sap overview

Confidential | Copyright © Larsen & Toubro Infotech Ltd.

10 Nov 2013

Bunduq –

ERP Implementation:

SAP Overview

Agenda

Confidential | Copyright © Larsen & Toubro Infotech Ltd. 2

2

Bunduq – SAP

Implementation

SAP Overview

1

Finance &

Controlling

2

Materials

Management

3

Human Capital

Management

4


SAP Overview

1


What is SAP

Systems, Applications, Products in Data Processing

SAP AG is the Market leader in ERP Software

German Based Software Company

Founded in 1972

R/3 – Real time 3 Tier Architecture (Database, Application, Presentation)

It tracks and manages, in real-time, sales, production, finance, accounting,

human resource in an Enterprise

ERP Software facilitates the flow of information among all the processes of an

organization's supply chain


What is SAP

Fully Integrated, Modular Structure

Integrated and online business information system

Providing maximum flexibility

Provides simplified business solutions

Ease of interface with non-SAP Systems

Integrate people, data & business processes within and between organizations

Collaboration, non-redundancy, consistency and internal process optimization


SAP Terminologies

ERP

ABAP

T Code

SAP GUI

Tables

Structure

Menu Bar

Command Prompt

Standard Toolbar

Application toolbar

Messages / Types


Navigation In SAP

Logging On

Main Menu Screen

Various Keys & Sessions

Logging Off

Windows Functions in SAP

Typical Icons

Help Functions


Logging On

A new window appears

Enter your user-ID

Enter your Password

The first time you use SAP you

need to reset your password.

The client number as well as

language are entered by your

administrator and defaulted

Press Enter on your keyboard


Main Menu Screen


Various Keys

Exit Keys

Back Cancel

Exit Transaction Or Log Off

Create New Session icon


Sessions

Running Multiple Sessions

• When you sign onto SAP R/3, you create a „session‟. You are allowed to have more

than one session active at the same time. You can „open‟ a new session any time and

from any SAP R/3 screen without losing data in the existing sessions.

Example-While creating a req. you need to look up acct balances.

Multiple ways to create a new session

• Like most other functions in SAP, many ways exist to execute the same command. For

this procedure, you will be given every way possible to create a new session in order

to demonstrate this capability. In general, people will find the way that best suits

them.

– 1st Way To open a session by menu path, click System Create Session.

– 2nd Way To open a session using the icon toolbar, click the Create New Session

icon.


Sessions

Viewing current sessions

• To view a listing of all sessions by command prompt, type “/o” in the command field

and press Enter.

Generate will create a new blank session.

Switching between sessions

• Windows allows you to use the Alt + Tab Method to move from session to session. Do

the following to switch between sessions:

• Hold down the Alt key with one finger.

• While holding Alt, press and release Tab.


Logging Off Screen

Windows Functions in SAP

Status Bar

Options

Push Buttons

Checkboxes

Tabs

14 Confidential | Copyright © Larsen & Toubro Infotech Ltd.

Typical Icons

Enter

Confirms entered data

Command field

Used to enter command, transaction code. To

display it, click the arrow

Save

Saves the work

Back

Returns to previous screen without saving data

Exit

Returns to initial screen without saving data

Cancel

Exit current task without saving data

Print

Print current screen

Scroll buttons

First page, previous page, next page and last page

Find and Find next

Search for data in current screen; extend research

Create session

Create a new session

Create shortcut

Create a shortcut to any report, transaction

F1 Help

Provides help on the field where the cursor is positioned

Layout menu

Customizes the

•Display options

•Printout the screen (Hard Copy)


Help Functions

Help Functions (F1 vs. F4)

F1 F4

(Same as Browse Button)



Overview of SAP Modules

SAP ECC 6.0

FI Financial

Accounting

CO Controlling

AM Fixed Assets

Mgmt.

PS Project System

WF Workflow

IS Industry

Solutions

MM Materials

Mgmt.

HR Human

Resources

SD Sales &

Distribution

PP Production Planning

QM Quality

Manage-ment PM

Plant Main-tenance

Integrated

solutions

Designed

for all types

of business


Finance & Controlling

2

Organization structure - FICO


Foreign Exchange

Management Finance

Information System

Management of Securities and

Loans

Accounts

Payable

Accounts

Receivable

Bank Accounts

Invoice

Verification

Payables

General Ledger

Sales Invoice

The Structure of Financial Accounting


Real Time Accounts

Multiple Charts of Accounts, Multiple Currencies

User-defined Balance Sheet/Profit and Loss

Integrated Bank-Related accounting

Prevent duplicate invoice entries

Document Parking can be used

Strong Standard Reporting Capabilities

Drill down facility for Reports Display

Security through Authorization

Salient Features


Components of Finance (FI)


