Customer Order Process in SAP R/3 - University of · Web viewSAP Lab Exercise MIS 3510, A01...

Sales Order Fulfillment Process

SAP Lab Exercise MIS 3510, A01 Fall 2012

Sales order Fulfillment

In this lab exercise you will use the SAP ERP system to perform several processes from the point of a customer’s inquiring about a product through customer’s ordering and to billing the customer. The customer is West Hills Athletic Club, which buys energy snack bars from the manufacturer Fitter Snacker (studied in several SAP cases).

The exercise covers several integrated processes that appear as a long order fulfillment process, and in particular: Creating a Product Inquiry, Creating a Sales (Customer) Order from the Inquiry, Creating Delivery, Picking the order, Posting Goods Issue, Invoicing the Customer, and Recording the Payment.

Important! You will use SAP along with many other users. SAP will serve you well if you use your account and your set of default data. You must use your dataset or you (and others) may experience problems. Your dataset number appears in the table below. You should use it whenever you see in instructions a double pound symbol (##) or double zero (00).

Your dataset number is often pasted together with some other piece of data. For example, in creating an inquiry for West Hills Athletic Club, the instructions will refer to ## West Hills Athletic Club. You will need to replace the ## with your Data Set Number (e.g., if it is 09, then you should enter 09 West Hills Athletic Club).

Log in the system

1. Find the following icon on your desktop, and double-click it to launch it.

2. Double click “SAP logon” Icon on your desktop; a list of servers should appear on the screen. Look for “oxford.” If it isn’t displayed, try if clicking on the folder “Connections” would make a difference. You will see the following screen:

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3. To log into the server and the SAP system enter:

Client Number: 450

User ID: your user ID is a combination of the symbol FS- and your dataset number; for example, if your dataset number is 01, your user ID is FS-01. See the table on p.3 below.

Password: If logging for the first time, the default password is SAP4US. Otherwise, use the new password you had set.

4. Change the password, if the system asks you to do so. Here is one idea for creating the password so you don’t forget it: Use the default password with the addition of last three digits of your student ID (e.g., if 567 are the last three digits of a student ID, the user ID is SAP4US567).

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User dataset numbers

Student NameDataset Number

Adigun, Oluwaseun A. 01Andika, Erha M. 02Babyk, Maryan O. 03Bain, Kyle H. 04Danzinger, Nicholas J. 05Deras, Heidi 06Dhaliwal, Gagandeep S. 07Di Geronimo, Beniamino 08Dupre, Thomas V. 09Foh, Joshua J. 10Gauthier, Charles 11Hekle, Alan J. 12Hellec, Steven J. 13Kelly, Christopher A. 14Kramer, Trevor M. 15Kuang, Yesheng 16Lang, Steven I. 17Li, Hao 18Murray, Daniel E. 19Phung, Jessica 20Prychitko, Derek W. 21Sus, Steven F. 22Tran, Dave 23

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1. Create an Inquiry

The first business process to run will be to provide product details upon a customer’s request.You will create an inquiry for ## West Hills Athletic Club. This functionality (as well as other addressed in these instructions) is accessible in two ways – via SAP menu, and via User Menu.

Look at the menu in the upper part of the screen and find the term “Menu.” If you click on it, you can select which menu you want to go by. In SAP menu, you need to do these selections:

Logistics Sales and Distribution Sales Inquiry Create

In User Menu, just double-click Create Inquiry. Either way, you should get the following screen:

After entering the data you should get the following screen:

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1. Enter IN for Inquiry Type (or use the search icon to display it and enter it by double-clicking it; this method may work in other steps as well.)2. Enter ##FS for Sales organization3. Enter DI for Distribution Channel4. Enter SB for Division5. Click on the enter icon(Some details you see may be different.)


The following screen should show up. Note that the tab is Customer (general); if not scroll the tabs to get to this one.

After clicking the green checkmark, you should get a screen like the one below:

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Click in the Sold-to party field - the search icon ( ) shows up. Click it.(Again, some details on your screen, like the date, may be different. This applies to many screens to follow.)

Enter ## for your search term, then click on the enter icon ( ).

Double-click on ## West Hills Athletic CL (Club). Look at the Customer column showing the ID of your customer (different than here).


Double-clicking the West Hills Athletic Club line will create the customer number on the screen Create Inquiry: Overview, to which the system will return you.

The calendar opens up with the current date marked. Click the enter icon (green checkmark).

