Integration Case Study LO

SAP ERP ECC 5.0

SAP UCC, Stefan Weidner

May 2008

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Table of Contents
TERMS OF REFERENCE AND SCENARIO .............................................................................................................. 3 PREPARING THE MASTER DATA ............................................................................................................................. 4 CREATING SD MASTER RECORDS .................................................................................................................................. 4 Creating Customer Master Record.......................................................................................................................... 4 Creating Condition Record for Sales Price ............................................................................................................. 5 CREATING MM MASTER RECORDS ................................................................................................................................ 6 Creating Vendor Master Record ............................................................................................................................. 6 Creating Purchasing Info Records .......................................................................................................................... 6 Maintaining Source List .......................................................................................................................................... 8 TESTING THE BUSINESS PROCESS ........................................................................................................................ 9 ENTERING SALES ORDER ............................................................................................................................................... 9 CHECKING STOCK BALANCE........................................................................................................................................ 10 MATERIAL REQUIREMENTS PLANNING IN MRP RUN ................................................................................................... 10 CHECKING CURRENT MRP SITUATION ........................................................................................................................ 10 PRODUCING ENGINES ................................................................................................................................................... 11 Creating Production Order for Engines................................................................................................................ 11 Creating Purchase Orders for Components .......................................................................................................... 11 Entering Goods Receipt for Purchase Order......................................................................................................... 13 Producing Engines ................................................................................................................................................ 13 Checking Materials Planning Situation................................................................................................................. 14 PRODUCING MOTORCYCLES ........................................................................................................................................ 14 Creating Production Order for Motorcycles ......................................................................................................... 14 Creating Purchase Order for Frames ................................................................................................................... 15 Entering Goods Receipt for Purchase Order......................................................................................................... 15 Producing Motorcycles.......................................................................................................................................... 16 Checking Materials Planning Situation................................................................................................................. 16 CONTINUATION OF SD PROCESS .................................................................................................................................. 17 Creating Delivery for Sales Order ........................................................................................................................ 17 Picking and Goods Issue ....................................................................................................................................... 17 Billing .................................................................................................................................................................... 18 Overview of SD Document Flow ........................................................................................................................... 18 Posting Payment Receipt ....................................................................................................................................... 18 Impact of Payment Receipt on Sales Document Flow ........................................................................................... 19

SAP UCC, Stefan Weidner

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Terms of Reference and Scenario

This case study will emphasize the integration between the following Logistics modules: Sales & Distribution (SD), Materials Management (MM), and Production Planning and Control (PP). The processes you will examine build on data from the PP and CO case studies, which you will now supplement with relevant data from the SD and MM modules. The objective is to implement integrated sales order processing. An incoming sales order for a large number of our motorcycles cannot be covered by warehouse stocks. As a result, a lot has to be produced. Moreover, sufficient quantities of the motorcycle components have to be ordered from the suppliers. You want to implement the necessary requirements planning through an automated MRP run. The following diagram illustrates the first part of the business process.

Before you start the case study, you can display the transaction codes in the SAP Easy Access menu. To do this, select menu item: Extras Settings, and press ENTER or click to confirm. Change your SAP GUI settings as follows: Choose , and then Options. Go to the Expert tab. Select the Show Keys in All Dropdown Lists indicator, and choose ENTER to confirm.

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Preparing the Master Data

Creating SD Master Records Creating Customer Master Record

From the SAP Easy Access, choose Logistics Master Data Business Partner Customer (transaction code XD01).

Sales & Distribution Create Complete

line and choose account group Click on the General customers [KUNA]. Name the new customer Client-## (as always, ## stands for your computer/group number). Assign the new customer to company code [1000], sales organization [1000], distribution channel [10], and division [00]. As a template, use customer [1000] from company code [1000], sales organization [1000], distribution channel [10], and division [00]. Please fill in all of the screen fields, even if the organizational units of the template are identical to those of the new customer. After you have entered the data, press ENTER to confirm. The system displays a message indicating that the template customer belongs to a different account group.

SAP

Press ENTER or click

to skip this warning message.

