Jayda Hill_TRA 4202_Ch4-01 Procurement Master Data_022524

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Chapter 04-01: Procurement Master Data PREREQUISITES 1. You should be familiar with navigation in SAP ERP 2. Completed Exercises Chs.02-01 thorough 03-02 MOTIVATION In this exercise, you will do the following for Procurement Master Data: 1. Create Trading Goods 2. Create Vendor 3. View Material Inventory 4. View Account Balance PRODUCT SAP S/4HANA 1709 REVISED 06/15/2020 FOCUS Procurement Master Data AUTHORS Simha R. Magal Jeff Word VERSION 1.4 MCC TESTED Date:06/15/2020 System:MGL ACKNOWLEDGEMENT These are the GBI exercises developed by Simha R. Magal and Jeff Word. These exercises include concepts discussed in the book, Integrated Business Processes with ERP Systems (Epistemy Press, 2012).

Part 1 - Table of Contents Table of Contents Section 1.1: Create Trading Goods .............................................................................................................. 3 Section 1.2: Create Vendor .......................................................................................................................... 6 Section 1.3: View Material Inventory .......................................................................................................... 9 Section 1.4: View Account Balances .......................................................................................................... 10 Chapter 04: Procurement Master Data Page 3 of 20 © 2020 Epistemy Press, LLC. Create Trading Goods (I) Create Vendor (II) View Material Inventory (III) View Account Balance (IV)

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In this section, you create your trading goods by copying necessary material master data from existing (original) trading goods. Original materials do not include identifiers (for example, EPAD1000 is the original “Elbow Pads” within the system). Your materials will include your identifier (for example, EPAD10##). While creating this master data, be sure that you “copy from” the original materials and them alone. To ensure accuracy, complete the following: Trading Goods Original Trading Goods Your Trading Goods Elbow Pad EPAD1000 EPAD1023 EPAD10## Repair Kit RKIT1000 RKIT1023 RKIT10## Road Helmet RHMT1000 RHMT1023 RHMT10## Step: 1.1.1: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Logistics  Materials Management  Material Master  Material  Create (Special)  Trading Goods 1: What is the transaction code to create trading goods? MMH1  2: What is the transaction code to change a material immediately? MM02  3: What is the transaction code to display a current material? MM03  Chapter 04: Procurement Master Data Page 4 of 20 © 2020 Epistemy Press, LLC. Section 1.1: Create Trading Goods Create Trading Goods (I) Create Vendor (II) View Material Inventory (III) View Account Balance (IV)

Step: 1.1.2: In the “Create Material (Initial Screen)” screen, enter the following information: Attribute Description Data Value Material Key uniquely identifying the material Your Elbow Pads EPAD10## Industry Sector Specifies the branch of industry to which the material is assigned Retail Material type Key that assigns a material to a group of materials Trading Goods Copy from…Material Number of the material whose data you want the system to copy as a default values. Original Elbow Pads EPAD1000 Step: 1.1.3: Click Continue . Step: 1.1.4: In the “Select View(s)” pop-up, click “Deselect All” . Step: 1.1.5: Highlight the “Basic Data 1” row.  Remember that by selecting the “Basic Data 1” row (because it is already created in the first place) doesn’t necessarily create the view but yet, keeps it in the default to display the material to answer some of the questions at the end of this step for the chart. Step: 1.1.6: Highlight the “Purchasing” row. Step: 1.1.7: Highlight the “Accounting 1” row. Step: 1.1.8: Click Default Setting .  The first time you go through the above step, clicking on this default icon will save these selections as defaults so that they will automatically be selected the next time through. This speeds up the process of creating the rest of your trading goods for this exercise. Chapter 04: Procurement Master Data Page 5 of 20 © 2020 Epistemy Press, LLC.

Step: 1.1.9: Click Org. Levels . Step: 1.1.10: In the “Organizational Levels” pop-up, enter the following information: Attribute Description Data Value Plant Key uniquely identifying a plant Your DC Plant Miami MI## Copy from Plant Plant of the reference material whose data you want the system to copy. DC Miami MI00 Step: 1.1.11: Click “Save as Default Values” and Click Continue (Enter) .  You will receive a message that says, “The material already exists and will be extended”. Step: 1.1.12: In the “Create Material EPAD10##” screen, enter the following information: Attribute Description Data Value Material Description Describes the material in more detail ## Elbow Pads EPAD10## Purchasing Group Key for a buyer or group of buyers Your GBI Buyer N##  The tabs that you see with the (blue in them) icon are the views you have just created. Use the icons in the upper-right to find all the views. DO NOT click on tabs without this blue icon . Clicking on a tab without this icon will create more views within the material and require you to enter in more information. Step: 1.1.13: Press Enter. Chapter 04: Procurement Master Data Page 6 of 20 © 2020 Epistemy Press, LLC.

