SAP ERP S4HANAIntroductionMOTIVATIONThis material .docx

SAP ERP: S/4HANA
Introduction
MOTIVATION
This material is an introduction to the SAP S/4HANA enterprise
environment..
It can be used in the classroom or for self-study.
On completion of the course, students will be able to understand
the basic navigation and functionality concepts of the enterprise
systems
The material also serves as a reference for occasional users of
SAP systems.
LEARNING METHOD
The learning method used is “guided learning.” The benefit of
this method is that knowledge is imparted quickly. Students also
acquire practical skills and competencies.
Exercises at the end enable students to put their knowledge into
practice.Product
SAP S/4HANA
Level
Introductory
Focus
ERP Systems
Author
Dr. Paul Hawking
Reviewed by
Urooj R. Khan
Version 1.2019

Table of Contents
Introduction to SAP ERP3
Getting Started3
Task 1: Logging on to the SAP System4
Task 2: SAP S/4HANA Fiori Launch Pad7
Glossary10
ERP Terminology12
Task 3: SAP S/4HANA Navigation15
Master Data Navigation15
Task 4: SAP S/4HANA Reports21
(a) Sorting23
(b) Totals23
(c) Drilling Down24
Task 6: Logging Off25
Introduction to SAP ERP
SAP’s Enterprise Resource Planning (ERP) system is designed
to assist an organization with the integration and management
of business processes. The system deals with the problems of
organising and executing the millions of transactions that are
fundamental to many large businesses. SAP is the leader in the
ERP market. SAP ERP is a very large system which
incorporates over 30,000 tables, and 50,000 transactions. This
tutorial is an introduction designed to assist you with
familiarising yourself with the SAP ERP basics utilising SAP’s
latest ERP release: S/4HANA. Traditionally SAP’s ERP system
could operate on a number of different databases (Oracle. SQL
Server. DB2 etc). However SAP S/4HANA has been designed
to take advantage of SAP HANA database’s in-memory
capabilities.
Getting Started

SAP S/4HANA can operate on a variety of personal computers
using different operating systems. You can access S/4HANA
either through the traditional interface (SAPGUI) or the new
interface (Fiori) built with HTML5 based on the UI5 standard.
But no matter which equipment, operating system or interface
which is used, there are some necessary requirements:
Log On details
Due to the value of the information stored in the ERP system it
is necessary to control the access to the software. The SAP
administrator would need to establish a user account for each
user who intends to use the ERP system. Each user account is
identified by a user name and requires a password for security.
Each user account is also allocated a particular type of security
profile which determines the data a user is allowed to view and
change.
The other log on detail you require is the Client number. A
Client is a set of self contained tables required for processing
transactions in the SAP system. A user in one client can not
change the data in another Client. You will need to know your
user name, password and Client before you attempt to access the
system. These can be obtained from your workshop leader.
Identify your log on details
Client
User Name
Password
Task 1: Logging on to the SAP System

There are various techniques to open SAP S/4HANA. For the
purpose of these exercises you will access the ERP system via a
web browser.
1 Logon to SAP S/4HANA. (URL given in the Tutorial section
of BlackBoard)
The S/4HANA logon screen appears similar to the one below:
Input Areas of the Screen
User
Uniquely identifies you to the ERP system. Your User Id will
be allocated by your workshop leader and remain the same
throughout the unit
Password
Uniquely identifies you to the ERP system.
Language
Identifies the language the ERP will be displayed in. Our ERP
system default is English.
Client
A Client identifies a business entity in the ERP system. Each
Client contains data that is completely separate from data in
other clients. Different clients are established for testing and
developing different aspects of the system and for training
purposes..
2 Type your User Id GBI-###
3 Press <TAB> to move the cursor to the Password text box.

4 Type your Password which will supplied by the workshop
leader.
To hide your new password from other people, it is hidden by
as you type.
5 Type the Client details as provided by the workshop leader.
6 Click to authorise your details.
A new screen will appear which allows you to enter a new
password to replace the temporary one you were supplied with.
You now need to create a new password. You will be the only
person who knows this password so it is important to create a
password which is easy to remember. However the ERP system
has some rules about what it allows to be a password. These
reules can be changed by the system administrator. But in
general the following applies:
Password Rules
Passwords must be at least 6 characters.
Passwords are case-sensitive.
Passwords cannot start with a blank space, question mark(?). or
an exclamation mark (!).
The password cannot be any of the previous 5 passwords.

7 Type your Current Password.
8 Type your New Password.
9 Type your new password aging in the Repeat Password
field to confirm it.
10 Click to change your password.
After logging on to the SAP S/4HANA system the main screen
appears.
Task 2: SAP S/4HANA Fiori Launch Pad
The SAP Fiori launchpad home page is the first page that users
see after they have logged on. It is the main entry point to SAP
Fiori apps on mobile and desktop devices. The primary place
where a user will look for applications is the home page. The
page features tiles that allow the user to launch apps and may
show additional information. The page can be personalized and
tiles can be added, removed, or bundled in groups.
Launch Pad Components
The launch pad screen has a number of screen elements you
need to become familiar with:
Profile Icon
Group Selection Bar
Search
Group

Tile
Tiles
The tiles provide direct access to apps or content. They are
similar to large icons and have a rectangular shape. The
launchpad home page comes with a predefined set of groups and
tiles. However, the user can also personalize the launchpad
home page to reflect their individual roles by choosing from a
wide range of ready-to-use tiles from the app finder.
Tiles differ in the content they display. They can contain an
icon, a title, some informative text, numbers, and charts. The
information that is shown depends on the function of the tile or
app.
Icon Chart Number
The number of tiles visible on a page depends on the screen
resolution. The tiles are placed below each other and are resized
for smaller screens such as smart phones and tablets.
Groups
Groups are areas where related Fiori tiles are displayed. This
assists the user to quickly move from one activity to a related
activity.
Group Selection Bar
In the launchpad home page, tiles are usually clustered in
groups. These groups are listed in an Group Selection Bar at the
top of the page. When users select a group name, the page
scrolls down to the selected group.
Profile Icon

The Profile Icon provides access to the Me Area. This area
provides a number of options for customizing your Home
screen. It also provides a list of the most recent tiles or objects
you have worked on.
Search Icon
The Search Icon allows users to find business objects such as
materials or sales orders and tiles such as Leave Request or
Current Accounts Balance.
Navigation
Using Help
SAP has an extensive Help documentation. It is essential that
you understand how to use the Help documentation if you want
to gain a better understanding of this system. SAP ERP
provides different kinds of on line Help. You can access the
Help documentation a number of different ways. There is web
based Help at http://help.sap.com/ :
The Help menu contains the following options:
· Application help: Displays comprehensive help on the current
application.
· SAP Library: This is where all online documentation can be
found.
· Glossary: Enables you to search for definitions of terms.
· Release notes: Displays notes which describe functional
changes that occur
between ERP releases.
· SAP Service Marketplace: Enables you to log on to SAP’s web
based repository of
SAP resources.
· Create Support Message: Enables you to send a message to the
SAP for support.
However you need appropriate level of access to do this.

· Settings: Enables you to select settings for help
11 Choose HelpSAP Library to display the Help screen.
The Help screen is divided into two sections. On the left is the
Contents or main headings while on the right side the Help
documentation appears.
12 Click Getting Started – Using SAP Software in the left
pane.
A new window appears
13 Click V next to Getting Started to display the available
topics.
14 Click V next to SAP GUI for Windows to display the
available topics.
15 Click > next to Navigating in the SAP Window
16 Click Element of anSAP GUI Window to display the
contents.
17 Click The Menu Bar to display the Help documentation.
Explore some of the other topics.

Once you have explored some of the Help options:
18 Click SAP Library on the Help menu barto return to the
main Help screen.
19 Click of the Help window to close the last Help screen and
return to the SAP main menu.
Another form of Help documentation is Application Help which
can be accessed via a number of techniques. You can access it
by choosing the SAP Library command from the Help menu or
from particular task screen you can access it via the Application
Help command from the Help menu. The major difference
between these two techniques is that Application Help command
is Context Sensitive Help. This means that Help screen
displayed gives help relevant to the SAP screen it was accessed
from. To demonstrate this:
20 Choose Human Resources -> Personnel Management ->
Recruitment
-> Appl. Master Data on the SAP Main Menu.
21 Double click to start this action
The Initial Entry of Basic Data screen appears. To find out
about how this screen is used:
22 Choose Help -> Application Help from the menu bar
The Help documentation for Initial Entry of Applicant Data
appears on screen, as this was the task screen that was active.
This is an example of context sensitive help. From here, you
can select relevant topics.

Glossary
The Help documentation also includes an online glossary which
can help you to understand some of the terminology used in the
SAP system.
23 Click Glossary on the Help menu bar to move to this screen.
The Glossary screen appears:
SAP Help system enables you to search for particular topics.
Find the term client by using Advanced Search. What data is
stored at the Client level? (hint – 3rd result).
24 Close of the Help window to close the last Help screen.
25 Click to return to SAP ERP main screen.
ERP Terminology
After working with the Help files you would have encountered a
number of ERP terms which are important to understand if you
are going to understand how these systems operate.
Business Scenario: Grouping of business processes in a specific
organizational unit that share some similar goals in the
enterprise, such as purchasing, services, balance sheet
preparation, production, personnel administration, and so on.
Organisational Units: An organisational unit represents any type
of organisational entity found within a company, for example,

subsidiaries, divisions, departments, or special project teams.
These organisational units need to be mapped in the SAP ERP
system as they are the locations where the various Business
Scenarios occur. Some of the possible organisational units are
displayed below:
The types of organisational units mapped in the SAP system
will depend upon which Business scenarios are going to be
used. Some units are only relevant to certain SAP modules.
List some of the Organisational Units you would find in a
university.
Master Data:Business Scenarios involve various objects such as
customer, vendors, products, employees etc. Data which
describes these objects is referred to as Master Data. This data
describes the various objects stored within the SAP system.
This data usually remains unchanged over an extended period of
time.
A Master Data object, such as a customer, can be used by more
than module. Each module may only be concerned with certain
aspects of the Master Data.

List Master Data objects in a Student Administration system
Transactions: are application programs which execute a
business processes in the ERP system. They usually result in
the interaction with master data objects such as creating a
customer order, posting an incoming payment, or approving a
leave request. The majority of processing the SAP ERP system
is related to transactions. For example the diagram below
illustrates a Transaction the interaction between the Master
Data objects of Customer and Material in the creation of a sales
document.
List some common transactions that would occur within a
university.
Document: A data record that is generated when a transaction is
carried out and contains all the predefined information such as
sales document, order, pay slip etc.
Reports: Program which reads certain data elements and
displays them in a list. SAP has extensive reporting facilities
which enables users to access and display the data in various
formats.
Task 3: SAP S/4HANA Navigation
Master Data Navigation

An ERP system stores vast amounts of data about the various
objects used in different business processes. To display the data
you require from such a large system there are various
navigation techniques you need to become familiar with. SAP
S/4HANA includes a number of tools which can facilitate this
navigation.
This exercise requires you to find the Master Data for a
particular product. The product we are interested in is referred
to as Deluxe Touring Bike. The Master Data referring to a
product is called a Material Master. To display the Material
Master for a product:
26 Click on the Group Selection Bar to display this Group
27 Click Fiori tile to start this transaction.
The Display Material: Initial Screen appears:
The screen requires the details of the Material you want to
display. If could remember the details you can type directly
into the Material field. Notice that the material field has an *
which indicates that it is required information for this
transaction to occur. Often it is difficult to remember the
Material’s details so you would need to search for it. In this
exercise you want to search for a material (product) called
“Deluxe Touring Bike”,
There are usually thousands of different products in the ERP
system, a facility called a matchcode can make the search a lot
easier. A matchcodeis a method of finding a certain piece of
data when you do not know the specific number of that record.

