232_ERP607_BPD_EN_US

EHP7 for SAP ERP 6.0

February 2014

English

Engineer-to-Order (ETO) – Quotation Processing(232)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Engineer-to-Order (ETO) – Quotation Processing (232): BPD

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IconsIcon Meaning

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Note

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Typographic ConventionsType Style Description

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Cross-references to other documentation.

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Contents Engineer-to-Order (ETO) – Quotation Processing...............................................................................5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Roles..................................................................................................................................... 6

2.3 Preliminary Steps.................................................................................................................. 7

2.3.1 Creating Reporting Variant.............................................................................................7

3 Process Overview Table...............................................................................................................9

4 Process Steps............................................................................................................................ 11

4.1 Creating Inquiry................................................................................................................... 11

4.2 Creating the Project.............................................................................................................13

4.3 Perform Easy Cost Planning...............................................................................................15

4.4 Inquiry Handling Report.......................................................................................................16

4.5 Linking WBS Element with Inquiry.......................................................................................17

4.6 Project Scheduling..............................................................................................................18

4.7 Project Costing.................................................................................................................... 19

4.8 Project Costing Report........................................................................................................19

4.9 Creating Quotation by Copying Inquiry................................................................................21

4.10 Completing Quotation for Price Determination.................................................................22

4.11 Transferring Milestones...................................................................................................24

4.12 Creating Project Version..................................................................................................25

4.13 Changing the Quotation According to Customer’s Need.................................................26

4.14 Components and Activity Update.....................................................................................26

4.15 Project Re-Scheduling.....................................................................................................27

4.16 Project Costing................................................................................................................28

4.17 Project Costing Report for Changed Quotation................................................................29

4.18 Completing Quotation for Price Determination.................................................................30

4.19 Perform Budget Planning.................................................................................................31

4.20 Compare Project Version against Actual Data.................................................................32

4.21 Advanced Procurement...................................................................................................34

4.22 Releasing Long Lead Time Procurement Activity............................................................35

5 Follow-Up Processes..................................................................................................................37

5.1 Period End Closing..............................................................................................................37



Engineer-to-Order (ETO) – Quotation Processing

1 Purpose The scope item Engineer-to-Order (ETO) – Quotation Processing includes the following process steps:

Create customer inquiry for the final product

Create project by copying the existing template for the final product

Perform easy cost planning to estimate the costs involved in the project

Link the project with the inquiry

Perform project scheduling

Perform project costing for activities and material as well as check the costing result with a project system report

Create quotation by copying the inquiry and complement the quotation by including the condition data

Create project version by saving the current project status

Change the quotation according to the customer´s needs

Reschedule and recalculate the project

Update the quotation with the new pricing information

Transfer of project milestones for billing plan

Perform budget planning for the project

Compare the saved project version against the actual data of the project

Release the long-lead time procurement activity

2 Prerequisites

2.1 Master Data and Organizational DataEssential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scope item.

You can test the scope item with other material or organizational data for which you have created master data. For more information about master data creation, refer to the Master Data Procedures documentation.



Manufacturing / TradingSales Center

Master data Value Comments

Material F240-1 Finished material – F240-1

S240-1 Semifinished material – S240-1

R240-1 Long run raw material – R240-1

R17 Raw material – R17

R18 Raw material – R18

PS-Standards M-S0002 Standard WBS structure

BPDM-100 Standard network

Work center E0002 Services: Work Center Technical Serv.

Customer 100001

Plant 1000

Storage Location 1020

Sales organization: 1000

Distribution channel: 10

Division: 10

Bill of Material StructureThis overview shows the bill of material structure and the usage of each component in case you have activated all optional enhancements.

Material Level Materialtype

Unit Characteristic of material

Optional Enhancements

F240-1 0 FERT EA

R240-1 1 RAW EA External procured

S240-1 1 SEMI EA

R17 2 RAW EA External procured

R18 2 RAW EA External procured

2.2 Roles

Use

© SAP SE of 7


The following roles must have been installed to test this scope item in the SAP NetWeaver Business Client (NWBC). You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scope item.

Business role Technical name Process step

Sales Administrator

SAP_NBPR_SALESPERSON_S VA11, VA15, VA21, VA22

Project Manager SAP_NBPR_PROJECTMANAGER_M CJ20N, CN33, S_ALR_87013543,

Project Manager (DIFM)

SAP_NBPR_PROJECTMANAGER_DIFM_M CJ9ECP, CJ2B, CN41

2.3 Preliminary Steps

2.3.1 Creating Reporting Variant

UseA variant is used to define the shown columns in the reporting.

PrerequisitesAny project exists in the system for which values are assigned.

