Training Development Guide

           

Business Process Scripts (PBS)

 

It is a document created by the Design team/Internal System Analysts after the Detailed Configuration phase in the SAP implementation Project.

 

Its normally created on documents provided by ASAP methodology and it contains information like

 

• Business process
• Trigger
• Inputs
• Steps for the Procedure
• SAP screens etc

Example of BPS

 

Trigger

To compare stock levels between Inventory Management and Warehouse Management.

Business Process Script: Overview

The stock comparison function compares stock levels in the Warehouse Management (WM) application with stock levels in the Inventory Management component and searches for differences. To clear differences, you can create a batch input file. Choose Logistics à Logistics Execution à Internal Whse Processes à Physical Inventory à in Warehouse Management à Stock comparison from the SAP menu. In the first section of the initial screen, select data is to be compared for the stock comparison report. Permissible selections include: · Plant and storage location · Plant and warehouse number · Warehouse number only In the output section of the screen, select one of the following additional fields to determine how the information is to be displayed or processed: With bin inventory If you select this option, the system lists the stock quantities at the bin level for Warehouse Management. All material data With this option you select all stock records for a material for which a difference is found. These records also include the material number, batch, special stock indicator and supplier combinations that have no differences and whose stock quantity is greater than zero. This detailed information helps in detecting exactly where the error occurred. Create batch input file If you select this output option, the system generates a batch input file. This batch input session adapts the stock figures in IM to those in WM. The prerequisite for this is that all goods movements to the corresponding warehouse number be blocked. If you only want to see a summary of the differences, we do not recommend using this option. It is best to clarify the causes of the differences first using the output list displayed on the screen before removing them using the batch input file. Choose Execute.

 

 

Tips and Tricks

Remember, permissible selections include:

· Plant and storage location

· Plant and warehouse number

· Warehouse number only

Procedural Steps

 

1.1       Access transaction by:

 

Via Menus	Logistics>Logistics Execution>Internal Warehouse Processes>Physical Inventory>In Warehouse Management>Stock Comparison
Via Transaction Code	LX23

 

1.2       On the screen “Evaluation of quant inventory”:

 

Field Name	Description	R/O/C	User Action and Values	Comments
Plant	Plant within IM	C
Storage Location	Number of the storage location at which the material is stored. A plant may contain one or more storage locations.	C
Warehouse Number	Warehouse Number	C
With bin inventory	Using this output option, you break down all the stock figures in Warehouse Management into the respective bin quantities.	O
All Material data	With this output option, you select all the stock records for a material, including the material / batch / special stock indicator / supplier combinations that have no differences and whose stock is greater than zero. Because of the extensive information offered, this helps in detecting errors.	O
Clear differences	Using this output option, you break down all the stock figures in Warehouse Management into the respective bin quantities.	O
Data from PC/Entire Connection	Ignore

 

Click on the clock-check to proceed.

On screen “Stock comparison Inventory Management / Warehouse Management”, below:

Per material, we can see all quant amounts per bin and also, as a summary, we see if the inventory system and the warehouse system figures are equal.

 

 

Training Module

 

It is a detailed document about a transaction or a group of transactions used in the business. It is based on the Business Process Script. Its explains each and every minute details in non-ASAP methodical form. It is scenario dependent and not a general document for the transaction e.g we might have one module for Goods receipts without reference (MB1C) but another module for into Goods Receipt for Purchase Order or Delivery (MIGO) and even one module for a couple of similar reports like LB10, LB11, LB12.

 

The module for certain transaction has to have the business scenario as well as detailed SAP screen shots for each and every step.

 

Example of Training Module

 

Display Material Bill of Material (BOM) – CS03

 

Performance Objectives

 

Upon completion of this training module, participants will be able to perform transaction CS03 to display a material bill of material (BOM).

Business Procedure

 

A bill of materials (BOM) is a complete, formally structured list of components that makes up a product or assembly.  The list contains the object number of each component, together with the quantity and unit of measure.  The components are known as BOM items. BOMs are created by the Material Standardization Division (MSD).

BOMs are used in their different forms in various situations where a finished product is assembled from several component parts or materials.  They contain important basic data and essential master data for integrated materials management.  In , BOMs will only be used for Plant Maintenance.

The following BOMs can be created in SAP:

·        Material BOMs

·        Equipment BOMs

·        Functional location BOMs

·        Document structures

·        Work breakdown structure (WBS) BOM

This transaction is used to display a BOM.  All fields are display only – no data can be changed.