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 IMPORTANT: Before saving materials, make sure to view every single tab marked with the blue icon to ensure that all the necessary views are created. Step: 1.1.14: Press Enter again to confirm material creation. Step: 1.1.15: In the “Last data screen reached” pop-up, click on the icon.  You will receive a message that says “Material EPAD10## created”. Step: 1.1.16: Refer to the beginning of this section TO CREATE THE TWO OTHER TRADING GOODS.  IMPORTANT: When creating the rest of your trading goods, make sure to enter the appropriate material number in the “Copy from” field. Step: 1.1.17: Use what you learned at the beginning of this section to DISPLAY your material and fill in the information in the chart. Use the same views and Org levels described in this step to view this information. Your Trading Goods Base Unit of Measure Gross Weight and Unit of Weight Material Group Purch. Group Price Per Unit Valuation Class EPAD10## EA 32 oz SFTY N28 37.50 3100 RHMT10## EA 10 oz SFTY N28 25.00 3100 RKIT10## EA 12 oz UTIL N28 16.00 3100 Step: 1.1.18: Answer the following questions about this section: Chapter 04: Procurement Master Data Page 7 of 20 © 2020 Epistemy Press, LLC.

4: Why did we only use the tabs with the blue dots on them, also known as the selected views for the material? B  a. Because these are all trading goods. b. Because they are the views that are needed to find the appropriate information for the procurement process. c. Because everything eventually impacts the accounting view d. Because these are the only views populated in the original materials that we copied. 5: Why is it helpful to be able to set views? it helps to be more time efficient which might help later on  6: For what reason would you want to view this type of material master data? to confirm price, weight, and any other information about the material   IMPORTANT: If you do not copy these materials correctly this will cause issues later in your exercise. If you feel you did not copy them correctly then you can compare your material in a “Change Material” screen and the original material in a “Display Material” screen side by side. If the information matches, they were created correctly. Chapter 04: Procurement Master Data Page 8 of 20 © 2020 Epistemy Press, LLC.

In this section, you create the vendor from whom you will procure your goods. Remember, vendor master data is grouped into three categories. These categories consist of general data (data that is cross- company code), company code data (data that is specific to the specified company code), and purchasing data (data that is specific to the specified purchasing organization). Step: 1.1.19: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Main Screen in Command Field type ‘BP’ and Press Enter  If inside the transaction type /nBP in the Command Field Step: 1.1.20: In the “Maintain Business Partner” screen, enter the following information: Attribute Description Data Value Find The object that should be searched for Business Partner By Specifies the criteria for search Search Term Search Term 1 The term you define for Business Partner 0## Step: 1.1.21: Click Start .  You will receive a message, “Business Partner Found”. Chapter 04: Procurement Master Data Page 9 of 20 © 2020 Epistemy Press, LLC. Section 1.2: Create Vendor Create Trading Goods (I) Create Vendor (II) View Material Inventory (III) View Account Balance (IV)

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Step: 1.1.22: Double Click on Partner 8010##.  If you are in “Display Organization: 8010##” screen, click to switch it to “Change Organization: 8010##” Step: 1.1.23: In the “Change Organization: 8010##” screen, enter the following information: Attribute Description Data Value Business Partner Key uniquely identifying the vendor 8010## Change in BP role Role associated with a business process FI Vendor FLVN00 (defined) Step: 1.1.24: In the “Change Organization: 8010##, role FI Vendor FLVN00” screen, click Company Code. Step: 1.1.25: Click Company Codes . Step: 1.1.26: In the “FI Vendor FLVN00 Change: Company Codes” click Create . Step: 1.1.27: Enter the following information: Attribute Description Data Value Company code Organizational unit within financial accounting Your Global Bike Inc. US## Supplier Indicates that the company code and the vendor data processed in the company code is valid Selected Step: 1.1.28: Use the grey radio button to highlight your Company Code and click Adopt . Chapter 04: Procurement Master Data Page 10 of 20 © 2020 Epistemy Press, LLC.

