IRT310

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IRT310

Master Data in SAP for Retail

SAP for Industries - SAP for Retail

Date Training Center Instructors Education Website

Instructor Handbook

Course Version: 2006/Q2 Course Duration: 5 Days Material Number: 50079221 Owner: Kerstin Zinke (D023384)

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Copyright

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About This Handbook

This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions

American English is the standard used in this handbook. The following typographic conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.

Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet).

Example text Emphasized words or phrases in body text, titles of graphics, and tables

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, names of variables and parameters, and passages of the source text of a program.

Example text Exact user entry. These are words and characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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About This Handbook IRT310

Icons in Body Text

The following icons are used in this handbook.

Icon Meaning

For more information, tips, or background Note or further explanation of previous point Exception or caution

Procedures

Indicates that the item is displayed in the instructor’s presentation.

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Course Overview

Your company has decided to implement SAP Retail, and you are responsible for maintaining and optimizing master data.

Employees should - as far as possible - work efficiently and without errors occurring. Therefore, you create an optimal reference concept.

The article master is also configured in different ways for different groups of employees, depending on their requirements. This means that individual employees can see and process only the data that is relevant to them.

Target Audience

This course is intended for the following audiences: • Project team members

• SAP consultants

Course Prerequisites

Required Knowledge

• Basic knowledge of retailing

• SAPIRT Function Overview in SAP for Retail

Recommended Knowledge

• None.

Course Duration Details

Unit 1: Organizational Structures in Retail

Organizational Structures in Retail 60 Minutes Exercise 1: Organizational Units 15 Minutes Unit 2: Business Partner

Customer 20 Minutes

Vendor 30 Minutes

Exercise 2: Vendor 20 Minutes

Unit 3: Sites

Sites 60 Minutes

Exercise 3: Sites 20 Minutes

Site Maintenance 30 Minutes

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Course Overview IRT310

Exercise 5: Department Store and Shop

Maintenance 30 Minutes

Layout 30 Minutes

Exercise 6: Layout 15 Minutes

Unit 4: Article Groupings

Classification 30 Minutes

Merchandise Categories 45 Minutes

Exercise 7: Merchandise Categories 20 Minutes Correlation between Sites and Merchandise

Categories 30 Minutes

Exercise 8: Correlation between Sites and

Merchandise Categories 15 Minutes

Article Hierarchy 30 Minutes

Exercise 9: Article Hierarchy 30 Minutes

Unit 5: Assortment Management

Assortment 40 Minutes

Exercise 10: Reference Site 30 Minutes

Exercise 11: General Assortments 30 Minutes

Listing Procedures 30 Minutes

Exercise 12: Listing Procedures 15 Minutes

Assortment List 30 Minutes

Exercise 13: Assortment List 15 Minutes

Unit 6: Single Articles

Creating Articles 60 Minutes

Exercise 14: Creating Articles 30 Minutes

Exercise 15: - optional 20 Minutes

Article Fast Entry 30 Minutes

Exercise 16: Article Fast Entry 30 Minutes

PRICAT 30 Minutes

Exercise 17: PRICAT 40 Minutes

Article List 30 Minutes

Exercise 18: Article List 15 Minutes

Configuring the Article Master 60 Minutes

Exercise 19: Configuring the Article Master 30 Minutes

Article Discontinuation 30 Minutes

Exercise 20: Article Discontinuation 20 Minutes Unit 7: Generic Articles and Variants

Characteristics 30 Minutes

Exercise 21: Characteristics 20 Minutes

Creating a Generic Article 120 Minutes

Exercise 22: Creating a Generic Article 30 Minutes Exercise 23: Pricing for Generic Articles and

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IRT310 Course Overview

Exercise 24: Structured Articles 20 Minutes

Additionals 45 Minutes

Exercise 25: Additionals 20 Minutes

Unit 8: Structured Articles

Structured Articles 45 Minutes

Exercise 26: Full Products and Empties 15 Minutes Unit 9: Logistical Variants

Logistical Variants 60 Minutes

Exercise 27: Logistical Variants 15 Minutes

Course Goals

This course will prepare you to:

• Maintain and configure the specific SAP Retail master data • Use and discover the advantages of the reference concept

Course Objectives

After completing this course, you will be able to:

• Describe the organizational structures in SAP Retail and know where these organizational structures can be set up

• Maintain general Retail master data and configure it according to your requirements

• Describe the SAP Retail reference concept and use it according to your requirements

SAP Software Component Information

The information in this course pertains to the following SAP Software Components and releases:

This manual refers to SAP for Retail™ and von SAP Retail™. Here, SAP for Retail™ refers to the SAP solution for Retail, while SAP Retail™ refers to the system SAP ECC, which is an SAP Retail system. The SAP Retail business function set must also be activated.

The instructor information for course IRT310 was compiled in a separate document. Therefore, this manual does not contain any instructor information. You can find the instructor information on SAP Service Marketplace under the quick link /curr-info. Link: https://service.sap.com/curr-info

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Unit 1

1

Organizational Structures in Retail

Give the participants a general overview over the existing organizational structures and the organizational structures to be created in an SAP Retail system. Point out that the organizational structures must be maintained so that further master data -such as the article and vendor - can be maintained, and so that every process in the system can be carried out correctly.

Unit Overview

This unit explains that the organizational structures and their assignments, which are supported by SAP Retail, are a basic prerequisite for working in the SAP Retail system.

