10 User Manual Workshop

User ManualWorkshop 5 days

Please be advised: This manual is not an instruction!!!

The instructions will be found in the scenario.

Set up a Workshop for 5 days (not a certification course!)CPUT versionBefore start

1. Create the usersTransaction: ZUSR

for example: wks1-000The last three digits should be numbers

always use initial

Enter the number of users

Dozent = Lecturer

Create Master data (enter minimum) with ProScriptUse Jochen's computer in the office

Start SAP and Excel if there is no prepared file from Jochen (see desktop, folder > Master_data_proscript)

How to run the software ProScript

Start the Excel software (proscript is installed)1. click on it

click on record

choose the SAP session

click on record and enter the master data into the SAP systemNow you can enter the process into the SAP system. IMPORTANT: Start with the SAP easy access and Start with a transaction code in the transaction code field. Don't start with a double click on a menu item!!!!!

After the use of the SAP system press:

You will get the data in your Excel sheet.

Change the number/code of the master data (it is not possible to enter the same number/code of master data twice in an SAP system).Copy the line. Change the number of the master data. Make absolutely sure that these numbers are not already in the system!!!

click on run choose your SAP session

click on run and your master datawill be entered automatically into the SAP system

Story book workshop erp4school (for schools/colleges) and erp foundation(for universities)

Day 1

Workshop Agenda for each participant of the workshop

1. Introduction (who is who?)2. 02_presentation_e4s.ppt

Slide 2Integrated systemRealtime (database, all information immediately available, for example: balance sheet)Slide 3organizational structureentire picture of a company. A company is in the SAP systemexplain 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 4Processes everywhere. Show especially the dates process and talk about SCM (supply chain management)Slide 5curriculum of e4s Production is not in the workshopSlide 6Content (not Human Resources). Human Resources will be an extra module.Accounting from the display side only. Automatic posting in the system (all purchasing and sales postings)Slide 749 Clients are pre-configured (19 for South Africa = 14 % Tax and ZAR)That means, 49 companies > 49 Groups of students can work in their own company with an own Balance Sheetand Profit and Loss statements and with an own logistic areaSlide 8Certification, 2 types, explain the difference. Both of them with SAP logo. The exam will be controlled by anindependent 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 certification first and afterwards the Terp10.Slide 9explain that the SAP company does not want money for the software. The 9500 Rand is for the hardware and people in the UCC in Magdeburg.Don´t contact SAP or UCC. In case of problems contact our (CPUT) help desk only

3. 03_training_material.pptSlide 4explain the connection to Magdeburg. Router, GUI (graphical user interface), GUI on the local computer, not much traf-fic 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 theywant to access SAP from their private computers.Slide 54 types of connectivity: fixed IP Number, Remote, DynDNS and BrowserOur IT guy will help your IT guys to install. For teachers the remote access will be interesting because they can use theSAP GUI from home. What to do for teachers to use SAP from home:1. U-User from Magdeburg (registered users only)2. Install the SAP GUI (Folder: 06_Connecting > 02_installing SAP GUI.pdf until page 6 incl. and from page 12 - 14

and page 19 - 22 )U-User what does it mean? Remote > for teachers/lecturers (in case of a U-User only)http://remote.hcc.uni-magdeburg.de/index_de.html

Link for the Browser: http://r68z.hcc.uni-magdeburg.de:8068/erp4schoolSlide 6Different internet browsers can be used. Please follow the instructions in folder 06_Connecting > 05_browser_set-tings_datango.pdfOpen the file and explain itSlide 7Explain the stucture in general!The client is a trust unit. Inside the client there can be many different companies with full accounting systems or logisticsonly. The set up will be found in the customizing area. One person of an institution will have the rights for customizing.

Slide 8Explain 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 askSlide 9Show one example. The best could be the assignment between sales org. and company code. It makes no sense whenone sales organization is posting into different company codes.Slide 10Explain the difference between clients who will lose all data after an update, and our client. The institutions will workwith one version older than the latest. This version is tried and tested, and stable.Slide 11The database to arrange the number ranges of the classes, organizational units and master data.Open the database, click on button "Datasheet", click on button "New Datasheet", enter 3 digits in the field "Class" andenter a unit number in the field Company/Credit ...Show the numbers of the organizational units and which numbers of master data are recommended. Delete the datasheet.Slide 12Create userExplain: Different user with different rights.Main user with customizing rights and rights to create teachers:User name: startPassword: initialAfter the first access all institutions have to agree a new password for this user. After 14 days this user will be locked au-tomatically. DON'T FORGETThe user teacher can create the user studentIt is possible to create one user only or a series of users.The instructions will be found in the folder "05_User_maintenance

Maybe show how it works to create a user.Slide 13Resume. Repeat!Slide 14 and 15Follow the instructions on the slide and let the teachers work.

