1 SAP Overview and Navigation. Page 2 SAP Terminology.

1 SAP Overview and Navigation

SAP Terminology

SAP Terminology  The following terms are mentioned in this Course Overview:  SAP R/3 Release – Version of SAP R/3. HPPCL implementation will deploy ECC 6.0  Database server – Machine that houses the SAP R/3 system and provides a range of services to run the SAP R/3 system  Transaction Code (T-Codes) – A sequence of letters and/or numbers that identifies a transaction in SAP which is an executable code entered by the end user

SAP Terminology  SAP Client – Logical partition of the database.  SAP Session – Users can create new windows or ‘sessions’ in the R/3. Up to a maximum of 6 sessions can be created at one time by a single user. Sessions are typically used to run concurrent SAP transactions. Example: Running a report and creating a new sales order

 Introduction to SAP

SAP – Company Profile  SAP AGSAP  SAP AG = Systems, Applications, Products in Data Processing. It provides integrated business applications that support a wide variety of business functions.  German company founded in 1972, Headquartered in Walldorf.  SAP is the world’s largest inter-enterprise software company with 12 million users; 78,800 installations; 1,500 partners and 23 industry solutions.  Listed here are some examples of global companies that implement SAP: Exxon Mobil, Dupont, UBS, Airbus, Bristol-Myers Squibb Co, IBM and Texas Instruments.

SAP – Company Profile  A comprehensive suite of integrated business applications.  Solutions designed with enterprises and users in mind.  Supports industry-specific solutions - E.g. : IS-Oil, IS-Banking.  Delivers real time, actionable information.  Grows with the business – Scalability.  Most comprehensive global enterprise software available.

Modules to be implemented  Finance  Materials Management  Project Systems  Quality Management  Document Management Systems  Human Resource and portal

Organization Structure Data Types Master Data Output Processing Reporting Basis System Process Integration Module Overview

Financial Modules  The FI Application module is designed for automated management and external reporting of general ledger, accounts receivable, accounts payable, and other sub-ledger accounts with a user-defined chart of accounts.  Asset Accounting component is used for managing and supervising fixed assets.  It serves as a subsidiary ledger to FI providing detailed information on transactions involving fixed assets. FI AM

Financial Accounting  SAP AG Profit center Financial statement Overhead costs PURCHASING INVENTORY MANAGEMENT SALES Accounts receivable accounting FI-AR Accounts payable accounting FI-AP General Ledger Profit & Loss Balance Sheet Asset accounting FI-AA HUMAN RESOURCES FI

Asset Management Financials Investment measure Purchasing Goods receipt Production (order) ASSET Acquisition and Production Cost Supply ChainAsset Accounting Depreciation Bal. sheet P & L Controlling General Ledger Cost center Profit Center Bal. sheet P & L Planned costs Actual costs AM

13Copyright Accenture 2001 Logistical Modules  The Materials Management (MM) application module is used for procurement and inventory management. It can for instance be used for creating requisitions, purchase orders, goods receipts and invoice processing.  Handles all activities related to Project Management includes but not limited to Cost Planning, Budget Management, Monitoring of Key Activities, Closure of Project MM PS  Stores Documentation and drawing at a single place, Can be accessed in real time from anywhere  Document can be used in workflow and can have many status, Saves main SAP R/3 server from overloading  All file formats can be stores and saved in DMS DMS

Materials Management Master Data Material Batches Vendor G/L Accounts MM

15Copyright Accenture 2001 Materials Management MRP (Materials Requirement Planning) Generic term for procedures in materials planning, that take into account and plan every future requirement during the creation of order proposals. Invoice Verification Term for the entry and checking of incoming (vendor) invoices. In invoice verification, vendor invoices are compared with the purchase order and the goods receipt. Content, price and quantity are checked. Terms like "invoice matching” and "invoice validation” are also used. Invoice Receipt Term from Invoice Verification describing the receipt of an invoice issued by a vendor (creditor). The R/3 system differentiates between the following cases:  Invoice receipt referencing a purchase order  Invoice receipt referencing a goods receipt  Invoice receipt without reference

