SAP Navigation EIN 5359, Spring 2009

R/3 SAP Integrated Solution Client / Server Open Systems Financial Accounting Controlling Fixed Assets Mgmt. Project System Workflow Industry Solutions Production Planning Sales & Distribution Materials Mgmt. Human Resources Plant Maintenance Quality Mgmt.

SAP: S – Systems A – Applications P – Products Integration through Processes & Organization Structure

FI Overview FI AP AR AM GL CON Special Ledger

External Accounting Balance Sheet Profit & Loss Financial Position Stockholders Bankers, Lenders IRS, Taxing Authority External Auditors SEC Financial Accounting

Controlling Internal Accounting Departmental Expense Report Salaries10,000 Overhead 8,000 Other 5,000 Total23,000 Department Managers Controllers Executives Senior Management

Procurement Process Outline Agreement Demand Purchase Requisition Vendor Purchase Order Goods Receipt & Inventory Mgmt. Accounts Payable Invoice Verification Scheduling Agreement

Production Process Goods Issue Shop Floor Goods Receipt Order Settlement

Sales Process — Trading Goods Customer OrderPicking Goods Issue BillingAccounts Receivable Packing

Sales Process Finished Goods Customer Order Availability Check Goods Issue BillingPartial Payment Final Payment

Sales Process Finished Goods Customer Order Availability Check Independent Demand

Sales Process Finished Goods Production Scheduling Dependent Demand Purchasing MRP Run

Sales Process Finished Goods Production Goods Issue to Shop Floor Goods Receipt

Client n Highest hierarchical level in an SAP system n A complete database containing all the tables necessary for creating a fully integrated system n Master records are created per client n A whole business entity.

Company Code n A required structure n A legally independent entity n The smallest organizational unit for which accounting can be carried out n The level where business transactions are processed n The level where accounts are managed n The level where legal individual financial statements, such as the balance sheet and the profit and loss statement, are created

A COMPANY CODE IS... A BALANCED SET OF BOOKS

Master Data n In SAP master data describes objects (items) of a business like accounts, materials, services, vendors, customers, and info records. n The information in a master data record usually remains unchanged over an extended period of time.

Master Data n Business rules and supportive information are stored in master data records. n Each master data record is unique in name or number. n Internal or external number ranges are possible.

Vendor Master Account control Customer Tax information Tax juris. code Reference information Person subject to withholding tax Address screen Control Payment transactions

Customer Master Address Customer Name Tsearch Terms Street Address PO Box Address Marketing Control Data Contact Person - Managing Director - Administration - Purchasing Contact Person - Managing Director - Administration - Purchasing

Material Master n Material master data can be related to all organizational levels. General information of a material (description, number, base unit of measure) however has to be related to the highest level of organization - the client.

Material Master - Views n Basic data n Classification n Sales: sales organization data n Sales: general/plant data n Sales text n Purchasing n Purchase order text n Forecasting

Material Master - Views n MRP 1, 2 n Work scheduling n Storage n Warehouse management n Quality management n Accounting n Costing

Material Type n The material type is used to categorize materials. n Example: raw materials, finished goods, trading goods, etc. n The material type defines the material attributes, e.g., valuation, procurement, price control

Material Type - Examples –ROH - raw materials, purchased externally only, no sales view –HAWA - trading goods, always purchased externally, are sold without any change to the material, no manufacturing views exist –FERT- finished goods are produced internally no purchasing view exists

Master Data - Work Center Specific production facility, consisting of one or more of the following - Specific production facility, consisting of one or more of the following - Equipment (sewing machine) Equipment (sewing machine) Operations (assembly line) Operations (assembly line) People (quality inspection ) People (quality inspection )

Navigation

Standard Features of Navigation Logging On and Off Logging On and Off Screen Features Screen Features Navigation Navigation Working with Sessions Working with Sessions Entering Data Entering Data On-line Help and System Messages On-line Help and System Messages Setting User Defaults Setting User Defaults

Logon Screen

User n Enter the name of the SAP user. n Users of SAP system are client-specific, which means that having a user identification on one client will only allow access to that particular client.

Password Rules n Letters n Numbers n Easy to remember n 3-8 Characters long n No 3 Characters can be the same n Do not start with a ? or an ! n Do not use previous 5 passwords

Language n SAP supports multi-national character sets and languages on the same system, at the same time. n Default languages are English and German.

Easy Access Outline Structure Easy Access Outline Structure

Application Tool-bar Application Tool-bar Enter icon Command field Save icon Back button Exit button Cancel button Print button Find/Expand icons Scroll icons Create a new session Create a desktop shortcut Help icon

Screen Features Screen Features Status Bar Title Bar Menu Bar Application Toolbar Entry Fields Customizing Display Options

Navigation Using menus Using transaction codes System > Status Using /n Working with multiple sessions Using /o

Field Types n There are three types of Entry Fields –Required –Default entry –Optional entry field

SAP Fields n Each field has two parts Field Name Entry Field

Match-codes n Match-codes find records –Material –Vendors –Cost Centers –Equipment

Sessions n An SAP session is a window in which the user may perform a particular task. n A User may have up to six sessions open at one time.

Reporting n Three basic steps to running a report –Access the report –Enter selection criteria –Execute the report

System Messages E - Error an invalid entry has been made. The cursor moves to the field where the error has occurred. W -Warning, indicates a possible error. The user can continue without changing.

System Messages I - Information A- Abnormal End, indicating serious system error. Contact system personnel.

Logging Off Menu Path: System> Logoff Exit button Control Box For security purposes it is important to log off SAP at the end of the day or whenever you leave your PC. Your username is linked with every transaction you perform to provide an audit trail. When reviewing transactions or running reports the user name of the person responsible for entering or maintaining system information is displayed.