It describes additional controls that must be maintained for the Industry Solution SAP for Retail at organizational structure level.

Unit Objectives

After completing this unit, you will be able to:

• Show that the organizational structures and their assignments, which are supported by SAP Retail, are a basic requirement for working in SAP Retail • In the Implementation Guide, locate the settings for the organizational

structures

Unit Contents

Lesson: Organizational Structures in Retail ...2 Exercise 1: Organizational Units ... 13

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Unit 1: Organizational Structures in Retail IRT310

Lesson:

2

Organizational Structures in Retail

Lesson Duration: 60 Minutes

Lesson Overview

Lesson Objectives

After completing this lesson, you will be able to:

structures

It is not the objective of this lesson to discuss the optimal organizational structure for individual customers. SAP offers special workshops for this purpose, as customer requirements vary greatly. The aim of this lesson is to convey customers the attributes of the individual organizational structures as a basis for their decision-making and to show them where they can set the organizational structures in the system.

Business Example

You have decided to implement the Industry Solution SAP for Retail. You have analyzed your current organizational structures and discussed mapping them onto the corresponding structures in SAP Retail. You now create the organizational units and their assignments in SAP Retail.

SAP Retail Overview

SAP Retail is a complete system that supports competitive assortment strategies, variable sales technologies and corresponding site categories, as well as

consumer-oriented distribution logistics when dealing with consumer products. It provides all important functions you need to map your business processes in a retail company.

The aim is to completely map the value chain from the consumer to the vendor, and to optimize the various functions and control processes in the flow of goods and information between vendors, retail and consumers.

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IRT310 Lesson: Organizational Structures in Retail

Organizational Structures

Flexible organizational units in SAP Retail make it possible to map even complex organizational structures. A large number of organizational units makes it possible to map the legal and organizational structure of a retail company from different business viewpoints. Many organizational units are also data retention levels, which means that, when there are several organizational units like this, different data can be stored for each one.

SAP Retail is client-capable. A client is a corporate group that can subdivide into subsidiaries. In SAP Retail, organizational units can be set up for the individual departments of a company.

This means that the organizational units reflect the subdivision of a company from a business viewpoint in SAP Retail.

Figure 1: Organizational Structures

The variable organizational structures in the SAP system offer the following advantages:

• The flexibility to be able to map complex company structures

• Separate logistical views (purchasing, sales and distribution), the managerial accounting view and the external accounting view

• The option of cross-company-code processing

Organizational structures are maintained in Customizing (Implementation Guide). They must be created individually and then assigned to each other.

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Financial Accounting and Controlling

Figure 2: Organizational Structures in Financial Accounting and Controlling

The client is a corporate group that can subdivide into subsidiaries.

The controlling area is an organizational unit of the internal accounting, which subdivides the company from the controlling viewpoint. One or more company codes can be assigned to a controlling area, if they have the same chart of accounts. The company code is an organizational unit of the external accounting, which subdivides the company from the financial accounting viewpoint. You can set up several company codes in one client to keep several independent accounts at the same time. You must, however, set up at least one company code in each client. The company code is the accounting unit to draw up the financial statement. This can be, but does not have to be, identical to the controlling area.

In a central organization, generally a maximum of one uniform chart of accounts is defined at corporate group level and this is then valid for all company codes. In a decentralized organization, the chart of accounts is defined at company code level. All the company codes that belong to a cross-company-code cost accounting must use the same operational chart of accounts.

The company is defined from the controlling viewpoint using the controlling area, operating concern and profit center. The controlling area structures a company from the controlling viewpoint.

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Figure 3: Organizational Structures in Financial Accounting

The company is defined from the accounting viewpoint using the company code and business area.

A company code is an independent accounting unit in the sense of a legally independent company. It is the central organizational element of the financial accounting. In Retail, the entire company can represent a company code, but a distribution chain or even each individual site can be displayed as a company code too.

In a client, you can set up several business areas, which can be assigned to an account in all company codes that are defined in this client. At business area level, you can carry out settlements and profit and loss statements for internal purposes. The business area is an organizational unit of the accounting, which corresponds to a defined activity area of the company or an area of responsibility in the company. Business areas enable you to structure operating levels according to their business contents. This means that distribution chains or individual sites, for example, can be displayed as business areas. For a consistent document entry, it makes sense for business areas in all company codes to have the same meaning.

Each valuation-relevant transaction creates a financial accounting document, which lists the G/L accounts posted to and the details of the posting.

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Figure 4: Organizational Structures: Valuation

A site can be a store, a distribution center, or a production location. In SAP Retail, the site is the selling and inventory management organizational unit. Every site belongs to just one company code.

Stocks are updated by goods movements on both a quantity and value basis. The relevant G/L accounts in accounting, which are affected by this transaction, are determined and posted to via automatic account determination.

A valuation area is the organizational unit for value-based inventory management. In SAP Retail, the valuation area must always correspond to a site. Inventory management on a value-only basis is carried out at valuation area level.

Every site is a valuation area in SAP Retail. This is already determined when the system is set up as a Retail system and it is unchangeable. The valuation area does not appear on the screen, it is controlled internally.

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Logistics

Figure 5: Organizational structures in Purchasing

A purchasing organization procures articles for several sites and negotiates purchase conditions with the vendors. A complete purchasing transaction is managed by one purchasing organization. Authorizations for master data maintenance and purchasing management are assigned per purchasing organization.

