Vendor Downpayment in SAP

Steps below are relevant for Vendor Downpayment

1) F-47 (Downpayment Request) --> Can be created against Vendor or PO Document

2) F-48 (Post Vendor Down Payment)

3) F-54 (Clear Vendor Downpayment)

How to Commit work via SE37

Normally, when running SE37, it will not post the step, but instead, only test.
If you would like to Post / commit, then do the following. Or refer to the link below for more detailed steps.

1. Run SE37
2. Select Test --> Test Sequence from Menu Bar
3. First row should be filled with the FM that you would want to test. Second row should be BAPI_TRANSACTION_COMMIT
4. Execute
5. Now you will have to fill up with values in order to run your FM that you want to test.
6. Execute
7. The BAPI_TRANSACTION_COMMIT screen should appear. Just mark X at the WAIT Import Parameter.


http://wiki.sdn.sap.com/wiki/display/ABAP/Function+Module+Test+Sequence

Quickest way to find a report in SAP

At the SAP Easy Access screen (the SAP main screen), enter Transaction Code SAP1. Your SAP Menu will now contain Reports only.

Setting a default Purchasing Org in Create Purchase Requisition Screen

Purchasing Organization as a release characteristics for Purchase Requisition is very common. This is basically to separate different individuals to perform PR approval for different Purchasing Organisation which could have been defined for different Geographical areas.

So, Imagine a user is creating a PR, and this PR is saved without the user keying in a value in the Purchasing Organisation field. This will cause the PR to not have any Release Strategy. This can be a big issue because this PR bypass the approval system that was setup in SAP. You might face this problem if your initial configuration is "Optional" for Purchasing Organization.

To fix this, you could either:

1) Make the Purchasing Organisation field Mandatory. This is done via modifying in SPRO the relevant screen layout and assigning it to the necessary document types.
     a) SPRO --> Materials Management --> Purchasing --> Purchase Requisition --> Define Screen Layout at Document Level
     b) Assign the Layout created in Step a to a Purchase Requisition Document Type. SPRO --> Materials Management --> Purchasing --> Purchase Requisition --> Define Document Types

2) Set Parameter EKO in user Parameter via SU3 T-code. In order to do this, you would need to do a few things, because the standard create PR screen does not allow it. (Refer to SAP Note: 73241 )

     a) Go to SE51 (Screen Painter)

     b) Enter Program SAPLMEGUI, and screen 3322

   c) Select Element List and go to "Special Attributes" Tab

     d) Ensure that "EKO" parameter is entered for MEREQ3322-EKORG type I/O

     e) Lastly, check the Get checkbox

Unfortunately, to do the above would require you a Developer Key.

3) Parameter EFB can be of good use here. What it offers us is this. We are able to assign a different Purchase Requisition screen layout other than the standard screen layout defaulted against the Purchase Requisition Document Type.
    a) Go to SPRO --> Materials Management --> Purchasing --> Authorization Management --> Define Function Authorization for Buyers
    b) Create a new Function Authorization
    c) Under FieldSelCtrl Rel., assign a separate Screen Layout which has Purchasing Org as mandatory
    d) Now assign this Parameter EFB & Function Authorization to a user.
    e) The user will now be seeing the Screen Layout that has Purchasing Org as mandatory, unlike others who do not have Parameter EFB. They will be seeing, the defaulted screen layout assigned to the Purchase Requisition Document type.

What is ERP?

What is ERP? Enterprise Resource Planning.

By understanding what ERP is all about, you also then understand what SAP is, because SAP is an ERP software.

Here's a really good video that shows us what ERP actually is all about.

Link: http://www.youtube.com/watch?v=PVRgIXLWDHs&feature=related

User Exits / BADIs

A site with a lot of useful Technical Information. It also contains other Technical stuff other than Exits & BADIs.
http://www.saptechnical.com/Tutorials/ExitsBADIs/ExitsMain.htm

Other useful sites to consider:
http://it.toolbox.com/wiki/index.php/Implement_a_screen_exit_to_a_standard_SAP_transaction
http://www.sap-img.com/abap/what-is-user-exits.htm
http://help.sap.com/saphelp_nw04/helpdata/en/c8/1975cc43b111d1896f0000e8322d00/frameset.htm
http://all-sap-abap.blogspot.com/2009/02/sap-user-exits.html

Purchase of Consumable Material

When we refer to consumable material, the term basically means materials which are not kept in stock but instead procured directly for an account assignment object. For example, a printer purchase for the purchasing department. In this case, the consumable material is the printer, and the account assignment object is the Purchasing Cost Centre.
It is optional for a consumable material to have a master record. Depending on the business scenario, if there is a need to create a material master for consumable material, then SAP offers 2 material types for this.