Click on the Valid to field, then click on the search icon ( ) to call up the calendar again, and then double-click on a weekday one month from today. Click the enter icon.

When you are done, the customer order screen should look similar to the following:

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The customer number for West Hills Athletic Club is displayed (your number will be different than the one shown in this figure).1. Enter WH1## in the PO Number field2. Click on the Valid from field to display the search icon, and then click on the search icon (

).

Double-click on today’s date (which is highlighted) to enter it


The following window pops-up:

You should get:

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1. Check that your entries are similar to the screen shown. Ship-To-Party may be filled too, customer address printed…2. Click on the field Material Group.3. Click on the search icon.

1. Select the tab Material by Material Group.2. Click on the arrow next to the material group field to find the tab if necessary.3. Click the arrow ( ).


Enter ##* for Material description:

The SAP system does not support the user-defined search terms for materials (as it does for customers). However, with the addition of an asterisk, we can take care of that problem. After submitting the entries with the enter icon ( ) you should get:

In the screen that follows, the material number should appear automatically:

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Double-click on Sales to select it.

Enter ##* for Material description(yes, that’s a star, replacing any character. Note that ## should be, as always, replaced by your dataset number.)

Double-click on ## NRG-B to select it


If any system message appears, just click on the enter icon ( ) to clear it. Proceed to the next screen.

The following screen will appear:

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Notice that SAP has filled in Description, and some other data. Select the first line by clicking the square next to it ( ), and then click on the icon Item Conditions ( ).

Material number is automatically entered. Enter 10 for Order quantity, and then click on the enter icon ( ).


Because the standard price for 10 cases is $2,950 and West Hills Athletic Club receives a 5% price discount for any line item over $1,000 and a 10% discount for any line item over $1,500, this inquiry includes a discount of $295. Click on the back icon ( ) to return to Create Inquiry: Overview screen:

Your output should be like the one below:

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Note discount, and then click on the icon Back to move to the previous screen.

Select the first line, and then click on the Display availability icon (the middle on in this group)


Note the quantity of ## NRG-B bars available and the storage location where they are currently located. Click on the back icon ( ), and then click on the save icon ( ) to save the inquiry. Click on the exit icon ( ) to return to the SAP Easy Access screen.

2. Create a Sales Order from an Inquiry

If the customer wants to place an order after receiving the inquiry, we can create a sales order from the inquiry so that we do not have to reenter the basic data. Follow this menu path to get the screen underneath:

Logistics Sales and Distribution Sales Order Create

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This screen shows the number of cases that are currently available to sell and their location 300.


You will get:

The output as below should appear. If not, scroll tabs to get to the Sales documents by customer:

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The screen may already have some fields filled. If not, make these entries (the search icon may work in all fields):1. Enter OR for Order Type - Standard2. Enter ##FS for Sales organization3. Enter DI for Distribution channel4. Enter SB for Division5. Click on Create with reference

Click on the Inquiry tab, and then click on the search icon to search for your customer.


The search results similar to the following should appear:

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Select the Sales documents by customer tab. Make sure SP (sold-to party) is entered for the Partner Function, ##FS is entered for the Sales Organization and 1 is entered for Transaction group. Click the checkmark button at the bottom.

If more than one inquiry appears, find the one you created - look for your dataset number. Double-click it. In response, SAP enters the inquiry number as below.

Inquiry number automatically entered. The purchasing order number also appears. Take a note of it.

Click on copy


You should get:

Do not forget to click on the enter icon ( ), then click on the save icon ( ) to save the order. Saving will allow you to continue working on the order. Click on the exit icon ( ) to return to the SAP Easy Access screen.

3. Create a Delivery for the Sales Order

In the SAP ERP system, a delivery is a status that allows the warehouse to pick, pack, and ship the order. To create a delivery, follow the menu path:

Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Create Single Document With Reference to Sales Order (double-click)

This will bring up the following screen:

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Enter WHP1250 as the PO Number, click on the enter icon, and then click on the save icon. Do not forget to click on both the enter and save icons in that order.


The order number should be entered automatically. Enter ##SP for shipping point, and then click on the enter icon to ( ) get the following screen:

You should get a message similar to the following:

Click on the back icon ( ) to return to the SAP Easy Access screen.

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Enter ##SP for Shipping Point. The Order number should be entered automatically (yours may be different). Click on the enter icon.