A purchasing organization can be assigned to one company code. If this is the case, the purchasing organization can only purchase for sites that belong to the same company code.

A reference for one purchasing organization can also be applied to another purchasing organization, so that the conditions, contracts and purchasing info records can be used together.

A purchasing group is similar to a purchasing department in that it consists of one or more buyers. Purchasing groups are responsible for maintaining master data and control data, and for the operative purchasing management. Authorizations can be assigned to each purchasing group individually. The purchasing group is not a data retention level.

A purchasing area can be used as a connecting link between the purchasing organization and the purchasing group. It is used as an additional hierarchy level during the evaluation. However, it is not a data retention level. In order to map this connecting link, one purchasing area is assigned to a combination of a purchasing organization and a purchasing group in Customizing.

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Figure 6: Organizational Structures: Inventory Management

To be able to keep track of the goods flow in the company, article stocks must be managed on a quantity basis in the system.

In SAP Retail, the site is the selling and inventory-managing unit. A site can be a store or a distribution center.

The storage location is an organizational unit that makes it possible to differentiate between stocks in a site. In a distribution center, a storage location can map various logistical functions (for example, a cross-docking storage location, a lean-WM-managed storage location). Usually a store is assigned to one storage location, but additional storage locations can also be managed for outdoor stock (for example, camping articles, furniture).

You can differentiate between stocks of an article in a storage location on the basis of batches. It is also possible to maintain expiration dates.

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Figure 7: Inventory Management in the Distribution Center

WM: Warehouse Management MM: Material Management

Transactions that cause a change in stock and the resulting stock updates are entered in the system in real time, enabling physical stock levels to be mirrored exactly in the inventory management.

There are three different organizational structure options in a distribution center: inventory management on the storage location (MM-managed storage location), inventory management on the storage location with a storage location that is managed by a lean WM, and inventory management on the storage bin with a WM-managed storage location = Warehouse Management system.

For complex distribution centers, the Warehouse Management system allows stock to be differentiated up to storage bin level. This means that structures, such as those of a high rack storage area, can be displayed.

The Warehouse Management system is integrated into the whole system by connecting a storage location to a warehouse number. If, for example, a goods receipt is posted to the inventory management, an action to put away the goods is triggered in the Warehouse Management. A complex warehouse structure is managed under a warehouse number.

Various partial warehouses, the organizational and technical attributes of which differ, are defined as storage types, such as the goods receipt area, goods issue area, high rack storage area and picking bin. The individual storage bins are defined in a storage type. They are the smallest organizational units that can be

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called in the system. They can be called using coordinates such as 05-04-03 for aisle 05, stack 04, level 03. When an article appears on a storage bin, it is flagged as quant.

Transport orders are used to transport the articles within the warehouse (for example, from the goods receipt area to the storage bin).

The Lean WM is a warehouse structure with which transport orders can be used as pick orders, even in simply structured warehouses. Transport orders can be created for deliveries (excluding goods receipts or goods issue), even if storage bins are not managed in the WM. Inventory management occurs at storage location level only. The system does not use quants to update the stock data at storage bin level, but display fixed bins for information only.

You can use the Lean WM if you want to pick deliveries using transfer orders in a warehouse that you do not manage with the Warehouse Management system.

Figure 8: Organizational Structures in Sales

The sales organization is an organizational unit of the logistics, which subdivides the company according to the requirements of sales and distribution.

Every sales organization represents a selling unit in the legal sense and is, for example, responsible for product liability and any customer’s rights of recourse. It is also responsible for the sales and distribution of the article, and negotiates sales conditions. You can use sales organizations to divide your market into regions, for example, into countries. A complete business transaction in sales and distribution is always managed in a sales organization.

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In SAP Retail, a sales organization can be assigned to a purchasing organization. This means that the hierarchy creation that is displayed in the figure may be enforced. For statistical purposes, this may be of interest. In some cases, both terms are identical.

A reference to another sales organization can be created for one sales organization at sales document type level. The sales document types of the referenced sales organization are then used.

In combination with the distribution channel, the sales organization forms a distribution chain. Sales and distribution uses different distribution channels in terms of distribution lanes or distribution channels. Possible distribution channels include, for example, sales to the consumer via various store chains or mail order. The distribution channel is assigned to a sales organization.

In SAP Retail, the distribution chain category of a distribution chaindetermines, if it will be used to supply sites or wholesale customers respectively, or to supply consumers.

References to other distribution chains in the same sales organization can be created for a distribution chain. This means that customer and article master data, sales document types and condition types can be accessed from the distribution chain that is being referenced.

A division must be defined, although SAP Retail does not use it in the retail functions. Together with the division, a distribution chain forms a sales area. If just one division is created, then the sales area is functionally almost identical to the distribution chain for retail.

Copy Function

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In the SAP System, you have the option of processing existing organizational structures. The following functions are available:

• Copy:

Use this function if you want to create a new organizational unit and want to use the existing settings as a template.

• Delete:

Use this function if you want to delete an existing organizational unit with all dependent entries.

• Check:

Use this function to check all the settings for an existing organizational unit. Be careful to delete or copy only the system settings (in Customizing). Master data is not included in this process.

