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ASAP Implementation Methodology

BUSINESS PROCESS DESIGN

SALES PROCESS INDIA

PROJECT IDENTIFICATION

Project Name CPI Project Number


SAP ERP & CRM Implementation Project XXXXXXXXXXXXX
Customer Name Customer Number
XXXXXXXXXX NNNNNNNNN
SAP Project Manager Customer Project Manager
Mr. Aditya Pandey XXXX

DOCUMENT IDENTIFICATION

Author Document Location (repository/path/name)


XXXXX Solution Manager
Version Status Date (DD-MMM-YYYY) Document Classification
0.1 Final 27-03-2014 Confidential

REVISION HISTORY

Version Date Description

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ASAP Implementation Methodology

REVIEW AND APPROVAL

XXXX
India Project Manager Date (YYYY-MM-DD)

Mr.YYYYYY
SAP Project Manager Date (YYYY-MM-DD)

Mr.ZZZZZZZZZZZZ
India Business Process Owner Date (YYYY-MM-DD)

Mr. SSSSSSSS
India Business Process Owner Date (YYYY-MM-DD)

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ASAP Implementation Methodology

TABLE OF CONTENT

1. PROCESS DESCRIPTION................................................................................................................... 5
1.1 Business Process Requirements...................................................................................................5
Sales Processing: Drop Shipment Process..............................................................................................6
Master Data Requirements:..................................................................................................................... 6
Document Type and Number range.........................................................................................................7
Sale order Type........................................................................................................................................ 7
Delivery type............................................................................................................................................ 7
Billing Type.............................................................................................................................................. 7
The following figure shows the delivery document types created from the sales document types and the
billing document types created from the delivery document types...........................................................7
Sales, Delivery & Billing type................................................................................................................... 7
1.2 Business Process Diagrams........................................................................................................10
1.3 Process Step Detailed Requirements & Solution.........................................................................12
1.4 Locations Where this Business Process is Performed.................................................................13
1.5 Operational Decisions or Logic within the Process......................................................................13
1.6 SOX & Legal Considerations and Company-Specific Policies.....................................................13
1.7 Reference to Key Process Changes and Process KPIs..............................................................13
1.8 Integration Points......................................................................................................................... 13
1.9 Potential Future Process Improvements......................................................................................14
2. FUNCTIONAL SOLUTION DESIGN..................................................................................................14
SCENARIO-1 ALLOCATE FINISHED GOODS AVAILABLE FROM FINISHED GOODS STOCK............14
2.1 Organization Structure Considerations........................................................................................15
2.2 Master Data Considerations (including all relevant data relationships)........................................16
2.3 System Configuration Considerations..........................................................................................16
3. TECHNICAL/DEVELOPMENT RELATED ITEMS..............................................................................18
3.1 Workflow...................................................................................................................................... 18
3.2 Reporting (operational and analytical).........................................................................................19
3.3 Interfaces..................................................................................................................................... 19
3.4 Data Conversion / Historical Data................................................................................................19
3.5 Enhancements............................................................................................................................. 20
3.6 Output (e.g. Forms)..................................................................................................................... 20

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ASAP Implementation Methodology

3.7 Modifications................................................................................................................................ 21
3.8 SOA/Composition........................................................................................................................ 21
3.9 Third Party Solution..................................................................................................................... 21
4. AUTHORIZATION.............................................................................................................................. 21
5. ORGANIZATIONAL CHANGE RELATED ITEMS..............................................................................23
5.1 Change Impact Summary............................................................................................................ 23
5.2 Training Requirements................................................................................................................. 23
6. SELF-SERVICES............................................................................................................................... 23
6.1 Employee Self-Services (ESS)....................................................................................................23
6.2 Manager Self-Services (MSS).....................................................................................................23
7. QUESTIONNAIRE.............................................................................................................................. 23
APPENDIX................................................................................................................................................ 24
Reversal of Process Steps..................................................................................................................... 24

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ASAP Implementation Methodology

1. Process Description
1.1 Business Process Requirements

The ABCD vendor Sales process is required in the system by business, the ABCD production is entered
manually in the ABCD location (The ABCD stocks treated as Non-Valuated stocks). The ABCD sales are
treated as in transit sales process which happens against the E1 form. The PO is raised from the
Samarlakota plant in between they receive the order from the customer the vendor move the goods to the
customer location with E1 form. The customer is invoiced with C form 0 taxes. This process is used to avoid
the double taxation.