In the next screen, Create Customer: General Data, fill in all the required entry fields (marked with ) in the Address tab page. Then click Display Next Tab Page or press F8 to reach the Control Data tab page. In the VAT reg.no. field, enter DE123456789. Also take a look at the other tab pages, to see which values were copied from the template. Now click . In the Billing document tab page, maintain the tax classification such that the customer is Liable for Tax [1]. Choose (Save). Click to exit the transaction. You can use transaction code XD02 to change your customer at any time. SAP UCC, Stefan Weidner May 2008 Page 4 of 19

Creating Condition Record for Sales Price

A condition is an agreement regarding prices, surcharges and discounts, taxes, and other things that are defined dependent on selected influencing factors (such as vendor, customer, customer group) and are valid within a specific interval. This data is modeled in condition records. In order to sell the motorcycle, a material sales price has to be defined in the system. To do so, create a new condition record. In the SAP Easy Access menu, choose Logistics Sales and Distribution Master Data Conditions Create (transaction code VK31). Price and double-click the line. The price is valid for sales organization [1000] and distribution channel [10]. Select Price [PR00] as condition type. For material UCC-MOTORCYCLE-##, define a price of 3,999 per 1 piece and a validity from Todays date to 12/31 of the current fiscal year. Then click Scales or press F2. Configure your condition such that the price of 3,999 is valid from a quantity of 1 piece, and is reduced to 3,499 per piece for a quantity of 51 pieces or more and 3,099 per piece for a quantity of 501 pieces or more. Before you save (with ), compare your entries with the screenshot below. Then choose Material

SAP

If you make any mistakes when entering the data for your condition record, you can use transactions VK32 und VK33 to display and change it at any time. Now that you have maintained all the master data for Sales & Distribution, we will enter the MM data. SAP UCC, Stefan Weidner May 2008 Page 5 of 19

Creating MM Master Records Creating Vendor Master Record

In the SAP Easy Access menu, choose Logistics Materials Management Purchasing Master Data Vendor Central Create (transaction code XK01). Create the new vendor for company code [1000] and purchasing organization [1000]. It belongs to account group Vendors [KRED]. As a template, use vendor [1000] from company code [1000] and purchasing organization [1000]. In this example, the number of the new vendor account is assigned by the system automatically (internal number assignment). As a result, you do not need to fill in the top field, Vendor. Press ENTER and skip the warning message for the account group.

In the next screen, Create Vendor: Address, enter the Name, Search term 1/2, and City. Click ENTER to confirm the address data (or alternatively, click Next screen or press F8). In the next screen, Create Vendor: Control, enter DE987654321 as the VAT reg.no. Take a look at the other views. Deselect the Returns vendor entry in the Control data field group of the Create Vendor: Purchasing data view. Then choose (Save). The system creates the new vendor master record and assigns an internal number. Therefore, be sure to write down the number (without leading zeros). Vendor: _________________

Creating Purchasing Info Records

Purchasing info records in the SAP R/3 System represent the sources of information for procuring materials from specific vendors. They contain the data regarding the vendors current prices and conditions for a material, the document number of the last purchase order, and/or the time interval during which the material can be delivered. In this case study, in addition to the raw materials (engine block and cam shaft), we will also procure the semifinished product UCC-FRAME-## externally. Therefore, we will maintain purchasing info records for these

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materials that contain the purchasing prices and the respective quantity discounts provided. In the SAP Easy Access menu, choose Logistics Materials Management Purchasing Master Data Info Record Create (transaction code ME11). Specify the number of the Vendor you just created, the material number of the frame (UCC-FRAME-##), the purchasing organization [1000], and the plant [1000]. Press ENTER. In the next screen, you will see several default values that have already been taken from the reference material master, and which you do not have to change. Then click or press F7. Enter 3 days as the Plnd delivery time, and Purch. group [001]. Define a standard quantity of 10 pieces and a net price of 777.16 per piece. Then click or press F8. In the next screen, click the row with condition type PB00 and click Scales . The price of 777.16 is valid for a quantity of 1 piece; the purchase price should be reduced to 700.00 for a quantity of 100 pieces or more.

SAP

Choose

(Save) and write down the number of the new info record.