Set up a new course

File: 04_new_course_e4s_start.docxGo through the text and explain.Show them how to fill out the form: 07_template_org_units.xls

Explore the erp4school scenario

Introduction erp4school scenario (system basics) 01_e4s_scenario_en, Show the workflow/sequences of the whole scenario

Show the text about the processes in the scenarioShow the link to obtain the ARIS Toolset: http://www.ariscommunity.com/

Show the simple purchasing process (how to use) in the scenario only.The teachers have to research the simple purchasing process by themselves

Link System basics

To do

Overview over the numbers of users in the SAP system. Every teacher gets a number.

- log on- Settings in the system- Create a new session (information: maximum of 6 parallel sessions is possible)

Start Purchasing Process LecturerEnter 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 thestudents 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 thatin 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 instructions.Show the link "Order Form SAP System". Explain that this structure will be found in all erp systems.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).

click in the column header to sort

Double click on a vendor to select

Open the "Header"Talk about organizational units. Advise the attendees: 07_template_org_units.xlsIf 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 the "Quotation Paper Ltd" tab.

Use the quantities and prices of the scenario (2,500 units at R 22.90 ea)

Enter Material (query)

Enter QuantityEnter price and currencyEnter plantEnter storage location (LAG1)Explain that ENTER checks the data and that one has to look in the Status Bar every time one uses ENTERExplain the message

Show the delivery date. The time is too short to get the material. But leave it as it is.

Show the "Conditions" tab

Open the Header and show the tabs. Show how one can get an overview over all tabs.

Save the order and show thenumber

Give each teacher numbers for the master data (Ven-dor, Customer, Material).

Show master data of the vendor (where the Cash discount comes from).

Explain that SAP sometimes uses different names in the calculations.These names can sometimes not be found in textbooks. But this is a realsystem and not a textbook and the reality is sometimes different fromthe theory.

Show the tabsExplain the process

net price, without tax (in the purchase order the tax makes no sense).

Explain: All numbers of purchase orders start with 45...

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 worksShow the database query to find the purchase order

ENTER and the date will be shown.Show the following tabs:

Explain why the storage location is important latest at the Goods Receipt.

Double click

If someone forgets the storage location in the purchase orderit can be completed here

Explain the process why "Item OK" has to be checked. Warehouse staffcheck the goods and after that they have to accept each item with OK. This can be done manually or with RFID technology.

Open a new session Show the purchase order and "Purchase Order History" tab

There is a reference to the purchase order.The material, quantity, vendor and storage locationare coming from the purchase order (reference).

Show the MovementType 101 + 101 +

alwaysgoods receipt

Show the different text for the "Disk Button".Post and show the number on the Status Bar.

Before 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 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. Itcould be that one session doesn't work so it is possible to use the second session.

click on it and show the document for the Goods Receiptopen the tab

Explain the posting to a clearing account (reasons)1. always real time2. the vendor could be different from the purchaseorder and not known before the invoice is created.

Explain that the posting is without tax.

The attendees create the Goods Receipt.

InvoiceUse the scenario. Invoice Received > control exercise > "Invoice Paper Ltd" tab

DON'T CHANGE

In the end it has to switch to greenQuantity price unit net price tax gross price2500 22,90 57.250,00 8.015,00 65.265,00

The amount is + tax and without cash discount (explain: the decision about cash discount has to be made when the invoice is paid).

Don't forget this check

SAVE

Lecturer

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 itPosting Goods Receipt

Posting Invoice

After posting the invoice, the clearing account is zero and the amount is in the relevant account

click on itShow and talk aboutprocesses

Show the effect of the button "Back". Go back to the invoiceShow the Vendor Line Item (red light).

RE = invoice

Red = not paid

Show the SAP session Purchase OrderOpen the Header and show the "Status" tab and explain the process.

The attendees create the invoice with datango

Let them display from the datango instructions:

Stock/Requirements ListStock overviewPurchasing processDisplay line itemsView postingLists - Purchase order - Invoice overview

Outgoing payment Quantity price unit net price tax gross priceCash Discount 2 % To pay2500 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 have tobe enterd

Bank accountalways the same

Amount = + tax -cash discount

Vendor

Check if the amountis known

It has to be 0.00

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.

Post it

The decision about cash discount has to be made here (payment).

Lecturer

Display the line items

Explain: KZ = Payment, RE = InvoiceRed statement = not paid

Double click

Posting will be shown

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).

The attendees open the link "Purchasing Reporting" and follow all datango instructions.

EXPLAIN the principle to convert the forms:

Purchase Order > Quantity and Price

Goods Receipt

Quantity

InvoiceQuantity

Price

The invoice obtains the quantity from the Goods Receipt only (not the quantity of the purchase order).