In the current system the stocks are taken into the Samarlakota plant and sending the goods to the
customer. The current requierement is the goods should not come to the plant in the system. Goods are
removed to the customer from the vendor place.

Reporting requirements, profitability analysis of the ABCD Materials and E1 assessment reports from the
system.

The excise duties are not involved in this process the taxes are exempted under the C form issuance with
tax rate 0.

The material liability lies with vendor the material ownership transferred to the Ship to once the goods moved
from the vendor location to customer.
.
Benefits :

Tracking of the entire cycle from the sales order to vendor payment , PO item prices are loaded to the Materials .
Easy to anlasis the profitability of the ABCD E1 sales materials and E1 assesment report can be generated from the
system.

Key Process Steps :

Create sales order


Automatic Purchase requistion
Generate the Purchase order
Logical GRN
Post Vendor Invoice
Post the customer Invoice with refference to sales order

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ASAP Implementation Methodology

Required SAP Applications: Enhancement package 5 for SAP ERP 6.0

Enterprise Roles involved in process flows :


Sales Administrator
Warehouse Clerk
Billing Administrator

Sales Processing: Drop Shipment Process

This scenario describes the entire process sequence for a standard sales process (Drop Shipment) with a customer.
The business process encompasses all steps from creating an order to the clearing of a customer account and vendor
account.
The process starts with the creation of a customer's sales order. Depending on the customer and the material, various
special events take place during the order entry, such as customer/material pricing, insertion of applicable discounts
and checking the customers credit history and generating the automatic purchase requisition to create the Purchase
orders on ABCD vendors.

Once the Purchase order is created the Turnover discount is added in the purchase order to hide material price to the
customer when steeling the vendor after the discount value is settled to the vendor the actual cost is loaded to the
materials.

This scenario consists of the following steps:

A sales order is entered with Tax category C form with 0 Taxes

A automatic Purchase requisition is created in the system

The Purchase requisition is copied to the Purchased order and Purchase order is created

The Vendor Invoice is posted in the system

The Customer invoice is created in the system.

In this scenario there is no taxes are charged to the customers.

Master Data Requirements:

All the ABCD materials are maintained as Third party items the separate material codes are maintained based on
vendor specifications the source list is checked in the material master and the source list is maintained.

The Item category BANS -Third-party item is maintained in the Materials the pricing procedure ZIN001 is used to
calculate the Prices in the ABCD sales documents. The Materials are treated as Third party materials .

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ASAP Implementation Methodology

Document Type and Number range

In SAP R/3, each process is described by using different document types. Each document generated will
have specific number assigned to it. The following are the sales order; outbound delivery and billing document
types defined in SAP for ABCD and the SAP system number ranges assigned. All document numbers are
internally assigned by the system.

Sale order Type

Sales Order Type Description Number Range


ZOR Retailer -Tiles 1000000001 1999999999
ZSW Sanitary ware 1000000001 1999999999
ZEX Export Orders 3000000001 3999999999

Delivery type

Delivery Type SAP Doc type Number range From To


Desc
OB Delivery ZLFA 2 8000000000 9999999999

Billing Type
Billing Type Desc SAP Doc type Number range From To
Invoice ZMRB 3 ABCD Specific
Numbers

The following figure shows the delivery document types created from the sales document types and the billing
document types created from the delivery document types

Sales, Delivery & Billing type


Sale Doc type Delivery Type Billing
ZOR ZLFA ZMRB

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ASAP Implementation Methodology

ZSR ZLFA ZMRB

Pricing Conditions Types:

The Pricing Element to be created and populated at the time of Sale Order Creation as shown below:

PR00 Standard price (Populated Automatically in SO)


ZFRT Freight ( Entered Manually/ Automatically)
K007 Customer Discounts % (Entered Manually/ Automatically)
ZADP Additional prices

Any Manual Changes in Sale order will trigger Work Flow Approval ie changes in any Pricing Condition, Incoterm,
payment Terms etc.