Step By Step

 

1.      A material BOM has been created.

2.      The need arises to display the BOM to check the components.

3.      Run the transaction to view the BOM.

 

Display Material BOM – CS03

 

To display a material BOM, follow the menu path given below from the initial R/3 screen, double clicking on the last item:

Logistics ® Production ® Master Data ® Bills of Material ® Bill of Material ® Material BOM ® Display

Note:                Field descriptions for SAP or required fields are labeled below in boldface type.  Optional fields are labeled in ordinary type. 

Fields not listed below should not be used.

Fields displayed in gray on the terminal screen cannot be changed.

 

Material	Enter the material number for which a BOM is to be displayed.  In this example, the material number is 3000000051 for Seal, Mechanical, Type U-6400.
BOM usage	Enter the business area in which this BOM is to be used.  In this example, the BOM usage is 4 for Plant maintenance.
Alternative BOM	Enter the alternative BOM to identify one BOM in a BOM group.  If left blank, SAP will assign the number.  In this example, the field is left blank.
Change number	Enter the number that uniquely identifies a change.  In this example, the field is left blank.
Valid from	Enter the start date of the validity period for the BOM.  In this example, the current date defaults and has not been changed.
Valid to	Enter the end date of the validity period for the BOM.  In this example, the current date defaults and has not been changed.

Note:    The “Plant” field should not be entered as BOMs will always be group BOMs.

Click on the Enter button  

Item	This field displays the line item number assigned by SAP.  In this example, the field displays multiple values.
ICt	This field displays the item category to specify whether the material is stocked or not.  In this example, the field displays multiple values.
Component	This field displays the material number of the components.  In this example, the field displays multiple values.
Component description	This field displays the description of the component.  In this example, the field displays multiple values.
Quantity	This field displays the quantity of the component required to make up the BOM.  In this example, the field displays multiple values.
Un	This field displays the unit of measure if different from the base unit of measure.  If the field is left blank, SAP will propose the unit from the material master.  In this example, the field is left blank.

To select a line item, click on the button to the left of the line item, and click on the Item button   .

Component scrap (%)	This field displays the percentage of expected scrap that will  be used to increase MRP quantity to account for scrap loss.  In this example, the field is blank.
Operation scrap in %	This field displays the percentage of scrap expected in an operation.  In this example, the field is blank.
Fixed quantity	This check box is selected if the component quantity is always the same.  In this example, the check box is not selected.
Recurs. allowed	This check box is selected if the material is allowed to consume itself during the production process.  In this example, the check box is not selected.

Note:    To display further information, click on the following tabs: “Status/Ing text”, “Purch.”, “Adm. data”,  “Document assignme”.

If more than one item was selected on the previous screen, click on the Next screen button to view the data for the other components.

After all necessary data has been viewed, click on the Header button   .

 

BOM text	This field displays free-format text that describes the whole BOM.  In this example, the field is blank.
Alt text	This field displays free-format text that describes the alternative.  In this example, the field is blank.
Base quantity	This field displays the quantity to which all component quantities in a BOM relate.  In this example, the quantity defaults to 1 and has not been changed.
Authorization group	This field displays an authorization group that controls access to the BOM.  In this example, the field is blank.

Note:    To display further information, click on the following tabs: “Further data”, “Admin. data”, “Doc. assignment”.

To exit this transaction, click on the Exit button until the initial R/3 screen is displayed.

Training Exercise

 

This is the real source of training material to be created in bulk for the end users during the training delivery phase of a project.

 

It is created in such a manner that when it is merged the fields with variable values acquire their values from the source document where

the data to be “poped” is stored .

 

The variables fields are inserted using the “Merge” feature in MS Word.

 

The three steps in the Merge process are (depending upon the version):

 

(Toolsà Mail Merge)

 

1)       Create Main document:

 

It is the main merged document in “letter” or legal” format.

 

2)       Get Data source:

 

It is an excel sheet having the values for the variable fields in the training exercise.

 

3)       Merge the data with the element:

                               

      It is the final product where the variable fields are replaced by their respective values from the excel sheet.

 

Note: In later version of MS word the merge functionality is performed using a wizard which has 6 steps.

 

Example of Training Exercise

 

Enter an Inventory Recount – LI11N

 

This transaction is the same transaction used to perform the Inventory count.  The only difference is that this count is for a different version of the original inventory document.