If you only want to process mandatory activities in the system settings, then you must use the copy function to create the new organizational units. This is the only way you can make all the necessary system settings.

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13

Exercise 1: Organizational Units

Exercise Duration: 15 Minutes

Exercise Objectives

After completing this exercise, you will be able to:

• Find organizational structures in the Implementation Guide (IMG)

Business Example

A new employee needs to become familiar with the most important elements of your company structure quickly. Show the structures in the SAP system to the new employee.

Task 1:

Display the existing organizational structures in the Implementation Guide (IMG). 1. View the definition and assignments of some organizational levels in the

Implementation Guide:

2. Where can you find the definition of a company code in the Implementation Guide? Specify the menu path.

________________________________________________

3. For the duration of the course you will use R300 as your company code. What is the name of this company code?

______________________________________________________ Which currency and language are set by default in company code R300? ______________________________________________________

Task 2:

You now work more closely with the company’s organizational units. Check the existing assignments of sales organization RG10.

1. Which organizational units form a distribution chain?

______________________________________________________ 2. What distribution chains are there for the sales organization RG10? ______________________________________________________ 3. To which company code is the sales organization RG10 assigned?

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Solution 1: Organizational Units

Task 1:

Display the existing organizational structures in the Implementation Guide (IMG). 1. View the definition and assignments of some organizational levels in the

Implementation Guide:

a) Tools → AcceleratedSAP → IMG → Execute Project, Goto → SAP Reference IMG

2. Where can you find the definition of a company code in the Implementation Guide? Specify the menu path.

________________________________________________

a) IMG: Enterprise Structure → Definition → Financial Accounting → Edit, Copy, Delete, Check Company Code

b) Edit Company Code Data

3. For the duration of the course you will use R300 as your company code. What is the name of this company code?

______________________________________________________ Which currency and language are set by default in company code R300? ______________________________________________________ a) Select R300 : Goto → Details

Company Name

IDES Retail INC US

Currency USD

Language EN

Task 2:

You now work more closely with the company’s organizational units. Check the existing assignments of sales organization RG10.

1. Which organizational units form a distribution chain?

______________________________________________________ a) A distribution chain is formed from the sales organization and

distribution channel organizational units.

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______________________________________________________

a) IMG: Enterprise Structure → Assignment → Sales and Distribution → Assign distribution channel to sales organization

R1 Stores US R5 Distribution US R6 PCS Wholesale R7 Internet/Catalog US 00-30 IRT320 Group ## 40-70 IRT320 Wholesale ##

3. To which company code is the sales organization RG10 assigned? ______________________________________________________

a) IMG: Enterprise Structure → Assignment → Sales and Distribution → Assign sales organization to company code

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Lesson Summary

You should now be able to:

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IRT310 Unit Summary

Unit Summary

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Unit 2

19

Business Partner

This unit describes the vendor and customer business partner categories. The transactions used here are those that are used in the SAP standard. Neither business partner category differs from the SAP standard.

Unit Overview

This unit describes the structure of business partner master records, explains the task of the account group, and specifies the options for the maintenance of different purchasing data for the vendor.

Unit Objectives

After completing this unit, you will be able to: • Name the different customer categories

• Describe the structure of a customer master record • Describe the structure of a vendor master record

• Explain how you can maintain various types of purchasing data for the vendor

Unit Contents

Lesson: Customer ... 20 Lesson: Vendor ... 26 Exercise 2: Vendor ... 33

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Unit 2: Business Partner IRT310

Lesson:

20

Customer

Lesson Overview

Lesson Objectives

After completing this lesson, you will be able to: • Name the different customer categories

• Describe the structure of a customer master record

The customer master record is also discussed in the Sites lesson. A customer master record must always be created when a new site is created.

Business Example

You deliver goods to new customers and create their customer master records so that the delivery and payroll processes run smoothly in the system.

Customer Master Data

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IRT310 Lesson: Customer

Figure 11: Customer: Master Data

As a customer is regarded as a business partner of the company in financial accounting, the customer master record is used by both sales and financial accounting. Customers are classified as debitors in financial accounting. Every site has a customer master record.

Figure 12: Customer: Business Partner

“Business partner” is an SAP term.

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In the SAP system, business partners are defined according to roles that they fulfill and according to requirements that they apply to you. Examples include:

• Contact person, for example, someone with whom you want to keep regular contact (for example, management)

• Personnel, for example, sales employees or employees who you represent at trade fairs

When you are defining a business partner, you should remember who expects payment from you (for example, a commission or fee) and who receives documents from you (for example, forms, letters or other messages).

When you are creating customer master records, you must create a master record for a sold-to party. When you create these mandatory roles, the SAP system automatically completes the partner role view of this master record with entries for the ship-to party, bill-to party and payer. The SAP system defaults the same person for all four partner roles. You can overwrite these default values.

Figure 13: Customer: Customer Account Groups

The account group is a template for creating customer master records. The account group determines:

• The data fields in the master record that are either hidden or displayed, and are either required entry or optional entry fields

• The number range for the customer of the sold-to party or the ship-to party and so on

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Example:

A customer master record for a ship-to party (created with account group 0002) contains certain views and data fields. This master record requires information relevant to shipping. All the fields relevant to billing are hidden.

Account groups are contained in the standard system. If required, you can create additional account groups.

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Facilitated Discussion

Summarize the most important points of this lesson.