1. Non-valuated material (UNBW). This type of material is managed on a quantity but not on a value basis. This makes sense for low value materials but keeping track of stock is a must.
2. Non-stock material (NLAG). This type of material is not managed on both quantity or value basis. It is only used for frequently ordered items such as stationaries.

The key difference between a stock material and a consumable material is that, stock materials will be kept in stock and is valuated. This means that, every time you do a goods receipt for a stock item, your warehouse quantity increases and your balance sheet inventory account increases as well. The item is bought and stored in the warehouse first. Only when it is needed, then it is charged or consumed to the respective account assignment, such as Cost Centre, Production Order, Work Order, etc.

Consumable material on the other hand, is where we purchase a material (it can be a stock material as well), but for a specific purpose. For example, buying a printer for purchasing cost centre. This is an example of a consumable material purchase and this is why we need to enter the Account assignment at this point, since we are not storing it in the warehouse. So, SAP needs to know where will it be charging to during the Goods Receipt stage, hence why it is mandatory to have the account assignment in the Purchase Order stage. In this case, in the Purchase Order, we can enter a Printer Material code, or just enter a Short Text. For repeat purchases, it is recommended that we create a Material Master so that we do not have to key in all the necessary details over and over again. 

The following figure lists the most important difference between a Stock material and a Consumable material.

Stock Material		Consumable Material
Necessary to enter material		Possible but not necessary
Account Assignment category not required		Account Assignment category required
Goods Receipt mandatory		Goods Receipt optional
Postings done to stock accounts		Postings to consumption accounts
Material master updated with quantity, value and consumption		No value update, however, quantity and consumption update is possible
Adjustment of moving average price

Basic Master Data in Materials Management

The basic master data in Materials Management are:

• Material Master
• Vendor Master
• Purchase Info Record

Material Master

Material Master is a master data that contains all the necessary information about a particular material to procure, produce, sell, keep in stock, etc. It is the central repository of information for the enterprise at client level.

The Material Master contains different tabs or views which is separated by department such as Purchasing, Sales, MRP, Accounting, Controlling, Quality Management, etc.

Different views may require different Org. unit. For example, Purchasing view requires Plant information. This is because a Plant in Malaysia might have different purchasing requirements compared to a Plant in France.

On the other hand, Basic Data view does not require any Org. Unit input because the Basic Data information is shared with countries. 

A unique number is assigned to each Material Master. This assignment of numbers can be done internally or externally. Internally means that the system will automatically assign a particular number according to a number range that you have already specified. Externally means you will be able to assign your own Material Master number instead of the system assigning one for you.

Vendor Master

This is where information on Vendors are stored in the client. Various information can be found here such as Vendor name, address, currency, terms of payment, Important contacts, etc.

Apart from the above, it also contains accounting related information such as vendor reconciliation account. Therefore, the vendor master is relevant and contains information for both Purchasing and Accounting.

It is mainly divided into 3 key areas:

• General Data
• Accounting Data
• Purchasing Data

Purchase Info Record

Purchase Info Record is another master data where it stores specific information between a particular material and vendor, thus representing a material-vendor relationship. Examples of data that could be maintained in an Info Record are:

• Order Unit. This is especially useful if there is a scenario where a particular material has different Order Units with different Vendors.
• Price & Conditions. Different vendors will most likely have different price, and different conditions such as Freight Charges, discounts, etc.
• Minimum, Maximum, standard Order Quantity.
• Vendor material number.

Basics of Materials Management

The main responsibilities of Materials Management are to ensure:
Right materials with the Right qualities in the Right quantities and supplied at the Right time and Right location by applying the Right conditions in purchasing.

From the above, we can conclude that the main components of Materials Management are:

• Purchasing
• Inventory Management
• Materials Requirements Planning
• Invoice Verification

SAP ERP Overview

Enterprise resource Planning (ERP) has been a popular business processing tool. It has helped many companies to gain a greater foothold on their business operations. If you are not familiar with ERP or have only a vague understanding of it, this article will help to get you up to speed with a brief ERP overview.