Purchasing info record (frame): ____________________ Now enter the material number of the engine block (UCC-BLOCK-##) in the Create Info Record: Initial Screen. Then Press ENTER. Click . Enter 2 days as the Plnd delivery time and Purch. group [001]. Define a standard quantity of 10 pieces and a net price of 349.50 per piece. Navigate to the scales as described above and enter a price of 299.50 per piece for orders of 100 pieces or more. Save and write down the displayed number. Purchasing info record (engine block): ____________________ Repeat this procedure for the cam shaft (UCC-CAMSHAFT-##), with 2 days, group [001], 10 PC as the standard quantity, and the following scale prices:
From 1 100 Price 89.95 69.95

Save with

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SAP UCC, Stefan Weidner

Purchasing info record (cam shaft): ____________________

Maintaining Source List

To enable the replenishment purchasing to run automatically in the modeled business process, through an MRP run, you have to maintain a source list entry for the materials to be procured in this scenario. This will enable the system to generate purchase requisitions and assign them to a source of supply automatically. In the SAP Easy Access menu, choose Logistics Materials Management Purchasing Master Data Source List Maintain (transaction code ME01). Enter the material number of the cam shaft (UCC-CAMSHAFT-##) and plant [1000], then press ENTER. In the top line, enter a validity period of January 1 to December 31 of the current fiscal year, the number of your Vendor (supplier), and the purchasing organization [1000]. Also set the Fix checkbox and maintain the MRP [1] column to make the record relevant for MRP. Then choose Save. Repeat the process for the engine block (UCC-BLOCK-##) and the frame (UCC-FRAME-##), using the same vendor and data as for the cam shaft.

You have now maintained all the master data required for the case study. You will now test the business process, as shown in the diagram. You will enter the sales order first. After checking the warehouse stocks and starting the MRP run, you will create two production orders each (for the HCC engine and HCC motorcycle) and produce them in the appropriate amounts.

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May 2008

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Testing the Business Process

Entering Sales Order

You get a phone call from your customer, Client-##. She wants to order 50 motorcycles of type UCC-MOTORCYCLE-##. Sales & To do so, from the SAP Easy Access menu, choose Logistics Distribution Sales Order Create (transaction code VA01). Choose [OR] (standard order) as the order type and press ENTER to confirm. Enter your new customer, Client-##, as the sold-to party and specify a PO Number of your choice (numeric or alphanumeric). Then press ENTER. The system then copies the relevant information from the customer master record to the order. Enter an order quantity of 50 pieces for your motorcycle (UCCMOTORCYCLE-##). Press ENTER to confirm your entries. Because warehouse stocks are not sufficient to cover the order requirements, the system should display the availability control screen. Accept the systems delivery proposal for a later date and the quantity of 50 pieces by clicking on the center green checkmark next to the proposal for complete delivery. The overview screen appears again. Select the first line (item 10) and choose Item conditions . You will see the pricing details here. The system should have selected the unit prices of 3,999, which you created previously. Click to go back to the detail screen. After you make the customer aware of your quantity discounts, she decides to take advantage of them and increase the order quantity to 100 motorcycles. Therefore, change the order quantity to 100 pieces and press ENTER. Confirm the proposal for complete delivery again. Select item 10 in the overview screen again and check the conditions now. The system should select the reduced unit price of 3,499, which is valid for order quantities of 51 pieces or more. Choose , save the sales order, and write down the order number. Standard order: _______________

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May 2008

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Checking Stock Balance

In the SAP Easy Access menu, choose Logistics Materials Management Inventory Management Environment Stock Stock/Requirements List (transaction code MD04). Enter UCC-MOTORCYCLE-## and the plant [1000], and press ENTER to confirm. You see the available quantity and the requirement of 99 pieces that was caused by the sales order you just entered. Also check the storage quantity of the other four materials. None of the materials should be available in sufficient quantities to deliver the sales order completely.
Material Requirements Planning in MRP Run

Production MRP In the SAP Easy Access menu, choose Logistics Planning Single Item, Multilevel (transaction code MD02). Start planning for your motorcycle (UCC-MOTORCYCLE-##) in plant [1000]. Choose value Purchase requisitions [1] for field Create purchase req. and then select below that you want to schedule unchanged components as well. Press ENTER to confirm. The system warns you to check the input parameters. Press ENTER again to confirm. The system now executes the planning run. Once it is complete, it should inform you that 5 materials were planned, resulting in the creation of 4 secondary requirements, 3 planned orders, and 2 purchase requirements.
Checking Current MRP Situation

