancelimits,youcanspecify whichresponseistobetriggeredandwhen. ProjectExecution Confirmation Documentstheprocessingstatusofactivitiesandactivityelementsinanetwork,andenableyoutomakeforecastsastohowtheprojectwillprogress. Transactionsthataretriggeredautomaticallybyconfirmations: Postingactualcosts, Actualdates, Actuallabor(work) Changingactivitystatus • • • •

Youcancreateconfirmationsinthefollowingways: Individually foreachnetwork,activity,activityelement,orindividualcapacity Collectively Usingthe SIS-Structureinformationsystem Using CATS(Cross-ApplicationTimeSheet):isanintegratedfunctionforenteringactualtimedataimportantinHR,PS,PM,CS,andCO. ViatheInternet Using PalmPilot ViathePDCinterface • • • • • • •

Period–EndClosing

ScheduleManager  It’satooltocarryoutPeriod-endclosing,thatisperiod-relatedcommercialtransactions.Youuseittoensurethatalldatabelongingtoaperiodisdeterminedandthatdatais availableforenterprisecontrollingpurposes. Period-endclosingproceduresareperformedperiodicallyinthebackground,usuallyonceeveryperiod.Theproceduresaregenerallycarriedoutforthepreviousmonthatthe startofthenextmonth. 29

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Settlement:DebitandCredit Actualcostsandactualrevenuesariseinaprojectororderasaresultof: Materialwithdrawalsandgoodsreceipts VendorinvoicesCustomerbilling Internalactivityallocations,transfers,costdistribution,processcosts,overheads Confirmationofnetworkactivities Insettlement,Costs/revenuesaretransferredto: FI-FinancialAccounting(G/Laccount) AA-AssetAccounting(fixedassets) CO-CostAccounting/ProfitabilityAnalysis(order,costcenter,profitabilitysegment) PS-Projectsystem(WBSelements,networks,activities) Youneedasettlementruletocarryoutsettlementwhichisdefinedinthesenderobject.Thesettlementrulecontainsthedistributionrulesandthesettlementparametersfor asenderobject. • • • •

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Multi-LevelSettlement–DirectSettlement : Directsettlement ,eachobject(WBSelements,networks,ordersandactivities)inaprojectissettleddirectlytoacostobjectnotincludedintheproject,suchasa profitabilitysegment.It’susedforthesettlementofPSstructurestoreceiversotherthanthosespecifiedbelow. Multi-levelsettlement ,eachobject(WBSelements,networks,ordersandactivities)arefirstsettledtothehigher-levelWBSelementsintheproject.Thetop elementthensettlesthecostscollected.It’susedforsettlementtoWBSelementsofotherprojectsorinternalorders. •

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InformationSystem InformationSystems:Overview Youcanusethefollowinginformationsystemstoevaluateimportantkeyfiguresforyourproject: Structureinformationsystem( SIS):notonlyatoolfordisplayinginfo,alsoyoucancreateandchangeprojectstructuresfromthereports. Cost/revenue/payment(Controlling)informationsystem,withhierarchyreports,costelementreports,andtheSAPListViewerforlineitems. Capacityanalysis Orderreport,listsofreservations,purchaserequisitions,purchaseorderspertainingtotheproject,ProMan Stock/requirementsoverview Progressanalysis,progresstracking SAPBusinessInformationWarehouse • • • • • • •

Thefollowingreportsandsystemsareavailable,inparticularforcross-projectevaluations: Projectsummarization SAPExecutiveInformationSystem ProfitcenterAccountingreports ProfitabilityAnalysisReports • • • •

CostElementReport : Displaycostsbycostelement.Inanavigationpanelinthecostelementreports,forexample,youcangotoastructureandchoosetheobjectwhosecostsyouwanttoanalyze orcallupanappropriatelistandchoosetheobjectwhosecostsyouwanttoanalyzeorcallupanappropriatelistandchoosetheperiodyouwanttoevaluate.Youcanusesort andfilterfunctionshere,aswellasdifferentcurrenciestodisplaythedata.

