North American Curriculum Leveraging Sap Business Bydesign: Sample Exercises

North American Curriculum
leveraging SAP Business

ByDesign: Sample Exercises
WORKSHOP
Walldorf, Germany
October 2011
Nitin Kalé, University of Southern California, Los Angeles

Nancy Jones, California State University, Chico
Ronald Pike, California State University, Chico
Table of Contents
1 Introduction..........................................................................................................................4
1.1 Tenant......................................................................................................................................4
1.2 Reference System.....................................................................................................................4
2 Introduction to Business Process Management using Experiential/Team based learning,
University of Southern California....................................................................................................5
2.1 Objectives.................................................................................................................................5
2.2 Teams and Roles.......................................................................................................................5
2.3 Workshop Specific Information................................................................................................7
2.4 Master and Organizational Data..............................................................................................7
3 Business Scenario: Procurement (Procure-to-Pay)..............................................................9
3.1 Objectives.................................................................................................................................9
3.2 Prerequisites..........................................................................................................................10
3.3 Overview of Business Tasks....................................................................................................10
3.4 Login.......................................................................................................................................11
3.5 Create Sales Order.................................................................................................................11
3.6 Planning and Release Purchase Proposal...............................................................................12
3.7 Process Purchase Request and Order....................................................................................14
3.8 Approve Purchase Order........................................................................................................17
3.9 Post Goods Receipt................................................................................................................17
3.10 Check the General Ledger Entries..........................................................................................19
3.11 Post Supplier Invoice..............................................................................................................20
3.12 Approve Supplier Invoice.......................................................................................................23
3.13 Select Items and Make Payment............................................................................................23
3.14 Additional Tasks (on your own)..............................................................................................25
3.15 Conceptual Questions............................................................................................................25
4 Embedded Analytics...........................................................................................................26
4.1 Types of Objects in Analytics..................................................................................................26
4.2 Working with reports and dashboards..................................................................................28
5 Personalization...................................................................................................................32
5.1 Adding views to the Home work center................................................................................32
3
5.2 Personalize the Overview screen of a work center...............................................................33
5.3 Personalize a Screen...............................................................................................................33
6 Mashups..............................................................................................................................35
7 Accounting Information Systems, CSU, Chico....................................................................36
7.1 Theoretical Background:........................................................................................................36
7.2 Objectives...............................................................................................................................38
7.3 The Assignment......................................................................................................................39
7.4 Internal Audit Project 1..........................................................................................................39
8 Business Scenario: Sales (Order-to-Cash)...........................................................................45
8.1 Objectives...............................................................................................................................45
8.2 Prerequisites..........................................................................................................................45
8.3 Overview of Business Tasks....................................................................................................46
8.4 Login.......................................................................................................................................47
8.5 Display Sales Order and confirm ATP check...........................................................................47
8.6 Release Customer Demand....................................................................................................49
8.7 Post Goods Issue....................................................................................................................50
8.8 Release Outbound Delivery....................................................................................................51
8.9 Check the General Ledger Entries..........................................................................................52
8.10 Create Customer Invoice........................................................................................................53
8.11 Check Customer Account Balance.........................................................................................54
8.12 Receive Incoming Payment via Check....................................................................................55
8.13 Check Status in Sales Order....................................................................................................56
8.14 Additional Tasks (on your own)..............................................................................................56
8.15 Conceptual Questions............................................................................................................57
3
1 Introduction
This workshop will provide you hands-on experience with some sample exercises from the
curriculum being piloted in North American Universities that are leveraging SAP Business ByDesign.
Curricula from the University of Southern California (USC) and California State University, Chico
(CSUChico) are presented here.
1.1 Tenant
On-demand customers want to focus on their business, not on running software. They expect no
upfront investment in hardware, predictable costs, and immediate access paired with rapid
deployment. The SAP Business ByDesign on demand solution is initially setup by SAP shortly after
the customer has requested it. The system is fully managed by SAP with high availability and highest
data security. For SAP Business ByDesign at least a 1 MBit/s internet connection is recommended.
SAP Business ByDesign is a web-based application and therefore only needs a standard web
browser.
The Tenant Provisioning service encompasses the following elements:
Tenant Set Up: SAP sets up the tenant ready for implementation and enables a smooth Go Live of
SAP Business ByDesign in full operative mode.
Tenant Operation: SAP manages the availability of the network-centered application and monitors
all the components of SAP Business ByDesign to see if they are up and running. It also checks the
traffic load on essential components in order to forecast delays and to invoke additional processes
to handle the overload.
Storage Operation: SAP takes care of the administration of all storage-related tasks with regard to
SAP Business ByDesign operations.
Application Management: For tenant operations, SAP takes care of monitoring and maintenance of
the SAP Business ByDesign application. This includes versioning, security, backups and system health
checks.
1.2 Reference System

A reference system is a system that is preconfigured and loaded with realistic users and sample
data. The users and sample data are based on the model company Almika Inc. By following the step-
by-step instructions in this hand-out, you will assume the identity of Almika users and use the built-
in sample data to carry out each of the business process tasks.
3
2 Introduction to Business Process Management using Experiential/Team
based learning, University of Southern California
This curriculum (Sections 2, 3, 4, 5, 6 and 8) is designed for a course in Enterprise Wide Information
Systems. Students are introduced to business processes, business tasks, integration and flow of
information through an information system.
We will be using the following tenant.
https://my020954.sapbydesign.com
2.1 Objectives
1. Students work in teams within a medium-sized enterprise using an on-demand information
system (SAP Business ByDesign)
o To understand and execute various business processes and their variants
o Perform different roles within the company and understand the responsibility and
authorization for each role
o To perform business tasks necessary to achieve the business process outcomes
o Experience and appreciate the end-to-end integration of SAP Business ByDesign
o Communicate requirements and results of business tasks to team members.
Communication channels include both in-system (collaboration tools, workflows) as
well as traditional channels (verbal, email, chat etc.)
2. Use embedded analytics to evaluate the performance metrics of the company
3. Describe the advantages of an on-demand solution for a small/medium sized enterprise
2.2 Teams and Roles

The reference company Almika will be run by a team of employees. Each team member (workshop
participant) will take on one or more business roles within SAP Business ByDesign. These roles give
each employee access to various work centers based upon their authorization. Therefore, as you
progress through the exercises, you will have to logout and log back in as a different role to access
different work centers. This reflects the real life situation where employees are given different roles,
responsibilities and authorizations dictated by legal and functional objectives.
Depending on the pedagogical approach and the student audience in the classroom, this curriculum
can be delivered in one of two ways. In addition, there are plans to offer the curriculum across
Universities where student teams come from different schools or each team consists of students
from different schools.
3
Sales Rep Sales Rep Sales Rep
Team
Sales Manager
Team
Sales Manager
Team
Sales Manager
Production Manager Production Manager Production Manager