*Please refer Pricing Procedure Blue Print for Details

Proposed Packaging Material type:

For certain customer, business wants to enter the Proposed Packaging Material Type instruction at the time of Sale
order and same will instruction will be available to Warehouse Clerk at the time of Packaging the material for eg Special
packaging of material for European customer.

Loading detail and loading instruction

Loading Slip will contain all the loading instruction at the time of Loading of goods for eg Number of Pallets, truck
Number, Driver License etc

Master data Details

System will populate the Customer and Material data information in sale order. All master data will be uploaded in
system as per SAP template.

Box/ Pallet

Number of Boxes/ Pallet per Deliver line item as per batch will be picked by system automatically at the time of creation
of outbound delivery, depend on the packaging instruction maintained in system .

Incoterm

Below Mentioned Incoterm will be created and maintained in Customer Master in SAP.

EXWORKS / EXFACTORY
FOB (Onboard upto local sea port)
C&F (Upto destination sea port)
CIF (Upto destination sea port including insurance)

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ASAP Implementation Methodology

DDU (Door to Door Delivery but Duty Unpaid)


DDP (Door to Door Delivery including Duty Paid)

Payment terms

Below Mentioned Payment will be created and maintained in Customer Master in SAP.

100% cash in Advance


Irrevocable confirmed Letter of Credit- at sight/ 30days/ 60days/ 90days/ 120days- from bill of lading date
Irrevocable confirmed Bank Guarantee- 30days/ 60days/ 90days/ 120days- from bill of lading date
Cash against Document through Bank.
Documents acceptance through bank-30days/ 60days/ 90days/ 120days- from bill of lading date
50% cash before production and balance 50% cash before loading
Postdated cheque- 30days/ 60days/ 90days/ 120days- from bill of lading date
Open Credit- against credit insurance cover-30days/ 45days/ 60days/ 90days/ 120days- from bill of lading
date

Material reservation

The Materials are reserved to the sales orders the stocks are treated as a special stocks in the
system.

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ASAP Implementation Methodology
1.2 Business Process Diagrams

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ASAP Implementation Methodology

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1.3 Process Step Detailed Requirements & Solution

Process External Business Business Trans- Expected


Step Process Condition Role action Results
Reference Code
Set Credit Credit Credit Limit
Limit Management for Customer
xxxx has
been set.
Sales Sales
Quotation Quotation
(optional) (Optional)
Sales Customer Sales VA01
Order Entry request Administrator
for
material
Review Credit Sales order
Blocked Management is released.
Sales
Orders
Purchase Auto ME52N To view the
requisition Generated PR it cant
changeable
Purchased Materials ME21N PR are
Order Management converted to
Purchase
orders
Release ME29N The Release
Purchase Authority will
Order release PO
release
Logical Warehouse MIGO To book the
Good Clerk consumption
receipt of the
Note Materials
Post the FI Team MIRO Posting the
Vendor Vendor
Invoice invoice
Create FI team VF01 Create the
customer Customer
invoicw Invoice and
post the
invoice
Billing Material Billing VF04 Billing is
shipped Administrator carried out.
invoice

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Process External Business Business Trans- Expected
Step Process Condition Role action Results
Reference Code
Sales: Sales: Period
Period End End Closing
Closing Operations
Operations
Closing the MM : Period
Open End closing
Purchase operations
order for
Part
quantitys

