Integration Case Study LO

SAP ERP 6.0

SAP UCC, Stefan Weidner

May 2009

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Table of Contents
SCENARIO AND PROBLEM DESCRIPTION ............................................................................................................ 3 PREPARING THE MASTER DATA ............................................................................................................................. 4 CREATING SD MASTER RECORDS .................................................................................................................................. 4 Creating Customer Master Record.......................................................................................................................... 4 Creating Condition Record for Sales Price............................................................................................................. 6 CREATING MM MASTER RECORDS ................................................................................................................................ 7 Creating Vendor Master Record ............................................................................................................................. 7 Creating Purchasing Info Records .......................................................................................................................... 7 Maintaining Source List .......................................................................................................................................... 9 TESTING THE BUSINESS PROCESS ...................................................................................................................... 10 ENTERING SALES ORDER ............................................................................................................................................. 10 CHECKING STOCK BALANCE........................................................................................................................................ 11 MATERIAL REQUIREMENTS PLANNING IN MRP RUN ................................................................................................... 11 CHECKING CURRENT MRP SITUATION ........................................................................................................................ 11 PRODUCING ENGINES ................................................................................................................................................... 12 Creating Production Order for Engines................................................................................................................ 12 Creating Purchase Orders for Components .......................................................................................................... 12 Entering Goods Receipt for Purchase Order ........................................................................................................ 14 Producing Engines ................................................................................................................................................ 14 Checking Materials Planning Situation................................................................................................................. 15 PRODUCING MOTORCYCLES ........................................................................................................................................ 15 Creating Production Order for Motorcycles ......................................................................................................... 15 Creating Purchase Order for Frames ................................................................................................................... 16 Entering Goods Receipt for Purchase Order ........................................................................................................ 16 Producing Motorcycles.......................................................................................................................................... 17 Checking Materials Planning Situation................................................................................................................. 17 CONTINUING THE SD PROCESS .................................................................................................................................... 18 Creating Delivery for Sales Order ........................................................................................................................ 18 Picking and Goods Issue ....................................................................................................................................... 18 Billing .................................................................................................................................................................... 19 Overview of SD Document Flow ........................................................................................................................... 19 Posting Payment Receipt ....................................................................................................................................... 19 Impact of Payment Receipt on Sales Document Flow ........................................................................................... 20

SAP UCC, Stefan Weidner

May 2009

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Scenario and Problem Description

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 use data from the PP case study, 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 our supplier. 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.

SAP UCC, Stefan Weidner

May 2009

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Preparing the Master Data

Creating SD Master Records Creating Customer Master Record

From the SAP Easy Access, choose Logistics Sales & Distribution Master Data Business Partner Customer Create Complete (transaction code XD01). line and choose account group Click on the General customers [KUNA]. Number the new customer Cust-## (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 reference, 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 reference 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 Create Customer: General Data screen, fill in all required entry fields (marked with ) in the Address tab. Please leave Country Germany [DE]. or press F8 to reach the Control Data Then click Display Next Tab Page tab. In the VAT reg.no. field, enter DE123456789. Also take a look at the other tabs, to see which values were copied from the reference customer.

SAP UCC, Stefan Weidner

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Now click . In the Billing document tab, 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 2009

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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). In the folder Prices, choose Material 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 3,999.00 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 3,999.00 is valid from a quantity of 1 piece, and is reduced to 3,499.00 per piece for a quantity of 51 pieces or more and 3,099.00 per piece for a quantity of 501 pieces or more. Before you save (with ), compare your entries with the screenshot below.

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 2009 Page 6 of 20

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 reference, 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 any Name, Search term 1/2, and City but leave country Germany [DE]. Click ENTER to confirm the address data (or alternatively, click Next screen or press F8). In the Create Vendor: Control screen, enter DE987654321 as the VAT reg.no. Take a look at the other views. In the Create Vendor: Purchasing data view deselect the Returns vendor indicator in the Control data field group. 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 ERP 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 camshaft), we will also procure the semifinished product UCC-FRAME-## externally. Therefore, we will maintain purchasing info records for these materials that contain the purchasing prices and the respective quantity discounts provided. SAP UCC, Stefan Weidner May 2009 Page 7 of 20

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-##), purchasing organization [1000], 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 or press F7. Enter 3 days as do not have to change. Then click the Plnd delivery time and Purch. group [001]. Define a standard quantity of or press 10 pieces and a net price of 777.16 per piece. Then click 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 camshaft (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

Purchasing info record (Camshaft): ____________________

SAP UCC, Stefan Weidner

May 2009

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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 camshaft (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 camshaft.