Lecturer

The following slides should be shown with the projector.

Posting No. 1Goods receipt

Posting No. 2Invoice

Posting No. 3Payment

Slide 1

1. Trad Goods 57250

Clearing Account

Vendor liabilities

2. Clearing Account and input Tax 65265

2. Vendor liabilities 57250

Input Tax

2. Vendor liabilities 8015

Bank

3. Vendor liabilities 63959.70

Discount received

3. Vendor liabilities 1145

3. Bank/Discount/Tax 65265

3. Vendor liabilities 160.30(correction cash discount)

Trading Goods

1. Clearing Account 57250

Slide 2

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 thecertification questions, especially the "Event-controlled Process Chain".

Attendees explore the process scenario and the questions

Lecturer

Start the same process with same prices and quantities again

Parallel to the process show the stock requirements list.

EXPLAIN the stock/requirements list

First line = blue = real quantities in stockall other lines = what would be if ...

Start: 0 units in stock

Refresh the list after the purchase order

Refresh the list after Goods Receipt

2500 in stockDynamic List!!! No history

Attendees

The attendees repeat the purchasing process with the stock/requirements list, with the same data (seescenario, 2,500 Units > 22.90 ZAR)

Use the SAP instructions "Display Data"

Day 2

Talk about the whole sales process. Advise that the process in the scenario will start from the customer order. Enquiry and Quotation are not shown.

Let the attendees explore the sales process.

Open the control exercise. Show the "Customer Order Document" Tab. We want to process this customer order in the SAP system.

Process the customer order in the SAP system

Lecturer

Attendees

Lecturer

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 importantto find the customer order later, because the customer will send us this number.

Date when thematerial has tobe delivered.Don't change it inthis process.

Press Enter. The following message should be seen. When you display a purchase order (Transaction Code VA03) youwill see the following screen.

If a customer callsus, we will ask forthe Number ofthe customer order(from the customer side it is a purchase order)

button to show conditions

net purchase price 22,90sales quantitycost of sales

2.500,0057.250,00

price sales (net)sales totalProfit/Margin (Gross)

38,9097.250,0040.000,00

EXPLAIN

cost of sales = quantity (sales) * net purchase priceProfit/Margin (Gross) = sales total - cost of salesSave the customer order

Display the customer order

=

First step of the process

Open a new session and display the customer order.

In this case you see two lines. For the date of the first line (Req. deliv. date) the confirmed quantity = 0First 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.

double click on this date

Before you create the outbound delivery check the scheduling

Use the link: Simple sales process > Control Exercise > Delivery Scheduling tab Read the text!!!

Customizing

Use the link "System basics" > Adjust TemplatesLecturer shows how the columns of the items of the customer order can be re-arranged.

The attendees should re-arrange the colums, especially the storage location.

Example

Attendees

Create a sales order with the date of the scenario

Attendees

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 lastopportunity to enter the storage location

Save

check status bar

Lecturer

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.

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. Soone 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 staffin the warehouse. They pick the material as it is shown on the transfer order.

SAVE 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 button "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 purchase price 22,90sales quantitycost of sales

2.500,0057.250,00

price sales (net)sales totalProfit/Margin (Gro

38,9097.250,0040.000,00

The cost of sales is posted (Profit and Loss Account)Check quantity in stock.

show in an extra session the conditions of the sales order

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

Open the customer order and show the document flow

Not cleared means not paid

Mark the accounting document and click on the button "Display Document"

You see the posting

EXPLAIN the principle to convert the forms:

Customer Order > Quantity and Price

Goods Issue

Quantity

InvoiceQuantity

Price

Post incoming payment

price sales (net) 38,90Quantiy 2.500,00

97.250,00Tax 14 %

2 % cash discount

13.615,00110.865,00

2.217,30108.647,70

SAVE

Open the customer order and display the document flow

The sales process is complete

Show the line items:

show all items

DZ = PaymentRV = Invoice

Double click

Attendees

The attendees complete the sales process

Lecturer

Explain the following slides:

Posting No. 4

Posting No. 5

Posting No. 1

Posting No. 2

Posting No. 3

Slide 1

1. Trad Goods 57250

Clearing Account

Vendor liabilities

2. Clearing Account and input Tax 65265

2. Vendor liabilities 57250

Input Tax

2. Vendor liabilities 8015

Bank

3. Vendor liabilities 63959.70

Discount received

3. Vendor liabilities 1145

3. Bank/Discount/Tax 65265

3. Vendor liabilities 160.30(correction cash discount)

Trading Goods

2. wks2v-34 652651. Clearing Account 57250

Profit and Loss

4. Profit and Loss 57250

4. Trading Goodscost of sales 57250

Customer receivables

5. Profit and Losssales 110865 5. Customer receivables 97250

972505725040000 Profit Margin

(open customer orderconditions and showthe same amount)

Outpur Tax

5. Cust. receivable 13615

The cash discount is not posted yet. It will be posted after period-end closing!

