Holmes Institute

SAP Tutorial

Introduction to SAP S/4HANA Page 1

Introduction to SAP S/4HANA Page 2
 SAP ERP: S/4HANA
Introduction

MOTIVATION LEARNING METHOD

This tutorial is an introduction The learning method used is
to the SAP S/4HANA enterprise "guided learning." The benefit
system. of this method is that
knowledge is imparted quickly.
It can be used in the classroom
Students also acquire practical
or for self-study.
skills and competencies.
On completion of the course,
students will be able to
understand the basic navigation
Exercises, in the end,
and functionality concepts of enable students to put
the enterprise systems their knowledge into
practice.
The material also serves as a
reference for occasional users
of SAP systems.

Product
SAP S/4HANA

Level
Introductory

Focus
ERP Systems

Author
Professor. Paul Hawking

Version 3.2024

Introduction to SAP S/4HANA Page 3

Contents
SAP ERP: S/4HANA ............................................................................................................................. 3
Introduction to SAP ERP ..................................................................................................................... 6
Logging on to the SAP System ............................................................................................................... 7
SAP S/4HANA Fiori Launch Pad ........................................................................................................... 10
ERP Terminology .................................................................................................................................. 13
Case Study ........................................................................................................................................... 15
SAP S/4HANA Navigation..................................................................................................................... 15
Master Data Navigation .................................................................................................................. 15
SAP S/4HANA Reports ......................................................................................................................... 21
Sorting ............................................................................................................................................. 23
Totals ............................................................................................................................................... 24
Drilling Down ................................................................................................................................... 25
Logging Off ...................................................................................................................................... 26
SAP ERP: S/4HANA Accounting ........................................................................................................ 27
Financial Accounting ............................................................................................................................ 29
General Ledger Master Records .......................................................................................................... 30
Displaying the Chart of Accounts......................................................................................................... 30
The Chart of Accounts Applied to the General Ledger ........................................................................ 32
Display Financial Statements ............................................................................................................... 33
Post Transfer of Funds to an Account ................................................................................................. 35
Display G/L Account Balance ............................................................................................................... 37
Journal Entry - Business Scenario ........................................................................................................ 39
Display General Ledger Account Balances........................................................................................... 41
SAP S/4HANA Procurement ............................................................................................................. 42
Procurement (procure to pay) ......................................................................................................... 43
Display Stock Requirements List .......................................................................................................... 44
Create a Purchase Order ..................................................................................................................... 45
Display Stock Requirements List .......................................................................................................... 49
Create Goods Receipt for Purchase Order .......................................................................................... 49
Verify Physical Goods Receipt ............................................................................................................. 52
Displaying Account Balances ............................................................................................................... 52

Introduction to SAP S/4HANA Page 4

 Create Invoice Receipt from Vendor ................................................................................................... 55
Process Flow ........................................................................................................................................ 58
Post Payments to Suppliers ................................................................................................................. 60
Reviewing General Ledger. .................................................................................................................. 63
Summary .............................................................................................................................................. 65
SAP S/4HANA Fulfilment .................................................................................................................. 66
Fulfilment (order to Cash) ................................................................................................................ 67
Create a New Customer....................................................................................................................... 68
Create Customer Inquiry ..................................................................................................................... 75
Create Customer Quotation ................................................................................................................ 82
Create a Sales Order Referencing a Quotation.................................................................................... 85
Check Stock Status ............................................................................................................................... 88
Perform the Delivery Process .............................................................................................................. 89
Create Outbound Delivery ................................................................................................................... 90
Picking .................................................................................................................................................. 91
Goods Issue.......................................................................................................................................... 94
Create Invoice for Customer................................................................................................................ 95
Post Receipt of Customer Payment ..................................................................................................... 99
Review Process Flow & Document Flow ........................................................................................... 102

Introduction to SAP S/4HANA Page 5

Introduction to SAP ERP
SAP's Enterprise Resource Planning (ERP) system is designed to assist an organisation in integrating
and managing business processes. The system deals with the problems of organising and executing the
millions of transactions that are fundamental to many large businesses. SAP is the leader in the ERP
market. SAP ERP is a very large system that incorporates over 30,000 tables and 50,000 transactions.
This tutorial is an introduction designed to assist you with familiarising yourself with the SAP ERP
basics utilising SAP's latest ERP release: S/4HANA.

The exercises will focus on how these Enterprise systems support the key accounting functions in an
organisation. Accounting processes are core to the operations of a business. These processes support
the other business scenarios within and organisation.

Introduction to SAP S/4HANA Page 6

Logging on to the SAP System
There are various techniques to open SAP S/4HANA. For the purpose of these exercises you will access
the ERP system via a web browser.

Type
1. Type https://m32z.ucc.ovgu.de/sap/bc/ui2/flp?sap-client=274&sap-language=EN in the in
the Address bar.

2. Press <ENTER> to display the S/4HANA logon screen.

The S/4HANA logon screen appears similar to the one below:

SAP S/4HANA can operate on a variety of personal computers using different operating systems. You
can access S/4HANA either through the traditional interface (SAPGUI) or the new interface (Fiori) built
with HTML5 based (web) on the UI5 standard. But no matter which equipment, operating system or
interface is used, there are some necessary requirements:

Log On details
Due to the value of the information stored in the ERP system, it is necessary to control the access
to the software. The SAP administrator would need to establish a user account for each user
who intends to use the ERP system. Each user account is identified by a user name and requires
a password for security. Each user account is also allocated a particular type of security profile
which determines the data a user is allowed to view and change.

The other log on the detail you require is the Client number. A Client is a set of self-contained
tables required for processing transactions in the SAP system. A Client could be created for
separate companies in an organisation. A user in one client cannot change the data in another
Client. You will need to know your user name, Password and client before you attempt to access
the system. These can be obtained from your workshop leader.

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 Identify your log on details
User name LEARN-###
Password
Client 274

3. Type your User Id LEARN-### where ### is the number assigned to you.

4. Press <TAB> to move the cursor to the Password text box.

5. Type your Password, which the workshop leader will supply.

To hide your Password from other people, it is hidden by ⚫⚫ as you type.

6. Type the Client details as provided by the workshop leader.

7. Click to authorise your details.

A new screen will appear, which allows you to enter a new password to replace the temporary one
you were supplied with.

LEARN-###

You now need to create a new password. You will be the only person who knows this Password, so it is
important to create a password that is easy to remember. However, the ERP system has some rules
about what it allows to be a password. The system administrator can change these rules. But in
general, the following applies:
Password Rules
Passwords must be at least six characters.
Passwords are case-sensitive.
Passwords cannot start with a blank space, question mark(?). or an exclamation mark (!).
The Password cannot be any of the previous five passwords.

Introduction to SAP S/4HANA Page 8

 8. Type your Current Password.

9. Type your New Password.

10. Type your new password aging in the Repeat Password field to confirm it.

11. Click to change your Password.

After initially logging on to the SAP S/4HANA system, a tutorial screen appears:

You can undertake the Quick Tour tutorial to get a better understanding of the system environment.
This Quick Tour is available at anytime by clicking the Help icon .

12. Click to close the Quick Tour tutorial screen.

Introduction to SAP S/4HANA Page 9

SAP S/4HANA Fiori Launch Pad

The SAP Fiori launch pad home page is the first page that users see after they have logged on. It is the
main entry point to SAP Fiori apps on mobile and desktop devices. The home page is the primary place
where a user will look for applications. The page features tiles that allow the user to launch apps and
may show additional information. The page can be personalised, and tiles can be added, removed, or
bundled in groups.

At the moment your Launch Pad contains Fiori Apps. As the Launch Pad screen is the main way users
interact with the system there are several screen elements you need to become familiar with. To view
a Launch Pad screen:

13. Click Controlling on the Space Selection Bar.

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The following screen appears which includes the following elements:

Space

At the highest level the Launch Pad contains Spaces (Controlling etc.). A space serves as an entry
point for a business role and shows information and functions that are assigned to that business role.
A space consists of one or multiple pages that are used to further structure the content of a space.

Page

A Page is part of a Space, and a space may have one or multiple pages. Each Page contains a number
of Fiori Apps. Business roles with fewer apps may use one Page per Space, whereas business roles
with more apps may use multiple Pages per Space. A Page consists of sections that are used to further
structure the content.

Tiles

The Tiles provide direct access to Fiori Apps or content. They are similar to large icons and have a
rectangular shape. The Launchpad comes with a predefined set of groups and Tiles. However, the user
can also personalise the launchpad home page to reflect their individual roles by choosing from the
App finder's wide range of ready-to-use tiles.

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Tiles differ in the content they display. They can contain an icon, a title, some informative text,
numbers, and charts. The information that is shown depends on the function of the tile or app.

Icon Chart Number

Profile Icon
The Profile Icon provides access to the Me Area. This area provides a number of options for
customising your Home screen. It also lists the most recent tiles or objects you have worked on.

Search Icon
The Search Icon allows users to find business objects such as materials or sales orders and tiles such as
Leave Request or Current Accounts Balance.

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ERP Terminology
While using the SAP system, you will encounter a number of ERP terms that are important to
understand if you understand how these systems operate.

Business Scenario: Grouping of business processes in a specific organisational unit that share some
similar goals in the enterprise, such as purchasing, services, balance sheet preparation, production,
personnel administration, and so on.

Organisational Units: An organisational unit represents any type of organisational entity found within
a company, for example, subsidiaries, divisions, departments, or special project teams. These
organisational units need to be mapped in the SAP ERP system as they are the locations where the
various Business Scenarios occur. Some of the possible organisational units are displayed below

The types of organisational units mapped in the SAP system will depend upon which Business
scenarios will be used. Some units are only relevant to specific SAP modules.

 List some of the Organisational Units you would find in a university.

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Master Data:
Business Scenarios involve various objects such as customers, vendors, products, employees etc. Data
that describes these objects are referred to as Master Data. This data describes the various objects
stored within the SAP system. This data usually remains unchanged over an extended period of time. A
Master Data object, such as a customer, can be used by more than one module. Each module may
only be concerned with certain aspects of the Master Data.

