SAP Sourcing / CLM Webcast Series User-Defined Objects. July 2012

Transcription

1 SAP Sourcing / CLM Webcast Series User-Defined Objects July 2012

2 SAP Sourcing / CLM 2012 Webcast Series Goal Spread the knowledge about SAP Sourcing Build and leverage the SAP Sourcing community Audience SAP Consulting and Field Services Partner Consulting SAP Sourcing Customers Upcoming Webcasts Business Process Integration to ERP SAP Sourcing Security concepts 2012 SAP AG. All rights reserved. 2

3 SAP Sourcing/CLM Upcoming Trainings Which trainings are being offered? TSO100: Functional Training TSO150: Technical Training TSO180: Integration Training Where are these classes? SAP Americas in Newtown Square, PA (USA) SAP Germany in Walldorf (Germany) When are these classes? Newtown Square in September/October Walldorf in October How to sign up? Search for TSO100/150/180 Contact: (US) (GER) 2012 SAP AG. All rights reserved. 3

4 Agenda Best practices Background Why are there UDOs? How are customers using UDOs? Configuration How to enable UDOs? 2012 SAP AG. All rights reserved. 4

5 Background Why are there UDOs?

6 User-Defined Objects Background Developed to facilitate the development of custom Business Docs. Allows a clean palette to design in rather than reconfiguring existing documents. Customers can create their own business documents without being bound to a Project, RFx, or Master Agreement. * UDO in this context are User Defined Business Documents, no User Defined Master Data or Custom Master Data 2012 SAP AG. All rights reserved. 6

7 Background What comes out-of-the-box? Document Security Template, Types, Templates, Configurable Phases, Scripting and Workflow supported. Basic List Query infrastructure exists out of the box, e.g.: My UserDefinedBiz Doc Create User Defined Biz Doc Extensions are available. Create from functionality. Manually add Document links. Configurable Tabs 1-5, i.e., user can define custom tabs for user-defined business document. Built-in Dividers to segregate extension fields. 5 UDOs are available for use. By default, UDOs are not enabled SAP AG. All rights reserved. 7

8 User-Defined Objects Limitations There are only 5 UDOs per system. Not available in every deployment model. On-demand Public edition Not Supported On-demand Private edition Supported Hosted / Licensed Supported On-premise Licensed Supported 2012 SAP AG. All rights reserved. 8

9 Best Practices How do other customers use UDOs?

10 Examples Sourcing Project Request Project Request: Simple project request form Can be used for customers where projects are administered by a power user. End users can create simple request Purchasing department can kick off initial sourcing opportunity 2012 SAP AG. All rights reserved. 10

11 Examples Supplier Request Form Supplier Request Form Before starting business with a new supplier, a risk analysis based on customer needs can be performed. Sample data to capture: Financial Risk Operational Risk 2012 SAP AG. All rights reserved. 11

12 Examples Supplier Survey Surveys: Customers sometimes want to invite suppliers (external) or project team members (internal) to respond to surveys about certain aspects of the Sourcing project (Project setup, RFx, Auction, etc) SAP AG. All rights reserved. 12

13 Examples Mass Document Change Mass Change: You can use UDOs to make mass changes to business documents. This must be enabled through Scripting. Contract Mass Change allows Contract Managers to handle all of their impending contract expirations in a single step. It lists all upcoming expirations and allows them to be renewed, allowed to expire, or something else. Project Mass Changes are a way to allow a Buyer to see all current projects and provide weekly updates to the Projects en masse. The Buyers are expected to do this at least weekly. Mass Collaborator Change is a way to allow the Business User to mass change collaborators in a business document SAP AG. All rights reserved. 13

14 Other Examples Non-Disclosure Agreements Customer who would like NDA separate from Master Agreements Self-Service Work Customers with business users responsible for simple contracts This template enables the user to complete the contract negotiation outside of Contract Management Category Strategy Customer can create a custom form to maintain a category strategy 2012 SAP AG. All rights reserved. 14

15 Configuration How to enable UDOs?

16 User-Defined Object Overview Steps Enable userdefined.bizdoc document properties as system user. Enable user access to all user-defined business document properties. Create document security template. Create configurable phase definition, if required, and document type. Adjust default look of UDOs via Localized Resources SAP AG. All rights reserved. 16