Click on the save icon to create the delivery.


Stock/Requirements List

To see the current inventory position for our snack bars, we can use the Stock/Requirements list. The stock requirements list shows the current inventory level, any outstanding sales orders as well as any planned production orders.

The stock/requirements list also has the purpose of tracking documents that are being. To use it you create another SAP session. Then you do work in the first session, and switch to the other with Stock/Requirements list to see a document flow.

To create a new session, place the cursor at the top of the screen. This will reveal another menu. Then select:

SystemCreate Session

Find the Stock/Requirements list. Go to the SAP menu and select:

Logistics Production MRP Evaluations Stock/Requirements List

You should get the following screen:

Calling up the search screen will produce the following pop-up window:

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Click on the Material field, then click on the search icon to call up the search function to find the material number for your ## NRG-B.


Search for your material using your two-digit data set number plus and asterisk (##*), and then click on the enter icon ( ) to get a list of your materials:

Double-click on the line for the NRG-B bar to select it:

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Search using the Material Number/Material Description tab, enter ##* in the material description field, and then click on the enter icon.

The description for the NRG-B bars is ## NRG-B, and the material (number) is ##F110.Double-click on this line to select it.


Enter ##PT for plant, then click on the enter icon ( ), which brings the Stock/Requirements list:

You should see enough material on hand to complete your order, and your delivery should be listed. You may also see deliveries from other students. More about the delivery can be learned by double-clicking on your Delivery line. You get:

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Note the current level of on-hand material and your delivery (Delvry). Double-click on the delivery line.

Enter Plant ##PT, and then click on the enter icon.


From this delivery, we can see the documents that resulted in this delivery (inquiry and sales order). In SAP, the Document Flow links all of the documents related to a particular sales order. The document flow can be accessed by following the pull-down menu path:

EnvironmentDocument Flowwhich will produce the following screen:

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Click on the icon Display element to get to screen below.


The Document Flow shows the trail of documents for the sales cycle. For the ## West Hills order, the cycle started with an inquiry which was used to create a sales order. The processing status of the Inquiry and Standard order are shown as completed. The Outbound Delivery, which encompasses the pick, pack and ship tasks, is shown as open.

From the Document flow, you can display any of the documents shown. For example, right-mouse-click on the inquiry to call up the following pop-up menu:

Follows:

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Click on the inquiry line, and then click on Display document.


The ability to access any document in the sales process is very useful. If a customer calls with a question regarding their sales order, the customer service representative can quickly find any document related to the sales order once they have found one related document. Use the back icon ( ) repeatedly to return to the Stock/Requirements list.

4. Picking the order

With the delivery created, the order can be picked, packed, and shipped. In a highly automated warehouse, the picking of the order may be recorded in the SAP system using bar code scanning. For our exercise, we will manually enter the quantity picked. To do this, switch back to the other session, and follow the menu path:

Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Change Single Document

which will bring up the following screen:

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Your delivery number should automatically be entered. Click on the enter icon ( ) to bring up the following screen:

This screen allows you to enter a different pick quantity than there was in the order, in case the inventory in the warehouse does not match the inventory level shown in the system. Of course, the idea with an integrated information system like SAP is to have 100% accurate, real-time inventory data, but mistakes in entering and recording inventory transactions do occur.

We will assume that the inventory is accurate and the order can be completed, so enter 10 for Pick quantity and 300 for SLoc (Storage location), then click on the save icon ( ). You should get a message like the following at the bottom of the page:

Switch to the other session, which should still be showing the Stock/Requirements list. Click on the refresh icon ( ) to see if picking the order has changed anything:

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1. Click on the Picking tab2. Enter 300 for SLoc (Storage location) 3. Enter 10 for Pick quantity, 4. Click the save icon.


In case you have not noticed, the Stock/Requirements list is changed very little. While we have picked the cases of snack bars off of the warehouse shelf in preparation for shipping, according to the SAP system, they are still Fitter Snacker’s snack bars. The only change is that the storage location for the delivery is now shown. In the next section, we will post the goods issue, which will signify that the snack bars have left the building.

5. Post Goods Issue

In the SAP logistics terminology, we receive goods into inventory and issue goods from inventory to the production floor or to the customer. In the accounting world, we record business transactions by posting them to an account. Thus, when we post the goods issue, we record the change in stock level and financial position of the company as a result of sending the goods on their way. To post the goods issue, follow the menu path to get to the screen underneath:


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Storage location is now displayed.