First of all, let’s get an understanding about what ERP is and how it works. Enterprise Resource Planning (ERP) is a software system (and sometimes hardware too) that can cut the operating costs of a business while at the same time increasing its productivity and profits. ERP does this by integrating all of a company’s businesses processes into one central cohesive repository of information with access for every sector of the firm’s staff that has a need to know. This means real time access to data, facts and figures to help a company make intelligent analysis and decisions.

So what you have with ERP fully integrated software systems which enable firms small, medium and large, to integrate all of their business processes, including manufacturing, finance and accounting, human resources, marketing an sales, inventory and warehouse, purchasing and distribution, customer relationship management, management planning, and more. It’s a comprehensive system that consists of applications or modules that can handle all of the essential tasks mentioned above and then some. It streamlines all company operations and gives you an up to date view of what’s happening in every department of the business. As such, it saves time and money. Every business should take time out to get a complete ERP overview and learn about re-engineering their business operations.

Enterprise Resource Planning gives you the opportunity to manage your business more efficiently as well as more effectively. It eliminates the need for calls or emails between different departments of the company to gather information. That’s old hat. With ERP everyone has access to the same information they need in order to do their job more proficiently. If you’re working in sales and marketing and you need information about inventory from the warehouse, you won’t have to go calling - or walking - in some instances to the warehouse. You will be able to interface with that information on your computer screen in real time, which will of course save you time.

Source: http://www.erp.com/section-layout/337-erp-software/6825-taking-an-erp-overview.html

1. Before production starts, there must be a Demand. Examples of a demand are Customer Orders and Consumer Demand Forecasts. These 2 types of demand are referring to Make to Order(MTO) Production Strategy and Make to Stock(MTS) Production Strategy respectively. It might take longer to complete a final product with the MTO strategy since the product is customized to the customer’s specifications. However, it relieves the problems of excessive inventory that is common with the traditional MTS strategy which is due to inaccurate forecasts. For this Overview, we will assume that we have a sales order from a customer.

2. "Manufacturing organizations, whatever their products, face the same daily practical problem - that customers want products to be available in a shorter time than it takes to make them. This means that some level of planning is required.“ Companies need to control the types and quantities of materials they purchase, plan which products are to be produced and in what quantities and ensure that they are able to meet current and future customer demand, all at the lowest possible cost. This is what Materials Requirement Planning (MRP) is able to offer us. It provides answers for several questions:

a)What items are required? By referring to Forecasts or Sales Orders, MRP can determine the demand quantity and then by referring to Bill of Material (BOM), MRP is able to find out which components (dependent requirements) are insufficient by referring to current stocks in the system, and how long it takes to replenish the ones that are insufficient by taking into consideration the lead times.

b)When are they required? With reference to Production time for the End Product (Independent requirement), and lead time for the components (dependent requirements), MRP is able to determine when the End Product can be readily available for the customer.

3. Stocks are checked whether there are enough to supply the Sales Order.

4. For insufficient stocks for both dependent and independent requirements, SAP creates a Planned Order for each material. Planned Orders will not be

created for sufficient stocks but instead, they will be “reserved” by the respective demands. For finished products planned orders, they will be converted to

Production Orders.

5. Dependent requirements / components are normally purchased from an External Vendor. Therefore, for insufficient stocks, they are automatically

converted to Purchase Requisition.

6. Next step would be to convert this Purchase Requisition which is an internal request to a Purchase Order.

7. Purchasing Department will now evaluate the Purchase Requisitions and convert them into a Purchase Order, after which the Orders will be sent out

to the respective Vendors.

8. Upon receiving the Purchase Order from us, vendors will then deliver the goods to us. The goods should be delivered according to the delivery date that

both parties have agreed. We then perform a Goods Receipt in SAP. This then updates our stock level which now indicates that we have sufficient stocks

to start Production.

9.  Once the components of the Final Products are readily available in the warehouse, it is then issued out for Production. This is following an example of

pre-production issuing where goods are issued in the system before production. It is also possible for post-production issuing (back flushing), where Goods

Issue is done once production is complete.

10. Production commences.

11. Once Production is complete, the Finished Products can now be stored in its designated storage location.

12. The next step is to Pick the Finished Products and Pack them as a preparation for delivery to the customer.

13. Deliver the Finished Products to the customer.

14. Once the customer has received the goods, we then Bill them for it.

15. The Production Order “Confirmation” is executed to record the progress of the Order.

16. After goods are delivered, vendors will send us an Invoice. We then perform Invoice processing in SAP. During this time, the invoice is checked

for accuracy by automatic referral to Purchase Order and Goods Receipt in the system. This is called a 3-way matching process.

