Table of Contents · 2005-09-21 · Part IV: Transactions for Sales 1. List of Sales Orders (VA05) 20 2. Display Customer Sales (VD03) 23 3. Display Billing Documents (VF03) 26 4.

5/30/2002 Sales SAP Instruction Manual 1

Table of Contents

Part I: Introduction 2 What is SAP? 3 The SAP Company 3 Benefits of using SAP 4

Part II: Getting Started 5 Log On to Workplace 7 Log off of Workplace 10

Part III: SAP Basics SAP Window 10 Standard Toolbar Icons 11 Navigating through the Keyboard 14 Steps in a Typical Task 15 Typing Data into an Input Field 16 Terminology Changes (from Legacy to SAP) 17 SAP Terminology 17 Identification Numbers for Mikasa 19

Part IV: Transactions for Sales

1. List of Sales Orders (VA05) 20 2. Display Customer Sales (VD03) 23 3. Display Billing Documents (VF03) 26 4. Display Outbound Delivery (VL03N) 28 5. ZRSD Article Summary Report (ZARTSUM) 29 6. Back Order/Future by Article (ZBOFUT) 30 7. SD EDI Summary Report (ZEDI) 32 8. Open Orders Report (ZSD00) 33 9. ZRSD Stock Status Report (ZSTKSTA) 36 10. Display Sales Order (ZVA03) 38


Introduction

Mikasa has reached another milestone in its history as we go from a Legacy software system, used for the past 20 years, to the SAP system, which will serve as a platform for the future growth of our Company.

The primary reason for changing to SAP is to provide a common business system throughout Mikasa that will:

• Improve Inventory Control/Management • Enable more effective use of our resources • Support the growth of our business • Leverage administration costs

Most likely, you have heard a lot about SAP and have wondered what it is and how it will effect you and your work. The information that follows will:

• Explain what SAP is and its benefits • Demonstrate basic operating procedures • Define new SAP terminology • Introduce new SAP screens and their functions • Answer frequently asked questions

While customizing SAP for Mikasa has taken years of hard work by many people throughout the company, the SAP screens that will replace the AS400 screens you currently work with will be easy to learn and use.


What is SAP? SAP stands for Systems, Application and Products in data processing.

Mikasa is utilizing SAP’s R/3, which is a fully integrated software system composed of modules that connect all areas of the company at the same time. Among other characteristics, the R/3 provides up-to-date information. This is referred to as real time data. The R/3 is rich in functionality, highly secure, offers tight integration across functions (departments), and provides minimum data redundancy and maximum data consistency.

The SAP Company SAP is the third-largest software company in the world. Founded in 1972 by five former IBM systems engineers, SAP is the world’s largest provider of inter-enterprise applications. Through SAP, people in businesses around the globe are improving relationships with customers and partners, streamlining operations, meeting or exceeding their business goals and achieving significant efficiencies throughout their supply chains.

Companies of all sizes, including more than half of the world’s top 500 companies, use SAP software. Today, more than 15,000 businesses in more than 120 countries run more than 36,000 installations of SAP software, more than one million users.

Customers using SAP software to increase their competitiveness and efficiency include Colgate Palmolive Co., CompUSA, Fiat SPA, The Gillette Co., Microsoft Corp., Minolta Co. Ltd., Nestles, Mott’s, Philip Morris, Siemens AG, Sony Corp., Telecom Italia SPA and Volkswagen AG. In addition, SAP customers include dot-com companies around the globe, such as barnesandnoble.com.


What Benefits will the SAP system provide Mikasa?

• The benefits expected to accrue from the SAP implementation are:

• Better management of inventory • Reduce inventory balances and stock-outs • Better management and monitoring of suppliers • Better analysis of customer needs • Support a flexible, evolving and responsive business

environment • Eliminate non-value adding activities, such as data entry

duplication • Adoption of best practices where possible • Simple and shortened close, at month and year end • Improved ability to service customers • Reduction in administrative overhead, enabling staff to

concentrate on analysis rather than transactional issues, implying a focus on the present and future as opposed to reconciling and reporting the past

• Provide an integrated solution to the shortfalls of the current systems

• Streamline processes and reduce waste • Support information sharing and access • Simple and easy to use interfaces • Provide a feed of enterprise transaction data to any

future data repositories and decision support tools


Getting Started

SAP needs to be accessed through Workplace program. Workplace needs to be accessed through Internet Explorer.

1. Make an Internet Connection. Make a phone line connection through current internet carrier (i.e., Mindspring)

Internet Explorer Icon on Desktop

2. Open Internet Explorer. Double Click on the Internet Explorer icon, using left click.

3. Open Workplace. Unless Workplace has been set-up as a home page, or kept as a favorite site, type the workplace address in the address field. Type: http://wpp.mikasa.com/scripts/wgate/sapwp/! Then hit Enter.