To access the matchcode tool for a particular field you click the
icon of the relevant field
28 Click to display search dialog box.
You will notice there are numerous ways to search for a
Material. We want to search by Material description.
29 Type Deluxe*Bike*in the Material description: field to
display all materials that have a Material Description that
includes bike.
Note
You are able to replace letters and numbers by using wildcards.
A summary of the different types of wildcards can be seen
below:
Wildcard
Represents
* and +
Characters you do not know
*
Multiple characters
+
Exactly one character
For example:
Character
Searches for everything
z*
Starting with z
*sale*
Containing the character string sale, such as rvsale07
*f+
Containing an f as the second-to-last character, such as rmlogifa
rp+++sch
Starting with rp, ending in sch, and containing any three
characters in between, such as rp012sch or rpinvsch

30 Click in the dialog box to accept this option and display
the search results.
There are a number of products that satisfies the Matchcode.
31 Click Deluxe Touring Bike (Silver) (any one) to select it.
32 Click in the dialog box to accept this option and to move to
the next screen.
Notice that the ERP system has automatically places the
material number in the Material field.
What is the Material Number for the Deluxe Touring Bike
(Silver)?
Now that the relevant Material Number has been found you can
display the Master Data for the product.
33 Click or press <ENTER>
The Select Views dialog box appears on screen. The Material
Master stores a large amount of data depending upon which
Business Scenarios it is involved in within the organisation.
The costing data about a material would be of little interest to
someone responsible for its storage in the warehouse. The
Select View dialog box allows the user to select which data
from the Material Master will be displayed.

From this dialog box it is evident that there is a large amount of
information available about a product. We are going to assume
that you are assigned to the purchasing department and
therefore only require details relevant to this area.
34 Click next to Plant Stock to select this view of the data.
You will need to use the scroll bar to display the other possible
views.
35 Click or press <ENTER>
Often products may be used at more than one organisation level
in a large corporation or produced at different plants within a
country or around the world. To display the product details
which are relevant to you, an organisation level will need to be
indicated.
36 Click *Plant field to insert the cursor.
37 Click to display a list of possible entries.
This displays the Plants that are responsible for the Deluxe
Touring Bike (Silver).
38 Click DC Miami to select it. (MI00)
39 Click to insert automatically insert the Plant number in the

Plant field.
40 Click or press <ENTER> to display the product details.
You can see from this screen that no stock is available for this
material. However, you would like to know the price which this
bike sells for and its weight. This data is stored in the
Accounting and Basic Data views.
You will notice that the required Views do not appear on the
View toolbar. You can display the Views available by clicking
on the toolbar
What is the price and weight of the bike?
Price:
Weight:
41 Click to close this transaction and return to the Home
screen.
Task 4: SAP S/4HANA Reports
One of the major reasons a company implements an ERP
system, like SAP, is to get up to date information about what is
happening in the company. SAP S/4HANA has a broad range of
reporting functionality. The next exercise will look at an
example of common report functionality.

Your manager has asked for details sales since 2016 for East
United States (UE00) sales organisation. The report is to
include sale order details and total revenue. You are going to
use an existing Fiori tile to display this report.
42 Choose Sales and Distribution on the Group Selection
bar to display the assocaited tiles.
43 Choose to display this report.
A screen appears which enables you to enter variables as
selection criteria to help narrow the scope of the information
required. As mentioned earlier the information required pertains
to sales orders since 2016.
To satisfy the report’s requirements you ne need to specify the
date range.
44 Click the Document Date field to select it.
45 Type 01.01.2016 as the date from.
46 Press <TAB> to move to the date to field.
47 Type today’s date.
You now need to limit the data to the sales for East United
States (UE00).
48 Click Sales Organisation field to select.

Notice that the icon appears in the field enabling you to search
for the required variable.
49 Click to display a list of available Sales Organisations.
50 Click UE00 to select it.
51 Click or press <ENTER> to transfer the variable to the
report selection screen.
You have now entered the required variables to filter the report
data.
52 Click to run the report.
The report appears similar to be low. Your report may have
more data depending on more recent sales orders.
`
(a) Sorting
To make the report more meaningful for your manager you need
to sort the Net Value (NV) of the orders from highest to lowest.
This can be done by selecting the appropriate Sort icon from
the Application Toolbar. The first icon is for ascending while
the other is order descending.
53 Click to display the Sort dialog box.
You want to sort by Net Value (Item) so it needs to be
transferred to the Sort criteria pane.

54 Click Net Value (Item) to select this field.
55 Click to transfer this field to the search criteria.
Notice that radio buttons appear to give the option to sort either
ascending or descending .
56 Select as the sort criteria.
57 Click to apply the sort criteria to the report.
The report is now sorted by Net Value (Item). Notice a small
triangle appears in the column heading to indicate that it is part
of the sort criteria. An alternate technique for performing a sort
is by clicking the column heading of the field you want to sort
and then clicking the appropriate Sort icon..
(b) Totals
You can perform a number of calculations on your reports to
make them more meaningful. This can be done by clicking the
Total button on the Application Toolbar. For example to
determine total Net Value (Item) for all orders.
58 Click to select this column.
59 Click to perform the calculation.
Notice a new row appears with the total of this column.
(c) Drilling Down
SAP S/4HANA provides the facility to drill down to get further
details about any item on a screen. This is done by double
clicking the item you to get more details about. For example

for shipping purposes you would like to determine the weight of
the materials in Sales Document 3.
Once you have viewed the further details you can click the back
button to return to the previous screen. At the moment we have
created a report about "slug for shaft" for a specific time period.
But the report only indicates a matchcode for the vendor rather
than the vendor's details.
60 Double Click Material DXTR1997to view more details
about this order’s materials.
The order’s details appears on screen.
The weight (68,080g) of the combined materials is displayed
(you may need to use the scroll bar to make this field visible).
Drilling down is a very powerful feature which you should
familiarise yourself with.
61 Click to return back to the report.
Task 6: Logging Off
It is important that when you have finished working with SAP
S/4HANA that you log off correctly. This will protect data but
more importantly it will prevent others from unlawfully using
the system under your name.
62 Click profile icon on the Titlebar to exit SAP ERP.
63 Click
A dialog box appears asking to confirm your actions:

64 Click to exit the system.
You have now completed the introductory tutorial for SAP ERP:
S/4HANA. As you become more familiar with the system you
will find alternative ways of doing things. We have only
covered the basics and there is a lot more to learn.
Summary
There were a number or new ERP terms you were introduced to
throughout this exercise. These are important to understand.
As a summary explain the following terms:
Master data
Material Master
Transaction
Drill down

Match code
Vendor
Wildcard
Client
Organisational Unit
Intro to SAP (V1001) Page 1
Introduction to SAP S/4HANA Page 2
CASE STUDY
CASE STUDY

Sales and Distribution
A case study guiding through the order-to-cash process of a
Product Service System Provider based on a practical use case
Product
SAP S/4HANA 1610, on-
premise edition, SAP Fiori 2.0
Level
Undergraduate
Graduate
Focus
Information Systems,
Economics,
Computer Science
Authors
Alexander Löffler,
Vassilena Banova,
Maximilian Barnert
Version
1.0
Last Update
August 2017MOTIVATION
This case study describes the newly established Order-to-Cash
business process of the GBI subsidiary - Global Bike Sharing
(GBS). It depicts every step of the digitized Order-to-Cash
process from the perspective of a Product-Service-System
provider, by showing the main differences in the value creation
of a service provider, compared to a traditional manufacturing
company. The case study is based on SAP S/4HANA, on-
premise edition. The exercises are based on a predefined role of

a sales employee.
The main learning objective is to understand how the digital
transformation changes the sales process of GBI from selling
bikes to providing a bike rental service. Thereby, main
functionalities of SAP S/4HANA and its underlying capabilities
to support the digital transformation of enterprises are used
within a concrete use case.
PREREQUISITES
Before you use this case study, you need to have a SAP
S/4HANA, on-premise edition user. This will be provided by
your instructor. Furthermore, it is recommended that you have
completed LU 3.2, which introduces the main concepts of SAP
S/4HANA.
Table of Contents
Teaching Case - Sales & Distribution3
Process Overview: Order-to-Cash5
Task 1: Create Material and Customer Master Data7
Task 2: Start Bike Rental Process19
Task 3: Manage Bike Return Process23
Task 4: Create Invoice for Bike Rental28
Task 5: Review Sales and Distribution Process29

Teaching Case - Sales & Distribution
Learning Objectives
This case study aims at describing the basic steps of the order-
to-cash business process of Global Bike Sharing. This process
differs from traditional sales activities in several aspects, since
it is based on a “bike rental”, instead of a “bike sale” process.
However, whereas some parts of the sales process are new,
others are similar to the sales processes of traditional bike
manufacturers. To learn the tasks of managing a bike sharing
system in SAP, the exercises contain the main tasks in SAP
S/4HANA. Moreover, the basic business terms are depicted as
part of teaching case, aiming at providing a more
comprehensible and integrated view on ERP terminology and
business process information.
Motivation
Today is the day. After five years of college and endless nights
of studying, Michael Ross is finally ready for his first day as a
lawyer. Against all odds, he was hired as an associate at