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 UCC engine and UCC motorcycle) and produce them in the appropriate amounts.

SAP UCC, Stefan Weidner

May 2009

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Testing the Business Process

Entering Sales Order

You receive a phone call from your customer, CUST-## who wants to order 50 motorcycles UCC-MOTORCYCLE-##. To do so, from the SAP Easy Access menu, choose Logistics Sales & Distribution Sales Order Create (transaction code VA01). Choose [OR] Standard Order as order type and press ENTER to confirm. Enter your new customer CUST-## 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 price of 3,999.00 which you created previously. Click to go back to the detail screen. The customer is made aware of your quantity discounts and decides to take advantage of them and increases the quantity to 100 motorcycles. Therefore, change the order quantity to 100 pieces and press ENTER. Confirm the proposal for complete delivery. Select item 10 in the overview screen and check the conditions again. The system should select the reduced unit price of 3,499.00 which is valid for order quantities of 51 pieces or more. Choose , save the sales order, and write down the order number. Standard order: _______________

SAP UCC, Stefan Weidner

May 2009

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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 amounts to deliver the sales order completely.
Material Requirements Planning in MRP Run

In the SAP Easy Access menu, choose Logistics Production MRP Planning Single Item, Multilevel (transaction code MD02). Start planning for your motorcycle (UCC-MOTORCYCLE-##) in plant [1000]. For field Create purchase req., choose value Purchase requisitions [1] and 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 2009

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Producing Engines Creating Production Order for Engines

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-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 button Convert planned order to production order. The system creates a new production order, copying all the relevant data to check the availability from the planned order automatically. Click . You see that the of the required components. Display the available quantities of engine blocks and camshafts are not sufficient 95 Back to return to the Production order pieces of each are missing. Choose 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 refresh 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 Materials Management Inventory Management Environment Stock Stock/Requirements List (transaction code MD04) again. 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 button to generate a purchase order from the purchase requisition.

SAP UCC, Stefan Weidner

May 2009

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The Create Purchase Order screen appears. You see the open purchase requisition for your window on the left. Select the number of the purchase requisition and choose Adopt . Alternatively, you can also drag the purchase requisition to the shopping cart (in the upper left). This copies the detailed data for the material from the purchase requisition and adds it as a new item to 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 refresh 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 button 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 refresh the stock/requirements list, your standard order is displayed in place of the purchase requisition.

SAP UCC, Stefan Weidner

May 2009

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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 Purchasing Purchase Order Follow-On Functions Goods Receipt (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 same 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 of the 100 engines on the same day. To do so, in the SAP Easy Access menu, choose Logistics Production Shop Floor 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 and save. If everything worked, the system engines. Click reports:

SAP UCC, Stefan Weidner

May 2009

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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 camshafts. They should both be 5, equaling the excess quantity that was ordered to use the vendors quantity discounts.

Producing Motorcycles Creating Production Order for Motorcycles

Now that the engines have been manufactured, you will assemble the motorcycles. 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 button Additional Data for MRP Element window appears. Click the 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. display shows that while enough engines are available The (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 down its number. . Save ( ) this second production order and write

Production order: _______________

SAP UCC, Stefan Weidner

May 2009

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Creating Purchase Order for 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-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 button to generate a purchase externally instead, click the requisition from the planned order. Save with . to refresh the stock/requirements list, double-click on the After you click in the next generated purchase requisition and then choose dialog, to generate a purchase order from the purchase requisition. The Create Purchase Order screen appears. You see the open purchase requisition on the left. 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 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.

SAP UCC, Stefan Weidner

May 2009

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Goods receipt document 3: __________________

Producing Motorcycles

You will now confirm completion of the production order. To do so, in the SAP Easy Access menu, choose Logistics Production Shop Floor Production Control Confirmation Enter For Order (transaction code 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 the motorcycles, you can deliver them to the customer and bill the sales order. The integration between Sales & Distribution and Financial Accounting will be demonstrated by posting the payment receipt.

SAP UCC, Stefan Weidner

May 2009

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Continuing the 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 10). 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] 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: __________________

SAP UCC, Stefan Weidner

May 2009

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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 CUST-##; select it. Press ENTER to confirm. SAP UCC, Stefan Weidner May 2009 Page 19 of 20

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. Congratulations, you have now completed the business process successfully.

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 SAP UCC and 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.

SAP UCC, Stefan Weidner

May 2009

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