configuration

Enterprise Wide Information Systems

Configuring SAP

Instructor: Richard W. Vawter

ObjectivesThe primary objective of this discussion is to show how the SAP R/3 Implementation Guide (IMG) can be used to aid the project team in configuring business transactions.For simplicity, we will keep our focus on the Order process.Upon completion of this topic, you should be able to:Describe the various implementation and configuration tools available in the SAP R/3 system.Anticipate how elements of the Customer Master are integrated and are used to control the SD processes.Use elements in the Material Master to streamline COM.How to configure the Billing process for data flow and price control.

TopicsThe Implementation GuideSales Orders and the Customer MasterCustomizing the Material MasterConfiguring the Billing Process

Methods for Implementing & Configuring SAPSAP R/3 includes several tools to facilitate configuring SAPand continuing support .The R/3 Reference Model - describes the business processes included in the standard R/3 system as well as the relationship among the different application modules.The Implementation Guide (IMG) - guides users in matching their business requirements with the SAP standard software.The Procedural model - is used as a navigator to guide you through the whole implementation and configuration process.

The Implementation GuideA tool that leads to a step-by-step customizing of selected parts (modules) of the R/3 system.It guides the project team in matching the business requirements with the SAP standard software.With the IMG project management functions... Consultants in charge of implementation first decide which parts of R/3 are to be customized. The system then automatically generates the needed hierarchical list of the customizing steps for achieving that customization.

The Implementation GuideBasis configuration takes place.Global settings are set as default in the SAP system.The structure is defined to match the organizations business function.Applications are created to meet business requirements.Financial AccountingMaterials ManagementCross- application functions are developed.Sales and DistributionHuman Resources

The Enterprise IMGThe Enterprise IMG is just a subset of the Reference IMG.It is where all the customizing takes place.

Customizing ObjectsAs a rule, you will have more than one SAP system.Development systemChanges made in the development system are transported to the test system, then to the production system.Test systemProduction system

Customizing - How to Proceed1.Define the organizational structures in the IMG and name the individual organizational elements.2.Assign the organizational elements.

How Master Data is Integrated in SD Processing

Origins of Data in Sales DocumentsWhen you create a sales order, the system proposes most of the data from the master records.

Business Partners (Partner Functions)Partners - someone you have a relationship with or have to communicate with.Functions - each partner type has specific functions.

Business Partners - Customer MasterEssential business partners for a sales transaction are the sold-to party, ship-to party, payer and bill-to party.They are stored in the customer master.

Customer Master - 3 Major Data ViewsSales data - data specific to sales, e.g. sales, distribution, shipping.Company Code data - financial accounting data.General data - data assigned directly to a client so its available to the other two areas.

Customer Master - Account GroupsAccount Group codes define what information will be needed; what fields will be required.A payer only needs address information, etc, while a sold-to party needs an address plus delivery address, etc.

Customer Master - Selecting Fields for Data GroupsUsing field selection, you can define for each account group whether fields are optional or required.You can suppress any fields which you do not require.

Customer Master - Selecting Fields for Data GroupsAccount groups are already set up in the R/3 system Sold-to party Specific fields are selected for each of these account groupsThe selection of fields depends on the functionality of the partner function needed.

Customer Master - Combination Rules in FieldThe combination rule with the highest priority determines the respective field status.

Customer HierarchiesCreate hierarchies to reflect the structure of the customer organization.Use customer hierarchiesduring sales order processing and billing for determining pricing.

Materials - Material TypesThe material type is part of the general data on a material.The departments responsible for a material type determine which views must be maintained for a specific material.

Selecting Fields for Materials - Influencing FactorsAn individual control table is available for each influencing factor shown here and corresponds to a group of fields in the material master.

Materials - Material StatusYou can define different kinds of material status and for each status, how the system will react when an item is created in a sales document.Material StatusDiscontinued part

Technical defect... QuotationStandard Order ErrorWarning

Error Error

Product HierarchiesProduct hierarchies are used for pricing and analysis.In the Standard SAP setup, they can be defined with up to 18 characters and three levels.

Customer-Material InformationYou can define customer-specific data for a material in a customer-material information record. This may incl:cust.-specific matl. #cust.-specific matl. descriptionetc.

Proposing Items Using Product ProposalMaterial combinations which you use frequently can be stored in product proposals.

Bill of Materials - An ExampleBy making the appropriate settings in Customizing, you can copy the components in the bill of material to a sales order as one item.

Bill of Material - Bill of Material CategoriesThe bill of material category serves as a link to different objects.You can create bills of material only for objects existing in the material master.

Bill of Material - Where They Are UsedItem status controls how BOM items are processed in related application areas:Production (operations)Construction (technical data)PricingSales & distribution (order quantity)Plant maintenance (maintenance information)

Billing TypesThe billing type controls the entire billing document.Billing types are dictated by the type of the reference document.

The Billing ProcessEach billing document requires a reference document.

Billing DocumentsYou can reference either an order or a delivery document when creating an invoice.This is configured in the IMG by the item category.

Credit / Debit MemosHowever, with credit / debit memos, you can only reference the credit / debit requests (sales documents).

ReturnsCredit memos are created with reference to the returns (sales documents) and NOT to the returns delivery.

Data FlowYou can influence the data flow from reference documents to billing documents by:Billing typesCopying control for headerCopying control for items

Copy ControlAs just mentioned, how data is transferred in the billing process can be influenced by the copy control data.

Billing QuantitiesDelivery and order quantities are referenced in billing.You can create a billing document with reference to an order for quantities already delivered.

Pricing in Billing DocumentsYou can specify a pricing type for each billing document type and item category.

Key Points (1)The Implementation Guide (IMG) enables the project team to match the business requirements with the SAP standard software and customize the transactions to the needs of the organization.You can minimize the time an effort needed to create sales documents by thoroughly maintaining the customer master and defining all types of business partners.The account group allows you to select data fields for maintaining the master data. By classifying materials by material types, you can specify which views for a material are to be maintained.

Key Points (2)When maintaining material master records, you can specify (in the IMG) which fields are to appear, to be required or optional, or are to be blocked.You can store customer-specific information on individual materials (e.g. customer material numbers and descriptions) in customer-material information records. This enables you to create orders using material numbers specified by the ordering party.When you frequently sell combination of materials, you can simplify sales order creation by creating product proposals.You can also create BOMs to combine several materials for use in SD.

Key Points (3)Billing documents always reference a previous document.Reference documents will dictate the billing document type.The flow of data is controlled:by the programsby billing typesby copying control tablesYou can determine copying control at:the header levelthe item level