 List Master Data objects in a Student Administration system

Transactions: are application programs that execute business processes in the ERP system. They
usually result in the interaction with master data objects such as creating a customer order, posting an
incoming payment, or approving a leave request. The majority of processing in the SAP ERP system is
related to transactions. For example, the diagram below illustrates a Transaction, the interaction
between the Master Data objects of Customer and Material in the creation of a sales document.

Document: A data record that is generated when a transaction is carried out and contains all the
predefined information such as sales document, order, pay slip etc.

Reports: Program which reads certain data elements and displays them in a list. SAP has extensive
reporting facilities which enable users to access and display the data in various formats.

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Case Study
Scenario
The SAP system you are working on has been configured to support a fictitious company, Global Bikes
Inc (GBI). Global Bikes Inc (GBI) was founded in 2001 following the merger of two bicycle
manufacturers, one based in the US and the other in Germany. GBI has three lines of business: deluxe
and professional touring bikes, men's and women's off-road bikes, and bike accessories. GBI sells its
bikes to a network of specialised dealers throughout the world, and it procures its raw materials from
a variety of suppliers globally.

GBI has two manufacturing facilities in the US and one in Germany. It also has three additional
warehouses, two in the US and one in Germany. GBI has more than 100 employees globally. The
organisation uses SAP ERP to support its processes. The company has a new bicycle for sale-
Mongoose Mountain Bike. The SAP systems contain all the necessary data to support GBI's business
processes.

SAP S/4HANA Navigation

Master Data Navigation

An ERP system stores vast amounts of data about the various objects used in different business
processes. To display the data, you require from such a large system; there are various navigation
techniques you need to become familiar with. SAP S/4HANA includes a number of tools that can
facilitate this navigation.

This exercise requires you to find the Master Data for a particular product. The product we are
interested in is referred to as Deluxe Touring Bike. The Master Data referring to a product is called a
Material Master. To display the Material Master for a product you will use the Display Material App.
You would expect this to be available in the Material Management Space.

14. Click on the Space Selection Bar to display this Space.

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You will notice that the Apps have been customized around the business roles that would perform that
activity. This improves the usability of the system.

15. Scroll down to display the Warehouse Employee business role.

16. Click app to start this transaction.

The Display Material: Initial Screen appears:

The screen requires the details of the Material you want to display. If you can remember the details of
the Material, you can type them directly into the Material field. Notice that the Material field has an *
which indicates that it is required information for this transaction to occur. Often it is difficult to
remember the Material’s details, so you would need to search for it. In this exercise, you want to search
for a material (product) called "Deluxe Touring Bike".

There are usually thousands of different Materials (products) in the ERP system, and a facility called a
match code can make the searching for a Material a lot easier. A match code is a method of finding a
certain piece of data when you do not know the specific details of that record.

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To access the match code tool for a particular field, you click the icon of the relevant field

17. Click to display a Search dialogue box.

There are numerous ways to search for a Material. We want to search by Material description.

Match Codes
You are able to replace letters and numbers by using wildcards. A summary of the different types of
wildcards can be seen below:

Wildcard Represents

* and + Characters you do not know

* Multiple characters

+ Exactly one character

For example:

Character Searches for everything

z* Starting with z
*sale* Containing the character string sale, such as rvsale07
*f+ Containing an f as the second-to-last character, such as rmlogifa
rp+++sch Starting with rp, ending in sch, and containing any three characters in between, such
as rp012sch or rpinvsch

18. Type Deluxe*Bike* in the Material description: field to display all materials with a Material
Description that includes the words Deluxe and Bike.

19. Click in the dialogue box to accept this option and display the search results.

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There are a number of products that satisfies the Matchcode.

20. Click Deluxe Touring Bike (Black) (any one) to select it.

21. Click in the dialog box to accept this option and to move to the next screen.

Notice that the ERP system has automatically places the material number in the Material field.

 What is the Material Number for the Deluxe Touring Bike (Black)?

Introduction to SAP S/4HANA Page 18

Now that the relevant Material Number has been found, you can display the Master Data for the
product.

22. Click or press <ENTER>

The Select Views dialog box appears on screen. The Material Master stores a large amount of data
about a Material depending upon which Business Scenarios it is involved in within the organisation. The
costing data about a material would be of little interest to someone responsible for its storage in the
warehouse. The Select View dialog box allows the user to select which data from the Material Master
which will be displayed.

From this dialog box, it is evident that a large amount of information is available about a Material. We
are going to assume that you are assigned to the Purchasing Department and therefore only require
details relevant to this area.

23. Click next to Plant Stock to select this view of the data. You will need to use the
scroll bar to display the other possible views.

24. Click or press <ENTER>

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Often a Material may be used at more than one organisation levels in a large corporation or produced
at different plants within a country or around the world. To display the material details which are
relevant to you, an organisation level will need to be indicated.

25. Click *Plant field to insert the cursor.

26. Click to display a list of possible entries.

This displays the Plants that are responsible for the Deluxe Touring Bike (Black).

27. Click DC Miami to select it. (MI00)

28. Click to insert automatically insert the Plant number in the Plant field.

29. Click or press <ENTER> to display the Material details.

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You can see from this screen the stock available for this Material. However, you would like to know
the price which this bike sells for and its weight. This data is stored in the Accounting 1 and Basic Data
1 views.

You will notice that the required Views do not appear on the View toolbar. You can display the Views

available by clicking on the toolbar

 What is the price and weight of the bike?

Price: ………………………..

Weight: ………………………..

30. Click to close this transaction and return to the Home screen.

SAP S/4HANA Reports

One of the major reasons a company implements an ERP system, like SAP, is to get up to date
information about what is happening in the company. SAP S/4HANA includes a broad range of
reporting functionality. The next exercise will look at an example of common reporting functionality.

Your manager has asked for details of sales since 2016 for East United States (UE00) sales
organisation. The report is to include sale order details and total revenue. You are going to use an
existing Fiori app in the Sales and Distribution Space to display this report. You will notice that Sales
and Distribution does not appear on the Space Selection bar. To view all the available Spaces:

31. Click to display Spaces.

32. Choose Sales and Distribution to display the associated tiles.

The List Sales Orders app is not included in the Sales and Distribution Space. To customise the Space
to add this app:
33. Click the Profile icon to display the menu

34. Click to change the Space to edit mode

The List Sales Orders app needs to be added to the Sales Person Section.

35. Click in the Sales Person Section.

The App Finder screen appears.

36. Click GB SD in the left pane to display apps related to Sales and Distribution.

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 37. Click in the List Sales Orders tile to add this app to the Sales and Distribution Space.

Notice the changes to .

38. Click until you return to the revised Sales and Distribution Space edit mode.

39. Click

The Sales and Distribution Space now includes the List Sales Orders app under the Sales Person Role.

40. Choose to display this report.

A screen appears which enables you to enter variables as selection criteria to help narrow the scope
of the information required. As mentioned earlier, the information required pertains to sales orders
since 01/01/2023.

To satisfy the report’s requirements, you need to specify the date range.

41. Click the Document Date field to select it.

42. Type 01/01/2023 as the date from

43. Press <TAB> to move to the date to the field.

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 44. Type today’s date.

You now need to limit the data to the sales for East United States (UE00).

45. Click Sales Organisation field to select.

Notice that the icon appears in the field, enabling you to search for the required variable.

46. Click to display a list of available Sales Organisations.

47. Click UE00 to select it.

48. Click to transfer the variable to the report selection screen.

You have now entered the required variables to filter the report data.

49. Click to run the report.

The report appears similar to the one below. Your report may have more data depending on more
recent sales orders.

Sorting
To make the report more meaningful for your manager, you need to sort the Net Value of the orders
from highest to lowest. This can be done by selecting the appropriate Sort icon from the
Application Toolbar. The first icon is for ascending, while the other is order descending.

50. Click to display the Sort dialog box.

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You want to sort by Net Value (Item), so it needs to be transferred to the Sort criteria pane.

51. Click Net Value (Item) to select this field (You may have to scroll down).

52. Click to transfer this field to the search criteria.

Notice that radio buttons appear to give the option to sort either ascending or descending .

53. Select as the sort criteria.

54. Click to apply the sort criteria to the report.

The report is now sorted by Net Value (Item). Notice a small triangle appears in the column heading to
indicate that it is part of the sort criteria. An alternate technique for performing a sort is by clicking the
column heading of the field you want to sort and then clicking the appropriate Sort icon.

Totals
You can perform a number of calculations on your reports to make them more meaningful. This can be
done by clicking the Total button on the Application Toolbar. For example, to determine total Net
Value (Item) for all orders.

55. Click to select this column.

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 56. Click to perform the calculation.

Notice a new row appears with the total of this column.

Drilling Down
SAP S/4HANA provides the facility to drill down to get further details about any item on a screen. This
is done by double clicking the item you to get more details about. For example, for shipping purposes,
you would like to determine the weight of the materials in Sales Document 3.

Once you have viewed the further details, you can click the back button to return to the previous
screen. At the moment, we have created a report for a specific time period. But the report only
indicates a match code for the vendor rather than the vendor's details.

57. Double Click Material DXTR1997 to view more details about this order’s materials.

If an Information window appears, click "Continue". The order's details appear on the screen.

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The weight (68,080g) of the combined materials is displayed (you may need to use the scroll bar to
make this field visible). Drilling down is a very powerful feature which you should familiarise yourself
with.

58. Click to return to the report.

Logging Off
It is important that when you have finished working with SAP S/4HANA that you log off correctly. This
will protect data, but more importantly, it will prevent others from unlawfully using the system under
your name.

59. Click Profile icon on the Title bar to exit SAP ERP.

60. Click

A dialog box appears asking to confirm your actions:

61. Click to exit the system.

You have now completed the introductory tutorial for SAP ERP: S/4HANA. As you become more
familiar with the system, you will find alternative ways of doing things. We have only covered the
basics, and there is a lot more to learn.