Munich’s top law firm. He knows how big of an opportunity this
is – after all, it had always been his dream to work there.
Michael made sure he had everything he needed. His suit was
cleaned and wrinkle-free, his shoes were shined and his bag was
packed. “Okay, I leave my apartment in 5 minutes. 10 minutes
to get to the subway. 7-minute ride. 5-minute walk. That means
I arrive at 7 AM – leaving me half an hour of spare time in case
something happens.” He left his apartment with a big smile and
started walking towards his subway station. Thinking about
what kind of lawyer he wanted to be, the time flew by and he
was at the subway. He entered the station and walked up to the
train platform.
“Dear MVV customers, the subways will have significant delays
due to technical difficulties. We apologize for any
inconvenience.” Upon hearing the message through the speakers
at the station, Michael was shocked. His face was
expressionless and panic started to settle in. “Oh, god what am I
going to do now? Come on, think, think…” A cab was not an
option, there were no busses close by and it was too late for him
to run back to his apartment to get his bike. “I am screwed!” he
thought to himself. The big law firms are very strict and
demanding of their first-year associates. Being late was almost
always unrecoverable, let alone being late on your very first
day. Michael knew if he did not make it to the firm in time, he
could say goodbye to his dream job. But then, he had an idea.
He pulled out his phone and called his roommate. “Hey it’s me,
Mike. Listen, I need your help. Do you remember the ad we saw
the other night? The bike rent service? Do you know what it is
called? Global Bike Sharing? Thank you so much, I am freaking
out right now and I think you might have just saved my life. I’ll
talk to you later, I have to run!” He downloads the GBS app,
registers, and starts looking for bike renting stations nearby.
“There is one 200m away. YES!!!” The app lets you make a
reservation for a bike, so he did not have to worry about not
getting one. But he was still short on time, so Michael started to
run towards the bike sharing station. Once there, he uses his

phone to scan the bike’s QR code and it unlocks. He gets on the
bike and starts riding towards the firm.
The bike ride took about 10 minutes; it is now 7.15 AM and
Michael arrives at the firm 15 minutes early. Paying for the bike
ride is easy, all of it is done inside the application he
downloaded – two clicks and the ride is payed. As he walked
into the firm, he thought to himself ‘Thank god technology
exists! I do not want to know what would have happened if
there wasn’t any bike sharing system like Global Bike Sharing
in Munich – I am definitively going to subscribe to their
services, so I can use the bikes in the future!’. Mike arrived at
his desk, where a big stack of paperwork was already waiting
for him. He had to prepare a contract for his boss who was
bringing in a new client this morning – Global Bike Sharing.
Teaching Case
‘Maybe I should have learned some more about ERP software
prior to applying for this position…‘, Mr. John Schmidt thought
as he looked at the overwhelmingly sophisticated screen in front
of him. This referred to the job interview he had with his now-
employer, Global Bike Sharing Inc. This was his first week in
the role of a sales representative for the newly founded
company GBS, offering bike sharing services to its customers.
Due to Mr. Schmidt’s great reputation at his last job, the
interview with the HR representative went smoothly – he was
asked the usual questions: background, experience, interests and
finally, skills. He told the interviewer all about working with
the company’s software that was used for managing the
company’s business processes. Having experience with business
process management software was one of the essential
requirements for would-be applicants; therefore, Mr. Schmidt
elaborated on his work and his experiences with the software
his old company was using. What Mr. Schmidt did not know at
that time was, that in the interviewer’s mind, Mr. Schmidt had
been working with ERP software the whole time and not with an
open-source college-classroom created software they used at his

old job.
So here he was, sitting in front of the SAP Easy Access Menu,
which appeared after he has logged on to the system using the
SAP GUI - not having a clue what to do. He did not even know
what some of the business terms appearing on his screen are
referring to; let alone know how to use the functions behind
those intimidating words.
In order to prevent complete chaos, John reached out to his co-
worker, Louis. Louis was a middle-aged man who was really
good at his job – he was one of the seniors who have worked for
the mother company of GBS – the Global Bike Inc. Louis was
now one of the main knowledge carriers, responsible for the
implementation and establishment of the new GBS business
processes. The other colleagues considered him rather odd, as
he often talked passionately about all the innovations that are
now enabled by new digital technologies and all the chances and
possibilities they are offering to make people’s lifes simpler
and more enjoyable. Nevertheless, Louis knew what he was
doing at GBS – and John knew that. He went to his office to ask
for help.
‘Alright John, let’s see what your problem is!’ Louis said and
welcomed John into his office. Upon arrival, John told Louis
about his lack of experience with SAP Software and the
uncertainty raising with all the unknown terminology and
business process specific aspects.
‘You know Louis, I was the best salesman in the field, though!
It’s just that I’m not really sure about all the steps that need to
be executed in the backend system, in order to process a sales
order. And when I start the SAP GUI…‘.
‘Wait, wait a second!‘, Louis interrupted him, ‘I know that the
SAP Easy Access Menu can be overwhelmingly complex for the

beginning. But this is your lucky day – you don’t need to use
the old, complex user interface anymore. GBS is running on
S/4HANA and its new and modern user experience – Fiori! So
get prepared for a surprise – I will now give you a brief
overview on the whole order-to-cash process. Do you want to go
and grab some coffee? We don’t need to sit in front of the PC
screen to run the process. Let me just grab my iPad…‘
Process Overview: Order-to-Cash
John and Louis were sitting in the cafeteria of GBS, looking at
the Frauenkirche, which was illuminated by the rising sun.
`What a great morning!’, Louis said dreamily ‘and we can enjoy
it, while doing some work! So, let us go through the main steps
of the sales business process’, said Louis and started his iPad. A
pleasantly colored screen appeared, asking for logon
credentials. ‘There are some differences compared to the old
sales process of the GBI Company that you need to consider –
after all, we don’t sell our bikes anymore, but offer a rental
service. This has some implications on how the business process
is running in the backend system’.
Looking at the modern appearance of the program Louis was
running on his iPad, John was very excited to hear everything
about the new order-to-cash process.
‘In order to run any kind of process, you first need to have the
necessary master data, stored in the system’ explained Louis. ‘It
will help you to write down the process steps as a flow – then
you can go into deeper detail and run through each and every
step’.
The master data, which is necessary in order to sell or rent
products and offer services to customers, is related to the
product that will be offered as a service or sold to the customer,
whom the service or product is offered to.
The order-to-cash process starts with the creation of a sales
order in the backend system. This is a document containing

relevant product and customer master data as well as
information about quantities, prices, conditions and delivery
details.
When a customer rents a bike and unlocks it in order to use it,
an outbound delivery in the backend system is created. It
contains information about the rented bike and its storage
location. Based on this outbound delivery, a goods issue is
posted and the product quantities are updated accordingly.
When a customer returns a bike to a bike station after using it, a
post goods receipt is created, increasing the number of available
bikes for rent on stock.
‘At last, when the customer returns the bike to the bike station,
the billing documents are created and he can either pay for the
rental per direct debit or his balance will be updated
accordingly. That’s all!’ Louis smiled and pressed on a button
that showed a nice graphic, indicating sales increase.
‘Well that’s really not complicated’ John thought with a smile
on his face, finishing the process flow he was drawing while
Louis has been showing the process steps. ‘Thank you so much,
Louis! Now that I know the basic process steps, I can take a
closer look at them and get familiar with the process specific
terms’.

Task 1: Create Material and Customer Master Data
‘OK, where should I start’ John thought to himself. ‘Oh, yes,
with the master data – Louis said that this data is essential in
order to start the sales process.’ John looked for the definition
of master data on the SAP Help Portal, which was recommended
by several of his new colleagues as a great source of any kind of
SAP related information. After going through the definitions of
the master data terminology, John decides that it would make
most sense to start with the creation of a material master first,
since this data must be available bevor starting the sales
process. Furthermore, customer master and condition master
have to be defined in order to create a sales order later on.
1. To create a material master record for the bikes, that Global
Bike Sharing rents to its customers, John first logs on to Fiori
using the user credentials and the client number provided by the
technical administrator. Afterwards, he opens the app “Create
Material”, since he wants to create a material master for the
bikes that are stored on the GBS bike stations and available for
renting.
2. He enters material name DXTRG1###, Industry sector Retail,
and material type Trading Goods. Furthermore, since there is
already a rental bike in the system, he enters material
DXTL1000 in the Copy from… section.The documentation that
his colleagues provided to him states, that copying from data
entries that already exist in the system would save time and be
less error prone than creating each entry manually from the

beginning. To confirm the entries he has just made, John
presses enter.
3. ‘Select Views…’, John reads out loud, while scrolling to the
screen that has just appeared. He remembers Louis, talking
about all the different views on data available in the system and
looks at the SAP Help Portal for more information on that
regard.
“The material master record contains all information needed for
managing a material. This data is arranged in views. In addition
to sales and distribution, other departments of the company such
as accounting or materials management access the master
data.”[footnoteRef:1] [1:
https://help.sap.com/viewer/a428aae377ba4a1199c3ecc8b7f5f33
d/6.18.06/en-US/4b46be532789b44ce10000000a174cb4.html]
‘Alright, so I will then create all the data that is necessary in
order to create a sales order for a bike that a customer rents
from a bike station’, John thinks and selects the corresponding
material master views:
· Basic Data 1
· Basic Data 2
· Sales Org. Data 1
· Sales: General/Plant Data
· General Plant Data / Storage 1
· Accounting 1
4. Next, John has to define the organizational levels for the
material master. He enters plant MUC0, Sales Org. DB01 and
Distr. Channel BS. He enters these values for both the
organizational levels and copy from values. Afterwards, he
presses Enter.
5. Since all necessary values have been already copied from
material DXTL1000, John just confirms all views by pressing

enter six times. He notices the information that the currency is
converted to other currencies after confirming the view
“Accounting 1”, and finally presses Save on the bottom right.
Thereby, the material is created.
6. Since John just created a new material, the stock for it is
initially empty. However, a new supplier of GBS provided an
initial test bike for the rental services. Since the material
DXTRG1### was only created today, this test bike has not been
captured in the system so far. Therefore, John opens the app
“Post Goods Movement” to create an initial inventory for the
bike.
7. He selects Goods Receipt with the additional selection Other.
In the items section of detail data, he enters material
DXTRG1### in the folder Material, a quantity of 1 in the folder
Quantity, and in the folder Where the following: Movement type
561, plant MUC0, and storage location BS01. In the application
toolbar, he clicks on post. Thereby, an initial inventory is
created.
8. ‘Within our new business model, we do not only sell a
product, but also offer a service with the product’, Louis said to
John earlier that day. ‘I have to create a separate service
material for this in the system’, John remembers. Therefore, he
opens the app “Create Material” again. A service material is
different from the material master for the bike itself, because it
does not belong to any physical good. Hence, different values
have to be entered when in the starting screen of the “Create
Material” app. John enters the following values:
· Material: DXTBS1###
· Industry Sector: Retail
· Material type: Service Materials
· Copy from Material: DXTS1000
9. Since a service material does not belong to a physical good,

the number of views that can be selected for the creation of
materials is reduced. John selects the following views:
· Basic Data 1
· Sales: General/Plant Data
· Accounting 1
10. Next, John has to enter the organizational levels. Equivalent
to the creation of material DXTRG1###, he enters plant MUC0,
Sales Org. DB01 and Distr. Channel BS for Organizational
levels and Copy from values. Afterwards, he presses enter.
11. Since all necessary values were already copied from
material DXTS1000, John again confirms all views by pressing
enter for each view. Finally, he saves the service.
12. John finished the creation of the materials that are necessary
to offer a bike sharing service. Next, Louis told him that the
creation of customer master data is necessary. Previously,
Global Bike mainly sold bikes to other organizations, e.g.
retailers. Now, by offering a bike rental service, the main
customer group of GBS are private persons. Therefore, John
wants to create an exemplary customer master for a private
person. He opens the app “Maintain Business Partner”.
13. On the top of the screen, John first clicks on Locator
On/Off, in order to remove the locator on the left. Afterwards,
he clicks on Person, as he wants to create a new private person
as customer of GBS.
14. In the field Create in BP role, John chooses “FI Customer”.
When he is asked if he wants to save the current values when
changing the role, he clicks on Create, since he wants to create
a completely new customer master record.
15. Finally, John can start entering customer data. In the

address tab, he enters the following values:
· Title: His title
· First name: His first name
· Last name: His last name
· Correspondence lang.: EN
· Search Term 1/2: ###
· Street/House number: His street and house number
· Postal Code/City: His postal code and city
· Country: DE
16. Next, John wants to maintain the company code specific
data. Therefore, on the top of the screen, he clicks on Company
Code (depending on the screen size, the Company Code button
can be found either directly in the menu bar or in the submenu
More->Company Code). He enters company code DE01,
confirms the entry, and enters Reconciliation acct. 110000.
Thereby, he specifies that customer invoices are posted to the
Trade Accounts receivables.
17. Afterwards, John saves the first part of the customer data.
He writes down both the customer number in the customer field,
and the business partner number on the bottom of the screen:
· Customer Number: ____________________
· Business Partner: _____________________
18. In the application toolbar, John clicks on General Data, to
go back to the general customer data. He clicks on Switch
Between Display and Change. Afterwards, he changes to the
role Customer. In the application toolbar, he clicks on Sales and
Distribution (depending on the screen size, the Sales and
Distribution button can be found either directly in the menu bar
or in the submenu More->Sales and Distribution).
19. John now wants to maintain the sales organization specific
data. Therefore, he enters Sales Org. DB01, Distr. Channel BS,
and Division BI. He confirms the entries, and enters Sales
District DE0002 and Price Group 02 in the Orders tab.