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HumanCapitalManagement/HCMStructures Enterprise,Personnel,andOrganizationalStructures: Apersonnelmanagementsystem enablesyoutoreproducecompanyhierarchiesandrelationships withinthehierarchies,andtostoreandmanageemployeedata. Thefirststepinrecordingpersonneldataistoassigntheemployeewithinthecompanystructures.

Youassignemployeesin infotype0001,OrganizationalAssignment. Indoingthis,youinclude employeesintheenterprise,personnelandorganizationalstructures. Informationontheorganizationalassignmentofemployees isofgreatimportancefor authorizationchecks,fortheentryof:Additionaldata,TimeManagement,PayrollAccounting. Whenyouenterdataforanemployeeininfotype0001,OrganizationalAssignmenttheemployeeis assignedto:Acompanycode-Apersonnelarea-Apayrollarea-Aposition Thisresultintheemployee’sassignmentto:Anorganizationalunit-Ajob-Acostcenter. IfPersonalplanningandadministrationareintegrated,positionscanbeenteredininfotype0000

OrganizationalStructures (Levels) Ishierarchy.It’salegalandfinancialstructure. Highestorganizationalelement)(definedinthesystembya3digitkey Client Isanindependentaccountingunit.Financialandprofitloss(P&L)statementsarepreparedatcompanycodeleveltomeet legalreportingrequirements. IsuniquewithintoPersonnelAdministrationandtoaclient.Eachpersonnelareamustbeassignedtoacompanycode, representsasubdivisionofCC Functions:define/generate: PersonnelArea Defaultvaluesfordataentry (EX:payrollaccountingarea). Selectioncriterionforreporting . Unitinauthorizationchecks. Enterprise IsalsouniquetoPersonnelAdministration.Representsafurthersubdivisionofthepersonnelarea. Structure PrincipalHRaspectsarecontrolledatthislevel:(Payscale,Wagetypestructures,Planningworkschedules). Functions:define/generate: Specifythecountrygroup .wagetypesandpayscalegroupsinpayrolldependonthecountrygrouping.Thegrouping mustbeuniquewithinacompanycode. Assignalegalperson whichdifferentiatesbetweencompaniesinlegalterms. PersonnelSubarea GroupingsforTimeManagement sothatworkschedulesandsubstitution,absenceandleavetypescanbesetupfor individualpersonnelsubareas. Defaultpayscaletypeandarea foranemployee’sbasicpay. Publicholidaycalendar . Wagetypes foreachpersonnelarea. Isrelational.Itformsemployeegroupsbyspecificstatus(active/inactive)andtype(salaryorhourly).(Workhoursandcompensation) Itdefinestherelationshipbetweenanemployeeandacompanycreatingvarioustypesofemployees. Activeemployees,Pensioners,Earlyretirees,Contractors Functions:define/generate: EmployeeGroup Defaultvaluesfordataentry (EX:payrollaccountingarea). Selectioncriterionforreporting . Unitinauthorizationchecks. Isafinedivisionofemployeegroups.It’susedtodefinedifferentpayrollprocedures(hourlyVSsalaried). Personnel Activeemployeesaredifferentiatedaccordingtotheirposition:trainee,hourlywageearner,salariedemployee. Structure Functions:define/generate: EmployeeSub-group Payrollprocedures fordifferentemployeesubgroups(EX:hourlyormonthlybasispay) Wagetypes controlsthevalidityofwagetypesonanemployeesubgrouplevel. Defaultvalues usingemployeesubgroup(EX:payrollarea) Isusedtodeterminepayrollrunbatches.Payrollforallemployeesofanareaareruntogether. Thepayrollareaprovidesthepayrolldriverwithtwopiecesofinformation: Thenumberofemployeesforwhompayrollistoberun(determinedusingOrg.Assig.infotype0001) PayrollArea Datesofthepayrollperiod Anemployeemayonlychangepayrollareasattheendofaperiod. Providesamodelofthestructuralandpersonnelenvironment Organizationalunits Representsthehierarchythatexistsbetweenthevariousorganizationalunitsinyourenterprise Aregeneralclassificationsoftasksthatareperformedbyemployees.Onejobmayhavemanypositions. Jobs(general,tasks Jobsareusedinthefollowingcomponents: definitions) ShiftPlanning PersonnelcostPlanning Manager  PersonnelDevelopment Organizational Aretheindividualemployeeassignments. Positionsareoccupiedbyemployees Structure/Plan Position(specific) Positionsareenterprisespecific Anumberofpositionsarebasedonthesamejob PurchasingManager, Eachpositionrepresentsoneemployee.However,itispossibleforapositiontobeoccupiedbymorethanoneemployee. SalesManager,etc Positionscanbe100%,partiallyfilledorvacant Onepositionmaybesharedbya#ofemployees(eachworkinglessthanfulltime(ex.50%each) Representemployeesthatholdpositions. Persons (assign.to InfotypesforpersonsaremaintainedinPers.Admin.AndarelinkedtoanOrgan.Planthroughtheirpositionassignment. position)

