Post on 10-Mar-2018
transcript
Golden Demo Order to Invoice (Services)
SAP Business ByDesign Reference Systems
Demo Script
Order-to-Invoice (Services)
Classification: Internal and for Partners
Version: 20171218
Disclaimer
Golden Demo Order to Invoice (Service)
Document Version: 20171218 2
This demo script is based on the ByD Reference System for the Almika model company. There are several country versions
of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,
names and object descriptions. Sample data used in this demo script relates to the US country version – for other country
versions different data samples might be relevant.
A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP
Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD
system at: Home Self-Services – Learning Center.
Although the script has been tested carefully you might nevertheless encounter different system behavior when running a
demo in an actual Almika demo tenant.
Release Statement
This version of the demo script is released for the following country versions of the ByD Reference System for the Almika
model company:
• US – United Stated, as of demo release ByD 1705
• DE – Germany, as of demo release ByD 1705
• UK – United Kingdom, as of demo release ByD 1705
• FR – France, as of demo release ByD 1705
• AT – Austria, as of demo release ByD 1705
• CH – Switzerland, as of demo release ByD 1705
• NL – Netherlands, as of demo release ByD 1705
• CA – Canada, as of demo release ByD 1705
• MX – Mexico, as of demo release ByD 1705
• AU – Australia, as of demo release ByD 1705
• CN – China, as of demo release ByD 1705
• IN – India, as of demo release ByD 1705
The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo
tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.
As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:
You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the
demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your
demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to
the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific
to the country version, only the version of the demo guide is specific to your ByD demo tenant.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 3
Table of Content
1 Demo Script Overview ................................................................................................................................... 4
1.1 Demo Overview ...................................................................................................................................... 4
1.2 Intended Audience.................................................................................................................................. 4
1.3 Protagonists ........................................................................................................................................... 4
1.4 Business Pain Points .............................................................................................................................. 4
1.5 Key Messages and Value Proposition ..................................................................................................... 5
1.6 Story Flow Summary .............................................................................................................................. 5
2 Technical Requirements ................................................................................................................................ 6
2.1 System Access Information ..................................................................................................................... 6
2.2 User Accounts ........................................................................................................................................ 6
3 Demo Steps .................................................................................................................................................... 7
3.1 Order Handling ....................................................................................................................................... 9
3.1.1 Create a Sales Order with Service Items .................................................................................... 9
3.1.2 Perform and Confirm Service Execution ................................................................................... 13
3.2 Customer Invoice Handling ................................................................................................................... 20
3.2.1 Create Customer Invoice ......................................................................................................... 20
3.2.2 Review the Invoice Document .................................................................................................. 24
4 Scenario Quick Guide and Key Master Data ................................................................................................ 26
4.1 Order Handling ..................................................................................................................................... 26
4.2 Customer Invoice Handling ................................................................................................................... 26
Golden Demo Order to Invoice (Service)
Document Version: 20171218 4
1 Demo Script Overview
1.1 Demo Overview
This demo script outlines the highlights of SAP Business ByDesign and shows you how to demo these capabilities along with
their benefits and how to deliver proof of the value propositions made in your demo.
In this demo, you will introduce general features of SAP Business ByDesign and demonstrate these features in the areas of
sales order handling and customer invoicing. You will show typical key features of ByDesign and explain to the end user
how they can leverage these built-in features to best meet their particular business requirements.
Manage highly repeatable services efficiently in a single ERP system The system enables users to sell services with the ability to handle quotes, create sales orders with service items, plan the service execution, fulfill, confirm and invoice the services sold.
Pricing The system determines prices and discounts automatically. You can also enter these manually, if required. The system can support you by displaying the cost and profit margin.
Credit Limit Check You can minimize credit risk by specifying a credit limit for a customer. If a credit limit in an order is exceeded, a delivery block is set automatically
Automatic Order Creation A sales order can be created on the basis of a lead, opportunity, sales quote, or through B2B interface (external system)
1.2 Intended Audience
SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New Hires
SAP external: CEO, CIO, Sales Management
1.3 Protagonists
Sales representative
Service Engineer
Financial Accountant
1.4 Business Pain Points
Business Pain Points addressed:
Increase our speed to revenue
Decrease our cost of selling and delivering services
Improve customer satisfaction by delivering on time and on budget
Golden Demo Order to Invoice (Service)
Document Version: 20171218 5
1.5 Key Messages and Value Proposition
Overview
The Order-to-Invoice (Standardized Services) business scenario enables you to sell services with functions to handle quotes,
create sales orders with service items, plan the service execution, record your working time, confirm the work package and
invoice the services sold.