17 User-Defined Objects Enabling Step 1 Login as the system user to enable the appropriate properties, e.g.: userdefined.enable.buy userdefined.bizdoc1.enable.buy Set the property values to TRUE in Edit mode SAP AG. All rights reserved. 17

18 User-Defined Objects Results of Enabling UDO 1 The Enterprise user can see the UDO in the Setup section: Login as Enterprise. Click Setup Document Setup User Defined BizDoc 1. Ensure that System Administrator also has access to Document Setup SAP AG. All rights reserved. 18

19 User-Defined Objects Enabling Step 2 Login as a System Administrator (a regular user with System Administrator rights /security profile). Enable access to the UDO by modifying the appropriate Access Rights: User Defined BizDoc 1 User Defined Phase Config Defn 1 User Defined DocType SAP AG. All rights reserved. 19

20 Results of Enabled UDO 1 Normal User View Login as normal buyer user. Security rights: Purchaser. Go to Document Setup to see UDOs: User Defined BizDoc 1 User Defined Phase Confg Defn SAP AG. All rights reserved. 20

21 Create a Document Security Template for the New Object Do NOT skip this step. If you do, anything created will not give the document creators access by default SAP AG. All rights reserved. 21

22 Create Configurable Phases (optional) Step 1: Add Master Data to Value List Types Step 1: Master Data in Value List Types Make sure that the User Defined Phase 1 has values added. As an example, add the phase values: New Completed Assigned If values can t be found by the Object Picker, create the values as Localized resources SAP AG. All rights reserved. 22

23 Create Configurable Phases (optional) Step 2: Add VLV Values to Appropriate Type Step 2: Value List Values added to User Defined Phase 1 Phases are now available in the created User Defined Phase Master Data SAP AG. All rights reserved. 23

24 Create Configurable Phases (optional) Step 3: Configurable Phase Definition Step 3: Configurable Phase Definition Add the Phases created in Master Data to User Defined Phase Config Defn 1. Add all phases and click OK SAP AG. All rights reserved. 24

25 Create a Document Type This is your chance to enable / disable all the basic footprint and functionality of the UDO. You can also assign Configurable Phase definitions and numbering tables SAP AG. All rights reserved. 25

26 Default Look of UDO 1 Without any changes in the localized resources, this will be the default look SAP AG. All rights reserved. 26

27 Localized Resources for UDO Locate with Modified Search Find the localized resources by searching for User Defined BizDoc 1. Export all localized resources into a spreadsheet to modify SAP AG. All rights reserved. 27

28 Localized Resources Modify and Save as CSV Download the spreadsheet. Change the default values to the required custom values. Save it as.csv for upload. Import the sheet SAP AG. All rights reserved. 28

29 User-Defined Objects After Modifying Localized Resources After modifying all Localized Resources, the labels will show Custom Forms SAP AG. All rights reserved. 29

30 User-Defined Objects Request Form The resulting Request Form will include all tabs and fields as configured SAP AG. All rights reserved. 30

31 User-Defined Objects ID for Request Form When searching for the created User Defined Document Type, i.e., Request Form, the ID Column number seems rather random. Numbering table needs to be adjusted SAP AG. All rights reserved. 31

32 User-Defined Objects Create a Numbering Table for Your Request Form Numbering tables are highly configurable in terms of ID format. The expected result of this one is UD_RF followed by 10 digits. Adjust these as needed. Be aware that making the sequence too small will limit the number of unique keys. Most numbering tables use Date tokens as a prefix to change the sequence annually SAP AG. All rights reserved. 32

33 User-Defined Objects New Request Form with Fixed Numbering Table 2012 SAP AG. All rights reserved. 33

34 Summary UDO Configuration & Setup Create a Type to establish baseline functionality and footprint. Create a Numbering Table and assign to your type. Add Workflow capabilities (as needed). Determine layout and content. Create and position extensions as required. Create Template(s) as needed. Configure and Create Configurable Phase Definition SAP AG. All rights reserved. 34

35 Thank You!

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