Procedure1. Access the activity using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI):

SAP ECC menu Logistics → Project System → Information System → Structures → Structure Overview

Transaction code

CN41

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Project Manager (DIFM)

(SAP_NBPR_PROJECTMANAGER_DIFM_M)

Business role menu

Project Management → Project Execution → Project Reports → Structure Overview

2. If the Enter profile dialog box displays, make the following entries:



Field User Action or Values

Database prof 000000000001

Controlling area 1000

Project <any project for which values are assigned>

3. Choose Execute (F8).

4. From the menu, choose (NWBC: Menu...) View Choose Fields.

5. In the select fields screen, enter following data in the left column:

Field Length

Budget 12

Proj.cost sched.000 12

Actual costs 12

Order revenue plan 000 12

Actual revenues 12

Total cost commitment 12

Latest finish 12

Finish date (F) 12

6. Confirm your entries with Enter.

7. Choose Back (F3). Do not save the report.

8. From the menu, choose (Menu...) Goto Variants Save as variant.

9. Confirm the message by choosing Yes.

10. In the Variant Attributes screen, make the following entries:

Field User Action or Values

Variant name YD01

Meaning BP Variant

11. Save your entries.

12. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) or choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultA reporting variant has been created.



3 Process Overview TableProcess step

External process reference

Business condition

Business role (not technical role for BP)

Transaction code

Expected results

Create inquiry

Sales Administration

VA11 First inquiry for customer

Create project

Project Manager

CJ20N Create Project with template

Perform Easy Cost planning

Project Manager

CJ9ECP Planning data

Create inquiry report


VA15 Standard report about the inquiry

Change inquiry


VA12 Link project and inquiry

Change project

Project Manager

CJ2B Schedule project and costing

Cost reporting

Project Manager

S_ALR_87013543 Cost report

Create quotation


VA21 Quotation for customer

Change quotation


VA22 Update conditions

Change quotation


VA22 Transfer milestones

Create project Version


CN72 First project version

Change quotation to customer request


VA22 Change quotation to customer request

Change project

Project Manager

CJ20N Activity update, rescheduling, and recalculation

Cost Project S_ALR_87013543 Cost report



Process step

External process reference

Business condition

Business role (not technical role for BP)

Transaction code

Expected results

report Manager

Change quotation


VA22 Update conditions

Change quotation


VA22 Milestone billing plan created

Perform budgeting

Project Manager

CJ30 Budgeting

Compare project status

Project Manager

CN41 Project version is compared against actual data

Change project

Project Manager

CJ20N Advanced procurement

Change project

Project Manager

CJ20N Releasing of the activity



4 Process Steps

4.1 Creating Inquiry

UseA prospective customer sends you an inquiry for the final product. You enter it in the system.

PrerequisitesThe master data for the customer/material is available in the system.

The customer’s specification document is available.



SAP menu Logistics → Sales and Distribution → Sales → Inquiry → Create

Transaction code VA11

2. On the Create Inquiry: Initial Screen, enter the following data:

Field name Description User Action and Values Comment

Inquiry Type YDAF Inquiry

Sales Organization 1000

Distribution Channel 10

Division 10

3. Confirm your entries with Enter.

4. On the Create BP Inquiry: Overview screen, enter the following data:

Field name

Description User Action and Values

Comment

Sold-to party

Prospective customer 100001 Use input help

PO Number

PO-Number of the customer

<enter a number> Link to the customer’s internal number

PO date Date of customer PO <current date>

5. Choose Enter to update the screen data.

6. On the Item overview tab, enter the following data:



Field name Description User Action and Values

Comment

Req. deliv. date

Date arriving at customer <current date + 6 months>

App. 6 Months in future

Valid to <current date + 2 months>

Material Material number of the main item

F240-1

Order Quantity

1 Number of final products required

7. Choose Enter to update the screen data.

8. If an informational dialog box is displayed, confirm it.

9. Choose the Sales tab.

10. In the Pricing Date field, enter <Today + 2 months>.

11. Save your entries and make a note of the inquiry number: _______________________.

12. Go Back (F3) to the SAP Easy Access Screen (SAP GUI).


Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu

Sales → Customer Cockpit → Customer Cockpit → Access Customer Cockpit

1. On the Create Inquiry screen, enter the following data:


Sold-to-Party 100001

Sales Document Type YDAF Inquiry


Distribution Channel 10

Division 10

2. Choose Continue.

3. On the BP Inquiry: New screen, make the following entries:


Comment

PO Number PO-Number of the customer

<enter a number> Link to the customer’s internal number

Purchase order date

Date of customer PO <current date>

Requested deliv. date

Date arriving at customer

<current date + 6 months>

Approx. 6 Months in future




Comment


Material Material number of the main item

F240-1

Order Quantity 1 Number of final products required

4. Choose Enter to update the screen data. If an informational dialog box is display, confirm it.

5. Choose the Incompletion Log tab.

6. Choose Next.

7. In the Pricing Date field, enter <Today + 2 months>.

8. Choose Save Document and make a note of the inquiry number: _______________________.

9. Choose Close Application.

Result You have registered the customer inquiry in the system.