Key Features and Associated Benefits
• Sales assistant function to best convert opportunities into business
o Efficiency leading to growth
• Automatic quote and order generation, processing and flexible pricing management
o Efficiency leading to profit and adaptability leading to profit.
• Integrates operational processes with master data to ensure consistency between orders, execution and invoicing
Efficiency of the process flow leads to profitability
• Scalable process for revenue recognition supporting different accounting principles
Adaptability of these processes provides a Foundation for Growth
• Built in analytics enables a drill down to the profit and loss result alongside dimensions like products, customer groups
and distribution channels
Visibility of information leads to improved Profit
1.6 Story Flow Summary
This demo shows an end-to-end process from sales order creation with service items until customer invoice creation.
In the first step, you create a sales order according to customer requirements. Then you hand over the tasks to the service
execution. The service engineer executes the service and confirms the order completion in the system. Finally, the financial
accountant creates the customer invoice based on the sales order and the service confirmation data.
This demo covers the business processes depicted in the dark oranges boxes:
Executing Services
Creating Sales Quotes
Creating Sales Orders
Recording working time and confirm
Processing Receivables and Payments
Creating Customer Invoices
Dispatching and Scheduling Orders
Golden Demo Order to Invoice (Service)
Document Version: 20171218 6
2 Technical Requirements
2.1 System Access Information
To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different
country versions.
Consider giving your demo from tablet to highlight the potential of using HTML5. A working combination is using Chrome
browser on an iPad.
2.2 User Accounts
The following user accounts for ByD Almika implementation are to be used to run the demo:
Predefined User ID User Name Password Component
SALES02S Victoria Brannon Welcome1 SAP Business ByDesign
SERVICESUPPORT02S Briana Polley Welcome1 SAP Business ByDesign
FINANCIAL02 Iris Green Welcome1 SAP Business ByDesign
Golden Demo Order to Invoice (Service)
Document Version: 20171218 7
3 Demo Steps
As a preparation *prior* to your demo! Ensure that a mashup showing the RoutePlanner is added to the screen in which you
can plan for the route towards the customer location! This will improve your storytelling and will “beautify” ByDesign as
well.
Logon as SERVICESUPPORT02S. Open the “Field Service and Repair – Order Pipeline” screen by selecting WoC Field
Service & RepairOrder Pipeline (note: consider adding this view to your Launchpad as well by clicking the +).
The screen is opened – now start Personalization Mode by clicking on the puppet icon top right.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 8
Start Personalization Mode; click on OK on the popup screen. Click on the button RoutePlanning. You are not able to change
the current screen; we want to add a RoutePlanner. In the right sidecar pane, click on + and select AddMashup
Select “Appearance” and chose “Embedded Near Available Route Planner(s) Section” and tick the Visible box.
Save the changes and stop personalization mode.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 9
3.1 Order Handling
3.1.1 Create a Sales Order with Service Items
What to Say
Introduction
Victoria Brannon (SALES02S) is logged in the system and wants to create a Sales Order to install computer
equipment at a customer location. She enters and releases the order that the system provides the tasks to the
corresponding Service Engineer.
What to Say
With the built-in auto lookup, the system automatically populates key customer information such as contacts,
terms, address and other financial information.
The system retrieves information regarding product description and list price fields. With flexible price
determination, ByDesign is able to maintain price books by customer, customer class and other key attributes.
The system will automatically perform credit limit check based on account balance and new orders.
What to Do
WoC Sales Orders
Common Task New Sales Order
On screen New Sales Order enter the customer name “Unlimited Electrics” (CS200123)
Enter a Description into the sales order. E.g. “Hardware installation X123”
Enter the Requested Date one week in the future.
Enter the following line items into the table Items
o Product: “Computer Equipment Installation” (S200106) and change the Quantity to 8 h
o Product: “Travel Time” (S200121) Quantity:1 h
Below table Items on tab Notes you can enter an Internal Comment to provide additional information to the
Service Engineer. E.g. “Building 1”
Click Save
Click Submit Release to Service Execution
Log off as Victoria Brannon.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 10
What you Should See
After login, the left bar shows the available work centers as icons. By clicking on the three lines (indicated in red
below) the sidecar on the left expands to show the work center names as well.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 11
You can add the New Sales Order task to MyLaunchpad by clicking on the + sign. Explain that this is one of many
examples how users can personalize their ByDesign UI.