Slide 2

Attendees

Use the reports (sales) in the scenario:

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

salescost of sales

972505725040000 Remind: sales order

conditions

open the sales order andshow conditions

Advise the attendees: PLEASE don't save reports. Confirm no!!!

quantity priceon stockbuy

100800

23

total200

2400

Averagesaleon stock

9002,88888889

400500 2,89

2600

1445buy

Average

5001000

1,5

2,195

7502195

The (cost) price (cost of sales) is a moving average price

on stockbuy

quantity price100800

23

buy

Average

5001400

1,5

2,39285714

total200

2400750

3350

Average Moving Average

The moving average price can be found in the material master data:

Material masterdata

DAY 3

Reports Sales processRepeat Sales process Use the datango instructions to report

Post material without purchase order and goods receipt (no posting in the accounting system).

SAVE

Attendees

Maybe repeat the sales process. If material is needed in stock for presentation only, please see the following instruction (for Lecturers only):

Control Exercise 1

Explain the two different types of discount (we are not talking about cash discount).Header discount (SAP language) Preferential Discount = for all itemsLine Item discount for one item/material

Show an invoice for example (scenario >Purchas. Proc. with Conditions > control exercise > Invoice Paper Ltd.):

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

Explain (use the scenario: Quotation tab, conditions (control exercise), enter the Info Record and Source List into the system and show the effect in apurchase order.

Lecturer

Gross price - Item Discount = Net Price Net Price - Preferential Discount + tax = Bank transfer amount

Explain: The discounts will be taken from the master data andwill not entered into the system manually. It is possible to enter/override the discounts manually (but later).

VERY IMPORTANT NOTICE: THE SOURCE LISTS VALID DATE FROM HAS TO BE EARLIER THAN THE CURRENT DATE!

Discountsfrom themaster data.These discountswill be enteredautomaticaly afterthe master dataare maintained(see datangoinstructions)

Header Discount (all items)

Item Discount (only one item)(combination of Vendor and Material)

RA00

RL01

Discounts(manually)These discountshave to be enteredmanually inthe purchaseorder(see datangoinstructions)

Header Discount (all items)

Item Discount (only one item)(combination of Vendor and Material)

RA01

RG01

Lecturer

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). Usethe datango instructions to show how it works.

to enter discounts manually

Explain again:Info Record: for the combination of a material and a vendor onlyVendor discount: for the vendor only

Attendees

Create the purchase orderControl Exercise No. 3

Day 4

Attendees

Check how much material is on stock.Sell all material (sales process until posting Goods issue)Check material again (stock should be 0)

Material requirements planning (MRP)

Attendees

Check how much material is in stock.Sell all material (sales process until posting Goods issue)Check material again (stock should be 0)

Attendees

Read the scenario (Learning Scenario and Control Exercise > "Example for MRP scheduling" tab

Lecturer

Show the process of MRPThe master data are entered: Info Record, Source List.

Show how much material is in stock. Transaction: MMBE

0 in stock

Create a sales order: 1000 Units > R 40.00

Show the availability check, explain what to do

always usethis check.Part timedelivery 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 followingbutton:

Open in 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

Two easy possibilities:

1.

1. Enter themissed data(don't enterthe purchasegroup!!!)

2. execute

click on thisline

Enter purchase group(always 001)

The purchase order is complete and can be saved (but don't do it, show the second possibility).

click on "Adopt" button or drag and drop the item on the basket

2.

Open the stock/requirements list

double click on the number of the purchase requisition

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 itemRemember: 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)

Enter Master Data into the SAP system

Use the datango instructions.Vendor and Customer are easy to create

you will find in all items "Check xxx Master DataOpen the Link and explain it

Explanation for material master data.Show one time how the material master data can be entered.

Explain the views

The marked views will be shown later as tabs.

Show that the tabs can be changed with theEnter key or with the list button

Explain that a check in an empty field means that thisis a "must" field. Data have to be entered in this field,otherwise the view cannot be changed.

open the link and show how master data are steering the processes.

AttendeesEnter all master data and run a complete process cycle (purchasing and sales).

DAY 5

All Reports (purchasing and sales)Information Systems

Scenario PurchasingprocessReports

Scenario, simple purchasing processSAP instructions, display

Scenario, simple sales processSAP instructions, display

Scenario Sales processReports

Organizational structureExplain the assignment again. See Scenario > Organizational Design > Control Exercise > Assignment Overview tab

For example

Company Code = Accounting systemOne 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 OfficeLondon

Branch 1Bristol

no legal entity

Branch 2Birmingham

no legal entity

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