Summary

 There were a number of new ERP terms you were introduced to throughout this exercise. These are
important to understand.

• Master data
• Material Master
• Transaction
• Drill down
• Match code
• Vendor
• Wildcard
• Client
• Organisational Unit

Introduction to SAP S/4HANA Page 26

 SAP ERP: S/4HANA Accounting

MOTIVATION LEARNING METHOD

This material is an introduction The learning method used is
to SAP S/4HANA financial "guided learning." The benefit
functionality. It is aimed at of this method is that
students at universities and knowledge is imparted quickly.
other educational institutions Students also acquire practical
with limited experience with skills and competencies. As
accounting with an exercise, this method
explains a process or procedure
It can be used in the classroom
in detail using the GBI case
or for self-study.
study
On completion of the course,
students will understand the
basic concepts of general ledger
Exercises in the end
accounting. enable students to put
their knowledge into
The material also serves as a practice.
reference for occasional users
of SAP systems.

Product
SAP S/4HANA

Level
Introductory

Focus
ERP Systems- Finance

Author
Professor Paul Hawking

Version V3 2024

Introduction to SAP S/4HANA Page 27

Accounting
The function of accounting is to provide financial documentation and information for an enterprise
and other interested parties that are associated with it. There are two types of accounting:
▪ External accounting is oriented more towards satisfying the information requirements of external
parties. This is referred to as Financial Accounting (FI).
▪ Internal accounting meets the reporting demands of internal enterprise groups. This is referred to
as Cost Accounting (CO).

Each accounting area comprises a number of business scenarios and reporting requirements.

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Financial Accounting
The main components of Financial Accounting are the general ledger(G/L) and sub-ledger accounting
(accounts payable, accounts receivable, and asset accounting) and consolidation.
• Accounts Payable records all accounting transactions for dealings with suppliers. Much of its
data is obtained from procurement. This supports the procure to pay business scenario.
• Accounts Receivable records all accounting transactions for dealings with customers. This
supports the order to cash business scenario
• Asset Accounting records all accounting transactions relating to the management of assets.
• Travel Management manages and calculates travel costs and supports travel planning and
travel expenses
• Bank ledger supports the posting of cash flows.

General Ledger (G/L) is the foundation of the accounting function. It serves as a complete record of all
business transactions. It is the centralised, up-to-date reference for the maintaining of accounts.
Actual individual transactions can be checked at any time in real-time processing by displaying the
original documents, line items, and transaction figures at various levels, such as:
• Account information
• Journals
• Totals/transaction figures
• Balance sheet/profit and loss evaluations

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General Ledger Master Records
General Ledger (G/L) account master records contain the data that is always needed by the general
ledger to determine the account's function. The G/L account master records control the posting of
accounting transactions to G/L accounts and the processing of the posting data. Before you can make
postings to a G/L account, you need to create a master record in that account's system.
G/L account master records are divided into two areas so that companies (company codes) with the
same chart of accounts can use the same G/L accounts.
• Chart of accounts area
The chart of accounts area contains the valid data for all company codes, such as the account
number. It is a list of all G/L account master records which are used in one or several company
codes. For every G/L account master record, the chart of accounts contains the account number,
the account name and controlling information. This information is consistent across companies in
the same organisation.
• Company code specific area
The company code specific area contains data that may vary from one company code to another,
such as the currency in which the account may be posted.
The G/L account master record in the company code contains company code-specific information
which controls the entry of data to this account and the management of the account.

Displaying the Chart of Accounts

Many company codes may share a chart of accounts in the same organisation. For example, Apple
Australia and Apple Singapore. Each company code must be assigned a chart of accounts. Once
assigned to a company code, it is used to capture information for both Financial Accounting (FI) and
Cost Accounting (CO). For each G/L Account, the chart of accounts contains the account number, the
account name, and additional technical information

You want to view the Chart of Accounts to understand the structure of General Ledger better.
1. Logon to SAP S/4HANA if not already logged on.
2.

3. Click on the Space Selection Bar to display this Space.

4. Click to select this function.

The following G/L Account master Data selection screen appears:

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You want to view the Chart of Accounts for GBI Global
5. Click in the Chart of Accounts* field to display the Search screen.

6. Click for GL00 (Financial Statement (GBI) 000) to select this Chart of Accounts.
7. Click to continue and return to the selection screen.

8. Click to display the account definitions for the GBI Chart of Accounts.
As you can see there are a lot of G/L accounts in this Chart of Accounts. You can filter the list to a
particular account by using the search facilities in the header of the page. For example, to view the
accounts associated with Finished Goods (acct. 1100000) you:

9. Click in the G/L Account: field to display the Search screen.

10. Type Finished Goods or 1100000 in the text field.

11. Click to display the accounts that match the selection criteria.

12. Click for 1100000 (Finished Goods) to select this account.

13. Click to continue and return to the selection screen.

14. Click to display the account.

To view further details:

15. Click of the account.

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The Chart of Accounts includes a structure for Account codes.

What Account Group is this G/L account assigned to?

What type of account is this account?

The Chart of Accounts Applied to the General Ledger

The General Ledger is a version of the Chart of Accounts implemented for each Company. Each G/L
Account being used by a company code is defined by the Charts of Accounts (Account Group,
Numbering, Type, Description). Although there is a consistent definition of accounts in the General
Ledger additional information needs to be added for specific company codes especially when these
companies operate in different countries for example Currency, tax etc. In this way, in an organisation,
a chart of accounts may be used by several company codes, with each having its own unique
information and settings (different countries) but at the same time facilitating the integration of
accounting information across the organisation. For example, Account 600000 would reflect sales
transactions in each company.
16. Click to view company code specific data for the Finished
Goods account (110000).
.

The screen indicates that this Account is used in the DE00 – Global Bike Germany GmbH and US00
Global Bike Inc. Company Codes. Also, it indicates that the currency for DE00 is euros (EUR) and US
dollars (USD) for US00.

Introduction to SAP S/4HANA Page 32

Display Financial Statements
Often Financial staff need to display financial statements which involves Balance Sheets and Profit and
Loss statements for a company to gain insight to company’s performance. These reports are
generated by analysing all the relevant accounting line items. From these reports, a user can also
access the line items of a specific G/L account or customer/supplier line items. To do this:

17. Click to return to the home screen.

18. Click on the Space Selection Bar to display this Space.

19. Click to display a selection screen.

20. Type US00 (Company Code for Global Bike Inc.) in the Company Code* field.
21. Type G000 in the Statement Version* field.
22. Type 08 2022 in the End Period* field.
23. Type 08 2021 in the Comparison End Period* field

Similar to below:

24. Click to display the results.

Introduction to SAP S/4HANA Page 33

The data is displayed in a hierarchy to assist the user with navigation. To display all the data:

25. Click .

You will notice that the aggregated period balances on appear at the top of each hierarchy level.

As mentioned previously one of the strengths of these types of systems is to be quickly navigate to
related data enabling a user to gain an insight as to the factors that contribute to balance. The
highlighted data on the screen indicates that a user can drill-down to further detail. For example:

26. Click the Comparison balance (Actual) for Merchandise inventories.

A dialog screen appears;

27. Click

The following screen appears;

28. Click next to to expand the

hierarchy.

The G/L Account associated with the balance is displayed.

29. Click of this account to display the Journal Entries which contributed to the
merchandise inventories balance.

30. Click the first Journal Entry number to display its details.

Introduction to SAP S/4HANA Page 34

A dialog screen appears.

31. Click .

Details of the Journal Entry appear. This includes the amount, quantity, business area, and controlling
area.

Post Transfer of Funds to an Account

The General Ledger contains a number of accounts. In some scenarios, funds may need to be
transferred between accounts. In this exercise you are going to generate a journal entry for the US
GBI company to transfer funds ($USD5,000) from the Consumables account (1010000) to the
Concessions bank account (100000).

To create a Journal Entry you are going to use the Post General Journal Entries app.

32. Click to return to the home screen.

33. Click on the Space Selection Bar to display this Space.

34. Click to display the posting screen.

Introduction to SAP S/4HANA Page 35

First you need to indicate the Journal Entry Date.

35. Click in the Journal Entry Date field to display the calendar.

You will notice that today’s date is highlighted.

36. Click <ENTER> to transfer today’s date to the Journal Entry Date field.

The Posting Date has defaulted to the same date but you could make the Posting date sometime in the
future. For this exercise you will leave it as it is. You now need to indicate the company which is
involved in the transfer.
37. Type US00 in the Company Code field to indicate GBI US.

As monies are often transferred in different currencies to need to indicate the currency type.
38. Type USD in the Transaction Currency field.

Now you need to enter the details of the transfer. Transfer funds ($USD5,000) from the Consumables
account (debit) to the Concessions bank account (credit)
39. Type the following details

Introduction to SAP S/4HANA Page 36

You can test if the postings are correct by simulating the posting.

40. Click to test the postings

No errors should appear and a summary of the Journal Entry appears. You are now ready to make the
transfer of post it.

41. Click to complete the transfer.

The details of the posting appears. Notice that it indicates which user was involved what time it
occurred.

Display G/L Account Balance

You can now view the impact that the Journal Entry had on the accounts involved. It is important for
users to be able to quickly view the balance of different accounts. The accounting function underpins
all businesses process in a company. The General Ledger and its accounts is the area where
accounting activity is recorded. Throughout the exercises you will be continually reviewing the general
ledger accounts to get an understanding how the various business processes and their associated
transactions impact on the accounting function.

42. Click to return to the home screen.

43. Click on the Space Selection Bar to display this Space.

44. Click app to start this application.

The following screen appears:

You will notice that there are a number of fields in the Header area which require data.

45. Type US00 in the Company Code field.

Introduction to SAP S/4HANA Page 37

As you type the relevant data for US GBI Bike is displayed.
46. Click US00 to select it and transfer the details to the Company Code field.
47. Type 1010000 (Consumables) in the Account field.