20. Next, John goes to the Shipping tab and enters the following
values:
· Delivery Priority: 2 (Occasional buyer)
· Delivering Plant: MUC0
· Shipping Conditions: 01
21. Furthermore, he enters the following values in the Billing
tab:
· Incoterms: FOB
· Inco. Location1: Munich
· Payment terms: 0001
· Output Tax: Output Tax classific.: 0
22. Finally, John presses the Save button, and thereby finishes
maintaining the customer master data.
23. As last step, John remembers how Louis explained him a
third type of master data in Sales and Distribution, the
condition master data. Condition master records allow defining
individual pricing for either a certain customer, a certain
product, or a combination of customer and product. In this case,
John wants to maintain individual conditions for his newly
created customer when he or she uses the bike rental service.
24. John opens the app “Create Condition”. He enters Condition
type PR00, and chooses Customer/material with release status
as combination in the following popup.
25. In the following screen, John enters Sales Organization
DB01, Distribution channel BS, and his customer number from
task 18. Furthermore, he determines both the prices of his rental
good and the bike rental service by entering the respective
material numbers DXTRG1### and DXTBS1###, an amount of
4.000€ for the bike and 0,10€ per minute for the rental service.
26. Finally, John saves the conditions. He now finished
creating the necessary master data to process a bike rental

service in SAP S/4HANA.
Task 2: Start Bike Rental Process
Creating master data is an important prerequisite to go through
the sales process in SAP S/4HANA. As Louis told John already,
the new business model to provide a bike rental service instead
of selling bikes is accompanied by a severe change of master
data. John completed these important steps and is now ready to
go through the sales process within the new business model.
Compared to the previous sales process of Global Bike, the new
process contains additional steps, since the core in sales at GBS
is not to deliver a physical bike, but to offer a rental service.
This includes the provision and also the return of a bike, with
the additional task to charge the service to the customer. John
directly starts with the creation of the sales order for the bike
rental process.
1. John wants to retrace what happens when a customer rents a
bike. Therefore, he imagines himself as customer renting a bike.
He initially determines to rent a bike for 50 minutes. Therefore,
he opens the app Create Sales Order to create a new sales
document.
2. He enters order type TA, sales organization DB01,
distribution channel BS, and division BI. Afterwards he clicks
on Continue.
3. John gets to the view of creating a sales order. He enters his
customer number of step 17 within task 1 as Sold-to Party and
Ship-to Party. Furthermore, he enters ### as Cust. Reference,
the current date as Cust. Ref. Date, and MUC0 as Deliver.
Plant. Then, he presses enter.
4. In the items section, John enters both the rental good and the
rental service as line items. He enters the respective material
numbers, as well as an order quantity of 1 for the bike, and 50

minutes for the rental service. Afterwards, he saves the sales
order, and writes down his order number: __________________
5. With the creation of the sales order, John recorded the
purpose of the customer to rent a bike. To check if there is
really a bike available for rent, John opens the app “Transfer
Stock”. He enters plant MUC0, and material DXTRG1999 (in
this order). There, he sees one available bike for unrestricted
use. This is exactly the one for which John posted the goods
receipt in task 1.
6. John wants to finally start the usage of the bike. For this, an
outbound delivery has to be created and executed. John opens
the app Create Outbound Deliveries. He uses the search function
to find his delivery. After he found it, he selects the respective
document in the list, and clicks on Create Deliveries.
Afterwards he goes back to the Fiori Launchpad by pressing the
home icon.
7. To complete the outbound delivery process, John opens the
Outbound Deliveries app. He searches for his delivery document
by entering his customer number as Ship-To Party and changing
the Overall Status to All. He opens the document. He completes
the picking by adding a picking quantity of 1 and pressing on
the arrow next to the item. He enters BS01 as storage location,
and clicks on OK within the bottom toolbar.
8. Next, John selects his entry, and clicks on Copy Picking
Quantity within the toolbar. Finally, he clicks on Post GI to
post the goods issue.
9. John finished the tasks to start the rental process. From the
perspective of the bike rental process, we now reached the part
where the customer uses the bike. To check the current stock

situation, John again opens the “Transfer Stock” app. He notices
that the stock is now empty, because the bike is in use.
Task 3: Manage Bike Return Process
John now went through the process of starting the bike rental.
Finally, after the customer finished his bike tour, he or she will
bring the bike back. Therefore, in this part, he will go through
the process of returning the bike.
1. In order to record the bike return, John has to create a new
sales order. This order is assigned to a special order type, which
only contains the return of the physical good, without any
financial impact. Therefore, John again opens the Create Sales
Order app.
2. John enters order type GR, sales organization DB01,
Distribution channel BS, and Division BI. Afterwards, he
presses enter.
3. Again, he enters his customer number of step 17 within task 1
as Sold-to Party and Ship-to Party. Furthermore, he enters ###
as Cust. Reference, the current date as Cust. Ref. Date, and
MUC0 as Deliver. Plant. Then, he presses enter.
4. As line item, John enters material DXTRG1###, with a
quantity of 1. This is exactly the bike that was used for the
rental service. Finally, he presses Save, and writes down the
goods return number: ___________________
5. Similar to the Outbound Delivery for the start of the bike

rental process, John uses the App Create Outbound Delivery in
order to start the return process. He selects his sales order in the
list, and clicks on Create Deliveries.
6. Next, the physical goods receipt has to be posted in order to
finish the return process. For this, John opens the app Change
Outbound Delivery. He searches for his outbound delivery, and
presses enter.
7. John now has to change the delivery for the bike return. For
this, he clicks on the Picking tab. There, he enters Storage
Location BS02 manually (although it is not part of the entry
help). Thereby, John wants to simulate the process of returning
the bike to another location from where the rental process was
initially started. Finally, after entering the storage location,
John clicks on Post Goods Receipt. Thereby, the bike is finally
back in the local storage of GBS.
8. To verify that the bike really is back on stock, John again
opens the “Transfer Stock” app. After entering plant MUC0 and
material DXTRG1###, he notices that the number of bikes in
storage location BS01 is still zero. However, in storage location
BS02, there is now one bike on stock.
9. Since John noticed that the bike was used for 60 minutes
instead of 50 minutes, the sales order has to be adapted in order
to ensure the correct financial billing. For this, he opens the
Change Sales Order app. He enters his sales order number from
step 10 of task 2.
10. Again, the sales order view is opened. There, John changes
the line item for the bike sharing service from 50 minutes to 60
minutes, noticing that the net value of the order changes from
5€ to 6€. H saves the changed sales order. Thereby, the bike
return process is finished.

Task 4: Create Invoice for Bike Rental
Finally, to end the bike rental process, an invoice for the
service used by the customer has to be created. Since the
payment models in the bike sharing market may differ, the
financial department is responsible for the payment processes.
However, every bike rental service has to be financially
recorded with the creation of an invoice. Therefore, John wants
to create an invoice for the bike rental process he just went
through.
1. To create an invoice, John opens the app Create Billing
Documents. He searches for his sales document, which should
appear in the list.
2. First, John clicks on the billing settings in the bottom
toolbar. He activates the automatic posting of billing
documents, and switches off all the other options.
3. Then, he selects the document, and clicks on Create within

the toolbar. A popup window appears, containing two warning
messages. The first one reports that one line item cannot be
invoiced. This is completely fine, since the rental bike shall not
be invoiced, only the bike rental service. The second one can be
simply ignored, since there is no output determination such as
an automatic invoice printing configured in the S/4HANA
system of GBS.
4. With this simple step, John completed the creation of an
invoice for the bike rental service, and goes back to the home
page.
Task 5: Review Sales and Distribution Process
John finally wants to review the sales and distribution process.
For this, he first displays the central sales order documents.
Afterwards, he takes a deeper look at the material documents.
Finally, he displays the financial statement to review the
financial impact of the executed transactions.
1. To review the sales documents, John opens the app “Manage
Sales Orders”. He enters his customer number from task 1 as
Sold-to-Party, and presses Go.
2. Two sales orders should appear in the system. One is for the
bike rental service, which was created in task 2 of the case
study and should have a net value of 6€. The other one is for the
bike return and should have a net value of 0€.
3. To get a look at the process, John clicks on the status
Completed of the order with a net value of 6€. He gets to the
document flow.
4. The document flow shows the single documents created as
part of the sales order. It started with the sales document itself,
which has the status Completed. Afterwards, a delivery
document was created, followed by the invoice creation.
Finally, an accounting document which clears the invoice will
follow. However, since this is in the responsibility of the
financial department, this step was not done yet.

5. The sales document with a net value of 0€ does not have a
separate document flow. This order only consisted of the bike
return process, without having a financial impact. Therefore, it
only appears as a single material document.
6. In order to take a deeper look at the material documents, John
opens the app “Material Documents Overview”. He enters
material DXTRG1###, and presses Go.
7. The results show three different material documents. The first
one is for the goods receipt of a single bike, which was
executed in task 1. The second one is for the start of the bike
rental process. The third one is for the bike return. By clicking
on the single documents, John gets more details about the
documents.
8. To finally see the financial impact of the transactions, John
opens the app “Display Financial Statement”. He enters
company code DE01, Financial Statement Version GL00, and
presses Go.
9. With the unexpected goods receipt at the beginning, the
inventory for trading goods increased. John goes to Assets-
>Short-Term Assets->Inventory-Trading Goods, and clicks on
the Period Balance.
10. He selects “Display G/L Line Items”, and filters for the
current date. Thereby, a financial document is shown, which
increased the inventory of trading goods by 4.000€.
11. Next, John wants to see the financial impact of the bike
rental service. For this, he goes back to the financial statement,
and goes to Assets->Cash & Cash Equivalents -> Trade
Accounts receivables, and clicks on the Period Balance.
12. John selects “Display G/L Line Items”, and filters for the
current date. He notices a journal entry that increases the Trade
Accounts receivables by 6€. This is exactly the amount of the

bike rental service John previously went through in the system.
13. Finally, John finished reviewing the transactions he
completed in the system. Therefore, he goes back to the home
page, and logs off from the system. Satisfied from the
completion of the whole sales and distribution process, he gets
up to make a short break.
Manage Master Data
Create Sales Order
Create Outbound Delivery
Post Goods Issue
Create Goods Return
Post Goods Receipt
Create Invoice

© SAP SE
© SAP SEPage 2
SAP ERP: S/4HANA
Finance
MOTIVATION
This material is an introduction to SAP S/4HANA financial
functionality. It is aimed at students at universities and other
educational institutions with limited experience with accounting
the basic concepts general ledger accounting.
SAP systems.
LEARNING METHOD
acquire practical skills and competencies. As with an exercise,
this method explains a process or procedure in detail using the

