615260 Enterprise Systems SAP Stream Wednesdays

1
615-260 Enterprise Systems SAP Stream
(Wednesdays)
L18 Feedback on Project 2 Configuration in SAP
R/3
Good reference on configuration Bancroft, Seip,
and Sprengel (1998) Ch.4 (full reference on p.4
of Notes), reproduced in the Subject Notes.
2
Project 2 Completion of Module 6 Unstructured
exercises (10 marks)
All straight-forward, no need to discuss
3
Project 2 Process description and Database
(5510 marks)
Discuss each of these four points now
4
Req. 3(a) Why would SAPs customers want such a
complex sales process?

• The key point to understand is that the different
  steps, e.g., transfer orders, good issues,
  invoices, are most likely to be created by people
  in physically different locations.
• Each person relies on the system to
• tell them what to do next,
• record what they have done,
• communicate what has been done to others in the
  organization.

5
Req. 3(b) Is this best practice?

• Best depends on the organizations need. Best
  for one organization may not be good for another.
  So although it may be good marketing, it is
  incorrect for vendors to claim that their
  software embodies best practice.
• For instance, Tip Top collects stale bread from
  shops and refunds shops. This makes shops much
  more likely to hold more, rather than less,
  stock. However, there is no process definable in
  R/3 that will support the process. Thus for Tip
  Top, R/3 practices are not best practices.
• What vendors can claim is that they support
  practices that they judge to be good practices,
  suitable for many organizations.
• Also, ES can support many alternative processes.
  Which is best?

6
Req. 4 The Database

• With one week to go, no one I spoke to had worked
  out how to do access the tables for Requirement
  4, so I created a file TipsForProject2_2004.ppt
• It virtually told everyone how to access the
  tables both schema and content
• It did not, however, specify what happened as a
  sales transaction was executed.
• Bearing (1 and 2) in mind, we changed marks from
  4 to 3 (for Req 4a, table descriptions) from 1
  to 2 (for Req. 4b, details of changes to
  content), and should probably have changed them
  to 23, respectively.
• Four slides from the Tips presentation now follow.

7
Click an object (red arrow), then Dictionary
(blue arrow). Below, Object 16002 Sales Order
(header) is selected.
8
Table/View (equivalent to SE11). Note that
VBELN (highlighted) seems to mean Sales Order
Number.
9
Displaying contents

• Use the same procedure to access the other
  tables.
• For example, following object 16028 Sales order
  item schedule line from slide 5, and choosing
  table VBBE, then order number 9196, ultimately
  takes you to screen shown here.
• The screen to the right shows line 10 of order
  9196. This is for 10 units of part number S-219.
  (OMENG means quantity.)

10
Use the same procedure to access the other
tables, e.g., via object 16028 Sales order item
schedule line

• I am no R/3 expert, but it seems to me as if
  sales order header info is in tables VBAK and
  VBKD, and detail info is in tables VBBE, VBEP,
  and VBPA.
• Assuming I am correct on point 1, if you describe
  key fields of these tables you will have done the
  first half of Q.4.
• For the second half of Q.4, see if you can find
  evidence of any changes in the tables as the
  Module 6 process executes.
• Project 2, Q.4 is worth 5 marks. Please dont
  spend more than 5 hours on this part of the
  exercise!

11
The Key Sales Order Tables (here we are straying
into the implementation team, not user, territory)
12
http//membres.lycos.fr/jolyeric/SAP/Note_de_Cours
_Eric/Relations.pdf
13
Using ABAP workbench, Overview, SE16 to explore
changes in the tables

• When a sales order is entered, header info is
  stored in VBAK, and detail lines are stored in
  VBAP, VBEP(?), and VBBE.
• VBBE is used for open sales order line items
  (i.e., requirements, yet to be delivered).
• As the order progresses through delivery,
  quantities in requirements table, VBBE, are
  decremented. The line is deleted when
  requirements get down to zero.
• As the order progresses through delivery, picking
  and billing, records are added to the document
  flow table, VBFA.

