Before

Give the template with all the number ranges to the attendees (template_org_units.xls)
Run: presentation_e4s_cert.ppt
Slide 2
Integrated system
Realtime (database, all information immediately available, for example: balance sheet)
Slide 3
organizational structure
entire picture of a company. A company is in the SAP system
explain an example, company code and purchase organization, how is the posting and the assignment:
1 : n relation. S PurOrg can post in one Company Code only and not the other way around.
Slide 4
curriculum of e4s
Production is not in the workshop
Slide 5
Certification, 2 types, explain the difference. Both of them with SAP logo. The exam will be controlled by an independent
person. It is not possible that the institutions can run the certification examination on their own. The e4s certification costs
790 Rand per person. This money is for the provider in Germany. The students have to do the erp4school foundation certifi-
cation first and afterwards the Terp10.
training_material.ppt
Slide 2
explain the connection to Magdeburg. Router, GUI (graphical user interface), GUI on the local computer, not much traffic on the
network due to the traffic of numbers only. Cloud computing. SAP system can be accessed from anywhere. GUI on the teachers'
computers only, not on the students' computers. The students have to use the browser version if they want to access SAP from
their private computers.
Slide 3
Different internet browsers can be used. Please follow the instructions in folder 06_Connecting > 05_browser_set-
tings_datango.pdf
Slide 4
Explain the stucture in general!
The client is a trust unit. Inside the client there can be many different companies with full accounting systems or logistics only.
The set up will be found in the customizing area. One person of an institution will have the rights for customizing.
Slide 5
Explain that we are working with number ranges. For example we use the structure 2001.
Explain what is fixed and which numbers are available to be used, and for what numbers the users have to ask
Slide 6
Show one example. The best could be the assignment between sales org. and company code. It makes no sense when one sales
organization is posting into different company codes.
Lecturer
agree a new password
Log off and Log in again (to check the password)
Show link "Basics SAP-System" in the scenario.
Log on all attendees
Attendees
Lecturer
Show the rest of the system basics
Especially how to create a new session (6 sessions can be open at the same time).
Start Purchasing Process
Lecturer
Enter a purchase order
Choose "Simple purchasing process" from the scenario.
Show the instructions.
Show how the instructions work.
Explain the structure of the whole process when you open the datango instructions, We show the
students the overview all the time.
Use the instruction (datango) "Create a purchase order".
Show the possibilities "Demo", "Practice" and "Concurrent". Show the pdf version. Advise that
in general the "Concurrent" mode will be used.
Show how to split the screen. On one side the SAP system and on the other side the datango instruc-
tions.
Show the link "Order Form SAP System". Explain that this structure will be found in all erp sys-
tems.
Show how to handle the "Header", "Item Overview" and "Item". Open it and close it.
Show how to handle the help button to query (in this case a vendor).
Help button: if you click in a field you will see the button at the end.
Show how to sort lists after a query.
Look for a tab which shows a known organizational unit
(in this case the company code).
Double click on a vendor to select
click in the column header to sort
Open the "Header"
Talk about organizational units. Advise the attendees: 07_template_org_units.xls
If you open the Header after entering the vendor, a red message will be shown at the Status Bar.
Explain the difference between red, yellow and green messages.
Enter the organizational data (ENTER).
Open Item Overview if it is not open.
Go back to the scenario. Open the control exercise, use tab "Quotation Paper Ltd".
Use the quantities and prices of the scenario (2,500 Units for R 22.90)
Enter Material (query)
Enter Quantity
Enter price and currency
Enter plant
Enter storage location (LAG1)
Explain that ENTER checks the data and that one has to look in the Status Bar every time one uses ENTER
Explain the message
Show the delivery date. The time is to short to get the material. But let it as it is.
Show the tab "Conditions"
Show master data of the vendor (where the Cash discount is coming from).
net price, without tax (in the purchase order the tax makes no sense).
Open the Header and show the tabs. Show how can they get an overview over all tabs.
Show the tabs
Explain the process
Explain: All numbers of purchase orders start with 45...
Explain that SAP sometimes uses different names in the calculations.
These names can sometimes not be found in textbooks. But this is a real
system and not a textbook and the reality is sometimes different from
the theory.
Give each teacher numbers of the master data (Vendor, Customer, Material).
ATTENDEES
The attendees enter the data of the purchase order into the SAP system (use datango).
Lecturer
Continue the purchasing process
Goods receipt
Use datango and show how it works
Show the database query to find the purchase order
Double click
If someone forgots the Storage Location in the purchase order
It can be completed here
Explain, why the storage location is important latest at the Goods Receipt.