Again, notice that as you type, the available accounts are being searched automatically and those
which match are being displayed.
48. Click 101000 Consumables to select it.

49. Ensure that the Ledger Fiscal Year matches the current year.

50. Click to display the details.

A screen similar to below appears:

Notice that this account has been debited.

If your numbers are different, can you explain why?
Answer: Other students have also been using this account.

Now you need to view the account balance of the account that was to be credited to ensure that the
posting has occurred. Rather than enter most of the same details again you can just change the
account number.
51. Click the in G/L Account: field.
52. Type 100000 in the G/L Account field.

53. Click to display the details.

A screen similar to below appears:

Notice that this account has been credited indicating the posting has been successful.

Introduction to SAP S/4HANA Page 38

Journal Entry - Business Scenario
The business scenario is that you need some office supplies immediately. You drive down to
OfficeWorks and buy $175 of supplies (paper, folders, and a software package) and pay for the
purchase with a company check drawn on your alternate bank account. Two Cost Center’s budgets
(Internal Services-$80, IT Costs-$95) in the company will incur these costs.

54. Click to return to the home screen.

55. Click on the Space Selection Bar to display this Space.

56. Click to display the posting screen.

First you need to indicate the Journal Entry Date.

57. Click in the Journal Entry Date field to display the calendar.

You will notice that today’s date is highlighted.

58. Click <ENTER> to transfer today’s date to the Journal Entry Date field.

You now need to indicate the company which is involved in the transfer.
59. Type US00 in the Company Code field to indicate GBI US.

As monies are often transferred in different currencies to need to indicate the currency type.
60. Type USD in the Transaction Currency field.
61. Type ### (your id) in the Reference field.
62. Type OfficeWorks in the Header Text field.

You now need to provide the sending account details, the type of transfer, and the amount. However,
you are not sure what the account number for the Supplies Expense account. You will need to search
for it.
63. Click in the first row of the G/L Account field to display the search facility.

Introduction to SAP S/4HANA Page 39

The screen is requesting the G/L Account number but you are unsure what this number is. You need
to search by description.
64. Type Supplies* in the Short Text: field.
65. Click to display the search results.

The following results appear:

The account you require is the Office supplies account.

66. Click the first column to select this record and transfer these details.
67. Type 80 in the Debit field.
68. Press <ENTER> to display additional fields

You now need to indicate which Cost Centre’s budget will be impacted. This data is displayed in the
Account Assignment area.
69. Type NAIS1000 for (Internal Services).in the Cost Center: field.

Now you need to repeat the process for the second Cost Center.
70. Scroll down to the next input area.

71. Type 6850000 (Other oper. supplies) in the G/L Account field.
72. Type 95 in the Debit field.
73. Press <ENTER> to display additional fields

You now need to indicate which Cost Centre’s budget will be impacted.
74. Type NAIS1000 for (Internal Services).in the Cost center field.

At the bottom of the screen there is a summary of the transactions.

You have indicated which cost center accounts will be contributing to the purchase of the office
supplies. However, funds from the Consumables account will be used to pay OfficeWorks. The
debited amounts need to be credited to the Consumables account. To do this you need to add an
additional line item.
75. Scroll to the top of the screen and click to add another line item (3).

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 76. Scroll to the bottom of the screen to access the new line item.
77. Type 1010000 (Consumables) in the G/L Account field on the first line.
78. Type 175 in the Credit field.
79. Press <ENTER> to check the details.

You have entered all the required details and should simulate the posting to detect any errors.
80. Click to test the postings
A screen similar to below should appear:

As there are no errors you are now ready to make the transfer of post the Journal Entry.
81. Click to complete the transfer.

Display General Ledger Account Balances

You now need to display and confirm by individual account number the activity and associated
balances for several accounts in the general ledger of the US GBI company.
Previously you displayed account balances in the general ledger (steps 25 to 31)
82. Repeat these steps for each of the accounts involved in the purchase of office supplies

What is the account balance for:

• Consumables?
• Supplies Expenses?

You have now completed the exercises on Financial Accounting. However, as accounting underpins all
other company processes the exercises will continually be referring to accounting functions.

Introduction to SAP S/4HANA Page 41

 SAP S/4HANA Procurement

MOTIVATION LEARNING METHOD

This material is an introduction The learning method used is
to SAP S/4HANA procurement "guided learning." The benefit
functionality. It is aimed at of this method is that
students at universities and knowledge is imparted quickly.
other educational institutions Students also acquire practical
with limited experience with skills and competencies. As
procurement with an exercise, this method
explains a process or procedure
It can be used in the classroom
in detail using the GBI case
or for self-study.
study
On completion of the course,
students will be able to
understand the procurement
Exercises, in the end,
process enable students to put
their knowledge into
The material also serves as a practice.
reference for occasional users
of SAP systems.

Product
SAP S/4HANA

Level
Introductory

Focus
Procurement

Author
Dr. Paul Hawking

Version 2024

Introduction to SAP S/4HANA Page 42

Procurement (procure to pay)
The purpose of this exercise is to understand the fundamentals of the purchasing process
and how SAP S/4HANA supports this function and how the accounting processes support this function.
There are a number of processes and transaction involved in the Procurement process. In summary
these are:

Case Study Scenario

GBI re-sells a range of bicycles. There is a request for the Deluxe Touring Bike (red). After reviewing
the stock, you realise that stock is required and you are start the procurement process. The Deluxe
Touring Bike (red) is purchased from the vendor; Olympic Protective Gear. This vendor is already
created in the system. You create a purchase order for the Deluxe Touring Bike (red) which is
forwarded to the vendor. The goods arrive and you will create a goods receipt and verify the physical
receipt in stock. An invoice will arrive which will need to be entered into the system. Payments will be
posted to the vendor and you will review the impact the purchase has on the General Ledger.

The two key modules involved are Material Management and Financials.

Introduction to SAP S/4HANA Page 43

Display Stock Requirements List
You need to display and review the stock/requirements list for a Deluxe Touring Bike (red) to
determine the stock available and the demand that exists for this product. The report should show
that there is no stock and therefore nothing is available for use at this time. The stock/requirements
list is a dynamic list and, therefore, changes whenever a transaction occurs using the given material,
such as sales or damaged bikes. To display the stock/requirements:

1. Logon to the S/4HANA system.

2. Click to display the various functions.

3. Click .

The following screen appears:

This screen enables you to enter a Material number to search for the stock levels of that Material.

4. Type DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) in the Material
field.
5. Select DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) from the list.

The following screen appears indicating that there is no stock available:

Introduction to SAP S/4HANA Page 44

Firstly, the screen indicates that the Deluxe Touring Bike (red) could be available from a number of
different Plants within the company. Secondly, after reviewing the stock levels, you realise that there
is a need to order 5 bikes for the DC Miami Plant from Olympic Protective Gear. Normally a Purchase
Requisition would be created but this is an optional step in the procurement process. The Purchase
Requisition contains the Material to be purchased, the quantity, the vendor from whom the Material
would be purchased and the expected delivery date. Once the Purchased Requisition was approved,
the details from the Purchase Requisition would be copied to the Purchase Order. The Purchase Order
is a commitment to purchase the goods and is supplied to the vendor. You are going to create a
Purchase Order directly.

6. Click on the Title Bar to display recently accessed apps.

7. Click Material Management to return to this screen.

Create a Purchase Order

A purchase order (PO) is a legal document a buyer sends to a supplier or vendor to authorise a purchase.
Purchase Orders outline what the buyer would like to purchase and how much of it they would like to
receive, the agreed costs and when the buyer would like the goods delivered. These agreements help
both the buyer and seller document transactions. You create a purchase order using the Create Purchase
Order app in the Purchasing Agent role in the Materials Management space.

Introduction to SAP S/4HANA Page 45

 8. Click as per the tile above.

The Create Purchase Order screen appears similar to:

The screen includes Help Facility which you turn off to increase the Create Purchase Order screen. If
the Help Facility is displayed:

9. Click .

If you had purchased a Material previously the Purchase Order would be listed to facilitate future
purchases. An existing Purchase Order does not exist for the Deluxe Touring Bike (red). You will need
to create a new Purchase Order. The first data required is the vendor’s details. As mentioned
previously, you need to purchase 5 Deluxe Touring Bikes (red) (DXTR3###) from the vendor Olympic
Protective Gear (101###).

10. Click in the Supplier field to display a search screen.

The following screen appears:

Introduction to SAP S/4HANA Page 46

 You will notice that you can search for a Supplier using a variety of methods.

11. Type 101### (where ### is your logon) in the Supplier field.

12. Press <ENTER> or .

The system searches for the supplier and automatically populates related fields with default values.

13. Click to transfer the Supplier’s details to the Purchase Order.

Each company has business rules about how they purchase goods. These rules are managed by the
Purchasing Organization (BI US) and Purchasing Group (North America). These organizational units
need to be identified on the Purchase Order.

14. Click adjacent to Header to expand this section of the Purchase Order.

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 15. Type US00 the code for BI US in the Purch Org field.
16. Type N00 the code for North America in the Purch Group field.
17. Select North America from the list
18. Type US00 for Global Bike Inc in the Company Code field.

You have entered the Supplier (vendor) details in the Purchase Order. You now need to enter details
about the items to be ordered.

19. Click adjacent to Item Overiew to expand this section of the Purchase Order.
20. Type DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) in the Material
field.
21. Select the bike (red) from the list.
22. Type 5 in the PO Quantity field.
23. Type 1400 in the Net Price field.
24. Type USD in the Currency field if it is not identified.
25. Type MI00 in the Plnt field to represent the DC Miami Plant.
26. Press <ENTER> to display additional purchasing data.

Your screen should appear similar to below:

There are other fields available to define how the purchase is undertaken but for the purpose of this
exercise the required data has been entered.

