SAP SAP Business IntegrationBusiness Integration

SAP:SAP:S – SystemsS – SystemsA – ApplicationsA – ApplicationsP – ProductsP – Products

Integration through Integration through Processes & Organization Processes & Organization StructureStructure

R/3

SAP IntegrationSAP Integration

Integrated SolutionClient / Server

Open Systems

FinancialAccounting

Controlling

Fixed AssetsMgmt.

ProjectSystem

Workflow

IndustrySolutions

ProductionPlanning

Sales &Distribution

MaterialsMgmt.

HumanResources

PlantMaintenance

QualityMgmt.

Procurement ProcessProcurement ProcessOutlineAgreement

Demand

Purchase Requisition Vendor

Purchase OrderGoods Receipt

& Inventory Mgmt.

AccountsPayable Invoice

Verification

Scheduling Agreement

Internal Order - Company Internal Order - Company PicnicPicnic

Purchase Requisition Purchase

OrderGoods Receipt

of Hats

InvoiceVerification

Settle Order to Departments

Sales Process — Trading Sales Process — Trading GoodsGoods

Customer Order Picking

Goods IssueBillingAccounts Receivable

Packing

Sales Process Finished GoodsSales Process Finished Goods

Customer Order

AvailabilityCheck

Goods Issue

BillingPartial PaymentFinal Payment

Sales Process Finished GoodsSales Process Finished Goods

Customer Order

AvailabilityCheck

IndependentDemand

Sales Process Finished GoodsSales Process Finished Goods

ProductionScheduling

DependentDemand

Purchasing

MRP Run

Sales Process Finished GoodsSales Process Finished Goods

Production

Goods Issueto Shop Floor

GoodsReceipt

ProductionProduction ProcessProcess

Goods Issue Shop Floor

Goods ReceiptOrder Settlement

FI OverviewFI Overview

FI

APAP

ARARAMGLGL

CONSpecialLedger

External Accounting

Balance Sheet

Profit & Loss

Financial Position

Stockholders

Bankers, Lenders

IRS, Taxing Authority

External Auditors

SEC

Financial AccountingFinancial Accounting

ControllingControllingInternal Accounting

Departmental ExpenseReport

Salaries 10,000Overhead 8,000Other 5,000Total 23,000

Department Managers

ControllersExecutives

Senior Management

ClientClient

Highest hierarchical level in an SAP Highest hierarchical level in an SAP systemsystem

A complete database containing all A complete database containing all the tables necessary for creating a the tables necessary for creating a fully integrated systemfully integrated system

Master records are created per Master records are created per clientclient

A whole business entity.A whole business entity.

Company Company Consolidated financial statements Consolidated financial statements

are created at the company level are created at the company level A company can include one or A company can include one or

more company codesmore company codes– All company codes must use the All company codes must use the

same chart of accounts and fiscal same chart of accounts and fiscal yearyear

Company CodeCompany Code

A required structureA required structure A legally independent entityA legally independent entity The smallest organizational unit for The smallest organizational unit for

which accounting can be carried outwhich accounting can be carried out The level where business transactions are The level where business transactions are

processed processed The level where accounts are managed The level where accounts are managed The level where legal individual financial The level where legal individual financial

statements, such as the balance sheet and the statements, such as the balance sheet and the profit and loss statement, are createdprofit and loss statement, are created

A COMPANY CODE IS...

A BALANCED SET OF BOOKS

© The Dolphin Group 2002

© Rushmore Educational Services 200284

Purchasing OrganizationsPurchasing Organizations

Organizational unit responsible for the Organizational unit responsible for the procurement of materials and services procurement of materials and services for one or many plants and for for one or many plants and for negotiating prices and terms of delivery negotiating prices and terms of delivery with a vendorwith a vendor

Assignment to plant(s) is mandatoryAssignment to plant(s) is mandatory Assignment to company codes is Assignment to company codes is

possible possible

© The Dolphin Group 2002 © Rushmore Educational Services 2002

82

Purchasing GroupsPurchasing Groups

Is responsible for specified purchasing Is responsible for specified purchasing activitiesactivities

Represents buyer(s)Represents buyer(s)

Used for reportingUsed for reporting

© The Dolphin Group 2002

© Rushmore Educational Services 200278

The PlantThe Plant

Lowest valuation areaLowest valuation area

Organizational level Organizational level

where MRP runswhere MRP runs

Generally used to describe a production Generally used to describe a production site, a distribution center or centralized site, a distribution center or centralized warehousewarehouse

May be a physical or logical unit May be a physical or logical unit

© The Dolphin Group 2002

© Rushmore Educational Services 200279

Storage LocationStorage Location

Subdivision of a plant Subdivision of a plant

Where materials are managed.Where materials are managed.