GBI case study
practice.Product
SAP S/4HANA
Level
Introductory
Focus
ERP Systems- Finance
Author
Dr. Paul Hawking
Dr. Susan Foster
Reviewed by
Urooj R. Khan
Version 1.2019
Table of Contents
Introduction3
Accounting3
Financial Accounting3
Process Overview4
General Ledger Master Records5
Task 1: Display the Chart of Accounts6
Task 2: The Chart of Accounts Applied to the General Ledger9
Task 3: Display General Ledger Account11
Task 4: Post Transfer of Funds to Alternate Bank Account13
Task 5: Display G/L Account Balance17
(a) Adding a Fiori Tile:17
(b) Displaying Account Balances:18
(c) Displaying Accounting Documents21
Task 6: Displaying Journal Entries22
Task 7: Post Purchase of Office Supplies24

Task 8: Display General Ledger Account Balances27
IntroductionScenario
Global Bikes Inc (GBI) was founded in 2001 following the
merger of two bicycle manufacturers, one based in the US and
the other in Germany. GBI has three lines of business: deluxe
and professional touring bikes, men’s and women’s off-road
bikes, and bike accessories. GBI sells its bikes to a network of
specialized dealers throughout the world, and it procures its raw
materials from a variety of suppliers globally.
GBI has two manufacturing facilities, one in the US and one in
Germany. It also has three additional warehouses, two in the US
and one in Germany. GBI has more than 100 employees
globally. The organization uses SAP ERP to support its
processes. The company has a new bicycle for sale- Mongoose
Mountain Bike.
Accounting
The function of accounting is to provide financial
documentation and information for an enterprise and other
interested parties that are associated with it. There are basically
two types of accounting:
· External accounting is oriented more towards satisfying the
information requirements of external parties. This is referred to
as Financial Accounting (FI).
· Internal accounting meets the reporting demands of internal
enterprise groups. This is referred to as Cost Accounting (CO).
External Reporting
External Accounting
Internal Accounting
Product Cost s
Internal Reporting

Cost Centres
Profit Centres
Profit Margins
Retained Earnings
Liquidity Calc’n
Profit & Loss
Balance Sheet
Financial Accounting
The payment of vendor invoices and the receipt of customer
payments is handled by the Financial Accounting (FI) module.
The major components of this module are the general
ledger(G/L) and sub ledger accounting (accounts payable,
accounts receivable, and asset accounting), and consolidation.
· Accounts Payable records all accounting transactions for
dealings with suppliers. Much of its data is obtained from
procurement (Materials Management).
· Accounts Receivable records all accounting transactions for
dealings with customers. Much of its data is obtained from
Sales and Distribution.
· Asset Accounting records all accounting transactions relating
to the management of assets.
· Travel Management manages and calculates travel costs and
supports travel planning and travel expenses
· Bank ledger supports the posting of cash flows.
The General Ledger (G/L) is the foundation of the accounting
function. It serves as a complete record of all business
transactions. It is the centralized, up-to-date reference for the
rendering of accounts. Actual individual transactions can be
checked at any time in real-time processing by displaying the
original documents, line items, and transaction figures at
various levels such as:
· Account information
· Journals
· Totals/transaction figures

· Balance sheet/profit and loss evaluations
Process Overview
General Ledger Master Records
G/L account master records contain the data that is always
needed by the general ledger to determine the account's
function. The G/L account master records control the posting of
accounting transactions to G/L accounts and the processing of
the posting data. Before you can make postings to a G/L
account, you have to create a master record in the system for
that account.
G/L account master records are divided into two areas so that
company codes with the same chart of accounts can use the
same G/L accounts.
· Chart of accounts area
The chart of accounts area contains the data that is valid for all
company codes, such as the account number. It is a list of all
G/L account master records which are used in one or several
company codes. For every G/L account master record, the chart
of accounts contains the account number, the account name and
controlling information.
· Company code specific area
The company code specific area contains data that may vary
from one company code to another, such as the currency in
which the account may be posted.
The G/L account master record in the company code contains
company code-specific information which controls the entry of
data to this account and the management of the account.
Task 1: Display the Chart of Accounts
A chart of accounts may be shared by many company codes.
Each company code must be assigned a chart of accounts. Once
a chart of accounts is assigned to a company code, it becomes

the operative chart of accounts for that company code and it is
used to capture information for both Financial Accounting (FI)
and Cost Accounting (CO). For each G/L account, the chart of
accounts contains the account number, the account name, and
additional technical information
You want to view the Chart of Accounts to get a better
understanding of the structure of the General Ledger.
1. Logon to SAP S/4HANA if not already logged on.
2.
Click on the Group Selection Bar to display this Group.
However, you will notice that a Fiori tile to display the Chart of
Accounts has not been included. You will need to search for
this function using .
3.
Click to display the Search text field.
4. Type Chart of Accounts in the text box.
After a short while a screen appears with suggested results.
5.
Click to select this function.

A large list of Chart of Accounts appears:
6.
Click on the toolbar to display the Chart of Accounts.
7. Click GL00 Global GBI to select this Chart of Accounts.
You will notice the Chart of Accounts includes a structure for
Account codes, Descriptions and Account types.
8. Scroll to review the various accounts contained in the Chart
of Accounts for GBI.
Record information on your chart of accounts in the table
below:
G/L Account Number
G/L Account Name
100000
200100
300000
310000
600000
700000
9.

Click to return to the launchpad.
Task 2: The Chart of Accounts Applied to the General Ledger
You are going toreview a listing of the General Ledger (G/L)
accounts that are part of your chart of accounts and that have
been made operative for your company code. Each G/L account
being used by a company code has both chart of account and
company code specific information. In this way, a chart of
accounts may be used by several company codes with each
having their own unique information and settings but at the
same time facilitating the integration accounting information.
10.
Click on the Group Selection Bar to display this Group.
11.
Click to display the General Ledger selection screen.
You will notice that there are three fields (Company Code,
Chart of Accounts, View) that require information before you
can display any data. From the previous exercise we looked at
the Global Bike Chart of Account (GL00).
12. Type GL00 in the Chart of Accounts field.
You now need to change the View to display the General
Ledger.
13.

Click of the View field to display the available options.
14.
Click .
15. Type US00 in Company Code field.
16.
Click to display the General Ledger Accounts.
How does this information differ from the information in the
figure after step 7?
What are the company codes this chart of accounts is assigned
to? Hint: Use the Company Code search field options
You will notice that the General Ledger has a similar structure
to the previous Chart of Accounts in terms of Account Codes
and Descriptions. But now at the Company Code level the
default currency has been added. When the GL00 Chart of
Accounts was used in the German GBI Company General

Ledger the currency was set to Euro.
17.
Task 3: Display General Ledger Account
Businesses commonly maintain several bank accounts (e.g.
payroll, general checking and money market) that are listed on
their balance sheet. Often you need to display a General Ledger
account in your chart of accounts. The account you need to
display is the alternative bank account (101000) in the GBI US
company (US00).
You can display account details through the Manage G/L
Account Master Data Fiori tile.
18.
Click to display the General Ledger selection screen.
19. Type GL00 in the Chart of Accounts field.
You now need to change the View to display the General
Ledger.
20.
Click of the View field to display the available options.
21.

Click .
22. Type US00 in Company Code field.
23.
Click to display the General Ledger Accounts.
All the accounts for GBI US are listed. The account you want
to review is the Alternate Bank Account (10100). You now
need to specify the account you want to display.
24. Click 101000 to drill down to further details for this
account.
What Account Group is this G/L account assigned to?
Is this account a Profit and Loss Statement account or a Balance
Sheet account?
What is the account currency?
25. Repeat the same procedure for the same G/L account,
but for the German GBI Company Code (DE00).
What differences did you find?
You may look at other G/L account details if you would like.

26.
Task 4: Post Transfer of Funds to Alternate Bank Account
The General Ledger contains a number of accounts. In some
scenarios funds may need to be transferred between accounts.
In this exercise you are going to generate a journal entry for the
US GBI company to transfer funds ($US5,000) from the current
bank account to the alternate bank account.
To create a journal entry you use the Park Journal Entry (G/L)
Fiori tile.
27.
Click to display the Park G/L Account screen.
A dialog screen appears request details about which Company
the document refers to.
28. Type US00 in the Company Code field.
29.
Press to proceed to the document entry screen.

You now need to entre some details regarding the transfer of
funds. Some data has been inserted by default. For example as
you selected GBI US the system knows the default currency is
USD, The first data to be entered is the Document Date.
30.
Click in the Document Date field to display a calendar.
You will notice that today’s date is highlighted.
31.
Click to transfer today’s date to the Document Date field.
32. Type ### (your id) in the Reference field.
33. Type Transfer of Funds in the Doc. Header Text field.
You now need to provide the sending account details, the type
of transfer, and the amount.
34. Type 101000 (Alternate Bank Account) in the G/L acct
field on the first line.
35. Choose Debit in the D/C field.
36. Type 5000 in the Amount in doc.curr field.
You now need to indicate the receiving account details, the type
of transfer, and the amount.
37. Type 100000 (Bank Account) in the G/L acct field on the
first line.
38. Choose Credit in the D/C field.
39. Type 5000 in the Amount in doc.curr field.account

40. Press <ENTER>.
Your screen should look similar to below:
You can test if the postings are correct by simulating the
posting.
41.
Click to test the postings.
The following screen appears:
Do Debits equal Credits?
What kind of accounts make up this transaction?
As the simulation appears to be correct you can now post (save)
the journal entry.
42.
Click on the toolbar.
A dialog box appears to indicate that the posting has been
successful and the accounting document number is provided.
Record your Accounting Document Number:

43.
Task 5: Display G/L Account Balance
It is important to be able to quickly view the balance of
different accounts. This exercise you will add a new Fiori tile
to your launchpad which will enable you to quickly review
account balances.
The accounting function underpins all businesses process in a
company. The general Ledger and its accounts is the area where
accounting activity is recorded. Throughout the exercises you
will be continually reviewing the general ledger accounts to get
an understanding how the various business processes and their
associated transactions impact on the accounting function. At
the moment the Fiori tile to perform this function has not been
included on your launchpad. As this will be a regular activity
you need to add the relevant Fiori tile to make this function
easier to perform.
(a) Adding a Fiori Tile:
The first step in adding a tile is to find the relevant application
and its associated tile. These applications can be accessed
through the App Finder in the Me area .
44.
Click to access the Me area.
45.
Click to display the various applications.

You will notice that the Apps are grouped in functional areas.
46.
Click to display the Apps associated with this functional
area.
On the left of the screen a number of Fiori tiles are displayed.
There is a pin icon on each tile which allows you to include or
exclude a particular tile in the Launchpad. You will notice that
one of the tiles pin icon is highlighted.
This indicates that the Fiori tile has been included on the
Launchpad.
47.
Click on the Display G/L Account Balances tile.
A dialog screen appears allowing you to specify which group
you want to include the tile.
48. Click Financial Accounting to select this group.
49.