27. Click to save your Purchase Order. If you receive a warning message, click SAVE
again

The Purchase Order is saved, and a unique Purchase Order number appears on the status bar.

 Record your Purchase Order number:

28. Click to return to the launchpad.

You now need to see if the stock levels have been impacted by the creation of the Purchase Order.

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Display Stock Requirements List
You need to review the impact the creation of a Purchase Order has on stock levels for a material.

29. Click .

The Stock Overview screen appears. It should have the details of the material last accessed. If not:

30. Type DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) in the Material
field.
31. Select DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) from the list.
32. Type MI00 for DC Miami in the Plant field.
33. Select the DC Miami plant from the list.

The stock overview appears. You will notice that the stock levels for the Deluxe Touring Bike (red) in
DC Miami has not changed even though you have created a Purchase Order.

Create Goods Receipt for Purchase Order

After a couple of weeks, a delivery from Olympic Protective Gear (101###) occurs for the ordered bikes.
These materials need to be received into inventory. A goods receipt document will be created
referencing and checking your Purchase Order thereby ensuring that GBI receives the correct Materials
ordered within the agreed timeframes. Goods on hand (inventory) will be increased and an accounting
document will be generated recognising the value associated with these goods. In other words, the
value of inventory needs to be recorded when goods are received or manufactured.

34. Click on the Title Bar to display recently accessed apps.

35. Click Material Management to return to this screen.

36. Click app, in the Goods receipt Clerk role, to start the Goods Receipt
process.

The following screen appears:

Introduction to SAP S/4HANA Page 49

The screen is requesting a Purchase Order number to be entered. It is often difficult to remember this
number and easier to remember the Material or Vendor. You can search for the Purchase Order using
the material, Vendor, or Plant.

37. Click in the Purchasing Document field to display a search screen.

38. Type DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) in the Search
field.

39. Click .

The details of the Purchase Order is displayed. Check that the Purchasing Document number matches
the number you previously recorded.

40. Click the Purchase Order details for the Purchase Order number to be transferred to the
Purchasing Document field and display the Purchase Order details.

Introduction to SAP S/4HANA Page 50

 41. If you have misplaced the PO Number then you can use the other details of the Purchase Order
to search for your Purchase Order.

You will notice that Storage Location field is highlighted as you need to identify where the bikes are
going to be stored after they have been recieved.

42. Click in the Storage Location field to display the available options.
43. Select Finished Goods to transfer this value to the Goods Receipt document.

You will notice that the Stock Type field has defaulted to Unrestricted-Use. If there was a problem
with the delivered bikes, then you could change this field to indicate that the Materials need to be
sent off to Quality Inspection or they are Blocked for use. As the bikes meet GBI’s requirements the
field will remain as Unrestricted-Use. The Purchase Order indicated that the Quantity of bikes to be
ordered was 5 and the Delivered field has been populated automatically. If more or less bikes were
received then you could change the Quantity in the Delivered field. Depending on how the company
handles over or under Goods Receipt quantities this would trigger other actions.

44. Click to complete the Goods Receipt.

A dialog screen appears to confirm the Goods Receipt has been created and provides a Material
Document Number for the Goods Receipt.

 Record your Material Document number:

45. Press <ENTER> to close the dialog screen,

As mentioned previously; when a Goods Receipt occurs two documents are automatically generated.
The Material Document updates the inventory levels for the materials received while the Accounting
Document increases the value of the inventory as new goods have arrived. This is a good example of
the type of integration that occurs in an ERP system. You will review the impact of these two
documents.

46. Click on the Title Bar to display recently accessed apps.

47. Click Material Management to return to this screen.

Introduction to SAP S/4HANA Page 51

Verify Physical Goods Receipt
You need to review the impact the creation of a Goods Receipt has on stock levels for a material.

48. Click .

The Stock Overview screen appears. It should have the details of the material last accessed. If not:

49. Type DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) in the Material
field.
50. Select DXTR3### (where ### is your logon) for the Deluxe Touring Bike (red) from the list.
51. Scroll down to display the DC Miami stock levels.

You will notice that the inventory has been increased by 5 bikes and they have been classified for
Unrestricted Use.

Displaying Account Balances

As mentioned previously a Goods Receipt also produces an Accounting Document to update the
General ledger in regards to value of inventory. To check this:
52. Click on the Title Bar to display recently accessed apps.
53. Click Material Management to return to this screen.

The Display G/L Account Balances app is not available on this Space and need to be added. To
customise the Space to add this app:

54. Click Profile icon to display the menu

55. Click to change the Space to edit mode

The List Sales Orders app needs to be added to the Sales Person Section.

56. Click in the Head of Accounting Section.

The App Finder screen appears.

57. Click GB FI in the left pane to display apps related to Financials.

58. Click in the to add it to the Space.

Introduction to SAP S/4HANA Page 52

 59. Click until you return to the revised Sales and Distribution Space edit mode.

60. Click

The Materials Management Space now includes the Display G/L Account Balances app under the
Head of Accounting Role.

61. Click to open this app.

The following screen appears:

You will notice that there are a number of fields in the Selection area which require data.
83. Type US00 in the Company Code field.
84. Click US00 to select it and transfer the details to the Company Code field.

You now need to identify the Account related to Inventory Finished Goods.
85. Click in the G/L Account field to display the search options.

All the G/L Accounts displayed but there could be a lot to scroll through.
86. Type Goods in the Search field.

87. Click .

The relevant G/L Accounts are displayed.

88. Click associated with 1110000 Fin Goods (inv.) to select this account.

89. Click to transfer the selection.

90. Type The current year in the Fiscal Year of Ledger:*.

91. Click to display the balances for the identified account.

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Your screen will appear similar to below:

The data may appear different to the screen above as this account is continually being updated with
other Goods Receipts. To verify your Goods Receipt you will need to drill down to further data.
92. Click the Debit Amount of the current month to drill down to further details.
93. Click adjacent to to display further
Company details.

94. Click adjacent to to

display the Finished Goods account details.
95. Locate the Journal Entry for the date you created the Goods Receipt for the bikes
($7000)
96. your Journal Entry number to display its details.

97. Click

After a short period of time a screen appears with the Journal Entry details.

Introduction to SAP S/4HANA Page 54

The screen identifies the details of the Journal Entry. It includes the materials purchased and Purchase
Order number and these details can help auditors trace financial transactions.
98. Click to return to the launchpad.

Create Invoice Receipt from Vendor

You have completed a Goods Receipt for the bikes on their arrival. Also included with the delivery is
an invoice from the supplier for payment. The invoice details need to be entered into the system,
checked and then paid at a later date.

Introduction to SAP S/4HANA Page 55

 99. Click on the Title Bar to display recently accessed apps.
100. Click Material Management to return to this screen.

101. Click in the app under the AP Accountant role to start the payment
process.
The following screen appears:

102. Type US00 for Global Bike Inc in the Company Code* field.
103. Press <ENTER> to close the warning screen and continue.
104. Type 7000 in the Gross Invoice Amount:* field.

Ensure that USD has automatically appears adjacent to this amount.

105. Type today’s date in the Invoice Date* field (American format MM/DD/YYYY).

The Posting date* is automatically updated. You now need to enter the details of the Invoicing Party
(Supplier).
106. Click in the Invoicing Party field to display the search options.
107. Search for your Supplier (101### where ### is your logon).
108. Click your Supplier to transfer the details.

At the moment, you have entered the amount to be paid but there is nowhere to indicate who this
money should be paid to. However, there is a field for Purchase Order. If you remember the Purchase
Order you created included the vendor’s details. It also include the amount that should be paid. This
enables the user to compare the Invoice amount to the amount on the Purchase Order.

109. Click to display the search screen.

110. Type your Supplier number (101### where ### is your logon) in the Supplier field.

111. Click to display all Purchasing Documents for this Supplier.

Introduction to SAP S/4HANA Page 56

 112. Click the relevant Purchasing Document to select it.

113. Click to transfer these details to the Create Invoice screen.

Notice that the details about Material, Amount and Quantity from the Purchase Order appear of the
screen. You now need to enter the Tax details.
114. Click in the Tax Code field to display the search options.
115. Click XI Input Tax to select it and transfer the Tax Code to the Create Supplier
Invoice screen.

You now need to check that all the required data for the invoice have been completed.

116. Click .

If everything is correct then the following message will appear:

117. Click to close this dialog screen.

You now need to check that the details in the invoice will integrate across the system and update the
data according. To do this:
118. Click to check the invoice.
The following screen appears:

The Simulate screen appears indicates which G/L Accounts are impacted and the amounts debited and
credited and who the payment is made to.

119. Click to save the invoice.

A screen appears similar to

Introduction to SAP S/4HANA Page 57

 Record the Supplier Invoice number.
120. Click to close the screen and return to the Material Management space.

Process Flow
The Process Flow enables a user to examine the status of the procurement process.

121. Click in the Inventory Supervisor or Goods Receipt Clerk roles.

The following screen appears

This screen provides a number of ways to search for Material Documents.

122. Type the date you posted the invoice in the Posting date field (MM/DD/YYYY).

123. Click to display the relevant documents.

A list of Material Documents which have been saved on the specified data are displayed.

124. Click your Material Document number to drill down to further details.

Details appear related to the purchase of the bikes and which user created the documents..

125. Scroll down the screen to display the Process Flow.

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This screen identifies the stages of the procurement process so far and the Material Documents
involved. You could drill down on any of these documents to see the actual document. If a supplier
contacted GBI in regards to a payment, you could view the Process Flow and understand the status of
the process.