14
After creating sales order 9325
15
VBBE before outbound delivery
VBBE after outbound delivery of 10 items on line
10 and 5 items on line 20
16
SE16, Order 9325, Document flow, Table VBFA
VBFA after outbound delivery (2 lines)
VBFA after picking (4 lines)
VBFA after billing (6 lines)
17
Document flow (Table VBFA and std. Document Flow
screen)
18
Using ABAP workbench, Test, ST05 (Trace) to
explore changes to the tables
Thanks Laurens!
19
e.g. Step 2 Display Sales Order (VA03)
20
(No Transcript)
21
Display dictionary information
22
Todays Lecture Configuration in SAP R/3

• Management view (Mondays)
• User view (Project 2, Wednesdays)
• Technical view
• Implementation team view (Project 3, now)
• Software developers view
• d. External Observers view

23
SAP Implementation Projects

• This is the second of two lectures in the SAP
  stream looking at the Implementation team view of
  SAP R/3.
• The implementation project starts once the
  business case for investing in an ES has been
  approved and finishes some months after go live.
  Key tasks
• preparation
• design (mapping and agreement on as-is and to-be
  processes),
• realization (configuration, customization, and
  testing),
• deployment (including incentive realignment,
  training, and data conversion)
• go live.

24
Oxygen Generic ERP Implementation timeline,
phases, and activities
Month 1
Month 6
Month 12
Month 1
Post Go Live Support
Business case
Final Preparation
Blueprint
Realisation
Set Up
25
Message for today

• Packaged Application software is designed for
  many different organizations. It therefore needs
  to be configured before it can be used by any
  particular organization.
• Discussion of Configuration may be organized
  around four main headings (see Bancroft et al.
  1998 for a similar discussion)
• Organizational structure
• Master data (e.g., chart of accounts)
• Control data (what gets displayed, what is
  required)
• Validation rules
• I will use examples from Module 9 where
  convenient.

26
Configuration

• In Module 9 you do a little configuration in the
  Financial Accounting module.
• We use the IMG to define parameters in various
  configuration tables that SAP has defined in
  advance. (We are not programming, which limits
  what we can do.)
• Please remind yourself that similar capabilities
  exist for all the other modules in R/3

27
1. Configuration Organization structure

• First goal in configuration is to model the
  organizations structure using the organizational
  units in the R/3 System.
• The configuration team needs to understand the
  implications of choices of various organizational
  structure units.

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Organizational Units Accounting

• Financial Accounting
• Company
• Company code
• Consolidation business area
• Business area
• Functional area
• Consolidation group
• Consolidation entity
• Taxes on sales or purchases group
• Credit control area
• Dunning area
• FM area
• Funds center

• Controlling
• Controlling area
• Cost center group
• Cost center
• Operating concern
• Profit center grouping
• Profit Center

http//help.sap.com/saphelp_46c/helpdata/en/4e/d56
694722f11d29c490000e8a51c6e/content.htm
29
Organizational Units Logistics

• Logistics (general)
• Design office
• Plant
• Storage location (plant storage areas)
• Sales and distribution
• Sales organization
• Sales Area
• Distribution channel
• Division
• Sales office
• Sales group
• Shipping point
• Loading point
• Transportation planning point

• Materials Management
• Material valuation area
• Purchasing organization
• Purchasing area
• Purchasing group
• Warehouse management
• Warehouse complex
• Warehouse
• Storage bin
• Storage area

http//help.sap.com/saphelp_46c/helpdata/en/4e/d56
694722f11d29c490000e8a51c6e/content.htm
30
e.g., Fictitious company Sapo

• Sapo manufactures and distributes PCs, printers,
  and monitors. It consists of three legally
  independent companies.
• Sapo Czech Republic manufactures printed circuit
  boards in four different locations. It supplies
  two German manufacturing facilities, which
  produce printers (Hannover) and PCs (Munich).
• Sapo Germany includes these two facilities and a
  plant in Berlin, which manufactures monitors.
• Sapo Ireland manufactures casings for PCs,
  printers, and monitors. It supplies the three
  German facilities.
• Sapo buys keyboards from a third-party supplier.

