Demo Script. Order-to-Invoice (Services) Classification: Internal and for Partners. SAP Business ByDesign Reference Systems.

Transcription

1 Order to Invoice (Services) Demo Script Order-to-Invoice (Services) Classification: Internal and for Partners Version: Disclaimer SAP Business ByDesign Reference Systems

2 This demo script is based on the ByD Reference System for the Almika model company. There are several country versions of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support, names and object descriptions. Sample data used in this demo script relates to the US country version for other country versions different data samples might be relevant. A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD system at: Home Self-Services Learning Center. Although the script has been tested carefully you might nevertheless encounter different system behavior when running a demo in an actual Almika demo tenant. Release Statement This version of the demo script is released for the following country versions of the ByD Reference System for the Almika model company: US United Stated, as of demo release ByD 1705 DE Germany, as of demo release ByD 1705 UK United Kingdom, as of demo release ByD 1705 FR France, as of demo release ByD 1705 AT Austria, as of demo release ByD 1705 CH Switzerland, as of demo release ByD 1705 NL Netherlands, as of demo release ByD 1705 CA Canada, as of demo release ByD 1705 MX Mexico, as of demo release ByD 1705 AU Australia, as of demo release ByD 1705 CN China, as of demo release ByD 1705 IN India, as of demo release ByD 1705 The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo tenant provided between mid of March and mid of June 2018 is part of the demo release ByD As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help: You can find a help entry ByD <nnnn> Demo Guides <CC> under Help Company-Specific-Help. <nnnn> specifies the demo release of your ByD demo tenant, e.g released in February <CC> specifies the country version of your demo tenant, e.g. US Almika US country version. The version-controlled demo guides provided in this help entry match to the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific to the country version, only the version of the demo guide is specific to your ByD demo tenant. Document Version:

3 Table of Content 1 Demo Script Overview Demo Overview Intended Audience Protagonists Business Pain Points Key Messages and Value Proposition Story Flow Summary Technical Requirements System Access Information User Accounts Demo Steps Order Handling Create a Sales Order with Service Items Perform and Confirm Service Execution Customer Invoice Handling Create Customer Invoice Review the Invoice Document Scenario Quick Guide and Key Master Data Order Handling Customer Invoice Handling Document Version:

4 1 Demo Script Overview 1.1 Demo Overview This demo script outlines the highlights of SAP Business ByDesign and shows you how to demo these capabilities along with their benefits and how to deliver proof of the value propositions made in your demo. In this demo, you will introduce general features of SAP Business ByDesign and demonstrate these features in the areas of sales order handling and customer invoicing. You will show typical key features of ByDesign and explain to the end user how they can leverage these built-in features to best meet their particular business requirements. Manage highly repeatable services efficiently in a single ERP system The system enables users to sell services with the ability to handle quotes, create sales orders with service items, plan the service execution, fulfill, confirm and invoice the services sold. Pricing The system determines prices and discounts automatically. You can also enter these manually, if required. The system can support you by displaying the cost and profit margin. Credit Limit Check You can minimize credit risk by specifying a credit limit for a customer. If a credit limit in an order is exceeded, a delivery block is set automatically Automatic Order Creation A sales order can be created on the basis of a lead, opportunity, sales quote, or through B2B interface (external system) 1.2 Intended Audience SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New Hires SAP external: CEO, CIO, Sales Management 1.3 Protagonists Sales representative Service Engineer Financial Accountant 1.4 Business Pain Points Business Pain Points addressed: Increase our speed to revenue Decrease our cost of selling and delivering services Improve customer satisfaction by delivering on time and on budget Document Version:

5 1.5 Key Messages and Value Proposition Overview The Order-to-Invoice (Standardized Services) business scenario enables you to sell services with functions to handle quotes, create sales orders with service items, plan the service execution, record your working time, confirm the work package and invoice the services sold. Key Features and Associated Benefits Sales assistant function to best convert opportunities into business o Efficiency leading to growth Automatic quote and order generation, processing and flexible pricing management o Efficiency leading to profit and adaptability leading to profit. Integrates operational processes with master data to ensure consistency between orders, execution and invoicing Efficiency of the process flow leads to profitability Scalable process for revenue recognition supporting different accounting principles Adaptability of these processes provides a Foundation for Growth Built in analytics enables a drill down to the profit and loss result alongside dimensions like products, customer groups and distribution channels Visibility of information leads to improved Profit 1.6 Story Flow Summary This demo shows an end-to-end process from sales order creation with service items until customer invoice creation. In the first step, you create a sales order according to customer requirements. Then you hand over the tasks to the service execution. The service engineer executes the service and confirms the order completion in the system. Finally, the financial accountant creates the customer invoice based on the sales order and the service confirmation data. This demo covers the business processes depicted in the dark oranges boxes: Creating Sales Quotes Creating Sales Orders Dispatching and Scheduling Orders Executing Services Recording working time and confirm Creating Customer Invoices Processing Receivables and Payments Document Version:

6 2 Technical Requirements 2.1 System Access Information To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different country versions. Consider giving your demo from tablet to highlight the potential of using HTML5. A working combination is using Chrome browser on an ipad. 2.2 User Accounts The following user accounts for ByD Almika implementation are to be used to run the demo: Predefined User ID User Name Password Component SALES02S Victoria Brannon Welcome1 SAP Business ByDesign SERVICESUPPORT02S Briana Polley Welcome1 SAP Business ByDesign FINANCIAL02 Iris Green Welcome1 SAP Business ByDesign Document Version:

7 3 Demo Steps As a preparation *prior* to your demo! Ensure that a mashup showing the RoutePlanner is added to the screen in which you can plan for the route towards the customer location! This will improve your storytelling and will beautify ByDesign as well. Logon as SERVICESUPPORT02S. Open the Field Service and Repair Order Pipeline screen by selecting WoC Field Service & Repair Order Pipeline (note: consider adding this view to your Launchpad as well by clicking the +). The screen is opened now start Personalization Mode by clicking on the puppet icon top right. Document Version:

8 Start Personalization Mode; click on OK on the popup screen. Click on the button RoutePlanning. You are not able to change the current screen; we want to add a RoutePlanner. In the right sidecar pane, click on + and select AddMashup Select Appearance and chose Embedded Near Available Route Planner(s) Section and tick the Visible box. Save the changes and stop personalization mode. Document Version:

9 3.1 Order Handling Create a Sales Order with Service Items What to Say Introduction Victoria Brannon (SALES02S) is logged in the system and wants to create a Sales Order to install computer equipment at a customer location. She enters and releases the order that the system provides the tasks to the corresponding Service Engineer. What to Say With the built-in auto lookup, the system automatically populates key customer information such as contacts, terms, address and other financial information. The system retrieves information regarding product description and list price fields. With flexible price determination, ByDesign is able to maintain price books by customer, customer class and other key attributes. The system will automatically perform credit limit check based on account balance and new orders. What to Do WoC Sales Orders Common Task New Sales Order On screen New Sales Order enter the customer name Unlimited Electrics (CS200123) Enter a Description into the sales order. E.g. Hardware installation X123 Enter the Requested Date one week in the future. Enter the following line items into the table Items o o Product: Computer Equipment Installation (S200106) and change the Quantity to 8 h Product: Travel Time (S200121) Quantity:1 h Below table Items on tab Notes you can enter an Internal Comment to provide additional information to the Service Engineer. E.g. Building 1 Click Save Click Submit Release to Service Execution Log off as Victoria Brannon. Document Version:

10 What you Should See After login, the left bar shows the available work centers as icons. By clicking on the three lines (indicated in red below) the sidecar on the left expands to show the work center names as well. Document Version:

11 You can add the New Sales Order task to MyLaunchpad by clicking on the + sign. Explain that this is one of many examples how users can personalize their ByDesign UI. Save the order. Check green remark. Then hit Release to Service Execution Document Version:

12 Again, see the notes indicating success. Logoff using the top right button: Document Version:

13 3.1.2 Perform and Confirm Service Execution What to Say Introduction Briana Polley (SERVICESUPPORT02S) checks in the system for the Order Pipeline and records her working time for the service execution after the service has been delivered. In the Time Sheet, she enters the actual hours she spent on the service and completes the Work package in order to enable finance to create the customer invoice. Key Features and Advantages Based on predefined rules, the order is dispatched to the service performer. Here the service employee is able to check the order pipeline and plan execution promoting efficiency. During execution confirmation, we have the ability to check the order and confirmation with actual quantities to promote greater efficiency and profitability. What to Do Show that Brianna can see which Service Orders she has to perform. Open WoC Field Service & Repair Overview. The tile My Orders to be Executed indicates 1 (or more). Click it. The order pipeline shows the just released Service Execution. In case the Service Execution does not work properly, use the following way to confirm executing the installation services. WoC Home View Self Services Overview Time Edit Time Sheet Enter Service Confirmation Quantity 6h for the task Computer Equipment Installation for tomorrow Flag the check box Work Package Completed Actions - Release Release All (NOTE: If you do not perform this step, the item will not appear in invoicing.) Enter 2h for Travel time task for tomorrow Flag the check box Work Package Completed. Actions Release Log off as Briana Polley. What you Should See Document Version:

14 3.1.2 Perform and Confirm Service Execution Go to Field Service and Repair Overview: Clicking the My Orders To Be Executed tile gives a list with the Service Order associated to the Sales Order created in the previous step: Document Version:

15 3.1.2 Perform and Confirm Service Execution Click button Confirm Execution. Fill in the requested details: - Work Description - Arrived On date - Fixed On date Click on the top left button Release. Document Version:

16 3.1.2 Perform and Confirm Service Execution In case this way of service confirmation does not work, use the alternative manner using Time Recording. For that enter the Edit Time Sheet screen: Document Version:

17 3.1.2 Perform and Confirm Service Execution Document Version:

18 3.1.2 Perform and Confirm Service Execution When confirming time using Edit Time Sheet: in case a line item cannot be Saved for Time Recording, check if the Inactive indicator is visible: Document Version:

19 3.1.2 Perform and Confirm Service Execution To make this workpackage active, select the Actions button and hit Release. The Status Indicator turns to a green square. Time Recording can then be done and released using the button on top left: Document Version:

20 3.2 Customer Invoice Handling Create Customer Invoice What to Say Introduction The Financial Accountant Iris Green (FINANCIAL02) checks in the system which items are ready to be invoiced and creates the Customer Invoice for the previously completed Service Order. Document Version:

21 Key Features and Advantages Invoice request are created automatically after services have been performed. We are creating the invoice manually today. However, we could have automated the process with the use of the Invoice Run feature. Invoice created with no dual entry required. What to Do WoC: Customer Invoicing View Invoice Requests Show Today s Invoice Requests Select both items for which the confirmation was just created in the step before (NOTE: Use SHIFT-click to select both items from the Invoice Request object work list). Click Invoice to create the customer invoice. On screen New Invoice click Release. What you Should See Login and select WoC Customer Invoicing Invoice Requests (* note: consider adding this view to your Launchpad. The tile will actually indicate the number of Invoice Requests to be executed*) Ensure you have selected the Today s Invoice Requests. The two items which were confirmed in the previous step (aka 6 hours of Installation work and 2 hours travel time) are ready to be invoiced. Hold the Shift key and select both lines. Then click button Invoice : Document Version:

22 The New Invoice screen comes up. Explain that you can now add Customer Information or even alter the price or overall discount. Use the Preview button to have a look at the Adobe version of the Invoice which is ready to be sent to the customer. (* Hint: The preview Invoice screen may pop up as a separate browser window, or even as a new Tab in your browser. Doublecheck this! In either case, after viewing the preview simply close it. *) Release the invoice using the top left Release button. You will come back to the screen showing the list of Invoice Requests. Note the remark in green on the button indicating the successful creation of the Invoice (marked with red square). When clicking the refresh button (marked green) the list will not show anymore the released items. Document Version:

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24 3.2.2 Review the Invoice Document What to Say Introduction You are still logged on as Financial Accountant Iris Green (FINANCIAL02). The customer invoice is created based on the service confirmation data. You can now review the invoice document. Key Features and Advantages We see all the information that will be invoiced to our customer. With the built-in document flow, we see the entire transaction lifecycle or audit trail for this order to invoice process. This gives the user full transparency to an end to end process. What to Do WoC: Customer Invoicing View Invoice Documents Show Today's Invoice Documents Click the hyperlink displayed in column Invoice ID of the just created customer invoice. On tab General you can review the data on the invoice sent to the customer. On tab More you can see the built-in Document Flow from the Sales Order via the Service Confirmation to the Customer Invoice. Also, you can see the physical document (Adobe) sent to the customer. Document Version:

25 What you Should See Click the released invoice of the previous step. In the screen which pops-up, click the More tab. Show the DocumentFlow Document Version:

26 4 Scenario Quick Guide and Key Master Data 4.1 Order Handling Steps Summary Path Data to Use/Enter Activity Step 1 Create a Sales Order with Service Items WoC Sales Orders screen New Sales Order Customer: Unlimited Electrics Requested Date: one week in the future Product: Computer Equipment Installation Quantity: 8 h Product: Travel Time Quantity:1 h Common Task New Sales Order Save and release the order to service execution Path Data to Use/Enter Activity Step 2 Perform and Confirm Service Execution WoC Home View - Self Services Overview Time - Edit Time Sheet Screen Edit Time Sheet Screen Edit Time Sheet Enter 6h for the task Computer Equipment Installation for tomorrow and Release Enter 2h for Travel time for tomorrow and Release Flag the check box Work Package completed for both entries and Release 4.2 Customer Invoice Handling Steps Summary Path Data to Use/Enter Activity Step 1 Create Customer Invoice WoC Customer Invoicing View Invoice Requests Screen New Invoice SHIFT-click on the two items for which the confirmations were just created in the previous step. Create customer invoice Release the customer invoice Document Version:

27 Path Data to Use/Enter Activity Step 2 Review the Invoice Document WoC: Customer Invoicing View: Invoice Documents Filter Today's Invoice Documents Open Order via hyperlink Check data on tab General. Review the Document Flow on tab More. Document Version:

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