Show the Movement
Type 101 + 101 +
always
goods receipt
Bevore you save the goods receipt, open a new session with the purchase order and show the tabs (no purchase order history is to be seen).
Explain the process why "Item OK" has to be checked. Warehouse staff check the goods and after that they have to accept each item with OK. This
can be done manually or with RFID technology.
Show the different text for the "Disk Button".
Post an show the number on the Status Bar.
There is a reference to the purchase order.
The material, quantity, vendor and storage location
are coming from the purchase order (reference).
Open a new session
Show the purchase order and "Purchase Order History" tab
click on it and show the document for the Goods Receipt
open the tab
Explain the navigation button "Back". Go back step by step to the purchase order. Explain the other buttons. Yellow = finished a complete transaction.
But it can be the same effect like the button "Back". The button "Cancel" can be used if no process is taking place. Recommend to always open 2 sessions. It
could be that one session doesn't work so it is possible to use the second session.
The attendees create the Goods Receipt.
Explain the posting to a clearing account (reasons)
1. always real time
2. the vendor could be different from the purchase
order and not known before the invoice is created.
Explain that the posting is without tax.
Invoice
Use the scenario. Invoice Received > control exercise > "Invoice Paper Ltd" tab
DON'T CHANGE
In the end it has to switch to green Quantity price unit net price tax gross price
2500 22,90 57.250,00 8.015,00 65.265,00
Don't forget the tick
SAVE
Lecturer
The amount is + tax and without cash discount (explain: the decision about cash discount has to be made when the invoice is paid).
Open the purchase order in an extra session.
Display the purchase order. Explain the transaction codes (ME21N, ME22N and ME23N): 21 = create, 22 = change, 23 = display)
Show the Purchase Order History tab
click on it
Posting Goods Receipt
Posting Invoice
click on it
Show and talk about
processes
Show the effect of the button "Back". Go back to the invoice
Show the Vendor Line Item (red light).
After posting the invoice, the clearing account is zero
and the amount is in the relevant account
RE = invoice
Red = not paied
Use the SAP instructions "Display Data"
Show the SAP session Purchase Order
Open the Header and show the "Status" tab and explain the process.
The attendes create the invoice with datango
Let them display from the datango instructions:
Stock/Requirements List
Stock overview
Purchasing process
Display line items
View posting
Lists
- Purchase order
- Invoice overview
Outgoing payment Quantity price unit net price tax gross priceCash Discount 2 % To pay
2500 22,90 57.250,00 8.015,00 65.265,00 1.305,30 63.959,70
can be different if not maintained
the data hase to
be enterd
Bank account
always the same
Amount = + tax -
cash discount
Vendor
It has to be 0.00
Post it
The decission about cash discount has to be
made here (payment).
Lecturer
Check if the amount
is known
with a double click on the amount the amount can be reduced or
increased. This can be necessary if a cash discount is applied too late.
Display the line items
Explain: KZ = Payment, RE = Invoice
Red statement = not payed
Double click
Posting will be shown
The attendees open the link "Purchasing Reporting" and follow all datango instructions.
The attendees enter the payment in the system
and use the SAP instructions (Display) to see all processes, postings and line items.
They read the questions for certification (Navigation, Query, Purchase Order, Goods Receipt, Invoice and Payment).
EXPLAIN the principle to convert the forms:
Purchase Order > Quantity and Price
Goods Receipt
Quantity
Invoice
Quantity
Price
The invoice contents the quantity from the Goods Receipt only (not the quantity of the purchase order).
Lecturer
Show link "Process overview".
Explain the different types of process flow designs.
Show link "Order process flow", explain.
Show the link "Processes", explain that this is the most common way to display processes. The content of this link is part of the
certification questions, especially the "Event-controlled Process Chain".
Attendees explore the process scenario and the questions
Talk about the whole sales process. Advice that the process in the scenario will start from the customer order. Enquiry and Quotation are not shown.
Lecturer
Let the sales process explore by the attendees.
Attendees
Open the control exercise. Show the "Customer Order Document" Tab. We want to maintain this customer order into the SAP system.
Maintain the customer order into the SAP system.
Lecturer
Press Enter. The following message should be seen.
show it with
Transaction VA03
When you display a purchase order (Transaction Code VA03) you
will see the following screen.
If a customer calls
us, we will ask for
the Number of
the customer order
(from the customer side it is a purchase order)
Enter the data of the customer order (use the data in the scenario > control exercise.)
Explain:
PO-Number = Number of the customer's order. For the customer it is a purchase order (therefore PO...). This number is important
to find the customer order later, because the customer will send us this number.
Date when the
material has to
be delivered.
