Order-to-Cash (Project based Services) SAP Business ByDesign

Transcription

1 Order-to-Cash (Project based Services) SAP Business ByDesign

2 Table of Content 1 About this Document Purpose Reference System and Model Company Master and Organizational Data Business Process Tasks Order-to-Cash (Project-Based Services) Create Project (with Template) Plan Revenues and Costs Create Project Cost Estimate Create Sales Quote Create Sales Order Plan Project Time Recording Approve Time Recording Purchase Product Confirm Goods Receipt Check Billable hours Create Project Invoice Request Create Customer Invoice Project Analysis Connected Scenarios July 28,

3 1 About this Document 1.1 Purpose The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system. To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario. 1.2 Reference System and Model Company A reference system is a system that is preconfigured and loaded with fictitious 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 document, you can assume the identity of the Almika users and use the built-in sample data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario. To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system. You can find the Company Fact Sheet in the Help Center of your reference system. To access this document, choose Help Help Center and open the link under the heading Company- Specific Help. July 28,

4 2 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 allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers. For this scenario, use the master data as described below. If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data. For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet. Master / Org. Data Type Name and Value Usage Customer Service William & Sons (CS200128) Senior Consultancy (S200101) July 28,

5 3 Business Process Tasks 3.1 Order-to-Cash (Project-Based Services) Create Project (with Template) Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Common Tasks: New Project New Project guided activity Step 1: Enter Initial Data Project Type Source Project Language Step 2: Copy Source Planned Work Attachments Step 3: Define Project Project Name Customer projects with sales integration Template English X X Analyzer Implementation Click Next. Search for the project template Analyzer Implementation (Template ID 200_PRO_0) and select it. Click Next. Project ID Person Responsible Time Approval 200_PRO_XX (or any ID which is not used yet) E0202 (Peter Sellers) Approval Required July 28,

6 Description Customer Project structure with milestones and tasks for Analyzer Implementation CS (William & Sons) Sales Unit S Sales Canton (East) Click Next. In case the Project ID 200_PRO_XX is already used, enter another ID and use it for the following steps. Step 4: Define Team Step 5: Review Step 6: Confirmation Click Next. Click Finish. Click Close Plan Revenues and Costs Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Projects Projects view Projects Select your project. Choose Edit Project Plan. Maintain Project screen Select the Preparation task. Select the Revenues tab. Income Group A Domestic Sales Description Domestic Sales Planned Revenues 5000 USD July 28,

7 Select the Materials tab. Material P Monitor (17 Inch) Planned Quantity 1 ea Click Save. Click Close Create Project Cost Estimate Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Projects Projects view Projects Maintain Project screen Project Plan Values screen Maintain Project screen New Notification screen To Expiry Date Victoria Brannon Tomorrow Select your project. Choose Edit Project Overview. Choose the Project Plan Values report. Click Download Report in Microsoft in XML Format and save the file to your local disc. Close the Project Plan Values screen. Choose New Notification. July 28,

8 Subject Cost Estimate for Project <> Internal Comment Maintain Project screen Hello I have attached a cost estimation for the new customer project. Best regards Choose the Attachments tab. Choose Add File and add your file. Click Save and Close. Click Save. Click Close Create Sales Quote Logon ID (Role) SALES02S (Sales Representative / Victoria Brannon) Home Work Inbox Work view Show list Open Items Select the line containing the Subject Cost Estimate for Project <>. Check the notes. In the Attachments area, click the Hyperlink for the attachment. The Excel sheet with the cost estimate opens. This could be used as a basis for the Sales Quote. Leave the Report window open and go back to the system. July 28,

9 New Sales Quote screen Name Description Project <> Price in Product ID / Quantity / List price Description Project Task Product ID / Quantity / List price Project Task Item Type CS (William & Sons) Net S Senior Consultancy - 16 HUR Preparation: Senior Consultancy Preparation (200_PRO_XX_1110) P Monitor (17 Inch) 1 ea 450 USD Preparation (200_PRO_XX_1110) Product - project-based In the New Business work center, select Common Tasks: New Sales Quote. Click View All. Select the Items tab. Quantities according to Project Plan Values (XLS). List price determined automatically. Click Save. Click Submit. If the system settings require an approval of the sales quote, log on using user SALES01S Managing My Area Approvals and approve the quote Create Sales Order Logon ID (Role) SALES02S (Sales Representative / Victoria Brannon) New Business Sales Quotes July 28,

