SAP Material for Use in Initial Stages of Training

8/2/2019 SAP Material for Use in Initial Stages of Training

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What is SAP?

Systems, Applications, and Products in Data Processing

SAP is the leading Enterprise Information and Management Package worldwide. Use of this

package makes it possible to track and manage, in real-time, sales, production, finance accountingand human resources in an enterprise.

SAP is the third-largest software company in the world. Founded in 1972, The Company nowemploys more than 22,000 people in more than 50 countries. SAP global headquarters are locatedin Walldorf, Germany, and the company is listed on several stock exchanges, including theFrankfurt DAX and the New York Stock Exchange, under the symbol "SAP."

SAP America is a subsidiary of SAP AG, the recognized leader in providing collaborative, inter-enterprise software and e-business solutions. A truly global software provider, SAP AG has morethan 1000 partners, 22 industry solutions and 10 million users at 30,000 installations around theworld. SAP America has contributed significantly to this leadership position and it is the foremost

provider of e-business and enterprise software in the United States.

Why we use SAP?

SAP software was developed to be modular, scaleable, open and flexible, allowing companies totailor it specifically to their needs. SAP calls this approach to implementing software "configure toorder" because each implementation will be different according to each customer's needs.

But SAP solutions don't stop there. Information integration is a major tenet of the SAP philosophy,and SAP places great emphasis on the creation of tools that facilitate it. SAP provides integrationtools and methods for linking legacy and distributed systems as well as a host of third partysoftware solutions, to get your information into the right hands, internally and externally.

Solution from Traditional approach

Traditional Information technology systems used by many business today have been developed toaccomplish some specific task and provide reports and analysis of events that have already takenplace. Examples are accounting general ledger systems. Occasionally, some systems operate in a"real-time" mode that is, have up to date information in them and can be used to actually controlevents. A typical company has many separate systems to manage different processes likeproduction, sales and accounting. Each of these systems has its own databases and seldompasses information to other systems in a timely manner.

SAP takes a different approach. There is only one information system in an enterprise, SAP. Allapplications access common data. Real events in the business initiate transactions. Accounting is

done automatically by events in sales and production. Sales can see when products can bedelivered. Production schedules are driven by sales. The whole system is designed to be real-timeand not historical.

SAP structure embodies what are considered the "best business practices". A companyimplementing SAP adapts it operations to it to achieve its efficiencies and power.

The process of adapting procedures to the SAP model involves "Business Process Re-engineering"which is a logical analysis of the events and relationships that exist in an enterprise's operations.


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Multiple country implementation

Comprehensive multi-currency translation

Multiple language support

Customized reporting and document generation for individual countries

Multi-company support

Local support in most major industrialized countries

Country specific functionality

Flexibility

Customers can customize business modules to realize best business practices

System provides necessary interfaces to incorporate external software.

Scalability, accommodates acquisitions and growth

System can be configured the way you want to do business in the future

Allows customized screens processing and reports

System runs on multiple hardware platforms

Enterprise-Wide Integration

Enterprise-wide integrationis the main functionality of SAP R/3 System. No other applicationsoftware offers the breadth of open systems, client/server functionality, functional links betweenprocesses that multiply the power of each person's work. The R/3 System's components are fullyintegrated. Once you enter data, it resides in the central database shared by all R/3 components.Transaction-related process chains trigger the next activity as needed from engineering toproduction planning to sales and distribution. The R/3 System's full integration pulls your enterprisetogether, promoting data access, flexibility, and productivity.

Real-Time InformationSAP provides up-to-the-minute, real-time information.

Architecture

SAP R/3 system is based on Client/Server architecture that is comprised of three tiers:

Presentation server: Your local PC that has SAPGUI.

Application server: The application server is used to run the business application programs in theR/3 client/server concept. The application modules are loaded from the data base server to theapplication server as required. Thus the application server requires only storage capacity toaccommodate UNIX, Swapping and the SAP runtime environment.

Database server: The data base server stores the SAP application programs and data in the R/3client/server concept. It also handles the SAP update program and batch jobs.


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SAP Glossary

GUI (Graphic User Interface)A graphical interface used by SAP environment as part of the three tiers. Also known as frontend.

IMG (Implementation Management Guide)It is a hierarchical structure that reflects the R/3 component hierarchy and contains everyconfiguration activity. Released from version 3.0 onwards

InstanceIt means application server and each one has its own set of work processes.

SysIDA set of three letters or number that identify a system. Some sets are not allowed because they areused by SAP. They are informed when the system is installed.