Don't change it in
this process.
button to show conditions
net price purchasing 22,90
sales quantity
cost of sales
2.500,00
57.250,00
price sales (net)
sales total
Profit/Margin
38,90
97.250,00
40.000,00
EXPLAIN
Save the customer order
Display the customer order
=
First step of the process
cost of sales = quantity (sales) * net purchase price
Profit/Margin (Gross) = sales total - cost of sales
Open a new session and display the customer order.
double click on this date
Before you create the outbound delivery check the scheduling
In this case you see two lines. For the date of the first line (Req. deliv. date) the confirmed
quantity = 0
First of all the system tries to calculate the dates backwards.
If backwards is not possible the system calculates the date forward. Therfore you see the second
line and a new delivery date.
Use the link: Simple sales process > Control Exercise > Delivery Scheduling tab Read the text!!!
Customizing
Use the link "System basics" > Adjust Templates
Lecturer shows how the columns of the items of the customer order can be re-arranged.
Attendees
The attendees should arrange the colums, especially the storage location.
Example
Attendees
Create a sales order with the date of the scenario
Save
check status bar
Lecturer
The date should be later than the current.
It should be later than the material available date (see below)
If someone has forgotten the storage location in the customer order, this is the last
opportunity to enter the storage location
Display customer order and check document flow
the second process step is added
Display customer order and check status overview
0 units open
go back to the customer order and display the document flow again
1. activate with one click
2. click on it
You will see the Outbound Delivery document
SAVE the transfer order
Explain: The outbound delivery is a form. It can be printed out. One copy is for the customer. Normally it will be sent together with the material. So
one copy will stay in the sales department, one copy in the warehouse and one will be sent to the customer.
The transfer order is not for the carrier. It is an internal form and is created for the staff
in the warehouse. They pick the material as it is shown on the transfer order.
Open the customer order again and show the document flow. The third step of the process will be shown.
Post outbound delivery
Explain that the attendees have to use the butten "Post Goods Issue". If they use the disk to save it it will not be posted!!!!
Open the customer order again and show the document flow. The fourth step of the process will be shown.
Activate/mark the goods issue item
click on it
click on it
net price purchasing 22,90
sales quantity
cost of sales
2.500,00
57.250,00
price sales (net)
sales total
Profit/Margin
38,90
97.250,00
40.000,00
The costs of sales are posted (Profit and Lost Account)
Check quantity on stock.
show in an extra session the conditions of the sales order
Open the customer order and show the document flow
Not cleared means not payed
Mark the accounting document and click on the button "Display Document"
You see the posting
Post the invoice. Explain the difference between purchasing and sales.
On the sales side nothing needs to be captured because all data are available to the SAP system
EXPLAIN the principle to convert the forms:
Customer Order > Quantity and Price
Goods Issue
Quantity
Invoice
Quantity
Price
Post incoming payment
price sales (net) 38,90
Quantiy 2.500,00
97.250,00
Tax 14 %
2 % cash discount
13.615,00
110.865,00
2.217,30
108.647,70
SAVE
Open the customer order and display the documet flow
The sales process is complet
Show the line items:
show all items
DZ = Payment
RV = Invoice
Double click
Attendees
The attendees complete the sales process:
They are checking after each process step the DOCUMENT FLOW
After the Invoice they are checking the Item Lines
They are checking all postings
They explain the Profit/Margin
Attendees
Extra task:
Check the Profit/Margin of all sales in this workshop. Use the info sets to report:
Check the Profit/Margin of your own material
enter no material = query for all materials
delete the dates
The difference = Profit/Margin
Net value
Cost
Query for one material
Net value
Cost
sales
cost of sales
97250
57250
40000 Remind: sales order
conditions
open the sales order and
show conditions
Advise the attendees: PLEASE don't save reports. Confirm no!!!
quantity price
on stock
buy
100
800
2
3
total
200
2400
Average
sale
on stock
900
2,88888889
400
500 2,89
2600
1445
buy
Average
500
1000
1,5
2,195
750
2195
The prices (cost of sales) is a moving average price
on stock
buy
quantity price
100
800
2
3
buy
Average
500
1400
1,5
2,39285714
total
200
2400
750
3350
Average
Moving Average
The moving average price can be found in the material master data:
Material master
data
Attendees
Enter the Info Record and Source List (explain this master data). See exercise 2.
Explain more than one time that the info record will be used in the combination of Vendor and Material only
Control Exercise 1
Lecturer
Explain (use the scenario: Quotation tab, conditions (control exercise), enter the Info Record and Source List into the system and show the effect in a
purchase order.