4.2 Creating the Project

UseYou create a customer inquiry project to add further details to the inquiry (for example, scheduling, payment processing). The main purpose of this step is to calculate the cost as the basis for the calculation of the quotation’s gross price.

At this stage, basic information for each project is similar. Therefore, a template can be used and altered during the quotation and order process.

The project you created already contains network activities with work centers, components, payment milestones, and the information needed for cost calculation.

You can change the work in the activities, create new activities according to the inquiry specification, and calculate the correct price for the project activities.

PrerequisitesIn the system, a standard template is defined as the template for the operative project and for the operative network with milestones.



SAP menu Logistics → Project System → Project → Project Builder

Transaction code CJ20N




Business role Project Manager

(SAP_NBPR_PROJECTMANAGER_M)

Business role menu

Project Management → Project Planning → Project → Project Builder

2. If you are accessing the transaction for the first time, confirm the following two dialog boxes.

3. From the menu, choose (NWBC: Menu...) Project New Copy project.

4. In the Create Project dialog box, make the following entries:


Comment

Project Def. Key identifying the project definition

M-OPXXX Replace XXX by number

Description The first text line of the short description

<Operative project M-OPXXX>

Start Planned start date of the project

<current date>

Finish date Planned finishing date of the project

<current date + 6 months>

Project Profile

The profile key number

YD00001 BP Standard Proj. Profile

Std proj. def.

Standard project definition

M-S0002 ETO ORDER PROCESSING STANDARD STRUCTURE

5. Select all the checkboxes in the bottom section, except With WBS Documents and Template Profile Data.

6. Choose Create Project.

The newly created project contains network activities with work centers, payment milestones, components, and the information needed for cost calculation. The costing information of the activities, as well as the payment information of the assigned milestones, is defaulted from the template. You change the work in the activities, create new activities, and so on, according to the customer’s specification in the inquiry to calculate the correct price.


8. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) or choose Exit (Shift+F3) to return to SAP Home (SAP NetWeaver Business Client).

Result You have created a project with activities, components, and milestones in a complex structure. You can now assign the timeline, costs, and so on, to the project.



4.3 Perform Easy Cost Planning

UseThe Easy Cost Planning tool enables you to plan costs at the WBS level, based on quantities and characteristics. You use it to create quantity structures (possibly temporary) for the cost calculation, starting from the project structure. The system valuates your entries using the prices and rates defined in the system, and distributes the costs in line with the basic dates for the respective WBS elements. This functionality uses data from other applications such as Controlling, Purchase, and Material Management. In this step, Easy Cost Planning is performed to create a first rough calculation of the project cost. Later, project calculation is used to retrieve the costs of the project.

PrerequisitesThe project has been created in the system.



SAP menu Logistics → Project System → Project → Project Builder





Business role menu


2. On the Project Builder screen, from the menu, choose Open Project.

3. Enter the project number created in the previous step and choose Open.

4. From the menu, choose Goto Easy Cost Planning.

5. On the Create Cost Estimate screen, select Costing Variant PS06.

6. Confirm your entry by choosing Create Cost Estimate (F8).

7. In the next screen, select the WBS element FINAL PRODUCT.

8. In the right side area, choose Choose Planning Form.

9. In the Restrict Value Range dialog, choose Start search and select YD1A.

10.In the next screen, enter the following values:


Material quantity 1

Additional costs (USD) 1000

11. Choose Confirm. Ignore any warning messages.

12.Choose Back .



13.Save your entries.

14.Go Back (F3) to the SAP Easy Access Screen (SAP GUI) orchoose Exit (Shift+F3) to return to SAP Home (SAP NetWeaver Business Client).

ResultEasy Cost Planning has been performed.

4.4 Inquiry Handling Report

UseThis activity displays an overview of the inquiries in the system. You can display inquiries according to different selection criteria: all inquiries, my inquiries, or open inquiries.



