Enterprise Wide Information Systems

Configuring SAP
Instructor: Richard W. Vawter

University of Southern California

Objectives
l The primary objective of this discussion is to show how the SAP R/3 Implementation Guide (IMG) can be used to aid the project team in configuring business transactions. l Upon completion of this topic, you should be able to:
n

Describe the various implementation and configuration tools available in the SAP R/3 system. Anticipate how elements of the Customer Master are integrated and are used to control the SD processes. Use elements in the Material Master to streamline COM.

University of n How to configure the Billing process for data flow Southern California and price control.

Topics
l The Implementation Guide l Sales Orders and the Customer Master l Customizing the Material Master l Configuring the Billing Process

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Methods for Implementing & Configuring SAP

SAP R/3 includes several tools to facilitate configuring SAP and continuing support .

l The R/3 Reference Model - describes the business processes included in the standard R/3 system as well as the relationship among the different application modules. l The Implementation Guide (IMG) - guides users in matching their business requirements with the SAP standard software. l The Procedural model - is used as a navigator to guide you through the whole implementation and configuration process.
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The Implementation Guide

l A tool that leads to a step-by-step customizing of selected parts (modules) of the R/3 system. l It guides the project team in matching the business requirements with the SAP standard software. l With the IMG project management functions...

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The Implementation Guide

l Basis configuration takes place. l Global settings are set as default in the SAP system. l The structure is defined to match the organizations business function. l Applications are created to meet business requirements.
nSales

and Distribution Resources

l Cross- application functions are developed.

nHuman

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The Enterprise IMG

l The Enterprise IMG is just a subset of the Reference IMG. l It is where all the customizing takes place.
SAP Reference IMG Enterprise IMG

FI CO PP PS

SD MM HR .

CO PP MM FI

Project IMG

MM CO PP
Project 001

CO FI
Project 002

FI
Project 002

Additional needs, e.g. upgrade

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Customizing Objects
l As a rule, you will have more than one SAP system.
nTest

system

nProduction

system

l Changes made in the development system are transported to the test system, then to the production system.
Development system
Implementation guide Sales organization 1 1 1 2 2 3 2 3 4 Sales documents 1 1 2 Versions

Transport Request Workbench organizer

2 3 4

Test system

Sales organization

Sales documents 1 2

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Customizing - How to Proceed

1. 2.

Define the organizational structures in the IMG and name the individual organizational elements. Assign the organizational elements.

l Define the organizational elements

l Assign the organizational elements

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Topics
l The Implementation Guide l Sales Orders and the Customer Master l Customizing the Material Master l Configuring the Billing Process

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How Master Data is Integrated in SD Processing

Sales support Sales support Sales Sales
M M P P P M C F C I P S M M F I F I C O

Materials Mgmt. Production Planning Plant Maintenance Controlling Financial Accounting Project System

Master Data Master Data

Customers Customers Materials Materials Bills of Materials Bills of Materials Customer-Material Info Customer-Material Info Product Proposals Product Proposals

Materials Mgmt. Financial Accounting

Financial Accounting Controlling

Data Data Warehouse Warehouse

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Origins of Data in Sales Documents

l When you create a sales order, the system proposes most of the data from the master records.
Customer master Customer master data data Sales order Conditions Conditions

Material master data Material master data Texts Texts

.. .. .. .. ..

Control tables Control tables

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Business Partners (Partner Functions)

l Partners - someone you have a relationship with or have to communicate with. l Functions - each partner type has specific functions.
Sold-to party Sold-to party .. .. .. .. .. .. .. .. Ship-to party Ship-to party

Employee Employee

Partner Functions

Bill-to party Bill-to party

Forwarding agent Forwarding agent Contact person Contact person

Payer Payer

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Business Partners - Customer Master

l Essential business partners for a sales transaction are the sold-to party, ship-to party, payer and bill-to party. l They are stored in the customer master. l
Sold-to party Sold-to party Ship-to party Ship-to party

Customer master
Bill-to party Bill-to party Payer Payer

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Customer Master - 3 Major Data Views

l Sales data - data specific to sales, e.g. sales, distribution, shipping. l Company Code data - financial accounting data. l General data - data assigned directly to a client so its available to the other two areas.
General data General data

F I

S D

Company code data Company code data

Sales data Sales data

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Customer Master - Account Groups

l Account Group codes define what information will be needed; what fields will be required.

n
Create sold-to party Create sold-to party
Customer Sales organization Distribution channel Division Account group : : : : : C1 0001 01 01 0001 0001

ACCOUNT GROUP ACCOUNT GROUP 0001 0001

Field selection Number assignment One-line account: Yes/No Output proposal

ACCOUNT GROUP ACCOUNT GROUP

0001 0002 0003 0004 ... Sold-to party Ship-to party Payer Bill-to party

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Customer Master - Selecting Fields for Data Groups

l Using field selection, you can define for each account group whether fields are optional or required. l You can suppress any fields which you do not require.
Data in the customer master record Data in the customer master record General data Company code data Sales data IMG for Sales IMG for Sales Hide
Sales group Statistics group Customer group Pricing procedure Product proposal .... Address Communication Control data Payment transactions Sales Shipping Billing Partner usage Output