1
OptionWarehouse Operator
1: Each team
2
WarehouseofOperator
operates independently
N
Warehouse
all other teams, and Manager
each team has all the
roles/employees need for the entire curriculum. Each team must complete the business processes
Warehouse Manager Warehouse Manager Warehouse Operator
as though they were running Almika by themselves.
Financial Accountant Financial Accountant Financial Accountant
CFO CFO CFO
Student Roles
Option 2: In option 2, each team is responsible for one business area. All students within a team
must collaborate to complete their tasks in the business process. They must then communicate
their
findings
and
results to
other
teams Custo Suppli
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Team Team Team Team Team er
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areas. In Mana Mana
this nt nt geme nt
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manner, nt
nt nt
the
entire
class is
operating
Almika. Such an approach may be better suited for a class with students from diverse backgrounds.
3
Business Areas
3
2.3 Workshop Specific Information
For this section of the workshop we will be following Option 1.
Enter your Team Number here (1,2,3…):
Note: Depending on the size of your team, participants can assume the role of more than one
employee. Discuss your role(s) with your team members and then enter your name in one or more
rows in the table below.
List of Users and Roles
SAP Business Password Role Employe Employe Workshop

ByDesign User ID e Last e First Participant
Name Name Name
SALES02P Welcome1 Sales Jacob Kate
Representative
SALES01P Welcome1 Sales Manager Menson Bob
SUPPLYPLANNER01P Welcome1 Production Stone Richard

Manager
WAREHOUSE02P Welcome1 Warehouse Smith Mark
Operator
WAREHOUSE01P Welcome1 Warehouse Loblanski Luther
Manager
FINANCIAL01 Welcome1 Chief Financial Black Edward
Officer
FINANCIAL02 Welcome1 Financial Green Iris
Accountant
PURCHASE02 Welcome1 Purchaser Warner Bill
2.4 Master and Organizational Data

Each SAP Business ByDesign reference system contains essential master and organizational data,
which reflect the typical organizational structure of a mid-size company of a specific industry and
allow you to run the industry-specific processes using the appropriate master data; for example,
materials, vendors, or customers.
3
The graphic below gives you a high-level overview of the organizational structure of ALMIKA.
Master Data for Business Scenario The following table shows the specific master data you will use
for this section.
Master/Org. Data Type Name and Value Usage

Customer Silverstar Wholesale Corp. Sales
(CP100110)
Product Cylinder customized Trade Procurement (driven by Sales
(P100710) Demand)
Supplier AMS Inc. (S100200) Procurement
Target Logistic Area Warehouse (P1100-20) Procurement (stock)
Freight-Forwarder ABC Cargo Worldwide Sales - delivery
(S100800)
Ship-from-Location Almika Heating Cleveland Sales - delivery
(P1100)
Logistics Area Warehouse (P1100-20) Internal warehouse
3
Approval Limits The following table shows some of the controls that have been put into the
reference company to simulate a real business environment.
Approval Type Limit Currency

Shopping Cart Approval $500 USD
Purchase Order Approval 3,500 USD
Supplier Invoice Approval 5,000 USD
Incoming Payment Approval none USD
Outgoing Payment Approval 10,000 USD
Payment Deduction Approval 50 USD
(Incoming)
Expense and Reimbursement Approval 500 USD
3 Business Scenario: Procurement (Procure-to-Pay)
You will execute the business scenario for Procure-to-Pay. The demand for procurement will be
generated from a sales order. You will start by creating a Sales Order for Material P100710, Cylinder
Customized Trade. This material is purchased from a vendor and resold to customers through two
sales organizations – P1110 Sales Heating and 2100 BR Columbus. The distribution channel is Direct
Sales. There is no in-house production for this material. The purpose of creating the Sales Order is to
generate demand that will trigger the procure-to-pay business process. At the end of this
procurement process you will end up with inventory of the material P100710, Cylinder customized
Trade.
3.1 Objectives
1. Perform different roles within the company and understand the responsibility and
2. Communicate requirements and results of business processes to team members.
Communication channels include both in-system (collaboration tools, workflows) as well as
traditional channels (verbal, email, chat etc.)
3. Experience and appreciate the end-to-end integration of SAP Business ByDesign
o Generate demand for a product that Almika sells to its customers by creating a sales
order
o Use supply planning to generate a purchase proposal for the shortfall of inventory to
satisfy the demand
o Explore and assign a source of supply for a purchase proposal
o Understand why a purchase approval is important in the procurement process
o Receive goods into inventory
o Learn how to process supplier invoices including appropriate approvals for payment
3
3.2 Prerequisites
1. Students should have been introduced to the business process of procure-to-pay.
2. Students should have been assigned one or more roles required for this business process.
3. Exposure to supply planning, procurement, invoicing and payment.
4. Students should understand the concepts of
a. Business tasks vs. business d. Roles

process e. Authorizations
b. Master data f. Work centers
c. Organizational structure g. Approvals
5. Instructor should discuss the importance of segregation of duties (SOD) within an

organization and how SOD informs the information system such as SAP Business ByDesign
6. Students should have completed the Navigation in SAP Business ByDesign module
3.3 Overview of Business Tasks

Here is an overview of business tasks and the roles that will perform those tasks.
Roles Business Tasks
3
Create a Sales Order (generates demand)
Sales Representative
Create a Purchase Proposal to satisfy
Supply Planner demand
Release Purchase Proposal to Purchase

Supply Planner Request
Convert Purchase Request to Purchase
Purchaser Order
CFO Approve Purchase Order
Warehouse Manager Post Goods Receipt
Financial Accountant Create Supplier Invoice
CFO Approve Supplier Invoice
Financial Accountant Make payment
3.4 Login
To start the exercises, login to this tenant https://my020954.sapbydesign.com
 You can request a certificate that enables you to log on to the system without entering your
user name and password. The certificate is saved to your user account on your local
computer. Therefore, you can only use the certificate when you are logged on to your local
computer. You can also create a certificate on each computer on which you need to access
SAP Business ByDesign. If you need to work in multiple SAP Business ByDesign systems, you
can assign the certificate to the appropriate user of each system.
 For this workshop, ignore assigning user certificate
 If, at any point during these exercises, your web browser warns you that the Cache limit has
been reached, click yes to increase the limit and continue.
3.5 Create Sales Order

Logon and Work Center Information
Logon ID / Role SALES02P Sales Representative / Kate Jacob
3
Work Center / View Sales Orders Common Tasks
Procedure
Field Name Data to Enter Activity / Button / Comment
Common Tasks list
Click New Sales Order.
(Account) Name CP100110 (Silverstar Press Enter.

Wholesale Corp.)
Requested Date < current date plus 7

days >
Items table
Product ID P100710 (Cylinder

customized Trade)
Quantity (Pick a multiple of 10 You may use the calculator icon to enter this
between 100 and 200) number.
ea
Click Submit, and choose Send Order

Confirmation to Account.
Record Sales Order Number (at bottom of screen)
Log off, Click Yes on the message window. Restart Application
3.6 Planning and Release Purchase Proposal

Logon ID / Role SUPPLYPLANNER01P Supply Planner / Richard Stone
Work Center / View Supply Planning Products
3
Procedure
Products view
Show list All Products by Click Go.