Materials Management Goods Issue Term used in inventory management to describe a reduction in warehouse stock due. For example, a withdrawal of stock or the delivery of goods to a customer. Inventory Management  The management (recording and tracking) of materials stocks on both a quantity and a value basis  Entering and documenting all stock movements (goods receipts, goods issues, physical stock transfers, transfer postings)  Carrying out the physical inventory (stocktaking) Goods Receipt Goods receipts represent physical inward movement of goods or materials. Goods are received from vendor or production to stock. Transfer Posting Both physical transfers of stock and changes that affect book records only. For example changes and corrections in stock levels, stock transfer within a plant or between plants, release from quality inspection, and batch splitting.

Quality Management The Quality Management Process is basically integrates all the logistics processes Quality QualityManagement Materials Management Production Planning and Control Sales and Distribution Maintenance and Service

Quality Management - Procurement Stock postings: - available qty - return qty Stock postings: - available qty - return qty Usage decision Quality notification Quality notification Material movements Quality notifications Results recording, Evaluation of insp. characteristics Results recording, Evaluation of insp. characteristics Goods Receipt Inspection lot Stock categories: - inspection stock - blocked stock - available stock Stock categories: - inspection stock - blocked stock - available stock

Quality Management - Delivery Delivery note Shipment Insp.lot

Project System  The Project System module aims at handling the entire project execution of a project  It enables cost planning, budgeting, revenue analysis and monitoring of key activities in the project

Document Management System  Document Management System aims at managing all the the documents which are used in execution of a particular project  It typically has following features :  Stores Documentation and drawing at a single place  Can be accessed in real time from anywhere  Document can be used in workflow and can have many status  Saves main SAP R/3 server from overloading  All file formats can be stores and saved in DMS

Human Resource Management The Human Resource module aims at managing the entire set HR activities which are executed in day to day business. The list of sub modules which will be considered for implementation in HPPCL is as follows Personnel Administration Organization Management Performance management system ESS Travel Management Payroll

Organization Structure – FI / CO CLIENT CONTROLLING AREA CONTROLLING AREA CONTROLLING AREA CONTROLLING AREA COMPANY CODE 01 COMPANY CODE 01 COMPANY CODE 02 COMPANY CODE 02 COMPANY CODE 03 COMPANY CODE 03

Client  Client is a commercial, organizational unit within the R/3 system, with its own data, master data, and set of tables  From a business perspective, the client forms a corporate group  Standardized data across the client  Vendor number and name  Customer number and name  Material number and description  General ledger

Controlling Area  Controlling area is an organizational unit within a corporation in which comprehensive independent management accounting can be performed.  Allows you to group companies from the cost accounting view.  It links the financial accounting module (FI) to the management accounting module (CO) in SAP.  Highest reporting level under cost center accounting, across which information can shared and viewed.

Company Code  Company code is the smallest organizational unit, which can have an independent accounting department within external accounting.  Company Code represents an independent accounting unit, for example, a company within a corporate group (client).  Level of external reporting or legal sets of books.

Profit Center Hierarchy COMPANY CODE 01 COMPANY CODE 01 COMPANY CODE 02 COMPANY CODE 02 COMPANY CODE 03 COMPANY CODE 03 CLIENT CONTROL- LING AREA CONTROL- LING AREA CONTROL- LING AREA CONTROL- LING AREA CONTROLLING AREA PROFIT CENTER GROUP PROFIT CENTER GROUP PROFIT CENTER GROUP PROFIT CENTER GROUP PROFIT CENTER PROFIT CENTER PROFIT CENTER PROFIT CENTER PROFIT CENTER PROFIT CENTER COST CENTER COST CENTER COST CENTER COST CENTER COST CENTER COST CENTER COST CENTER COST CENTER

Profit Center Accounting  Used to calculate the profit of an area of rresponsibility within the organization (e.g. Business Area)  The areas of responsibility (Profit Centers) could be based on regions, functions, or products.  Supports calculating operating profit using the cost of goods sold P/L format and/or the period accounting method.  A profit center can also be viewed as an investment center since it is possible to transfer at period end the balance sheet positions for assets, WIP (Work in Process), AR (Accounts Receivable), AP (Accounts Payable), and Inventory.

