·Process Overview

Learning ObjectiveUnderstand and perform an integrated order-to-cash cycle.

ScenarioIn order to process a complete order-to-cash process you will take on different roles within the GBI company, e.g. sales agent, warehouse worker, accounting clerk. Overall, you will be working in the Sales and Distribution (SD), the Materials Management (MM) and the Financial Accounting (FI) departments.

Employees involvedDavid Lopez (East Rep. Miami)

Maria Diaz (Sales Person 1)

Matthias Dosch (Sales Person 2)

Sandeep Das (Warehouse Supervisor)

Sergey Petrov (Warehouse Employee)

Stephanie Bernard (Billing Clerk)

Jamie Shamblin (Cost Accountant)

Time120 min

You start the sales order process by creating a new customer (The Bike Zone) in Orlando. Then, you receive an inquiry which you will process into a quotation. Once the quotation is accepted by the customer you create a sales order referencing the quotation. As you will have enough bikes in stock, you deliver the products sold to your customer, create an invoice and receive the payment.

The graphic below displays the complete process (17 tasks).

Table of Contents

Process Overview

Step 1: Create New Customer

Step 2: Create Contact Person for Customer

Step 3: Change Customer

Step 4: Create Customer Inquiry

Step 5: Create Customer Quotation

Step 6: Create Sales Order Referencing a Quotation

Step 7: Check Stock Status

Step 8: Display Sales Order

Step 9: Start Delivery Process

Step 10: Check Stock Status

Step 11: Check Outbound Delivery Status

Step 12: Post Goods Issue

Step 13: Check Stock Status

Step 14: Create Invoice for Customer

Step 15: Display Billing Document and Customer Invoice

Step 16: Post Receipt of Customer Payment

Step 17: Review Document Flow

Learning Snacks

Logging on to SAP S4/HANA usingFiori:

Launch a web browser and use the link below to log in.

http://harley.ucc.uwm.edu/fiori

Change client from 000 to 544.

Remember to use the three digit number assigned to you in place of XXX throughout these exercises.

·Step 2: Create Contact Person for Customer

TaskCreate a contact person for a customer.

Short DescriptionUse the SAP Fiori Launchpad to create a contact person.

Name (Position)Maria Diaz (Sales Person 1)

Time10 min

Now that we have created the master data for our new customer,The Bike Zone,we can create the master data for a contact person. A contact person is an employee/representative of the new customer’s company. The contact person defines a specific person to communicate with when dealing with The Bike Zone.

To create a contact person, use again the appMaintain Business Partner.

Fiori App

In theCreate Business Partnerscreen choose.

Person

In the drop down menuCreate in BP rolechooseContact Person. In the pop-upChange to another BP role in create modechoose.

Enter Title,andyour own first name and last name. Enter ### as Search Term. Further enterENfor Correspondence lang. andUSfor country.

Check with the screen below and click on the button.

Contact Person

Title

First name

Last name

###

EN

US

Your contact person will be given a unique number.

Contact person number:______________

Click on the home iconto return to the Fiori Launchpad overview.

·Step 3: Change Customer

TaskChange a customer.

Short DescriptionUse the SAP Fiori Launchpad to change a customer.

Name (Position)Maria Diaz(Sales Person 1)

Time5 min

The contact person created for The Bike Zone needs to be assigned as a business partner within the customer master.

To assign your new customer with the contact person you created in the step before, use the appCreate BP relationship.

Fiori App

In the field Relationship Category use theF4helpor click on the search icon. Select thereHas Contact Person.

F4

Has Contact Person

Confirm with.

In the field Business Partner 1 search for your Customer you created in the first step.Click on the search icon or use theF4 help. Navigate to thePartner, Generaltab. EnterThe Bike Zonefor Name1/last name andyour three digital numbers ###for the Search term 1 field and confirm with Enter or.

F4

The Bike Zone

###

You will get the following overview.

Customer Master Screen Shot 1:Take a screenshot of the Partners, General Tab to paste on your Assignment Answer Sheet.

Select your entry and confirm with.

Back in theCreate BP relationship: Initial screen,click again on the search icon or use theF4 helpin the field Business partner 2.