Selection
and Find P100710
ProductID Select the line item. (Select the line with an

Exception) Click the left most column in a
P100710 (Cylinder
row to select a row. (Clicking on the Product
customized Trade)
ID or Description takes you to its master
data!)
Click Open.
Product Planning Details screen Supply and Demand List
Note the Available Stock
Select your Sales Order Number row by

scrolling down and looking at the Document
ID column (make sure that the Quantity is
what you entered in the previous task. Also
note the Projected Stock)
Click New Planning Proposal. You may need

to scroll to the top of the frame to view this
option. A new row is created. In the new
row, enter the quantity of your Sales Order
Enter
Supply and Demand List
A purchase Proposal is generated with the

quantity you have proposed (row may be
moved up)
Change the Date on the proposal to one
3
week from today.
Enter
Product Planning Details screen
Click Save.
Make a note of the Purchase Proposal ID (document ID)
Select the line with the purchase proposal

created above.
Click Release. Purchase Proposal converts to

a Purchase Request
Click Save.
Make a note of the Purchase Request ID (Document ID)

If the Document ID does not appear, click Save again.
Click Save and Close.
3.7 Process Purchase Request and Order

Logon ID / Role PURCHASE02 Purchaser / Bill Warner
Purchase Requests
Work Center / View Purchase Requests
and Orders
Procedure
Purchase Requests view
3
Show list All Purchase Requests
Select the line item for your purchase request

ID from the previous step and click Edit.
Make sure you select your own Purchase
Request ID
Edit
Details: Cylinder Click on Document

See the document flow. Close
customized Trade Flow tab
Click Assign Source of Supply (if you do not see this button, click on >> to expand the button
row)
Product ID P100710
Cylinder customized
Product Description Set by the system.
Trade
Set by the system (should be same as your

Open Quantity
Purchase Request and Sales Order)
Select your Purchase Request Row in the Purchase Requests table
Available Sources of Supply Table
Supplier IDs appear in the Available Source of

Supply table list (scroll down). Select the
Supplier and click Assign to Selected
Supplier Name S100200 (AMS Inc.) Purchase Request
Supplier ID appears in your Purchase Request

Row.
Save and Close
Purchase Requests view
Assigned Purchase Click Refresh. Your Purchase Request now

Show list
Requests has AMS Inc. as Supplier.
Select the row of your purchase request, for

which the purchase order is to be created,
and click Quick Order.
3
Make a note of the Purchase Order ID that is created automatically
(see bottom of the screen).
In the Purchase Requests and Orders work center, you can review a purchase order and enter
additional information about the item to be procured.
Purchase Orders view
Show list Purchase Orders Select your purchase order created above.
Changed Recently
Click Edit.
Purchase Orders Screen, Items tab
Product ID P100710
Cylinder customized
Product Description
Trade
Quantity Your order quantity

---ea
Purchase Orders Screen, Items tab, Basic Data sub tab (lower part of screen)
Gross Price 85 USD Note the following options
Purchase Order No
Acknowledgement
Expected
Goods and Services Yes

Receipt Expected
Invoice Expected Yes
Evaluated Receipt No
Settlements
Display the document flow
3
3.8 Approve Purchase Order
Logon ID / Role FINANCIAL01 Chief Financial Officer / Edward Black
Work Center / View Managing My Area Approvals
Procedure
Approvals view
Approvals Select your Purchase Order approval line

item.
Check at the bottom half of the screen that

the Purchase Order number is yours.
Read the Business Task description.
Click Approve.
Click Refresh. The approval list does not show

that your Purchase Order is in need of
approval anymore. It has been approved.
3.9 Post Goods Receipt

Logon ID / Role WAREHOUSE01P Warehouse Manager / Luther Loblanski
Work Center / View Inbound Logistics Purchase Orders
Procedure
3
Purchase Orders view
Show list Open Purchase Orders
Select your purchase order row, and click

Purchase Order ID
Post Goods Receipt.
Create Inbound Delivery and Goods Receipt screen
Delivery Notification Enter any number This is the delivery notification ID of the
ID supplier / freight forwarder.
Actual Delivery
For example, <actual
Date(Date / Time / Use default by the system as the actual date.
date> / 12:00 / EST
Time Zone)
Click Propose Quantities.
Click Propose Logistics Unit.
Actual Quantity Set by the system.
P1100-20
Target Logistic Area Default by the system.
(Warehouse)
Note your Inbound Delivery number
at the bottom of the screen
Related Links, Stock Overview Task
Show List Identified Stock
Select P100710,
Product ID Customized Cylinder
Trade
Storage Location ID P1100 Click Go
On-Hand Stock --- ea Stock quantity increased by goods receipt

amount
3
Note the On-Hand Stock
Close
3.10 Check the General Ledger Entries

Logon ID / Role FINANCIAL02 Financial Accountant / Iris Green
Work Center / View Inventory Valuation Reports
Procedure
Reports List view
Show list By report category Financials Balance and Inventory Reports(4)
Click on GR/IR Inventory Balance Summary
Variables ByDesign initial Click OK
Find your PO in the list and note the effect on

the GR/IR account.
What was the dollar amount entered in the GR/IR account? Was it a debit or credit to the account?
Be sure to note the titles of the columns in the GR/IR account.
Close
In the same work center and view
3
Procedure
Reports List view
Show list By report category Financials Line Item Reports(3)
Click on Purchasing Documents Line Items
Variables ByDesign initial Click OK
Find your PO in the list
Click on the number of the journal entry to

expand
Choose view journal entry
List the journal entry below. Show the debits and credits.
Close
3.11 Post Supplier Invoice

Work Center / View Supplier Invoicing Invoice Entry
Procedure
Invoice Entry view
Show list All Orders to Be

Invoiced
Select your Purchase Order from the step

before.
3
Click New Invoice.
New Invoice screen
Supplier S100200 (AMS Inc.) Set by the system.
External Document
Enter yourname Supplier’s invoice number; any entry.
ID
Invoice Date < current date >
Receipt Date < current date > Default by the system; Date from the goods
receipt.
Total Gross Value Specific entry Default by the system.
Total Tax amount Specific entry Default by the system; Data from the
purchase order.
Invoice Description < no entry > Additional financial data, any entry possible.
Payment Terms 14 days 3%, 30 days Default by the system; Data from the
2%, 60 days due net purchase order.
Payment Reason < no entry > Additional financial data, any entry possible.
Due date Specific entry Default by the system
Posting Date < current date >
Invoice Entry Net Default by the system.
Click Check. A message should appear at the

bottom of the screen indicating no errors.
Click Post.
Note your Invoice number at the bottom of the screen
Work Center / View Payables Reports
Procedure
3
Reports List view
Show list By report category Financials Line Item Reports(2)
Click on Accounts Payable - Line Items
Variables ByDesign initial
Supplier S100200 – AMS Inc. Click OK
Find the posting date of your invoice and

journal entry type of supplier invoice. Click to
expand
Choose Journal from the drop down list
Expand to view the journal header (the icon

in the upper right corner)
List the journal entry below. Show the debits and credits.
3.12 Approve Supplier Invoice

