EXERCISE

NOTE: Remember to substitute ### with the three digits in your login name.

Exercise SD1: Receive Customer Inquiry

Exercise: Receive information from Customer

No SAP interaction is required in this first exercise.

Receive an inquiry from Bjorn Jager who is a purchasing agent of Philly Bikes Inc.
Philly Bikes is one of your customers.
Task Assume you are Matt Jones in the sales department in Global Bike Inc.
You receive an e-mail with the inquiry document below attached.
Name (Position) Matt Jones (Sales Person)

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Exercise SD2: Create (& pretend to send) Quotation

Exercise Use SAP to create a quotation based on the customer inquiry in Exercise SD1
Task Assume you are Matt Jones in the sales department in Global Bike Inc. in
in Miami, and that you receive the inquiry in Exercise SD1.
Respond by creating a quotation in SAP and pretend to send it to your customer.
Name (Position) Matt Jones (Sales Person)

First, Check the stock status for the product requested, the bike DXTR1###,. Menu path

Logistics ► Materials Management ► Inventory Management ► Menu path

Environment ► Stock ► Stock/Requirements List
Enter the number of your bike DXTR1###, and for Plant enter MI00 since
you are working in Miami. Select the Execute icon on top left:
Q: How many bikes do you have in stock?
Contact the teacher if you have less than five, then you need to buy more.
Click on the exit icon to return to the SAP Easy Access Menu, and then
to get back to initial mode.

Now, create a quotation:

Logistics ► Sales and Distribution ► Sales ► Quotation ► Create
Enter the data shown:

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 EXERCISE

ERP systems have three types of data: Transaction, Master or Organizational

data as explained on page 38 and 39 in the book by Magal & Word.
What type of data are the Sales Organization, Distribution Channel and
F1
Division entered above (Transaction, Master or Organizational data)?

Then, click on or press Enter. This will produce a screen similar to:

First, enter your customer in Sold-to Party. Your customer, Philly Bikes, is
identified with a number. Look up this number in SAP by clicking in the Sold-
to Party text box. Then press F4. You get the pop-up window below.
In the Search term field, enter your three-digit number (###) instead of 001

Then, click on or press Enter. You will get a list of your customers. It looks
similar to:

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 EXERCISE

Select Philly Bikes by double-clicking on it.

In the Item overview area, set "Valid to" to 14 days from today.

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 EXERCISE

In the All items area, for Material, enter the product requested in the inquiry,
in Order Quantity enter the quantity wanted (see above in Exercise SD1),
then click on SAP checks the data you entered and displays additional data
for your product. (Depending on how the SAP system is configured for billing dates the
following message might be displayed:

This is OK, so press Enter , to accept the message.)

Q: What type of data is the Material identifier you entered above?

Q: What type of data is Quantity entered above?
Q: What is the Net value, i.e. the total price you give your customer? (see
on top of the screen)
Q: What type of data is the Net value?
Q: What is the Customer Address? (see on top of the screen)
Q: What type of data is Customer Address?
Select the Sales-tab:

Q: What does "Incoterms" stand for, and how many different default
options can be selected in SAP ?
Tip: search on google for “Incoterms”. And see the selection list in SAP by
clicking in the Incoterms box end select the magnifier:

Q: What does FOB mean, and what does Miami displayed in the
Incoterms (part 2) column indicate? (Tip: read page 53-54 in the book for
FOB, and read SD2 intro text above to see where Miami comes into play)

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 EXERCISE

Select the line with the product by pressing the button at the left (the line will
be high-lighted:

Click on the pricing icon at the bottom of the screen.

Q: What is the Price of one bike?
Q: What is the Discount?
Q: What is the profit per bike sold? (see "Standard – USA /With")

Click on the back icon to return to the "Create Quotation: Overview" screen.
Click on the save icon to save the quotation.
Q: What is the number of the Quotation you created?

Select the exit icon to return to the SAP Easy Access Menu, and then to get back to initial
mode.
Preview and copy the Quotation document to pretend to send it
Logistics ► Sales and Distribution ► Sales ► Quotation ► Display
Enter the number of your quotation (if might be displayed by default):

Then, click on or press Enter to display the quotation again.