Cost Center Accounting  Cost Center Accounting component tracks where costs occur in your organization.  Cost center is an organizational unit within controlling area.  Cost centers can be defined according to several different design approaches. For example cost center can be defined for each low-level organizational unit that has responsibility for managing costs.

Organizational Elements - MM Client Company Code Purchasing Organization Plant Storage Location Purchasing Group CompanySubsidiary Storage location Plant Purchasing Org.

Purchasing Organization and Group  Purchasing organization subdivides an enterprise according to the requirements of Purchasing.  Purchasing organization procures materials and services, negotiates conditions of purchase with vendors, and bears legal responsibility for such transactions.  Purchasing group is the key for a buyer or group of buyers responsible for certain purchasing activities.  Usually the principal channel for a company's dealings with its vendors

Plant  Plant is an organizational unit that structures the enterprise from the perspective of production, procurement, plant maintenance, and materials planning.  Plant can be for example  Regional sales office  Manufacturing facility  Corporate headquarters  Central distribution center  Maintenance plant  Plant is assigned to a company.  Material is usually valuated at plant level.

Storage Location  Storage location is an organizational unit that allows differentiation of material stocks within a plant.  Physical inventory is carried out at storage location level in the plant.

Data Types in R/3 Plant Plnt Section PersResponsible Phone 1000 2000 010 100 3000 100 Weber Meyer Schultz Levy 1757 1964 7566 2637 Purchase Order 1 2 Transactional Data:  A document is created for every business transaction and activity is recorded in SAP.  Transactional data is the business information.  For instance purchase order, goods receipt, accounting posting. Master Data:  Master data is core information that is shared across applications.  For instance customer, material, vendor, and asset data. Table Data (Customizing):  Table data is the data that is specially configured for the business and controls the operations in the system.  For instance payment terms, tolerance settings, pricing condition tables. Master Data

37Copyright Accenture 2001 Organization Structure Data Types Master Data Output Processing Reporting Basis System Process Integration Module Overview

Master Data  Master data refers to data records that are held for a long period of time in the database. Master data includes for example customers, suppliers, materials and accounts. Master data may be used across modules.  Master data contains information that is always used in the same way. For example the master data of a cost center: the name, the person responsible and the hierarchy area remains the same over the time the cost center is used.  Most of the master data is assigned to organizational units. For example Vendor master data shares the sales and distribution and financial accounting data. One customer master record may be assigned to the following organizational units:  Company code  Sales organization  Distribution channel  Division Master Data (For example, Vendor master data) General Data (cross-company) Accounting Data (relevant for company code only) Materials Management

Output Processing Output Timing Communication Method PrinterFax Telex EDIOnline (output to screen)...................................... Immediately (e.g., create an order) On request (e.g., print transaction) With next selection run or at a specified time (e.g., scheduling)....................................................................................................................................................................................................................................  Each time a document, e.g. order, delivery note or invoice is saved an output format is generated.  The output format represents a message in R/3.  The message is forwarded to the message queue.  Messages can be released either automatically or manually for printing or other output.  Individual messages can be released during processing via the different communication media.