ITS (Internet Transaction Server)It links the R/3 application server with one or more Web servers, thus enabling the R/3 tocommunicate with the Internet.

OSS (Online Service System)SAP's Online Service System offers fast and effective help for R/3 System problems. It is also thebasic element of communications between customers, partners, and SAP.

RFC (Remote Function Call)A way to implement communication between application programs via Abap/4 function call.

IDoc (Intermediate Document)An IDoc is a data container for data exchange between SAP systems or between an SAP systemand an external system.

Archiving SAPs terminology for the functionality that purges transactions and master data from

the SAP database. The SAP literature states that archived data can be restored to the productionsystem. For practical purposes however, this is not recommended.

DART An acronym for Data Archiving and Retention Tool. This is SAP functionality which allowsyou to periodically extract and retain data from your R/3 system. The data is extracted into asequential file. DART provides tools for viewing the retained data in different ways.

Legal Data As used in this document, this refers to the requirements imposed by the IRS, State taxauthorities and other tax authorities for the long-term retention of business data to support taxes paid andother legal requirements.

Operational Data As used in this document, this refers to the requests from customers, vendors oremployees for business data.

Management Data As used in this document, this refers to data that is used by management for businessdecisions.

ASAP Methodology


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Infotypes

Definition

Infotypes are units of information in the Human Resource Management System.

Use

Recording employee data for administrative, time recording, and payroll purposes is of primaryimportance for master data administration in HR. In the SAP System, the information units used toenter master data are called infotypes.

Infotypes are used to group related data fields together. They provide information with a structure,facilitate data entry, and enable you to store data for specific periods.

Structure

Infotypes are characterized by the following:

Infotype Structure

Data Entry

Time-Dependent Storage of Infotype Data

Time Constraints

Time constraints guarantee that exactly the data the system needs to be able to correctly processthe employee data, handle personnel administration processes and run payroll for an employee isavailable in the system. Time constraints keep you from storing mutually incompatible data andprevent gaps from occurring in the data history.

UseYou use time constraints to define the following:

Whether an infotype record must exist for an employee in the system

Whether further records of the same infotypes may exist

Whether these records can overlap in the validity period.

For certain infotypes, you can also assign different time constraints in relation to the infotypessubtype.When you enter infotypes, the system automatically checks if your input satisfies the timeconstraints conditions, and reacts by automatically delimiting data records or issuing errormessages.

Structure

Time Constraint 1For the entire time that the employee works at the enterprise, exactly one valid infotyperecord must exist. The validity periods of the individual records must not overlap. When youcreate a new record, the system automatically uses the start date of the new record as thedelimitation date of the old record. Gaps are only allowed between the employees entry dateand the start date of the first record.

Time constraint 1 must be used for all of the infotypes containing information that must beavailable at all times. This is particularly true of personal and organizational assignment data.


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An Organizational Assignment infotype record (0001) must exist for all active orinactive employees in the SAP System. The system needs the data stored in thisinfotype for all business processes.

In addition, this data must be unique, in other words, the system must know preciselyto which organizational units the employee belongs. Thats why only one record may

exist at the same time. Time Constraint 2

No more than one valid record can exist at any one time. Records with constraint 2 must notoverlap. Their existence is not obligatory. When you create a new record, the system delimitsthe previous record, if one exists. If the system delimits a record because of time constraint2, it issues an appropriate message.

Time Constraint 3

Any number of valid records can exist at any one time. The individual records do not conflictwith each other.

In the Powers of Attorneyinfotype (0030), you can store different powers of attorney.

Thats why any number of records for this infotype can exist at the same time. Sincenot every employee in your company has powers of attorney, a record for this infotypedoes not have to exist in the system.

Time Constraint A

Infotypes with time constraint A must have no more than one record. The systemautomatically assigns the record a validity period from January 01, 1800 throughDecember 31, 9999. This validity period cannot be subdivided.

Infotype records with time constraint A cannot be deleted.

Time Constraint B

Infotypes with time constraint B must have no more than one record. The systemautomatically assigns the record a validity period from January 01, 1800 throughDecember 31, 9999. This validity period cannot be subdivided.

Infotype records with time constraint B can be deleted. Time Constraint T

Infotype records with time constraint T depend on the subtype.

For theAddresses infotype (0030), you can assign a different time constraint for eachsubtype. In this way, you can make sure that a main address always exists for theemployee and you can also enter temporary residences, if necessary.

Time Constraint Z

The infotypes you use for entering working and absence time have a special time constraint

behavior.