SAP menu Logistics → Sales and Distribution → Sales → Information System → Inquiries → Inquiries List

Transaction code

VA15




Business role menu Sales → Inquiry → Inquiries List

2. SAPGUI Only: From the menu, choose Goto Easy Cost Planning.

3. On the List of Inquiries screen, enter the following data:


Sold-to party Prospective customer 100001

Material F240-1

Valid from/to Date of inquiries requested

<current date – 1 month>

Inquiry data Document Dates of inquiries

<current date + 1 month>

Selection criteria

Choose All inquiries, My inquiries, or Open inquiries

3. Confirm with Enter. If the Organizational Data dialog box is displayed, make the following entries choose Enter:





4. The system displays a list of the inquiries.

5. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) orchoose Exit (Shift+F3) to return to SAP Home (SAP NetWeaver Business Client).

Result A list of the existing inquiries is displayed.

4.5 Linking WBS Element with Inquiry

UseAfter you have created the project, you assign the WBS element that controls the project’s SD activities to the item of the original SD document.

PrerequisitesThe project and the inquiry have been created.



SAP ECC menu Logistics → Sales and Distribution → Sales → Inquiry → Change


2. On the Change Inquiry: Initial Screen, enter the inquiry you created in a previous step.Choose Enter to confirm your entries.

3. On the Change BP Inquiry xxxxxxxx: Overview screen, double-click the item.

4. On the Change BP Inquiry xxxxxxxx: Item Data screen, choose the Account assignment tab.

5. Make the following entries:


Comment

WBS Element

WBS element

M-OPXXX-01 The WBS element controls SD actions in the project

6. Choose Save to confirm your entry.

7. Go back to SAP Easy Access screen (SAP GUI).




Business role menu Sales → Inquiry → Change Inquiry

1. On the Change Inquiry screen, enter the inquiry you created a previous step.

Choose Enter to confirm your entries.



2. On the BP Inquiry: XXXXXXXX screen, select the item and choose the Item Details tab.

3. On the Item Details tab, in the area Assignment, make the following entries:


Comment

WBS Element

WBS element

M-OPXXX-01 The WBS element controls SD actions in the project

4. Choose Save Document to confirm your entry.

5. Choose Close Application (SAP NetWeaver Business Client).

ResultThe WBS element has been assigned to the inquiry.

4.6 Project Scheduling

UseThe Project has been created using a template with all the required settings needed for further processing. Now, the scheduling is performed according to the inquiry requirements. Other adjustments may need to be done at this stage – for example, change default work, assign staff to activities, and so on.



SAP ECC menu Logistics → Project System → Project → Project Planning Board → Change Project

Transaction code

CJ2B



(SAP_NBPR_PROJECTMANAGER_DIFM-M)

Business role menu

Project Management → Project Planning → Project → Change project planning board

2. Select the relevant project (M-OPXXX) from the work list. If it is not in the work list, enter the project definition in the

Project def. field.

3. Choose the Open project button.

4. Choose Select all.

5. Choose Show all dependent objects.

6. Choose Select all.

7. From the menu, choose (Menu…) Edit Functions Schedule to schedule any changes you might have made.




9. Choose Back (F3) to the SAP Easy Access Screen (SAP GUI) orchoose Exit (Shift+F3 to return to SAP Home (SAP NetWeaver Business Client).

ResultThe project has been scheduled.

4.7 Project Costing

UseThe cost of the materials and the cost of the planned labor comes from the project template. Here, you adjust the default values from the template according to the customer´s requirements.



SAP ECC menu Logistics → Project System → Project → Project Planning Board → Change Project

Transaction code

CJ2B




Business role menu

Project Management → Project Planning → Project → Change project planning board

2. Select the relevant project (M-OPXXX) from the work list. If it is not in the work list, enter your project definition into

the Project def. field.

3. Choose the Open project button.

4. Choose Select all and then Expand All or Show all dependent objects.

5. Choose Select all and then choose (Menu...) Edit Functions Calculate costs. The system displays the information message Planned values calculated See reports. Ignore warning messages.

6. Choose Save.

7. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) or choose Exit (Shift+F3) to return to SAP Home (SAP NetWeaver Business Client).

ResultThe project costs have been calculated.

4.8 Project Costing Report



UseThe system gets the material costs information and the planned labor from the project. Costing is executed automatically within the project structure. A calculation scheme is assigned to the relevant WBS elements for costing.

PrerequisitesThe project has been created, material has been assigned, and labor has been planned. Work centers, cost centers, and activity prices have been maintained.



