Online Store order process within SAP 2 nd December 2013

Transcription

1 Information Systems Services Online Store order process within SAP 2 nd December 2013 Contents Overview of functionality within SAP... 2 Store transaction / order reporting... 2 Printing invoices... 3 Creating a PDF invoice... 3 Reviewing Order changes... 4 Reviewing the SAP invoice document... 4 Reviewing the SAP payment document... 4 Reviewing the SAP clearing document... 4 Reviewing the customer line items... 4 Processing Errors... 4 Store item reporting... 6 Further assistance... 7

2 Overview of functionality within SAP The university store allows customers to order and pay for goods and services online. The service is hosted and supported by WPM Education. Product set up and administration is performed within the online store administration function. An interface has been written between WPM and SAP to record store transactions in SAP. SAP will perform the following functions as part of the online store process: SAP will record items sold and raise a charge against the customer and credit departmental profit and loss accounts SAP will record payments made SAP will match and clear related customer charges and payments SAP will produce an invoice for online sales made without online payment and the invoice to the department representative SAP can produce VAT invoices on request SAP will send notifications to the department representative when errors occur posting store sales SAP can be used to alter finance codes (g/l account, cost center, internal order, WBS element, tax codes) when posting errors occur SAP will keep a record of changes made to store orders Store transaction / order reporting The store transaction and order reporting and administration functions within SAP are accessed via transaction code ZSTOREREP. An initial selection screen allows selection by various criteria. Information Systems Services Page 2 of 7

3 After execution the results are displayed using a SAP ALV (Advance List Viewer) grid. Standard SAP ALV functions are enabled allowing users to create bespoke layouts (remove columns, sort and total etc) and export results to excel. Refund transactions are displayed in red within the report results. Bold green or bold red lines indicate that the transaction is in error. Additional functionality is available from within the report results screen. Printing invoices A VAT invoice can be generated from within from the order report screen. Select the transaction by single clicking on the desired row which will turn orange when selected. Click the button preview the invoice and then the button to generate the output. Creating a PDF invoice An invoice in PDF format can be produced from within the order report screen. Select the transaction by single clicking on the desired row which will turn orange when selected. Click the button to display the PDF invoice. The Adobe Acrobat toolbar can be configured to allow ing or saving the PDF file. Information Systems Services Page 3 of 7

4 Reviewing Order changes Changes made to orders (eg as a result of posting errors) are recorded. To display the list of changes select the transaction and click the button to display the Order changes report. The new and old values are displayed together with the date, time and user making the change. Reviewing the SAP invoice document To see the SAP accounting document associated with the customer charge double-click on the FI Inv. Num field. The SAP standard document overview screen (FB03) will be called. Reviewing the SAP payment document To see the SAP accounting document associated with the customer payment double-click on the Payment field. The SAP standard document overview screen (FB03) will be called. Reviewing the SAP clearing document To see the SAP accounting document associated with the customer clearing double-click on the Clearing Doc field. The SAP standard document overview screen (FB03) will be called. Reviewing the customer line items To view the customer line items double-click on the Customer field. The SAP standard Customer Line Item Display screen (FBL5N) will be called. Where the customer is blank the One-time customer account is used so this account will be displayed. Processing Errors When an error occurs during the store transaction processing an is sent to the departmental contact informing them of the nature of the error. The finance objects (g/l account, cost center, internal order, WBS element or tax code) may need to be updated from the order report. The customer address details may also need amending to allow the sale to be processed. This can happen when the postal code does not match the format expected for the chosen country code. The postal code is not a required field for non GB addresses. Select the transaction by single clicking on the desired row which will turn orange when selected. Click the button to go to the Store transaction details screen. The error text is displayed together with the various finance objects and address fields. These can be amended to enable posting; once the desired changes have been made click the button. SAP will attempt to make the posting with the new finance objects / address details. Rectifying errors should be undertaken promptly as the errors have a negative impact on the reconciling of the bank credits, posting to departmental accounts and the customer sub ledger. Information Systems Services Page 4 of 7

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6 Store item reporting The store item reporting functions within SAP are accessed via transaction code ZSTOREITMREP. An initial selection screen allows selection by various criteria. Selection can be made be specific product code or cost object for example. After execution the results are displayed using a SAP ALV (Advance List Viewer) grid. Standard SAP ALV functions are enabled allowing users to create bespoke layouts (remove columns, sort and total etc) and export results to excel. Refund transactions are displayed in red within the report results. Bold green or bold red lines indicate that the transaction is in error. Information Systems Services Page 6 of 7

7 Further assistance For assistance with using SAP please contact the ISS helpdesk which is available online at Support from WPM can obtained from their help desk by or calling The Help Desk is available from 9:00-5:30 Monday to Friday. Information Systems Services Page 7 of 7