Step: 1.1.29: Under the “Vendor: Account Management” tab, enter the following information: Attribute Description Data Value Reconciliation Account The G/L account that is updated in parallel to the subledger account Payables-Trade Accounts 300000 Step: 1.1.30: Select the “Vendor: Payment Transactions” tab and enter the following information: Attribute Description Data Value Payment Terms Key for defining payment terms composed of cash discount percentages and payment periods Pay immediately Due Net 0004 Check double invoice Indicates if the system should check for duplicate invoices Selected Payment Block Used to block an open item or an account to payment transactions Free for payment Step: 1.1.31: Click on Save Step: 1.1.32: In the “Change Organization: 8010##, role FI Vendor FLVN00” screen, enter the following information: Attribute Description Data Value Business Partner Key uniquely identifying the vendor 8010## Change in BP role Role associated with a business process Vendor Purchasing FLVN01(defined) Step: 1.1.33: Select Purchasing . Step: 1.1.34: In the “Change Organization: 8010##, role Vendor purchasing FLVN01.” screen, select Purchasing Organizations . Chapter 04: Procurement Master Data Page 11 of 20 © 2020 Epistemy Press, LLC.

Step: 1.1.35: In the “ Vendor Purchasing FLVN01 Change: Purchasing Organizations” screen, click Create . Step: 1.1.36: Enter the following information: Attribute Description Data Value Purch. organization Key for defining payment terms composed of cash discount percentages and payment periods Your Purchasing Organization Step: 1.1.37: Use the grey radio button to highlight your Company Code and click Transfer . Step: 1.1.38: Under the “Purchasing Data” tab, enter the following information: Attribute Description Data Value Order Currency Indicates the currency of any purchase orders sent to the vendor United States Dollar Payment Terms Identifies a cash discounts or payment period Payable immediately Due net Incoterms Incoterms specify internationally recognized procedures that the shipper and the receiving party must follow Free on Board Incoterms Location 1 Provides additional information for the primary Incoterm Miami Planned Delivery Time Amount of time it takes to receive a delivery from the vendor 0 Step: 1.1.39: Click Save .  You will receive a message, “Changes have been saved”. Chapter 04: Procurement Master Data Page 12 of 20 © 2020 Epistemy Press, LLC.

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7: What is the reconciliation account number for this vendor? 300000  8: What is the code for the payment terms? 0001  9: What are the payment terms, in English? Pay immediately w/o deduction  10: What is the order currency? USD  11: Why is it important to select one type of currency? The consistency with the currency makes financial documents easier to understand  12: What is the minimum order value? 0  13: Why would a company want to set a minimum order value for a vendor? There are multiple reasons but one of them is to confirm a good profit  14: What similarities do you find between using the transactions to Create, View and Change both the Material and Vendor Master Data? Material master data is all about the dtails of materials that a company or vendor can buy, make, store, sell. Vendor master data, on th eother hand, zeroes in on the specifics about vendors, including everything you need to know about them. They're similar becayse they're both part of tge main data setup for everyone's use in the company, and different departments can update them if they need to.  15: What is the purpose of the transaction codes having the nomenclature that they do? they include an abbreviated version of the transaction term so it makes it easy to distinguish and select the correct option  Chapter 04: Procurement Master Data Page 13 of 20 © 2020 Epistemy Press, LLC.

In this section, you view your material inventory in your plant. Step: 1.1.40: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Logistics  Materials Management  Inventory Management  Environment  Stock  Warehouse Stock 16: What is the transaction code to display a material’s inventory? MB52  17: In what circumstances would you have to check inventory level? you would need to check inventory level to make sure you have enough stock for an order  18: What departments might need to check inventory levels? Sales, logistics, accounting  Step: 1.1.41: In the “Display Warehouse Stocks of Material” screen, enter the following information: Attribute Description Data Value Material Key uniquely identifying the material Your Elbow Pads EPAD10## Plant Uniquely identifying a plant Your DC Plant Miami MI## Step: 1.1.42: Click Execute . Chapter 04: Procurement Master Data Page 14 of 20 © 2020 Epistemy Press, LLC. Create Trading Goods (I) Create Vendor (II) View Material Inventory (III) View Account Balance (IV) Section 1.3: View Material Inventory

 Hint: Look at the (potential) message at the bottom of the screen after executing. This will give you an idea as to whether you have any inventory in stock at this specific plant. 19: How many of your pads are there in inventory? 0  Chapter 04: Procurement Master Data Page 15 of 20 © 2020 Epistemy Press, LLC.