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Enterprise Structure - "Client"

In SAP, the client is often referred to in the enterprise structure as the top level in thehierarchy. Actually, the client is not much to do with the enterprise structure.

The client is used to separate data within a SAP system; clients are always numbers.Usually the only time you will refer to a client is when you first log into SAP. Here wesee the login screen which asks for the client number:

Configuration and data belong to the client. So if you log into client 200, you may seedifferent employees and customizing settings to those in say, client 300. Some projects

will use a different SAP system altogether for different data.The client numbers will be decided on your project. For example, client 200 may be aplay client, 300 for configuration and testing and 400 for training.Technically, you are actually logging into the same database. Behind the scenes SAPwill fetch the correct data and display it for you. The client is usually the primary key ofdatabase tables in SAP.


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Company Code

The Company code is an independent company with its own accounting unit, that is, acompany that draws up its own balance sheet.

A personnel are is a specific entity for Personnel Administration. It represents asubdivision of the company code.

Personnel Subarea

Personnel subareas are subdivisions of personnel areas.The organization of the most important subareas in Personnel Administration, namelythe pay scale and wage type structures and work schedule planning, are controlled at


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this level. Four-character alphanumeric codes uniquely identify the personnel subarea.The control features of personnel subareas are country-specific.

Employee Group

The employee is used to classify employees in general terms. It defines the position of aperson within the company's workforce.

Employee Subgroup

Employee groups are divided into employee subgroups. Employees in the active workforce aredistinguished according to their status - trainee, hourly-paid employee, salaried employee, etc.

Country codes in HR - MOLGAS


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Here is the full list of country codes (MOLGAS) used in HR.

01 Germany02 Switzerland

03 Austria

04 Spain05 Netherlands06 France

07 Canada08 Great Britain

09 Denmark10 USA

24 Saudi Arabia25 Singapore

40 India

The Personnel Structure:

The Personnel Structure is split by Company Code, Personnel Area and PersonnelSubareas. There are other structures including employee groups/subgroups and thepay scale structure, but in this section its Pers Areas and subareas which are the topicto be covered.

An implementation with one company, in one country, with various factories/sites maylook like this:

This is a typical example. The company code is easily defined, as it represents a legalentity so you have to set them up exactly as they are. This is a function of the Financeconfiguration and is not covered here.

The Personnel Area

A Personnel Area is attached to a company code, so you will always have at least onearea per company code. Generally, it represents a high level of the business. Quiteoften it represents a country as shown in the example above.


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Some points to consider for Personnel Areas

Can be used to generate defaults e.g. work schedules, pay scale Selection criteria for reporting Multiple Areas can be connected to one Company Code Can be referred to in Authorization checks Connected to one company code Must contain at least one Personnel subarea

The Personnel Subarea/sOften a Personnel Subarea is used to show a geographic split of the Personnel Area.For example, if a UK company had 3 manufacturing plants, it would probably have 3personnel subareas representing them.

If you have just one site, the personnel subarea may be used to represent different splitsof employee, maybe factory vs staff; but generally it represents a physical location.

The public holiday calendar is attached to the personnel subarea, so if you have plantswith different holiday calendars, you must have different subareas for each.

Some points to consider for Personnel Subareas:

A sub-division of Personnel Area May be geographic or functional areas of the business Provides groupings for wage types, absences, payroll, work schedules, etc Can (indirectly) be used in authorization checks Selection criteria for reporting


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Here we working on Config document,

STEP1: SPRO>Enterprise Strucuture>Definition>Financial Accountin>Edit, Copy,

Delete, Check Company Code

Select the Second Option in Dialog box as shown in screen shot.

Make sure your company code (4 Digits) doesnt exist in the table already and click onNew Entries shown below.


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Enter the company code details as shown in above, and also enter all the address details of

company code as shown below.


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STEP2: SPRO>Enterprise Structure>Definition>Financial Accounting>Edit, Copy,Delete, Check Company Code > Copy, Delete, Check Company Code

When we go to this screen we will get a blank screen, Click on the copy option as

shown below.

Here we are coping our company code from SAP standard company code for US thestandard company code is 3000


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When we click above Ok, we will get the below information message click on Yes here ashighlighted.

If we say Yes for below message we will get standard G/L accounts copied to our newcompany code from standard 3000

Once we say Yes for Second Information Message system prompts one more confirmation,

do u want to allocate different currency for a target company code, as we are coping from

standard company code i.e., 3000 which already contained USD as currency we can sayNo here, which make ABCL company code to there USD.


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Please click on the to move further.