31
Legal entities three companies (dark blue in the
tile diagram)
Depicted using SAPs Structure Modelling tool
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d74ec1111d2bc1000105a5e5b3c/Image57.gif
32
Business Areas PCs, Printers, and Monitors in
the 3 companies (light blue)
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d77ec1111d2bc1000105a5e5b3c/Image54.gif
33
One cost accounting area (red)
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d7aec1111d2bc1000105a5e5b3c/Image55.gif
34
Plants (light green) plants have a physical
location ( problems for Air New Zealand use of
plant maintenance)
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d80ec1111d2bc1000105a5e5b3c/Image58.gif
35
Purchasing (dark green). Note central purchasing
area as well.
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d83ec1111d2bc1000105a5e5b3c/Image31.gif
36
Sales Divisions (olive green)
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d89ec1111d2bc1000105a5e5b3c/Image60.gif
37
Distribution channels and sales areas (shades of
brown)
http//help.sap.com/saphelp_46c/helpdata/en/5d/a77
d8fec1111d2bc1000105a5e5b3c/Image62.gif
38
Defining and assigning organizational units using
the IMG
39
Create a new company (Module 9, Obj. 2) Copy
another company code
p.9.13
40
Create a new company continued
41
Summary R/3s Organizational Elements (Bancroft
et al. 1998)
Figure 2 SAPs Organizational Elements, Source
Bancroft, Seip and Sprengel, Implementing SAP
R/3, 2nd ed. Greenwich CT Manning, 1998, Figure
4-7, p.87
42
2. Configuration Master Data

• Master data can be created
• One record at a time by a user as you did when
• Creating a G/L account in module 3 (FS00)
• Creating a material record in Module 4 (MM01)
• Creating a customer record in Module 6 (XD01)
• By copying and modifying data from a similar
  structure (e.g., from client 000, which comes
  with the software shipped by SAP)
• By copying data from your organizations prior
  system

43
Creating master data in Module 9

• Master data includes
• chart of accounts
• general ledger accounts.
• In module 9
• you copy chart of accounts master data, CAGB, to
  your own version, C (Objective 3,
  pp.9.16-9.17)
• you copy a full set of general ledger accounts
  from company code 2000 (Objective 4, pp.9.17-9.18)

44
Create chart of accounts (by copying)
p.9.16
45
Create chart of accounts
46
If tables are locked by other user, use SU01 to
look up their phone number
47
Assigning a Company code to Chart of Accounts
p.9.17
48
Create GL accounts by copying from another company
p.9.17 9.18
49
3. Configuration Control data

• In Module 9 you control which fields are
  displayed, required, and suppressed when general
  ledger accounts are created.
• The same approach to controlling screen
  definition applies throughout all of R/3.

50
You can control how (blocks of) accounts are
treated through Field Status groups
p.9.23
p.9.23
p.9.24
51
You can control which fields the users get to
see, which are required, etc.
p.9.24
p.3.17 9.20
52
Aside Create customer screens for different
customer account groups in SD.
Customer entry screen 1
Customer entry screen 2
53
You can control automatic Document numbers
54
4. Configuration Validation dataE.g., Financial
accounting global settings
p.9.42, 3
55
Evidence of validation rules working when
entering a general journal entry (FB50)
p.9.43
56
Summary Configuration

• Packaged Application software is designed for
  many different organizations. It therefore needs
  to be configured before it can be used by any
  particular organization.
• Discussion of Configuration may be organized
  around four main headings (see Bancroft et al.
  1998 for a similar discussion)
• Organizational structure
• Master data (e.g., chart of accounts)
• Control data (what gets displayed, what is
  required)
• Validation rules (acceptable data)

57
VBBE Sales Requirements
VBAP Partner Table
VBAK Sales Doc Header
VBAP Sales Doc Item Info
VBKD Sales Doc Business Data
VBEP Sales Doc Schedule lines
http//membres.lycos.fr/jolyeric/SAP/Note_de_Cours
_Eric/Relations.pdf