Configuration • Organizational Structures

– Company Codes

• Organization of Accounting

– Ledger/Sub-ledger

• Chart of Accounts

• Master Records

– G/L Accounts

– Customers

– Vendors

– Banks

• Chart of Depreciation

– Depreciation Areas

– Assets

• Group Company

• Number Ranges

Functionality

Documents/Transactions Fiscal Year

Posting Adjustments

Payment Terms Balance Sheets/Income Statements

Foreign Currency Closings

Taxes On-Line Display

Special G/L Transactions Payment Program

Fixed Assets

Reporting Analysis

Sub Modules

General Ledger Accounts Payable

Accounts Receivable Bank Accounting

Asset Accounting Treasury

FI

Vendor Master Record

Real-time integration with general ledger

Integration of purchasing and accounting

via invoice verification

Preliminary posting and tracking of invoices

Management of one-time accounts

Online processing of payment

proposal

Automatic and Manual Payments

Down payment processing/Clearing

Balance Confirmation Purchase Order

Business

Transaction

General Ledger

Cash General Ledger

Accounts Payable

Reconciliation Account

Date Explanation DR CR

01/07/11 Accounts Payable Cash/Bank

Payment

Vendor Invoice

Goods Receipt

3-Way Match

Accounts Payable


Customer master record

Real-time integration with general ledger

Flexible credit management for

accounting and sales

Online open item tracing

Easy management of incoming

payments

Sales Order

Business

Transaction

General Ledger

COGS

Inventory General Ledger

Accounts Receivable

Reconciliation Account

Date Explanation DR CR

11/08/03 Accounts Receivable

Receipt of

Payment Billing Plan

Invoice

Accounts Receivable

Accounts Receivable


FI

Project Systems

Procurement

Payroll

Sales Revenues

Bank Accounting

B/A

Accounts Receivable

A/R

Accounts Payable

A/P

Asset Management

A/A

G/L

SD

PS

MM

HR

Data Flow FI


Profit Center

accounting

Report Structure

Profit

center: GL

accounts

PCA

Overhead Cost

Controlling

Cost

Centers

Internal

orders

The Structure of Controlling


Components of Controlling


CO Configuration

Organization Structures

Master Data

Planning & Budget Setup

CO Modules

• Cost Center Accounting

• Profit center Accounting

• Internal Orders

Functionality • Settlement

• Internal Orders

• Overhead Management

• Planning

• Budget Management

• Periodic Allocations

• Monitoring Actual Activities vs. Planned

CO

Basis of Cost Controlling

Determines what costs occur in the Organization

Cost / Revenue Element Grouping

Used for Data flow in controlling

Cost / Revenue Element Accounting


Determines where costs occur in the Organization

Internal reallocation

Cost planning and comparison with Actual for cost control

Cost Center Hierarchy

Facilitating Profit center accounting

Cost Center Accounting


Purchase Orders

Billing

G/L Expenses FI

MM

SD

Personnel Cost

Asset Management AM

HR

Cost Center Accounting

CCA

Profit center Accounting

PC

Internal orders

PA

Project Accounting

PS

Controlling CO

Data Flow CO


Finance Reporting


Management reporting



Materials Management

3

SAP: Material Procurement Cycle


SAP: Service Procurement Cycle


SAP: Steps In Procurement.


The procurement of Materials & Services involve the following steps:

Determination of requirements

Determination of Possible sources

Request for Quotation procedure

Entry of data from quotations submitted by Vendors

Comparison of quotations

Award phase (order placement)

Monitoring of purchase orders

Receipt of Goods in stores / Entry of services actually performed

Acceptance of services performed

Verification of invoices for services

SAP: Materials Management –Sub Module

Materials

Management


Planning

Invoice

Verification

Inventory

Management

Material

Valuation

Logistics

Procurement

SAP: Materials Management –Overview

Material Requirements Planning

External Procurement

(Purchasing) Internal Procurement

(Stock Transfers)

Inventory Management

Goods Receipt

Goods Issue

Transfer Posting

Invoice

Verification

Invoice Receipt

Finance & Accounting

Masters

• Material

• Vendor

• Service

• Purchase Info Record

• Source list



SAP: Organization Structure

40

SAP: Material Master


41

SAP: Vendor Master


42

SAP: Service Master



SAP: Purchase Requisition (PR)


SAP: RFQ/Quotation


SAP: Purchase Order (PO)

P O History



SAP: Procurement Cycle

Purchase Documents

Purchase Requisition

RFQ

Quotation

Purchase

Requisition

RFQ

?

Quotation

A

Quotation

B ?

