ERP and SAP Part 2. Sumantra Sarkar Georgia State University Robinson College of Business 8 rd November, SAP University Alliances. Version 2.

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1 ERP and SAP Part 2 SAP University Alliances Version 2.01 Sumantra Sarkar Georgia State University Robinson College of Business 8 rd November, 2011

2 SAP Components Logistics PP QM MM PM SD HR SAP R/3 Client/Server ABAP Basis FI IS Finance CO WF AM PS SAP SRM Financial Accounting ( Track ) Managerial Accounting Asset Management Treasury SAP PLM SAP ERP SAP SCM SAP CRM SAP NetWeaver Sales & Distribution ( Sell ) Materials Management ( Buy ) Buy) Production Planning ( Make ) Plant Maintenance Quality Management - Personnel Management - Benefits - Payroll

3 SAP Main Menu

4 SAP Document Principle Each business transaction impacting FI writes data to the SAP database creating a uniquely numbered electronic document. The document number can be used to recall the transaction at a later date. Audit Trail contains critical and necessary information as: Responsible person Date and time of the transaction Commercial content Once written to the SAP database, a financial document (one impacting the financial position of the company) can not be deleted from the database. The SAP document principle provides a solid and important framework for a strong internal control system a requirement of law for companies that operate in theunited States andin most othercountries in the world.

5 GL Transactions Tracking Post Goods Issue COGS XXXX INV FG XXXXX Invoice Customer A/R XXXX SALES XXXXX 5

6 GL Transactions Tracking Payment Received BANK XXXX A/R XXXXX 6

7 GL Transactions Tracking S_ALR_ Line item journal from Accounting General Ledger Information system Document Line item journal. 7

8 Presentation Overview Introduction to ERP Introduction to SAP Sales & Distribution Materials Management Production Planning Financial Accounting Controlling

9 MM Functionality Inventory Management Purchasing MRP Physical Inventory Valuation Service Master Invoice Verification Product Catalogs

10 Procure To Pay Process Purchase Requisition Vendor Selection Purchase Order No financial impact (FI) Notify Materials Payment Amount Management received owed is and (MM) Payment Vendor and assigned Accounts Financial and payable Accounting transferred reduced (FI) to to Vendor A/P XXXX vendor via automatic account account payable Bank XXXX assignment Invoice Vendor Receipt Shipment PO Receipt XXXX Goods A/P XXXX Receipt Inventory-RM XXXX PO Receipt XXXX

11 GL Transactions Tracking Receipt of Goods Inventory RM XXXX PO Receipt XXXX Invoice Receipt PO Receipt XXXXX A/P XXXXX 11

12 GL Transactions Tracking Payment to Vendor A/P XXXXX Bank XXXXX 12

13 Presentation Overview Introduction to ERP Introduction to SAP Sales & Distribution Materials Management Production Planning Financial Accounting Controlling

14 PP Functionality SAP divides production into multiple processes Production Planning Manufacturing Execution Discrete Manufacturing Repetitive Manufacturing KANBAN Production Process Industries Integrated planning tool for batch orientated process manufacturing Design primarily for chemical, pharmaceutical, food and beverage industries along with batch oriented electronics

15 Production Planning & Execution Players in the Game Strategic Planning CEO, COO, CIO, CFO, Controller, Marketing Director Detailed Planning Line Managers, Production Scheduler, MRP Controller, Capacity Planners Execution Line Workers, Shop Floor Supervisors SIS Manufacturing Execution Order Settlement Forecasting Sales & Operations Planning Demand Management MPS MRP CO/PA Procurement Process Strategic Planning Detailed Planning Manufacturing Execution

16 Forecasting Forecasting is the foundation of a reliable SOP Accurate forecasts are essential in the manufacturing sector Overstocked & understocked warehouses result in the same thing: a loss in profits. Forecasts are ALWAYS WRONG

17 Forecasting Forecasting Models Trend Seasonal Trend and Seasonal Constant Selecting a Model Automatically Manually

18 Sales and Operations Planning (SOP) Information Origination Sales Marketing Manufacturing Accounting Human Resources Purchasing Intra firm Collaboration Institutional Common Sense

19 Material Requirement Planning (MRP) In MRP, the system calculates the net requirements while considering available warehouse stock and scheduled receipts from purchasing and production During MRP, all levels of the bill of material are planned The output of MRP is a detailed production and/or purchasing plan Detailed planning level Primary Functions Monitorinventory inventory stocks Determine material needs Quantity Timing Generate purchase or production orders

