Demo Script - SAP UI · PDF fileDemo Script Order-to-Invoice (Products) Classification: Internal and for Partners . Golden Demo Order-to-Invoice (Products) ... sales quote, or through

Golden Demo Order-to-Invoice (Products)

SAP Business ByDesign Reference Systems

Demo Script

Order-to-Invoice (Products)

Classification: Internal and for Partners

Version: 20171218


Document Version: 20171218 2

Disclaimer

This demo script is based on the ByD Reference System for the Almika model company. There are several country versions

of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,

names and object descriptions. Sample data used in this demo script relates to the US country version – for other country

versions different data samples might be relevant.

A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP

Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD

system at: Home Self-Services – Learning Center.

Although the script has been tested carefully you might nevertheless encounter different system behavior when running a

demo in an actual Almika demo tenant.

Release Statement

This version of the demo script is released for the following country versions of the ByD Reference System for the Almika

model company:

• US – United Stated, as of demo release ByD 1705

• DE – Germany, as of demo release ByD 1705

• UK – United Kingdom, as of demo release ByD 1705

• FR – France, as of demo release ByD 1705

• AT – Austria, as of demo release ByD 1705

• CH – Switzerland, as of demo release ByD 1705

• NL – Netherlands, as of demo release ByD 1705

• CA – Canada, as of demo release ByD 1705

• MX – Mexico, as of demo release ByD 1705

• AU – Australia, as of demo release ByD 1705

• CN – China, as of demo release ByD 1705

• IN – India, as of demo release ByD 1705

The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo

tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.

As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:

You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the

demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your

demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to

the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific

to the country version, only the version of the demo guide is specific to your ByD demo tenant.



Table of Content

1 Demo Script Overview ................................................................................................................................... 4

1.1 Demo Overview ...................................................................................................................................... 4

1.2 Intended Audience.................................................................................................................................. 4

1.3 Protagonists ........................................................................................................................................... 4

1.4 Business Pain Points .............................................................................................................................. 4

1.5 Key Messages and Value Proposition ..................................................................................................... 5

1.6 Story Flow Summary .............................................................................................................................. 6

2 Technical Requirements ................................................................................................................................ 7

2.1 System Access Information ..................................................................................................................... 7

2.2 User Accounts ........................................................................................................................................ 7

3 Demo Steps .................................................................................................................................................... 8

3.1 Prerequisite: Stock Overview .................................................................................................................. 8

3.1.1 Check Stock Overview (Prerequisite Activity) .............................................................................. 8

3.2 Create Sales Order ................................................................................................................................. 9

3.2.1 Create Sales Order .................................................................................................................... 9

3.2.2 Review Sales Order ................................................................................................................. 11

3.2.3 Submit Sales Order ................................................................................................................. 12

3.3 Perform Shipment................................................................................................................................. 13

3.3.1 Post Goods Issue .................................................................................................................... 13

3.3.2 Post Goods Issue .................................................................................................................... 14

3.4 Create Customer Invoice ...................................................................................................................... 15

3.4.1 Create Invoice ......................................................................................................................... 15

3.4.2 Preview Invoice ....................................................................................................................... 16

3.5 Review Document Flow ........................................................................................................................ 16

3.5.1 Review Document Flow. .......................................................................................................... 16

4 Scenario Quick Guide and Key Master Data ................................................................................................ 18



1 Demo Script Overview

1.1 Demo Overview

This demo scenario describes how you can sell goods from stock using a wide range of standard features to handle sales

quotes, sales orders, deliveries, customer invoices, and payments. This scenario includes features such as:

Available-to-Promise (ATP) Check

The system informs you of whether the products can be delivered at the requested date and in the requested quantity

Pricing

The system determines prices and discounts automatically. You can also enter these manually, if required. The system

can support you by displaying the cost and profit margin

Credit Limit Check

You can minimize credit risk by specifying a credit limit for a customer. If a credit limit in an order is exceeded, a delivery

block is set automatically

Automatic Order Creation

A sales order can be created on the basis of a lead, opportunity, sales quote, or through an e-shop or B2B interface

(external system).

1.2 Intended Audience

SAP internal: New hires

SAP external: CEO, CIO, Sales Management

1.3 Protagonists

The roles in the story are the following:

Sales Representative and Warehouse Manager

1.4 Business Pain Points

The business pain points being addressed are:

Missing transparency, missing efficiency, missing adaptability

This sets up a key portion of the theme where ByDesign provides improved transparency, efficiency, and adaptability.



1.5 Key Messages and Value Proposition

Overview

A common ByDesign Theme includes high level business goals to Improve Profitability and Build a Foundation for

Growth. To support these goals ByDesign provides Transparency, Efficiency, and Adaptability.

