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Golden Demo Order to Invoice (Services) SAP Business ByDesign Reference Systems Demo Script Order-to-Invoice (Services) Classification: Internal and for Partners Version: 20171218 Disclaimer

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Page 1: Demo Script - my011073.sapbydesign.com · • CA – Canada, as of demo release ByD 1705 • MX – Mexico, as of demo release ByD 1705 ... WoC Sales Orders Common Task New Sales

Golden Demo Order to Invoice (Services)

SAP Business ByDesign Reference Systems

Demo Script

Order-to-Invoice (Services)

Classification: Internal and for Partners

Version: 20171218

Disclaimer

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This demo script is based on the ByD Reference System for the Almika model company. There are several country versions

of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,

names and object descriptions. Sample data used in this demo script relates to the US country version – for other country

versions different data samples might be relevant.

A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP

Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD

system at: Home Self-Services – Learning Center.

Although the script has been tested carefully you might nevertheless encounter different system behavior when running a

demo in an actual Almika demo tenant.

Release Statement

This version of the demo script is released for the following country versions of the ByD Reference System for the Almika

model company:

• US – United Stated, as of demo release ByD 1705

• DE – Germany, as of demo release ByD 1705

• UK – United Kingdom, as of demo release ByD 1705

• FR – France, as of demo release ByD 1705

• AT – Austria, as of demo release ByD 1705

• CH – Switzerland, as of demo release ByD 1705

• NL – Netherlands, as of demo release ByD 1705

• CA – Canada, as of demo release ByD 1705

• MX – Mexico, as of demo release ByD 1705

• AU – Australia, as of demo release ByD 1705

• CN – China, as of demo release ByD 1705

• IN – India, as of demo release ByD 1705

The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo

tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.

As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:

You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the

demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your

demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to

the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific

to the country version, only the version of the demo guide is specific to your ByD demo tenant.

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Table of Content

1 Demo Script Overview ................................................................................................................................... 4

1.1 Demo Overview ...................................................................................................................................... 4

1.2 Intended Audience.................................................................................................................................. 4

1.3 Protagonists ........................................................................................................................................... 4

1.4 Business Pain Points .............................................................................................................................. 4

1.5 Key Messages and Value Proposition ..................................................................................................... 5

1.6 Story Flow Summary .............................................................................................................................. 5

2 Technical Requirements ................................................................................................................................ 6

2.1 System Access Information ..................................................................................................................... 6

2.2 User Accounts ........................................................................................................................................ 6

3 Demo Steps .................................................................................................................................................... 7

3.1 Order Handling ....................................................................................................................................... 9

3.1.1 Create a Sales Order with Service Items .................................................................................... 9

3.1.2 Perform and Confirm Service Execution ................................................................................... 13

3.2 Customer Invoice Handling ................................................................................................................... 20

3.2.1 Create Customer Invoice ......................................................................................................... 20

3.2.2 Review the Invoice Document .................................................................................................. 24

4 Scenario Quick Guide and Key Master Data ................................................................................................ 26

4.1 Order Handling ..................................................................................................................................... 26

4.2 Customer Invoice Handling ................................................................................................................... 26

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1 Demo Script Overview

1.1 Demo Overview

This demo script outlines the highlights of SAP Business ByDesign and shows you how to demo these capabilities along with

their benefits and how to deliver proof of the value propositions made in your demo.

In this demo, you will introduce general features of SAP Business ByDesign and demonstrate these features in the areas of

sales order handling and customer invoicing. You will show typical key features of ByDesign and explain to the end user

how they can leverage these built-in features to best meet their particular business requirements.

Manage highly repeatable services efficiently in a single ERP system The system enables users to sell services with the ability to handle quotes, create sales orders with service items, plan the service execution, fulfill, confirm and invoice the services sold.

Pricing The system determines prices and discounts automatically. You can also enter these manually, if required. The system can support you by displaying the cost and profit margin.