17. With reference to the payment terms agreed between us and vendor, we make payments accordingly to take advantage of any discounts available.

18. Finally, Customers pay us by the Invoice amount that we have sent earlier.

This is just a simple scenario involving some of the major modules in SAP such as MM, PP, SD, QM and FICO. There are many other modules which I have not covered and play an equivalently important role for certain industries. It also depends on the customer on which modules they would like to implement.

SAP ASAP Methodology

There are 5 stages in the Project. Project Preparation, Business Blueprint, Realization, Final Preparation, and lastly, Go-live & Support.

Phase 1: Project Preparation

The primary focus of Phase 1 is getting the project started, identifying team members and developing a high-level plan.
This is when there would be a kick-off party to kick start the project. Usually to meet team members and client. Individual consultants would also do a self study on the customer’s industry to be extra prepared.

Phase 2: Business Blueprint

The primary focus of Phase 2 is to understand the business goals of the company and to determine the business requirements needed to support those goals.
Here you will do scoping with Process Owners to find out the necessary according to modules. Once that is completed, you will have to come up with the Blueprints to match the customers Business Processes. Most of the time, Blueprints will consist of As-is, and To-be processes which is after SAP is implemented. As-is are the current business processes without SAP, and To-be are the same processes but converted to SAP approach.

Phase 3: Realization
The purpose of this phase is to implement all the business and process requirements based on the Business Blueprint. You customize the system step by step in two work
packages, Baseline and Final configuration. Baseline configurations are the priority requirements of an Enterprise which are done without any programming or enhancements. Final configuration is the phase where you can confirm that all your clients requirements are met in the SAP ERP system. This can include programming and enhancements.
This is when you have crazy amount of work to do.
1) Configuration in the System (SPRO - Baseline).
2) Work together with ABAPer to work on Customized Reports, User Exits, Upload programs for Master Data, etc (Final Configuration).
3) Functional Specs for the ABAPer to work on the Customized Reports and Enhancements/Exits. 
4) Key User Training Manuals ( Documentation which consists of General Training ). 
5) User Acceptance Tests scripts ( Documentation which consists of Business operation specific processes ). 
6) Configuration Documents ( Documentation which consists of how you configured SAP to meet customer’s requirements ). 
*Bolded items are the official documents required in every project*

Phase 4: Final Preparation

The purpose of this phase is to complete testing (Integration Testing), end-user training, system management and cut over activities. Critical open issues are resolved. Upon the successful
completion of this phase, you will be ready to run your business in your productive R/3 system. Another important note to remember here is that, there would be a mirror production client as a Final test/check point. The testing here can be done by an external party such as SAP. This is to ensure that, during Go-live, there will be less or no hiccups.

Phase 5: Go Live & Support

Transition from a project oriented, pre-productive environment to a successful and live productive operation. Here, consultants would be on-site or off-site for a period of time to ensure that everything runs smoothly. This is called the warranty period and it depends on client/vendor how long this period should last.

Commitment & Budget Carry Forward (PS & FM)

While I was on a short assignment, I was requested to prepare guidelines for Commitment and Budget Carry forward for Project Systems and Funds Management. So why not share it here as well.

The key difference that I found about budget carry forward between FM and PS is that, in FM, you have the ability to carry forward budget only relating to the commitment that you are carrying forward. In PS, this does not seem to be possible.

Integration with MM
With regards to Integration with MM, when a PR is created against a Fund Center or WBS/Network, it becomes a commitment in FM/PS. The same goes to PO. Only when you perform a Goods Receipt, it becomes Actual. This is because you have now officially taken ownership of the stocks and it is automatically consumed by the respective account assignments.

Please refer to the excel files below for the Steps on performing them, Business Process, and Simulation screenshots.

PS: https://docs.google.com/open?id=0BwIR0JYjJfRkZjNlMWJlNWYtMTIwNS00NmZlLThhZDctYTU0ZjBhNTVmMzNm

FM: https://docs.google.com/open?id=0BwIR0JYjJfRkMTZlODU2MGItM2VkNi00NWU2LWE3NDUtMGUzYzQ4MDUyNjUz

SAP Year-End checklist

Year-End Checklist

    Or, refer to this excel checklist which includes T-codes

    https://docs.google.com/open?id=0BwIR0JYjJfRkOGM0YWMyNDgtMTM0OS00MmE2LThlYmYtNmQyYzU4MjllZWVi

Assets

Fixed Assets

-       Settle the AuC (SAP FI-AA)

-       Execute the depreciation run and update the batch input session (SAP FI-AA)

-       Run the fiscal year change in Asset Accounting (SAP FI-AA)

This process creates the balance carryforwards for Asset Accounting.