SAP ECC menu

Logistics → Project System → Information System → Financials → Costs → Plan-Based → By Cost Element → Actual/Plan/Variance Absolute/Variance %

Transaction code

S_ALR_87013543




Business role menu

Project Management → Project Execution → Project Reports → Act/Plan/Variance Abs./% Var

2. If the Enter Controlling Area dialog box displays, in the Controlling Area field, enter 1000 and press Enter.

3. If the Enter profile dialog box displays, in the Database prof field, enter 000000000001 and press Enter.

4. In the Act/Plan/Variance Abs./% Var.: Selection screen, make the following entries:


Project M-OPXXX

Controlling Area 1000

Plan Version 0

From Fiscal Year 1900

To Fiscal Year 9999

From Period 01

To Period 12

5. Delete other values in the selection entry fields (if there are any other values from transactions, which have been previously executed, for example, network number or material number).


7. The report shows all planned personnel and material costs for the final product. If you choose an activity or WBS element on the Variation: Object screen, you see the corresponding costs



displayed on the right-hand screen. Different types of materials and activities are settled to different accounts.

8. If you select the project definition, All cost elements, the total amount of planned costs for the project is displayed. Make a note of the amount: ____________________.


4.9 Creating Quotation by Copying Inquiry

UseThe purpose of this activity is to create a quotation based on the information in the inquiry and send it to the prospective customer. For easier handling, the inquiry is copied into the Quotation. Customizing settings allow specific copy controls to restrict what information should be copied.

PrerequisitesThe inquiry is created in the system.



SAP ECC menu Logistics → Sales and Distribution → Sales → Quotation → Create


2. On the Create Quotation: Initial Screen, enter the following data:


Quotation Type YD1A Inquiry

Sales Organization 1000 Sales Org. BP01

Distribution Channel 10 Distribution channel

Division 10 Division

3. Choose Create with Reference.

4. In the Create with Reference dialog box, enter the number of inquiry created in the last step in the Inquiry field.

5. Choose Copy.

6. On the Create BP Quotation: Overview screen, enter the following data:



7. Choose Save and make a note of the quotation number: ____________________.







Business role menu


1. In the Sold-to party field, enter the customer number (see the following data) and choose Display Customer.

2. From the Other activities field, choose Create Quotation.

3. On the Create Quotation screen, enter the following data:


Sold-to-Party 100001

Sales Document Type

YD1A BP Quotation

Sales Organization 1000 Sales Org. BP01

Distribution Channel

10 Distribution channel

Division 10 Division

Reference Document

<number of the inquiry you have created>

4. Choose Continue. Ignore any warning messages.

5. On the Create BP Quotation: New screen, enter the following data:



6. Choose Save Document and note down the quotation number: ____________________.

7. Choose Close Application.

Result You have created the quotation with reference to the inquiry.

4.10 Completing Quotation for Price Determination

UseNow that you have maintained all the details for the labor and materials used in the project, the pricing information is added to the quotation.



SAP ECC menu Logistics → Sales and Distribution → Sales → Quotation → Change




2. In the Change Quotation: Initial Screen, enter the number of the quotation you created earlier.

3. Choose Enter.

4. Double-click item number 10.

5. Choose the Conditions tab.

6. In the CnTy field, enter condition type YD00 and choose Enter.

7. Enter the amount you noted from the project costing at condition YD00.

8. Make sure the entry in the Per column is 1. This value represents the total amount for your project that contains one final product as required in the quotation. Choose Enter to update your screen.

9. In field CnTy, enter condition type YDKA (Project Other Cost) and choose Enter (also for one piece). This condition type is set for other project and miscellaneous costs predicated by the revenue planner for the project. This value varies from one company to another.

10. Enter an amount (for example, 10000) for condition type YDKA and choose Enter.

11. Save your quotation.





Business role menu Sales → Customer Cockpit → Customer Cockpit → Access Customer Cockpit

1. In the Customer number field, enter 100001 and choose Display Customer.

2. Choose the Open Quotations (x) tab.

3. Select the quotation you created earlier and choose Change.

4. Choose the Item Details tab.

5. Choose the Pricing tab.

6. In the Condition Type field, enter condition type YD00 and choose Enter.

7. Enter the amount you noted from the project costing at condition YD00.

8. Make sure that your entry in the Pricing Unit is 1. The amount is the total amount for your project that contains one final product as required in the quotation. Choose Enter to update your screen.

9. In the Condition Type field, enter condition type YDKA (Project Other Cost) and choose Enter (also for one piece). This condition type is set for other project costs as well as the miscellaneous costs predicated by revenue planner for the project. This value varies from one company to another.

10. Enter an amount (for example, 10000) for condition type YDKA and choose Enter.


12. Choose Close application.



Result The quotation has been assigned a price, which was calculated in a previous step.

4.11 Transferring Milestones

UseIn this step you transfer the project milestones to the quotation.