Credit Limit Check You can minimize credit risk by specifying a credit limit for a customer. If a credit limit in an order is exceeded, a delivery block is set automatically

Automatic Order Creation A sales order can be created on the basis of a lead, opportunity, sales quote, or through B2B interface (external system)

1.2 Intended Audience

SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New Hires

SAP external: CEO, CIO, Sales Management

1.3 Protagonists

Sales representative

Service Engineer

Financial Accountant

1.4 Business Pain Points

Business Pain Points addressed:

Increase our speed to revenue

Decrease our cost of selling and delivering services

Improve customer satisfaction by delivering on time and on budget

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1.5 Key Messages and Value Proposition

Overview

The Order-to-Invoice (Standardized Services) business scenario enables you to sell services with functions to handle quotes,

create sales orders with service items, plan the service execution, record your working time, confirm the work package and

invoice the services sold.

Key Features and Associated Benefits

• Sales assistant function to best convert opportunities into business

o Efficiency leading to growth

• Automatic quote and order generation, processing and flexible pricing management

o Efficiency leading to profit and adaptability leading to profit.

• Integrates operational processes with master data to ensure consistency between orders, execution and invoicing

Efficiency of the process flow leads to profitability

• Scalable process for revenue recognition supporting different accounting principles

Adaptability of these processes provides a Foundation for Growth

• Built in analytics enables a drill down to the profit and loss result alongside dimensions like products, customer groups

and distribution channels

Visibility of information leads to improved Profit

1.6 Story Flow Summary

This demo shows an end-to-end process from sales order creation with service items until customer invoice creation.

In the first step, you create a sales order according to customer requirements. Then you hand over the tasks to the service

execution. The service engineer executes the service and confirms the order completion in the system. Finally, the financial

accountant creates the customer invoice based on the sales order and the service confirmation data.

This demo covers the business processes depicted in the dark oranges boxes:

Executing Services

Creating Sales Quotes

Creating Sales Orders

Recording working time and confirm

Processing Receivables and Payments

Creating Customer Invoices

Dispatching and Scheduling Orders

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2 Technical Requirements

2.1 System Access Information

To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different

country versions.

Consider giving your demo from tablet to highlight the potential of using HTML5. A working combination is using Chrome

browser on an iPad.

2.2 User Accounts

The following user accounts for ByD Almika implementation are to be used to run the demo:

Predefined User ID User Name Password Component

SALES02S Victoria Brannon Welcome1 SAP Business ByDesign

SERVICESUPPORT02S Briana Polley Welcome1 SAP Business ByDesign

FINANCIAL02 Iris Green Welcome1 SAP Business ByDesign

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3 Demo Steps

As a preparation *prior* to your demo! Ensure that a mashup showing the RoutePlanner is added to the screen in which you

can plan for the route towards the customer location! This will improve your storytelling and will “beautify” ByDesign as

well.

Logon as SERVICESUPPORT02S. Open the “Field Service and Repair – Order Pipeline” screen by selecting WoC Field

Service & RepairOrder Pipeline (note: consider adding this view to your Launchpad as well by clicking the +).

The screen is opened – now start Personalization Mode by clicking on the puppet icon top right.

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Start Personalization Mode; click on OK on the popup screen. Click on the button RoutePlanning. You are not able to change

the current screen; we want to add a RoutePlanner. In the right sidecar pane, click on + and select AddMashup

Select “Appearance” and chose “Embedded Near Available Route Planner(s) Section” and tick the Visible box.

Save the changes and stop personalization mode.

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3.1 Order Handling

3.1.1 Create a Sales Order with Service Items

What to Say

Introduction

Victoria Brannon (SALES02S) is logged in the system and wants to create a Sales Order to install computer

equipment at a customer location. She enters and releases the order that the system provides the tasks to the

corresponding Service Engineer.

What to Say

With the built-in auto lookup, the system automatically populates key customer information such as contacts,

terms, address and other financial information.

The system retrieves information regarding product description and list price fields. With flexible price

determination, ByDesign is able to maintain price books by customer, customer class and other key attributes.

The system will automatically perform credit limit check based on account balance and new orders.