VERY IMPORTANT NOTICE: THE SOURCE LISTS VALID DATE FROM HAS TO BE OLDER THEN THE CURRENT DATE!
Explain the two different types of discount (we are not talking about cash discount).
Header discount (SAP language) Preferential Discount = for all items
Line Item discount for one item/material
Show an invoice for example (scenario >Purchas. Proc. with Conditions > control exercise > Invoice Paper Ltd.):
Gross price - Item Discount = Net Price
Net Price - Preferential Discount + tax = Bank transfer amount
Explain: The discounts will be taken from the master data and
will not entered into the system manually.
It is possible to enter/override the discounts manually (but later).
Header Discount (all items)
Item Discount (only one item)
(combination of Vendor and Material)
RA00
RL01
Header Discount (all items)
Item Discount (only one item)
(combination of Vendor and Material)
RA01
RG01
Discounts
from the
master data.
These discounts
will be entered
automaticaly after
the master data
are maintained
(see datango
instructions)
Discounts
(manually)
These discounts
have to be
entered
manually in
the purchase
order
(see datango
instructions)
Lecturer
to enter discounts manually
Explain again:
Info Record: for the combination of a material and a vendor only
Vendor discount: for the vendor only
Attendees
Create the purchase order (master data > Info Record and Source List have to be created before).
Exercises 1 and 2
Attendees
Check how much material is on stock.
Sale all material (sales process until posting Goods issue)
Check material again (stock should be 0)
Check how much material is on stock.
Sell all material (sales process until posting Goods issue)
Check material again (stock should be 0)
Explain: The discounts (see instructions above)
RA00 and RL01 cannot be entered manually
RA01 and RG01 can be entered manually
Show how RA01 and RG01 can be entered into the SAP system. It can be shown in the scenario (control exercise > Conditions Slide tab). Use
the datango instructions to show how it works.
Material requirements planning (MRP)
Attendees
Read the scenario (Learning Scenario and Control Exercise > "Example for MRP scheduling" tab
Lecturer
Shows the process of MRP
The master data are entered: Info Record, Source List.
Show how much material is on stock. Transaction: MMBE
0 on stock
Create a sales order: 1000 Units > R 40.00
Show the availability check, explain, what to do
always use
this check.
Part time
delivery possible.
Show the "Example for MRP scheduling" tab (Control Exercisee MRP) again. The duration can be 7 days if there is no material in stock.
Saturdays and Sundays are not considered.
When you confirm the green check afterwards the system shows you the sales order. If you want to go back to the availability check use the following
button:
Open in an another session the stock/requirements list. (MD04)
Customer order has been created:
Refresh stock/requirements list
MRP
activate
enter 1
Explain the list and save it.
Refresh stock/requirements list
Stock is real. 0 units in stock!
For this material a customer order is in the system. We would have - 1000 on stock.
A Purchase Requisition is in the system. After the goods receipt we would have 0 in stock.
Convert a purchase requisiton into a purchase order
To easy possibilities:
1.
1. Enter the
missed data
(don't enter
the
purchase
group!!!)
2. execute
click on this
line
Enter purchase group
(always 001)
click on "Adopt" button or drag and drop the item on the basket
The purchase order is complete and can be saved (but don't do it, show the second possibility).
2.
Open the stock/requirements list
double click on the number of the purchase requisition to complete the form.
Enter the purchasing group
click on Adopt or drag and drop the item on the basket
Save the purchase order!
Show stock/requirements list
The purchase requisition has changed to a Purchase Order item
Remember: This list is a dynamic list
Post the goods receipt (MIGO)
Check Storage Location:
If this field is empty, enter the storage location (always LAG1)
Refresh stock/requirements list
The Purchase Order item has gone and the customer order can be delivered.
ATTENDEES run the MRP process in the same way (with stock/requirements list in an extra session)
Organizational structure
Explain the assignment again. See Scenario > Organizational Deseign > Control Exercise > Assignment Overview tab
For example
Company Code = Accounting system
One purchase organisation can post in one company code. It makes no sense when one purchase organization is posting in different company codes.
BUT: Different purchase organizations can post in one Company code.
Read the first interview (Control Exercises) and outline the structure of the real company on a paper.
Attendees
Head Office
London
Branch 1
Bristol
no legal entitie
Branch 2
Birmingham
no legal entitie
accounting (cost and management, financial)
personnel administration
Purchasing Organization
Central Warehouse
Warehouse 1
Warehouse 2
Sales Office 1Br
Sales Organization 2
Sales Office 2Bi
Sales Office 1L
Sales Organization 2
Sales Organization London
Sales Office 2L
Sales Office 3L
Sales Office 4L
Solution