CompanyCode(FI)

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EmployeeRecords

Infotypes:organ.Assignment0001 •

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Arelogicalgroupingsofdatafields,likeIndividualinformation,suchasname,firstnameanddateofbirth. Datafields aregroupsintodatagroupsorinformationunits accordingtotheircontent.InHR,theseinformationunitsarecalledinformationtypesorinfotypesforshort.Infotypeshavenamesand4digitkeys. Eachinfotyperecordhasavalidityperiodorakeydate

InfotypesMaintenance 3waysofprocessinginfotyperecords: singlescreenmaintenance (individualinfotypemaintenance) personnelactions (1personmanyactions) fastentry (1action,manypersons) • • •

InitialentryscreenforInfotypeMaintenance : Infotypesthataremostfrequentlyusedaregroupedtogetherbysubjectmatterandassignedtostaticmenus. Youcanusethetabspagesormakeadirectentry(searchdirectlyforthewordorphrase) Thegreenticksnexttothemenulistofinfotypesindicatethattheserecordsalreadyexistfortheselectedpersonnelnumber. PersonnelFile : Listsalloftheinfotypesforwhichrecordshavebeencreatedforapersonnelnumber. OrganizationalAssignment : Afteryousavethepersonaldata(0002)infotype,thesystemautomaticallydisplaystheorganizationalassignment(0001)infotype. Thefollowingfieldsarealreadyfilledbytheorganizationalassignment: Companycode Personnelarea Personnelsubarea Businessarea Employeegroup Employeesubgroup Thepositionenteredanditsexistingrelationshipstoajob,organizationalunit,andcostcenterareimported. • • • • • •

HCMProcess HumanCapitalManagementProcess : 1. Recruitment 2. Hiring 3. TrainingandPersonnelDevelopment 4. ManagingWorkTime 5. CompensationandBenefits 6. PayrollAdministration 7. TravelPlanning 8. Personnelcostplanningandreporting 9. EmployeeSelf-Services

RecruitmentProcess:fromthevacancytohiringanApplicant : 1. Vacancy 2. Advertisement 3. Applicant 4. Profilematchup 5. Hiredasanemployee Whenyouhireanapplicant,youcantransfertheapplicantdatarecordedinRecruitmenttoPersonnelAdministration.ThesystemadoptsalldatayouenterintheRecruitment infotypesasdefaultvaluesinPersonnelAdministration. ManagerscanusetheManager’sDesktoptooltocarryouttheirrecruitmentprocesses. Jobsopeningscanbeadvertisedonline(webbasedbrowsing)(displayandapply) Externally:webbasedapplicationcalledEmploymentOpportunities Internally:theemployeeself-servicesolutionJobAdvertisements • •

PersonnelDevelopmentandQualifyingActions : ThePersonnelDevelopment functioncanhelpyoumaximizethevalueofyouremployeesforyourenterprise.Youcanplanandimplementspecificpersonnelandtraining measurestopromotetheprofessionaldevelopmentofyouremployees. Managementcandeterminethepersonneldevelopmentneedsbycomparingcurrentandfutureworkingrequirementswithexistingqualificationsandthedevelopment preferencesoftheemployees: Identifyingtheneedanemployeecanbetransferredtoaspecificpost. Retainingorenhancingexistingemployeeskillsandabilities Youcangroupqualifyingactions(trainingcoursesorjobrotation)into developmentplans Youcanassignqualificationstoemployeesandpositions.Whenrelatedwithemployees,werefertothemas qualifications,whenrelatedwithpositions;werefertothemasrequirements. PersonnelDevelopment: Allqualificationsandrequirementsarestoredcentrallyinacatalog.Bothrefertothe sameobjectbutfromadifferentperspective • •

