SAP Business ByDesign Reference Systems Scenario Outline SAP ERP Integration Scenarios
Content Scenario Overview Business Scenarios in a Reference System Introduction Typical Usage Process Illustration Usage Example 1: Procure-to-Pay (Stock) with SAP ERP Integration Usage Example 2: Order-to-Cash (Third-Party Order Processing Material) with SAP ERP Integration Usage Example 3: Basic Master Data Integration with SAP ERP Usage Example 4: Consolidation Preparation in SAP Business ByDesign 2012 SAP AG. All rights reserved. 2
Scenario Overview Business Scenarios in a Reference System Introduction Typical Usage
Business Scenarios in a Reference System In a Reference System, you can experience how a business scenario meets specific requirements of a typical midsize company. For hands-on experience, you can take advantage of the business scenario document, which guides you through the process with detailed step-by-step instructions. The following slides outline and illustrate the individual process steps of a business scenario as it has been realized in the model company Almika. 2012 SAP AG. All rights reserved. 4
Introduction Order-to-Cash (Third-Party Order Processing Material) Scenario Introduction In the SAP Business ByDesign scenarios for subsidiaries of large enterprises, a large enterprise (using SAP ERP) runs subsidiaries (using SAP Business ByDesign) that act as sales offices or local distribution centers. The subsidiaries sell products to customers and buy them from the parent company. The products are stored at and shipped from the subsidiary or the products are shipped directly from the headquarters to customers. The supported processes support a series of process steps across two different parties based on preconfigured business-tobusiness (B2B) communication between SAP Business ByDesign and SAP ERP. 2012 SAP AG. All rights reserved. 5
Typical Usage SAP ERP Integration Scenarios Procure-to-Pay (Stock) with SAP ERP Integration The Procure-to-Pay (Stock) business scenario covers all aspects of procuring items to stock. This includes SAP Business ByDesign activities from purchasing based on a list price, automatic purchase request and order creation, inbound logistics and journal entries. Sales orders in SAP ERP are created automatically, outbound processing and the invoicing trigger are performed manually. All available business documents are transferred and processed using the Application Link Enabling (ALE) integration technology. Third-Party Order Processing Material with SAP ERP Integration The sales representative enters a sales order into the system. In this case, the sales representative decides to fulfill the delivery externally to save delivery time. When the sales order is released, the SAP Business ByDesign system sends an automatically created purchase order to SAP ERP. The subsequent activities are similar to the first usage example. The customer is billed via customer invoice processing and the supplier invoice is posted (based on the terms) automatically. All available business documents will be transferred and processed using the Application Link Enabling (ALE) integration technology. 2012 SAP AG. All rights reserved. 6
Typical Usage SAP ERP Integration Scenarios Basic Master Data Integration with SAP ERP In this usage example, the systems communication supports both the transfer of a new product from SAP ERP to SAP Business ByDesign and the replication of the account contact update from SAP Business By Design to SAP ERP. Consolidation Preparation In order to report the financial status from the subsidiary company s perspective, certain consolidation preparations must be executed. To identify all business transaction data required for financial consolidation, SAP Business ByDesign makes use of the partner field. The financial accountant in each subsidiary defines the relationship with the partner company in the master data; during the accounting period, certain inter-company transactions take place that create transactional data. Finally, at the end of the accounting period, accountants prepare reports indicating the transactions with other subsidiaries. The final consolidation will be done outside the SAP Business ByDesign system. 2012 SAP AG. All rights reserved. 7
Process Illustration Usage Example 1: Procure-to-Pay (Stock) with SAP ERP Integration Usage Example 2: Order-to-Cash (Third-Party Order Processing Material) with SAP ERP Integration Usage Example 3: Basic Master Data Integration with SAP ERP Usage Example 4: Consolidation Preparation in SAP Business ByDesign
SAP ERP Integration Scenarios Procure-to-Pay (Stock) with SAP ERP Integration (1 of 2) Process Role Work center / ERP View Form Financial Posting 1 2 3 4 5 6 Create Purchase Order Optional: Check Purchase Order Acknowledgement in SAP Business ByDesign Check Created Sales Order in SAP ERP Post Goods Issue in SAP ERP Create an Invoice Document in SAP ERP Post Goods Receipt The purchaser creates a purchase order for some office material. In the Purchase Orders view, the Purchase makes sure, the status changed to Acknowledgement Received. The user responsible for processing the company s internal sales orders logs on to SAP ERP and checks their worklist. The worklist view allows you to check the automatically created SAP ERP sales order details. The supply planner posts the goods issue in SAP ERP on the sending site and releases it to create an outbound delivery. The supply planner reviews the outbound delivery including the advanced shipping notification created by SAP ERP. Once saved in SAP ERP, the invoicing document is automatically sent to the SAP Business ByDesign system for further processing. In the current scenario, the invoicing document is automatically posted when the goods receipt has been posted in SAP Business ByDesign. The supply planner posts the goods receipt at the receiving site. Purchaser Purchaser Sales Employee ByD Demo Logistics Employee ByD Demo Accounting employee ByD Demo Warehouse Manager Purchase Requests and Orders Purchase Requests and Orders Display Sales Order: Initial Screen Create Outbound Delivery with Order Reference Create Billing Document Inbound Logistics Purchase order Sales Order Delivery Note Goods transfer This process step is executed in SAP ERP 2012 SAP AG. All rights reserved. 9
