Exercise 1: Logging on to the SAP System - CAS – Central ...my.fit.edu/~csonnenb/Assignment...

INTRODUCTION TO ENTERPRISE RESOURCE PLANNING USING SAP

Exercise 1: Logging on to the SAP SystemThis material explains how to navigate in SAP systems. It is aimed at students at universities, universities of applied sciences and other educational institutions with no previous experience of SAP software. It can be used in the classroom or for self-study.On completion of the course, students will be able to navigate through the user interface to work on business processes and case studies on their own.The material also serves as a reference for occasional users of SAP systems.

Getting Started

Find and double-click this icon on your desktop. If it is not there, choose Start ► All Programs ► SAP Front End ► SAP Logon

A dialog box similar to the one shown on the right appears. The list of systems may be longer than in the dialog box shown here. Select the SAP system specified by your lecturer and choose Log on or Enter.

The logon screen appears. The system requests the client, your user, password, and preferred language.

SAP Logon

Client: _ _ _User: _ _ _ _ _ _ _

Password: _ _ _ _ _ _ _Language: _ _

Before you log on, you need to know the definition of the term “client.”SAP systems are client systems. With the client concept several separate companies can be managed in one system at the same time.

Client


Clients are the highest organizational level in the system. In business terms, each client can represent a group of companies, a company, or a firm – regardless of the size of the organization. In commercial, organizational and technical terms, a client is therefore a self-contained unit with separate master records and its own set of tables. In SAP systems, different clients are identified by their client numbers.Use the client number given by your instructor. For you to be able to log on as a user, a user master record must be created for you in the relevant client. For reasons of access protection, you must enter a password when you log on. Your password entry is case-sensitive.SAP systems are multilingual. Choose the language for your session in the Language field. Then choose or Enter.

Logon screen

When you log on for the first time, the system requests you to change your password. To confirm your new password, choose or Enter.

The first time you log on you will see a copyright note. Confirm it with

or Enter. The initial screen with the SAP Easy Access menu appears.


Initial Screen

This is the initial screen as described in more detail below.

Initial Screen

Menu Bar

Menus shown in the menu bar are related to the application you are using; that is, they are context-sensitive. Most menus have submenus.

Menu Bar

Standard Toolbar

Icons in the standard toolbar are available on all screens. Icons that you cannot use in the current application are grayed out. When you hover the cursor over an icon, a quick info text appears.

Standard Toolbar

Title Bar

The title bar displays the name of the transaction you are currently using.

Title Bar

Application Toolbar

The application toolbar contains icons applicable to the transaction you are currently using.

Application Toolbar


SAP Easy Access MenuThe SAP system displays the SAP Easy Access menu on the start screen as standard. It enables you to navigate in the system using a clear tree structure. Click on the small arrows to expand the menu tree. The menu tree is specific to your role (business function in the company).

SAP Easy Access Menu

Status Bar

The status bar shows information about the current system status as well as warning and error messages.

Status Bar


Logging Off

Choose System ► Log off to end the current session. The confirmation prompt shown on the right informs you that unsaved data will be lost. Once you are certain that you have saved all entries, you can confirm the prompt by choosing Yes.

Log off


Introduction to ERP systems

Before you get started in the SAP system, you need to know the definition of various terms in the ERP context.

ERP terminology

Business scenario: a group of related business transactions belonging to a particular organizational area that fulfill a related purpose in the company, for example preparation of the balance sheet, personnel administration, purchasing, service, or production.

Business scenario

Organizational unit: organizational grouping of areas of the company that belong together for legal or other business reasons. Examples of organizational units are company, sales office, and plant.

Organizational unit

Master data: data stored in the system over a long period of time for business processes. Examples are customer, material, and supplier.

Master data

Transaction data: transaction-specific data that is short-lived and assigned to certain master data, for example a customer. Transaction data created when executing transactions is stored as documents. Examples of documents are sales order, purchase order, material document, and posting document.

Transaction data

Transaction: an application program that executes business transactions in the system, such as create sales order or post incoming payments.