Make Workplace the Internet Explorer Home Page

It is recommended that Mikasa SAP Workplace is the Opening-Home page when Internet Explorer is opened from the computor’s desktop. To complete this one time set-up:

1. Connect to the Internet (i.e., mindspring) 2. Click 0n Internet Explorer to open 3. Type in the workplace address –

http://wpp.mikasa.com/scripts/wgate/sapwp/! And then hit enter 4. Click on Tools, located at the top of the screen 5. Click on Internet Options, from the drop down menu 6. Under the General tab, under Home Page, click Use Current.


User Name and Password must be in lower case.

4. Type user name. On the Check Point screen, in the white space (field) provided next to the word User name, type in the User ID provided by Mikasa.

Write the User ID in the space provided for future reference ____________________

Note: When the keyboard key labeled Tab is hit, the cursor will move to the next field.

5. Type in Password. In the field provided, type in the Password provided by Mikasa. Write the Password in the space provided for future reference ____________________

Note: The password will be hidden as it is typed, only asterisks can be seen.

6. Click OK. When the screen of User authentication appears, click OK.


Log On to SAP Workplace

User ID

Password

Log On

1. Type in User ID. In the white space (field) provided next to the word User, type in the User ID provided by Mikasa

a. Write the User ID in the space provided for future reference ____________________

Note: TheTab key can be used to move between fields

2. Type in Password. In the field provided, type in the Password provided by Mikasa

a. Write the Password in the space provided for future reference ____________________

Note: The password will be hidden as it is typed, only asterisks can be seen.

3. Confirm client number and language. Confirm that client # is 920 and the language is English. (Not 900 as shown above)

4. Click Log On. Point cursor to the words Log On, and then click.


Role

US Sales Force

Note: The Welcome page in Workplace is referred to as the Start Page.

5. Click on US Sales Force. On the Start page, under the drop down menu under the word Roles, click on US Sales Force.

US Sales Menu

6. Click on US Sales Menu. Under US Sales Force, click on the words US Sales Menu.


7. Select desired screen. Under the words US Sales Menu, select the desired transaction screen from the drop down menu.

For an overview of each transaction (screen), see the Transactions for Sales section, starting on page 20 of these Instructions.

Regardless of the screens used, the SAP Basics section that follows provides an overview to working with SAP system-wide.

Note: If the screen is not fully visible, the screen can be enlarged by placing the cursor on this line, then dragging the mouse to the left so that the scroll bar on the right hand-side of the screen can be seen.


Log Off Workplace

8. Log off of Workplace. At the end of the day’s transaction, click log off icon.

SAP Basics

The SAP Window

The SAP window is the user interface to the SAP System.


The Standard Toolbar

The standard toolbar contains buttons for performing common actions such as Save and Enter.

The functions assigned to the standard toolbar are listed below. However, if you hold your cursor over the icon for a few seconds, a short description of the icon function will appear.

Button Name Function

Enter Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work.

Command field

Allows you to enter commands, such as transaction codes.

Save Saves your work. Same function as Save in the Edit menu.


Back Returns you to the previous

screen without saving your data. If there are required fields on the screen, these fields must be completed first.

Note: To avoid losing information, do not use the Internet Explorer Back arrow, only use SAP Workplace back arrow.

Exit Exits the current function

without saving. Returns you to the initial screen or main menu screen.

Cancel Exits the current task without

saving. Same function as Cancel in the Edit menu.

Print Prints data from the current

screen only.

Find Searches for data required in

the current screen.

Find next Performs an extended search

for data required in the current screen.

First page Scrolls to the first page. Same

function as the CTRL + Page Up


keys.

Previous page

Scrolls to the previous page. Same function as the Page Up key.

Next page Scrolls to the next page. Same

function as the Page Down key.

Last page Scrolls to the last page. Same

function as the CTRL + Page Up key.

Create shortcut

Allows you to create a desktop shortcut to any SAP report, transaction, or task if you are working with a Windows (32-bit) operating system.

F1 Help Provides help on the field

where the cursor is positioned.

Layout menu

Allows you to customize the display options.

Depending on your actions as you work with the SAP System, you may also see an icon that looks like a ball will pop-up to the right of a field once it is highlighted. Clicking on that icon, a drop down menu will appear offering choices to be selected to complete that particular field.


