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Golden Demo Intercompany Stock Transfer

SAP Business ByDesign Reference Systems

Demo Script

Supply Chain Highlights – Intercompany Stock Transfer

Classification: Internal and for Partners

Version: 20171218


Document Version: 20171218 2

Disclaimer

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.



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 Prerequisites: Stock Overview................................................................................................................. 7

3.1.1 Check Stock Overview (Prerequisite Activity) .............................................................................. 7

3.2 Create Purchase Order ........................................................................................................................... 8

3.2.1 Create Purchase Order .............................................................................................................. 8

3.3 Perform Shipment and Invoicing ............................................................................................................. 9

3.3.1 Release Customer Demand ....................................................................................................... 9

3.3.2 Post Goods Issue .................................................................................................................... 10

3.3.3 Create Customer Invoice and show supplier invoice within document flow ................................. 11

3.4 Perform Inbound Processing ................................................................................................................. 12

3.4.1 Post Goods Receipt ................................................................................................................. 12

3.4.2 Post Supplier Invoice ............................................................................................................... 15

4 Scenario Quick Guide and Key Master Data ................................................................................................ 16



1 Demo Script Overview

1.1 Demo Overview

This demo scenario describes how a required product which is out of stock at company Almika is ordered from the affiliated

company Innovat by the purchaser in an intercompany scenario.

The scenario shows all relevant business process steps from ordering to invoicing by using a full electronic data exchange

setup of the involved business partners and transferred business documents.

This scenario includes features such as:

Electronic data transfer using XML standard

Automatic generation of the respective business documents

Automatic sales order release and purchase order acknowledgement by data exchange

Automatic posting of supplier invoice document

The document flow ensures complete transparency across the whole business process.

Electronic data transfer avoids double entry and incorrect data.

Automatic postings speed up the process and provide complete process transparency

1.2 Intended Audience

SAP internal: New hires

SAP external: CEO, CIO, Sales Management, Logistics Management, Partner Presales

1.3 Protagonists

The roles in the story are the following:

Purchaser / Warehouse Manager / Financial Accountant (Buying Side)

Warehouse Manager / Sales Representative (Selling Side)

KPI for Role 1: Purchasers are measured on Purchase Price Variance (PPV) timely delivery of purchased goods and

spend management

KPI for Role 2: Warehouse managers care about inventory accuracy, picking and put away efficiency.

KPI for Role 3: Sales agents care about total sales and unshipped orders

1.4 Business Pain Points

Inability to have any visibility into the relationship between the buying and affiliated selling company



1.5 Key Messages and Value Proposition

Overview

ByDesign, as an enterprise level ERP system, provides both the capability to execute all the required tasks but also visibility

in the flow of the transaction between entities.

Key Features and Associated Benefits

Tracking the life cycle from the buy side

o Knowing when and how the transaction will impact the supply chain

Leveraging the relationship between the two entities to minimize the data entry effort

o Reduced data entry requirements and reduced errors

1.6 Story Flow Summary

This demo covers the business process depicted in the dark orange boxes.



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.

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

Supplyplanner01p Richard Stone Welcome1

Purchase Requests and Orders

Inbound Logistics

(Requesting Company)

Warehouse91 Chris Jones Welcome1

Outbound Logistics Control

Outbound Logistics

(Selling Company)

Sales91 Katie Sell Welcome1 Customer Invoicing

(Selling Company)

Financial02 Iris Green Welcome1 Supplier Invoicing

(Requesting Company)



3 Demo Steps

3.1 Prerequisites: Stock Overview

3.1.1 Check Stock Overview (Prerequisite Activity)

Prerequisite

Prior to beginning the demo for your customer you need to check if there is enough stock to run the demo.

What to Do

Logon with user supplyplanner01p (Richard Stone) requesting company

WoC Physical Inventory Access Common Tasks Stock Overview.

Product ID: P110220

Logistics Area ID: 2100-0

For running the demo there should be at least 2 ea on-hand.

What you Should See



3.2 Create Purchase Order

3.2.1 Create Purchase Order

What to Say

Introduction

The Create Purchase Order business process enables you to manually create a purchase order with or without

reference to a contract or a list price.

If all relevant data is maintained, the purchase order is sent to the supplier, which, in this case, is a partner company

in the same SAP Business ByDesign system. It is also possible that an approval procedure depending on the

purchase order value is in place. Optionally, a purchase order acknowledgment can be used. The process can have

multiple degrees of automation.

Key Features and Advantages

The requesting company sends a purchase order to the selling company. After releasing the purchase order in the

buying company, a sales order is generated in the supplying company without any manual postings.

Value Statement

This highly automated process avoids double entries and incorrect data. The process is sped up as there are no

breaks in the supply chain.

What to Do

Logon with user supplyplanner01p (Richard Stone) requesting company

WoC Purchase Requests and Orders Access Common Tasks New Purchase Order

Supplier: Innovat

Product ID: P110220 (Stove Pipe Set)

Ship-To/Service Location ID: P1100

Quantity: 2 EA

Click Order



What you Should See

3.3 Perform Shipment and Invoicing

3.3.1 Release Customer Demand

What to Say

Introduction

The business process within the model company is automated: When the requested product is available, the

corresponding sales order will be released automatically and will be ready for further processing in the customer

demand view.