-       Carry out periodic asset postings (RAPERB00)

Current Assets

Inventories

-       GR/IR clearing account – clarify differences and correct them if necessary (SAP LO-MM)

-       Clear the GR/IR clearing account (SAP FI)

Prerequisite: The accounts have already been maintained by MM

-       Regroup the GR/IR clearing account (SAP FI)

Prerequisite: The accounts have been maintained in the system (SAP LO-MM) and cleared (SAP FI)

Note: you first have to run the foreign currency valuation for the open items

-       Period closing program (SAP LO-MM)

-       Settle the work in process (SAP FI-CO)

-       Post the reconciliation ledger (SAP FI-CO)

-       Make an inventory of and post the inventory differences (SAP LO-MM)

-       Valuate the inventory (SAP LO-MM)

-       Post the valuation difference manually (SAP FI)

-       Material ledger (SAP LO-MM)

Receivables and Other Asset Items

-       Check whether all the billing documents have been posted (SAP LO-SD)

-       Clarify the open items and differences

Write off the differences (manually) (SAP FI)

Adjust the individual values (SAP FI)

Adjust the flat-rate values (SAP FI)

-       Valuate the foreign currency for the open items (SAP FI), see also Payables

-       Regroup the receivables (for example, due date intervals) (SAP FI), see also Payables

-       Print the balance confirmations (SAP FI)

-       Settle the rebate (SAP LO-SD), accruals, if necessary

-       Calculate the interest for interest-bearing receivables (SAP FI)

-       Valuate the foreign currency for the balances (SAP FI + SAP FI-TR)

-       Reconcile the cash journal/print out the journal (SAP FI)

Accruals and Deferrals

-       Post accruals/deferrals (SAP FI + SAP FI-TR)

Liabilities and Owner’s Equity

Accruals

-       Holiday pay provision (SAP HR) – post manually in FI

-       Accruals for rebates, discounts, and commissions (SAP LO-SD)

Payables

-       Payroll accounting (SAP HR)

-       Valuate the foreign currency for the open items (SAP FI), see also Receivables

-       Valuate the foreign currency for the balances (SAP FI + SAP FI-TR)

-       Regroup the payables (for example, due date intervals) (SAP FI), see also Receivables

Accruals and Deferrals

-       Post accruals/deferrals (SAP FI)

Miscellaneous:

Additional Tasks (SAP FI)

-       Post accruals/deferrals (SAP FI)

-       Check whether the accrual/deferral documents have to be reversed

-       Carry out recurring entries and update the batch input session (SAP FI)

-       Carry forward the balance

-       Check the balances carried forward against the closing balances of the previous year

-       Start carrying forward the balance, if necessary (SAP FI)

-       Reconcile cost of sales accounting/period accounting/profit center ledger (SAP FI/SAP FI-CO)

-       Reconcile the asset history sheet and account balances

-       Close Asset Accounting (SAP FI-AA)

-       Close the posting period (SAP FI)

-       Run the reconciliation program (SAPF190)

This program checks the documents and transaction figures in the R/3 System. You can only execute this run if you do not intend to carry out any postings for the period, otherwise reconciliation differences will occur. You can schedule the job to run in the background.

-       Balance audit trail (SAP FI)

Printing Reports and Notifications:

-       Asset history sheet (SAP FI-AA)

-       Balance sheets and P&L statements (monthly and annual reports)

-       Advance return for tax on sales and purchases (returns propared normally quarterly)

-       INTRASTAT declarations (SAP LO-MM)

Internal Closing (SAP FI-CO)

Internal order and project-related tasks:

-       Transfer postings, surcharges, project interest calculation, settlement

Product and production-related tasks:

-       Release standard cost estimate, perform inventory costing, transfer postings, surcharges, variance calculation, results analysis, and settlement

Cost center-related tasks:

-       Transfer posting, distribution, assessment, activity allocation, transfer key figures, cost center variance, price calculation

Results-related tasks

-       Evaluate actual postings, transfer external data, distribution, assessment, transfer balance sheet items to PCA

Source: help.sap.com/bp_bblibrary/500/Documentation/J03_GL_BPP_01_EN_MY.doc

SAP Month-End Checklist

Month-End Checklist

Assets

Fixed Assets

-       Execute the depreciation run and update the batch input session (SAP FI-AA)