TrainingProposalsforTrainingDeficits: IfPersonnelDevelopmentisintegratedwithTrainingandEventManagement,youcanusetheGeneratetraining proposalsfunction.Inthiscase,thesystemproposes trainingcourses (businessevents)thatcanprovideany missingqualifications.Youcanbookemployeesforcoursesdirectly,oralternativelyprebookthemforbusiness eventtypes.Thesystemproposesonlybusinesseventsanddevelopmentplansthatresultinthesameorahigher levelofproficiencyatthequalification.

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4mainprocesses: 1. Thebusinesseventpreparation:creationofmasterdata:timesched.,eventlocations,resources… 2. Createthebusinesseventcatalog 3. Carryoutday-to-dayactivities 4. Recurringactivitiesphase

• • • • • • • • •

IntegrationwithotherApplicationComponents : Sales and Distribution Billing of attendance fees MaterialsManagement Generationof purchase requisitions andmaterialreservations Personnel Development Check for and transfer of qualifications Time Management Recording and checking of attendance OrganizationalManagement Useoforganizationalunitsasattendeesandorganizersofbusinessevents PersonnelAdministration UseofpersonsfromtheHRMasterDataasattendeesandinstructors AppointmentCalendar Automaticgeneration ofentries in theAppointmentCalendar SAPKnowledgeWarehouse DisplayofinformationmaterialfromtheKnowledgewarehouse Cost Accounting Internal activity allocation of attendance fees and instructor costs

CareerandSuccessionPlanning :Has2goals 1. Encouragetheprofessionaldevelopmentofemployeesinacompany 2. Ensurethatthereisalwayssufficientheadcount CareerPlanninginvolvesidentifyingpossiblecareergoalsforemployees,andplanningtheirprofessionaldevelopment. SuccessionPlanninginvolveslookingforsuitablecandidatestofillopenposts.

TimeManagement:overview : Displaysandrecordsworkingtimesflexibly InformationonworkingtimesisusedtocalculategrosswagesinPayroll Severaloptionsareavailableforrecordingworkingtimes: TimeManagersworkplace Centraltimesheet Onlinemenus Timerecordingsystems EmployeeSelf-Service(ESS)applications. Youcanmanagetimeaccounts(suchasleave,flextime)manuallyorautomatically. WorkingtimescanbeusedforactivityallocationinControlling:costsgeneratedbyworkingtimescanbeassignedaccordingtotheirsourceinControlling. InformationintimemanagementisusedinLogisticstodetermineemployees’availabilityforcapacityrequirementsplanning. Youcandetermineworkrequirementsfortheenterpriseandplanemployeeshifts. • • • • •

TypesofTimeData Valuationandremunerationofemployeeworkingtimeisbasedontimedatarecording. Deviationsorexceptionsofanemployee’sworkschedulearerecordedintheTimeManagersWorkplace.Thisinfoisstoredintheappropriateinfotypes. Exampleoftimedataare:hoursworked,leave,illness,overtime,substitutions,andbusinesstrips. CATS-CrossApplicationTimeSheet IsanotherformofEmployeeSelf-Service.Youcanuseittorecordtheactualworkingtimesofindividualemployees. TheCATS-Cross-ApplicationTimeSheetoffersthefollowingadvantages: Cross-applicationstandardscreensforenteringworkingtimes Easeofuseforallusers Defaultvaluesanddataentrytemplates Integratedapprovalprocess à Supportforcorrections Flexibilityinthedefinitionofauthorizationchecks,plausibilitychecks,anddefaultvalues. • • • • • •

CATSBusinessProcess :steps Createaccountassignment Recordtimes Releasetimes Approvetimes Transferdatatofollow-onprocesses • • • • •