Work Center / View Managing My Area Approvals
Procedure
Approvals view
Approvals Select the invoice from the previous step.
Check at the bottom half of the screen that

the Invoice number is yours.
3
Read the Business Task description
Click Approve. Refresh.
3.13 Select Items and Make Payment

Work Center / View Payables Suppliers
Procedure
Supplier Accounts sub view
Supplier AMS Inc. (S100200) Select the supplier row and Click View.
Supplier Account Monitor screen, Trade

Payables Tab
Document ID Select the row where the Document ID

matches your Invoice number
Click Pay Manually By > Outgoing Check.
Check Number Choose any number

*needed only for between 100000 and
outgoing check 999999
payment method
Payment Amount <Net Price + Tax Default by system

Amount> USD
Bank Account ID 1100062588
Click Complete Bank Data.
Click Release.
General Data Tab
3
Supplier Balances Valuated Balances in Note the G/L account and balance in AMS’s
Common Currency account
Click Close.
Now, use the role of Chief Financial officer to Approve this payment.
Once it is approved, return to Financial Accountant role.
Payables Work Center, Supplier view,

Payment Clearing sub view
Completed Payment
Show List Click Go
Clearings
Payment Clearing screen
Payee Name Sort the Payee Name column
Find AMS Inc. Confirm that your payment by

check is completed. (Match the check
number you entered in the previous step
with external reference field)
This concludes the Procure-to-pay exercises!
3.14 Additional Tasks (on your own)

1. Display the inventory of the product you have procured
2. What is the status of your sales order?
3. What is the Net Value of purchases from AMS Inc.?
4. Display the Balance Sheet for Almika.
5. Display the purchase history of the product you have bought.
3.15 Conceptual Questions

1. Where and how would you create competitive pricing from other suppliers (so that you
could compare pricing) for the product you bought?
3
2. Explore (use the built in help and documentation) and explain one variant of the
procurement process.
3. Small businesses may not have the number of employees used in this exercise. How would
you combine the various roles keeping in mind the segregation of duties?
4. Would it be possible to procure a service instead of a product? If yes, how would go about
it?
5. Explain the importance of approvals in the procurement process.
3
4 Embedded Analytics
Analytics is integrated in SAP Business ByDesign to support and monitor business processes, helping
you to make informed decisions. Reports can be accessed from the Reports work center view of
various work centers and are also embedded into Overview work center views, enabling ubiquity of
analytics in system.
Data in SAP Business ByDesign Analytics is also context sensitive. This means that data sources are
associated with access contexts to ensure that data is directed to users who are allowed to view the
data.
4.1 Types of Objects in Analytics
Characteristic
A field according to which values are selected. Characteristics are alphanumeric, numeric, or text
values. Examples include Product ID, Supplier, and Purchase Order Status. Variables are often
associated with specified characteristics. Variables restrict characteristics to one or more specified
value selections.
Key Figure
Key figures are numeric values that have a unit of measure or currency assigned. Examples include
Invoice Net Value and Purchase Order Quantity.
Data Source
An object containing key figures and characteristics, which provides a multidimensional, analytical
view of business data.
Data sources are associated with a specified access context or can be unrestricted.
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Key Figure Structure
A group of predefined key figures for reporting on one axis. Key figures in the structure can be
calculated or restricted.
The access context of a key figure structure is that of the underlying data source.
Characteristic Structure
A group of predefined characteristic elements in a key figure grid. Characteristic elements are
characteristics that can be calculated or restricted.
The access context of a characteristic structure is that of the underlying data source.
Key Figure Grid
A group consisting of a key figure structure and a characteristic structure for reporting on two axes.
The access context of a key figure grid is that of the underlying data source.
3
4.2 Working with reports and dashboards
Reports show values derived from key figures and characteristics in data sources, key figure
structures, and key figure grids.
SAP Business ByDesign delivers predefined content for reports that are defined in your role.
The following report types are available.
Type of Report Description

Browser-Based You can open browser-based reports either in a Web browser or in
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Reports Microsoft Excel.
Microsoft (MS) Excel- Using Microsoft Office Excel, you can view and edit reports in
Based Reports spreadsheets.
Formatted Reports Formatted reports have an optimized layout to facilitate printing and
presentation. You can open reports using Crystal Reports Viewer. To
view formatted reports, ensure that the Crystal Reports Viewer is
installed.
Mobile Reports Mobile reports are browser-based reports that are enabled for
mobile devices
Corporate
Work Center / View Corporate Insight
Performance
Procedure
Purchasing sub view
Explore the Purchasing dashboard

Supplier Analysis The graphs have rollover details.
panel Click on AMS Inc. in the Top 10 Suppliers
graph. The graph on the right changes to
reflect the selected Supplier
Financials sub view
Company 1000 Almika

Dimension Country Explore the various charts
Reports View, List sub view
Name Select the Profit Overview by Key Figure

report
View With Web Browser, OK
Columns Key Figures Select Key Figures. Remove Income from
3
Operations and Income from Operations % by
moving them to the left. Click Ok
Rows You should now have a report showing only
Net Sales Revenue, CoGS, Gross Profit on
Sales, Gross Profit on Sales % for Cylinder
Customized Trade
Variables Edit Change Accounting Period/Year to Last 2
Fiscal Years from Current Fiscal Year. Click OK
Rows Drag and drop Calendar Year/Month from
Not Currently shown to Rows
Rows Product Use the filter icon to filter Product Cylinder
Customized Trade P100710
Switch to Chart The table view of the report can be changed
to chart view
Settings Wrench icon Enable the legend
Add appropriate X-axis and Y-axis labels
Settings Button Characteristics Product – Display As – Do Not Show. Result
Row – Do Not Show
Export You can export this report to Microsoft Excel
if you like
Close
View Save As Text: Custom report by yourname
Close
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5 Personalization
One of the innovative features of Business ByDesign is the intuitive user interface. The user
experience is further enhanced by Personalization of this interface.
Personalization allows you to adapt the system to best suit your daily needs. You can personalize
the system as follows:
 Adjust your system settings for dates, time, languages, etc

 Personalize the content displayed on the Overview screen of a work center. This includes
adjusting the order and layout of embedded reports, latest news and quick links sections, as
well as adjusting the visibility of mashups.
 Personalize the content of any screen in the system. This includes renaming fields or
sections, showing/hiding content, adjusting the visibility of mashups, or changing the
appearance of tables.
 Add your favorite views to the Home work center for easy accessibility
5.1 Adding views to the Home work center
Corporate
Work Center / View Key Performance Indicators
Performance
Procedure
Key Performance Indicators view
Personalize button Add this View to Home. (if this option is

grayed out, someone else has already done
this task)
This adds the Key Performance Indicators
view to your Home work center
Home Approvals view appears as a view
3
5.2 Personalize the Overview screen of a work center
Corporate
Work Center / View Executive Summary
Performance
Procedure
Personalize button This Screen