Required

Optional

Display

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Customer Master - Selecting Fields for Data Groups

l Account groups are already set up in the R/3 system
nShip-to nPayer nBill-to

party party l Specific fields are selected for each of these account groups

l The selection of fields depends on the functionality of the partner function needed.
Account group 0001 Sold-to party Sales Sales Shipping Shipping Billing Billing Partner usage Partner usage Documents Documents Account group 0002 Ship-to party Sales 1 Sales 1 Shipping Shipping Billing 2 Billing 2 -- -- -- -- -Documents Documents Account group 0003 Payer Sales 1 Sales 1 -- -- -- -- -Billing Billing -- -- -- -- -Documents Documents
2. Tax information

Account group 0004 Bill-to party Sales 1 Sales 1 -- -- -- -- --- -- -- -- --- -- -- -- -Documents Documents

1. Controlling for authorization

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Customer Master - Combination Rules in Field

l The combination rule with the highest priority determines the respective field status.
Transaction fields marked as:

Account group marked as:

Suppress Suppress Suppress Suppress Display Display Required Required Optional Optional Suppress Suppress Suppress Suppress Suppress Suppress Suppress Suppress

Display Display Suppress Suppress Display Display Display Display Display Display

Required Required Suppress Suppress Display Display Required Required Required Required

Optional Optional Suppress Suppress Display Display Required Required Optional Optional 1st priority 1st priority 2nd 2nd priority priority 3rd priority 3rd priority 4th priority 4th priority

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Customer Hierarchies
l Create hierarchies to reflect the structure of the customer organization. l Use customer hierarchies

ACME Co ACME Co Central Central 4711 4711

during sales order processing and billing for determining pricing.

ACME Co ACME Co North North 4713 4713 ACME Co ACME Co Northwest Northwest 4714 4714
Customer Customer 2743 2743 Customer Customer 2744 2744

Unique Unique node number node number

ACME Co ACME Co South South 4712 4712 ACME Co ACME Co Northeast Northeast 4715 4715
Customer Customer 2742 2742

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Topics
l The Implementation Guide l Sales Orders and the Customer Master l Customizing the Material Master l Configuring the Billing Process

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Materials - Material Types

l The material type is part of the general data on a material. l The departments responsible for a material type determine which views must be maintained for a specific material.

A
Material

Quantity/Value update Quantity/Value update Price control Price control

Variance for each plant Variance for each plant

Matl. type

Description Description Department Department Internal/External POs Internal/External POs

Account Account assignment assignment

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Selecting Fields for Materials - Influencing Factors

l An individual control table is available for each influencing factor shown here and corresponds to a group of fields in the material master.
Transaction Transaction Procurement Procurement indicator indicator Material type Material type Plant Plant Industry sector Industry sector SAP SAP components components
Sales & Distributi on Materials Mgmt. Production Planning Financial Accounting

Field selection Field selection

.. ?

Controlling

R/3
Client / Server ABAP/4

Fixed Assets Mgmt.

Quality Mgmt. Plant Maintenance

Project System

Workflow Industry Solut ions

Human Resources

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Materials - Material Status

l You can define different kinds of material status and for each status, how the system will react when an item is created in a sales document.

Material Status Discontinued part Discontinued part Technical defect Technical defect .. .. ..

Quotation Standard Order Error Error Error Error Warning Warning Error Error

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Product Hierarchies
l Product hierarchies are used for pricing and analysis. l In the Standard SAP setup, they can be defined with up to 18 characters and three levels.
Level 1
00001 Tools

0000100001 0000100001 Electrical Electrical appliances appliances

0000100002 0000100002 Compressors Compressors

000010000100000001 000010000100000001 Electric Electric screwdrivers screwdrivers

000010000100000002 000010000100000002 Electric drills Electric drills

000010000200000001 000010000200000001 Electric drills Electric drills

000010000200000002 000010000200000002 Electric drills Electric drills

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Customer-Material Information
l You can define customer-specific data for a material in a customer-material information record. This may incl: ncust.-specific matl.
description
Customer-Material Information
Sales organization Sales organization Distribution channel Distribution channel Customer Customer Material Material M1 M1 AG AG M2 M2 UG UG .. .. :: :: :: 1000 1000 01 01 C1 C1 Customer-specific data Customer-specific data Material Description Material Description M234 Computer 550C M234 Computer 550C M598 Computer M598 Computer 1650B 1650B .. .. .. ..

netc

Description Description Computer Computer Computer Computer .. ..

Sales order
Sold-to Party: C1 Sold-to Party: C1 Customer Matl Customer Matl M234 M234 M598 M598 Description Description Computer 550C Computer 550C Computer 1650B Computer 1650B Qty Qty 10 10 3 3

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Proposing Items Using Product Proposal

l Material combinations which you use frequently can be stored in product proposals.
Product proposal : 5000002 Validity period : 01/01-12/31 Search term : SD product proposals Item 10 20 30 Material M1 M2 M3 Qty. 40 50 30 Material or material + quantities

Sales Order
Sold-to party: C1 Item 10 20 30 Material M1 M2 M3 Qty. 40 50 30

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Bill of Materials - An Example

l By making the appropriate settings in Customizing, you can copy the components in the bill of material to a sales order as one item.