Introduction to SAP S/4HANA Page 59

Post Payments to Suppliers

The invoice from Olympic Protective Gear for the 5 Deluxe Touring Bicycles (red) has been entered and
checked in the ERP system. The goods have arrived and have been receipted, and is now it is time to
post a payment as per the invoice. This process is often called Accounts Payable. To make a payment:

126. Click on the Title Bar to display recently accessed apps.

127. Click Material Management to return to this screen.

128. Click under the Heading of Accounting role.

The following screen appears:

129. Type 101### (where ### is your logon) in the Supplier field.
130. Click your Supplier to select it.
131. Type US00 in the Company Code* field.
132. Click your Company Code to select it.
133. Type the current year in the field

134. Click .

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The balances for your Supplier appears:

135. Click the Balance amount (-7000 USD) to view the items that make up this balance.

The following screen appears:

The icon indicates that the journal entry is still open. This means it needs to be paid.

136. Click on the line of the open item to select this entry.

137. Click the Supplier id to display the context menu.

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 138. Click to display this screen.

139. Type today's date for Posting Date, Journal Entry Date, and Value Date fields.
140. Type today's month (MM) in the Period field.
141. Type 100000 in the G/L Account field for the Concessions account.
142. Type 7000 in the Amount field representing the amount to be paid.

Ensure that USD appears in the currency field.

143. Click to open this item for the Supplier.

The following screen appears:

Notice the screen indicates in the top right that 7,000 is owing.

Introduction to SAP S/4HANA Page 62

 144. Click identify this open item is ready to be paid.

Notice the details are moved to the Items to Be Cleared pane. Also, a 0.00 balance appears in the top
right of the screen. You can simulate the transaction to check all details are correct.

145. Click to simulate the transaction.

A screen similar to the below appears:

The details are correct so the Journal Entry is ready to be saved (posted).

146. Click .
 Record the Journal Entry number

Reviewing General Ledger.

As mentioned previously, the General Ledger underpins all business transactions. To view the impact
of this payment on the General Ledger:
147. Click on the Title Bar to display recently accessed apps.
148. Click Material Management to return to this screen.

149. Click under the Heading of Accounting role.

150. Type US00 in the Company Code* field.
151. Type G### (### is your logon number) in the Statement Version* field.

152. Click to display the balances.

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Your screen will appear similar to below:

153. Click to display all accounts.

Y
ou will notice a number of transactions. To further review the transactions for G/L Account 100000:

154. Click the Period Balance for G/L Account 100000 to display a context menu.
155. Click .
156. Click adjacent to to display further
Company details.
157. Click adjacent to to display the account details.
158. Locate the Journal Entry for the date you created the payment for the bikes (-$7000)
159. Click of the Journal Entry (-7000USD) you previously recorded.

A dialog screen appears which provides details about the Journal Entry.

If you wanted further details you could drill down on the Journal Entry, G/L Account and or the
Company Code.

106. Click the background screen for the Journal Entry Details to disappear.

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 107. Click to return to the Launchpad.

The integrated nature of the ERP system results in different related functional areas being updated in
real time. The following document summarises the procure to pay process and the accounting
function is integral in this process.

Procurement Process from the Accounting View

FI
Balance Sheet GL

MM Assets Liabilities FI
1. AP
Assets Equity capital 3.
Goods Receipt Payment
to Warehouse Program
Material Loans
GR/IR Allocation

Receivables Liabilities

Bank Allocation
Bank
FI
BL
2.
Incoming
Bills 4.
Account
Vendors
MM Statement

 SAP AG 2006

Summary
The procurement process involves a number of steps as outlined below:

Quiz
What happens when a Goods Receipt occurs? What are functional areas of the company updated?

What is the essential information entered for a purchase order to be created?

Introduction to SAP S/4HANA Page 65

 SAP S/4HANA Fulfilment

MOTIVATION LEARNING METHOD

This material is an introduction The learning method used is
to SAP S/4HANA sales and "guided learning." The benefit
distribution functionality. It is of this method is that
aimed at students at knowledge is imparted quickly.
universities and other Students also acquire practical
educational institutions with skills and competencies. As
limited experience with with an exercise, this method
procurement explains a process or procedure
in detail using the GBI case
It can be used in the classroom
study
or for self-study.
On completion of the course,
students will be able to
Exercises, in the end,
understand the procurement enable students to put
process their knowledge into
practice.
The material also serves as a
reference for occasional users
of SAP systems.

Product
SAP S/4HANA

Level
Introductory

Focus
Fulfilment

Author
Dr. Paul Hawking

Version 2024

Introduction to SAP S/4HANA Page 66

Fulfilment (order to Cash)
This exercise aims to provide students with an understanding of the fundamentals of the
fulfilment process, how SAP S/4HANA supports this function, and how the accounting processes
supports this function.

There are a number of processes and transactions involved in the Fulfillment process. In summary,
these are:

In order to complete the Fulfillment (order-to-cash) process, you will take on different roles within the
GBI company, e.g. sales representative, warehouse employee and accounting clerk. Overall, you will
be working in the Sales and Distribution (SD), the Materials Management (MM) and the Financial
Accounting (FI) departments. Below are the organisational units involved in the Fulfilment process.

Introduction to SAP S/4HANA Page 67

Scenario
You start the sales order process by creating a new customer (The Bike Zone) in Orlando. Then, you
receive an inquiry which you will process into a quotation for two bikes (Deluxe Touring Bike (black)
and the Professional Touring Bike (black)). Once the customer accepts the Quotation, they create a
purchase order to purchase the materials. You use the customer's purchase order as the basis to
create a sales order referencing the Quotation. As you will have enough bikes in stock, you deliver the
products sold to your customer, create an invoice, and receive the payment.

Create a New Customer

In this case study, you will create a new customer (The Bike Zone) and the required master data
(general data, sales data and accounting data). A customer is a type of Business Partner in the ERP
system. To create a new customer, use the app Maintain Business Partner in the Sales and
Distribution space.

You will notice that Sales and Distribution does not appear the Space Selection Bar. To access this
space:

1. Click in the Space Selection Bar to display all the available spaces.
2. Click Sales and Distribution to add this space and access it.

The Maintain Business Partner app is not included in the Sales and Distribution Space. To customise
the Space to add this app:
3. Click the Profile icon to display the menu

4. Click to change the Space to edit mode

The Maintain Business Partner app needs to be added to the Sales Representative Section.

5. Click in the Sales Person Section.

The App Finder screen appears.

6. Click GB SD in the left pane to display apps related to Sales and Distribution.

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 7. Click in the Maintain Business Partner tile to add this app to the Sales and
Distribution Space.

Notice the changes to .

8. Click until you return to the revised Sales and Distribution Space edit mode.

9. Click

The Sales and Distribution Space now includes the Maintain Business Partner app under the Sales
Representative Role.

10. Click in either the Sales Representative roles.

11. Click

The following screen appears:

12. Click in the to display

the options.
13. Select FI Customer to start entering the accounting data for this customer.

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A dialog window appears confirming you want to create a Business Partner which is a FI Customer.

14. Click to confirm the customer creation.

The BP Role is now changed to FI Customer (New).

15. Click in the Title: field and select Company.
16. Type The Bike Zone ### (where ### is your logon) in the Name field.
17. Type ### in the Search Term 1 field, where ### is your logon.
18. Type N Orange Ave for Street/House number.
19. Press <TAB> to move to the next field.
20. Type 2### (where ### is your logon).
21. Type 32804 for Postal Code.
22. Press <TAB> to move to the next field
23. Type Orlando for City.
24. Type US for Country
25. Click USA to select it.
26. Type FL for Region.
27. Click Florida to select it.
28. Select English for Language.

Your screen should appear similar to:

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You need to add additional address details to facilitate deliveries.
29. Click to the right of Street Address to display more fields.

You will notice addition al fields appear in the Street Address section.

30. Click to select this field.

31. Click in this field to display the search screen.

32. Double-click on Region East to select it and transfer it to the previous screen.

33. Select on the top toolbar to display the Company and Accounting
screen.

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The Company and Accounting screen appears.

34. Type US00 in the Company Code field.

35. Select Global Bike Inc.
36. Type 120000 (Trade Receivables account) in the Reconciliation acct: field

If the field doesn't allow you to add any data (it is dulled), then click on the top toolbar or click
.
37. Type 001 for the Sort key field.

You now need to add details about the customer payment details.
38. Click .
39. Type 0001 in the Payment Terms field to indicate payment is due immediately.

You now need to create the Sales and Distribution data for this customer.

40. Click in the to display the options.

41. Select Customer to start entering the sales data for this customer.

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A dialog window appears confirming you want to create a Business Partner which is a Customer.

42. Click to create a sales Business Partner role.

You will receive a message on the Status Bar that you have created a Business Partner.

Record this number: ………………………..

.
You have created the general and accounting data for your new customer. You now need to create
your new customer's sales and distribution data.

43. Click on the top toolbar.

44. Type UE00 (US East) in the Sales Org. field.
45. Select UE00 US East.
46. Type WH (Wholesale) in the Distr. Channel field.
47. Select WH Wholesale.
48. Type BI (Bicycles) in the Division field.
49. Select BI Bicycles.
50. Click to confirm the entries are correct.

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Your screen should appear similar to below:

51. Type US0003 (Southeast US) in the Sales District field.

52. Type USD in the Currency field if it does not appear.
53. Type 01 (Bulk Buyer) in the Price Group field.
54. Type 1 (Standard) in the Cust.Price.Procedure field if it does not appear.

You now need to enter the shipping details for this customer.

55. Click to display this screen.

56. Type 02 (Normal Item) in the Delivery Priority field.
57. Type MI00 (DC Miami) in the Delivering Plant field.
58. Type 01 (Standard) in the Shipping Conditions field.
59. Type 3 in the Max.Part.Deliveries field.

Your screen should appear similar to below:

You now need to enter the billing information for the Customer.
60. Click to display this screen.
61. Type FOB (Free on board) in the Incoterms field.
62. Type Miami in the Incoterms Location 1 field.
63. Type 0001 (Payment due immediately Net) in the Terms of Payment field.

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 64. Type 0 (Exempt) in each of the three Tax classifications fields. Could appear as
Tax…
our screen should appear similar to below: screen below:

65. Click to save the changes.

A message appears on the Status Bar to indicate the changes have been saved.