Discussion Questions

Use the following questions to engage the participants in the discussion. Feel free to use your own additional questions.

What is the difference between external and internal customers? What is the purpose of partner roles?

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Lesson Summary

• Name the different customer categories

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Lesson:

25

Vendor

Lesson Overview

Lesson Objectives

After completing this lesson, you will be able to: • Describe the structure of a vendor master record

• Explain how you can maintain various types of purchasing data for the vendor The vendor master record is also discussed in the Sites lesson. When a new distribution center is created, a vendor master record is always generated too so that delivery and payroll processes can be mapped to internal and external customers.

Business Example

From now on you will be receiving goods from a new vendor and you have to create a master record for this vendor in the system.

You determine which articles are delivered from your new vendor and under what conditions they are delivered.

Vendor Master Data

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IRT310 Lesson: Vendor

Figure 16: Vendor: Master Data

The data in the vendor master record is subdivided into three categories: • General Data:

This includes the address and banking details of the creditor. The data is valid on a client-wide basis. You will also find the procurement monitoring fields here.

• Purchasing Data:

This includes the purchase order currency, incoterms and various control data of the creditor. This data is maintained for the relevant purchasing organization. You can also enter alternative data that is only valid for specific sites or for vendor sub-ranges.

• Financial Accounting Data:

This includes, for example, the number of the reconciliation account and the payment methods for the automatic payment transactions. Financial accounting data is maintained at company code level.

A vendor master record may be blocked, if, for example, the quality of the products supplied by this vendor is substandard. You can use the source list to block a vendor for an individual article/SKU.

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Figure 17: Vendor: Purchasing Data

These are vendor-related entries, which you can maintain for every purchasing organization in your client. It concerns data that is important for purchasing, such as purchasing data and partner functions.

In addition to maintaining the data that is valid for the entire purchasing organization, you can also maintain data for a specific site and/or vendor sub-range in the purchasing data and partner function screens. This may include, for example, terms of payment or Incoterms that differ from the terms of payment or Incoterms in the purchasing organization. You can create this alternative data for the vendor at the following data retention levels:

• Vendor sub-range (VSR) • Site

• Vendor sub-range/site

The data retention level from which the system defaults data, for example, in a purchase order, is determined in the following sequence:

1. Vendor sub-range/site/purchasing organization 2. Vendor sub-range/purchasing organization 3. Site/purchasing organization level

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Figure 18: Vendor: Vendor Sub-Range

Vendor sub-ranges are specified by vendors. Reasons for creating sub-ranges include, for example:

• Different conditions • Different addresses

• Different control data for requirements planning and purchase orders In the vendor master, the purchasing data and partner roles can be created separately for each sub-range.

The link between vendor and article is created using the purchasing info record. The article maintenance automatically creates and maintains the purchasing info record. Among other things, information is created about conditions, terms of delivery and payment agreements. Purchasing info records can provide default values when the purchase order is being created.

An article is assigned to a sub-range in the purchasing view of the article (purchasing info record). A sorting number can also be assigned, to sort the articles in a purchase order in the standard vendor way.

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Figure 19: Vendor: Supply Regions

In the vendor master purchasing data, you can choose which supply regions a vendor supplies.

Each site can be assigned to one supply region.

The system checks the supply regions of the vendor master when a purchase order is created for a site that is assigned to a supply region. If the vendor is not responsible for that particular region, the system issues a warning message. If supply regions have been created in the vendor master, the information is taken into account in the supply source determination of the purchasing.

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Figure 20: Vendor: Partner Roles

Partner Functions

For certain operative functions, you can use partner functions to create a link between the vendor and other credit-side master records. The corresponding partner functions must be defined in these master records.

The partner functions created in the vendor master can be defaulted and used in purchase orders and contracts.

Vendor Master Records:

• Only one vendor master record is required if a vendor is also the order recipient, vendor, invoicing party and payee.

• Several vendor master records are required if these functions are distributed to different locations or companies. They are linked to each other by partner functions.

You can enter a contact person for each partner function.

Partner functions allow you to assign different locations or companies to a vendor master record.

Partner functions refer to different functions that a particular vendor may have in the business relationship with you.

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Figure 21: Vendor: Vendor Account Groups

The account group is a template for creating vendor master records. The account group determines:

• The data fields in the master record that are either hidden or displayed, and are either required entry or optional entry fields

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33

Exercise 2: Vendor

Exercise Objectives

After completing this exercise, you will be able to: • Maintain vendor data

• Find the Customizing settings that you require

Business Example

The vendor Northern Milk offers you better conditions if you purchase its whole range of yoghurts. You create a vendor sub-range for these articles and maintain the relevant purchasing data in the vendor master.

Task 1:

The vendor master record already exists in the system under the number R1TV03##. Familiarize yourself with the vendor data.

1. Display all data of vendor R1TV03## (Display → Central). The company code is R300, and the responsible purchasing organization is also R300 too. Select all views (except for the withholding tax view).

2. In which country and city is the vendor?

______________________________________________________ ______________________________________________________ 3. What is the language setting for the vendor?

______________________________________________________

4. Find out which partner functions are still assigned to the vendor in addition to the mandatory “Vendor” function.

______________________________________________________ ______________________________________________________

Task 2:

You want to create a new sub-range for selected articles of vendor R1TV03##. 1. Find out with which account group the vendor R1TV03## was created.