1.      To enter an inventory count, follow the menu path given below from the initial R/3 screen, double clicking on the last item:

Logistics ® Logistics Execution ® Internal Whse Processes ®Physical Inventory ® In Warehouse Management ® Count results ® Enter

2.      Enter the Warehouse number 100.

3.      Enter the Inventory record «wminvrec».

Note: The Count date should default to today’s date.

4.      Enter the Recount version 01.

5.      Click on the Enter button     

6.      Enter the Quantity recounted 270.

7.      Click on the Enter button     

8.      Record the message at the bottom of the screen:

      ___________________________________________________________

9.      Click on the Enter button to confirm the message at the bottom of the screen.

10.  Click on the Save button  

11.  Record the message at the bottom of the screen:

     ____________________________________________________________

12.  Click on the Exit button   until the initial R/3 screen is displayed.

 

Training Data Source

 

It is normally an excel sheet which the values for all those variables which are used in the training exercise.

When the document is merged Word takes the values of the variables from this data source and creates a merged document.

The data created in the source data document is normally created using CATTS in SAP.

Refer to the document “How to Create A CATT Procedure ” for more details.

Example of Data Source

 

STUDENT	pidoc	material	wminvrec	bins
Instructor	100000051	1000007352	7000000002	FA22F2
Trainee01	100000052	1000007353	7000000003	FA22F3
Trainee02	100000053	1000007354	7000000004	FA22F4
Trainee03	100000054	1000007355	7000000005	FA22F5
Trainee04	100000055	1000007356	7000000006	FA23F2
Trainee05	100000056	1000007357	7000000007	FA23F3

 

Note that the headings of the columns are infact the variables used in the training document.

This data source contains data for 6 sets of data in total. So the merged document will have 6 data sets namely Instructor, Trainee01 to Trainee05.

Merged document

 

This is the product of the merger of the training document and the data source document.

It is supposed to be a big document depending upon the number of copies needed. It is recommended to divide this document into smaller sets to utilize less memory resources of computer and hence fast editing or of the document.

It is also recommended not to include the table of contents specially is DDS toolbar is being used in the Merged document. It can always be added later on.

How to Create a CATT Procedure

 

1)      Enter the transaction code SCAT in the command field or follow the menu path given below:

Systemà Servicesà CATTà Record     

2)      Enter the name of the CATT in the test case field and press Enter. In this example we will use Z_SCM_MM01

Note:          Z=all test cases normally start with Z,

SCM= the area in which you are creating the CATT,

MM01= the transaction code used to create a material master.

3)      Click on the TCD button

4)      Enter MM01 in the pop up window and press Enter

5)      Enter Industry Sector and Material type and press enter.

6)      Select the views and organizational structure and press enter.

7)       A window will pop up asking for ending the transaction. Click on the Stop transaction button.

8)      Click on the Save button.

9)      Another window will pop up. Click on the local object button after deleting any value in the development class.

10)  Click on the back button.

11)  Click on the Change button now.

12)  Double click on the TCD button.

13)  Click on the Field List.

14)  Click on the Next Screen button till you reach the required filed for which you want to have variable values. In this example we want to create multiple material with different descriptions so we select the description to be the variable field.

15)  Enter &description in the description field.

16)  Click on the back button.

17)  A window pops up with the same name which has been given to the variable field (in this case description), Just prefix the variable name with & (in this case it will become &description) and press enter.

18)  Another window will pop up for maintain default value for the variable just delete any value in the Default value filed and press enter.

19)  Press the back button till the system asks you to Save the CATT.Save the test case (CATT) that you have created.

20)  On the main CATT screen now follow the menu path:   GotoàVariantsàExport

21)  A window will pop up asking you to enter the place where you want to export the file which will have the values for the variable you just created in your test case (Z_SCM_MM01). You can change the directory of the local file having the values otherwise its always stored in SAPworkdir by default.

22)  Click on the Transfer button

23)  Now open the text file. Move the cursor to the row just below the last line.

24)  Press Tab button on the keyboard twice.

25)  In this column now enter all the values for the variable (in this case &description) for as many sets as needed. Please note that the values should be in the same column and not in any other column.

26)  Save the local file after entering all the values.

27)  Go again to transaction SCAT and select your test case and click Execute.

28)  Select Long radio button under the Log type section.

29)  Select Background radio button under the Processing Mode section.

30)  Select external from file radio button under the Variants section.

31)  Click on the Choose button. Select the text file from the local disk and press Enter.

32)  Click on the Execute button.

33)  SAP will give you the new material created individually after running the CATT in the background and now these materials are ready for use. If there is an error then the result is be a Red color for that material otherwise Green color shows that the CATT was executed successfully.