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Introduction to SAP R/3. Introduction. SAP – Systems, Applications and Products in Data Processing Standard Package Satisfies general business processes Can be configured in multiple areas and adapted to the specific needs of a company
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Introduction • SAP – Systems, Applications and Products in Data Processing • Standard Package • Satisfies general business processes • Can be configured in multiple areas and adapted to the specific needs of a company • Market leader in the development of standard applications
SAP R/3’s Integrated Modules • All business areas access the same database • Eliminates redundant data and communications lags • Sales & Distribution (SD) • Records sales orders and scheduled deliveries. • Customer Info, pricing, delivery details, billing etc • Materials Management (MM) • Manages the acquisition of raw materials from suppliers (Purchasing) • Handling of Raw Materials Inventory • Production Planning (PP) • Maintains production information • Quality Management (QM) • Helps plan and record quality-control activities, such as product inspections and material certifications • Plant Maintenance (PM) • Allows for planning for preventative maintenance of plant machinery and managing maintenance resources to minimize equipment downtime
SAP R/3’s Integrated Modules • Human Resources (HR) • Facilitates employee recruiting, hiring, and training. • Includes payroll and benefits • Financial Accounting (FI) • Records transactions in the general ledger accounts. • Generates financial statements for external reporting purposes • Controlling (CO) • Used for internal management purposes. • Manufacturing costs are assigned to products and to cost centres • Facilitates cost analysis • Asset Management (AM) • Management of fixed-asset purchases (Plant & Machinery) and related depreciation • Project System (PS) • Planning and control over new R&D, construction and marketing projects. • Allows for costs to be collected against a project • Frequently used to manage the implementation of the SAP R/3 system • Workflow (WF) • Automation of activities in R/3 • Performs task-flow analysis and prompts employees (via e-mail) if action is required • Industry solutions (IS) • Contains R/3 configuration settings that SAP has found appropriate for particular industries.
Unique Features of SAP R/3 • Original system targeted very large companies • Acquiring an R/3 system is very expensive • Modular design is based on business processes • Design incorporates “Best Practices”
ERP Basics • Organization levels and master data provide the framework that supports the business transactions. • Reporting allows you to view master data, as well as the output of business transactions. • Important to understand the fundamental concepts or organizational levels, master data, transaction data and reporting.
Organizational Levels • Company’s structure is mapped to SAP applications using organizational Units • Used to represent the enterprise structure in terms of legal and/or business-related purposes. • Client > Highest-level unit of all organizational elements and represents the enterprise group • Company Code is a unit included in the balance sheet of a legally-independent enterprise and is the central organizational element of Financial Accounting • Sales Organization is the central organizational element in the context of Sales and Distribution. Division is used to represent product line • Plant is the central organizational unit in the context of Production Planning. A plant can manufacture products, distribute products or provide a service • Storage Location within a plant is used in the context of Inventory Management
Master Data • Master Data: • Data which is used long-term in the SAP System for several business processes. Eg. Customers, materials, and vendors • Contains key information that defines the business relationship between a company and its customer • Used to support execution of key business processes such as customer requests, deliveries, invoices and payments
Transactions • Applications programs which execute business processes in the SAP systems such as creating a customer order, posting an incoming payment, or approving a leave request • Document: A data record that is generated when a transaction is carried out • Document generated by transaction contains all relevant pre-defined information from the master data and organizational elements
Process Overview • From a logistical point of view, requirements planning is carried out first of all. To do this, the responsible department can register a materials requirement manually to Purchasing using an order requirement. It is possible to have the order requirement automatically created by the system. • PURCHASE ORDER HANDLING: The system provides you with entry tools when creating ORDERS. The required entry data such as supplier, material, plant and other data relevant to the organization of purchasing must be provided. • When goods are received, the system checks, among other things, the quantity of goods received against the order quantity. A material document is created in MM to update the inventory. At the same time, a document is created in FI with which the evaluated goods are posted to the material stock account or the consumption account (debit) and to a goods receipt / invoice receipt account (credit).
Process Overview • After the invoice has been received in the ,Invoice Verification, the Vendor Invoice is checked as to the correctness of computation and content. All of these purchasing processes are settled in Logistics. The vendor invoice is posted in MM and, at the same time, a document is created in FI with which the invoice amount is posted to the goods receipt / invoice receipt account (debit) and the vendor account (credit). • The goods receipt / invoice receipt account is used to make sure that a goods receipt is executed for every invoice and vice versa. • The Payment Processing usually takes place in Financial Accounting. It is here that decisions are made about the payment process, such as, for example, the payment methods and the bank settlement
Sales Order Process • The sales order is the basis of the sales process. Many different scenarios can be settled via the sales order in SD • Sale of products ex stock • Service order • Sale of products ex stock • Sales order is created for material in inventory (MM) • Costs and revenues are derived automatically from the material production costs or from the SD sales prices. (CO) • Outbound delivery document is created • Delivery cannot be billed until the goods have been removed from the stock and posted as goods issue • Last step is billing where an invoice document is created in SD • Customer Payment is posted in FI
Sales Order Process • Producing a service represents, in contrast to ex stock sales, a direct Service Generation Process that can also be displayed via a sales order item • The sales order item is a cost bearer • This means that the costs, and also the revenues, can be posted individually and directly on the SD item • Incoming orders, billing, payment are nearly all identical to the steps in sales ex stock. • Transport and delivery do not apply • When the service is completed, you can pass on the costs and revenues to the profitability analysis (CO-PA) via the Order Settlement