Personalize Add a report – Profit Overview by Key Figure
Overview Panel
Properties View –custom report by yourname
Click Add
Personalize Layout You can rearrange the report on this screen.
The boxes are used to place the report on the
left and/or right half of the screen.
Click Save, Close panel
Executive Summary View now shows Profit
Overview by Key Figure with the view
Customer Report by yourname
5.3 Personalize a Screen

Work Center / View Account Management Accounts
Procedure
Accounts list
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Show List My Accounts
Personalize Button This Screen Sections, select Accounts
List of Fields Select any unselected Visible: checked

field
Save. Close Screen Layout Panel
Accounts List Your selected field appears in the list
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6 Mashups
Mashups are used to integrate data from the SAP Business ByDesign system with data provided by
an online Web service or application. Users can access the content provided by these Web services
and applications and use it in their daily work. Mashups can include Web searches, company or
industry business information or online map searches.
Work Center / View Account Management Accounts
Procedure
Accounts list
Show List My Accounts
Personalize Button This Screen Mashups and Web Services
Mashup Name Map/Directions(google.com): Visible
Select the Map/Directions row, Properties –

Appearance – Web Services Menu in
Accounts Section
Click Save, Close the Personalization panel
Leave the Accounts screen and return
Accounts list
Account ID Silverstar Wholesale Select row
Web Services Button Test the Map/Directions option
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7 Accounting Information Systems, CSU, Chico
7.1 Theoretical Background:
Proper internal controls are imperative to a business of any size, but particularly for small and mid-
sized businesses (SMEs), to reduce the risk of fraud and errors. Several studies show that smaller
companies are more vulnerable to fraud due to lack of controls and a greater degree of trust than
that of larger firms, [Association of Certified Fraud Examiners 2010]. Under the Sarbanes-Oxley Act
of 2002, publicly-traded companies are required to certify that they have sufficient internal controls
and the CEO and CFO are held responsible for these controls. Many companies hire accountants to
perform internal audits of the company’s controls to insure that the proper controls are in place and
the controls are implemented and enforced effectively. Larger companies may have quite
sophisticated internal audit departments to test operational, financial, and system controls.
One highly effective internal control is segregation of duties (SOD). Traditionally SOD is
accomplished by assigning each of the following classifications of duties within a process to different
individuals.
• Authorization of the transaction
• Recording of the transaction
• Custody of assets involved in the transaction
• Independent verification and reconciliation of the transactions.
Essentially, the person who authorizes the transaction should not also be the person who records
the transaction, has custody of the goods, or reconciles accompanying records of the transaction. If
this is the case, this “segregation of duties” introduces a series of checks and balances that help to
assure the proper handling of the transaction. Of course, employee collusion could circumvent the
segregation of duties controls.
In a computerized environment, some of these responsibilities are done by the computer. With
highly integrated computer systems, all the functions of routine transactions may be completed
within the computerized system with little human intervention. Therefore, in an integrated
computer environment, it is necessary to introduce additional concepts with respect to segregated
duties. This involves enforcing access restrictions within the computer system. By not allowing
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access to specific data in the transaction, the system restricts an individual from involvement in
various parts of the transaction. This enforces a segregation of duties within the computer system,
[Mensching 2007].
Determined by the way the application system is designed, user access can be limited by preventing
the individual from executing specific functions within the system or by limiting access to the data
stored in the system. Well-designed systems, such as SAP Business ByDesign enable both functional
restriction and data access restriction. Information regarding user access restrictions and
authorizations is contained in the system’s access control matrix.
The system allows us to base our system restrictions on either an open security model in which
users are only restricted from doing specific functions if it is obvious that an access authorization
presents a security risk or an information assurance risk; or a closed security model which grants
access to users based on the business function for which they are responsible; that is, a user is only
allowed access to the functions of the system that they need to do their job. A closed security
model is much more difficult to enforce than the open model. It is necessary to determine exactly
what functions a user should be allowed and restrict the user to only those authorizations.
Determining the authorizations is not as easy as one might think. If we issue too many
authorizations to a user, then we open the door to the risk of loss of control over our financial
transactions, which could lead to errors or fraudulent or criminal activity. If we restrict the
authorizations too much, then the controls become disruptive and the users cannot do their jobs.
The ideal situation is for the user to have only the needed authorizations and nothing more. SAP
Business ByDesign helps SME managers to determine the access requirements of each user based
on his or her role. As we will see in this assignment, the system also alerts managers to any
violations of the recommended access authorizations.
Access can be granted or denied to documents, transactions, parts of transactions, or even specific
fields within a system using the following authorizations.
• Create authorization – the user can create a new document or record and store it on the
system.
• Update authorization – the user can change or edit an existing document or record – this
authorization allows the user to void a document, but it does not allow a user to create or delete a
document or record.
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• Delete authorization – the user can eliminate the document or record from the system – this
is an authorization that should be used sparingly, if at all, since it eliminates the audit trail of the
transaction.
• Authorize authorization – the user can signify that the document or record is authorized and
should go on to the next step of the process
• Read authorization – the user has access to the document or record in order to see its
contents
By issuing multiple access authorizations the role of the user in the transaction can be well
regulated. For example, a person responsible for authorizing the payment of a check will be given
Read and Authorize rights to the supporting documents, but definitely none of the other rights.
Having Create, Update, or Delete rights would allow this person to commit fraud by falsifying the
documents used to verify proper payment, because they can both authorize and record the
transaction. For example, the amount of the invoice and the payee could be altered with the
money going to the person authorizing the payment instead of the entity that should be receiving
the funds.
Segregation of duties becomes more difficult to accomplish when a company is too small in size to
employ individuals for each duty. For example, many SMEs may have only one or two individuals
responsible for the accounting functions within the organization. If this is the case, then
compensating controls can be introduced to help mitigate threats to the system. Examples of
compensating controls are authorizations and authorization limits, supervision, and external audit.
Our information systems, such as SAP Business ByDesign can help us enforce SOD and
authorizations of transactions as we will see in this assignment. In addition, the audit trail provided
by the system will assist external auditors in accessing transactional processing and any aberrations
thereof.
7.2 Objectives
- Investigate how segregation of duties is enforced in an ERP system
- Look at system access control policy
- Explore authorizations controls in an ERP system
- Discover and follow audit trails throughout transaction processing in an ERP system
- Understand the role of the internal auditor in an organization
- Discuss the use of temporary holding accounts (or suspense accounts) and transactional
timing differences
-
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7.3 The Assignment
You have just been hired by the Almika Corporation as a member of its internal audit team. Almika
is a manufacturer and service provider for heating components and is located in the U.S. and
Germany. Almika is currently running parallel financial statements under both GAAP and IFRS to
meet local regulatory requirements. Almika runs SAP Business ByDesign as their fully-integrated
information system.
7.4 Internal Audit Project 1