Reporting Types of reports  Standard reports  Reports delivered with R/3 to meet standard reporting needs.  ABAP/4 reports  Customized reports for particular reporting needs.  ABAP/4 queries  Provide basic lists, sorted and totalled by various criteria.  Report painter / writer  An ABAP/4 coded generator, which allows the end user the opportunity to define report rows and columns for customized reporting. ABAP/4 = Advanced Business Application Programming Language  R/3 reports provide transaction-level data.  Reports are organized by application using report trees.  R/3 contains standard reports for each area, but reports can be customized to meet specific company requirements.  Reports include drill-down, sorting and summarizing features and can be downloaded for the use in other applications, e.g MS-Excel. Financial Reporting Profit & Loss Statement Balance Sheet P&L year to year comparison Balance Sheet y-to-y comparison

Basis Management  Basis management maintains the technical environment and the structure of the R/3-system.  The tasks of the basis management includes:  Installation of R/3 software on servers and workstations.  Client copying and maintenance.  Backups of the system files  Monitoring system performance and resolving problems, for example ABAP runtime errors.  Printer administration for R/3 servers and workstations. Monitoring print queues and troubleshooting.  User administration, creation and maintenance of user names and passwords.  Setting up transportation system for transferring configuration between the clients.

Technical Architecture Application server Workstation Database server  The SAP R/3 architecture is based on a three-tier client/server principle.  Presentation  Application  Database  Dedicated servers linked by communication networks can be used to perform certain tasks without sacrificing integration of data and processes within the system as a whole.

The Client Principle in R/3 Hardware R/3- System Clients Production Client (ex. 777) Test Delivery Client (000 & 001) Development Production You can have different clients for different purposes. Data can be moved via transport and corrections from one client to another. Sand box

Procurement Goods Receipt Invoice Verification Purchase Order Requirement for Goods/ Services Financial and Managerial Reporting and Analysis G/L COS / Inventory/ GRIR G/L GRIR/Expe nse AP Invoice Vendor Payment MM FI Purchase Invoice Material Quantity and Value Integrated Business Process Overview

Sales Logistics Delivery Goods Issue Billing Sales Order Pre-Sales Activities Financial and Managerial Reporting and Analysis SD Sales Invoice Material Quantity and Value Integrated Business Process Overview G/L COS / Inventory AR Invoice / GL Revenue Customer Payment FI

SAP Process Integration Overview – Finance Management /Accounting & Reporting COST CENTER ACCOUNTING (CCA) INTERNAL ORDER ACCOUNTING (OPA) PROFIT CENTER ACCOUNTING (PCA) GENERAL LEDGER ACCOUNTING ACCOUNTS RECEIVABLE ACCOUNTS PAYABLE ASSET MANAGEMENT FINANCIAL ACCOUNTING (FI / AM) FINANCIAL REPORTING (FI) MANAGEMENT REPORTING (CO ) SD MM

 Log on to the R/3 System

Log on to SAP System  To log on to SAP, you need to launch the SAP R/3 Logon Window. There are 2 options of doing this  Option 1 : via Start Menu –Start Menu  Programs  SAP Front End  SAPlogon Via Start Menu

Log on to SAP System  Option 2 : via SAP Logon shortcut located on your desktop Via Shortcut

Log on to SAP System Independent Client Databases ProductionDevelopment 100 400 365 Quality Instance End Users logging on to SAP Server Golden Master Testing

Log on to SAP System 1. Select the appropriate group/server and highlight the line 2. Click on the logon button SAP R/3 Logon Window

Log on to SAP System Change Password Client Username Password Logon Language SAP Logon Screen

Log on to SAP System  For first time users logging onto SAP, you will be prompted to change your password 1. Change your password at this input screen, 2. New password must be keyed in twice

Log on to SAP System  Once you have logged onto SAP successfully, you should see the SAP Easy Access screen

Log on to SAP System  There are 3 ways to log off SAP:  Using the icon at the upper right-hand corner of the screen  Menu path: System > Log Off  Type “/nex” in the command field (closes all sessions without confirmation prompt )

 Basic Screen Elements in SAP

Basic Screen Elements Screen Header Screen Body Screen Banner Menu bar Standard Toolbar Title bar Application Toolbar Status Bar

Menu Bar

Save Back Exit Cancel Print Find Find Next First Page Page Up Last Page Page Down Enter Help Layout Menu Create Session Create Shortcut Command FieldActivator/Deactivator Standard Toolbar Buttons