In thePartners, Generaltab, enter yourlast nameandyour three digital numbers ###for the Search term 1 field and confirm with Enter or.

F4

Last Name

###

Select your line and choose.

Back in theCreate BP Relationship: Initial Screenenter01/01/2019for Valid from and12/31/9999for Valid to and click on.

XXXXXXXXXX

XXXXXXXXXX

In the following screen enter1for VIP (Managing Director),0002for Department (Purchasing) and0002for Function (Purchasing Manager). Choose.

1

0002

0002

In the tab Sales and Distribution Data choose again.

In the pop up chooseYesto save your entries. You will get the following success message.

Choose Save.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 4: Create Customer Inquiry

TaskCreate a customer inquiry.

Short DescriptionUse the SAP Launchpad to create a customer inquiry.

Name (Position)Matthias Dosch (Sales Person 2)

Time10 min

Now we will enter an inquiry from our new customer, The Bike Zone. An inquiry is a customer’s request to be provided with sales information without obligation. An inquiry can relate to materials or services, conditions, and if necessary delivery dates.

To create an inquiry, use the appCreate Inquiry.

Fiori App

This will produce the following screen.

Enter the following information:INfor Inquiry Type,UE00for Sales Organization,WHfor Distribution Channel andBIfor Division. Then click on. This will produce the following screen.

IN

UE00

WH

BI

Click on the Sold-To Party field, then click on the search icon, which will bring up the following search screen.

Because you have defined a search term when we created our new customer, we can now use it to find your The Bike Zone.

Click on the Customers (general) tab, enter###for search term andOrlandofor City. Then, click on.This will produce the new customer.

###

Orlando

Double-click on The Bike Zone to select it. Fill in the same number for theShip-To Party.

Enter###for Cust. Reference,today’s datefor the Customer Reference Date (F4, then Enter),today’s datefor the Valid from date (F4, then Enter) and a dateone month from todayfor the Valid to date (F4, then select the date).

###

today’s date

one month from today

The Bike Zone wants prices on two products – the Deluxe Touring Bike (black) and the Professional Touring Bike (black). To find these products, we need to use the search function. Click on the material field, then click on the search icon. Make sure you are on theSales material by descriptiontab. You can find them by using.

On the Sales material by description tab, enter Sales OrganizationUE00, Distribution ChannelWHand Material*###(e.g. *005 if your number is 005). Then click onto get the list of bicycles.

UE00

WH

*###

Double-click on theDeluxe Touring Bike (black)to select it and enter an order quantity of5pieces.

DXTR1###

5

Repeatthe process to enter a quantity of2of theProfessional Touring Bike (black). PressEnteron the keyboardto determine the price for this order.

PRTR1###

2

The total price for these 7 bikes to The Bike Zone is $21,400.00, which is given by the net value. The Expected Order Value ($6, XXXXXXXXXXis a calculated value which takes the net value of the order and multiplies it by the probability of having an inquiry from this customer turn into an actual order. Select both itemsand choose Item conditions. There choose the tabSales A.

The order probability of 30% is the default value that was set for GBI for inquiry documents. The expected order value is then 0.30 x $21,400.00 = $6, XXXXXXXXXXWe can change the order probability for an inquiry, which makes sense as different customer inquiries would have different probabilities of becoming an actual sales order.

Change the Order Probabilities to70%, then choose Next Itemto get to PRTR1###. There change again the Order Probabilities to70%.to update the inquiry andand go back to the overview screen. Note the new Expect.ord.val of $14,980.00.

70

Furthermore, you can check the availability of your material. Therefore, select your itemand click on Display availability.

How many bikes of you PRTR1### are available?

_____________________

Chooseto go back to the overview screen. Click onto save the inquiry. The SAP system will assign a unique number to the inquiry.

Inquiry number:
______________

Click on the home iconto return to the Fiori Launchpad overview.

·Step 5: Create Customer Quotation

TaskCreate a customer quotation.

Short DescriptionUse the SAP Launchpad to create a customer quotation.