Transaction


Practical work with the SAP system

There are three ways of calling transactions in the SAP system.Transaction concept

SAP Easy Access MenuYou use the tree structure of SAP’s Easy Access menu to navigate to a transaction. You then double-click on the transaction to run it.

SAP Easy Access Menu

FavoritesIf you use a transaction frequently, you can use drag&drop to add it to your favorites (or choose Favorites ► Add). You can then double-click it to run it without having to navigate through the SAP Easy Access menu. Read the Favorites chapter for more hints on the Favorites folder.

Favorites

Transaction codeA transaction code is assigned to each transaction (not each screen) in the SAP system. The Transaction code chapter has more hints on displaying and finding these codes and other navigation options.

Transaction code

Note: The command field in which you enter transaction codes can be found in the top-left corner. Click the small arrow symbol to display/hide it.The standard toolbar features five important icons:

Icons

(also ) Corresponds to the Enter key and confirms your entriesSaves your entries on the current screen/transactionCorresponds to the Escape key and takes you to the previous screenExits the current transaction

(also ) Cancels the transaction (in case of system problems)When you leave a transaction by choosing , , or , this dialog box may appear. Make sure that there is no unsaved data in your current session and choose Yes to acknowledge the message.

In some cases it makes sense to work with two or more transactions at the same time. In SAP systems, you can open up to six sessions simultaneously with real parallel processing.

Sessions

To open a new session, choose or System ► Create Session.To close a session, choose or System ► End Session.

or


HelpSeveral types of help are available in the SAP system. The most frequently used ones are the F1 and F4 keys.

F1 and F4 help

F1 provides you with explanations for fields, menus, functions, and messages. In the F1 help, you can choose to get technical information.

F1

F4 gives you information and possible entries. You can also use the F4 help by choosing directly right of a selected field.

F4

The Help menu contains more help. Choose Application Help for context-sensitive help on the transaction you are currently using. Choose SAP Library to open the online SAP Library. You can find it on the Internet at help.sap.com. Choose Glossary to open the extensive glossary of SAP terminology.


Favorites

Besides adding transactions to your favorites, as described in the Practical work chapter, you can add objects such as folders, reports, files, and Web addresses.

Other Objects

By clicking Favorites with the right mouse button, you can create your own hierarchical folder structure.You can also add other objects (URL, BSP, mail system, SAP script). You choose the applicable objects in the dialog box and enter the relevant data in the fields.

Here is an example of how to add a website to your favorites.Website

To add the SAP UA Community Portal link to your favorites, click Favorites with the secondary mouse button. Choose Add other objects then Web Address or File. In the dialog box, enter a name and the URL shown below. To confirm, choose .


Transaction codes

The quickest way to run a transaction in the SAP system is to enter the transaction code. Every transaction has a code, which generally has four characters. To find these, make the following settings.

Transaction code

If you know the code for a transaction, you can enter it in the command field in the upper left corner of your screen. After choosing Enter the initial screen of the transaction appears.

Transaction code field

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

/n Exits the current transaction/i Closes the current session/o Opens a new session

/n

/i

/o

You may combine these with the transaction codes. For example, /oMM03 opens a new session and calls transaction Display Material.You can also search for transactions (or transaction codes) in the SAP system using transaction SEARCH_SAP_MENU.

SEARCH_SAP_MENU

Choose a text you would like to search for in the SAP Easy Access Menu and click on .The search results are displayed in a list. There you find the transaction code (in some cases there are none assigned) and the path in the SAP Easy Access Menu (read from bottom to top).


Unit 1: Overview of Master Data, Sales Cycle, Procurement Cycle, and the Financial Accounting functions.

This is Assignment 1, the first set of exercises for the course. In these exercise, you will do an overview of the course work. You will create master material for a vendor, a material, and a customer. In Lecture, you will learn the importance and function of Master Data.

The next step is to create a customer quotation. This is the first step in the Sales Cycle. The Sales Cycle is an important business process, and is integrated with other business processes. One of those is Material Requirements Planning, or MRP. In lecture you will see how MRP works, and how it is used to insure proper stock levels.

Once you know what materials you need you will create a purchase order. This is part of the Procurement Cycle. Procurement is the buying of goods and/or services that the company needs, either to run or to sell.