Select Extras in the top-menu, then Output, then Header and finally Print Preview as shown:

Make a screen shot of the document and paste it into your hand in document.

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 EXERCISE

Select the back icon . Click on the exit icon to return to the SAP Easy Access Menu, and
then to get back to initial mode.

Exercise SD3: Receive Customer Purchase Order

Exercise Receive a Purchase Order from your customer, Philly Bikes.

No SAP interaction is required here, you just get info in th PO
Task Assume you are Matt Jones in the sales department in Global Bike Inc.
You receive an e-mail with the Purchase Order document below attached.
Name (Position) Matt Jones (Sales Person)

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 EXERCISE

SD 4: Create a Sales Order

Exercise Create a sales order.

Task Assume you are Matt Jones in the sales department in Global Bike Inc.
Create a sales order according to the Quotation and the Purchase Order received.
Name (Position) Matt Jones (Sales Person)

Menu path

Logistics ► Sales and Distribution ► Sales ► Order ► Create

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 EXERCISE

Fill in as shown below:

Select to get:

Enter your Quotation number from Exercise SD2, end press or

Enter.

A screen similar to the one below will be displayed:

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 EXERCISE

Enter the customer's purchase order (PO) number and the customer's PO
date.
Check that the Material, the Order Quantity etc. are as in the quotation and
that the Net value is as agreed upon in the quotation and the purchase order.

Click on the save icon to save the sales order.

If you get a popup telling the date for the order lines has not been re-
determined, press Enter to accept. You might need to press Enter several times
if you receive the following message:

This is OK, press Enter to accept.

(If you get a print request, just press cancel.)

Q: What is the Sales Order Document Number of this sales order?

The sales order screen is again blank, ready for another sales order to be
entered. Click on the exit icon to return to the SAP Easy Access Menu, and
then to get back to initial mode.

Exercise SD5: Prepare Shipment (Pick)

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 EXERCISE

Exercise Use SAP to create delivery note (Packing List).

Task Assume you are Tim Jones in the Warehouse department in Global Bike Inc.
You begin processing the sales order by creating a delivery document / Packing List.
Name (Position) Tim Jones (Warehouse Employee)

Logistics ► Sales and Distribution ► Shipping and Transportation ► Menu path

Outbound Delivery ► Create ► Single Document ► With Reference to
Sales Order
This will produce a screen similar to the one below.
For Shipping Point enter MI00 (Miami)
Enter a Selection date of today.
The Sales Order number should be entered automatically (if not enter your
sale order number from the previous activity).

Click on to get a screen showing the delivery document.

(If you get the error message "No schedule lines due for delivery up to the selected date" go
back using the green arrow and enter a week from now as the date.)

Picking
The next step is to record the picking of the materials. Select the Picking sheet:

Set the storage location in the SLoc field to FG00 (Finished Goods). Enter 5
for Picked Qty.

Click on the save icon to create this document.

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 EXERCISE

Q: What is the Outbound Delivery Document Number?

(If you get the error message "No schedule lines due for delivery up to the selected date" ,
go back using the green arrow and enter a week from now as the date.)

Click on the exit icon to return to the SAP Easy Access Menu, and then
to get back to initial mode.

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 EXERCISE

Exercise SD 6: Send Shipment (Ship)

Exercise Use SAP to register that goods have been sent (goods issue).
Posting the goods issue reduces unrestricted stock (material available to sell to customers) to
reflect the inventory shipped – an inventory control function. In addition, legal ownership of the
goods changes hands from you to the customer as the goods leave the plant (FOB shipping
point) or when the goods are received by the customer (FOB destination). From an
accounting perspective, both inventory and costs of goods sold are impacted by this transaction.
The system reflects that the materials are no longer available in stock regardless of the shipping
terms.
Task Assume you are Tim Jones in the Warehouse department in Global Bike Inc.
Update the Outbound Delivery Document to show that the goods have been shipped.
Name (Position) Tim Jones (Warehouse)

Logistics ► Sales and Distribution ► Shipping and Transportation ►

Outbound Delivery ► Change ► Single Document
This will produce a screen similar to (containing your document number)

Confirm that your Outbound Delivery document number is entered, then click

on the button. You should a message similar to:

Click on the exit icon to return to the SAP Easy Access Menu, and then
to get back to initial mode.

