Tuesday Webinars

SAP Order To Cash data

analytics 101
Ice breaker: where are you now?

Let us know in the chat where you are based

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Why this webclass?

Find out what SAP data you need to be able to audit Order To Cash

Find out how to prepare that SAP data

Find out what type of dashboards you could do based on that SAP data

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 Poll
Ice Breaker

What do we have in common?

How often do you audit SAP Order To Cash?

How often do you audit SAP OTC?

Not yet 1 every 3 years Every year Every year

per entity for some for all
entities entities

Please use the

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feature to select
your answer.

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 Question
Ice Breaker

What do we have in common?

How do you audit SAP OTC?

How do you audit SAP OTC?

Sample Sample + Walkthroug Data Data

walkthrough h only analytics to analytics to
for some obtain
areas focused
sample

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The order to cash process in SAP

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The order to cash process in SAP
SD
Sales & Distribution Module

Customer Sales order Delivery Billing document

MM
Materials
A customer can be
Management Module
created either in the SD
module or in the FI Goods issue
module

FI (CO)
Finance (& Controlling)
Module
Stock movement Customer movement

Customer
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How can we join the tables together?

A B C

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How can we join the tables together?

A B C
(import) (format) (test)

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 How can we join the tables together?

A B C
(import) (format) (test)

B for Format: C for Test:

• Join tables together (for
example header and footer)
A for Import: • Separate records into buckets
• SAP (QLIK (for example customer invoices
Qonnector) or and payments)
• Text files (using • Prepare useful data (for example
ASAP/ ABAP etc.) values in local / group currency)
• Filters (for example, customers
without tax number)
• Comparisons (for example,
customers in PEP/ OFAC list or
invoices < sales orders
• Calculations (for example, prices
10 <
average)
B: Link up the master data

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B: Join header and footer tables

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B: Join between different parts of the process

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B: Join with information from the general ledger

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B: Filter out items that we do not need
One major mistake that we can make with data from SAP, is to include too much of it!

In SAP, many different types of documents are found in the same data table.

For example, in the list of sales documents (VBAP/VBAK) we have: (See VBAK_VBTYP in
http://leanx.eu/en/sap/table/vbak.html)... We get the same for billing documents!
• A: Inquiry • Q: WMS transfer order
• B: Quotation • R: Goods movement
• C: Order • S: Credit memo cancellation
• D: Item proposal • T: Returns delivery for order
• E: Scheduling agreement • U: Pro forma invoice
• F: Scheduling agreement with • V: Purchase order
external service agent • W: Independent reqts plan
• G: Contract • X: Handling unit
• H: Returns • 0: Master contract
• I: Order w/o charge • 1: Sales activities
• J: Delivery • 2: External transaction
• K: Credit memo request • 3: Invoice list
• L: Debit memo request • 4: Credit memo list
• M: Invoice • 5: Intercompany invoice
• N: Invoice cancellation • 6: Intercompany credit memo
• O: Credit memo • …. 15
• P: Debit memo
B: Calculate useful values - currencies
Code calculations

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B: Calculate useful values - prices
In SAP, we have the net price. Often in our tests, we want to compare the net price between
different customers for the same product, or for the same customer and product over time.
For example, to ensure that we don’t give away “near free” items.

However, we need to be careful not to use the price field “as is”. This is because the price field
(NETPR) is net for the total number of condition units (KMEIN). So first, we have to find out
the price per condition unit, but dividing by the number of condition units (KPEIN).

Once we have got the price per condition unit, we need to convert it to the price per sale
order unit of measure, using UMVKZ and UMVKN (numerator and denominator for
conversion of sales quantity into SKUs).

Once we have got the price per SKU, then we want to get the price per base unit of measure
by using the UMZIZ and UMZIN (factors for converting from SKU to base unit of measure).

Note, we can also get the factor for converting from condition units to base units from the
KONVA table (sales order conditions).

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B: Calculate useful values – due dates
Another useful area for calculation is due dates.

We often want to calculate how “old” a customer debt is.

However, some of your auditees will tell you that the age should not be calculated based on
the document date, but based on the due date.

How do we know what the due date is?

We can use the payment terms (ZTERM) that are found in KNB1 (customer master data per
company code), or in VBRK (list of billing documents header) or the customer movements
(BSAD/BSID). Once we have the payment term, then we can use the payment term
configuration table T052 and descriptions (T052U) to determine the due date. The due date is
based on the baseline date (which is either the document date, input date or posting date)
based on the field baseline date type (T052_ZDART). We also need to take into consideration
whether or not there was a discount and if so what the discount percentage was (discount
amount (BSAD_WSKTO)/ amount eligible for discount (BSAD_SFKBT).

Once we have this information, from the T052 table, we choose the additional number of days
to add to the baseline date.

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 B: Put items in buckets
One of the trickiest parts of analysing data from SAP, when it comes to Purchase To Pay, or
Order To Cash, is to separate the customer invoices from the customer payments.

• Why not just use the list of billing documents ? (VBRK/VBRP)??

Includes customer invoices

relating to:
• Billing documents entered
Billing document Customer movement
into the SD module
• Customer invoices entered
VBRP/VBRK BSAD/BSID into the FI module
• Customer receivables
entered into the FI module
If we only take VBRP/ VBRK then we will be • Debit notes/ credit notes/
missing all the customer invoices that are entered adjustments (Foreign
directly into the FI module of SAP. eXchange, etc.)

Of course, from the customer invoice, we can

identify the customer payment, through the
But do we really only want to have a part of our
clearing document number and date.
billing documents?
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 B: Put items in buckets
In order to put our customer movements into different buckets, we use clues from the chart
of accounts (SKA1 and SKB1), from payment tables (FEBKO/REGUH) and from the general
ledger accounts that are on debit and credit for the same journal entry (BSEG_HKONT):

Debit Credit Debit Credit

SKA1_XBILK <> “” Customer
BSEG_KOART = “D” SKA1_GVTYP <> “”
Profit BSEG_KOART = “S”
SKA1_XBILK <> “”
VAT
BSEG_KOART = “S”
A typical customer invoice
SKA1_XBILK <> “” Bank
SKB1_XGKON <> “”
SKB1_HKTID <> “” Customer SKA1_XBILK <> “”
BSEG_KOART = “D”
SKB1_HBKID <> “”
BSEG_KOART = “S”
Found in:
• REGUH_HKONT
• FEBKO_HKONT
• T012K_HKONT
A typical customer payment
• BSEG_XZAHL
• BSEG_XANET
• BSEG_XUMAN
• BSEG_PENRC

To easily filter a journal entry on the green rules, we can put the list of debit accounts and credit accounts
on one line for each journal entry, along with the lists of these flags, and then we can add this information 20
to the customer movements to help decide what it is.
B: Put items in buckets
This is how we split our BSAD/BSID table into buckets!

Add indicators that we made on

previous page from our general
ledger table
Use rules to put our
customer movements
into buckets

We also need other

buckets, for “invoice
cancellations”,
Customer “payment
Customer cancellations” and
invoices
payments “other” (such as foreign
exchange adjustments,
etc).

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Create some tests!
What kinds of tests can we do?

It helps if we have a reference point and if we use the reference numbering in our data
analytics work and even in our final report:

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 Question
Ice Breaker

What do we have in common?

What is your favorite OTC test?

What is your favourite O2C test?

Let us know in
the chat!

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Q&A
For any questions, please contact:

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