Navigating Through with the Keyboard In addition to using the mouse, you can also use the following key combinations to navigate through the screens:

Key combination

Result

Moves the cursor to the left or right

Moves the cursor up and down

Alt+PageDown Scrolls one screen to the left

Alt+PageUp Scrolls one screen to the right

Ctrl+C, Ctrl+Insert

Copies marked text to the clipboard

Ctrl+PageDown Scrolls to the last line

Ctrl+PageUp Scrolls to the first line

Ctrl+Tab Toggles between the list and command field

Ctrl+X, Ctrl+Delete

Deletes marked text and copies it to the clipboard

Ctrl+Y Switches to the highlight mode, which lets you highlight sections of the screen

End Scrolls to the last column

F1 Help

F2 Chooses an entry


F4 Information on values you can enter

Home Scrolls to the first column

PgDn Scrolls forward one screen

PgUp Scrolls back one screen

Shift+Tab Moves to the previous input field

Tab Moves to the next input field

Steps in a Typical Task?

In the SAP System, a task consists of one or more screens on which you enter data. Some typical tasks might be creating a special orders, or check availability of pattern/comps in the warehouse. To perform a task in the SAP System, you typically:

1. Select the task that you will be doing, i.e., checking for product.

2. Enter data on the initial screen of your task.

Each screen contains input fields in which you enter data. Some fields require entries and others do not.

3. Go to the next screen.

When you go to the next screen, the SAP System temporarily holds the data you have just entered.

4. Enter data on the next screen of your task, you can:


• Return to previous screens to make changes • Skip screens that are not required • Go to a related task to get information or to complete

additional screens

5. Repeat steps 3 and 4 until all the screens that make up your task are completed.

6. Save your data for the entire task. The system saves the data from all the screens you have completed.

Typing Data into an Input Field

1. Click anywhere in the empty input field, the cursor jumps to the beginning of the field.

2. Type in the data. If the data fills the input field, the cursor automatically moves to the next input field. Otherwise, the cursor remains in the input field until you press the TAB key to move it or you click another input field


Terminology Changes

The following charts shows changes in terminology from the legacy system to the R/3 SAP system.

LEGACY SAP Factory Vendor Inventory Manager Purchasing Group (PO’s) or

Stock Planner (replenishment) Open to Sell Available to buy Pattern Master Pattern or Pattern Pattern-Comp Article or Material “Print Screen” “Hardcopy” Product Class Merchandise Category Retail Product Group Department, Purchasing Group or

Stock Replenishment Screen Transaction Store Site Warehouse DC SAP Terminology Billing Document An invoice or financial posting resulting

from a material (product) movement BPP Instructions BW Business Warehouse: information

storage and reporting system Company Code Financial entity (i.e., Mikasa USA or

Mikasa Canada) Delivery (outbound) A document given to the DC from the


SAP system to instruct them to pick and ship product. (In legacy system this document was referred to as a pick ticket or bill of lading)

Distribution Channel Section of a Sales Organization (i.e., Retail)

FI Finance and Accounting Legacy System before SAP (AS400) MM Materials Management (Inventory

Control) Network IT group that runs the PC system PkMS Warehouse Management System POS Point of Sale System (Store Cash

Registers) Profit Center Section of a distribution channels that

has sales and profit (e.g., a retail store)

Purchase Order (PO) An order we place with an external supplier (i.e. one of our factories) so we can buy merchandise

Purchasing Organization

Buying entity (Mikasa)

R/3 SAP system that replaces AS400 Sales Order (SO) Wholesale Customer Order or Retail

Special Order Sales Organization Business entity (i.e., Mikasa USA or

Mikasa Canada) SD Sales and Distribution Stock Transport Order (STO)

An order for product placed internally (Between a warehouse and store or between warehouses)


Identification Numbers for Mikasa Mikasa USA Mikasa Canada Company Code/ Sales Organization

0150 5000

Distribution Channels: 1. DC 10 20 2. Retail 15 25 3. Wholesale 11 21

Distribution Centers: 1. Charleston, South Carolina

2. Markham Canada

9996

-----

9997


Transactions for Sales

1. Transaction: (VA05- list of sales orders) Under your User Menu, click once to hi-light List of Sales Order VA05, now you can double click to access this transaction.


The following screen will appear…

Enter the customer account number, the article number and P/O number if known, the time peroid you wish to view (date from … to…) See diagram below:


Click on the green check to enter, and the information should appear as follows:

The screen contains a lot of information. More information can be viewed by holding your right arrow and dragging right. The information can also be sorted by column for easy viewing….. To sort hi-light the colum you wish to sort by, then click on the sort icon . See diagram below.

Sort icon


2. TRANSACTION VD03 – (Display Customer)

• Enter the customer account number if known (as shown above) • Enter the sales organization (always 0150 for Mikasa USA) • Enter the Distribution Channel (usually 11 wholesale-USA) or you

may search by Customer name with the help of an asterisk * which is considered a wild card in SAP. (See example below)

• Double click on the drop down icon.