Name (Position)David Lopez (East Rep. Miami)

Time10 min

An inquiry presents the terms (price, delivery schedule) to a customer considering a purchase. A quotation is similar, except that it is a legally binding offer for delivering the requested product or services.

The Bike Zone would like a firm quote for the items in the inquiry created before. We can do this easily by copying the details from the inquiry into the new quotation.

To do this, use the appManage Sales Quotations.

Fiori App

Click on.

EnterQTfor Quotation Type, then click on Create with Reference.This will produce the following screen.

QT

Make sure theInquirytab is selected, click on theInquiryfield, then on the search icon. This will produce the following search window.

In theSales document according to customer PO numbertab, enter your Purchase Order No. (###), then click on. This will produce a list with the inquiry for The Bike Zone.

###

Double-click on the inquiry to select it, and the inquiry number will be copied in the Create with Referencewindow.

Click on thebutton to copy information from the inquiry into the quotation screen.

Enter###as Customer Reference number again,today’s datefor the Customer Ref. Date, a dateone month from todayfor the Valid to date, and a dateone month from todayfor the Required Delivery date.Then pressEnteron the keyboard, which will produce the following warning.

###

today’s date

one month from today

one month from today

If the warning shows up in a pop up close the warning message. Again, pressEnteron the keyboard. This will produce an information message.

Click on Continue to acknowledge this information.

To encourage The Bike Zone to become a loyal customer, you have been authorized to give a $50.00 discount on each Deluxe Touring bike, as well as a 5% discount on the entire order.

To add the $50.00, select the Deluxe Touring bike line in the order, then click on the Item conditions icon. You will get a screen that shows the pricing details for your Deluxe Touring Bike.

In SAP, pricing is done using conditions. The pricing procedure defines which condition types are to be used to calculate the final price. Condition type PR00is a gross price condition. To add a discount, we can enter CnTy (condition type)K004(MaterialDiscount) with an amount of50to the pricing procedure.

K004

50

After clickingEnteron the keyboard, a new price for the 5 Deluxe Touring bikes will be calculated.

Note that the discount is now applied to the order. Click on the back iconto return to the main quotation screen.

To apply a 5% discount to the entire order, follow the pull-down menu path:

More►Go to►Header►Conditions

To apply the 5% discount, enter CnTy (condition type)RA00(Net Discount) with an amount of5, then pressEnteron the keyboard. Note that the price does not yet include the 5% discount.

RA00

5

To include the 5% discount, click on the activate icon.

The 5% discount is now applied. Note that it is applied to the priceafterthe $50 discount per Deluxe Touring bike.

What is the difference between the first and the second discount regarding the DXTR1### and PRTR1###?

____________________________________________________

____________________________________________________

Click onto save the new quotation.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 6: Create Sales Order Referencing a Quotation

TaskCreate a sales order with reference to a quotation.

Short DescriptionUse the SAP Fiori Launchpad to create a sales order.

Name (Position)David Lopez (East Rep. Miami)

Time10 min

The Bike Zone has agreed to the terms and conditions in the quotation and wants to order the bikes in the quotation. As a result, we can simplify the order creation process by copying the quotation into a sales order.

To create a sales order, use the appManage Sales Order.

The app Manage Sales Order is a dynamic app. In this case, the app shows a 3. That means that GBI has three different sales orders. The number you see depends on the tasks you and your class have created previously.

Fiori App

In the screenManage Sales Ordersyou can display all Sales Orders from GBI. Therefore, just choose.

We want to create a new sales order. Therefore, click on the button.

Enter Order TypeOR. The other fields do not necessarily need to be filled.

OR

Then, click on theicon. This will produce the following pop-up search window.

Make sure that theQuotationtab is selected, click on the Quotation field, then on the search icon.

On the following search window, make sure you select theSales document according to customer PO numbertab, enter###for Purchase Order Number, then click on.

###

After double-clicking on the quotation, the number for the quotation will be entered into the Create with Reference window.

With the Quotation number entered, click on theicon to copy the information from the quotation into the sales order screen.