Activator/Deactivator Status Fields Message Area Status Bar

Server ID Data Entry Mode System ID Session ID Client ID System Information Status Bar: Status Fields

Title bar Contains title of current transaction Application Toolbar Shows which functions are available in the current application, different for every transaction Title bar and Application Toolbar

 Basic Navigation

 There are 3 ways to start an SAP transaction: –Easy Access: drill down Standard menu tree Favorites (User defined) –Transaction codes: jump directly to any transaction –Shortcut on your desktop Starting an SAP R/3 Transaction

All transactions appear on the menu tree –“Drill down” as in Windows Explorer SAP Easy Access: SAP Standard Menu

 Commonly referred to as “T-Codes”  Unique four to five character code used to start an SAP R/3 transaction  Comprised letters, numbers, and special characters Transaction code (not case sensitive) SAP Easy Access: Using Transaction Codes

 First two characters identify the general area –MEPurchasing  Next two characters usually indicate the type of transaction –MEx1Create –MEx2Change –MEx3Display SAP Easy Access: Using Transaction Codes

Displays “T-codes” for easy reference and helps you start a transaction SAP Easy Access: Using Favorites

 From anywhere within the SAP R/3 system: –Typing “/n” returns you to the SAP Easy Access “Home” screen. –Typing “/n” and a transaction code (here, ME21N) closes the current transaction and begins a new transaction. Command Fields - “/n” Function

Add:  Transactions  Reports  Files Create a customized tree structure SAP Easy Access: Favorites

 After you have located a transaction: –Click Add to Favorites button or, –Right click on the transaction line item and select Add to Favorites SAP Easy Access: Creating Favorites

 To change a Favorite: –Select the Favorite –Click to edit the transaction name of the Favorite –Enter new description –Click SAP Easy Access: Changing Favorites

 To delete a Favorite: –Select the Favorite –Click or right click on Favorite and select “Delete favorite” option SAP Easy Access: Deleting Favorites

Right-click on the folder below which you want to create a new folder –Select “Insert new folder” –Enter a folder name, for example, “Monthly” –Click –New folder name called ‘Monthly’ is saved Favorites: Creating Folders

 Click and drag Favorites from one folder to another  Click or to move favorites down or up, respectively Organizing Favorites

 Fields and Field Function

Input fields: Use Tab key to move from field to field Radio buttons Check Boxes Display fields  Transactions can contain 1 or more screens where data has to be filled out Types of Fields

Required entries  A screen can contain optional or required fields  A Warning appears if required fields are not completed Required Fields

Click here or press F4 Field value search possible Possible values Functions

Search criteria Tab left Selection Options Tab right List of criteria Multiple Selection Search Functions

Selection Options Selections Options

Multiple Selection Individual values From values To values Multiple Selections Options

 Asterisks within the search field serve as a wildcard, a substitute for any characters in a field that you do not know.  When using wildcards, you can enter just a part of the item for which you are looking. Area for graphic *1000* 1000* *1000 Wildcards

Wildcards and Entries Found Hit List

 You can: –Use multiple sessions to work on more than one transaction at a time E.g. Creating a sales order and running a report in the background –Create a new session from any screen in SAP R/3 –Start a new session without losing data in your current session. However, if you close your current session without saving, you will still lose data –Create up to a maximum of six sessions –Open multiple sessions however, it is recommended that no more than 3 sessions be opened at any one time. Creating more sessions causes the system processing to slow down and you may lose track of the tasks you are executing Using Multiple Sessions

 There are 3 ways to create multiple sessions: –Click on Standard Toolbar –Type “/o” and a transaction code in the command field to open a particular transaction in a new session –Select the Menu path: System  Create session Creating Multiple Sessions

This indicates multiple sessions Managing Multiple Sessions

 Kindly provide feedback on the course material & methodology.  Thanks a lot !!!

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1 SAP Overview and Navigation. Page 2 SAP Terminology.

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