Save the order. Check green remark.
Then hit Release to Service Execution
Golden Demo Order to Invoice (Service)
Document Version: 20171218 12
Again, see the notes indicating success.
Logoff using the top right button:
Golden Demo Order to Invoice (Service)
Document Version: 20171218 13
3.1.2 Perform and Confirm Service Execution
What to Say
Introduction
Briana Polley (SERVICESUPPORT02S) checks in the system for the Order Pipeline and records her working time for
the service execution after the service has been delivered. In the Time Sheet, she enters the actual hours she spent
on the service and completes the Work package in order to enable finance to create the customer invoice.
Key Features and Advantages
Based on predefined rules, the order is dispatched to the service performer. Here the service employee is able to
check the order pipeline and plan execution promoting efficiency.
During execution confirmation, we have the ability to check the order and confirmation with actual quantities to
promote greater efficiency and profitability.
What to Do
Show that Brianna can see which Service Orders she has to perform. Open WoC Field Service & Repair
Overview. The tile “My Orders to be Executed” indicates 1 (or more). Click it.
The order pipeline shows the just released Service Execution.
In case the Service Execution does not work properly, use the following way to confirm executing the installation
services.
WoC Home View Self Services Overview
Time – Edit Time Sheet
Enter Service Confirmation Quantity 6h for the task Computer Equipment Installation for tomorrow
Flag the check box Work Package Completed
Actions - Release – Release – All (NOTE: If you do not perform this step, the item will not appear in invoicing.)
Enter 2h for Travel time task for tomorrow
Flag the check box Work Package Completed.
Actions – Release
Log off as Briana Polley.
What you Should See
Golden Demo Order to Invoice (Service)
Document Version: 20171218 14
3.1.2 Perform and Confirm Service Execution
Go to Field Service and RepairOverview:
Clicking the My Orders To Be Executed tile gives a list with the Service Order associated to the Sales Order created in
the previous step:
Golden Demo Order to Invoice (Service)
Document Version: 20171218 15
3.1.2 Perform and Confirm Service Execution
Click button Confirm Execution. Fill in the requested details:
- Work Description
- Arrived On date
- Fixed On date
Click on the top left button Release.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 16
3.1.2 Perform and Confirm Service Execution
In case this way of service confirmation does not work, use the alternative manner using Time Recording. For that
enter the Edit Time Sheet screen:
Golden Demo Order to Invoice (Service)
Document Version: 20171218 17
3.1.2 Perform and Confirm Service Execution
Golden Demo Order to Invoice (Service)
Document Version: 20171218 18
3.1.2 Perform and Confirm Service Execution
When confirming time using Edit Time Sheet: in case a line item cannot be Saved for Time Recording, check if the
“Inactive” indicator is visible:
Golden Demo Order to Invoice (Service)
Document Version: 20171218 19
3.1.2 Perform and Confirm Service Execution
To make this workpackage active, select the Actions button and hit “Release”. The Status Indicator turns to a green
square. Time Recording can then be done and released using the button on top left:
Golden Demo Order to Invoice (Service)
Document Version: 20171218 20
3.2 Customer Invoice Handling
3.2.1 Create Customer Invoice
What to Say
Introduction
The Financial Accountant Iris Green (FINANCIAL02) checks in the system which items are ready to be invoiced and
creates the Customer Invoice for the previously completed Service Order.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 21
Key Features and Advantages
Invoice request are created automatically after services have been performed.
We are creating the invoice manually today. However, we could have automated the process with the use of the
Invoice Run feature.
Invoice created with no dual entry required.
What to Do
WoC: Customer Invoicing View Invoice Requests
Show Today’s Invoice Requests
Select both items for which the confirmation was just created in the step before (NOTE: Use SHIFT-click to select
both items from the Invoice Request object work list).
Click Invoice to create the customer invoice.
On screen New Invoice click Release.
What you Should See
Login and select WoC Customer InvoicingInvoice Requests (* note: consider adding this view to your Launchpad.