In the SAP Easy Access menu, choose Logistics Materials Management Inventory Management Environment Stock Stock/Requirements List (transaction code MD04) again. Enter your material UCC-MOTORCYCLE-## and plant [1000] again, and press ENTER to confirm. You see the available quantity and the requirement of 100 pieces that was caused by the sales order you just entered. The MRP run should also have generated a planned order. The order quantity should correspond exactly to the difference between available warehouse stock and the sales order requirement. Also check the storage quantity of the other four materials. A secondary requirement should have been created in the amount of the planned order quantity for the raw materials, and a purchase requisition in the amount of the difference between stock balance and secondary requirement. The requirements for the engine and the frame were converted to planned orders (because they are semifinished products).

SAP UCC, Stefan Weidner

May 2008

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Producing Engines Creating Production Order for Engines

In the SAP Easy Access menu, choose Logistics Inventory Management Environment Stock (transaction code MD04) again.

Materials Management Stock/Requirements List

Enter the material, UCC-ENGINE-##, and the plant [1000]. Choose ENTER. Double-click the line that contains the newly generated planned order. The Additional Data for MRP Element window appears Click the pushbutton Convert planned order to production order . The system creates a new production order, copying all the relevant data from the planned order automatically. Click to check the availability . You see that the of the required components. Display the available quantities of engine blocks and cam shafts are not sufficient 95 pieces of each are missing. Choose Back to return to the Production order Create: Header screen. Release the order with number. . Save the production order and write down its

Production order: _______________ You return to the stock/requirements list. Click to update the list. You should now see your production order in place of the planned order.
Creating Purchase Orders for Components

In the SAP Easy Access menu, choose Logistics Inventory Management Environment Stock (transaction code MD04) again.

Materials Management Stock/Requirements List

Enter your engine block, UCC-BLOCK-##, and the plant [1000], and press ENTER to confirm. Double-click the line with the purchase requisition. The Additional Data for MRP Element window appears Click the pushbutton to generate a purchase order from the purchase requisition.

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The Create Purchase Order screen appears. You see the open purchase requisition for your window in the left half of the screen. Select the number of the purchase requisition and choose Adopt . Alternatively, you can also drag (in the upper left). This the purchase requisition to the shopping cart copies the detailed data for the material from the purchase requisition and adds it as a new item in the purchase order. The system tells you that a cheaper purchase price is available for quantities of 100 pieces and more. Therefore, overwrite the PO quantity with 100 and press ENTER to confirm. Save the purchase order and write down the document number. Standard order 1: _______________ Click to update the stock/requirements list. You should now see your standard order in place of the purchase requisition.

Now enter UCC-CAMSHAFT-## in the Material field and press ENTER. Double-click the line with the purchase requisition. The Additional Data for MRP Element window appears Click the pushbutton to generate a purchase order from the purchase requisition. The Create Purchase Order screen appears. Again, drag the open purchase requisition to the detail area. When the message indicating the cheaper purchase price for orders of 100 pieces or more appears, change the PO quantity again. Then save the purchase order and write down the PO number. Standard order 2: _______________ After you click to update the stock/requirements list, your standard order is displayed in place of the purchase requisition.

SAP UCC, Stefan Weidner

May 2008

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Entering Goods Receipt for Purchase Order

To simplify the scenario for this case study, we assume that the vendor delivers the components on the same day. Therefore, you will now enter the goods receipts for the purchase orders you just created. In the SAP Easy Access menu, choose Logistics Materials Management Purchase Order Follow-On Functions Goods Receipt Purchasing (transaction code MIGO). Choose [A01] Goods Receipt in the first field and [R01] Purchase Order in the second. Then enter the number of your first purchase order in the third field and press ENTER to confirm. The system then proposes the goods receipt quantity from the purchase order. Check the Item OK checkbox at the bottom of the screen in order to flag the goods receipt document as verified. Also put in a Delivery Note number of your choice. Then choose (Save). The system displays the number of the goods receipt document please write it down. Goods receipt document 1: __________________ Repeat the process for the second purchase order and write down the document number. Goods receipt document 2: __________________
Producing Engines