After receiving the goods, we must pay the vendor. This is the Accounts Payable component of the procurement cycle. Accounts payable, or A/P, is part of the financial accounting module.

The Sales Cycle is not complete until the goods are delivered. Delivery is set up, and the warehouse functions are performed in order to send the goods to the customer. Once the goods are sent out, a function called Post Goods Issue is performed. That signals the end of the delivery component of the Sales Cycle.

Once the goods have been issued, you can collect the payment from the customer. This is part of the Accounts Receivable, or A/R, function. Once the funds have been collected, the Sales Cycle ends. You will check the status using the document flow screen on the sales order.

Exercise 2-20 will be done using a company code that is already configured within the system. In this case, it is company code US00. This is the last time you will use that company code. Starting with exercise 21, you will configure a new company code.


Exercise 2: Create Vendor Master Within the exercises use your student number that was assigned to you for this course wherever you see _ _ _ Navigation

Menu Path Logistics Materials Management Purchasing Master Data Vendor Central Create

Trans Code XK01

Enter the following: Leave vendor field blank

Company code: US00

Purchasing organization: US00

Account Group: KRED

Reference Vendor: 110000

Company Code: US00


Purch. Organization: US00

(Enter) Title

select: Company

Name Enter the

vendor’s nameYour

last Name Enterprise _ _ _

(Example: Wilder Enterprise 001)Search term Search term = _ _ _(Your Student Number)Address Postal code = 68516 City = Lincoln Country = US Region = NECommunication Language = English

Record the system message:Message

Then, click on or until you see the Create Vendor: Control screen.

In the Create Vendor: Control screen:In the Tax information field group enter 12-3456### as Tax Number 2 – remember to replace ### with your number. Confirm your entry and skip the next screen (Create Vendor: Payment transactions) by clicking or twice.

In the Create Vendor: Accounting information Accounting screen:Enter Recon. Account 300000. Then click on or .

In the Create Vendor: Payment transactions Accounting screen:Enter Payt Terms 0001, and select Chk double inv. Then click on or .

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

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

There is no data to be entered in the Create Vendor: Partner functions screen.Click on to save your vendor master record. The system will automatically assign a unique number for your vendor.Click on the exit icon to return to the SAP Easy Access screen.


Exercise 3: Create Material MasterNavigation

Menu Path Logistics Materials Management Material Master Create (Special) Trading Goods

Trans Code MMH1

Enter the following information:

In the Industry Sector field, use the drop down to enter “Retail”

**Important! The following steps are done through the system menu, the menu across the top of the

screen. Do not click on the buttons, as they will not give complete information.

System Menu: Defaults Industry sectors…

Select: Retail

Check Hide industry sector

(Enter)

System Menu: Default Views… Select the views: Basic data 1

Sales: Sales Org. Data 1, Sales: Sales Org. Data 2Sales: General/Plant DataPurchasingMRP 1, MRP 2, MRP 3General Plant Data/Storage 1Accounting 1

Make sure these are checked

(Enter)

System Menu: Default Organization levels… Copy from… Select:

Plant: MI00 (Miami) MI00Sales org: UE00 (US East) UE00Distribution channel: WH WH

(If a Company Code Field is displayed, enter code for Miami in both locations)

Make sure this is checked

(Enter)

Material CHLOK_ _ _


Change Number: Leave Blank

Copy from… leave blank

(Enter)

Basic data 1 TAB On the Basic Data 1 tab, enter Chain Lock _ _ _ as a description (text field next to the material

number). As Base Unit of Measure, use the F4 help to find and select each (EA). In the Material Group field, select UTIL (Utilities). As division, choose AS (Accessories). In the Gross Weight field and in the Net Weight field, enter 65 and select Ounce (OZ) as Weight unit.

Then press Enter or click on . (Enter)

Sales: Sales Org. 1 TAB On the Sales: sales org. 1 tab, in the Delivering Plant field use the F4 help to find and select the Miami plant (MI00). In the Tax data field group, in the left Tax classification column (the one that is editable = white background color) select Exempt (0) for all three tax categories.