______________________________________________________

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2. In Customizing, check that you can create purchasing data for this account group at vendor sub-range level.

3. In the Purchasing Data of the vendor, create a new vendor sub-range GR## with the description “Yoghurt”.

Hint: To do this, choose Vendor → Change

Task 3:

For articles from the Yoghurt sub-range, the vendor named a certain seller, who is the contact person for this article. You now want to create this information in the system.

1. Create alternative data for the Yoghurt vendor sub-range. 2. On what other levels can you create alternative data?

_________________________________________________

3. You select your sub-range GR## and maintain the following alternative purchasing data: The responsible seller for the article of the VSR is Mr Smith and his telephone number is 089/23046-7. You want to specify the purchasing group R30 as a default when creating the article. The planned delivery time is 3 days.

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Solution 2: Vendor

Task 1:

The vendor master record already exists in the system under the number R1TV03##. Familiarize yourself with the vendor data.

1. Display all data of vendor R1TV03## (Display → Central). The company code is R300, and the responsible purchasing organization is also R300 too. Select all views (except for the withholding tax view).

a) Retailing: Master Data → Vendor Data → Edit Vendors → Vendor → Display → Central

Vendor R1TV03##

Company Code R300

Purch. Organization R300

b) Select all boxes (except for Withholding tax) and choose Enter 2. In which country and city is the vendor?

______________________________________________________ ______________________________________________________ a) Go to the Address view, and the Street Address subscreen

Country USA

City Town

3. What is the language setting for the vendor?

______________________________________________________ a) Go to the Address view, and the Communication subscreen

Language English

4. Find out which partner functions are still assigned to the vendor in addition to the mandatory “Vendor” function.

______________________________________________________ ______________________________________________________ a) Goto → Purchasing org.data → Partner functions

Other partner functions are Ordering Address and Invoicing Party. Continued on next page

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Task 2:

You want to create a new sub-range for selected articles of vendor R1TV03##. 1. Find out with which account group the vendor R1TV03## was created.

______________________________________________________ a) Extras→ Administrative data

The vendor was created with the account group 0001 Vendor. 2. In Customizing, check that you can create purchasing data for this account

group at vendor sub-range level.

a) IMG: Logistics - General → Business Partner → Vendors → Control → Define Account Groups and Field Selection (Vendor)

b) Select group 0001 c) Choose Details

In the Data Retent. Levels: Purchasing subscreen, the Vendor

sub-range relevant checkbox is selected, which means that data can be

created at this level.

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3. In the Purchasing Data of the vendor, create a new vendor sub-range GR## with the description “Yoghurt”.

Hint: To do this, choose Vendor → Change

a) Retailing: Master Data → Vendor Data → Edit Vendors → Vendor → Change → Central

Vendor R1TV03##

Company Code R300

Purch. Organization R300

b) Select the Purchasing data checkbox and chooseEnter

c) In the Purchasing data view: choose Extras → Vendor Sub-ranges

Sub-range GR##

VSR description Yogurt

d) Select the green arrow to return to the purchasing data

Task 3:

For articles from the Yoghurt sub-range, the vendor named a certain seller, who is the contact person for this article. You now want to create this information in the system.

1. Create alternative data for the Yoghurt vendor sub-range. a) Choose Alternative data

b) Answer the query with YES

2. On what other levels can you create alternative data?

_________________________________________________ a) Alternative data can also be maintained at site level.

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3. You select your sub-range GR## and maintain the following alternative purchasing data: The responsible seller for the article of the VSR is Mr Smith and his telephone number is 089/23046-7. You want to specify the purchasing group R30 as a default when creating the article. The planned delivery time is 3 days.

a)

Sub-range GR##

b) In the Alternative Data subscreen, select the Purchasing Data checkbox and choose Enter

Vendor Mr Smith

Telephone number 089/23046-7

Purchasing group R30

Planned Delivery Time 3

4. Save the changes you have made to the vendor. a) Choose Vendor → Save

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Lesson Summary

• Describe the structure of a vendor master record

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Unit Summary IRT310

Unit Summary

• Name the different customer categories

• Describe the structure of a customer master record • Describe the structure of a vendor master record

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Unit 3

41

Sites

Unit Overview

This unit describes the concept of the site profile and the corresponding reference sites, specifies how sites can be subdivided, explains the department store/shop concept and the space management function, and describes how blocking reasons are set and how they work.

Unit Objectives

After completing this unit, you will be able to: • Describe the structure of sites

• Name the various site categories

• Describe the concept of the site profile and the reference site that belongs to the profile

• Create a site

• List the ways you can subdivide sites

• Describe how you can set blocking reasons and how blocking reasons work • Describe the structure of a layout concept

• Explain the space management function • Use the layout workbench to maintain layouts

Unit Contents

Lesson: Sites ... 43 Exercise 3: Sites... 49 Lesson: Site Maintenance ... 55 Exercise 4: Creating a Site... 63

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Unit 3: Sites IRT310

Exercise 5: Department Store and Shop Maintenance... 69 Lesson: Layout ... 73 Exercise 6: Layout ... 79

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IRT310 Lesson: Sites

Lesson:

42

Sites

Lesson Overview

Lesson Objectives

After completing this lesson, you will be able to: • Describe the structure of sites

• Name the various site categories

Building on the Customer and Vendor lessons, the site master record is now explained. It is important that the participants are already able to differentiate between external and internal customers and vendors.