Click again on the button to move further and keep on the clicking until you reach thebelow message


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Below are the Couple of FI/CO setting, these settings are not mandatory up to ECC 5.0 and

these steps become mandatory in ECC 6.0, if we wont perform the FI/CO settingimplication are as below

If it is 4.7 No Error message on hiring an employee in Infotype 0001

If it is 5.0 Error message on hiring an employee in Infotype 0001, but by pressing Enter

you can move further.

If it is 6.0 Error message on hiring an employee in Infotype 0001, You cant move further

until you complete the below configuration.

STEP3: SPRO> Financial Accounting> Financial Accounting Global Settings> Company

Code> Enter Global Parameters.


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Enter the highlighted values, you can use the same values for your company code also,Here we are using Chart of Accounts as CAUS and Fisal Year Variant as K4.

Chart of Account = Set of General Ledgers are nothing but chart of Accounts.

Fiscal Year Variant K4 represents four quarter for the financial year.


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STEP4: In the step4 we have to perform 3 activities, Please go through the steps carefully.

Step 4.1: (Creating Controlling Area)

SPRO> Controlling> General Controlling> Organization> Maintain Controlling Area>

Maintain Controlling Area

In the Basic Data Navigation area we have to define Controlling area, In a realtime project

these will be created by FI/CO Consultants.

Once you enter in to the table click on New entries button as shown below, when you click

on new entries the following screen will appear.


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Click on Save button we will get the following information message, Please click on Yes

button.


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By doing the above activity we created a Controlling area for our company code.

Step 4.2: (Assignment of Company Code{S})

SPRO> Controlling> General Controlling> Organization> Maintain Controlling Area>

Maintain Controlling Area> Assignment of Company Code(s)> New Entries > Enter yourcompany code and Click on Save as shown below.

Then Click on new entries and your company code there as shown below.


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Step 4.3: (Activate components/Control Indicators)

SPRO> Controlling> General Controlling> Organization> Maintain Controlling Area>Maintain Controlling Area> Activate components/Control Indicators > New Entries >

Enter the details and Click on Save as shown below.

With this we are done with the mandatory FI/CO Configuration for ECC 6.0 Version.


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Step 5: DEFINE PERSONNEL AREA

SPRO> SAP Reference IMG (F5)> Enterprise Structure> Definition > Human Resource

Management> Personnel Areas > Personnel Areas > New Entries

Enter the Unique 4 digits Alpha Numeric Key and Click on Icon to save the PersonnelArea as shown below


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Click on Create Request option and create your own transport, We just need to enter the

description the transport like what we are trying to perform, System will automatically

generate the Transport number.

Repeat the same activity for all your personnel areas.

Step 6: DEFINE PERSONNEL SUB-AREAS


Management> Personnel Sub areas > Create Personnel Subareas > New Entries


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Click on New entries and Make enter 4 digits (maximum) Alphanumeric key for Personnel

Subareas as below

Step 7: DEFINE EMPLOYEE GROUPS


Management> Employee Groups > New Entries

Create Your Employee Group as mentioned above.


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Step 8: PATH TO DEFINE EMPLOYEE SUBGROUPS


Management> Employee Subgroups > Define Employee Subgroups> New Entries

Make the New entries as below

By doing the above activities we are done with creation of Enterprise and PersonnelStructure, now we need to perform the assignment activity.


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Step 9: Assigning Personnel Area to Company Code

SPRO> SAP Reference IMG (F5)> Enterprise Structure> Assignment > Human Resource

Management> Assign Personnel Area to Company Code

Select your Personnel Area, Assign your company code and Country Code for personnel

Area, This Country grouping Controls the Master data maintenance and Wagetypes, Please

refer the below screenshot for the same.

Step 10: Assigning Employee Subgroup to Employee Group

SPRO> SAP Reference IMG (F5)> Enterprise Structure> Assignment > Human Resource

Management> Assignment of Employee Subgroup to Employee Group


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Once you execute this table, Click on New entries Option Select your employee Group and

Select your employee Subgroup and Assign relevant Country Grouping (MOLGA) for thesame, Please refer the below screenshot for the same.

Note: It is possible to assign more than one MOLGA for same Employee Group andEmployee Subgroup.

Step 11: Path to set User Parameters

SPRO> SAP Reference IMG (F5)> Personnel Management> Personnel Administration>Basic Setting> Maintain user Parameters (T-Code: SU3)


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Select the relevant Country Code as shown below

Click on , You will get message box as Parameters Created for USA. Click on and

Make Sure Parameters Created as below highlighted.