Current Assets

Inventories

-       GR/IR clearing account – clarify any differences and correct them if necessary (SAP LO-MM)

-       Clear the GR/IR clearing account (SAP FI)

Prerequisite: Accounts have already been maintained by MM

-       Period closing program (SAP LO-MM)

-       Settle the work in process (SAP FI-CO)

-       Post the reconciliation ledger (SAP FI-CO)

Receivables and Other Asset Items

-       Check whether all the billing documents have been posted (SAP LO-SD)

-       Valuate the foreign currency for the open items (SAP FI), see also Payables

-       Valuate the foreign currency for the balances (SAP FI + SAP FI-TR)

Accruals and Deferrals

-       Post accruals/deferrals (SAP FI-TR + SAP FI)

 

Liabilities and Owner’s Equity

Accruals

Payables

-       Payroll accounting (SAP HR)

-       Valuate the foreign currency for the open items (SAP FI), see also Receivables

-       Valuate the foreign currency for the balances (SAP FI + SAP FI-TR)

Accruals and Deferrals

-       Post accruals/deferrals (SAP FI)

Miscellaneous:

Additional Tasks (SAP FI)

-       Post accruals/deferrals (SAP FI)

      Check whether the accrual/deferral documents have to be reversed

-       Carry out recurring entries and update the batch input session (SAP FI)

-       Reconcile cost of sales accounting/period accounting/profit center ledger (SAP FI/SAP FI-CO)

-       Close the posting period (SAP FI)

-       Run the reconciliation program (SAPF190)

This program checks the documents and transaction figures in the R/3 System. You can only execute this run if you do not intend to carry out any postings for the period, otherwise reconciliation differences will occur. You can schedule the job to run in the background.

Printing Reports and Notifications:

-       Balance sheets and P&L statements

-       Advance return for tax on sales and purchases

-       INTRASTAT declarations (SAP LO-MM)

-       Account balances (SAP FI)

-       Journals (SAP FI)

Internal Closing (SAP FI-CO)

Internal order and project-related tasks:

-       Transfer postings, surcharges, project interest calculation, settlement

Product and production-related tasks:

-       Release a standard cost estimate, perform inventory costing, transfer postings, surcharges

Variance calculation, results analysis, and settlement

Cost center-related tasks:

-       Transfer posting, distribution, assessment, activity allocation, transfer key figures, cost center variance, price calculation

Results-related tasks

-       Evaluate actual postings, transfer external data, distribution, assessment, transfer balance sheet items to PCA


Source: help.sap.com/bp_bblibrary/500/Documentation/J03_GL_BPP_01_EN_MY.doc

OBYC Tips / guides

What is OBYC? What can we achieve from this T-code?

OBYC is the place where we maintain the relationship between MM and FI. Ok, now to explain further. In MM, we have Valuation Classes which are assigned in materials. These Valuation Classes can be unique according to material type. Now SAP is designed in such a way that, for transactions that we execute which involves posting of an accounting entry relating to a material, it will check for this Valuation Class against a particular Key. This Key can be seen in OBYC and different Keys are assigned to different movement types.

In short, SAP determines the accounting entries by looking at Movement Type --> Key --> Valuation Class --> GL

Useful Tip / Guide

Scenario

Lets say you have an accounting document and you would like to find out which key is being used for the Debit and Credit side. Or when you have a situation lets say, a wrong GL is being used and you need to replace it with another, but you do not know exactly where in OBYC.

Solution

At the Accounting Document screen (FB03 or from Material Doc MB03 click on Accounting Document), click on change layout button. Then, add "Transaction" into the list of displayed columns. You will now be able to view the "Keys" associated to the debit and credit entry.

Hope this helps :)

SAP Landscape Explained

Earlier today I was looking for a simple explanation on SAPs Landscape. This was posted by someone in it.toolbox and I gotta say, its really simple and great for everyone's knowledge. Enjoy..

System Landscape is like a server system or like a layout of the servers or the architecture of the servers viz.



SAP is divided into three different landscape DEV, QAS and PROD.

- DEV would have multiple clients for ex: 190- Sandbox, 100- Golden, 180- Unit Test.

- QAS may again have mutiple clients for ex: 300- Integration Test, 700 to 710 Training.

- PROD may have something like a 200 Production.

These names and numbers are the implementer's discreet on how they want it or they have been using in their previous implementations or how is the client's business scenario.