Computer

Mouse

Monitor

CPU

Keyboard

Screen

Casing

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Bill of Material - Bill of Material Categories

l The bill of material category serves as a link to different objects. l You can create bills of material only for objects existing in the material master.
Material master record Materi al

Material BOM

Equipment master record

Equipment BOM

Document master record

Sales order

Document BOM

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Bill of Material - Where They Are Used

l Item status controls how BOM items are processed in related application areas:

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Topics
l The Implementation Guide l Sales Orders and the Customer Master l Customizing the Material Master l Configuring the Billing Process

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Billing Types
l The billing type controls the entire billing document. l Billing types are dictated by the type of the reference document.
Invoice Invoice Pro forma invoice Pro forma invoice Cash sale Cash sale

Invoice list Invoice list

Billing Types

Credit/debit memo Credit/debit memo

Cancellations Cancellations Inter-company billing Inter-company billing

Returns Returns

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The Billing Process

l Each billing document requires a reference document.
Order Document Types
Inquiry
Type: IN

Delivery Doc.
Type: LF Header Item: TAN

Billing Documents
Type: F2 Header Schd. line

Quotation
Type: QT

Standard Order
Type: OR Header Item: TAN Schd. line

Returns
Type: RE Header Item: REN Type: LR Type: RE

Cash Sales
Type: BV

Immediate

Type: LR

Credit
Type: CR Type: RE

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Billing Documents
l You can reference either an order or a delivery document when creating an invoice. l This is configured in the IMG by the item category.

or

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Invoice

Invoice

Delivery

Delivery

Std. Order

Std. Order

Credit / Debit Memos

l However, with credit / debit memos, you can only reference the credit / debit requests (sales documents).

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Debit memo

Credit memo

or

Invoice

Delivery

Debit request

Credit request

Order

Returns
l Credit memos are created with reference to the returns (sales documents) and NOT to the returns delivery.

or

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Invoice Credit memo

Delivery Returns delivery Credit request

Sales Order

Data Flow
l You can influence the data flow from reference documents to billing documents by:
nCopying nCopying

control for
For example - payer - item number - prices - texts

control for items

header

Doc. flow Data flow

For example - ship-to party - quantity - texts

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Invoice

Delivery

Order

Copy Control
l As just mentioned, how data is transferred in the billing process can be influenced by the copy control data.
Target Billing type Source Delivery type

Header

F2
Target Billing type

LF
Source Delivery type Source Item category

Item

F2

LF

TAN
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Billing Quantities
l Delivery and order quantities are referenced in billing. l You can create a billing document with reference to an order for quantities already delivered.
Billing
With reference to an order With reference to a sales document (e.g., credit memo) With reference to a delivery (e.g., billing doc. Types F1 and F2) Pro forma invoice F5 Pro forma invoice F8

Billing Quantity
Delivery quantity minus quantity already invoiced Order quantity minus quantity already invoiced Delivery quantity minus quantity already invoiced Order quantity Delivery quantity

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Pricing in Billing Documents

l You can specify a pricing type for each billing document type and item category.
Price: Material M1
from 1.pc 10.pc 20.pc 10.00 9.50 9.00

Price: Material M1
from 1.pc 10.pc 20.pc 11.00 10.50 10.00

Discount
from50.00 100.00 1%2%-

January

March

Invoice

Order
M1 20 pc 20 x 9.00 Manual discount M1

Delivery
10 pc

M1 10 pc 10 x 9.50 Manual discount

Invoice
M1 10 x 10.50 Discount 2 %

B
10 pc

Pricing type:
A B C D Price components are copied and updated (scale redetermined). Pricing is carried out again. Manual price components are copied, pricing carried out for all other components. Price components are copied as is from the reference document.

Invoice

M1 10 pc 10 x 10.50 Discount 2 % & manual

Invoice

University of M1 10 pc 10 x 9.00 Southern Manual discount California

Key Points (1)

l The Implementation Guide (IMG) enables the project team to match the business requirements with the SAP standard software and customize the transactions to the needs of the organization. l You can minimize the time an effort needed to create sales documents by thoroughly maintaining the customer master and defining all types of business partners. l The account group allows you to select data fields for maintaining the master data. l By classifying materials by material types, you can specify which views for a material are to be maintained. l
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Key Points (2)

l When maintaining material master records, you can specify (in the IMG) which fields are to appear, to be required or optional, or are to be blocked. l You can store customer-specific information on individual materials (e.g. customer material numbers and descriptions) in customer-material information records. This enables you to create orders using material numbers specified by the ordering party. l When you frequently sell combination of materials, you can simplify sales order creation by creating product proposals. l You can also create BOMs to combine several materials for use in SD.
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Key Points (3)

l Billing documents always reference a previous document. l Reference documents will dictate the billing document type. l The flow of data is controlled:

l You can determine copying control at:

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