20 PP Master Data Material Bill of Materials (BOM) Routing Work Center Product Group

21 Bill of Materials (BOM) Bicycle Example List of components that make up a product or assembly Wheel Assembly Tire Tube Wheel Hex nut Lock Washer Socket Head Bolt Frame Derailleur Gear Assembly Seat Kit Handle Bar Pedal Assembly Chain Brake Kit Warranty Document Packaging

22 Routing Routings enable you to plan the production of materials (products). Routings are used as a template for production orders and run schedules Routing are also used as a basis for product costing. Series of sequential steps (operations) that must be carried out to produce a given product Routings contain: What, Where, When, How

23 Work Center A location within a plant where value added work (operations or activities) areperformed Work Centers can represent People or Groups of People Machines or Groups of Machines Assembly Lines Work center used to define capacities Labor Machine Output E i i Emissions Capacities used in Capacity requirements planning (CRP) Detailed scheduling Costing

24 Presentation Overview Introduction to ERP Introduction to SAP Sales & Distribution Materials Management Production Planning Financial Accounting Controlling

25 FI Integration Fully integrated with other SAP modules Salesand and Distribution (SD) Materials Management (MM) ProductionPlanningand Planning and Execution (PP) Managerial Accounting (CO)

26 Goal of Financial Accounting (FI) Financial Accounting is designed to collect the transactional data that provides a foundation for preparing the standard portfolio of reports. In general, these reports are primarily, but not exclusively, directed at external parties. Standard reports include: Balance Sheet Income Statement Statement of Cash Flows

27 FI Reporting sample Balance Sheet Presentation of an organization s Assets, Liabilities, and Equity at a point in time Assets: What the company owns Liabilities: What the company owes Equity: The difference between Assets and Liabilities Income Statement Presentation of an organization s revenues and expenses for a given period of time (e.g. monthly, quarterly, or yearly) y) Statement of Cash Flows Considers the associated changes, both inflows and outflows, that have occurred in cash arguably the most important tof all assets over a given period of time (e.g. monthly, quarterly, or annually)

28 Target Audience for reports Internal External Executives Legal Authorities Senior Management Banks Auditors Administrative Staff Shareholders Employees Insurance Taxing Authorities Media Financial Analysts

29 Accountants and Audit Trails Audit trails allow an auditor to begin with an account balance on a financial statement and trace through the accounting records to the transactions that support the account balance. Or enables an auditor to trace individual transactions to the effected account balance(s) () on a financial statement.

30 FI Master Data General Ledger (G/L) Accounts The unique combination of Company Code and Chart of Account creates a data storage area called a General lld Ledger. The General Ledger contains a listing of the transactions effecting each account in the Chart of Accounts and the respective account balance. Itisutilized inthe preparationof of financialaccounting accounting statements. Customer and Vendor Master Data Customer and vendor account balances are maintained in FI through fully integrated accounts receivable and accounts payable sub modules. Financial postings for customers and vendors are made directly to their respective individual accounts and accompanied by a concurrent automatic posting to the General lld Ledger.

31 Presentation Overview Introduction to ERP Introduction to SAP Sales & Distribution Materials Management Production Planning Financial Accounting Controlling

32 Goal of Controlling (CO) Managerial Accounting also termed Controlling is designed to collect transactional data that provides a foundation for preparing internal reports that support decision making within the enterprise. These reports are exclusively for use within the enterprise and include: Cost center performance Profit center performance Budgets analyses

33 Target Audience Executives Senior Management Department Managers Controllers Cost taccountants t

34 CO Master Data Statistical Key Figures Provide the foundation for accurate and effective cost allocations between cost objects Utilized to support internal cost allocations involving allocations, assessments, and distributions Examples: number of employees square footage minutes of computer usage Copy Center Activity (20 Hours) 6 Hours Executive Offices 10 Hours Maintenance Department 4 Hours IT Department

35 CO Processes Posting Secondary Cost Element Rent Expense Debit Credit 1,500 Supplies Expense 1,500 Debit Credit 2,500 Labor Expense Debit Credit 2,000 Copy Center 2,500 2,000 Sec. Cost Element Executive Offices 1,800 Maintenance Department 3,000 Information Services 1,200

36 Questions?

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