1.4 Locations Where this Business Process is Performed

Location name
Location Country Number of Users Point of Contact
ABCD Sales Office India 10

1.5 Operational Decisions or Logic within the Process

Refer to the Enhancement Section- 3.5

1.6 SOX & Legal Considerations and Company-Specific Policies

As per Company Policy

1.7 Reference to Key Process Changes and Process KPIs

N/a

1.8 Integration Points

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Integration Points
ID Integration Point SAP Component Data Element Contacts
Credit Master
FICO Credit Master
Management
Posting the Vendor
Vendor Invoice
FICO Invoice into the
posting
accounts
Customer Invoice Posting the
FICO
posting customer invoice
Create the
Creating the PO MM
Purchase order
Post the logical
Post the GRN MM GRN to book the
third party accounts
Material Master
MM Material Master
Management

1.9 Potential Future Process Improvements

N/a

2. Functional Solution Design

Scenario-1 Allocate finished goods available from


Finished goods stock

Sales Order will be created in ERP by sales team


System will Run the credit check, if credit limit not available then block Sale Order
System will create the Automatic Purchase requisition.
The ABCD location is created as Virtual location Non-valuated plant.
All the stocks are updated manually in the Virtual location
After doing the invoice the stocks should reduce from the ABCD plant (This is not a standard
functionality) this development is treated as change request.
The standard workflow is used to release the sales order the Workflow is WS90000005-
ZSD_SO_WF
E1 Sales report is not part of the standard report it is a development.

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2.1 Organization Structure Considerations

Sales Organizations

The sales organization is an organizational unit within logistics, that structures the company according to its
sales requirements.

Sales Organizations are assigned to one Company Code


Sales Organization is the selling unit in the legal sense with responsibility for:
o Product liability and rights of recourse
o Distribution of goods and services
o Sales conditions and contract negotiations

Distribution Channel

The distribution channel represents the channel through which salable materials or services reach
customers. Typical distribution channels include wholesale, retail and direct sales.

Distribution Channel is used when processes like order entry are totally different
Distribution Channel enables differences in Customer, Material, and Pricing master data
Distribution Channel promotes segregation of duties
Distribution Channel facilitates reporting (example, Inter Company for assigning revenue in CO-PA)

Division

In the SAP System you can define a division-specific sales organization. Product groups, i.e. divisions, can
be defined for a wide-ranging spectrum of products.
For every division you can make customer-specific agreements on, for example, partial deliveries, pricing
and terms of payment. Within a division you can carry out statistical analyses or set up separate marketing
procedures

Division groups products or services


Division represents a product line
Division is assigned to a material

Sales Area

SD is organized according to sales organization, distribution channel and division

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Sales Area is any configured combination of the organizational units Sales Organization, Distribution
Channel, and Division
All sales document processing is for a Sales Area

Shipping Point

Shipping points are defined in the SD organizational master data setup. They are the top level of the
organization in shipping. Deliveries are always initiated from exactly one shipping point. A shipping point is
assigned one or more plants and can be subdivided into several loading points.

Shipping points are independent organizational units that are linked to a plant and represent the point of
departure or receipt of materials. A plant may have many shipping points. A delivery is created from one
shipping point only

2.2 Master Data Considerations (including all relevant data relationships)

Essential master was created in ERP system in the implementation phase, master data that suits its
operational focus, for example, master data for materials, vendors, and customers.
This master data usually consists of standardized SAP Best Practices default values, and enables you to go
through the process steps of this scenario.
Essential Master Data Consideration for Return Processes are :
Sales Area
Customer Master
Material Master
Pricing Master

2.3 System Configuration Considerations

Standard Order Document types should be configured to address the customer requirements
Availability check needs to be activated in customizing for accurate stock determination during the order entry
Automatic price and discount should be proposed during the order entry via customizing. Should be able to
modify certain prices during the order entry
Free Goods functionality needs to be configured for giving goods free along with main order