Some in the company have some concerns about Almika's CFO, Edward "Eddie" Black, who has
recently been taking lavish holiday vacations in the south of France. Many feel that he could not
possibly be able to afford such expensive trips. The Audit team has initiated an investigation and
your supervisor has assigned you the task of looking at the company's ERP to see if there may be
any red flags within the system as to whether Eddie might be embezzling funds from the company
in order to afford his holidays or if there might be some other explanation. You have been given a
temporary login and password for this special audit. Log in as DWills, password Welcome1. This
login and password will automatically expire in two weeks which is the due date for the audit
report.
Since you are a new auditor, your supervisor has provided you with some hints as to how to
proceed. She suggests that you first look at Eddie's authorizations within the system. Authorizations
are contained in an access control matrix which is in the Application and User Management work
center in SAP Business ByDesign. User profiles and authorizations are maintained and viewed under
User and Access Management – Business Users. Find Edward Black's login and study his assigned
Work Centers and Views.
1.1 Make note of anything within the list that looks out of the usual here. Focus on potential
segregation of duties violations. Indicate why you think these issues may be red flags. Be specific.
1.2 Now look at the access matrix itself by clicking on edit and choosing access rights. The list of
access rights is sorted by the Work Center ID by default. You can also sort it by any of the other
column headings. The system automatically notes any possible segregation of duties conflicts and
indicates them in the column to the far right. Note potential conflicts as indicated by the system.
Did the system confirm your suspicions from the previous step? Be sure to look at the segregated
duties tab also. Are there additional conflicts that you did not catch in the first step?
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1.3 Now check Eddie's pay data to confirm his current compensation plan. Find the Compensation
work center and find the Employees list. Select all employees and select Edward Black from the list.
What is Eddie's current compensation structure assignment grade? How much is Eddie's
compensation for a year?
1.4 Based on your discovery regarding potential segregation of duties violations, do you think Eddie
has the system access to commit fraud to finance his holiday vacations? If so, what kinds of
potential frauds do you think Eddie might be committing because of the lack of SOD in the system?
If not, justify why you feel Eddie's access is sufficiently limited to prevent the type of fraud which
could allow him to acquire funds necessary for expensive holiday vacations.
1.5 What could be done to further segregate Eddie's duties within the ERP and still allow him to do
his job? Be specific.
1.6 Opportunity to commit fraud is not proof of fraud. Fraud cannot be prosecuted without
absolute proof. Thus further investigation will be necessary. Could there be other reasons that Eddie
is able to travel to the south of France? What might they be?

While investigating Eddie Black's authorizations within SAP Business ByDesign, your team
determined that it could be possible that another person had obtained Eddie's password and was
using it to commit a fraud. Now that you have been able to tighten up segregation of duties within
the system, the perpetrator will be less likely to commit the same types of fraud. However, internal
auditors are responsible for ascertaining that all internal controls are sufficient and access controls
are part of those controls. Since you did so well on investigating Eddie's authorizations, your
supervisor would now like you examine the password policy and make sure that the system
enforces the policy.
Company policy states that users should have passwords to their PC's and to the SAP Business
ByDesign system of sufficient complexity and length that it would be difficult for someone to guess
the password. In addition, employees are required to change their passwords every six months.
Another member of your team will check the PC's. You are in charge of checking SAP Business
ByDesign.
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2.1 Using your special login "DWills", log into SAP Business ByDesign. Under the Application and
User Management work center look at Edit Password Policy under Common Tasks. Under the
heading Complexity, note the settings. Do you feel these meet the goals of Almika's password
policy? Why or why not? What settings could we change to strengthen the company's password
controls even more?
2.2 On the same screen under the heading Validity, note the settings. Do you feel these meet the
goals of Almika's password policy? Why or why not? What settings could we change to strengthen
the company's password controls even more?
2.3 What other policies outside of the SAP Business ByDesign system might strengthen Almika's
access controls?

One of the responsibilities of the internal audit function is to ascertain that procedures are being
followed correctly. As a seasoned member of the team, you have been asked to verify that year-end
closing procedures have been carried out in the accounting department. You will log into the system
using your own login, Auditor and password Welcome1.
3.1 You will first want to ascertain that all auditor year end tasks have been completed. Under the
Auditor work center and Closing Relevant Tasks task, check to see if there are outstanding tasks by
listing the open tasks. What tasks are outstanding, (if any)?
3.2 In the normal process of closing the financial books, timing differences occur and occasionally
documents are not posted before the actual year end calendar date. Accountants are responsible
for making sure that documents are posted in the proper time period and may be required to enter
accrual journal entries to be sure the transactions are entered properly. At year end, we want to be
sure that all documents have been posted so that our end-of-year financials are accurate. Check to
see that all documents have been posted to the system for the closing of the year. Look under
Source Documents on the task list. What outstanding documents need to be posted, (if any)?
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3.3 The closing cockpit helps accountants manage the month-end and year-end closing processes. It
assigns tasks to individuals and creates a check list so that tasks are not forgotten. For instance, our
financial statements would be inaccurate if the accountant forgot to amortize prepaid expenses or
did not accrue expenses, and so on. Look at Almika's Closing Cockpit in the task list and look at the
closed periods and specifically December 2010. Who was responsible for closing tasks December
2010? Are there any outstanding tasks to do?
3.4 SAP Business ByDesign provides a means to send a message or alert others within the
organization regarding transactions, reports, and other noteworthy issues within the ERP system. In
addition, tasks which are not authorized by the user are sent on to supervisors for authorization
before they can be processed fully, and supervisors can be alerted to transactions which have been
processed and should be reviewed or otherwise investigated. Let's experiment with an alert. In the
Auditor work center, choose the View Open and Closed Periods under Common Tasks. Show the
All Periods list and choose IFRS December 2010. On the drop down list under New, there are four
options to create a new task, notification, alert, and clarification request. What are the differences
between these four communications?
3.5 Create an alert to DWills for the IFRS December 2010 set of books. Tell Dee to look at the
financial statements for December 2010 and be sure to sign your name to the alert. Send the alert
as a high priority. Log off the SAP Business ByDesign system and log back in as DWills. Where on
DWills' home page did you find your alert? What are your options regarding the alert; in other
words, what are your disposition options under the Actions list?
3.6 Now let's look at an example of authorizations enforced by the system. Log in as Kate Jacobs in
Sales, Sales02P, password Welcome1. In Kate's Home work center, find and click on the Self
Services Overview. Kate would like to requisition 200 reams of paper at $3.00 each. Go shopping
with Kate to request 200 reams of paper. Hint: enter "paper" in the find field and the system will
locate the item number and cost for you. When you complete the order, note the message at the
bottom left of the screen and write it down here. Be sure to note the system-generated requisition
number.
3.7 Log out of Kate's account and log into Bob Menson's account, Sales01P, password Welcome1.
Bob is Kate's manager and is responsible for the department's profitability. Under the Managing My
Area work center, look at Approvals. Find Kate's order number as you noted it above. Notice the
message in the description box. Why is Bob getting a request for approval?
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3.8 Describe how this approval process is a strong internal control for Almika and how it can be used
to reduce fraud and waste.
3.9 As you logged in as different users, you should have noticed that each user had a different set of
views which aligned with his or her access to the system. The user was not able to see those
functional areas where he or she did not have authorizations. This is typically called an "ignorance
control". In your opinion, how effective do you think the ignorance control may be in enforcing
segregation of duties controls? Justify your opinion. Why do you think Bob Menson had more
graphic measures in his home work center than other users, (Hint: think about his responsibilities)?