CompensationManagement : TheCompensationManagementcomponentcontrolsandmanagesremunerationpolicyatanenterprise. 4areas: Jobpricing:determinetheinternalvalueofjobsandpositionsatyourenterprisetoensurethatyouremaincompetitive. Budgeting : youassignbudgetstoorganizationalunits. Compensationadministration :distributesalaryincrease,sharesandsoon. Long-termincentives(stockoptionsplans):supports5types: Incentivestockoptions o Nonqualifiedstockoptions o Performanceshares o Performanceunits o Restrictedstock o • • • •

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Benefits: Inmanycountries,employeesgenerallyparticipateinbenefitplansofferedbytheiremployersaspartoftheircompensationpackage. Thereare6internationalplancategoriesdefineinthesystem: Health Insurance Savings StockPurchase Credit Miscellaneous • • • • • •

PersonnelCostPlanningandSimulation : It’sintegratedwithotherapplications. Youcantakepaymentinfofromdifferentsourcesandplannedcompensationdataforpositionsand  jobstogeneratepersonnelcostplans. Youcanperformscenariospecificcostplanningruns.Thisenablesyoutosimulatetheeffectof certainplanningassumptionsonyourfuturecostsituation. Itasawebbasedinterface. YoucanexportgeneratedcostplanstoSAPBusinessIntelligenceforanalysis. Afteryouhavereleasedtheplan,SAPHRuserscanusethedatato: GeneratethesalarybudgetforCompensationManagement CreatetrainingbudgetsforTrainingandEventManagement YoucanalsotransferthedatatoAccounting. • •

•

• • •

• •

•

PayrollAccounting : It’sthecalculationofpaymentforworkperformedbyeachemployee,alsoincludesanumberofsubsequentactivities,forexample: TransferofpayrollresultstoFinancialAccounting Variousevaluations,suchasevaluatingthepayrollaccount Transferofpaymentstothirdparties,suchastaxes. • • •

CalculationofRemunerationElements: Theremunerationelementsforanemployeeareformedfromindividualwageandsalarytypesthatareusedduringapayrollperiod. Remunerationelements: Basicpay,Gratuities ,Illness,Bonuses ,Leave,Overtime ,ShiftWorkBonuses OverviewofthepayrollProcess: Duringthepayrollrun,masterdataandtimedatachangesthataffectthepayrollpastandpayrollpresentarenotpermitted. Thepayrollprogramreadsthemasterdataandtimedatainfotypes,sochangesmadeduringthepayrollruncouldputinrisktheaccuracyofthepayrollresults. Italsomeansthatyoumustnotrunthepayrollduringmasterdatamaintenance. Travelmanagement Thiscomponentincludesallnecessaryfunctionsfordealingwithbusinesstrips:travelrequest,approval,settlement,andifneededcorrectionsandretroactiveaccounting. TravelManagementisinterfacedwith FI/CO/HRandnonSAPsystems .

Travelexpenses: TheTravelExpensessettlementprogramletsyousettlealltripswiththestatusapproved/tobesettled. Thetripsmustendbeforetheenddateofpayrollperiodinordertobesettled.

EmployeeSelfService(ESS) Isasetofapplicationsthatempoweremployeestoview,createandmaintaindataintheSAPsystemviatheIntranet.Components: •

Office

•

TimeManagement

•

Payment

•

Benefits

•

PersonalInformation

•

TrainingandEventManagement

•

Qualifications

•

Appraisals(evaluations)

Highlights: ExtensivefunctionalitybeyondbasicHRfunctionality,includingtravelmanagementandpurchasing InherentintegrationbetweenSAPsystembusinessscenarios,SAPESS,andworkflow ESSfunctionalitythatleveragesthestrengthsofunderlyingSAPinfrastructure Globalcapabilities Enablingaccessfromanyplatformatanytimefromanywhere Easytouse Personalized • • • • • • •

ReportingandAnalysisHCM

• • • • •

Youcanaccess StandardReports fromtheSAPEasyAccessMenuorusinggeneralreportselection. TheHumanResourcesInformationSystem (HIS)startsallHRreportswithinStructuralGraphics. AdHocQuery enablesyoutocreatereports.It’sintegratedinto SAPQuery . ManagersDesktop :consistsofthe6 themecategories andtheirfunctionlists: Employee,Organiz,CostandBudget,Recruitment,Specialareas,Workflowinbox TheBusinessWarehouse isanindependentsysteminwhichanalysescanbeperformed.