Now whatever you do in the Sandbox doesn't affect the other servers or clients. Whenever you think you are satisfied with your configuration and you think you can use it moving forward, you RE-DO it in the golden client (remember, this is a very neat and clean client and you cannot use it for rough usage).


As you re-do everything that you had thought was important and usable, you get a transport request pop up upon saving everytime. You save it under a transport request and give your description to it. Thus the configuration is transported to the Unit Test client (180 in this example).

You don't run any transaction or even use the SAP Easy Access screen on the 100 (golden) client. This is a configuration only client.

Now upon a successful tranport by the Basis guy, you have all the configuration in the Testing client, just as it is in the Golden client.

The configuration remains in sync between these two clients.

But in the Testing client you can not even access SPRO (Display IMG) screen. It's a transaction only client where you perform the unit test.

Upon a satisfactory unit test, you move the good configuration to the next SERVER (DEV).

The incorrect or unsatisfactory configuration is corrected in Golden (may again as well be practised in the sandbox prior to Golden) and accordingly transported back to 180 (Unit Test) until the unit test affected by that particular config is satisfactory.

The Golden client remains the 'database' (if you wanna call it that) or you may rather call it the 'ultimate' reference client for all the good, complete and final configuration that is being used in the implementation.

In summary:

Landscape : is the arrangement for the servers

IDES : is purely for education purpose and is NOT INCLUDED in the landscape.

DEVELOPMENT ---> QUALITY ----> PRODUCTION

DEVELOPMENT : is where the the consultants do the customization as per the company's requirement.

QUALITY : is where the core team members and other members test the customization.

PRODUCTION : is where the live data of the company is recorded.


A request will flow from Dev->Qual->Prod and not backwards.


1. Sandbox server: In the initial stages of any implementation project, You are given a sandbox server where you do all the configuration/customization as per the companies business process.


2. Development Server: - Once the BBP gets signed off, the configuration is done is development server and saved in workbench requests, to be transported to Production server.

3. Production Server: This is the last/ most refined client where the user will work after project GO LIVE. Any changes/ new develpoment is done is development client and the request is transported to production.

These three are landscape of any Company. They organised their office in these three way. Developer develop their program in

Development server and then transport it to test server. In testing server tester check/test the program and then transport it to Production Server. Later it will deploy to client from production server.

Presentaion Server- Where SAP GUI have.

Application Server - Where SAP Installed.

Database Server - Where Database installed.

Organizational levels in the SAP procurement process

The organizational level that you see above is the one related to Materials Management. No matter where you go under the MM Processes, you would have to go through at least 1 of the above.

Client
The Client is the highest hierarchical level unit within a SAP system. We can say that it represents an Enterprise. We can also say that within this Enterprise, there might be more than 1 companies, which leads us to the next level, Company Code. It is represented in the system by a 3-digit numeric key.

Company Code

A Company Code is the organizational unit that allows you to structure your enterprise from a financial accounting perspective. It represents an independent unit producing its very own balance sheet, e.g a company within an Enterprise (Client). It is represented in the system by a 4-character alphanumeric key. This includes the entry of all events that require posting to the accounts and the creation of a complete audit trail for balance sheets and profit and loss statements. A company code represents an independent unit producing its own balance sheet, for example, a company within a corporate group (client).

Plant
The plant is an organizational unit where Operations are concerned. When I say operations, I mean Production, Procurement, Materials Planning and Maintenance locations. It is represented in the system by a 4-character alphanumeric key.

Storage location

The storage location is an organizational unit where we differentiate stocks of materials within a warehouse/plant. If further breakdown is required, we can use Storage Bins. It is represented in the system by a 4-character alphanumeric key.

Purchasing Group
Purchasing Group is a key to identify a buyer or a group of buyers responsible for a particular type of purchase. It is however not related to other units in the company structure.

Purchasing Organization

A Purchasing Organization is a unit which is responsible for the procurement of services/materials, and condition negotiations with vendors.

Special Procurement Processes

Vendor Consignment

Consignment basically something that vendor provides you and you store in your warehouse but you do not have to pay for it, until you use it. In this case, the vendor still remains as the owner of the stocks. Only when we consume these materials, then we will be charged/liable for it. Therefore, to settle this liabilities, it is according to agreed periods with the vendor, for example monthly.

In order to start this consignment process, you will have to first have an agreement on the price per quantity for the consigned materials. In SAP, we call this Consignment Info Record.