You will now confirm the complete production order, in order to confirm the successful production of the 100 engines on the same day. To do so, in the SAP Easy Access menu, choose Logistics Production Production Control Confirmation Enter For Order (transaction code CO15). Enter the number of your production order in the Order field. Select Final Confirmtn as the confirmation type. Because the last operation in the routing, 0040, is flagged as a milestone operation, all the previous operations are also confirmed. The goods issue postings (due to the component backflushing) and goods receipt postings in the warehouse are also performed for the engines. Click and save. If everything worked, the system reports:

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Checking Materials Planning Situation

In the SAP Easy Access menu, choose Logistics Materials Management Inventory Management Environment Stock Stock/Requirements List (transaction code MD04). First enter material UCC-ENGINE-## and plant [1000], and press ENTER to confirm. You see an available quantity of 99 pieces, which corresponds exactly to the secondary requirement for the motorcycle production order. Now check the storage quantities of the engine blocks and cam shafts. They should both be 5, equaling the exact excess quantity that was ordered in order to exploit the vendors quantity discounts.

Producing Motorcycles Creating Production Order for Motorcycles

Now that the engine production is complete, you will begin assembly with the frames. In the SAP Easy Access menu, choose Logistics Materials Management Inventory Management Environment Stock Stock/Requirements List (transaction code MD04) again. Enter the material, UCC-MOTORCYCLE-##, and the plant [1000]. Choose ENTER. Double-click the line that contains the newly generated planned order. The Additional Data for MRP Element window appears Click the pushbutton Convert planned order to production order . The system creates a new production order, copying all the relevant data from the planned order automatically. Click again to check the availability of the required components. The display shows you that while enough engines are available (you just produced them), the number of available frames is not sufficient. Choose to return to the Production order Create: Header screen. Release the order with its number. . Save this second production order and write down

Production order: _______________

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Creating Purchase Order for Frames

In the SAP Easy Access menu, choose Logistics Inventory Management Environment Stock (transaction code MD04) again.

Materials Management Stock/Requirements List

Enter the material, UCC-FRAME-##, and the plant [1000] again. Choose ENTER. Double-click the line with the planned order. The Additional Data for MRP Element window appears. Because the frame is not produced in-house which is the default assumption for semifinished products but purchased externally instead, click the button to generate a purchase requisition from the planned order. Save with . After you click to update the stock/requirements list, double-click on the generated purchase requisition and then choose in the next dialog, to generate a purchase order from the purchase requisition. The Create Purchase Order screen appears. You see the open purchase requisition for your window in the left half of the screen. Select the number of the purchase requisition and choose Adopt or drag the purchase requisition to the shopping cart (upper left). Once again, the system tells you that a cheaper purchase price is available for quantities of 100 pieces and more. Therefore, overwrite the PO quantity with 100 and press ENTER to confirm. Confirm any warning messages regarding the delivery date and press ENTER to confirm. Save the purchase order and write down the document number. Standard order 3: ___________________
Entering Goods Receipt for Purchase Order

In the SAP Easy Access menu, choose Logistics Materials Management Purchasing Purchase Order Follow-On Functions Goods Receipt (transaction code MIGO). Enter the number of your third purchase order (UCC-FRAME-##) in the third field from the left and press ENTER. Again, enter a Delivery Note number of your choice and click Item OK to confirm the item in the goods receipt document. Save with . Again, write down the document number. Goods receipt document 3: __________________ SAP UCC, Stefan Weidner May 2008 Page 15 of 19

Producing Motorcycles

To complete the production of the 100 motorcycles, you will now confirm completion of the production order. To do so, in the SAP Easy Access menu, choose Logistics Production Confirmation Enter For Order (transaction code Production Control CO15). Enter the number of your second production order in the Order field. Select Final Confirmtn again as the confirmation type. Because the last operation in the routing, 0020, is flagged as a milestone operation, all the previous operations are also confirmed. The goods issue postings (due to the component backflushing) and goods receipt postings in the warehouse are also performed for the motorcycles. Click and save. If everything worked, the system reports:

Checking Materials Planning Situation

In the SAP Easy Access menu, choose Logistics Materials Management Inventory Management Environment Stock Stock/Requirements List (transaction code MD04). First enter your material UCC-MOTORCYCLE-## and plant [1000], and press ENTER to confirm. You see that the quantity required to supply the sales order, 100 pieces, is now available. Now check the storage quantities of the engines and frames. All of the engines should have been used, while 5 frames should still be left in stock.