This scenario streamlines the entire order-to-cash process for midsize companies that sell from stock and wish to fulfill

rising customer demands for service and value. Resulting improvements in Efficiency support the higher level business

goal for growth.

You can become more profitable by responding efficiently to customer demand based on real-time availability

information thereby growing revenue while decreasing cost of sales. Availability information is one example of how

Transparency leads to improved profitability.

SAP Business ByDesign helps efficiently manage the order-to-cash process: From opportunity management, and order

fulfillment through to financial settlement.

Key Features and Associated Benefits

Sales assistant function to best convert opportunities into business

o Efficiency leading to Growth

Automatic quote and order generation, processing and flexible pricing management

o Efficiency leading to Profit and Adaptability leading to Profit

The product availability check ensures reliability and accuracy of the confirmation data by checking customer

requirement against the stock on hand and the product supply situation

o Visibility leading to both Profit and Growth through satisfied customers

Integrates operational processes with master data to ensure consistency between orders, shipments and invoicing

o Efficiency of the process flow leads to profitability

Scalable process for revenue recognition supporting different accounting principles

o Adaptability of these processes provides a Foundation for Growth

Built in analytics enables a drill down to the profit and loss result alongside dimensions like products, customer groups

and distribution channels

o Visibility of information leads to improved Profit



1.6 Story Flow Summary

This demo covers the business processes depicted in the dark oranges boxes:



2 Technical Requirements

2.1 System Access Information

To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different

country versions.

2.2 User Accounts

The following user accounts for ByD Almika implementation are to be used to run the demo:

Predefined User (Role) Password Component

Sales01P Welcome1 SAP Business ByDesign

Warehouse01p Welcome1 SAP Business ByDesign



3 Demo Steps

3.1 Prerequisite: Stock Overview

3.1.1 Check Stock Overview (Prerequisite Activity)

Prerequisite

Prior to beginning the demo for your customer you need to check if there is enough stock to run the demo.

What to Do

WoC Outbound Logistics Common Tasks Stock Overview.

Product ID: P100402

Restricted: Unmark Check Box

Planning Area ID: P1100

For running the demo there should be at least 1 ea on-hand.



What you Should See

3.2 Create Sales Order

3.2.1 Create Sales Order

What to Say

Introduction

As we walk through this integrated process look for how ByDesign provides visibility of stock availability and

pricing, improves efficiency by flowing information across the various roles and adaptability for pricing and

process

We start with entering a new sales order.

We enter a part of the customer information and the system narrows the list making it easy to find the right

customer. The system completes the customer information and brings back the ship-to-location.




Ease of use improves efficiency. We can use drop down boxes to choose the delivery priority.

If we want to enter a particular inventory item and you have forgotten what the part number is, you can enter a

part of the description and the system brings back a list with all materials that fit. This is another ease of use

function improving efficiency.

Key Features and Advantages

Increased efficiency by intelligent auto-completion and defaulting function when entering data

Ease of use

ATP check

Value Statement

ByDesign provides visibility of stock availability and pricing, improves efficiency by flowing information across the

various roles and adaptability for pricing and process

Ease of use improves efficiency.

What to Do

WoC Sales Orders Common Tasks New Sales Order.

Account - Name: CP100110

Requested Date: <Today> + 4 weeks

Delivery Priority: Immediate

Product ID: P100402




What you Should See

3.2.2 Review Sales Order

What to Say

Introduction

In this step you check the sales order details before you submit the order.

The system automatically fills the quantity (default is 1), the list price, the discount and the net price. Retrieving

previously established prices helps to maintain profit margins.

The Available-to-Promise check is green. This means that the product is available.


Automatic fill functions



3.2.2 Review Sales Order

Automatic list price determination

Automatic availability check at order entry

Value Statement

Automated retrieval of previously established prices helps to maintain profit margins.

By checking availability at the time of order entry you can properly set customer expectations on delivery.

Satisfied customers buy more and drive growth.

What to Do

Hold your cursor over the green traffic light of the ATP check to display the ATP status.

What you Should See

3.2.3 Submit Sales Order

What to Say

Introduction

We can go ahead and confirm the sales order and send the confirmation to the customer.

So we have entered a new sales order very quickly and e-mailed it to the customer.


Integrated email for efficient business communication and collaboration

Value Statement

Integrated email as in the order confirmation to the customer provides efficiency leading to improved profit.

What to Do

Click SubmitSend Order Confirmation to Account.

Note the sales order ID.