Purchase Order

Contract

Scheduling Agreement

Purchase

Order

Purchase

Order

Contract

SAP: Release Procedure For Documents


The process of approving & clearing a proposed item is replicated

in the SAP System by the "release procedure".

Each person involved in the release procedure effects release

(Signifies approval) via a release transaction, using his or her

release code. Once effected, a release can also be cancelled with

the same code

Release procedures can be defined for following Documents:

Purchase Requisition

Purchase Order

Service Entry Sheet

67

Purchase Document Output

Purchasing

document

Output

Printer E mail FAX

Telex

•Printout

•Expeditor/ Reminder

•Order acknowledgement expeditor


SAP: Inventory Management

Internal

Procurement

Consumption: cost center, project, asset

Withdrawal via bills of material / reservation lists

Scrapping

Transfer posting

Stock Transfers

External

Procurement

Vendor

Blocked storage

Unrestricted use


Goods Receipt

Stock quantity update

Statistics update

Purchasing data Purchase order item Purchase order history

Material

Stores: Transport req.

Goods rec. slip

FI

Material Document

Accounting Document

G/L account Balance sheet account Consumption account


Material Management Reports



Human Capital Management

4


SAP HCM at a glance

Personnel

Administration

Employee Self Service

Time Management

SAP Recruit To Retire

Organization Management

Training and event Management

l Travel Management

Payroll



PURPOSE:

Depict organization structure

Manage Employee jobs and positions

Re-organize / Re structure organizational units jobs and positions

Design and deliver system based workflow processes

Permit and grand security at the organizational level with in system

Holder

Belongs To

reports to

and so on...

Organizational Management is based on the creation

and use of organizational objects and their

interrelationships.


Methodology


99

Executive

Finance

Benefits Payroll Customers Vendors Purchasing

Human Resources

The relationships between

the organizational units

form the

organizational plan .

You create a reporting

structure by relating

positions with one

another .


Reporting



Auditing

Executive Board

Finance

Benefits Payroll Accounts

Human Resources

Maintains accurate picture of organization structure with Reporting

structure

Organization Structure is comprised of

Organizational units

Example-Organization Structure



Family/ Housing Complex Bank details

Address/

personal data

Working time

Org. allocation

Person

Qualifications

Personnel Administration

Employees

Where does the

employee work?

Which position does

the employee hold?

What tasks does the employee have?

Which public holidays apply to the employee?

How will the employee

be paid?

What are the employee’s

working hours?

How much holiday does

the employee get?



Business Processes in Personnel Administration describes

the tasks that we perform when managing employee data.

Example of these tasks

Hiring new employees,

Performing organizational reassignments,

Separation of employees,

Maintaining employees data



Data structure elements in Human Resources Management

Infotype: Infotypes are units of information in the Human Resource Management System.

Infotypes are used to group related data fields together. They provide information with a

structure, facilitate data entry, and enable you to store data for specific periods.

e.g. Action Infotype

Personal Data Infotype

Infosubtypes: Subunits of an Infotype

e.g. Infotype Family/Related Person is divided into the following subtypes:

• Spouse

• Child

Infotype Groups: An Infotype group, or info group, is a sequence of related Infotypes that are displayed one after the other for maintenance purposes when a personnel

action is performed.



Processing Human Resource Data

Maintaining HR Master Data

Change

Delete

Delimit

Create

Copy

Displaying HR Master Data

Displaying a current Infotype Record

Displaying a Previous Record

Displaying a Complete List of Infotype records

Fast Entry of HR Master Data

Used to simultaneously create and edit the same Infotype or subtype

record for more than one employee.



Personnel Actions

Personnel procedures, such as hiring an employee, organizational

reassignment, or an employee leaving the enterprise are

represented by individual personnel actions in Personnel

Administration



Example of Personnel Actions

Hiring New Employee:

While hiring a new employee in SAP we need to enter data in the following

Infotypes

Organizational Data

Personal Data

Payroll-relevant Data

Contractual Data

Time Data



66

Record... Valuate...

Time Accounts Time Sheet

Employee Self-Services

Time Administrators

Time Recording Systems

Incentive Wages

Payroll

Cost Assignment

Activity Allocation

Training and Events

Management

Working time regulations,

attendances/absences, substitutions

Working time regulations,

attendances/absences, substitutions


Time Management

66


Payroll

Example of activities performed through Employee Self Service

Application of leave

Viewing of leave quota

Changing of personal data

Viewing of pay slip

Example of activities performed through Manager Self Service

Approving or rejecting of leave

Application of leave on behalf of employee


Self Service


Self Service


HCM Reports


Thank You

Our Business Knowledge,

Your Winning Edge.

72

sap overview

Documents

sap logging

sap r3 screen

nonsap systems

new blank session

sap typical icons

session active

data processing sap

multiple sessions