Select

In the Screen: Create pricing conditions (PR00) ScaleEnter the following: Scale quantity: 1 Amount: 69.00

(Back)

On the Sales: sales org. 2 tab, select Matl statistics grp 1. Then press Enter.

On the Sales: General/Plant tab, select Availability check 02 (Individual requirements) and use the F4 help to choose Tansp. Grp 0001 (On pallets) and LoadingGrp 0002 (Handcart).

On the Purchasing tab, enter Purchasing Group N00 (North America).

On the MRP 1 tab, select MRP type PD (MRP), MRP Controller 000, Lot size EX (Lot-for-lot order quantity) and Minimum Lot Size 10.

On the MRP 2 tab, enter


Planned Deliv. Time 6 (days) and select SchedMargin key 001. Safety Stock 25.

On the MRP 3 tab, check if the Availability check is set correctly to 02. Then, press Enter. Skip the Plant data / stor. 1 view by clicking on

On the Accounting 1 tab, select Valuation Class 3100 (Trading Goods), enter Moving price 33.50.

Then, click on to save your material.

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



Exercise 4: Create Customer MasterNavigation

Menu Path Logistics Sales and Distribution Master Data Business Partner Customer Create Complete

Trans Code XD01


Account group: Sold-to party Customer: (Leave blank)

Company code: US00

Sales organization: UE00

Distribution channel: WH

Division: AS

If Company code US00 shows up in the reference section, delete it

(Enter)

You will create the following customer:

Address TAB Title: Company Name: (your last name) _ _ _ example Wilder 001Search term Search Term: _ _ _ Address Street/house number N. Orange / _ _ _ Postal Code: 32804 City: Orlando Country: US Region: FL

Communication Language: English


Click on the icon in the Street Address box, then click on the search icon next to the Transportation Zone field.Enter Region East.

Select (Financial Accounting)

Account Management TAB Rec. Account: 110000 Sort key: 001

Payment transactions TAB Terms of payment: 0001

Select

Sales TABSales order Currency: USD

Pricing/statistics Cust. Pric. Proc.: 1 Cust. Stats. Grp: 1

Shipping TABShipping Delivery priority: 02 Order Combination: Selected Shipping Conditions: 01 Delivering Plant: MI00 Partial deliveries Max.part.deliveries: 3

Billing Document TABDelivery and payment terms Incoterms: FOB, type in the description: Origin Shipping Dock Terms of Payment: 0001 Accounting Account Assign Group: 01Accounting Tax Classification: 0 for all three categories

(Save)

Record Customer Number ________________________

(Cancel) To return to SAP Easy Access Menu



Exercise 5: Create Customer Quotation

Navigation

Menu Path Logistics Sales and Distribution Sales Quotation Create

Trans Code VA21


Quotation type: QT

Organizational Data Sales Organization: UE00 Distribution channel: WH Division: AS

(Enter)

The ‘Item Overview’ screen of the quotation appears.Enter the following information: Quotation: Leave blank (system assigns number) Sold-to party: Number from Creating a Customer Ship-to party: Leave blank PO number: _ _ _

Item overview Tab Valid to date: Date = one month ahead of today’s date Material: CHLOK_ _ _ Order quantity: 150

(Enter)

(Save)

Record Quotation Number: ________________________

(Exit) To return to SAP Easy Access Menu



Exercise 6: Create Sales Order with Reference to a Quotation Navigation

Menu Path Logistics Sales and Distribution Sales Order Create

Trans Code VA01Enter the following information:

Order type: OR

Organizational Data Sales Organization: UE00 Distribution channel: WH Division: AS

Click on the button.

Note that the system defaults to the Quotation Tab. Enter the number of the quotation created in the

previous exercise. (if you didn’t write it down, use the search icon and your login user name in the “created by” field to find it.)

Select

Select the option that gives you a complete delivery on the proposed date.Once you are at the Create Standard Order: Overview screen:

PO Number: 123-_ _ _ PO Date: Today’s date

Sales Tab Delivering plant MI00

(Enter) Enter through any warnings

Record the Net Value of the Sales Order: _____________________

(Save)Record Order Number: __________________________

(Exit) To return to SAP Easy Access MenuRecord the system message:

Message


Exercise 7: Check Stock Status

Navigation

Menu Path Logistics Materials Management Inventory Management Environment Stock Stock Overview

Trans Code MMBE


Material: CHLOK_ _ _ Plant: MI00 Display version: 1

(Execute)

Select the Company Code line in the display.