Procedure1. Access the transaction choosing one of the following navigation options:




2. Enter the number of the quotation you created in the Quotation field and choose Enter.

3. Double-click the item.

4. In the Change BP Quotation XXX: Item Data screen, select the Billing plan tab. In the Selection Criteria dialog box, check that the WBS element field is filled in correctly. Choose Continue.

5. In the Milestone Selection dialog box, choose Select All and choose Copy.

6. Choose Back.

7. Save your entries and go Back (F3) to the SAP Easy Access Screen (SAP GUI).




Business role menu


1. In the List of Quotations screen, make the following entries:


Sold-to party 100001

Valid to <current date plus 2 months>

2. Press Enter.

3. On the Organization Data dialog box, in the Sales Org field, enter 1000 and choose Continue.

4. Select the document and from the menu, choose (Menu …) Environment Document.

5. On the Change BP Quotation XXX: Overview screen, select line item 10 and choose (Menu …) Goto Item Billing Plan.

6. On the Change BP Quotation XXX: Item Data screen, choose Milestones.



7. On the Selection Criteria dialog box, check that the WBS element field is filled in correctly, then choose Continue.

8. On the Milestone dialog box, select all and choose Copy.

9. Choose Back.


11. Choose Exit (Shift+F3) to close the SAP Easy Access Screen (SAP GUI).

Result The milestones for the billing plan have been transferred from the project to the quotation.

4.12 Creating Project Version

UseThe project contains important information from the prospective customer in the inquiry phase. This information is constantly updated with every contact between the technical sales department and the customer. The total cost for the final product is determined on the basis of this information.

Using a project version, you create a snapshot of the project before you send out the quotation.

Project versions can also be triggered by system activities such as changing the project status. In this activity, you manually save a version to demonstrate the function.



SAP ECC menu Logistics → Project System → Project → Project Version → Create

Transaction code CN72




Business role menu

Project Management → Project Planning → Project Version → Create Project Version

2. When you call this transaction for the first time, the Enter profile dialog box is displayed. Enter the database profile 000000000001.

3. In the Save Project Versions screen, enter your project definition M-OPXXX.

4. Remove the value (if any) in the Version key field. Enter the version key M-OPXXX-A for the first version.

5. Enter a value in the Description field (for example, M-OPXXX Version A).

6. Enter M-OPXXX for the Version group.

7. Deselect the MTA relevant checkbox.




Only the status bar indicates that a project version has been saved.


ResultYou have created a project version. Versions can be compared at any time via the project information system.

4.13 Changing the Quotation According to Customer’s Need

UseAfter you send the quotation to the customer, he or she informs you of some required changes. The prospective customer requires a different number of final products that are ordered.





2. On the Change Quotation: Initial Screen, enter your quotation number and confirm with Enter.

3. On the Change BP Quotation: Overview screen, change the quantity of the item to 2 (old quantity: 1).

4. Save your quotation and confirm the warning message by pressing Enter.





Business role menu


1. In the Customer Number field, enter 100001 and choose Display Customer.

2. On the Open Quotations (x) tab, select the quotation you created earlier and choose Change.

3. On the BP Quotation: XXXXXXXX screen, change the quantity of the item to 2.

4. Choose Save Document. Ignore the warning message.

5. Choose Exit (Shift+F3) to return to SAP Home.

Result© SAP SE Page 6 of 7


The quotation has been changed.

4.14 Components and Activity Update

UseSince the customer changed the number of final products to be ordered, the project must be updated according to the new information. In particular, the number of components and the duration of the activities must be changed.



SAP ECC menu Logistics → Project System → Project → Project Builder





Business role menu


2. Select the relevant project (M-OPXXX) from the work list and drag and drop it to the Project Structure: Description area. If it is not in the work list, select open project and enter your project definition in the field. Confirm

with Open and transfer to work list.

3. Choose Expand All.

4. Select the network header ETO Overall Network.

5. Select Activity Overview on the top of the right side.

6. Change the execution factor of the activities 0070, 0080 and 0120 to 2.

7. Select Component Overview on the top of the right side. The requirement quantity for both components has been set to 2 (old value 1) automatically.

8. Choose Save and confirm the scheduling warning message by choosing Yes.


ResultThe activities and the components of the project have been updated.

4.15 Project Re-Scheduling

UseTo determine the new costs, the project must be rescheduled.










Business role menu


2. Select the relevant project (M-OPXXX) from the work list and drag and drop it to the Project Structure: Description area. If it is not in the work list, choose open project and put your project definition in the field. Confirm



4. In the Project Builder: Project M-OPXXX screen, select the project definition in the left column.

5. Choose (Menu...) Edit Dates Schedule from the menu to schedule any changes you might have made.

6. Choose Project planning board. You can view the scheduling.

7. Choose Save.


ResultThe project has been checked and rescheduled.