• Enter the first three or four letters of the account name as

seen below.

• Click on the green check to enter. Up to 500 accounts

starting with the prefix, “Mac” will be displayed…. You may use the binoculars to narrow your search. See diagram.

You may enter the account name

To execute your search, click on the account should be

displayed first as seen below.


Click on the check icon to populate the field… once the field is

populated Hit enter or click on the green check to continue…

You may now view all of the ship to associated with Macy’s East.


” Very Important” remember to scroll up, down and across for

additional information.

3. Transaction: VF03 – DISPLAY BILLING DOCUMENT Enter the invoice number as seen below, hit enter or click on the

green check to enter


You may also use the drop down menu to locate the billing document by date, customer name etc.

The details of the shipment associated with the invoice number will

be displayed. See diagram below.

*NOTE: Do not hit search unless you know all the data to fill in the required

fields. Once you hit search to continue, the system will ask for a company code, document number, etc.


4. Transaction: VL03N (Display Outbound Delivery)

Enter the delivery number as seen below…

Hit enter or click on the green check to enter and continue… The order allocated to the delivery number will be displayed.

Remember to scroll right for additional information…


5. Transaction: ZARTSUM (Article Summary Report)

To access a particular item in Garden Harvest the following must be entered.

1. Site if known (if not, use the drop down menu) – usually 9996 Mikasa DC-South Carolina

2. Article (pattern and comp combined)

Once completed as seen (see diagram A1) hit the execute icon to enter.

Details pertaining to the particular item will be displayed (see Diagram A2 & A3).

View: Stock free on hand

Selling cost Master Pack UPC code

A1.


A2.

A3.

To view all *Garden Harvest*, go back and enter the pattern name. 6. Transaction: ZBOFUT (Backorder/Future by

Article) This transaction require the following fields to be filled in, to accurately access the information required (do not rely on default)

1. Article (pattern and comp) 2. Sales Org. (always 150 for USA) 3. Distribution Channel (always 11-Wholesale USA) 4. Site (9996 DC- South Carolina)


Once the four steps are completed (see diagram B1), hit the execute icon or F8 to enter. View:

• Incoming vessel/PO number (helpful if you have a special order placed with a factory)

• Incoming Quantities • Run total • Priority status (see Diagram B2)

B1.


B2.

Scroll right, up/down for additional details. 7. Transaction: ZEDI (EDI Summary Report) To view a specific EDI Order, three of the first four fields of

this transaction must be filled in. 1. Sales Org. (always 150) 2. Distribution Channel (always 11-wholesale USA) – you may also

use the drop down menu to access. 3. Purchase order number (see Diagram C1)


To view all pending EDI orders for a particular account, fill in the first three fields.

1. Sales Org. 2. Distribution Channel 3. Sold To (see Diagram C2)

Once completed, execute to view similar information seen in (see Diagram C3). C1.


C2.

C3.

Again, scroll up/down, right/left for additional details.


8. Transaction: ZSDOO (Open Orders Report) Options are available to view this transaction… To view a specific order: Enter the Sales Document number, if known or Purchase order

number 1. Sales Organization (always 150 USA) 2. Distribution Channel (11 Wholesale US)-(see Diagram D1)

To view all open orders as a salesperson

1. Enter the Salesperson number e.g. S052 (see Diagram D2) All open orders for salesperson S052 will be displayed. To view orders for an account with multiple ship to or DC’s, enter the account number and the ship to extension. D1

D2


9. Transaction: ZSTKSTA (ZRSD-Stock Status Report)

As outlined in transaction ZARTSUM… To access a particular item in Garden Harvest the following must be

entered. • Site if known (if not, use the drop down menu) • Article (pattern and comp combined) (see Diagram E1)

To access all Garden Harvest, enter the master pattern number (see Diagram E2) Details such as quantity “Free on Hand” and incoming stock for up to 1 year can

be viewed. (see Diagram E3) E1.


E2.

E3.


Scroll up/Down, left/right for additional data.

10. Transaction: ZVA03 (Display Sales Order) Enter the sales order number if known (see Diagram F1) If not, fill in any of the additional fields. Once the desired choice is entered, click search to continue to get an overview of the specific order. (See Diagram F2)


F1.

F2.


Additional Helpful Hint: If you are in a Transaction and want to go directly to another Transaction, and know the Transaction Number …… Enter /n before the Transaction number. This will bring you to that Transaction.

FYI- Other Reports that will be available:

Business Warehouse Report (BW) EDI Summary Distribution Report (ZEDIDIST)