Another responsibility of the internal auditor is to be sure that the system is processing transactions
properly. In "real life", this is a fairly extensive and sometimes complex task so we will look at only a
portion of the process. One way that we can be sure the system is processing transactions properly
is to do a "test of transactions" and check to be sure the transaction is posting correctly to the
financial statements. You have already done this in the business process exercises you did in the
procure-to-pay and order-to-cash previously.
4.1 In the purchase-to-pay process, when you were logged in as Iris Green, you were asked to look
at the GR/IR account via a report. This account does not appear on the financial statements. What is
the purpose of this account?
4.2 You should have noticed that the debits and credits in the GR/IR account did not offset each
other. What procedures should the accountant follow to reconcile this difference? In other words,
what would be appropriate end of month procedures regarding the GR/IR account? Discuss how the
GR/IR account be used as a control to insure completeness of data.
4.3 How might an auditor use the drill down capabilities that you observed in step 2.6.9 to
determine the accuracy of financial accounting records? Do you have other suggestions on how SAP
Business ByDesign can be used to assist the auditor in verifying the accuracy of the transactional
data?
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3
8 Business Scenario: Sales (Order-to-Cash)
At the end of the procure-to-pay cycle, you should have ended up with enough stock to complete
the Sales (Order-to-Cash) cycle that has already been initiated. You can go to section 3.14.1,
question 1 to be sure that you have enough stock.
In this section, you will start by displaying your Sales Order for Material P100710, Cylinder
customized Trade. This material was purchased from a vendor and will be resold to customer
CP100110 (Silverstar Wholesale Corp). This will involve some warehouse activity as well as invoicing
and receiving payment. After the procure-to-pay and order-to-cash cycles are completed, you can
display reports that show overall profit and the company balance sheet.
The roles for participants have already been assigned in section 2. Go to section 2.3 to see the list of
roles and user information.
8.1 Objectives
1. Perform different roles within the company and understand the responsibility and
2. Communicate requirements and results of business processes to team members.
Communication channels include both in-system (collaboration tools, workflows) as well as
traditional channels (verbal, email, chat etc.)
3. Experience and appreciate the end-to-end integration of SAP Business ByDesign
o Generate demand for a product that Almika sells to its customers by creating a sales
order
o Issue goods from inventory
o Learn how to bill customer invoices
8.2 Prerequisites
1. Students should have been introduced to the business process of order-to-cash
2. Students should have been assigned one or more roles required for this business process.
3. Knowledge of leads, opportunities, sales quotes and sales orders.
4. Students should understand the concept of
a. Business tasks vs. business process d. Roles

b. Master data e. Authorizations
c. Organizational structure f. Work centers
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5. Instructor should discuss the importance of segregation of duties within an organization and
how that informs the information system such as SAP Business ByDesign
6. Students should have completed the Navigation in SAP Business ByDesign module
8.3 Overview of Business Tasks

Here is an overview of business tasks and the roles that will perform those tasks.
Roles Business Tasks

Display Sales Order and confirm ATP
Sales Representative check
Supply Planner Release Customer Demand
Warehouse Manager Post Goods Issue
Warehouse Manager Release Outbound Delivery
Sales Representative Cerate Customer Invoice
Financial Accountant Receive Incoming Payment
Sales Representative Check Status in Sales Order
During the creation of a sales order, the system automatically runs an ATP-check to determine
whether the sold products are available on the requested delivery date. By submitting, the order
creates a customer demand that was handed over to the outbound logistics process.
You run the ATP check in order to:
• Ensure the desired product is available on the requested date.
• Substitute the item if it is not available.
• Offer an earliest delivery date or a partial delivery to the customer.
3
Various colored traffic lights will be displayed to show the status of the products as explained
below:
A grey light indicates no ATP No action required. Continue with
check has been activated or your the order creation.
system has not been configured
to run ATP check.
A yellow traffic light confirms Change the request date to a date
that the requested products are in the future.
partially available or will be
available at a later date.
A red traffic light confirms that Increase the stock levels (procure,
the requested products are not produce)
available.
A green traffic light confirms that Continue completing the sales

the requested products are order.
available on the requested date.
Work Center / View Sales Orders Sales Orders
Sales Orders list
Show List All Orders
Sales Order ID Find your Sales Order Click Edit

ID from section 3.5
Enter your Sales Order

number
3
Sales Order Screen , Items Table
ATP Note the status. Probably yellow. Roll over

the warning and read the message
Click Check Availability
ATP Note the status. Should be green indicating

requested product is available on requested
date on the Sales Order
You may also have to change the requested

delivery date in order to get a green status.
Click Preview to see the Sales Order as it will

appear printed. Close the preview.
Note: if your popup blockers are active, you

may have to reset them at this point and re-
login to the SAP Business ByDesign system.
Click View All and then Document Flow
Click Save
Click Submit
In 3.5, if you did not choose Order

confirmation to Account, you should do that
now.
8.6 Release Customer Demand

In this step, the customer demand created by submitting the sales order can be released. This is a
required step to fulfill the correct priority and it also plans the picking and shipping of the
product(s). In this particular case, the order should be fulfilled from the internal warehouse.
Therefore, the supply planner checks whether this source of supply is correctly selected by the
system, and releases the customer demand which will trigger the creation of a delivery proposal.
3
Logon ID / Role SUPPLYPLANNER01P Supply Planner / Richard Stone
Outbound Logistics
Work Center / View Customer Demand
Control
Procedure
Customer Demand view
Show All Orders By Selection Click Go
Order Line Item ID Find your Sales Order Click Edit.

-10
Line Items tab, Alternative Sources tab
Source of Supply Transport Lane 2 This is the internal warehouse from which
the product will be shipped. Should already
be Currently Selected.
Click Save and Close
Make sure that your Sales Order Line Item is

still selected.
Click Release ( you may have to expand your

browser or use the extend icon to see all the
buttons)
Release Until -- Leave this field blank.
Click OK.
8.7 Post Goods Issue

Based on the new delivery proposal you can now post the goods issue. The warehouse manager
posts the goods issue, and corresponding shipping and financial documents will be created
automatically.
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Work Center / View Outbound Logistics Delivery Control Delivery Proposals
Procedure
Delivery Proposals sub view
Show List All Delivery Proposal by Click Go.