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In this section, you view the account balance of your Olympic Protective Gear (vendor). Step: 1.1.43: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Accounting  Financial Accounting  Accounts Payable  Account  Display Balances 20: What is the transaction code to display a vendor’s balance? FK10N  21: In what cases would you need to check account balances? to see if a vendor paid their bill  22: What departments might need to check account balances? CFO, Sale's team, Accounting  Step: 1.1.44: In the “Vendor Balance Display” screen, enter the following information: Attribute Description Data Value Vendor Key uniquely identifying the document Your Olympic Protective Gear 1010## Company Code An organizational unit within financial accounting. Your Global Bike Inc. US## Fiscal Year Period the company uses to create its inventory and Current Year Chapter 04: Procurement Master Data Page 16 of 20 © 2020 Epistemy Press, LLC. Section 1.4: View Account Balances Create Trading Goods (I) Create Vendor (II) View Material Inventory (III) View Account Balance (IV)

balance sheet. Step: 1.1.45: Click Execute .  Hint: Look at the (potential) message in the pop-up after executing. This will give you an idea as to whether you have balance for this vendor in this fiscal year. 23: What is the current account balance for your vendor? 0  Chapter 04: Procurement Master Data Page 17 of 20 © 2020 Epistemy Press, LLC.

Part 2 - Exercise Deliverables Name: Jayda Hill Course and Section: TRA 4202 Identifier: GBX-23 Client: 301 1: What is the transaction code to create trading goods? MMH1  2: What is the transaction code to change a material immediately? MM02  3: What is the transaction code to display a current material? MM03  4: Why did we only use the tabs with the black dots on them, also known as the selected views for the material? B  5: Why is it helpful to have the ability to set views? it helps to be more time efficient which might help later on  6: For what reason would you want to view this type of material master data? to confirm price, weight, and any other information about the material  7: What is the reconciliation account number for this vendor? 300000  8: What is the code for the payment terms? 0001  9: What are the payment terms, in English? Pay immediately w/o deduction  Chapter 04: Procurement Master Data Page 18 of 20 © 2020 Epistemy Press, LLC.

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10: What is the order currency? USD  11: Why is it important to select one type of currency? The consistency with the currency makes financial documents easier to understand  12: What is the minimum order value? 0  13: Why would a company want to set a minimum order value for a vendor? There are multiple reasons but one of them is to confirm a good profit  14: What similarities do you find between using the transactions to Create, View and Change both the Material and Vendor Master Data? Material master data is all about the dtails of materials that a company or vendor can buy, make, store, sell. Vendor master data, on th eother hand, zeroes in on the specifics about vendors, including everything you need to know about them. They're similar becayse they're both part of tge main data setup for everyone's use in the company, and different departments can update them if they need to.  15: What is the purpose of the transaction codes having the nomenclature that they do? they include an abbreviated version of the transaction term so it makes it easy to distinguish and select the correct option  16: What is the transaction code to display a material’s inventory? MB52  17: In what circumstances would you have to check inventory level? you would need to check inventory level to make sure you have enough stock for an order  18: What departments might need to check inventory levels? Sales, logistics, accounting  19: How many of your pads are there in inventory? 0  20: What is the transaction code to display a vendor’s balance? FK10N  21: In what cases would you need to check account balances? to see if a vendor paid their bill  22: What departments might need to check account balances? CFO, Sale's team, Accounting  23: What is the current account balance for your vendor? 0  Chapter 04: Procurement Master Data Page 19 of 20 © 2020 Epistemy Press, LLC.

Trading Goods Original Trading Goods Your Trading Goods Elbow Pad EPAD1000 EPAD1023 Repair Kit RKIT1000 RKIT1023 Road Helmet RHMT1000 RHMT1023 Your Trading Goods Base Unit of Measure Gross Weight and Unit of Weight Material Group Purch. Group Moving Price Valuation Class EPAD10## EA 32 oz SFTY N28 37.50 3100 RHMT10## EA 10 oz SFTY N28 25.00 3100 RKIT10## EA 12 oz UTIL N28 16.00 3100 Chapter 04: Procurement Master Data Page 20 of 20 © 2020 Epistemy Press, LLC.