Click to add the selected tile to your Launchpad.
A message appears to confirm the addition and pin icon on tile
becomes highlighted.
50.
Click to return to the launchpad and confirm the tile has
been added.
Adding and deleting tiles allows a user to customize their
Launchpad to suit their needs. Changes made to one launchpad
does not affect other users.
(b) Displaying Account Balances:
51.
Click tile to start this application.
You will notice that there are a number of fields in the
Selection area which require data.
As you type the relevant data for US GBI Bike is displayed.
53. Click US00 to select it and transfer the details to the
Company Code field.
54. Type 101000 in the Account field.
Again, notice that as you type the available accounts are being
searched automatically and those which match are being
displayed

55. Click 10100 Alternate Bank Account to select it.
56. Ensure that the LedgerFiscal Year matches the current
year.
57.
Click to display the details.
A screen similar to below appears:
If your numbers are different, can you explain why?
(c) Displaying Accounting Documents
The screen displays the balance for the Alternate Bank Account
(101000). Sometimes a balance is not enough information and
you want to review the accounting documents associated with
this balance. This can be easily achieved by using the system’s
drill down feature.
58. Click the balance for the current period to drill down to the
associated documents.
A screen appears similar to below but may have many more
documents.
Previously you recorded the Accounting Document Number
when the journal entry occurred.
59. Click your <Account Document Number> to drill down to
further details.

The screen identifies who performed the Journal Entry and what
time. This can help auditors trace financial transactions
60.
Task 6: Displaying Journal Entries
You can also display the details of the Journal Entry and the
associated Accounting Document. This enables you to review
the transaction.
61.
The Manage Journal Entry scree appears.
63. Type the <Account Document Number> your previously
recorded in the Journal Entry: field.
64.
Click to display the journal entry.
Your screen appears similar to:
You can drilldown to display more details of the entry.
65. Click the Journal Entry number on the first row of the detail
area.
A dialog screen appears with a number of options.

66.
Click .
A screen appears with the Journal Entry details
Notice the details indicates what occurred, who created it and
when.
67.
Task 7:
Post Purchase of Office Supplies
The business scenario is that you need some office supplies
immediately. You drive down to OfficeWorks and buy $175 of
supplies (paper, folders, and a software package) and pay for
the purchase with a company check drawn on your alternate
bank account. Two Cost Center’s budgets (Internal Services-
$80, IT Costs-$95) in the company will incur these costs.
68.
Click to display the Park G/L Account screen.
You now need to enter some details regarding the transaction.
The first data to be entered is the Document Date.
69.

Click in the Document Date field to display a calendar.
You will notice that today’s date is highlighted.
70.
Click to transfer today’s date to the Document Date field.
71. Type ### (your id) in the Reference field.
72. Type OfficeWorks supplies in the Doc. Header Text field.
You now need to provide the sending account details, the type
of transfer, and the amount. However, you are not sure what the
account number for the Supplies Expense account. You will
need to search for it.
73. Click the first row of the G/L acct field.
You will notice that a search icon appears.
74.
Click to display the search dialog screen
The screen is requesting the G/L Account number but you are
unsure what this number is. You need to search by description.
75.
Click to display these search options.
76. Type Supplies* in the G/L Long Text: field.
77.
Click to display the search results.

This is the correct account.
78.
Click to transfer these details.
80. Type 80 as Amount in doc.curr field.
You now have to indicate which Cost Centre’s budget will be
impacted.
81. Type NAIS1000 for (Internal Services).in the Cost center
field.
Now you need to repeat the process for the second Cost Center.
In the second row:
82. Type 740000 (Supplies Expense)in the G/L Account field.
84. Type 95 as Amount in doc.curr field.
You now have to indicate which Cost Centre’s budget will be
impacted.
85. Type NAIT1000 for (IT costs).in the Cost center field.
In the third row:
86. Type 101000 (Alternate Bank Account) in the G/L acct
field on the first line.
87. Choose Credit in the D/C field.
88. Type 175 in the Amount in doc.curr field.
89. Press <ENTER> to check the details.
Your screen should appear similar to below:
To test if the postings are correct simulate the posting.
73.

Click to test the postings.
Do Debits equal Credits?
As the simulation appears to be correct you can now post (save)
the journal entry.
74.
Click on the toolbar.
A dialog box appears to indicate that the posting has been
successful and the accounting document number is provided.
Record your Accounting Document Number:
75.
Task 8: Display General Ledger Account Balances
You now need to display and confirm by individual account
number the activity and associated balances for several accounts
in the general ledger of the US GBI company.
Previously you displayed account balances in the general ledger
(steps 51 to 57)
75. Repeat these steps for each of the accounts involved in
the purchase of office supplies.
What is the account balance for:
Alternate Bank Account?

Supplies Expenses?
You have now completed the exercises on Financial
Accounting. However, as accounting underpins all other
company processes the exercises will continually being
referring to accounting functions.
Workshop 7 and 8 S4HANA Financials 3
SAP ERP: S/4HANA
Procurement
MOTIVATION
This material is an introduction to SAP S/4HANA financial
functionality. It is aimed at students at universities and other
educational institutions with limited experience with
procurement
the procurement process
SAP systems.
LEARNING METHOD

GBI case study
practice.Product
SAP S/4HANA
Level
Introductory
Focus
ERP Systems- Materials Management
Author
Dr. Paul Hawking
Dr. Susan Foster
Reviewed by
Urooj R. Khan
Version 1.2019
Table of Contents
Introduction3
Scenario3
Process Overview3
Task 1: Display Stock Requirements List4
Task 2: Create a Purchase Order5
Task 3: Display Stock Requirements List8
Task 4: Create Goods Receipt for Purchase Order9
Task 5: Verify Physical Receipt of Goods11
Task 6: Displaying Account Balances12
Task 7: Create Invoice Receipt from Vendor14
Task 8: Reviewing Material Documents17
Task 9: Post Payments to Suppliers19
Task 10: Reviewing The General Ledger.23

Introduction
Scenario
GBI re-sells a range of bicycles. There is a request for the
Deluxe Touring Bike (red). After reviewing the stock you
realise that stock is required - you are start the procurement
process. The Deluxe Touring Bike (red) is purchased from the
vendor; Olympic Protective Gear. This vendor is already created
in the system. You create a purchase order for the Deluxe
Touring Bike (red) which is forwarded to the vendor. The goods
arrive and you will create a goods receipt and verify the
physical receipt in stock. An invoice will arrive which will need
to be entered into the system. Payments will be posted to the
vendor and you will review the impact the purchase has on the
General Ledger.
Below is a summary of the purchasing process involved and the
more detailed tasks involved. It involves two functional areas –
Material Management and Financials.
Process Overview
Task 1: Display Stock Requirements List
You now need to display and review the stock/requirements list
for a Deluxe Touring Bike (red) on hand balance and the
demand that exists against this product. The report should show
that there is no stock and therefore nothing is available for use
at this time. The stock/requirements list is a dynamic list and,
therefore, changes whenever a transaction occurs using the
given material. To display the stock/requirements:
1.
Click in the Materials Management group.

This screen enables you to enter a number of variables to limit
the materials displayed.
2. Type DXTR3### (where ### is your logon) for the Deluxe
Touring Bike (red( in the Material field.
3. Type MI00 for Plant Dallas in the Plant field.
4.
Click to display the stock levels
The following screen appears indicating that there is no stock
available:
After reviewing the stock levels you realise that there is a need
to order 5 bicycles. Normally a Purchase Requisition would be
created but this is an optional step in the procurement process.
The Purchase Requisition would be approved and the details
would be copied to the Purchase Order. You are going to create
a Purchase Order directly.
5.

Task 2: Create a Purchase Order
Currently there is a Create Purchase Order Advanced tile on the
launchpad. This is not the app we require. If the Create
Purchase Order tile (as below) is not on your launch pad then
you need to add it to the Materials Management group.
6. Click as per the tile above.
The Create Purchase Order screen appears similar to:
An existing purchasing document does not exist for the Deluxe
Touring Bike (red). You will need to create a new Purchase
Order.
7. Click to enter the Purchase Order data.
8. Type 101### (where ### is your logon).
Notice that the system searches for the supplier and
automatically populates related fields with default values.
9. Type N00 the code for North America in the Purchasing
Group field.
You have entered the supplier (vendor) details in the Purchase
Order. You now need to enter details about the items to be
ordered.

Touring Bike (red) in the Material field.
11. Type MI00 in the Plant field to represent the DC Miami
Plant.
12. Type 5 in the Quantity field.
13. Type 1400 in the Net Price field.
You will notice that the other fields have been populated
automatically. If not click on a non-field/icon area of the
screen. Your screen should appear similar to below:
· Record the Total PO Value
You can now determine what are the next steps in your
Procurement process and where the Purchase Order details will
be used.
14. Click to display the options.
Ensure the following activities have been selected:
15. Click to save your Purchase Order.
A screen appears to confirm the submission and provide a
unique Purchase Order number.
· Record your Purchase Order number:
16. Click to close the dialog screen and return to the Purchase
Order overview screen.
Your Purchase Order appears in the Purchasing Documents
Items. If you needed to create a new Purchase Order for the

same Material from the same Supplier then you can select your
Purchase Order and click create. All details from the selected
Purchase Order would be copied. You could then make any
changes as required.
17.
You now need to see if the stock levels have been impacted by
the creation of the Purchase Order.
Task 3: Display Stock Requirements List
You need to review the impact the creation of a Purchase Order
has on stock levels for a material.
18.
21.
The following screen appears indicating that there is stock on
order:

22.
Task 4: Create Goods Receipt for Purchase Order
After a couple of weeks a delivery from Olympic Protective
Gear (101###) occurs for the bicycles ordered. These materials
need to be received into inventory. A goods receipt document
will be created referencing your purchase order thereby
ensuring that GBI receives the products ordered within the
timeframes. Goods on hand will be increased and an accounting
document will be generated recognizing the value associated
with these goods. Remember the process steps we indicated in
the Purchase Order;
23.
Click tile to start the process.
24. Type the Purchase Order Number in the Purchase Order
field.
If you have misplaced the PO Number then you can use the
other details of the Purchase Order to search for your Purchase

Order.
25.
Click in the Storage Location field to display the available
options.
26. Select Finished Goods.
You will notice that the Stock Type field has defaulted to
Unrestricted-Use. If there was a problem with the delivered
bicycles then you could change this field to indicate that the
materials need to be sent off to Quality Inspection or they are
Blocked for use. As the Bicycles meet GBI’s requirements the
field will remain as Unrestricted-Use.
27.
Click to complete the Goods Receipt.
A dialog screen appears to confirm the Goods Receipt has been
created and provides a Material Document Number for the
Goods Receipt.
· Record your Material Document number:
As mentioned previously; when a Goods Receipt occurs two
documents are automatically generated. The Material Document
updates the inventory levels for the materials received while the

Accounting Document increases the value of the inventory as
new goods have arrived. This is a good example of the type of
integration that occurs in an ERP system. You will review the
impact of these two documents.
28.
Task 5: Verify Physical Receipt of Goods
You need to review the impact the creation of a Goods Receipt
has on stock levels for a material.
29.
32.
The following screen appears indicating that there is stock on
order:

· What is the main difference between the Stock Overview after
the creation of the Purchase Order and the Goods Receipt:
2.
Task 6: Displaying Account Balances
As mentioned previously a Goods Receipt also produces an
Accounting Document to update the General ledger in regards to
value of inventory. To check this:
33.
Click on the Group Selection Bar to display this Group
34.
You will notice that there are a number of fields in the
Selection area which require data.
As you type the relevant data for US GBI Bike is displayed.
36. Click US00 to select it and transfer the details to the
Company Code field.
You now need to identify the Account related to Inventory
Finished Goods.
37.