Selection
Select the row with your sales order ID in the
Reference ID column, and review the details
beneath the table. Click on the Schedule Lines tab
to confirm Requested Quantity
Click Post Goods Issue.
Create Outbound Delivery and Goods Issue screen
Source Logistics Area P1100-20 Internal
ID Warehouse
Click Propose Quantity.
Make a note of the outbound delivery created:
To obtain the goods issue Confirmation ID, carry out the following steps.
Delivery Control sub view, Delivery Requests option
Show All Delivery Requests Click Go
Select the line item for your Sales Order, and
then click Edit.
Document Flow tab
Show Extended View You will see the complete document flow.
Make a note of the Warehouse Confirmation ID (Goods Issue for Customer):
Click Close.
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8.8 Release Outbound Delivery
Work Center / View Outbound Logistics Outbound Deliveries
Procedure
Outbound Deliveries view
Show All Deliveries by Click go,

Selection
and Find The outbound delivery Select your outbound delivery, click Release.
ID created in the
previous step
Common Tasks, Stock Overview Task
Show List Product ID Select P100710, Customized Cylinder Trade
Click go
Storage Location ID P1100-20 Default by the system
On-Hand Stock --- ea Stock quantity decreased by outbound

delivery amount
Note the On-Hand Stock
Close
8.9 Check the General Ledger Entries

3
Work Center / View Inventory Valuation Reports
Procedure
Reports List view
Show list By report category Financials – Line Item Reports(3)
Click on Materials Inventory – Line Items
Material P100710 (Cylinder

Click OK
customized Trade)
Note the general ledger accounts involved in

the inventory transactions
Drill down to one of the journal entries by

clicking on the journal entry number to
expand it and choose view journal entry
Open the document flow tab to see the

document source of the journal entry
8.10 Create Customer Invoice

With the goods issue posted before, the sales order has been fulfilled. The delivered line items of
the order show as “Items to be invoiced”. You can now create an invoice for this delivery
Work Center / View Customer Invoicing Items to be Invoiced
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Procedure
Items to be Invoiced view
Show All items

Grouped By Document Type Click go
Select the line item for which the customer
invoice is to be created. Make sure you select
your Outbound Delivery ID
Click Follow-Up, click Invoice, Simple Creation.
Click Save.
Make a note of the created invoice number

as you will need it for entering the incoming payment.
Also, make a note of the Net Value
Click Release, and Close.
8.11 Check Customer Account Balance

Work Center / View Receivables Reports
Procedure
Reports List view
Show list By report category Financials – Line Item Reports(3)
Click on Accounts Receivable – Open Items
3
Customer CP100110 (Silverstar

Click OK
Wholesale Corp.)
See if you can locate your invoice in the

debits to the account
Note the total debits to Silverstar’s account
8.12 Receive Incoming Payment via Check

Work Center / View Receivables Customers
Procedure
Customer Accounts sub view
Customer Name Silverstar Wholesale Highlight the customer row.

Corp. (CP100110)
Click View.
Customer Account
Monitor screen
Trade Receivables tab Select the invoice you created before.
Click Pay Manually By  Incoming Check.
New Incoming Check screen
Check Number <any number>

Payment Amount Open item amount (see
Open Items table)
Payer Bank 0001 The Park Avenue Enter the customer’s bank data and click Release.
Bank
Save
Make a note of the document ID (at the top of the screen):
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Click Close.
8.13 Check Status in Sales Order

Work Center / View Sales Orders Sales Orders
Procedure
Sales Orders view
Show All Orders Click Go.

In the Sales Order ID column, click your Sales
Order row, Click Edit
Click View All.
Choose the Document Flow tab
Show Extended View Review the sales order document flow. Click
Close.
This concludes the Order-to-cash exercises!
8.14 Additional Tasks (on your own)

1. Display the inventory of the product you have sold
2. What is the status of your sales order?
3. What is the Net Value of sales to Silverstar Wholesale?
4. Display the Balance Sheet for Almika.
5. Display the sales history of the product you have sold.
8.15 Conceptual Questions

1. Where and how would you create customer and/or material specific pricing?
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2. Explore (use the built in help and documentation) and explain one variant of the sales
process.
3. Small businesses may not have the number of employees used in this exercise. How would
you combine the various roles keeping in mind the segregation of duties?
4. Would it be possible to provide a service instead of a product to a customer? If yes, how
would go about it?
5. You have a new sales lead. How would you go about leveraging this new lead and converting
it to a sale?
6. In this exercise, Sales Representative Kate Jacob created the customer invoice. Explain why it
might be inappropriate for Kate to create the customer invoice. Hint: think about
segregation of duties and compensating controls. Suggest at least two alternatives to the
current billing process controls and how Almika might strengthen its internal controls in this
area.

North American Curriculum Leveraging Sap Business Bydesign: Sample Exercises

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North American Curriculum

leveraging SAP Business

Nitin Kalé, University of Southern California, Los Angeles

The Tenant Provisioning service encompasses the following elements:

1.2 Reference System

We will be using the following tenant.

2.2 Teams and Roles

Production Manager Production Manager Production Manager

CFO CFO CFO

Enter your Team Number here (1,2,3…):

List of Users and Roles

SAP Business Password Role Employe Employe Workshop

SUPPLYPLANNER01P Welcome1 Production Stone Richard

2.4 Master and Organizational Data

Master/Org. Data Type Name and Value Usage

Approval Type Limit Currency

3 Business Scenario: Procurement (Procure-to-Pay)

a. Business tasks vs. business d. Roles

5. Instructor should discuss the importance of segregation of duties (SOD) within an

3.3 Overview of Business Tasks

Roles Business Tasks

Release Purchase Proposal to Purchase

CFO Approve Purchase Order

Warehouse Manager Post Goods Receipt

Financial Accountant Create Supplier Invoice

CFO Approve Supplier Invoice

Financial Accountant Make payment

3.5 Create Sales Order

Logon ID / Role SALES02P Sales Representative / Kate Jacob

Field Name Data to Enter Activity / Button / Comment

Common Tasks list

Click New Sales Order.

(Account) Name CP100110 (Silverstar Press Enter.

Requested Date < current date plus 7

Product ID P100710 (Cylinder

Click Submit, and choose Send Order

Record Sales Order Number (at bottom of screen)

Log off, Click Yes on the message window. Restart Application

3.6 Planning and Release Purchase Proposal

Logon ID / Role SUPPLYPLANNER01P Supply Planner / Richard Stone

Work Center / View Supply Planning Products

Field Name Data to Enter Activity / Button / Comment

Show list All Products by Click Go.

and Find P100710

ProductID Select the line item. (Select the line with an

Product Planning Details screen Supply and Demand List

Note the Available Stock

Select your Sales Order Number row by

Click New Planning Proposal. You may need

Supply and Demand List

A purchase Proposal is generated with the

Change the Date on the proposal to one

Product Planning Details screen

Make a note of the Purchase Proposal ID (document ID)

Select the line with the purchase proposal

Click Release. Purchase Proposal converts to

Make a note of the Purchase Request ID (Document ID)

Click Save and Close.

3.7 Process Purchase Request and Order

Logon ID / Role PURCHASE02 Purchaser / Bill Warner

Field Name Data to Enter Activity / Button / Comment

Purchase Requests view