Select

This will open a pop-up window showing the details of the inventory by stock type at the level you selected.

Check the unrestricted use quantity (Unrestricted use) stock type

Check the sales orders quantity (Sales orders) stock type

Check the delivery quantity (Scheduled for delivery) stock type

Record the storage location and quantity of inventory for each Stock type: Company Code

Stock Type StockUnrestricted UseSales OrdersScheduled for Delivery



Exercise 8: Run Material Requirements Planning – Single Item, Single Level

Navigation

Menu Path Logistics Materials Management Materials Requirements Planning (MRP) MRP Planning Single-Item, Single-Level

Trans Code MD03


Enter material number: CHLOK_ _ _ Enter plant: MI00

MRP control parameters Processing key: NETCH Create pur. req.: 2 Deliv. schedule: 3 Create MRP list: 1 Planning mode: 1 Scheduling: 1

Process control parameters Select Display results before they are saved

(Enter) A warning message appears - please check input parameters

(Enter) again to confirm and check the warning message

Review the MRP list

Note: Your MRP list may appear different depending on dates and orders.

(Save)




Exercise 9: Convert Purchase Requisition to Purchase Order

Navigation

Menu Path Logistics Materials Management Materials Requirements Planning (MRP) MRP Evaluations Stock/Reqmts List

Trans Code MD04


Individual access Tab Material: CHLOK_ _ _ Plant: MI00

(Enter)

Select Purchase Requisition to be converted and click (Details of Element) or Double click on the purchase req to be converted.

Click on the button

Enter Vendor number that you created in exercise 2 (You may have to enter Purch. Org US00 first.) Enter the number to the right of word vendor

Org. Data Tab Purch. Org. US00 Purch Group N00 Company Code US00

(Enter)

Single Click on Open Requisitions line in the left window

Then Select (Adopt)


Enter a Net Price: 32.00 Currency: USD Increase the PO quantity to: 200

(Enter) You may get a warning message asking if delivery date can be met. Click (Enter) to continue. Record the amount of the purchase order from the Conditions Tab on the Header $ _____________

(Save)

Record the new purchase order number._____________________

Select the (Refresh) button to refresh the Stock/Reqmts List Notice the MRP elements change from the old PurReq to display the new POitem.




Exercise 10: Create Goods Receipt

Navigation

Menu Path Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order GR for Purchase Order (MIGO)

Trans Code MIGO_GR


Enter your PO # 4500000???

(Execute)

(You will notice that the OK check box and SLoc are grayed out. Click on the item detail icon to minimize the item detail field, thus activating the item overview fields. Or you can use the item detail area to update the information. Click Item OK at the very bottom and put in the storage location in the Where tab. In futre exercises, you will have this same issue, however in those exercises you may have more than one line item. If that is the case, only the line item that is displayed in the item detail section will be grayed out in the item overview section. )

Ensure each line item OK is checked

Enter storage location TG00

Notice that the quantity from the PO defaults as the quantity to receive.

Select or (Post)




Exercise 11: Create Invoice Receipt from VendorNavigation

Menu Path Logistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice

Trans Code MIRO


Basic data Tab Invoice Date: Today's Date Check your Company Code: US00 Enter amount: Enter amount from invoice Tax code: XI PO number: (Enter your purchase order number – 4500000???)

(Enter)

Use the button to see if the postings are correct.

(Post)




Exercise 12: Post Payment to VendorNavigation

Menu Path Accounting Financial Accounting Accounts Payable Document Entry Outgoing payment Post

Trans Code F-53


Document date: Today

Bank data: Account: 100000 Amount: Enter the amount of the outgoing payment from invoice Text: Invoice Number or other text

Open item selection: Account: Enter your Vendor # (Created in Exercise 2) All other settings remain unchanged.

Select


Review the balance.