4.16 Project Costing

UseTo determine the new costs the project must be recalculated.










Business role menu


2. Select the relevant project (M-OPXXX) from the work list and drag and drop it to the Project Structure: Description area. If it is not in the work list, choose open project and put your project definition in the field. Confirm



4. From the menu, choose Goto Project planning board.

5. On the Project: Change screen, choose Select all.

6. Choose the Calculate costs button. The system displays the information message Planned values calculated See reports in the status bar.

7. Ignore the warning messages.

8. Choose Save.


4.17 Project Costing Report for Changed Quotation

UseTo display the new costs, repeat the steps Project Costing Report for the Quotation.

This step can also be done directly in the project planning board (Menu: Extras Run Cost Report) in the project builder.

PrerequisitesThe project has been created, material has been assigned, and labor has been planned. Work centers, cost centers, and activity prices have been maintained.



SAP ECC menu

Logistics → Project System → Information System → Financials → Costs → Plan-Based → By Cost Element → Actual/Plan/Variance Absolute/Variance %

Transaction code

S_ALR_87013543




Business role menu

Project Management → Project Execution → Project Reports → Act/Plan/Variance Abs./% Var

2. If the Enter Controlling Area dialog box displays, in the Controlling Area field, enter 1000 and press Enter.



3. If the Enter profile dialog box appears, enter 000000000001 (Standard selection structure) in the Database prof field.

4. In the Act/Plan/Variance Abs./% Var.: Selection screen, make the following entries:


Project M-OPXXX

Controlling Area 1000

Plan Version 0

From Fiscal Year 1900

To Fiscal Year 9999

From Period 01

To Period 12

5. Delete other values in selection entry fields (if there are any other values from previously executed transactions, for example, network number or material number).


7. The report shows all planned personnel and material costs for the final product. If you choose an activity or WBS element on the Variation: Object screen area, you see the corresponding costs displayed on the right-hand screen. Different types of materials and activities are settled to different accounts.

8. If you choose the project definition, the All cost elements field shows the total amount of planned costs for the project. Make a note of the number: ____________________.

9. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) orchoose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

4.18 Completing Quotation for Price Determination

UseThe components and activities of the project have been updated, resulting in a new price. This activity updates the quotation with the new pricing information.





2. In the Change Quotation: Initial Screen, enter the number of the Quotation you created and press Enter.

3. Double-click the item number 10.

4. Choose the Conditions tab.



5. In condition type YD00 line, overwrite the amount with the new total amount you calculated in a previous step and choose Enter. Make sure that your entry in the per column is 2 (the new quantity).

6. Adjust the condition type YDKA (project other costs) values, if necessary.






Business role menu


1. In the Customer Number field, enter 100001 and choose Display Customer.

2. On the Open Quotations (x) tab, select the quotation you created earlier and choose Change.

3. On the BP Quotation: XXXXXXXX screen, choose the Item Details – Pricing tab.

4. From the menu, choose Updates Prices Carry out new pricing.

5. Make the following entries:

Field name DescriptionUser Action and Values

Comment

Condition type YD00

Condition value

<value> New total amount calculated previously

New price unit 2


Condition type YDKA

Condition value <value> If necessary

New price unit 2


7. Choose Close application.

Result The quotation has been assigned a new price. It can now be sent to the prospective customer.

4.19 Perform Budget Planning

UseThe budget is the approved cost structure for a project. It is the device by which management approves the expected development of order costs over a given timeframe. Availability control



enables you to control costs actively by issuing warnings and error messages when costs are incurred. In this step, the original budget is allocated to the WBS elements. After a user-specified point in time, this budget can only be corrected using budget updates.

PrerequisitesThe project has been created in the system.



SAP ECC menu Logistics → Project System → Financials → Budgeting → Original Budget → Change

Transaction code

CJ30




Business role menu

Project Management → Project Execution → Financials → Change Project Original Budget

2. If the Set Controlling Area dialog box is displayed, enter the value 1000 in the Controlling Area field.

3. In the Change Original Budget: Initial Screen, enter your project M-OPXXX and choose Original budget (F5).

4. In the Change Original Budget: WBS Element Overview screen, allocate the following budget values:


M-OPXXX 97985

M-OPXXX-01 1700

M-OPXXX-02 24000

M-OPXXX-03 69385

M-OPXXX-03-01 70

M-OPXXX-03-02 69000

M-OPXXX-04 2500


6. Choose Exit (Shift+F3) to return to SAP Home (SAP NetWeaver Business Client).

ResultThe budget was allocated to the WBS elements.