What to Do

WoC Sales Orders

Common Task New Sales Order

On screen New Sales Order enter the customer name “Unlimited Electrics” (CS200123)

Enter a Description into the sales order. E.g. “Hardware installation X123”

Enter the Requested Date one week in the future.

Enter the following line items into the table Items

o Product: “Computer Equipment Installation” (S200106) and change the Quantity to 8 h

o Product: “Travel Time” (S200121) Quantity:1 h

Below table Items on tab Notes you can enter an Internal Comment to provide additional information to the

Service Engineer. E.g. “Building 1”

Click Save

Click Submit Release to Service Execution

Log off as Victoria Brannon.

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What you Should See

After login, the left bar shows the available work centers as icons. By clicking on the three lines (indicated in red

below) the sidecar on the left expands to show the work center names as well.

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You can add the New Sales Order task to MyLaunchpad by clicking on the + sign. Explain that this is one of many

examples how users can personalize their ByDesign UI.

Save the order. Check green remark.

Then hit Release to Service Execution

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Again, see the notes indicating success.

Logoff using the top right button:

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3.1.2 Perform and Confirm Service Execution

What to Say

Introduction

Briana Polley (SERVICESUPPORT02S) checks in the system for the Order Pipeline and records her working time for

the service execution after the service has been delivered. In the Time Sheet, she enters the actual hours she spent

on the service and completes the Work package in order to enable finance to create the customer invoice.

Key Features and Advantages

Based on predefined rules, the order is dispatched to the service performer. Here the service employee is able to

check the order pipeline and plan execution promoting efficiency.

During execution confirmation, we have the ability to check the order and confirmation with actual quantities to

promote greater efficiency and profitability.

What to Do

Show that Brianna can see which Service Orders she has to perform. Open WoC Field Service & Repair

Overview. The tile “My Orders to be Executed” indicates 1 (or more). Click it.

The order pipeline shows the just released Service Execution.

In case the Service Execution does not work properly, use the following way to confirm executing the installation

services.

WoC Home View Self Services Overview

Time – Edit Time Sheet

Enter Service Confirmation Quantity 6h for the task Computer Equipment Installation for tomorrow

Flag the check box Work Package Completed

Actions - Release – Release – All (NOTE: If you do not perform this step, the item will not appear in invoicing.)

Enter 2h for Travel time task for tomorrow

Flag the check box Work Package Completed.

Actions – Release

Log off as Briana Polley.

What you Should See

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3.1.2 Perform and Confirm Service Execution

Go to Field Service and RepairOverview:

Clicking the My Orders To Be Executed tile gives a list with the Service Order associated to the Sales Order created in

the previous step:

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3.1.2 Perform and Confirm Service Execution

Click button Confirm Execution. Fill in the requested details:

- Work Description

- Arrived On date

- Fixed On date

Click on the top left button Release.

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3.1.2 Perform and Confirm Service Execution

In case this way of service confirmation does not work, use the alternative manner using Time Recording. For that

enter the Edit Time Sheet screen:

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3.1.2 Perform and Confirm Service Execution

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3.1.2 Perform and Confirm Service Execution

When confirming time using Edit Time Sheet: in case a line item cannot be Saved for Time Recording, check if the

“Inactive” indicator is visible:

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3.1.2 Perform and Confirm Service Execution

To make this workpackage active, select the Actions button and hit “Release”. The Status Indicator turns to a green

square. Time Recording can then be done and released using the button on top left:

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3.2 Customer Invoice Handling

3.2.1 Create Customer Invoice

What to Say

Introduction

The Financial Accountant Iris Green (FINANCIAL02) checks in the system which items are ready to be invoiced and

creates the Customer Invoice for the previously completed Service Order.

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Key Features and Advantages

Invoice request are created automatically after services have been performed.

We are creating the invoice manually today. However, we could have automated the process with the use of the

Invoice Run feature.

Invoice created with no dual entry required.

What to Do

WoC: Customer Invoicing View Invoice Requests

Show Today’s Invoice Requests

Select both items for which the confirmation was just created in the step before (NOTE: Use SHIFT-click to select

both items from the Invoice Request object work list).