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 EXERCISE

Exercise SD7: Create and pretend to Send Invoice

Exercise Use SAP to create an invoice (a billing document in SAP).

Task Now that the bikes have been shipped to the customer, you must invoice the customer for
the bikes so that payment can be received.
Assume you are Shana Smith in the Accounting department in Global Bike Inc.
Name (Position) Shana Smith (Accountant)

Logistics ► Sales and Distribution ► Billing ► Billing Document ►

Process Billing Due List
This will produce a screen similar to:

Specify your Sales Organization as US East (UE00)

Sold-To Party is the number of your Philly Bike Customer, 3### (replace ###
with your three-digit number).
Click on the Display Bill List button. This will produce a screen showing
all goods delivered to Philly Bikes, but not yet invoiced.
Your screen should look similar to:

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 EXERCISE

Click on the button. The system will indicate that the

invoice has been created by turning the highlight off on the delivery line, and
the Status field at the far right is updated to: as shown below:

An Invoice has been created.

NOTE: For this exercise, you just assume that you print the Invoice and
send it to your customer, Philly Bikes. So nothing to hand in here.

(This exercise does not include a Save operation.)

Click on the exit icon twice to return to the SAP Easy Access Menu, and
then to get back to initial mode.

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 EXERCISE

Exercise SD8: Post Receipt for Customer Payment

Exercise Use the SAP Easy Access Menu to post a payment received from your customer.
Assume that customer Philly Bikes has paid the bikes via the bank, and that you have received a
payment notification of this from your bank.
Task Update your SAP system to show the receipt of this payment.
Assume you are Shana Smith in the Accounting department in Global Bike Inc.
Name (Position) Shana Smith(Accountant)

Accounting ► Financial Accounting ► Accounts Receivable ► Menu path

Document Entry ► Incoming Payments
This will produce a screen similar to:

Use the F4 function key to enter the current date for the Document Date.
Then, if not already inserted, enter:
US00 for Company Code USD for Currency/Rate
100000 for Account (Bank data) 15000 for Amount
In the "Open item selection" section, in the Account field,
Enter your customer number for Philly Bikes (3###)

Select , you will get the following screen.

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 EXERCISE

SAP shows that a payment from your bank account is Assigned to the open
items, i.e. the invoices not paid for yet
Click on the save icon to record the payment in your SAP system.
Q: What is the Document Number of the recorded payment?

Click on the exit icon .

There are no data to be lost, so click on the Yes icon to return to the SAP Easy
Access menu, and then to get back to initial mode.

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 EXERCISE

Exercise SD9: Review Document Flow

Exercise Use the SAP to get an overview of the activities and documents involved in the sales
business process.
Task: Use the document flow tool.
Assume you are Sales Manager Patrick Stevens in the sales department in Global Bike Inc
Name (Position) Patrick Stevens (Sales Manager)

SAP provides the Document Flow tool that tracks the entire sales transaction
process from beginning to end. The Document Flow tool is powerful because it
can be used at any point in the sales order process. It provides an audit trail of
all of the documents within the order cycle. Further, any of the referenced
documents can be recalled and easily reviewed in detail (drilling down) from
the document flow.

To display the sales order document, follow the menu path:

Logistics ► Sales and Distribution ► Sales ► Order ► Display
This will produce a screen similar to:

Your sales order number should be entered by default (if not enter it).

Display the Sales Order Document Flow by selecting the icon.

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 EXERCISE

The document flow for the Philly Bike sales order shall look similar to:

Any document can be accessed from the document flow. For example, to look
at the invoice, click on the invoice line, then click on Display document.

Make a screen shot of your Document Flow (use e.g. the "Alt"
and "PrtScn" or Snipping Tool.) Paste it into your hand in.

Click on to return to the SAP Easy Access screen, and then to get back
to initial mode.

Logistics ► Materials Management ► Inventory Management ► Menu path

Environment ► Stock ► Stock Overview
Enter the number of your material (DXTR1###), as Plant enter MI00 for
Miami. Select the Execute icon on top left:
Q: How many bikes do you have now in stock at your distribution center
in Miami?

Congratulations!
You have completed one instance of a Sales Business Process using
SAP.

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