Click in the G/L Account field to display the search
options.
38.
Click to display all the accounts.
39.
Click associated with 200100 Inventory Finished Goods to
select this account.
40.
Click to transfer the selection.
Ensure that the Ledger Fiscal Year matches the current year.
41.
Click to display the balances.
Your screen will appear similar to below:
If your numbers are different, can you explain why?
42.

Task 7: Create Invoice Receipt from Vendor
You have completed a Goods Receipt for the Bicycles on their
arrival. The delivery also included an invoice from the
supplier. The invoice details need to be entered into the
system, checked and then paid at a later date.
43. Click to start the payment process in Material Management
Group .
A dialog screen appears requesting the Company Code.
44. Type US00 for the GBI Americas.
45. Click to proceed.
46. Type todays’ date in the Invoice date: field.
47. Type 7000 in the Amount field.
48. Press <TAB> to move to the next field.
49. Type USD to indicate the currency.
At the moment you have entered the amount to be paid but there
is nowhere to indicate who this money should be paid to.
However, there is a field for Purchase Order. If you remember
the Purchase Order you created, it included the Supplier’s

details.
50. Type <your Purchase Order number> (previously recorded)
in the Purchase Order/Scheduling Agreement field.
If you can’t find your Purchase Order number you can click in
the field to display and then click the icon to search for your
Supplier.
51. Press <ENTER> to populate the fields.
Notice the details from your Purchase Order now appear on
screen. You now need to enter some tax details before the
invoice can be processed.
52. Click in the field to display the options.
53. Click to select it. You may need to scroll down.
54. Scroll across to the jurisdiction filed .
55. Type FL0000000 in this field.
You now need to check the entered invoice. This can be done
by using the function.
56. Click to check the invoice.
Insert screen
57.
Click to save the entered invoice.
· Record your invoice number:
Hint: look Suppliers list Tile in the MM group on Launch pad!
58.

Click to return to the launchpad
Task 8: Reviewing Material Documents
Throughout the procurement process you have created a number
documents. In the procurement process you may be involved in
many purchases of different materials from different suppliers
resulting in the creation of numerous purchasing related
documents. It is possible to display an overview of the
documents you have created. To view your purchasing
documents:
59. Click Material Documents Overview Tile
60. Type DXTR3### (where ### is your logon) in the Material
field.
61. Click to display the relevant documents.
62. Click the Material Document number to drill down to
further details.
Details appear related to the purchase of the bicycles.
63. Scroll down the screen to display the Document Flow.

This screen identifies the stages of the procurement process so
far as well as the material documents involved. You could drill
down on any of these documents to see the actual document. If
a supplier contacted GBI in regards to a payment you could
view the Document Flow and understand the status of the
process.
· Record your Document flow screenshot here:
64.
Click to return to the launchpad
Task 9: Post Payments to Suppliers

The invoice from Olympic Protective Gear for the Deluxe
Touring Bicycles has been entered and checked in the ERP
system. The goods have arrived and been receipted and it is
now time to post a payment as per the invoice. This process is
often called Accounts Payable. To make a payment:
65. Click in the Financial Accounting group.
66. Type 101### (where ### is your logon) in the Supplier
field.
67. Type US00 in the Company field.
68. Click .
The balances for your Supplier appears:
69. Click the Balance amount (-7000) to view the items that
make up this balance.
The icon indicates that journal entry is still open. This means
it needs to be paid.
70. Click on the line of the open item to select this entry.
71. Click the Supplier id to display the context menu.
72. Click to display this screen.
73. Type today’s date for Posting Date, Journal Entry Date, and

Value Date fields.
74. Type today’s month (MM) in the Period field.
75. Type 100000 in the G/L Account field.
76. Type BANK in the House Bank field.
77. Type 7000 in the Amount field representing the amount to
be paid.
78. Press <TAB> to move to the next field
79. Type USD as the currency
80. Click to open this item for the supplier.
Notice the screen indicates in the top right that 7,000 is owing.
81. Click identify this open item is ready to be paid.
Notice the details are moved to the Items to Be Cleared pane.
Also a 0.00 balance appears in top right of the screen. You can
simulate the transaction to check all details are correct.
82. Click to simulate the transaction.
The details are correct so the Journal Entry is ready to be saved
(posted).
83. Click .
Record the Journal Entry number
Task 10: Reviewing The General Ledger.
As mentioned previously the General Ledger underpins business

transactions. To view the impact of this payment on the
General Ledger:
84.
Click on the Group Selection Bar to display this Group
85. Click tile to start this application.
87. Type GL00 in the Financial Statement Type field.
88.
Click to display the balances.
Your screen will appear similar to below:
89. Click associated with ASSETS to expand this category.
90. Expand Cash & cash Equivalents category.
You will notice a number of transactions. To further review the
transactions for G/L Account 100000:
91. Click the Period Balance for G/L Account 100000 to
display a context menu.
92. Click .
The Journal Entries associated with is account are displayed
including the payment to Olympic Protective Gear. Maybe you
need more details about this entry:
93. Click of the Journal Entry (-7000USD) you previously
recorded.

A dialog screen appears which provides details about the
Journal Entry.
94. Click the background screen for the Journal Entry Details to
disappear.
The integrated nature of the ERP system results in different
related functional area being updated in real time. You now
completed the exercise associated with Procure to Pay
(Procurement).
The process involved:
Quiz
What happens when a Goods Receipt occurs? What functional
areas of the company are updated?
What is the essential information entered for a purchase order to
be created?
Workshop 5 and 6 S4HANA Procurement 1
SAP ERP: S/4HANA
Production Planning

MOTIVATION
This material is an introduction to SAP S/4HANA Production
Planning functionality. It is aimed at students at universities
and other educational institutions with limited experience with
procurement
the production process
SAP systems.
LEARNING METHOD
GBI case study
practice.Product
SAP S/4HANA
Level
Introductory
Focus
ERP Systems- Production Planning
Author
Dr. Paul Hawking
Dr. Susan Foster
Stephen Paull
Reviewed by
Urooj R. Khan
Version 1.2019
Table of Contents

Introduction3
Scenario3
Organisational Units3
Process Overview4
Material Master4
Task 1: Creating Material Master records5
Task 2: Changing Material Master records.10
Task 3: Creating Bill of Materials (BOM)12
Task 4: Displaying Sub Assembly BOM15
Task 5: Create Work Centers16
Task 6: Create Routings18
Task 7: Display Routing20
Task 8: Add Intial Stock21
IntroductionScenario
Global Bikes Inc (GBI) was founded in 2001 following the
merger of two bicycle manufacturers, one based in the US and
the other in Germany. GBI has three lines of business: deluxe
and professional touring bikes, men’s and women’s off-road
bikes, and bike accessories. GBI sells its bikes to a network of
specialized dealers throughout the world, and it procures its raw
materials from a variety of suppliers globally.
GBI has two manufacturing facilities, one in the US and one in
Germany. It also has three additional warehouses, two in the US
and one in Germany.
GBI has more than 100 employees globally. The organization
uses SAP ERP to support its processes. The company has a new
bicycle for sale- Mongoose Mountain Bike. This bicycle
(material ) needs to be created in the system. As part of this
process a Bill of Material needs to be created to assist in the
material requiremnts in the prouction of the bicycle.
Organisational Units
During the implementation of SAP R/3 once the business

processes to be implemented are determined the next stage is to
define the organisational units. Organisational units are areas
of the company where various business processes are
implemented. Different processes can use different
organisational units. The organisational units used in
Production Planning are Client, CompanyCode, Plant and
Storage Location.
Company Code
A company code is an independent accounting unit. Balance
sheet and profit and loss statements that are required by law are
created at the company code level. In our scenario the company
code will be US00.
Plant
A plant produces goods, renders services or makes goods
available for distribution. It has attributes such as:
· Address
· Language
· Country
· Workday calendar
In our scenario the plant will be identified by DL00.
Storage Location
A storage location defines where materials are stored. A plant
could have more than one storage location. The storage
locations in our scenario is FG00.
A summary of the organisational units used in our scenario are
illustrated below.
DL00
SD00
MI00

US00
Process Overview
Material Master
The Material Master contains all the information on all the
material that a company procures, produces, stores and sells. It
is used by all of the Logistics components in the R/3 System
such as purchasing, inventory management, materials planning,
invoice verification, and so on.
Information stored in the Material Master can describe the
component as well as how it should be treated in the business
processes. Materials with similar basic attributes are grouped
together by material type. This means you can manage your
materials according to their business requirements.
Task 1: Creating Material Master records
You are going to define a new Finished Product, The Mongoose
Mountain Bike with item code ORMG1### (Where ### your
SAP user id.). It is made from the following list of
subassemblies (semi-finished products) and raw materials
(These materials already exist in S/4HANA):
Item Code
Material Description
Material Type
ORWA1###
Wheel Assembly
Semi-Finished Product
OFFR1###
Frame
Semi-Finished Product
DGAM1###
Gear Assembly
Semi Finished Product

ORTR1###
Tire
Raw Material
ORTB1###
Tube
Raw Material
ORWH1###
Aluminium Wheel
Raw Material
HXNT1###
Hex Nut
Raw Material
LWSH1###
Lock Washer
Raw Material
BOLT1###
Socket Head Bolt
Raw Material
You need to create the Material Master record for the Mongoose
bike.
1. Click on the Group Selection toolbar to display the apps.
2. Click Fiori tile to open this App.
3. Type ORMG1### (where ### is your logon) in the Material
field.
4. Select Mechanical Engineering in the Industry Sector field.
5. Select Finished Product in the Material Type field
You now need to edit (maintain) the functional Views. the
information stored in the Material Master record is divided into
different Views so that a user can request to look at only the
information that is of interest to him/her. Each user department
has its own View of a Material Master record. For example, data

that relates to the accounting department is stored in the
Accounting View and data that relates to material planning is
stored in the MRP View.
6. Click to display the various Views of the Material Master.
The Views which need to be created are:
· Basic Data 1
· Sales: Sales Org Data 1
· Sales: Sales Org Data 2
· Sales: General / Plant Data
· General Plant Data / Storage 1
· Accounting 1
7. Click next to Basic Data 1 to select this View.
8. Repeat the process for the Views above to select them.
Click on “Create Views Selected”
9. Click to create the Views.
The “Organizational Levels” window is displayed.
The Basic data View of this Material is applicable to all
organisational units where this Bicycle is sold. However sales
data may vary from unit to unit therefore data to be maintained
is organisational specific. You need to specify which
organizational units you are referring to.
10. Select DL00 (Dallas) in the Plant: field.
11. Select FG00 (Finished Goods) in the Storage location field
12. Select UE00 (US East) in the Sales Org: field.
13. Select WH (Wholesale) in the Distr. Channel field.
14. Click .