The sales order is immediately booked and released in the selling company without any manual step. If the requested

product is in stock the warehouse operations can start and the demand from the requesting company can be fulfilled

in a timely manner.

Value Statement

This highly automated process increases customer satisfaction and the efficiency of the order to invoice process.

What to Do

Logon with user Warehouse91 (Chris Jones) selling company



3.3.1 Release Customer Demand

WoC Outbound Logistics Control View Customer Demand

Show Orders Created Today

Select automatically created sales order and click Release

What you Should See

3.3.2 Post Goods Issue

What to Say

Introduction

The goods issue is posted on the selling side.

What to Do

WoC Outbound Logistics View Delivery Proposals

Show All Proposals by Selection

Select the delivery proposal belonging to the related sales order in the previous step

Click Post Goods Issue

Source Logistics Area ID: 2100-0

Click Propose Quantities

Click Release



3.3.2 Post Goods Issue

What you Should See

3.3.3 Create Customer Invoice and show supplier invoice within document flow

What to Say

Introduction

After releasing the outbound delivery, the customer invoice can be created on the selling side. When posting the

customer invoice in the selling company, the supplier invoice is created automatically in the requesting company and

is prepared for booking.


As the supplier invoice is created automatically by the customer invoice, no manual data entry for the supplier is

needed.

Value Statement

This ensures failure free and consistent invoice documents.

What to Do

Logon with user Sales91 (Katie Sell) selling company

WoC Customer Invoicing View Overview Today´s Invoice Requests



3.3.3 Create Customer Invoice and show supplier invoice within document flow

Select invoice request related to the newly created outbound delivery

Click Invoice

Click Release

WoC Customer Invoicing Invoice Documents Today´s Invoice Documents

Click Invoice ID for the document created in previous step

Click View All

Click Document Flow

Click Close

What you Should See

3.4 Perform Inbound Processing

3.4.1 Post Goods Receipt

What to Say



3.4.1 Post Goods Receipt

Introduction

On the buying side the advised inbound delivery notification is automatically created so that the goods receipt can be

posted immediately.


The creation of the inbound delivery notification provides additional visibility as to the status of the order to the sister

company. This is automatically created at point of shipment so no additional entry is required on either side of the

transaction.

Value Statement

Proactive automatic notification means that work is more efficiently planned and errors are reduced.

What to Do

Logon with user Supplyplanner01P (Richard Stone) requesting company

WoC Inbound Logistics View Inbound Delivery Notifications

Show Advised Delivery Notifications

Click Post Goods Receipt

Target Logistics Area ID: P1100-20

Click Propose Quantities

Click Save and Close



What you Should See



3.4.2 Post Supplier Invoice

What to Say

Introduction

The supplier invoice was created automatically via data exchange in status Ready for Posting and can now be

posted.


Unlike non-related entity purchases, supplier invoices are automatically created reducing entry time and errors.

Value Statement

Any reduction in data entry requirements instantly makes individuals more productive and able to focus on more value

added activities. Reduction/elimination of errors reduces workload and rework.

What to Do

Logon with user Financial02 (Iris Green)

WoC Supplier Invoicing View Invoices and Credit Memos

Show All Documents

Select the relevant supplier invoice

Click Post to post the supplier invoice

Status changed to Posted

What you Should See



4 Scenario Quick Guide and Key Master Data

This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one

process alternative, additional tables will be provided.

This chapter is intended as a quick reference for experienced users who have understood the basics of the business process

and have already completed the scenario.

Steps Summary

Path Data to Use/Enter Activity

Step 1 – Stock Overview

WoC Physical Inventory

Access Common Tasks

Stock Overview

Product ID: P110220

Unrestricted Stock

Logistics Area: 2100-0

Check if stock is available

Step 2 – Create Purchase Order

WoC Purchase Requests and

Orders Access Common

Tasks New Purchase Order

Product ID: P110220

Supplier: 1000001

Quantity: 2 EA

Order

Step 3 – Release Customer Demand

WoC Outbound Logistics

Control Customer Demand

Filter “Orders Created Today”, select the

created customer demand

Release

Step 4 – Post Goods Issue

WoC Outbound Logistics

Delivery Proposals

Filter “All Proposals by Selection”

Source Logistics Area ID: 2100-0

Actual Quantity: 2 EA

Post Goods Issue

Release

Step 5 – Create Customer Invoice

WoC Customer Invoicing

Overview

Filter “Today`s Invoice Requests”, select

the relevant invoice request

Invoice

Release

Step 6 – Post Goods Receipt

WoC Inbound Logistics

Inbound Delivery Notifications

Filter “Advised Delivery Notifications”,

select relevant inbound delivery

notification

Target Logistics Area ID: P1100-20

Actual Quantity: 2 EA

Post Goods Receipt

Save and Close

Step 7 – Check Supplier Invoice

WoC Supplier Invoicing

Invoices and Credit Memos

Filter “All Documents” and search for the

customer invoice

number from step 4

Post



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