Business Example

You plan on changing the product presentation of your stores. All your company’s stores should look the same to customers and should carry the same merchandise categories and articles.

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The Structure of Sites

Figure 22: Sites: Basic Categories

Figure 23: Sites: Site and Distribution Chain Categories

The distribution chain category describes the logistical function of a distribution chain. In retail, a distinction is made between consumer distribution chains and distribution chains that are delivered by distribution centers.

In SAP Retail, a distinction is also made between two site categories: • Distribution centers that provide goods for other sites or customers • Stores that present merchandise and sell it to consumers

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A site is always a combination of the site master and the customer master. • The site master is required as it is an inventory-management organizational

unit with own requirements planning.

• A site is also a customer as sales functions, such as deliveries and billing, are carried out for it from a central viewpoint.

• A distribution center (DC) is also a vendor as it supplies other sites with merchandise. A distribution center delivers merchandise to stores of one or more distribution chains.

A distribution center has to be assigned to a distribution chain.

A store is always assigned to a specific distribution chain and may be supplied by distribution centers via several distribution chains.

Figure 24: Sites: Structure

As a site is also always a customer in the SAP System, all the customer functions can be used. In the site profile in Customizing, you can choose to hide functions. The following can be partner functions of a site:

• Sold-to party • Ship-to party • Bill-to party • Payer

One storage location is assigned to each store for inventory management.

Distribution centers can have more than one storage location. The storage location provides a link to the Warehouse Management System.

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A store can be subdivided into departments according to retail business aspects. A department can be defined for each store and merchandise category. Departments can be assigned to a receiving point.

One of the unloading points can be assigned to each receiving point.

The merchant ID, which you can assign to a store, is used to settle credit card sales (for example, American Express, Visa Card) with the relevant clearing houses. You can also assign time and merchandise category-related supplying sites to a store.

Organizational Structures in Retail

Figure 25: Organizational Structures in Retail (Example)

When assigning sites to distribution chains, differentiate between:

• The organizational assignment in the site master basic data view (unbroken line).

• The distribution chain, which supplies a site, in the site master customer data (dotted line).

Franchise partners are always displayed as independent sites (for logistical purposes) and with a separate company code (for billing purposes).

You can create different sales units and sales prices for an article in each distribution channel.

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Site Profiles

Figure 26: Sites: Site Profiles (1/2)

Figure 27: Sites: Site Profiles (2/2)

The data that are required or possible in the site master record are defined in the site profile.

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Site profiles subdivide the site categories and control the site maintenance interface. This is carried out when the site category is assigned and the field status is maintained. The account group controls the screen structure for the customer and vendor segment in the site master.

You can also use the transaction-based field selection to control the field status and the screen structure of the general site master data. The following list of priorities determines whether a field, or the contents of a field, is displayed or hidden in a transaction:

• Hiding a field is the top priority.

• This is followed by display, required entry and optional entry fields.

To create a new site, you can also enter a reference site in the site profile. The copy rule determines the Customizing tables that are to be copied from the reference site to the new site. Templates can also be entered for the customer and, if necessary, for the vendor master record.

Various site profiles, which you can copy and adjust according to your requirements, have already been delivered.

There is no number range for sites. Numbers are assigned externally. As a rule, customers and vendors that belong to a site receive the same key as the corresponding site. However, for customers and vendors there are number ranges that are determined via the respective account group. When a new customer or vendor is created for the site, a check is carried out against these number ranges.

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49

Exercise 3: Sites

Exercise Objectives

After completing this exercise, you will be able to:

• Create a new site profile as a copy of an existing profile

• Find and implement the functions for hiding fields in a site profile • Implement the transaction-dependent definition of required entry fields

Business Example

You want to create several stores for your distribution chain. To minimize the amount of work involved, all stores should be created with the same templates. The employee creating the stores must maintain certain fields immediately.

Task 1:

You familiarize yourself with the site profile settings.

You create your own site profile so that you can use your template to create a new site.

1. Create a new site profile with the number P2## as a copy of profile P160. 2. You want to use your new site profiles to create stores. Select the relevant

site category.

3. For which three areas can you enter templates?

______________________________________________________ ______________________________________________________ 4. What does the copy rule determine (F1 Help)?

______________________________________________________ ______________________________________________________ 5. There is a function which you can use to hide fields, among other things.

How do you navigate to this function?

______________________________________________________ ______________________________________________________ 6. The Block Reason and Blocking period fields should be hidden in the sites

that you create with your new profile. Make this change and save.

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Task 2:

Also depending on the transaction you are using (Create, Change, Display), the fields in the site master can be defined as required entry, optional entry, display, or hidden fields.

1. Find out whether the Sales area (floor space) field (in the Layout data area) must be maintained when you create a new site.

Task 3:

You can now define the tables that should be copied from the reference site when a new site is created.

1. To do this, use the copy rule used in the site profile. Which copy rule does your site profile P2## use?

______________________________________________________ 2. Find out which tables are assigned to this copy rule.

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Solution 3: Sites

Task 1:

You familiarize yourself with the site profile settings.

You create your own site profile so that you can use your template to create a new site.