4.20 Compare Project Version against Actual Data© SAP SE Page 6 of 7


UseA project version is a snapshot of a project at a certain point in time and can be used as documentation. Additionally, it can be used for comparison with actual data. In this step the created project version is compared against the actual project data.

PrerequisitesA project version is available in the system.



SAP ECC menu Logistics → Project System → Information System → Structures → Structure Overview

Transaction code

CN41




Business role menu

Project Management → Project Execution → Project Reports → Structure Overview

2. If the Enter profile dialog box appears, enter 000000000001 (Standard selection structure) in Database prof field.

3. Choose Get Variant.

4. In the Find variant screen enter YD01 in the variant field and confirm your selection by choosing Execute (F8).

5. In the Project Info System: Structure Initial Screen, choose the Change DB Profile button (STRG+F3).

6. In the Change DB Profile temporarily screen, activate the field Version data and press Enter.

7. In the Project Info System: Structure Initial Screen make the following entries:


Project M-OPXXX

Version data select

Project version M-OPXXX-A


9. The report shows important data such as budget, dates, and planned and actual values. Each current data object and the saved project version data is displayed one below the other. The current data is displayed in light blue and the project version data in dark blue.

10. Go Back (F3) without saving the report.




ResultThe created project version has been compared against the actual data of the project.

4.21 Advanced Procurement

UseSometimes long lead time procurement is triggered before the order is confirmed. Whenever possible, a supplier avoids ordering project-specific materials beforehand but in some situations, it is required.

In this step, you check the data for the long lead time material, and if its planned demand is met.








Business role menu


2. Select the relevant project (M-OPXXX) from the work list and drag and drop it to the Project Structure: Description area. If it is not in the work list, choose open project and enter your project definition in the field.

Confirm with Open and transfer to work list.


4. Click the activity Long lead time procurement.

5. On the right-hand side of the screen, choose Component Overview.

You can see that material number R240-1 (long-lead-time material) and the quantity 2 is assigned.

6. The item category is L Stock item and within the Res./Pur. Req. column the parameter 2 shows the information From release.

Reservations are relevant to material planning until the activity release. The same situation is relevant if purchase requisitions are satisfying the demand (non-stock material).



7. Double-click the item number. In the following screen (General Data tab), the reservation number is displayed.


Result The Long lead time procurement activity can be released. Upon release, the MRP controller receives a purchase requisition. If the BOM containing the same material is linked with the same WBS, the MRP does not meet duplicated demands.

4.22 Releasing Long Lead Time Procurement Activity

UseWith the release of this activity, the long lead time item demand is created for the MRP run.

PrerequisitesThe material has been assigned to the activity.








Business role menu


2. Select the relevant project (M-OPXXX) from the work list and drag and drop it to the Project Structure: Description area. If it is not in the work list, choose open project and enter your project definition. Confirm with

Open and transfer to work list.


4. Choose the activity Long lead time procurement.

5. On the right-hand side of the screen, choose Component Overview.

6. On the Total tab, change the following parameter: The radio button in the ST (Start Date) column is activated. Activate the radio button in the FD (Finish Date). column

7. Choose the Activity button (at the top, within the Identification and view selection area).

8. From the menu, choose (NWBC Menu ) Edit Status Release.

9. Save the partly released project.



10. Choose Exit (Shift+F3) to return to the SAP Easy Access menu orchoose Exit (Shift+F3) to return to SAP Home (SAP NetWeaver Business Client).

ResultYou have released the activity for advanced procurement and created the demand.



5 Follow-Up ProcessesYou have finished all activities that are part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in one or more of the following scope items, using the master data from this document.

5.1 Period End Closing

Period End Closing “General” Plant (181)

UseIn this activity, you perform the period end financial accounting activities for the plant.

These activities are executed collectively as a part of month-end closing. For more information about the month-end closing procedure, see the business process documentation for Period End Closing "General" Plant.

Month-end closing can only be executed once a month.

Accounts Receivable (157)

UseIn this activity you post the incoming payment.

ProcedureComplete all activities described in the Business Process Documentation of the scope item: Accounts Receivable (157) (sections Post Payments using Automatic Payments Program, Post Incoming Payment from Customer Manually, Automatic Clearing of open items in customer accounts, Manual Clearing of Open items in customer accounts) using the master data from this document.

Closing Operations SD (203) (optional)

Use

ProcedureComplete all activities described in the Business Process Documentation of the scope item: Closing Operations SD (203) (Sections Review Incomplete Sales Orders, Review Incomplete SD Documents (deliveries), Review Outbound Deliveries for Goods Issue, and Review List Blocked (for accounting) Billing Documents) using the master data from this document.


232_ERP607_BPD_EN_US

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