Enter###for Cust. Reference andtoday’s date(F4, then Enter) for the Cust. Ref.Date. Note that the Req.deliv.date is copied from the quotation. Click onto save the sales order. The SAP system will assign a sales order number.

###

today’s date

Click on the home iconto return to the Fiori Launchpad overview.

Back in the Fiori Launchpad look hat the Manage Sales Orders app. You will see, that you have now one more sales order.

·Step 7: Check Stock Status

TaskCheck the inventory.

Short DescriptionUse the SAP Launchpad to check the stock status.

Name (Position)David Lopez (East Rep. Miami)

Time5 min

We can check on the inventory level of the bikes in the sales order for The Bike Zone. To do this,use the appDisplay Stock Overview.

Fiori App

To find the material number for your bikes, click on the Material field, then click on the search icon.

Select the tab Sales material by descriptionby clicking on. EnterUE00for Sales Organization,WHfor Distribution Channel and Material *### (e.g. *002 if your number is 002). Then click the enter iconto find the list of materials.

UE00

WH

*###

Double-click on the Deluxe Touring Bike (black) to select it.

With the material number entered from the search list, enterMI00for Plant. Then click on the execute iconto look at the stock level.

MI00

This report gives stock levels for the DC in Miami.

You can get more detail on the stock of black Deluxe Touring bikes. Select the Miami DC, then click on theicon. This will give you very specific information about the inventory of black Deluxe Touring bikes.

Note the 5 bikes that are part of the sales order. Click on the enter iconto close the Detailed Display window, then click on the back iconto return to the main screen.

Use the search function to enter the material number for the Professional Touring bike (black). Click on the execute iconand review the stock level for this bike.

·Step 8: Display Sales Order

TaskDisplay a sales order.

Short DescriptionUse the SAP Launchpad to display a sales order.

Name (Position)Sandeep Das (Warehouse Supervisor)

Time10 min

With relatively little user input, the sales order for The Bike Zone has been created. The Display Sales Order transaction provides the opportunity to review the order in detail.

To display a sales order,use the appList Sales Order.

Fiori App

This will produce the following screen.

In the field Sold-To Party use theF4help to find your Customer and enter###for Search Term andOrlandofor City. Double click on your Customer. Next, click on.

Customer number

###

Orlando

After double-clicking on your sales order number (Sales document column), this view should be produced.

Standard Order Screenshot 2:Take a screenshot of the Standard Order Overview screen to paste into your Assignment Answer Sheet Document.

Select the Professional Touring bike line item, then click on the display availability iconto explore the stock for this item in detail.

This screen shows how many bikes we have in stock and the order we are displaying will use 2 of these.

ChoosingMoreàScope of checkwill produce the following window.

This screen displays the elements considered when performing the availability check. For example, Incl. purchase orders is selected, which means that a purchase order will be considered as available stock from its receipt date onward.

Click on, then click on the back iconto return to the overview screen.

After selecting the Deluxe Touring bike line and clicking on the item conditions icon, the following screen will be displayed.

The details of the price calculation for the Deluxe Touring bike are displayed. Note the two discounts that were manually applied to this line item.

What is the Internal price of your bike DXTR1####?

_________________________

Click on the home iconto return to the Fiori Launchpad overview.

·Step 9: Start Delivery Process

TaskStart the delivery process.

Short DescriptionUse the SAP Launchpad to start the delivery process.

Name (Position)Sergey Petrov (Warehouse Employee)

Time5 min

To start the process that will fulfill The Bike Zone’s order, we need to create a delivery document. To do this, use the appCreate Outbound Deliveries.

Fiori App

This will produce the following screen.

Use the F4 help in the fieldShip-To Party.

Enter*###in Search field,USin Country field, andThe Bike Zonein Customer Name and choose. Select your customer The Bike Zone and click on.

*###

US

The Bike Zone

In the pull-down menuPlanned Creation DatechooseAlland click on.

All

This will produce the following screen.

Select the Sales Document and click on.

You will see that the sales document is not available anymore.

Click on.

In theAnalyze Delivery Logselect.

This screen shows a unique outbound delivery document number

Outbound deliver document number:
______________

Click on the home iconto return to the Fiori Launchpad overview.