You have now created a new Business Partner (The Bike Zone ###). A Business Partner can have many
different roles. You could buy goods from a company (vendor) while at the same time you could sell
goods this company (customer).

Create Customer Inquiry

The Order to Cash process can begin with Pre-Sales Activities. These activities evolve around the
establishing and maintaining customer relationships but are not mandatory in the Order to Cash
process. Typical Pre Sales Activities include:
Creating and tracking customer contacts
Mailing campaigns
Answering customer questions received by email.
Inquiries
Quotations.

For the purpose of this tutorial, you will create an inquiry from your new customer (The Bike Zone
###). An inquiry is a customer’s request to be provided with a quotation or sales information without
obligation. An inquiry can relate to materials or services, conditions, and if necessary, delivery dates.
The Bike Zone wants a quote on two products – the Deluxe Touring Bike (black) and the Professional
Touring Bike (black).

66. Click to return to the Launchpad.

67. Click in the Space Selection Bar to display all the available spaces.
68. Click Sales and Distribution to add this space and access it.

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 69. Click the app in the Sales Person role.

The following screen appears:

The following information may appear by default but if not enter the following details:

70. Type IN (Inquiry) in the Inquiry Type: field.

71. Type UE00 (US East) in the Sales Organization field.
72. Type WH (Wholesale) in the Distribution Channel field.
73. Type BI (Bikes) in the Division field.
74. Click .

The following screen appears:

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You now need to enter the customer details (The Bike Zone ###).
75. Click the Sold-To Party field.

76. Click search icon , to display the search screen.

Previously when you created a search term (###) to assist you quickly your locate your customer. You
will now use this search term to locate your customer.

77. Type ### in the search term: field, where (### is your logon number)
78. Type Orlando in the City field.

79. Click to search for your customer.

A similar screen to below should appear:

80. Click to transfer the customer details.

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 81. Press <ENTER> to confirm the customer and display associated data.

82. Type ### (where ### is your logon) in the Cust. Reference field.
83. Type today’s date (MM/DD/YYYY) in the Cust Ref Date field.

Inquiries are usually for a specific time period as prices can change over time. You need to indicate
the time period the Inquiry is valid for.
84. Type today’s date (MM/DD/YYYY) in the Valid From: field
85. Type the date one month from today in the Valid to field.

The Bike Zone is inquiring about two products – the Deluxe Touring Bike (black) and the Deluxe
Touring Bike (silver). To find these products, we need to use the search function.
86. Click in the Material field on the first row.

87. Click to display the search options.

Due to the large number of products that can exist in an ERP system, the search function has lots of
options. You are going to use an alternative search criteria than one on your screen.

88. Click to display the search criteria context menu.

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 89. Click to select this option.

The Search screen apperas with a number of fields populated based on the previosuly enetred data.

90. Type *### in the Material field, where ### is your logon number.

91. Click to search for your customer.

A list of materials which match the search criteria appear on screen.

92. Double Click Deluxe Touring Bike (Black) to select this Material and transfer the
details to the Create Inquiry screen.

The material number is transferred to the Inquiry screen. You now need to enter the Quantity.
93. Type 5 in the Order Quantity field for this material.

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 94. Click the Material field on the 2nd row.
95. Repeat the previous process to enter the Deluxe Touring Bike (silver) details.
96. Type 2 in the Order Quantity field for this material.
97. Press <ENTER> to confirm the entries and determine the price for this Inquiry.

The total price for these 7 bikes to The Bike Zone is $USD21,400.00, which is indicated by the Net
Value field. Not all Inquiries turn into sales. The system calculates the value of the inquiry based on a
probability figure. The Expected Order Value (6,420.00) is a calculated value that takes the net value
of the order and multiplies it by the probability of having an inquiry from this customer turn into an
actual sale. The system sets a default probability of 30%. You are confident that The Bike Zone will
buy the identified products and need to change the probability accordingly. To change the Conditions
of the Inquiry:

98. Click on each material line item to select it

99. Click the Item Conditions icon to display the conditions of this Inquiry.

This screen includes details of the prices for the materials. Notice that there is an area to enter
discounts. To change the probability figure:

100. Click

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The Order Probability of 30% is the default value that was set for GBI for inquiry documents. The
expected order value is then 0.30 x $21,400.00 = $6,420.00. You need to change the Order Probability
for this Inquiry.

101. Change the Order Probability to 70.

You will notice that the Order Quantity is 5 which corresponds to the first material. To move to the
next material.

102. Click .
103. Change the Order Probability to 70.
104. Click on the top toolbar to return to the Inquiry Overview.

Notice the Expected.ord.val has increased to $14,980 due to the change in probability. From the
Inquiry screen, you can check the availability of the Inquiry's materials. To do this

105. Click on the first material line item to select it

106. Click Display Availability icon .

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A screen appears indicating the quantity of Materials available (Available to Promise -ATP) and their
Storage Location.

107. Click on the top toolbar to return to the Inquiry Overview.

108. Click to save the changes.

The SAP system provides a message in the Status Bar to indicate the Inquiry has been saved and assign
a unique number to the inquiry.

Record your Inquiry number: ……………

109. Click to return to the Fiori Launchpad.

110. Press <ENTER> to acknowledge the warning message and return to the Launchpad.

Create Customer Quotation

An inquiry presents the terms (price, delivery schedule) to a customer considering a purchase. A
Quotation is similar, except that it is a legally binding offer for delivering the requested product or
services. The Bike Zone would like a Quotation for the items in the Inquiry you provided before. You
can do this easily by copying the details from the Inquiry into the new Quotation. To do this, you use
the Manage Sales Quotation app.

111. Click in the Space Selection Bar to display all the available spaces.
112. Click Sales and Distribution to add this space and access it.

113. Click in the Sales Representative role.

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The following screen appears:

114. Click .

The following screen appears:

115. Type QT in the *Quotation Type: field to indicate it a standard quotation to be

created.
As you have already created a Sales Inquiry for the customer you want the to create a Quotation
which references the details contained in the Sales Inquiry.

116. Click to import data from your previously created Inquiry.

The following screen appears which requires you to identify which Sales Inquiry you want to
reference.

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 117. Type ### (where ### is your logon) in the Cust. Reference field.
118. Click .

Your screen will appear similar to below:

119. Double-click the highlighted Inquiry to select it and transfer the details.

120. Click to copy the information from the Inquiry into the Quotation
screen.

The date details may have changed since you created the Inquiry. These need to be confirmed.
121. Type ### in the Cust. Reference field.
122. Type today’s date in the Cust Ref Date field.
123. Type today’s date in the Valid from field
124. Type the date one month from today in the Valid to field.
125. Type tomorrow’s date in the Req. Deliv date field.
126. Press <ENTER> to confirm.

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 The following warning may appear in the Status Bar.

127. Press <ENTER> to acknowledge the warning and continue.

Another warning dialog screen appears which you will ignore.

128. Click

129. Click .

If an error message appears ignore it and return to the SAP window. A message appears on the Status
Bar to confirm the Quotation has been saved

Record your Quotation number: ……………

Create a Sales Order Referencing a Quotation

A sales order is an electronic document that records your customer's request for goods or services.
The sales order contains all information to process the customer's request during sales order
processing. Standard orders normally contain:
• Customer information
• Shipping information
• Pricing for each item
• Item quantities
• Billing information

The Bike Zone ### is satisfied with the Quotation and has produced a Purchase Order to purchase the
bikes. A Purchase Order is a legally commitment to the purchase. The Purchase Order is displayed
below:

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The details from the Purchase Order and the Quotation (if it exists) are used as the basis for the
creation of a Sales Order. The Sales Order is required to commence the Sales and Distribution
process. While an Inquiry, Quotation and Purchase Order have been created, they are not
compulsory components of the Sales and Distribution process.

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To create a sales order, use the app Manage Sales Order. This is a dynamical app, which in this
example shows a 3. This means that GBI has three different sales orders being processed at the
moment.

If the Sales and Distribution space is not visible:

130. Click in the Space Selection Bar to display all the available spaces.
131. Click Sales and Distribution to add this space and access it.

132. Click in the Sales Representative role to start the process.

The Manage Sales Orders screen appears. In this screen you can display all Sales Orders from GBI. You
also use this screen to create a Sales Order. You can create a Sales Order referencing a Quotation
where the details are copied across. Where a Quotation does not exist, you create a Sales Order
where the user enters all the details. As you have previously created a Quotation, you are going to
use the Create with Reference command.

133. Click to display the context menu.

134. Click
There are a number of different types of sales Orders which can be created. You need specify which
type you want to create. You are going to create a standard Sales Order type OR1.

135. Type OR1 in the *Order Type: field.

136. Click to display a search screen.
137. Type ### (where ### is your logon) in the Customer Reference field.

138. Click

Your Quotation details should be displayed.

139. Double Click your Quotation to transfer the Quotation number to the previous
screen.
140. Click to transfer the details from the Quotation into the Sales Order.

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 141. Type ### for Cust. Reference field.
142. Type today’s date in the Cust. Ref date.

Note that the Req.deliv.date is copied from the Quotation.

143. Change the First Date field for each order line item to tomorrow's date.

144. Click to save the Sales Order.

The Status Bar indicates that the Sales Order has been saved. The system will assign a sales (standard)
order number.

Record your Sales Order number: ……………………

Check Stock Status

The creation of a Sales Order has an impact on various areas in the system. For example, the bikes in
stock need to be reserved so that they are available for delivery. You can check on the inventory level
of the bikes in the Sales Order for The Bike Zone ###. To do this, use the Stock – Multiple Materials
app.

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 145. Click to return to the Launchpad.
146. Press <ENTER> to by pass any warning messages

147. Click in the Space Selection Bar to display all the available spaces.
148. Click Sales and Distribution to add this space and access it.
149. Click in the Sales Representative role to start the process.

The Stock – Multiple Materials screen appears.