The tile will actually indicate the number of Invoice Requests to be executed*)
Ensure you have selected the “Today’s Invoice Requests”. The two items which were confirmed in the previous step
(aka 6 hours of Installation work and 2 hours travel time) are ready to be invoiced.
Hold the Shift key and select both lines. Then click button “Invoice”:
Golden Demo Order to Invoice (Service)
Document Version: 20171218 22
The “New Invoice” screen comes up. Explain that you can now add Customer Information or even alter the price or
overall discount. Use the “Preview” button to have a look at the Adobe version of the Invoice which is ready to be sent
to the customer.
(* Hint: The preview Invoice screen may pop up as a separate browser window, or even as a new Tab in your
browser. Doublecheck this! In either case, after viewing the preview simply close it. *)
Release the invoice using the top left Release button.
You will come back to the screen showing the list of Invoice Requests. Note the remark in green on the button
indicating the successful creation of the Invoice (marked with red square). When clicking the refresh button (marked
green) the list will not show anymore the released items.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 23
Golden Demo Order to Invoice (Service)
Document Version: 20171218 24
3.2.2 Review the Invoice Document
What to Say
Introduction
You are still logged on as Financial Accountant Iris Green (FINANCIAL02).
The customer invoice is created based on the service confirmation data. You can now review the invoice document.
Key Features and Advantages
We see all the information that will be invoiced to our customer.
With the built-in document flow, we see the entire transaction lifecycle or audit trail for this order to invoice process.
This gives the user full transparency to an end to end process.
What to Do
WoC: Customer Invoicing View Invoice Documents
Show Today's Invoice Documents
Click the hyperlink displayed in column Invoice ID of the just created customer invoice.
On tab General you can review the data on the invoice sent to the customer.
On tab More you can see the built-in Document Flow from the Sales Order via the Service Confirmation to the
Customer Invoice. Also, you can see the physical document (Adobe) sent to the customer.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 25
What you Should See
Click the released invoice of the previous step. In the screen which pops-up, click the More tab. Show the
DocumentFlow
Golden Demo Order to Invoice (Service)
Document Version: 20171218 26
4 Scenario Quick Guide and Key Master Data
4.1 Order Handling
Steps Summary
Path Data to Use/Enter Activity
Step 1 – Create a Sales Order with Service Items
WoC Sales Orders Common Task New Sales Order
screen New Sales Order Customer: “Unlimited Electrics”
Requested Date: one week in the future
Product: “Computer Equipment
Installation” Quantity: 8 h
Product: “Travel Time” Quantity:1 h
Save and release the order to service
execution
Path Data to Use/Enter Activity
Step 2 – Perform and Confirm Service Execution
WoC Home
View - Self Services
Overview
Time - Edit Time Sheet
Enter 6h for the task Computer
Equipment Installation for tomorrow
and Release
Screen Edit Time Sheet Enter 2h for Travel time for tomorrow
and Release
Screen Edit Time Sheet Flag the check box Work Package
completed for both entries and
Release
4.2 Customer Invoice Handling
Steps Summary
Path Data to Use/Enter Activity
Step 1 – Create Customer Invoice
WoC Customer Invoicing
View Invoice Requests
SHIFT-click on the two items for which
the confirmations were just created in the
previous step.
Create customer invoice
Screen New Invoice Release the customer invoice
Golden Demo Order to Invoice (Service)
Document Version: 20171218 27
Path Data to Use/Enter Activity
Step 2 – Review the Invoice Document
WoC: Customer Invoicing
View: Invoice Documents
Filter Today's Invoice Documents
Open Order via hyperlink
Check data on tab General.
Review the Document Flow on tab
More.
Golden Demo Order to Invoice (Service)
Document Version: 20171218 28
Copyright
© 2017 SAP SE or an SAP affiliate company. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of
SAP SE or an SAP affiliate company.
The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its
distributors contain proprietary software components
of other software vendors. National product specifications may vary.
These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation
or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the
materials. The only warranties for SAP or SAP affiliate company products and services are those that are
set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be
construed as constituting an additional warranty.
In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this
document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any
related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or
platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at
any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to
deliver any material, code, or functionality. All forward-looking statements are subject to various
risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to
place undue reliance on these forward-looking statements, and they should not be relied upon in making purchasing
decisions.
SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. See http://global.sap.com/corporate-en/legal/copyright/index.epx