·Step 10: Check Stock Status

TaskCheck the inventory.

Short DescriptionUse theSAP Launchpad to check the stock status.

Name (Position)Sergey Petrov(Warehouse Employee)

Time5 min

To check on the inventory for the bikes in the sales order for The Bike Zone, use the app,Display Stock Overview.

Menu path

This will produce the following screen.

If the Material and Plant fields are not automatically filled in, click on the Material field, then click on the search icon. Use the Sales material by description tab withUE00for Sales Organization,WHfor Distribution Channel and*###for Material. Pick the black Deluxe Touring bike. Then, enterMI00in the Plant field.

UE00

WH

*###

MI00

When the Material and the Plant field are correctly filled (compare with the screenshot above), click on the execute icon. This will produce the following screen.

Select the Miami DC, then click on theicon.

Note that the 5 bikes for The Bike Zone order are now showed asSchd. for delivery. Click on the enter iconto close the Detailed Display window.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 11: Check Outbound Delivery Status

TaskCheck the outbound delivery status.

Short DescriptionUse the SAP Launchpad to check the outbound delivery status.

Name (Position)Sergey Petrov (Warehouse Employee)

Time5 min

To check the outbound delivery status for the sales order from The Bike Zone, use the appOutbound Deliveries.

Fiori App

Choose.

In the pop-up Filters change the Overall Status toAlland click on.

You can see different Deliveries. Please note, that your screen may show more Deliveries.

You can check the status of your delivery. For further information, click on.

In the field Picking Quantity enter5for your material DXTR1### and2for your material PRTR1###.

5

2

Click onnext to your Deluxe Touring Bike. In the screen delivery Item 1 of 2 enterFG00(Finished Goods) for the Storage Location. Confirm with.

FG00

Repeat the steps for your materialPRTR1###. Back in the screen Pick Outbound Delivery click on.

FG00

You should get the following message.

Now, the system will be ready to book the goods issue.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 12: Post Goods Issue

TaskPost a goods issue.

Short DescriptionUse the SAP Launchpad to post a goods issue.

Name (Position)Sandeep Das(Warehouse Supervisor)

Time5 min

To post the goods issue (change the possession of the material from GBI to The Bike Zone), use the appOutbound Deliveries.

Fiori App

This will produce the following screen.

If you do not find your Outbound Delivery document number, you can search for your document using theF4help in the fieldShip-To Party.Enter*###in the fieldSearchandOrlandoasCityand press.

Select your delivery.

*###

Orlando

Press.

If the Goods Issue window pop-up, entertodayas actual GI date for the selected delivery and press.

today

You will receive the following message:.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 13: Check Stock Status

TaskCheck the inventory.

Short DescriptionUse the SAP Launchpad to check the stock status.

Name (Position)Sandeep Das(Warehouse Supervisor)

Time5 min

To see the impact that the goods issue for the bikes in the sales order for The Bike Zone has had on the inventory position of GBI, use the appDisplay Stock Overview.

Fiori App

This will produce theStock Overview: Company Code/Plant/Storage Location/Batchscreen.

Click on the Material field, then click on the search icon. Use theSales material by descriptiontab withUE00for Sales Organization,WHfor Distribution Channel and*###for Material. Pick the black Deluxe Touring bike. Then, enterMI00in the Plant field.

UE00

WH

*###

MI00

When the Material and the Plant field are correctly filled (compare with the screenshot above), click on. This will produce the following screen.

Note that the available inventory has changed. Select the Miami DC, then click on theicon.

The inventory is reduced from before by the amount that used to appear asSchd. for delivery. Click on the enter iconto close the window.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 14: Create Invoice for Customer

TaskCreate a billing document for a customer.

Short DescriptionUse the SAP Launchpad to create a customer billing document.

Name (Position)Stephanie Bernard (Billing Clerk)

Time10 min

With the delivery complete, the customer can be invoiced. To do this, use the appCreate Billing Documents VF01.

Fiori App

In theCreate Billing DocumentView you see that the List is empty.

Click onto find your Sales Document.