Remember earlier, I have mentioned that we will only be charged when we "Use/consume" the consigned materials? So, when referring to this, the procurement cycle for Consignment is a little bit different. The procurement cycle starts with a Purchase Order for Consignment Items, and it ends after Receiving the goods. This is because payment is required not after supply but after withdrawal.

Subcontracting
This procurement process is actually similar to the standard Procurement cycle. However, we would provide some or all of the components required to produce the material.

The Process starts of with a Subcontract Order where you indicate the material which is to be delivered, plus the components that you would provide to the Subcontractor.

So, when the vendor has received the Subcontract Order, he cannot start production until you have provided him with the necessary components. You perform this transfer of components by means of transfer posting where the materials are no longer physically in your location. It is now with the vendor for him to consume in order to produce the end-product.

As soon as the subcontractor completes the production for the end/refined material, he would then deliver it to you. This is now the Goods Receipt process. Unlike the standard Goods Receipt, here for Subcontracting process we Receipt the end-material as well as Issue out the components that was used by Subcontractor. These components are considered as subcontract consumption. In the end, the subcontractor will send us an invoice for the service given.

Stock transfer with Stock transfer Orders
This is a unique type of procurement because it does not involve an external vendor. It is a procurement method that is done within a company. The plant that needs the material will come up with an internal order called Stock Transport Order directed to the other plant which will be providing the material.

The issuing plant who receives the Stock Transport Order, will then provide the materials by performing Goods Issue with reference to the Stock Transport Order in SAP. After this is done, the receiving plant performs Goods Receipt against this Stock Transport Order to receive the materials.

This process can also be simplified by means of Transfer Postings only. In this case, we do not have to create a Stock Transport Order, but instead, perform Transfer Posting between receiving and issuing plant straight away.

Basics of External Procurement Process

The MM Module will be revolving around this business process. It is just whether we will be using each of it to its full extent or not. Let's begin :)

Requirement Determination

Before we can start with an external procurement process, we would need to have a requirement for it. A requirement can come from a few sources. Example, when there is a need for a new Printer in the Finance Department, therefore a user over there would raise a Purchase Requisition manually. Another example, when we have a MRP Procedure for a particular material (MRP Planning/Reorder Point/etc), SAP is able to generate Purchase Requisitions automatically or create a Planned Order first, which would be converted to Purchase Requisitions later on individually.

Source of Supply Determination
In SAP, we can also classify Vendors where we are allowed to procure from. There are also various methods in SAP to help you identify the possible sources to procure the goods. By doing so, you will be able to send Request for Quotations to the respective sources. This step is however optional, you can actually proceed to create a Purchase Order immediately.

Vendor Selection

If you chose to send Request for Quotations to a few sources, SAP automatically performs price comparisons based on the Quotations that they have provided. SAP is also able to send rejection letters to the vendors that did not qualify for the purchase.

Order Processing

This is where you create the official Purchasing Document called Purchase Order. You can create them manually in SAP or Automatically by the system. In SAP, you do not have to re-enter the Data in Purchase Order, but instead, you can copy the data from Purchase Requisition, RFQ, or Outline Agreements.

Purchase Order Monitoring

After creating a Purchase Order, it is necessary to check from time to time, the statuses of the Purchase Orders. In the Purchase Order report, it is possible to check for each PO, how much has been delivered, invoiced, etc.  It is also possible at this stage to remind vendors of outstanding deliveries.

Goods Receipt

When you enter incoming deliveries (by looking at the delivery order provided by vendor), you will be referring to the Purchase Order, therefore, entry work is minimized. SAP is also able to check how much quantity is still open for receiving, and it is also possible to set tolerance levels. For example, If your Purchase Order quantity is 100, you can set a over delivery and/or under delivery tolerance. Therefore, system will check against the tolerance % that you have set, and if you enter a quantity that exceeds this, SAP will throw you an error message.

Invoice Verification
When performing Invoice Verification in SAP, you will be referring to either the Purchase Order or Goods Receipt document. SAP will perform the necessary checks to ensure that you do not over or under pay the Vendor. Once this is completed, the MM Cycle is over. The next step "Payment Processing" is under the FI Module.

Payment Processing
This is the final step where the payment program authorizes payment to the creditor liabilities.

This covers the Standard External Procurement Cycle. Apart from the above, there are other special procurement processes such as Vendor Consignment, Subcontracting, Stock Transfer, etc. They will be explained later. For now, we should all be clear of the Standard cycle because the whole of MM evolves around it.