May be a physical or logical unit. May be a physical or logical unit.

© The Dolphin Group 2002

© Rushmore Educational Services 200280

Warehouse Management

Receiving, identifying and sorting goodsReceiving, identifying and sorting goods

Placing goods into storage binsPlacing goods into storage bins

Taking inventoryTaking inventory

Monitoring and inspecting goods in Monitoring and inspecting goods in storagestorage

Preplanning distribution of materialsPreplanning distribution of materials

Picking and accumulating ordersPicking and accumulating orders

Packaging, loading and shipping goodsPackaging, loading and shipping goods

Master DataMaster Data In SAP master data describes objects In SAP master data describes objects

(items) of a business like accounts, (items) of a business like accounts, materials, services, materials, services, vendors, and vendors, and customers.customers.

The information in a master data record The information in a master data record

usually remains unchanged over an usually remains unchanged over an extended period of time.extended period of time.

Master DataMaster Data

Business rules and supportive Business rules and supportive information are stored in master information are stored in master data records.data records.

Each master data record is unique Each master data record is unique in name or number.in name or number.

Internal or external number ranges Internal or external number ranges are possible.are possible.

Accounts Payable Accounts Payable Master Records - VendorsMaster Records - Vendors

A master record must be created for every vendor

Centralized data for both MM & FI

General data Address Control data Payment transactions

Company code data Account management Payment transactions

Purchasing orgdata Purchasing data Partner functions

Vendor MasterVendor Master

Address screen

Vendor Name

Search Term

Street address, City, Postal code

Country

Language

Telephone, Fax, Data numbers

Address screenAddress screen

Control Control

Payment transactionsPayment transactions

Vendor MasterVendor Master

Account control

Customer

Tax informationTax juris. code

Reference information

Person subject to withholding tax

Address screenAddress screen

Control Control

Payment transactionsPayment transactions

Material MasterMaterial Master

The material group field allows The material group field allows similar materials to be managed similar materials to be managed together.together.

Material group is used in reporting Material group is used in reporting - e.g., LIS -Logistics Information - e.g., LIS -Logistics Information System and for workflow.System and for workflow.

Material MasterMaterial Master

Material master data can be Material master data can be related to all organizational levels. related to all organizational levels. General information of a material General information of a material (description, number, base unit of (description, number, base unit of measure) however has to be measure) however has to be related to the highest level of related to the highest level of organization - the client .organization - the client .

Material Master - ViewsMaterial Master - Views

Basic data Basic data Classification Classification Sales: sales organization dataSales: sales organization data Sales: general/plant dataSales: general/plant data Sales textSales text PurchasingPurchasing Purchase order textPurchase order text ForecastingForecasting

Material Master - ViewsMaterial Master - Views

MRP 1, 2 MRP 1, 2 Work scheduling Work scheduling StorageStorage Warehouse managementWarehouse management Quality managementQuality management AccountingAccounting CostingCosting

Material Type

The material type is used to The material type is used to

categorize materials.categorize materials. Example: raw materials, finished Example: raw materials, finished

goods, trading goods, etc.goods, trading goods, etc. The material type defines the The material type defines the

material attributes, e.g., valuation, material attributes, e.g., valuation, procurement, price controlprocurement, price control

Material TypesMaterial Types

Material TypeMaterial Type

The material type also controls The material type also controls number assignment, field number assignment, field selection, and account selection, and account determination.determination.

Standard material types are used Standard material types are used in all industries. The following in all industries. The following material types come already material types come already designed as a reference. designed as a reference.

Material Type - ExamplesMaterial Type - Examples– ROH - raw materials, purchased ROH - raw materials, purchased

externally externally only, no sales viewonly, no sales view– HAWA - trading goods, always HAWA - trading goods, always

purchased purchased externally, are sold without externally, are sold without any change toany change to

the material, no manufacturing views the material, no manufacturing views existexist

– FERT- finished goods are produced FERT- finished goods are produced internally no purchasing internally no purchasing view existsview exists

Material TypeMaterial Type

Additional material typesAdditional material types::– HIBE: Operating SuppliesHIBE: Operating Supplies– VERP:VERP: Customer returnable Customer returnable

packagingpackaging– LEER:LEER: Empty containersEmpty containers– KMAT: Configurable materialKMAT: Configurable material– ERSA:ERSA: Spare parts Spare parts – DIEN:DIEN: ServicesServices

Material TypeMaterial Type– NLAG:NLAG: Non-stock, non-Non-stock, non-

valuated valuated materialmaterial– UNBW:UNBW: Non-valuated, stocked Non-valuated, stocked

materialmaterial– FHMI: FHMI: Production Production

resources/toolsresources/tools– WETT:WETT: Competitive productsCompetitive products– PROD:PROD: Product groupProduct group– IBAU:IBAU: Maintenance assembly Maintenance assembly