Click Invoice to create the customer invoice.

On screen New Invoice click Release.

What you Should See

Login and select WoC Customer InvoicingInvoice Requests (* note: consider adding this view to your Launchpad.

The tile will actually indicate the number of Invoice Requests to be executed*)

Ensure you have selected the “Today’s Invoice Requests”. The two items which were confirmed in the previous step

(aka 6 hours of Installation work and 2 hours travel time) are ready to be invoiced.

Hold the Shift key and select both lines. Then click button “Invoice”:

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The “New Invoice” screen comes up. Explain that you can now add Customer Information or even alter the price or

overall discount. Use the “Preview” button to have a look at the Adobe version of the Invoice which is ready to be sent

to the customer.

(* Hint: The preview Invoice screen may pop up as a separate browser window, or even as a new Tab in your

browser. Doublecheck this! In either case, after viewing the preview simply close it. *)

Release the invoice using the top left Release button.

You will come back to the screen showing the list of Invoice Requests. Note the remark in green on the button

indicating the successful creation of the Invoice (marked with red square). When clicking the refresh button (marked

green) the list will not show anymore the released items.

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3.2.2 Review the Invoice Document

What to Say

Introduction

You are still logged on as Financial Accountant Iris Green (FINANCIAL02).

The customer invoice is created based on the service confirmation data. You can now review the invoice document.

Key Features and Advantages

We see all the information that will be invoiced to our customer.

With the built-in document flow, we see the entire transaction lifecycle or audit trail for this order to invoice process.

This gives the user full transparency to an end to end process.

What to Do

WoC: Customer Invoicing View Invoice Documents

Show Today's Invoice Documents

Click the hyperlink displayed in column Invoice ID of the just created customer invoice.

On tab General you can review the data on the invoice sent to the customer.

On tab More you can see the built-in Document Flow from the Sales Order via the Service Confirmation to the

Customer Invoice. Also, you can see the physical document (Adobe) sent to the customer.

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What you Should See

Click the released invoice of the previous step. In the screen which pops-up, click the More tab. Show the

DocumentFlow

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4 Scenario Quick Guide and Key Master Data

4.1 Order Handling

Steps Summary

Path Data to Use/Enter Activity

Step 1 – Create a Sales Order with Service Items

WoC Sales Orders Common Task New Sales Order

screen New Sales Order Customer: “Unlimited Electrics”

Requested Date: one week in the future

Product: “Computer Equipment

Installation” Quantity: 8 h

Product: “Travel Time” Quantity:1 h

Save and release the order to service

execution

Path Data to Use/Enter Activity

Step 2 – Perform and Confirm Service Execution

WoC Home

View - Self Services

Overview

Time - Edit Time Sheet

Enter 6h for the task Computer

Equipment Installation for tomorrow

and Release

Screen Edit Time Sheet Enter 2h for Travel time for tomorrow

and Release

Screen Edit Time Sheet Flag the check box Work Package

completed for both entries and

Release

4.2 Customer Invoice Handling

Steps Summary

Path Data to Use/Enter Activity

Step 1 – Create Customer Invoice

WoC Customer Invoicing

View Invoice Requests

SHIFT-click on the two items for which

the confirmations were just created in the

previous step.

Create customer invoice

Screen New Invoice Release the customer invoice

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Path Data to Use/Enter Activity

Step 2 – Review the Invoice Document

WoC: Customer Invoicing

View: Invoice Documents

Filter Today's Invoice Documents

Open Order via hyperlink

Check data on tab General.

Review the Document Flow on tab

More.

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Copyright

© 2017 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of

SAP SE or an SAP affiliate company.

The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its

distributors contain proprietary software components

of other software vendors. National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation

or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the

materials. The only warranties for SAP or SAP affiliate company products and services are those that are

set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be

construed as constituting an additional warranty.

In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this

document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any

related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or

platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at

any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to

deliver any material, code, or functionality. All forward-looking statements are subject to various

risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to

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decisions.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. See http://global.sap.com/corporate-en/legal/copyright/index.epx