10 Sales Quote view Show list All Quotes Click Go. New Sales Order screen Select the previously created sales quote and click Follow- Up then choose Sales Order. Choose Submit Release Order Plan Project Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Projects Projects view Maintain Project screen Team Member Committed Work Tonia Gartner 120 hour(s) Select your project and click Edit, and then choose Team and Staffing. Select the Team tab. Choose Add Row. Select the Staff by Structure tab. Choose the unstaffed line items with the following Tasks and enter the following team members in the Staff with Team Member field. July 28,

11 Preparation (200_PRO_ ) Tonia Gartner Select the Project Plan tab. Change the Status to Released in the Basic Data tab page of the project header. Save the project Time Recording Logon ID (Role) PROJECTS02S (Consultant / Tonia Gartner) Project Team Common Tasks: Edit Time Sheet Edit Time Sheet screen Select the week in which the task of the project 200_PRO_XX is assigned to you. (Phase: Project Set-Up, Task: Preparation) In the time sheet, choose the appropriate project task ID. In the Monday column, enter 08:00 hours as the working time. Click Save. The relevant days in the calendar turn yellow. Select the cell where you entered the 8 h and make the following entries. Billable Hours 06:00 Only 6 of the 8 h should be billed by the customer. July 28,

12 Time Type Actual hours worked Start Time/End Time 08:00/17:00 Work Description Write the overall structure of the blueprint. Click Release, and then choose All. Click View Activity Report. Activity Report: screen Project Enter your Project ID (Search via matchcode) Click Go. Click Export To Microsoft Excel. Activity Report: screen (Excel) The report can be printed out to sign it by the customer. Close the report. Activity Report: screen Click Close. Edit Time Sheet screen Close the Edit Time Sheet screen Approve Time Recording Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Approvals Time Recordings July 28,

13 Approvals view Show All Time Recordings Select the time recording created in the previous step. Check the time recording and also the work description on the Notes tab. Click Approve Purchase Product Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Projects Projects view Maintain Project screen New Purchase Request screen Select your project and click Edit, and then choose Products and Purchasing. Select the Product Overview tab. Select Monitor (17 Inch). Click Create Purchase Request For Whole Project. Select Finish. Maintain Project screen Choose Save and Close. July 28,

14 The Purchase Request is converted automatically to a Purchase Order and sent to the supplier Confirm Goods Receipt Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Goods and Service Receipts Purchase Orders to Be Delivered Purchase Orders view New Goods and Services Receipt view Select your purchase order Click New Goods and Service Receipt. Click Post Check Billable hours Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Reports List Reports List view Select the report Customer Project Overview. July 28,

15 Click View With Web Browser. Customer Project Overview screen Project View Your Project ID (search via matchcode) Quantities from Sales Orders and Project Invoices Selections area. Click Go. You see the Ordered Quantity and the Quantity not Yet invoiced. The difference between the recorded time and the billable time is written off. You would like to create an invoice request for the Quantity not yet invoiced. Click Close Create Project Invoice Request Logon ID (Role) SALES02S (Sales Representative / Victoria Brannon Customer Invoicing Project Invoicing: Projects Project Invoicing: Projects view Select the line item for your project. Click New, and then choose Automatic Project Invoice Request. Project Invoice Request: <> screen Restricted Time and Expenses No Restriction Select the Items tab. Select the Time and Expenses subtab. July 28,

16 Project Invoice Request: <> screen Click Propose Invoice Item Assignments For All Time and Expense Items. Select the supplier of the product. Select the Invoice Item ID for the product in the Time and Expense Items section. Select the Project Team member. Check, if the Invoice Item IDs are assigned. Click Check. Click Release. Click Close Create Customer Invoice Logon ID (Role) SALES02S (Sales Representative / Victoria Brannon) Customer Invoicing Invoice Requests Invoice Requests view New Invoice screen Select the invoice request created by Project Manager and click Invoice. Click View All and then click Preview to review the customer invoice. Once reviewed, click Release. July 28,

17 Click Close Project Analysis Logon ID (Role) PROJECTS01S (Project Manager / Peter Sellers) Project Management Projects Projects view Maintain Project screen Select the line item for your project and click Edit, and then choose Project Plan. Click Expand to expand the project structure. On the Gantt chart tab page, in the Show list, choose Work (agg.) to display the actual work. Click Project Overview. Click Project Time Recordings. Close the report. Click Project Cost and Revenue by Project Structure. Close the report. July 28,

18 3.2 Connected Scenarios The subsequent steps such as posting the payment and clearing the payment against the invoice are documented in the Business Scenario Document Cash and Liquidity Management (Processing Receivables and Payments). Those steps are typically done for a batch of invoices and payments and not for one specific payment or invoice. July 28,

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