(Plant (Plant Maintenance)Maintenance)

Master Data - Work CenterMaster Data - Work Center

Specific production facility, Specific production facility, consisting of one or more of the consisting of one or more of the

following -following - Equipment (sewing machine)Equipment (sewing machine) Operations (assembly line)Operations (assembly line) People (quality inspectionPeople (quality inspection))

H1 (CA 1000)

A_ _10

Standard Hierarchy

Cost Center Group

Cost Centers

HQ_ _

Sub Headquarter Group

MFG_ _

Sub Manufacturing Group

Cost Center GroupsCost Center Groups

H1000 (Company 1000)

A_ _20

A_ _30

A_ _40

A_ _50

A_ _60

P_ _30

P_ _20

P_ _10

Cost Center GroupsCost Center Groups

Logical groupings of cost centers Facilitates reporting, planning, and

allocating costs

Cost CentersCost Centers

A cost collector or cost bucket A way to identify where the costs were

incurred A department or responsibility center such

as Finance, Accounting, Human Resources Must be assigned to a cost center group in

the standard hierarchy

Cost CentersCost CentersCost centerValid from To

?

?

??

NameDescriptionBasic dataPerson in chargeDepartmentCost center typeHierarchy areaBusiness AreaCurrencyProfit center

NavigationNavigation

Standard Features of Standard Features of NavigationNavigation

Logging On and OffLogging On and Off Screen FeaturesScreen Features NavigationNavigation Working with SessionsWorking with Sessions Entering DataEntering Data On-line Help and System On-line Help and System

MessagesMessages Setting User DefaultsSetting User Defaults

Logon ScreenLogon Screen

UserUser

Enter the name of the SAP user.Enter the name of the SAP user. Users of SAP system are client-Users of SAP system are client-

specific, which means that having specific, which means that having a user identification on one client a user identification on one client will only allow access to that will only allow access to that particular client.particular client.

Password RulesPassword Rules LettersLetters NumbersNumbers Easy to rememberEasy to remember 3-8 Characters long3-8 Characters long No 3 Characters can be the sameNo 3 Characters can be the same Do not start with a ? or an !Do not start with a ? or an ! Do not use previous 5 passwordsDo not use previous 5 passwords

LanguageLanguage

SAP supports multi-national SAP supports multi-national character sets and languages on character sets and languages on the same system, at the same the same system, at the same time.time.

Default languages are English and Default languages are English and German.German.

Easy Access Outline StructureEasy Access Outline Structure

Application Tool-barApplication Tool-bar E

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S

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Bac

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Exi

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Can

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Cre

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Screen FeaturesScreen Features

Status Bar

Title Bar

Menu Bar

Application Toolbar

Entry Fields

CustomizingDisplay Options

NavigationNavigation

Using menus

Using transaction codes

System > Status

Using /n

Working with multiple sessions

Using /o

Entering DataEntering Data

Types of entry fields

Moving between fields

Radio buttons and check boxes

Possible entry fields

Match-codes

Saving data

Canceling data

Field TypesField Types

There are three types of Entry There are three types of Entry FieldsFields– RequiredRequired– Default entryDefault entry– Optional entry fieldOptional entry field

SAP FieldsSAP Fields

Each field has two partsEach field has two parts

Field Name

Entry Field

Match-codesMatch-codes

Match-codes find recordsMatch-codes find records– MaterialMaterial– VendorsVendors– Cost CentersCost Centers– EquipmentEquipment

SessionsSessions

An SAP session is a window in An SAP session is a window in which the user may perform a which the user may perform a particular task. particular task.

A User may have up to nine A User may have up to nine sessions open at one time.sessions open at one time.

ReportingReporting

Three basic steps to running a Three basic steps to running a reportreport

– Access the reportAccess the report– Enter selection criteriaEnter selection criteria– Execute the reportExecute the report

On-line HelpOn-line Help

Help on screen fields - F1- Extended help- Reference information

- Technical information

Displaying possible entries -

F4 Using the Help menu

- Extended help- R/3 library

- Getting started

System MessagesSystem Messages

E - Error an invalid entry has

been made. The cursor

moves to the field where the

error has occurred.

W -Warning, indicates a

possible error. The user can

continue without changing.

System MessagesSystem Messages

I - Information

A- Abnormal End, indicating

serious system error. Contact

system personnel.

Logging OffLogging Off

Menu Path: System> Logoff

Exit button

Control Box

For security purposes it is important to log off SAP at the end of the day or whenever you leave your PC. Your username is linked with every transaction you perform to provide an audit trail. When reviewing transactions or running reports the user name of the person responsible for entering or maintaining system information is displayed.