After clicking on the Post goods issue icon, the following message should appear at the bottom of the screen:

Switch to the other session, which should still be showing the Stock/Requirements list. Click on the refresh icon ( ) to see if posting the goods issue has changed anything:

Posting the goods issue has removed the Delivery from the Stock/Requirements list and reduced the available inventory level by 10. (If you don’t see all this, try navigating step by step to SAP menu, and then clicking the selection that you have already made on the start of step 5 above.)

Switch to the other session. You should be at the Change Outbound Delivery screen. If not, follow the menu path:


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The document number should be entered automatically. Click on the Post goods issue icon.

Delivery is gone, and the inventory level is reduced by 10 cases.


Your delivery document number should be entered automatically. Follow the pull-down menu path:

EnvironmentDocument Flow

which will produce the following screen:

Compare this document flow to the previous status. The outbound delivery status is now Being processed, and the picking request and goods issue are both complete. Click on the back icon (

) until you are back at the SAP Easy Access screen. By now, your menus are probably pretty unwieldy because of the number of paths that have been expanded. To make the menus easier to use, click on the SAP Menu icon ( ) to restore you menus to their original configuration.

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6. Invoice the Customer

As important as delivering the customer’s order on time and in good condition is properly billing the customer for the purchase. If we do not invoice the customer, we are not likely to be paid. Thus, it is important to be able to determine which customers still need to be billed. We can use the Billing Due List to see all of the customers that need to be invoiced. To create the Billing Due List, follow the menu path:

Logistics Sales and Distribution Billing Billing Document Process Billing Due List


You should get this screen:

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Today’s date will show up automatically in the to field. 1. Enter a date a week in the past in the Billing date from field.2. Enter ##FS for Sales organization3. Check both Order-related and Delivery- related check boxes4. Click DisplayBillList.


It will not appear that much has happened, but an invoice will be created. To confirm this, use the exit icon ( ) to return to the SAP Easy Access screen. Follow the menu path:

Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Display




which will produce the updated Document Flow:

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Click the first column in the record displayed, and then click on Collective billing document.


Notice that the status of the Outbound delivery is now completed. That is because the creation of the invoice completes the Outbound delivery process. Notice also that an accounting document has been created. When you display the accounting document, the following screen will appear:

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Click on the Accounting Document line, and then click on the Display document icon.


Notice that three accounts have been affected by the invoice—## West Hills Athletic Club’s account, the Sales Revenue account, and the Sales Discount account. Click on the back icon ( ) until you have returned to the SAP Easy Access screen.

7. Receive Payment from the Customer

Hopefully the invoice has prompted the customer to send in a payment for the snack bars they have received. To post the customer payment, follow the menu path:

Accounting Financial Accounting Accounts Receivable Document Entry Incoming Payments

which will bring up the following screen:

Make sure the data shown above are entered, and then click on the search icon for Account under Open item selection:

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Enter today’s date for the document date.Make sure ##FS is entered for the company code and USD is entered for the Currency/rate. Enter 100000 for Account under bank data. Enter 2655 for the Amount. Click on the Account field in Open item selection, and then click on the search icon.


After selecting ## West Hills Athletic Club, click on Process open items ( ) to get:

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Enter ## for Search term, and then click on the enter icon. Click Enter.

Double-click on the West Hills Athletic Club line to select it.


The SAP system may or may not automatically assign the payment to the accounts payable item. If not, Double-click on the USD Gross amount, and the system will assign the entire payment to the invoice. Your screen should look like the following if the amount is correctly assigned:

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Check to see if the amount of the payment has been assigned to the accounts receivable document. If not, double-click on the USD Gross amount.


Double-click on the USD Gross amount until you achieve this result. Click on the save (post) icon ( ) to post the payment, then click on the exit icon ( ) to return to the SAP Easy Access screen. To view the document flow, follow the menu path:

Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Display

which will again produce the following screen:



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The document flow shows that the sales order process is complete. Reaching the above screen means that you did everything right. You need to print out this screen as a proof.

Use this procedure:1. Place the cursor on the edge of the final screen2. Press the keys Ctrl and PrtScn at the same time (this will save the screen image in a

memory)3. Open a new Microsoft Word file 4. Paste the screen in the Microsoft Word file5. Type your full name, your student ID, and your log in userID.

Print out the Word file and give it to your instructor as the proof that you completed this lab.

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