Now that you have produced the engines and assembled them with the frames to create finished products, you can deliver the motorcycles to the customer and bill the sales order. The integration between Sales & Distribution and Financial Accounting will be demonstrated by posting the payment receipt.

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Continuation of SD Process

Creating Delivery for Sales Order

In the SAP Easy Access menu, choose Logistics Sales & Distribution Shipping and Transportation Outbound Delivery Create Single Document With Reference to Sales Order (transaction code VL01N). From there, choose Shipping point [1000], the last working day of the next month as the selection date, and the number of your sales order (see Page 9). Press ENTER to confirm. The system displays the items to be delivered. Save and write down the delivery number. Delivery: ___________________
Picking and Goods Issue

In the SAP Easy Access menu, choose Logistics Sales and Distribution Shipping and Transportation Picking Create Transfer Order Single Document (transaction code LT03). In the Create Transfer Order for Delivery Note: Initial Screen, enter Lean warehouse Hamburg [010] as the warehouse number and plant [1000]. The number of your delivery should appear automatically. In addition, choose Background [D] as the run type and Include pick. quantities and post GI [2] in the Adopt pick.quantity field. Press ENTER to confirm and write down the number of your transfer order. Transfer order: __________________

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Billing

In the SAP Easy Access menu, choose Logistics Sales and Distribution Billing Billing Document Create (transaction code VF01). Enter the number of your delivery in the Document column (if it does not appear by default) and press ENTER. The system notifies you of the invoice items and amount. Choose Save and write down the number. Billing document: ___________
Overview of SD Document Flow

______

Display all the documents of your sales processes in the document flow. To do so, in the SAP Easy Access menu, choose Logistics Sales & Distribution Sales Order Display (transaction code VA03). Enter the number of your sales order and choose Display document flow The display should be similar to the one below. .

You see all the SD documents from the order to the accounting document, which has not been cleared yet. Select this document and click to display it. Write down the gross amount (it appears in item 1 of the list). Invoice amount (gross): ___________________
Posting Payment Receipt

In the SAP Easy Access menu, choose Accounting Financial Accounting General Ledger Posting Incoming Payments (transaction code F-06). Enter todays date as the document date, Deutsche Bank customer payments [113109] as the bank account, and the amount you calculated above. Under Open item selection, first choose Customers [D] as the account type. With the F4 help in field Account, you can then find your customer Client-##; select it. Press ENTER to confirm. SAP UCC, Stefan Weidner May 2008 Page 18 of 19

The system automatically deducted a cash discount of 3%. Because the customer paid the full amount, however, the cash discount amount appears in the Not assigned field. To assign this amount, double-click the red cash discount amount of the selected item. The amount 0.00 should now appear in the Not assigned field. Click to post the payment receipt.

Impact of Payment Receipt on Sales Document Flow

Display all the documents of your sales processes again in the document flow. To do so, in the SAP Easy Access menu, choose Logistics Sales & Distribution Sales Order Display (transaction code VA03). Enter the number of your sales order and choose Display document flow .

The customer accounting document has been cleared. You have now completed the business process successfully. You are finished.

Several of the ideas in this case study are based on materials developed by Mr Martin Vo (University of Passau) and Mr Heino Schrader (SAP AG), whose work is acknowledged here. This publication or parts thereof may only be disclosed to or reproduced by faculty members of institutions connected to SAP University Competence Centers, for use in teaching. Material may not be disclosed in digital form. Any changes to the content of the case study, or any changes made to the case study texts minor or otherwise must not distort the origin of the intellectual property, as input in person by Stefan Weidner (SAP UCC Magdeburg). Should you have any queries, please contact the author. SAP, the SAP logo, the R/3 System, and any other SAP products and services mentioned in this text, including the relevant logos, are trademarks or registered trademarks of SAP AG in Germany and internationally. All other names of products and services are trademarks of the companies in question.

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