(post)

Record the document number ______________________

(Exit)



Exercise 13: Create Delivery Note for Sales OrderNavigation

Menu Path Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Create Single Document With Reference to Sales Order

Trans Code VL01N


Shipping point: MI00

Sales order data Selection date: Enter a date 7 days from today Order: Enter the order number of the sales order created earlier

(Enter)The system defaults the items and quantities from the sales order that are scheduled to be delivered.

Item Overview Tab Click on the line item 10

(Item Details)

(Back)

Picking Tab:Verify system selected: Plant = MI00

Enter the storage location for each item SLoc = TG00

(Enter)

(Save)

Record the Outbound Delivery number: _________________

(Exit)



Exercise 14: Check Stock StatusNavigation


Trans Code


Database selections Material: CHLOK_ _ _ Plant: MI00 Display version: 1

(Execute)

Select the plant line in the display.

Select





Record the storage location and quantity of inventory for each Stock type: Plant Storage Location

Stock Type StockUnrestricted UseSales OrdersScheduled for Delivery

(Exit)


Exercise 15: Picking Materials on Delivery NoteNavigation

Menu Path Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Change Single Document

Trans Code VL02N


Outbound Delivery Outbound delivery number from the previous exercise.

(Enter)

The material delivery quantity is proposed.

Picking Tab Enter Pick quantity to match the proposed delivery quantity

Verify that the storage location is Inventory

(Save)

(Exit)



Exercise 16: Post Goods IssueNavigation

Menu Path Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Change Single Document

Trans Code


Outbound Delivery Outbound delivery number from the previous exercise.

Select

The system returns a message indicating change to the delivery note.

(Exit)



Exercise 17: Check Stock StatusNavigation


Trans Code


Database selections Material: CHLOK_ _ _ Plant: MI00 Display version: 1

(Execute)

Select the plant line in the display.

Select





Record the storage location and quantity of inventory for each Stock type: Plant Storage Location

Stock Type QuantityUnrestricted UseSales OrdersScheduled for Delivery

(Exit)


Exercise 18: Bill CustomerNavigation

Menu Path Logistics Sales and Distribution Billing Billing Document Create

Trans Code VF01

The system will default the last delivery document created.

(Execute)

The system displays the customer and the materials on the delivery with total values to be billed.

Record the total amount billed to the customer: $____________________ (net value)

(Save)

Record the billing document number that is displayed at the bottom of the screen ________________

(Exit)



Exercise 19: Post Receipt of Customer PaymentNavigation

Menu Path Accounting Financial Accounting Accounts Receivable Document Entry Incoming Payments

Trans Code F-28


Document Date: Today’s date Company Code: US00 Currency/Rate: USD

Bank data: Account: 100000 Amount: Enter the amount of the payment (from sales order)

Open item selection Account: Enter Your customer # (Created in Exercise 4)

Select


Review the balance.

(Save)

Record the document number ______________________

(Exit)



Exercise 20: Document FlowNavigation

Menu Path Logistics Sales and Distribution Sales Order Display

Trans Code VA03

Enter your order number. Select the following from the System Menu: Environment Display document flow

The system displays a list of documents associated with the order.

Click on the line of the GD goods issue: delvy 49000….###

Select

Select to view the account postings for this goods movement.

(Back) twice to get to the overview screen

It can be seen that the:1. The entire document flow is shown.2. There are no open documents.3. The business cycle is complete.

Note: You can view the document flow from the Sales Order, Delivery or Billing screens.

Click on the line of the Standard Order

Select the

The document flow can be seen in greater detail.

Click on the line of the Outbound Delivery

Select the

(Continue)

(Exit) Twice To return to SAP Easy Access Menu Trans Code SPRO



Click on the button. Company Code C_ _ _

(Enter) Sending company code C_ _ _ (your company code) Paying company code C_ _ _ (your company code)

(Save)

(Back twice)


Exercise 1: Logging on to the SAP System - CAS – Central ...my.fit.edu/~csonnenb/Assignment...

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Transcript of Exercise 1: Logging on to the SAP System - CAS – Central ...my.fit.edu/~csonnenb/Assignment...