150. Type DXTR1### (where ### is your logon) for the Deluxe Touring Bike (black) in the
Material: field.
151. Select DXTR1### (where ### is your logon) for the Deluxe Touring Bike (black) from
the list.
152. Type MI00 for DC Miami in the Plant: field.
153. Click MI00 Global Bike Inc to select it.
154. Click

The stock overview appears. You will notice that the stock levels for the Deluxe Touring Bike (black) in
DC Miami is 100 in the Unrestricted Stock.

Perform the Delivery Process

The Materials now need to be delivered (shipped) to the Customers as specified in the Sales Order.
Shipping consists of several tasks that are necessary to prepare and send shipments of Materials. To
initiate the shipping activities for the Sales Order, a Delivery Document needs to be created which
authorises the delivery of orders that are ready to be shipped. For a Delivery Document, the system
re-determines the Stock Availability, and the number of ordered items are placed in a scheduled for
Delivery Status. Then, the necessary Materials are Picked from storage and placed in a staging area
where they can be Packed appropriately. After the order is shipped, a Goods Issue is recorded in the
system, which triggers processes in accounting.

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Create Outbound Delivery
To start the process that will fulfill The Bike Zone’s order, you need to create a delivery document. To
do this, use the Create Outbound Deliveries app.

155. Click to display the menu.

156. Click Sales and Distribution to navigate to this space.
1.

157. Click app in the Warehouse Employee role.

The following screen appears:

158. Click in the Ship-To Party field to display the search options screen.
159. Type *### in the Search field
160. Click to display more search options
161. Type Orlando in the City: field.
162. Click to continue.
163. Click The Bike Zone ### to select it.
164. Click to continue.
165. Click in the Planned Creation Date field to display the options.
166. Click
167. Select Due up until next week.
168. Click .

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A similar screen appears:

This screen identifies the sales document for the previous created Sales Order. Notice that it has
calculated the weight of the delivery, which has implications for the delivery (handled by hand, size of
delivery vehicle etc.).

169. Click to select the sales document.

170. Click to start the shipping process.

Picking
You now need to continue the shipping process by Picking the materials from their storage locations.
Picking refers to preparing the right quantity and quality of goods for shipping on schedule as required
by the customer.
171. Click
172. Click Sales and Distribution to navigate to this space.

173. Click in the Warehouse Employee role.

The following screen appears:

Note is the screen does not appear similar to above repeat the preceding 3 steps.

174. Type ### in the Ship to Party field.

175. Click The Bike Zone ### (where ### is your logon) to select it.
176. Click in the Overall Status: field to display the options.
177. Select All.
178. Click .

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The following similar screen appears:

179. Click .

The following similar screen appears:

180. Type 5 in the Picking Quantity field for the first material (DXTR1###).
181. Type 2 in the Picking Quantity field for the second material (PRTR1###).

You have indicated how many materials are going to be Picked for this Shipment. You now need to
identify where the materials are going to be Picked from.
182. Click next to your Deluxe Touring Bike.

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The following similar screen appears:

183. Type FG00 (Finished Goods) in the Storage Location field.

184. Click .
185. Click next to your Professional Touring Bike.
186. Type FG00 (Finished Goods) in the Storage Location field.
187. Click .

A graphic indicates the status of the Outbound Delivery process.

188. Click .

A message appears on the screen to confirm the outbound delivery. You have identified the materials
which need to be Picked, their quantity and the Storage Location. You now need to do a Goods Issue.

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Goods Issue
Goods Issue involves a movement of Materials that reduces the quantity of those Materials in
inventory. Therefore, in addition to the reduction of inventory value in the General Ledger, the
inventory quantity is also reduced in the delivering plant. A Material Document is created to record
this movement. Relevant sales documents, such as Quotations and Sales Orders, are updated with the
details of the Shipment. Finally, the Billing Due list is updated. The Billing Due list is a list of deliveries
for which the billing step can be executed. Notice that the delivery is ready for Goods Issue.

189. Click .

You will see a message “GI Posted” and on the screen and Outbound Delivery flow graphic is updated.

Record your Goods Issue number …………..

To see the impact that the goods issue for the materials in the Sales Order for The Bike Zone has had
on the inventory position of GBI, use the Stock Multiple Materials app as before. You will notice that
the available stock has been reduced

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Create Invoice for Customer

You have completed the Goods Issue, and now the Materials have to be paid for by the customer. To
do this, you need to create a Billing Document for The Bike Zone, relative to the Shipment. The Billing
Document permits the recognises potential revenue and its associated accounts receivable.

When you create a Billing Document, data is copied from the Sales Order and the Delivery Document
to the Billing Document.

The Billing Document serves several important functions:

• It is the sales and distribution document that helps you to generate invoices.
• The billing document serves as a data source for financial accounting (FI) to help you to
monitor and process customer payments.

You use the Create Billing Documents app.

190. Navigate to the Sales and Distribution space.

191. Click app in AR Accountant role.

The following similar screen appears with a list of sales documents. There maybe many more than one
or just yours.

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If there are a lot sales doucuments listed you can restrict the list by:
192. Type ### in the Sold to Party field.
193. Press <ENTER>.

194. Click next to your Sales Document.

195. Click .

The Manage Billing Documents screen appears

196. Click and record the billing document generated: ……………..

197. Click to release the document accounting.

The invoice that will be sent to The Bike Zone can be viewed by using the Display Billing
Documents app.

198. Navigate to the Sales and Distribution space.

199. Click in the AR Accountant role.

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The following screen appears

200. Type US00 in the Company Code: field.

201. Type ### (where ### is your logon) in the Reference: field.
202. Click .

A list of documents that match your search criteria appear.

203. Click your Billing Document to select it.
204. Click to display the document.

A screen similar to below appears:

205. Type ### (where ### is your logon) in the Sold-to party: field.
206. Click The Bike Zone ### to select it.
207. Click .

You can view the status of the process by accessing the Document Flow using .

208. Click to display the Document Flow.

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A screen similar to below appears:

The Document Flow indicates each of the documents in the Sales and Distribution process. It indicates
their number and the date they created and their status. You can select any document and navigate

to display it by using .

An alternative technique to view the status of the process is by using the Process Flow. To access the
Process Flow:

209. Navigate to the Sales and Distribution space.

210. Click in the AR Accountant role.

211. Type ### (where ### is your logon) in the first search field.
212. Click to display the result.

The Billing Document is displayed.

213. Click at the end of the Billing Document to display the full document.

Throughout the Sales and Distribution process you can view the status of the process by accessing the
Process Flow.

214. Scroll down the Billing Document to display the Process Flow.

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The Process Flow displays the status of the process, the document numbers of each stage, and the
date it was completed in the process. From the Process Flow you can navigate to each document by
clicking the different document details.

You will notice that the first 3 stages have been completed but the Accounting stage indicates that it is
. The Accounting stage is not complete until a Customer’s payment as per the
Invoice has been received.

Post Receipt of Customer Payment

You have sent the Invoice to the customer for the Sales Order. The Bike Zone has sent the payment.
You now need to Post the receipt of payment to settle the billing. A Journal Entry is made to Accounts
Receivable for The Bike Zone and the General Ledger bank checking account.

After The Bike Zone mails its payment, it needs to be recorded. To do this, use the Post Incoming
Payments app.

215. Navigate to the Sales and Distribution space.

216. Click in the AR Accountant role.

The following screen appears:

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 217. Type US00 in the Company Code:* field.
218. Click US00 to select it.
219. Type today's date in the Posting Date and Journal Entry Date fields.
220. Click in the Journal Entry Type field to display the options.
221. Select DZ (Customer Payment).
222. Type the current month number in the Period field.
223. Type 1810000 (Bank 1) in the G/L Account:* field.
224. Type 21400 and USD for Amount/Currency.
225. Check Customer is selected in the Account Type/ Account ID field in the Open Item
Selection area.
226. Click in the field adjacent to Account Type/ Account ID to search for your
customer.

227. Click to display more search options.

228. Type Orlando in the City: field.
229. Click to display the results.
230. Double Click your Customer to transfer the details

Your screen should appear similar to below:

231. Click

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You need to check that the processing of the Journal Entry will integrate correctly across the system.

232. Click

Notice the balance has been updated (top right corner) and an Open AP/AR
items are displayed:

233. Click to add the open items to the Items to be Cleared with the
recorded incoming payment.

The screen shows you a 0.00 balance (in the right corner).

234. Click to post the payment. The system will assign a document number
automatically.

A dialog screen appears to verify the posting:

235. Click on to display the Journal Entry.

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A screen similar to below appears:

Review Process Flow & Document Flow

The document flow tool links all documents that were used in The Bike Zone's sales order processing.
Again, there are many ways to access the Document Flow tool. One way is to start by displaying all
material documents. To display the document flow, use the Material Documents Overview app.

236. Click to return to the Launchpad.

237. Click to display this space.

238. Click .
239. Type MI00 (DC Miami) in the Plant: field.
240. Click MI00 to select it
241. Type DXTR1### in the Material: field.
242. Click to select your bicycle.
243. Click to display the results.

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You will get an overview of the items:

244. Click associated with the Material document to display its details.
245. Scroll down to view the Process Flow.

The Process Flow should look similar to below. Notice that all stages associated with processing of the
material have been completed. You should also notice that the Sales Order is not displayed. The
material is only impacted once the Delivery process is commenced.

To view the Process Flow that includes the Sales Order:

246. Navigate to the Sales and Distribution space.
247. Click app in the Sales Represntative role.
248. Type ### in the Customer Reference: field.
249. Click to display the results

A summary of the sales documents appear which match the search criteria.

250. Click associated with the line item to display the details.

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A screen similar to below appears:

From this screen you can see that the process has been completed and you can navigate to any of the
associated documents. The Track Sales Order app also enables you to trouble shoot where a sales
order has not been completed.

You have now completed the SAP tutorial. You should now be aware of some of the core business
functions this type of system supports. Also, you should be aware different functional areas
(accounting, procurement, sales and distribution) integrate with each other.

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