Below are the Configured Consideration for this Blue Print Process

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Core Configuration

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ID Description IMG Activity Owner
1 Define Standard Doc type Sales and Distribution
Sales Sales Documents
Sales Document Header
Define Sales Document Types
2 Define Billing Type Sales and Distribution
Billing Billing Documents
Define Billing Types
3 Assign Billing Type to Sale Order Type Sales and Distribution
Sales Sales Documents
Sales Document Header
Define Sales Document Types
4 Assign Sale Area to Sale Document Sales and Distribution
Type Sales Sales Documents
Sales Document Header
Assign Sales Area to Sales
Document Types
5 Define Item Category Sales and Distribution
Sales Sales Documents
Sales Document Item
Define Item Categories
6 Assign item Category Sales and Distribution
Sales Sales Documents
Sales Document Item
Assign Item Categories
7 Define Schedule Line Category Sales and Distribution
Sales Sales Documents
Schedule Lines Define
Schedule Line Categories
8 Assign Schedule Line Sales and Distribution
Sales Sales Documents
Schedule Lines Assign
Schedule Line Categories
9 Copying Control Sales Document- Logistics Execution
Delivery Type Shipping Copying Control
Specify Copy Control for
Deliveries
10 Define Delivery item Category Logistics Execution
Shipping Deliveries
Define Item Categories for
Deliveries
11 Copying Control Delivery document to Sales and Distribution
Billing Document Billing Billing Documents
Maintain Copying Control for
Billing Documents Copying
Control: Delivery Document to
Billing Document
12 Assign Requirement Types Logistics Execution
Shipping Basic Shipping
Functions Availability Check
and Transfer of Requirements
Transfer of Requirements

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Determination of
Requirements Using
Transaction
13 Assign Incompletion Procedure to Sales and Distribution
Standard Document Type Basic Functions Log of
Incomplete Items Assign
Incompleteness Procedures
14 Assign Output Determination Sales and Distribution
Procedure (Billing Doc) Basic Functions Output
Control Output
Determination Output
Determination Using Condition
the Technique Maintain
Output Determination for
Billing Documents Assign
Output Determination
Procedures
15 Assign Output Determination Sales and Distribution
Procedure (Sales Doc) Basic Functions Output
Control Output
Determination Output
Determination Using Condition
the Technique Maintain
Output Determination for
Sales Documents Assign
Output Determination
Procedures
16 Create Candition Record BA00 Logistics Sales and
Distribution Master Data
Output Sales Document
Create
17 Create Condition Record RD00 Logistics Sales and
Distribution Master Data
Output Billing Document
Create

3. Technical/Development Related Items

3.1 Workflow

Work Flow need to set if there is any change/ Addition in the Pricing Condition, Incoterm & Payment term. Hierarchy of
Work Flow Approval needs to be decided with the ABCD Business User.

The Workflow Object WS90000005- ZSD_SO_WF this workflow could tweak for the India requirements.

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3.2 Reporting (operational and analytical)

Standard SAP Reports are available as shown Below, if required will create Customized Report as per the
Requirement.

List of Sales VA05 Sales Manager Sales Sales A list of all


Orders (SAP_NBPR_SALESPERSON- Orders selected sales
M) Reports List orders is
of Sales displayed.
Orders
List Billing VF05 Sales Manager Sales Sales A list of all
Documents (SAP_NBPR_SALESPERSON- Orders selected billing
M) Reports List documents is
Billing displayed.
Documents
Orders within SDO1 Sales Manager Sales Sales A list of sales
Time Period (SAP_NBPR_SALESPERSON- Orders orders within a
M) Reports specific time
Orders within period
time period
Incomplete V.02 Sales Manager Sales Sales A list of all
SD (SAP_NBPR_SALESPERSON- Orders incomplete
Documents M) Reports List documents on
of Incomplete the basis of the
Sales Orders specified
selection criteria
is displayed.
List of open ME2 Procurement Team A list of open
purchase N POs and open
orders and SAP_MM_PUR_BUYER PRs
PRs

3.3 Interfaces

N/a

3.4 Data Conversion / Historical Data

ABCD Business needs to draw a strategy on Open Sales Order moving from their current Orion System to SAP at the
Time of Final preparation for Go Live. ABCD Business Team needs to do the Cleansing Process of Open Sales Order
and try to move Minimum Sales Order to SAP.