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Step 12: Path to Setup Employee Number Ranges

SPRO> SAP Reference IMG (F5)> Personnel Management> Personnel Administration>

Basic Settings> Maintain number range intervals for Personnel Numbers (T-Code:PA04)

Click on icon, Create number range intervals by clicking on ,Enter your number as below. From Number is going to be First employee number,

Finally Click on , Click on

Step 13: Path to Access NUMKR

Check this Box if youwant to have External

number range, Else

Leave it as blank

This number is going to

be the return value of theFeature NUMKR


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SPRO> SAP Reference IMG (F5)> Personnel Management> Personnel Administration>Basic Settings> Determine defaults for number ranges (T-Code:PE03 and EnterNUMKR)

You can configure the feature by using Create button and you can call the decision

operation based on the requirement, Finally you have to Assign a return value for the

decision operation (Ex: 06 in the Previous Screen) and Click on Activate Icon , All thefeatures need to be activate, Features doesnt give any affect until activate them.

Step 14: Path to Maintain Employee Attributes


Organisation Data> Organisation Assignment > Define Employee Attributes (Table:V_503_C)


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In this table we have to maintain Activity Status, Employment Status and Training Statusfor all our EEs and ESGs, In the above 3 status Activity Status is mandatory

Select the MOLGA and Click on enter

Enter the entries as below

Possible Entries under Activity Status


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Possible entries under Employment Status

Possible entries under Training Status

The above mentioned Configuration is mandatory to hire an employee for Our ownCompany Code.

With the above configuration you can hire an employee and Test whether every thing

is working fine or not for given company code.


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Step 14: Navigation Path to configure the Infotype Menus


Customizing Procedures> Infotype Menus > Infotype Menu

Select the User group dependency on menus and Infogroups option as shown below


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Step 2:

Now go back (F3) and Select the Infotype Menu option and Enter the Infotype Menu whichwas create in the above step i.e., A1, A2 and A3, Select the Infotype A1 and enter the

Infotypes under that menu, repeat the same activity for all other Infotype menus.


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Enter the required IT under the A1 menu. In the User Group column enter the user group

number as Reference user group, the both should be one and same. In the No Column Enter

the Serial no of Infotypes. If we leave as blank in the Screen Column system will pick theStandard Screen. If there any custom screen number enter that number in the column.

Step 3:


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SPRO> Personnel Management > Personnel Administration > Customizing

Procedures> Infotype Menus> Determine choice of Infotype menus> User group

dependency on menus and Info groups > (F2)

In this table we shouldnt create any new entries, In Simple we have to change thereference user group to our own user which was assigned in our user parameters for 01

HR Master Data Menu.

In the given example we are following 78 as reference user group, with this we changed

the reference group as 78 for 01 Menu as shown below.

Step 4:

In this Step we need to our Infotype Menus (A1, A2, A3) to 01 HR Master Data Catalog.


Procedures> Infotype Menus> Determine choice of Infotype menus> Infotype

Menus> (F2)

Click on New Entries (F5), Enter the Inputs as below.


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Note: Before making entries please make sure about the S.No. Just Check how many S.No

are used under the reference user group, If there are preexisting entries under that Usergroup, we have continue with a different S.No, else we will get a error message as An

entry already existed with same Key

Step 5:

Goto User Profile (SU3 is T-code) and change the UGR as 78 instead of 10 and

save, as shown below and click on

Expected Out Put:

Goto PA30 and check the customer specific infotype menus got created or not.

Navigation Path to configure the Personnel Actions


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In Order to Define the Personnel Actions, First we have to identify what all the action typethe customer is performing on their employees. Once We Identify the action we have to

determine are there any action which falls under same Infogroup. By doing the above

exercise we can come out with a list of Infogroups required for the client.

Here we will configure Hiring action and configuration is steps are same for all the otheraction types.

Step1: Define the Infogroups for action


Procedures> Actions> Define Infogroups> User group dependency on menus and Info

groups > (F2)> Click on NEW ENTRY

In the above mentioned table we have to create the relevant Infogroups for actions, we may

have 1:1 or 1:many combination for Infogroups vs Action. In the above example I created

different Infogroups for each action

Step2: Add the Infotypes to Infogroup with relevant operation


Procedures> Actions> Define Infogroups> Info group > (F2)> Give your

Infogroup which was defined in the previous table as shown below


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Click on New Entry and enter the Infotype as below

USER GROUP = REFERENCE USER GROUP

No = Serial No

Operation = Standard SAP delivered certain operation to control the behaviour ofinfotypes, Operation as below


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Documents

SAP Material for Use in Initial Stages of Training