3.3 Perform Shipment

3.3.1 Post Goods Issue

What to Say

Introduction

Because we changed the delivery priority in the sales order to immediate, the order has already been forwarded

to the warehouse floor to the warehouse operators who pick the information and then provide a confirmation back

into the system.

We have changed role in our organization to post the goods issue.


I am going to show you one method to provide this confirmation. We will be using the browser and completing a

one step process. You have options to accomplish this step with hand held Bar Code Data Collection devices,

perform a two-step process for pick and pack, or integrate with a shipping systems such as UPS Worldship

through a third party add on. This is very simple and we can do this in one step.

Value Statement

These are examples of the Adaptability of the system that can improve Profitability and help to grow your

company.

What to Do

WoC Outbound Logistics Delivery Control Delivery Proposals.

Show Proposals to be Shipped Immediately.




What you Should See


What to Say

Introduction

We can say Propose Quantities, and the system copies the planned quantity into the actual quantity. If we had an

order with many line items, it allows us to copy all planned quantities and only put in our exceptions.

Value Statement

This is another example of an Ease of Use feature to drive Efficiency.

What to Do

Click Post Goods Issue

Click Propose Quantities.

Click Release.

Note Outbound Delivery ID.



3.4 Create Customer Invoice

3.4.1 Create Invoice

What to Say

Introduction

We see in our customer invoicing that the sales order is ready to be invoiced.

We want to manually create an invoice with a simple invoice format. We would probably not go through this manual

process in normal business, but let the system automatically generate invoices. For example you could set up the

system to invoice daily or on a periodic basis you could combine invoices for a customer. These are other examples

of how you can Adapt the system to meet your needs now and in the future as you grow.


Adaptability: These are other examples of how you can Adapt the system to meet your needs now and in the future as

you grow.

What to Do

WoC Customer Invoicing Invoice Requests.

Select Show Today’s Invoice Requests.

Click Invoice.

Click Release.

Note Invoice ID.

What you Should See



3.4.2 Preview Invoice

What to Say

Introduction

We can use the preview button to see what that invoice looks like. It is e-mailed automatically to that particular

customer.

It is a pdf document showing the order information, the price and the discount.

Of course, we can re-arrange this and put our own logos on it.


Adaptability of forms: All of our forms are Adobe PDF. We have partnered with Adobe to include the Designer

within ByDesign so you can modify forms to your needs without programming.

Value Statement

This is another example of the Adaptability of the system supporting growth.

What to Do

WoC Customer Invoicing Invoice Documents.

Select relevant invoice.

Click Edit

Click Preview.

Click Close (Preview).

3.5 Review Document Flow

3.5.1 Review Document Flow.

What to Say

Introduction

In all business documents we can use the document flow to get a quick overview for the entire scenario.

We can see all created business documents and use the document flow for navigation.

In this scenario we have entered in a sales order, we have done the delivery and we have done the customer invoice.


This Document Flow feature excites all of our customers because it delivers tremendous Transparency of information

across business flows.



3.5.1 Review Document Flow.

This is a very simple business flow, but it is a great example of the many best practice business flows within the

ByDesign system that you get out of the box.

Value Statement

These business flows provide efficiency to the organization and lead to improved profitability.

Remember, we went through one specific flow. There are options within these flows such as the ability to utilize bar

code for shipping and integrating to third party shipping systems. This adaptability allows you to improve efficiency

and it provides a foundation for growth as your needs change.

What to Do

Click on link to View All.

Click the Tab Document Flow.

What you Should See



4 Scenario Quick Guide and Key Master Data

This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one

process alternative, additional tables will be provided.

This chapter is intended as a quick reference for experienced users who have understood the basics of the business process

and have already completed the scenario.

Steps Summary

Path Data to Use/Enter Activity

Step 1 – Pre-Requisite: Check Stock Overview

WoC Physical Inventory

Common Tasks Stock

Overview

Product ID: P100402

Unrestricted Stock

Planning Area: P1100

Check if stock is available

Step 2 – Create Sales Order

WoC Sales Orders

Common Tasks New Sales

Orders

Account ID: CP100110

Requested Date: <Today> + 1 week

Delivery Priority: Immediate

Product ID: P100402

Send Order Confirmation to Customer

Step 3 – Perform Shipment

WoC Outbound Logistics

Delivery Proposals

Filter Proposals to be shipped

immediately, select proposal

Post Goods Issue

Propose Quantities

Release

Step 4 – Create Customer Invoice

WoC Customer Invoicing

Invoice Requests

Filter Today’s Invoice Requests

Invoice

Preview Invoice

Release

Step 5 – Review Document Flow

WoC Customer Invoicing

Invoice Requests

Use link to outbound delivery

View All

Document Flow



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