The following screen appears. Notice that the Basic Data 1
View is displayed.
15. Type Mongoose Mountain Bike ### (where ### is your
logon) in the Descr: field.
16. Type EA (Each) in the *Base Unit of Measure: field.
17. Select Bikes (Finished Bicycles) in the Material Group:
field.
18. Select BI (Bicycles) in the Division: field.
19. Select 001 (Laboratory 1) in the Lab/Office: field.
20. Type 8000 in the Gross Weight: field.
21. Type 8000 in the Net Weight: field.
22. Select G (Grams) in the *Weight unit field.
You have now entered all the data required for the Basic data 1
View. The next View to be maintained is the Sales: sales org 1.
23. Click to move to this View.
Note that the additional fields which are organizational unit
specific appear on the screen.
24. Select 0 (Exempt) in the … (Tax Classification) field for
EACH of the Tax Categories.
You now need to maintain the Sales: General Plant View.
25. Click to display this View.
Notice that the organizational unit (Plant Dallas) now appears
on the screen as we specified this previously.
26. Select 02 (Individ requirements) in the Availability check:
field.

27. Select 0001 (On palettes) in the Trans. Grp: field.
28. Select 0002 (Hand lift) in the Loading grp: field.
The final View you are going to maintain at the moment is the
Accounting 1. You will notice that it does not appear on the
View toolbar. You can display all Views by clicking .
29. Click to display the Views.
30. Click Accounting 1 to select this View. You may have to
click .
31. Select 7920 (Finished Product) in the Valuation Class: field.
32. Type 1500 in the Standard Price: field.
33. Select S (Standard) in the *Prc Ctrl: field.
You have now entered required data. You now need to save the
Material Master.
34. Click .
A screen appears confirming the creation of your new material.
Record the Material Number
35. Click to return to the Launchpad.
Task 2: Changing Material Master records.
You need to make a change to one of the existing Semi-Finished
Products, the Off Road Wheel Assembly (ORWA1###).
36. Click on the Group Selection toolbar to display the apps.
37. Click Fiori tile to open this App.
38. Type ORWA1### (where ### is your logon) in the
*Material field.
39. Click .

The Select Views dialog screen appears.
40. Click associated with the following views to select them:
· Basic Data 1
· MRP 1
· General Plant Data/Storage 1
41. Click to display these Views.
The Organisation Level dialog screen appears:
42. Type DL00 (Dallas) in the Plant field.
43. Click “MRP1” on the View toolbar to display this view.
You are going to change the ABC Indicator field. The ABC
Indicator classifies a material as an A, B, or C part according to
its consumption value. This classification process is known as
the ABC analysis. Based on this indicator different planning
activities can be performed.
The three indicators have the following meanings:
· A - important part, high consumption value
· B - less important part, medium consumption value
· C - relatively unimportant part, low consumption value
44. Type B in the ABC Indicator field.
45. Click .
Task 3: Creating Bill of Materials (BOM)
The BOM is a complete formally structured list of components
that make up a product or assembly. The list contains the item
number of each component together with the quantity and unit
of measure. It creates the relationships between an assembly

and all of its direct components
The structure of the bicycle can be represented using a Bill-of-
Material.
The BOM for the Mongoose Mountain Bike can be represented
as follows:
Finished Product
Sub-Assemblies
Raw Materials
This BOM shows how the bicycle is assembled from different
materials. For example, The Mongoose Mountain Bike
(ORMG1###) requires 2 Wheel Assembly (ORWA1###) sub-
assemblies. Each Wheel Assembly (ORWA1###) is made up of
6 different raw materials -Tire, Tube, Aluminium Frame, Hex
Nut, Lock Washer, Socket Head Bolt. Each component has its
own material master.
To create the Bill of Materials for your Mongoose Mountain
Bike you will define the BOM for the finished product. The
BOMs for the subassemblies have already been defined.
46. Click in the Enterprise Asset Management Group to open
this App.
47. Type ORMG1### (where ### is your logon) in the
*Material: field.
A material can different BOMs depending on what the BOM is
going to be used for. For example the BOM for Production
could be different for that Plant Manaintenace or Sales. Also
BOMs can vary between Plants. You need to specify the BOM
usage and Plant for the BOM you are creating.

49. Type 1 (production) in the *BOM Usage: field.
50. Press <ENTER> to display the Create material BOM
screen.
You are going to create the following BOM:
51. Type The following data:
Item Category (ICt)
Component
Quantity
L (Stock item)
ORWA1### (where ### is your logon)
2
L (Stock item)
OFFR1### (where ### is your logon)
1
L (Stock item)
DGAM1### (where ### is your logon)
1
52. Press <ENTER> to display the component description, unit
of measure and other data.
Your screen should appear similar to below:
53. Click .
A message appears confirming the creation of the BOM.

You have created the BOM for the Mongoose Mountain Bike.
Why didn’t you have to create a BOM for the Wheel Assembly?
How would Production know what makes up the Wheel
Assembly?
Task 4: Displaying Sub Assembly BOM
The answer to the above question is that the BOM for the Wheel
Assembly had already been created. The system know that
when a Wheel Assembly is required then the BOM for the
Wheel Assembly is automatically applied. Therefore, a BOM
can be made up of many other BOMs. To display a BOM:
55. Click in the Contolling Group.
56. Type ORMG1### (where ### is your logon) in the
*Material: field.
58. Type 1 (production) in the *BOM Usage: field.
59. Press <ENTER> to display the Display material BOM
screen.
Your BOM appears on screen. From this screen you can view
the BOM of a sub assembly if it exists.
60. Click of the Off Road Aluminum Wheel Assembly item to
select it.
61. Click to display the menu.
62. Choose Extras Display Assembly to display a dialog
screen.
63. Click .
The BOM for the Off Road Aluminum Wheel Assembly now
appears on screen. As mentioned this BOM had been created
previously as it might be used in the BOMs of other bikes.

Task 5: Create Work Centers
Now that you have defined the materials (BOM) to be used in
making the Mongoose Mountain Bike, you need to define the
location in the plant in which the manufacturing processes take
place. Work Centers are the master data which represent real
machines, Production Lines, Assembly Work Center, etc.
Manufacturing activity or Operations are carried out at Work
Center. In the case study there are 4 Work Centers involved in
the production of your bike. These are Assembly, Turning,
Painting and Testing. To create a work center:
65. Click in the Production Planning and Execution Group.
66. Type DL00 (Dallas) in the *Plant field.
67. Type WC1-### (where ### is your logon) in the Work
Center: field.
68. Select 0001 (Machine) in the Work Center Category: field.
69. Click
The Create Work Center: Basic Data screen appears:
70. Type Assembly as the work center description (where
cursor is flashing).
71. Type 000 (Steve Barton) in the Person Responsible: field.
72. Type 001 (only routings) in the *Usage: field.
73. Type SAP1 (Normal production) in the Standard value key:
field.

74. Click to move to this screen.
75. Type NAPR1000 in the *Cost Centre: field.
Notice on this screen you can specify the costs associated with
setup, Machine amd labour for this Work Center. You could
also specify the capacity of each Work Center. This assists the
system to plan the production of the material.
76. Click .
A dialog screen appears to confirm the Work Center creation.
Record your Work Center number.
You now need to create the remaining Work Centers.
77. Repeat this process for the remaining three work centres. In
all cases use the same data as for WC1 and the following
descriptions:
Work Centre
Description
WC2-###
Turning
WC3-###
Painting
WC4-###
Testing
You have now created the Work Centers for the production of
the Mongoose Mountain Bike. As mentioned previously this is
where the different work activities take place in a Plant. You
now need to specify the sequence in which the Work Centers are

utilisied. This is referred to as Routings.
Task 6: Create Routings
A routing is a description of which operations or list of
activities has to be carried out during the production and
planning process. It also tells what order or sequence the
activities/operations needs to be carried out at work centers or
machines. There may be several alternative routings for a
product.
79. Click in the Production Planning and Execution Group.
The create Routing screen appears:
80. Type ORMG1### (where ### is your logon) (Mongoose
Mountain Bike) in the Material: field.
81. Type DL00 (Dallas) in the Plant: field.
82. Click to display the Header screen.
83. Type 1 (Production) in the Usage: field.
84. Type 3 (Released for Costing) in the Status: field.
You now need to specify the oder of operations.
85. Click to display this screen.
86. Type the following details for each operation:
87.
Operation
Work Center
Control

Description
0010
WC1-###
PP01
Assemble Raw Materials
0020
WC2-###
PP01
Final Assembly
0030
WC3-###
PP01
Paint
0040
WC4-###
PP01
Final Test
88. Click .
Task 7: Display Routing
You can display the routing and associated dependencies.
90. Click .
91. Type ORMG1### in the Materials: field
92. Type DL00 (Dallas) in the Plant: field.
93. Click .
Your Routing appears on screen:
From this screen you can view the required materials.

94. Click for Oper… 0010 to select this item.
95. Click to view the required materials.
How did the system know to display this information?
Task 8: Add Intial Stock
Normally once the Materail design and BOm had been finalised
materials would be procured to produce the bike. At the
moment the production execution process is outside the scope of
this tutorial. However we will assume the production process
has been completed and the completed bicycles need to be
added to stock to be available for sales. To add stock to
inventory:
97. Click in the Materials Management – Warehouse
Processing Group
A screen similair to below appears:
98. Select Other in the reference document field
99. Type 561 (Receipt per entry of stock balances for
unresticted use) in Receipt w/o PO field.
100. Click to enter the materail details.
101. Type ORMG1### (where ### is your logon) in the Material
field.
102. Click to move to this screen.
103. Type 10 in the Qty in Unit of Entry field.

104. Click to indicate where the stock will be stored.
105. Check that the Goods Movement field is 501 (Receipt
w/o PO).
106. Type DL00 (Plant Dallas) in the Plant field.
107. Type FG00 (finished goods) in the storage Location: field.
108. Click to add the stock to inventory.
A dialog screen appears to indicate that the Material Document
has been successfully created.
Check the stock levels. What are the different types of stock
and the associated stock levels?
You have completed the exercise on master data in Production
Planning and Execution. You should be able to explaining the
difference between:
· Material
· Finished Product
· Sub-assembly
· Raw Material
· Bill of Materials (BOM)
· Work Center
· Routing
Once the details have been entered for these master data items
then a planner, based on the demand for a bike, can determine
how long it take to manufacture, when manufacturing can start,
what materials are required, where the operations will take
place, and the cost of manufacturing.

Create Finished Material
Create Bill of Material (BOM)
Create Routings
Create Work Centres
Display Materials List Report
Mongoose Mountain Bike
(ORMG1###)
(1)
Wheel Assembly
(ORWA1###)
(2)
Tire
(ORTR1###)
(1)

Tube
(ORTB1###)
(1)
Aluminium Frame
(ORWH1###)
(1)
Hex Nut
(HXNT1###)
(1)
Lock Washer
(LWSH1###)
(2)
Socket Head Bolt
(BOLT1###)
(1)
Off Road Frame
(OFFR1###)
(1)
Gear Assembly
(DGAM1###)
(1)

Mongoose Mountain Bike
(ORMG1###)
(1)
Off Road Aluminiun Wheel Assembly
(ORWA1###)
(2)

Mens Off Road Frame
(OFFR1###)
(1)
Derailour Gear Assembly
(DGAM1###)
(1)
Intro to SAP (V1001) Page 1
Workshop 3 and 4 S4HANA Production Planning 1

SAP ERP S4HANAIntroductionMOTIVATIONThis material .docx

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