SAP ERP Integration Scenarios Procure-to-Pay (Stock) with SAP ERP Integration (1 of 2) 7 Process Role Work center / ERP View Form Financial Posting Check automatically Posted Supplier Invoice The supplier invoice has been created automatically. The financial accountant checks the supplier invoice. Financial Accountant Supplier Invoicing Customer Invoice This is an optional step 2012 SAP AG. All rights reserved. 10
SAP ERP Integration Scenarios Order-to-Cash (Third-Party Order Processing Material) with SAP ERP Integration (1/2) Process Role Work center / ERP View Form Financial Posting 1 2 3 4 5 6 Create Sales Order Optional: Check Sales Order Document Flow Check Created Sales Order in SAP ERP Post Goods Issue in SAP ERP Create an Invoice Document in SAP ERP Post Customer Invoice The sales representative enters sales order. As the ordered product is an item delivered by a third party supplier, the system generates purchase order automatically. This step is optional for a real business scenario environment. But for the process demo scenario, you need to know the generated purchase order ID for the followup process steps in SAP ERP. The user responsible for processing the company s internal sales orders logs on to SAP ERP and checks their worklist. The worklist view allows you to check the automatically created SAP ERP sales order details. The supply planner posts the goods issue in SAP ERP on the sending site and releases it to create an outbound delivery. The supply planner reviews the outbound delivery including the advanced shipping notification created by SAP ERP. Once saved in SAP ERP, the invoicing document is automatically sent to the SAP Business ByDesign system for further processing. In the current scenario, the invoicing document is automatically posted when the goods receipt has been posted in SAP Business ByDesign. The Third-Party Order fulfillment confirmation triggers the customer invoice request generation. The sales representative can review the invoice request and post the customer invoice. Sales representative Sales Representative Sales Employee ByD Demo Logistics Employee ByD Demo Accounting employee ByD Demo Sales Representative Sales Orders Sales Orders Display Sales Order: Initial Screen Create Outbound Delivery with Order Reference Create Billing Document Customer Invoicing Sales Order Sales Order Delivery Note Customer Invoice Customer Invoice This process step is executed in SAP ERP 2012 SAP AG. All rights reserved. 11
SAP ERP Integration Scenarios Order-to-Cash (Third-Party Order Processing Material) with SAP ERP Integration (2/2) 7 8 Process Role Work center / ERP View Form Financial Posting Review Automatically Created Third-Party Order Fulfillment The system-integrated business process is finished once the billing document from SAP ERP has been posted. The Sales Representative can now review the automatically created corresponding business documents Check Automatically Created Supplier Invoice The supplier invoice has been created automatically. The financial accountant checks the supplier invoice. General Accountant Financial Accountant Supplier Invoicing Supplier Invoicing Journal Entries Supplier Invoice Supplier Invoice Customer Invoice This is an optional step 2012 SAP AG. All rights reserved. 12
SAP ERP Integration Scenarios Basic Master Data Integration with SAP ERP Process Role Work center / ERP View Form Financial Posting 1 2 3 4 Send new Product from SAP ERP to SAP Business ByDesign Check Sent Product in SAP Business ByDesign (optional) Update a Customer Account Contact Person Check Update of Customer Account Contact in SAP ERP (optional) The System Administrator creates a new material in SAP ERP. SAP ERP sends the update of the master data record to SAP Business ByDesign. The Sales Representative reviews now if the Product and Service Portfolio in SAP ByDesign has been updated The Sales Representative updates account information in SAP ByDesign. SAP Business ByDesign sends the update of the master data record to SAP ERP. The System Administrator reviews the updated customer account information in SAP ERP. System Administrator Sales Representative Sales Representative System Administrator Create Material (Initial Screen) Product and Service Portfolio Account Management Customer Display: Initial Screen This is an optional step This process step is executed in SAP ERP 2012 SAP AG. All rights reserved. 13
SAP ERP Integration Scenarios Consolidation Preparation Process Role Work center / ERP View Form Financial Posting 1 2 3 4 Check Business Partner Master Data Check Partner Company Setting in General Ledger Execute Intercompany Transactions Reporting for Consolidation Preparation The accountant reviews the proper account determination groups for partner companies within the master data. The accountant checks if he can see an entry for the headquarter company The intercompany transactions are executed. For example customer invoices. For details, please refer to the related business process documents. The accountant prepares the reports including Trial Balance, Balance Sheet, Income Statement and Cash Flow Statement for consolidation purposes. Financial Accountant Financial Accountant Financial Accountant Payables General Ledger General Ledger Suppliers This is an optional step 2012 SAP AG. All rights reserved. 14
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