1. Create a new site profile with the number P2## as a copy of profile P160. a) IMG: Logistics - General → Plant Master → Control Data → Site

Profiles

b) Select site profile P160 c) Edit → Copy as ...:

2. You want to use your new site profiles to create stores. Select the relevant site category.

a) Site category for stores: A

3. For which three areas can you enter templates?

______________________________________________________ ______________________________________________________ a) The three possible areas are site, customer and vendor. 4. What does the copy rule determine (F1 Help)?

______________________________________________________ ______________________________________________________ a) The copy rule determines which tables should be copied from the

reference site to the new site.

5. There is a function which you can use to hide fields, among other things. How do you navigate to this function?

______________________________________________________ ______________________________________________________ a) In the site profile maintenance: choose FieldStat. site

b) Warning message “The site profile of the template is P160” appears. Choose Enter to confirm it

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6. The Block Reason and Blocking period fields should be hidden in the sites that you create with your new profile. Make this change and save.

a) Double-click the Block group

b) Hide the Block Reason and Blocking period fields (set the radio button) c) Field status → Save

Task 2:

Also depending on the transaction you are using (Create, Change, Display), the fields in the site master can be defined as required entry, optional entry, display, or hidden fields.

1. Find out whether the Sales area (floor space) field (in the Layout data area) must be maintained when you create a new site.

a) IMG: Logistics - General → Plant Master → Control Data → Transaction-Dependent Field Selection

b) Select Create plant c) Choose Details d) Choose FieldStat. site

e) Double-click the Layout data group

The Sales area (floor space) field is an optional entry field, so it does not have to be entered.

Task 3:

You can now define the tables that should be copied from the reference site when a new site is created.

1. To do this, use the copy rule used in the site profile. Which copy rule does your site profile P2## use?

______________________________________________________ a) IMG: Logistics → General → Plant Master → Control Data →

Plant Profiles

b) Double-click the P2## profile Your profile uses the copy rule 01.

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______________________________________________________

a) IMG: Logistics - General → Plant Master → Control Data → Define Copy Rule and Assign to Tables

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Lesson Summary

• Describe the structure of sites • Name the various site categories

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IRT310 Lesson: Site Maintenance

Lesson:

55

Site Maintenance

Lesson Overview

Lesson Objectives

After completing this lesson, you will be able to: • Create a site

• List the ways you can subdivide sites

• Describe how you can set blocking reasons and how blocking reasons work The last lesson dealt mainly with Customizing, in other words the prerequisites for creating a new site. This lesson deals with actually creating a new site.

Business Example

You plan on changing the product presentation of your stores. All your company’s stores should look the same to customers and should carry the same merchandise categories and articles.

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Subdivision of Stores with Departments

Figure 28: Sites: Site Subdivisions

A store may have several unloading points. The carrier brings the goods to this unloading point.

A store has several departments. The department can be defined for each store and merchandise category. When there is a delivery to a store, for each article you can determine for which department the delivery item is determined.

The store also has several receiving points. One of the unloading points is assigned to each receiving point. One receiving point can be assigned to each department (example: department stores). The unloading point of a store is maintained in the customer master data of the store.

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Figure 29: Sites: Unloading Point - Receiving Point - Department

You create departments (in Customizing) which you will assign to sites within your company at a later stage. As a rule, departments are assigned to stores. You can then assign the departments, which are assigned to the store, to the individual merchandise categories. A merchandise category cannot be assigned to more than one department. However, several (different) merchandise categories can be assigned to one department.

When assigning the departments to the stores, you can assign a receiving point to each department in the site maintenance. Only one receiving point can be assigned to a department. However, several (different) departments can be assigned to one receiving point.

Your receiving points are assigned to the defined unloading points. A receiving point can only be assigned to one unloading point. However, several (different) receiving points can be assigned to an unloading point. Unloading points must already have been created in the customer view of the site.

Department Stores and Shops

The store categories Department Store and Shop are enhancements to the site master in ECC 6.0. A separate transaction is used to create each store category.

The store categories Department Store and Shop were added to the site category Store for the department store/shop concept. The target groups are retail companies that want to perform detailed inventory management at department level.

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If you want to process the departments in a store as independently operating units, you must define them as shops (site category Store, store category Shop). In this context, the department store is the organizational unit that covers the individual shops, and is created with the site category store and the store category department store. If you use the store categories Department Store and Shop, you can map multiple placements of articles in a site from an inventory management point of view. In this case, the system manages the stock in the individual shops.

Figure 30: Department Store/Shop Concept

The basic concept of the SAP site is unchanged for the store categories Department Store and Shop. All the processes in the standard (Retail) system are - in addition to the store level (Store Category:_) - also available at shop level (Store Category: Shop). This means the department store is fully integrated into the site master data model. Department Store and Shop are store categories that have a certain relationship in the site master data concept. If you create the site master data for a shop, for this shop you must select an assignment to the relevant department store. If you link a shop to a department store, the system can assign to the appropriate shop the data, which you processed at department store level. This reduces the time and effort involved in manual data entry at shop level.

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Figure 31: Creating a Department Store or Shop

The department store/shop model and the store model with departments are two different ways of managing articles. The department store/shop model manages the articles in more detail than the store model with departments, since the assortment is divided among the different shops and can only be used logistically within the shops.

There are two user-friendly mass maintenance transactions that can be used to create shops. In one of the transactions, you start with the department store and create a number of shops. In the other transaction, you start with a category and create shops in several department stores for this category.