In the following screenMaintain Billing Due Listselecttodays datefor Billing Date From. In the Sold-To Party findyour customerusing theF4help. Enteryour individual number (###) in the Search term field andOrlandoin the City field.Then, click onFindand double click on your customer. Next, click on

Today’s date

Customer number

Make sure your customer is selected and click on.

You get an overview of your Billing Items. Make sure your two Bikes are listed.

Click on.

·Step 15: Display Billing Document and Customer Invoice

TaskDisplay a billing document and a customer invoice.

Short DescriptionUse the SAP Launchpad to display a billing document/customer invoice.

Name (Position)Stephanie Bernard(Billing Clerk)

Time5 min

The invoice that will be sent to The Bike Zone can be viewed by using the appDisplay Billing Document.

Fiori App

This will produce the following screen.

If the billing document number is not entered automatically, you can find it with theF4help. Extend the tabRestrictions. Enter your Sold-to party and press Enter on the keyboard.

Double click on your Billing Document Number.

F4

Sold-to party

Back in theDisplay Billing Documentpress.

To review the accounting implications of this sale, click on theicon. This will produce the following screen.

Review the accounting postings due to this sales order.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 16: Post Receipt of Customer Payment

TaskPost a customer payment receipt.

Short DescriptionUse the SAP Launchpad to post a customer payment receipt.

Name (Position)Jamie Shamblin (Cost Accountant)

Time10 min

After The Bike Zone mails its payment, it needs to be recorded. To do this, use the appPost Incoming Payments.

Fiori App

This will produce the following screen.

EnterUS00for Company Code, thecurrent datefor the Posting and Journal Entry Date. In the pull-down menu Journal Entry Type selectDZ, thecurrent period(2 digit code for month, ex. October would be 10) for Period. Enter100000G/L Account, $20,092.50andUSDfor Amount/Currency.

US00, current date, current date, DZ,current period, 100000, 20,092.50, USD

Under Open Item Selection, select in the Account Type/ Account ID fieldCustomerand use the F4 help to find your customer number.Enteryour individual number (###) in the Search term field andOrlandoin the City field.

Customer

###

Orlando

Compare your screen with the screenshot below and press.

In the list of Open Items click on thebutton.

The screen shows you a 0.00 balance(in the right corner).

Then click on theicon to post the payment. The system will assign a document number automatically.

Click on.

Click on the home iconto return to the Fiori Launchpad overview.

·Step 17: Review Document Flow

TaskReview the document flow.

Short DescriptionUse the SAP Launchpad to review the document flow.

Name (Position)David Lopez (East Rep. Miami)

Time5 min

The document flow tool links all documents that were used in The Bike Zone’s sales order. Again, there are many ways to access the document flow tool. One way is to start by displaying all material documents.

To display the document flow,use the appMaterial Documents Overview.

Fiori App

In the Material Documents Overview screen enterMI00for Plant,DXTR1###andPRTR1###for Material and XXXXXXXXXXtodayfor Posting Date. Compare your screen with the screenshot below and press.

MI00

DXTR1###, PRTR1###

XXXXXXXXXXtoday

You will get an overview of the items.

Double click on the Deluxe Touring Bike line item, to get more information about the material document.

In the following screen click on.

The document flow for The Bike Zone will look like the following.

Click on the home iconto return to the Fiori Launchpad overview.

·Learning Snacks

In order to test and consolidate your knowledge use the appLearning Snack SD.

Fiori App

You see all the snacks for the individual case studies. Select the SnackSD Englishand answer all fifteen questions.

Learning Snack

Hint:

If you do not see any Apps, you need to change the language on the page Learning Snacks. Therefore click on the current language right next tochange languageand chooseEnglish.

When you have answered all the questions you will receive a success message and your placement.

Insert Screenshots from the SAP Assignment #2 Case Study Here.(20 points)

Screenshots are worth 5 points each

Customer Master - Screenshot 1

Post the Screensot here

Standard Order - Screenshot 2 Here

Post the Screensot here

Billing Document – Screenshot 3 Here

Post the Screensot here

Document Flow - Screenshot 4 Here

Post the Screensot here