SAP Business Integration

SAP: S – Systems A – Applications P – Products Integration through Processes & Organization Structure

R/3 SAP Integration Integrated Solution Client / Server Open Systems Financial Accounting Sales & Distribution Materials Mgmt. Controlling Production Planning R/3 Fixed Assets Mgmt. Integrated Solution Quality Mgmt. Project System Client / Server Plant Maintenance Open Systems Workflow Human Resources Industry Solutions

Procurement Process Outline Agreement Scheduling Purchase Agreement Demand Purchase Requisition Vendor Order Goods Receipt & Inventory Mgmt. Accounts Payable Invoice Verification Scheduling Agreement

Internal Order - Company Picnic Settle Order to Departments Invoice Verification Purchase Requisition Purchase Order Goods Receipt of Hats

Sales Process — Trading Goods Packing Customer Order Picking Accounts Receivable Billing Goods Issue

Sales Process Finished Goods Availability Check Goods Issue Customer Order Partial Payment Billing Final Payment

Sales Process Finished Goods Availability Check Independent Demand Customer Order

Sales Process Finished Goods Dependent Demand Production Scheduling MRP Run Purchasing

Sales Process Finished Goods Goods Issue to Shop Floor Production Goods Receipt

Production Process Shop Floor Goods Issue Order Settlement Goods Receipt

FI Overview FI AP AR AM GL CON Special Ledger

Financial Accounting External Accounting Financial Position Stockholders Bankers, Lenders IRS, Taxing Authority External Auditors SEC External Accounting Balance Sheet Profit & Loss Financial Position

Controlling Internal Accounting Departmental Expense Report Salaries 10,000 Overhead 8,000 Other 5,000 Total 23,000 Department Managers Controllers Executives Senior Management

Client Highest hierarchical level in an SAP system A complete database containing all the tables necessary for creating a fully integrated system Master records are created per client A whole business entity.

Company Consolidated financial statements are created at the company level A company can include one or more company codes All company codes must use the same chart of accounts and fiscal year

Company Code A required structure A legally independent entity The smallest organizational unit for which accounting can be carried out The level where business transactions are processed The level where accounts are managed The level where legal individual financial statements, such as the balance sheet and the profit and loss statement, are created

A COMPANY CODE IS... A BALANCED SET OF BOOKS

Master Data In SAP master data describes objects (items) of a business like accounts, materials, services, vendors, and customers. The information in a master data record usually remains unchanged over an extended period of time.

Master Data Business rules and supportive information are stored in master data records. Each master data record is unique in name or number. Internal or external number ranges are possible.

Accounts Payable Master Records - Vendors A master record must be created for every vendor Centralized data for both MM & FI General data Address Control data Payment transactions Company code data Account management Purchasing org data Purchasing Partner functions

Vendor Master Address screen Address screen Control Vendor Name Payment transactions Address screen Vendor Name Search Term Street address, City, Postal code Country Language Telephone, Fax, Data numbers

Vendor Master Account control Control Tax information Customer Tax information Tax juris. code Reference information Person subject to withholding tax Address screen Control Payment transactions

Material Master The material group field allows similar materials to be managed together. Material group is used in reporting - e.g., LIS -Logistics Information System and for workflow.

Material Master Material master data can be related to all organizational levels. General information of a material (description, number, base unit of measure) however has to be related to the highest level of organization - the client .

Material Master - Views Basic data Classification Sales: sales organization data Sales: general/plant data Sales text Purchasing Purchase order text Forecasting

Material Master - Views MRP 1, 2 Work scheduling Storage Warehouse management Quality management Accounting Costing

Material Type The material type is used to categorize materials. Example: raw materials, finished goods, trading goods, etc. The material type defines the material attributes, e.g., valuation, procurement, price control

Material Types

Material Type The material type also controls number assignment, field selection, and account determination. Standard material types are used in all industries. The following material types come already designed as a reference.

Material Type - Examples ROH - raw materials, purchased externally only, no sales view HAWA - trading goods, always purchased externally, are sold without any change to the material, no manufacturing views exist FERT- finished goods are produced internally no purchasing view exists

Material Type Additional material types: HIBE: Operating Supplies VERP: Customer returnable packaging LEER: Empty containers KMAT: Configurable material ERSA: Spare parts DIEN: Services

Material Type NLAG: Non-stock, non-valuated material UNBW: Non-valuated, stocked material FHMI: Production resources/tools WETT: Competitive products PROD: Product group IBAU: Maintenance assembly (Plant Maintenance)

Master Data - Work Center Specific production facility, consisting of one or more of the following - Equipment (sewing machine) Operations (assembly line) People (quality inspection)

Sub Manufacturing Group Cost Center Groups H1 (CA 1000) Standard Hierarchy H1000 (Company 1000) HQ_ _ Sub Headquarter Group MFG_ _ Sub Manufacturing Group Cost Center Group P_ _10 A_ _10 P_ _20 A_ _20 Cost Centers P_ _30 A_ _30 A_ _40 A_ _50 A_ _60

Cost Center Groups Logical groupings of cost centers Facilitates reporting, planning, and allocating costs

Cost Centers A cost collector or cost bucket A way to identify where the costs were incurred A department or responsibility center such as Finance, Accounting, Human Resources Must be assigned to a cost center group in the standard hierarchy

Cost Centers Cost center Valid from To Name ? Description Basic data Person in charge Department Cost center type Hierarchy area Business Area Currency Profit center

Navigation

Standard Features of Navigation Logging On and Off Screen Features Navigation Working with Sessions Entering Data On-line Help and System Messages Setting User Defaults

Logon Screen

User Enter the name of the SAP user. Users of SAP system are client-specific, which means that having a user identification on one client will only allow access to that particular client.

Password Rules Letters Numbers Easy to remember 3-8 Characters long No 3 Characters can be the same Do not start with a ? or an ! Do not use previous 5 passwords

Language SAP supports multi-national character sets and languages on the same system, at the same time. Default languages are English and German.

Easy Access Outline Structure

Application Tool-bar Enter icon Back button Exit button Cancel button Print button Find/Expand icons Scroll icons Create a new session Create a desktop shortcut Help icon Command field Save icon Application Tool-bar

Screen Features Title Bar Menu Bar Customizing Display Options Application Toolbar Entry Fields Status Bar

Navigation Using menus Using transaction codes System > Status Using /n Working with multiple sessions Using /o

Entering Data Types of entry fields Moving between fields Radio buttons and check boxes Possible entry fields Match-codes Saving data Canceling data

Field Types There are three types of Entry Fields Required Default entry Optional entry field

SAP Fields Each field has two parts Field Name Entry Field

Match-codes Match-codes find records Material Vendors Cost Centers Equipment

Sessions An SAP session is a window in which the user may perform a particular task. A User may have up to nine sessions open at one time.

Reporting Three basic steps to running a report Access the report Enter selection criteria Execute the report

On-line Help Help on screen fields - F1 - Extended help - Reference information - Technical information Displaying possible entries - F4 Using the Help menu - Extended help - R/3 library - Getting started

System Messages E - Error an invalid entry has been made. The cursor moves to the field where the error has occurred. W -Warning, indicates a possible error. The user can continue without changing.

System Messages I - Information A- Abnormal End, indicating serious system error. Contact system personnel.

Logging Off Menu Path: System> Logoff Exit button Control Box For security purposes it is important to log off SAP at the end of the day or whenever you leave your PC. Your username is linked with every transaction you perform to provide an audit trail. When reviewing transactions or running reports the user name of the person responsible for entering or maintaining system information is displayed.