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BusinessIntelligence/BusinessInformationWarehouse BusinessIntelligence:InformationWarehouse SAPBWdatasources: SAPERP Non-SAP XML Databases (external:databases,onlineservices,internet) • • • • •

TheBWsystem(datastorage,loadingandreporting) IspreconfiguredforcoreareasandfunctionsbyBusinessContent. HasitsowndatabaseandSAPsystem • •

InfoObject :arebusinessanalysis-objects(companies,salesvolumes…).Theycanbedividedinto: Characteristics :specifiedcriteriabasedoncharacteristicsororganizationalelements(EX:company,division,segment,product,vendor;customer)whicharedividedin: o Units o Timecharacteristics o Technicalcharacteristics(EX:requestID) Keyfigures areperformancemeasures;quantitativeinformationbasedonmeasurablefacts:salesvolumes,netsales,costs… •

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Characteristicsdescribetheaffiliationkeyfigures. InfoCube : ThecentraldatastoresthatformthebasisforreportsandanalysesisSAPBWarecalledInfoCubes.They containkeyfiguresandlinkstoitsassociatedcharacteristics(masterdata) Masterdata intheBWsystemconsistsofattributesofacharacteristic,aswellashierarchiesandtextsof acharacteristic. AnInfoCubeconsistsofseveraldatabasetablesthatarelinkedaccordingtothe starschema. EachInfoCubehas 1facttableandamaximumof 16dimensionstables Eachfacttable cancontainamaximumof 233keyfigures Adimension cancontainupto 248freelyavailablecharacteristics . InfoCubesarestoredinstructurescalled InfoAreas .(folderstostoreinfocubes) •

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InfoProvider : IsanobjectorviewthatyoucanusetocreatereportsinBusinessExplorer(BEx).InfoProvidersdeliverdatathatcanbeanalyzedusingaquery. Therearetwotypesofdatastores: Physicaldatastores include: BasicCubes o ODSobjects o InfoObjects o Logicalviewsofphysicaldatastores include InfoSets o RemoteCubes o VirtualInfoCubes o MultiProviders o •

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OperationalDataStore(ODS): AnODS,isadatastorethatstoresdataatthebasiclevel(documentlevel).Itisnormallyusedtoresolve andconsolidatedatasets.Thesedatasetsareoftenfromvariousdatasourcesand/orsourcesystems. AdministratorWorkbench(AWB): IsaworkplaceforSAPBWadministrators.AWBfunctionsareusedtoconfigure,control,andadministrateSAPBWelements. OLAPtechnologypermitsmulti-dimensionalanalysisaccordingtovariousbusinessperspectives. TheBusinessExplorer(BEx) componentprovidesuserswithextensiveanalysisoptions.

ReportinginBusinessWarehouse BusinessExplorer-BEx istheSAPBWcomponentthatprovidesflexiblereportingandanalysistoolsthatyoucanuseforstrategicanalysisandsupportingthedecision-making processinyourcompany.Employeescananalyzehistoricalandcurrentdataatdifferinglevelsofdetailandfromdifferentperspectives. BExallowsmultiplewaystoaccesstoinformationintoSAPBW: BExAnalyzer WebApplication FormattedReporting(usingCrystalReports) MobileIntelligence • • • •

SAPBEx:chooseQuery : UsingtheSAPBWreportingfunctions,youcanevaluateadatasetfromanInfoProvideraccordingtovariouscharacteristicsandkeyfigures.Todothis,youdefineaqueryfor yourchosenInfoProviderintheBExQueryDesigner.ByselectingandcombiningtheInfoObjectsinaquery,youdeterminethewayinwhichdatafromthechosenInfoProvider isevaluated.

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