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3.5 Enhancements

Below are the Must field Requirement from Sales, if the Fields are not available in material Master or in SAP Standard
Sales Order then the fields need to be Customized

1 Correct item code


2 Size
3 Quantity in m2/pc/rm/set/Box
4 Grade (A Grade B grade or C grade )
Custom Field addition in Sale Order
Size
Scheme
code
33x50RB

Plant wise number series the Z table has been maintained with combination of sales area and plant with
number range intervals .

Custom Field addition in Outbound delivery- Warehouse will enter the detail manually in system and same
below information will be printed on the Loading Slip.
Truck Number Container Number Driver License
xxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Material Reservation

Standard functionality of Material reservation will be enhanced and below fields will be added in the standard
functionality.

Date: From ______ To ________

3.6 Output (e.g. Forms)

Below mentioned Forms need to develop as per the ABCD Requirement

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Common form name Form type Used in process step Output Type Technical name

Order Confirmation SmartForm Sales Order Entry BA00 YBUS_SDORC


Sales Invoice SmartForm Billing RD00 YBUS_SDINV

3.7 Modifications
N/a

3.8 SOA/Composition
N/a

3.8.1 Business Domain

3.8.2 Process Component

3.8.3 Service Model

3.8.4 Service Operation Candidate

3.9 Third Party Solution

N/a

4. Authorization

Authorizations
Data Objects
ID Authorization Reason # of employees
(TA code)
Employee SAP_NBPR_EMPLOYEE_S Assignment of
(Professional User) this role is
necessary for
basic
functionality.
Sales Administrator SAP_NBPR_SALESPERSON_S Sales Order Entry

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Warehouse Clerk SAP_NBPR_WAREHOUSECLERK_S Delivery Creation
Picking (optional)
Picking (optional)
Assign Serial
Numbers
Post Goods Issue
Billing Administrator SAP_NBPR_BILLING_S Billing

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1. Organizational Change Related Items

1.1 Change Impact Summary

There will be change in Role and Authorization for ABCD Employee. Specific Roles will be created and
assign to Individual person with in ABCD.

4.1 Training Requirements

Following below are the Training Requirement for Business users.

Customer Master Data Maintenance


Material Master Data Maintenance
Pricing Master Data Maintenance.
Sales order creation
Delivery creation
Billing Document creation.

2. Self-Services

2.1 Employee Self-Services (ESS)


N/a

2.2 Manager Self-Services (MSS)


N/a

3. Questionnaire

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Appendix
Reversal of Process Steps
In the following section, you can find the most common reversal steps that you can take to reverse some of
the activities described in this document.

Sales Order Entry


Transaction code
VA01
( SAP GUI)
Reversal: Delete Sales Document
Transaction code VA02
( SAP GUI)
Business role Sales Administrator
(SAP_NBPR_SALESPERSON_S)
Business role menu Sales Sales Orders Sales Order Processing
Change Sales Order
Comment Select menu Sales Document > Delete

PR Change
Transaction code ( SAP GUI) ME52N
Reversal: Change Purchase Requisition
Transaction code ( SAP GUI) ME52N
Business role Procurement team
( )
Business role menu
Comment

Billing

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Transaction
code ( SAP VF04
GUI)
Reversal: Cancel Billing document
Transaction VF11
code ( SAP
GUI)
Business role Billing Administrator
(SAP_NBPR_BILLING_S)
Business role Sales Billing Change Billing Document
menu
Comment Go to transaction VF11, enter the relevant billing document
number, choose Enter, and save your result. An invoice
cancellation document has been created balancing the original
invoice.

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