Monk 03Ch 02 Sales Distribution ERP.ppt - UH

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9/26/2008Concepts inEnterprise ResourcePlanning2nd EditionChapter 3Marketing Information Systems andthe Sales Order ProcessChapter Objectives Describe the un-integrated sales processes of FitterSnacker, a fictitious company whose operations areused as an example Explain why un-integrated Sales and Marketinginformation systems lead to company-wide inefficiency,higher costs, lost profits, and customer dissatisfaction Discuss sales and distribution in SAP’s R/3 system, andexplain how integrated data sharing increases companywide efficiency Describe how SAP R/3 processes a standard sales order Describe the benefits of Customer RelationshipManagement software, a useful extension of ERPsoftwareConcepts in Enterprise Resource Planning, Second Edition2Sales and Distribution in ERPPART 2Concepts in Enterprise Resource Planning, Second Edition31

9/26/2008Sales and Distribution in ERP There may be up to six events for a sales order Pre-sales activity Sales order processing Inventory Sourcing Delivery Billing PaymentConcepts in Enterprise Resource Planning, Second Edition4Pre-Sales Activity Provide customer pricing information via: Inquiry: statement of prices for a particular customerfor a particular quantity of product Quote: a binding statement of prices for a particularcustomer for a particular quantity of product Presales activities can also include marketingg activitiessuch as sales calls, visits and mailings Customer and sales data stored in the ERP systemhelps in preparing targeted marketing activitiesConcepts in Enterprise Resource Planning, Second Edition5Sales Order Processing Process can start by pulling data from inquiry or quote Taking data directly from inquiry/quote that customerhas approved minimizes errors Process includes: Retrieving customer contact data Recording items to be purchased Determining pricing Quantity discounts Customer-specific discounts Done automatically by system based onconfiguration settings Automatic credit checkConcepts in Enterprise Resource Planning, Second Edition62

9/26/2008Inventory Sourcing Inventory records and production plans can be checkedto determine whether sufficient material will be availableto deliver customer’s order on time This available-to-promise (ATP) check includes shippingtimes and considers weekend and holiday shutdowns System can recommend increased production basedon higher than expected sales Sales orders place a reservation on material so thatthe material can’t be sold to another customerConcepts in Enterprise Resource Planning, Second Edition7Delivery Delivery means creating an electronic document thatdirects the warehouse to pick, pack and ship thecustomer’s order Deliveries can be grouped and released to makewarehouse operations more efficientConcepts in Enterprise Resource Planning, Second Edition8Billing and Payment The system creates an invoice by copying data from thesales order The invoice can be printed and mailed to the customer,faxed or transmitted electronically by EDI (electronicdata interchange) or the Internet The accounts receivable account is debited (increased)and sales account is credited automatically The customer can make a payment by mailing a checkor electronically transmitting funds Timely recording of payments is important for properlymanaging a customer’s credit limitConcepts in Enterprise Resource Planning, Second Edition93

9/26/2008Taking an order in SAP’s R/3 To enter a sales order in SAP’s R/3, the sales order clerkmust identify the customer and material ordered to thesystem SAP identifies customers and materials via a uniquenumber Search functions allow the sales order clerk to find acustomer or materiali l numberb easilyilNote* Even though this is information about SAP, it is similar toERP systems, in general.Concepts in Enterprise Resource Planning, Second Edition10Taking an order in SAP’s R/3Sold-to party: Where thecustomer’s identificationnumber is enteredP.O. Number: Thenumber assignedby the customer to thissales orderReq. deliv. date: The datewhen the customer wouldlike to receive the orderMaterial and Orderquantity: What thecustomer is orderingFigure 3-2 SAP R/3 order entry screenConcepts in Enterprise Resource Planning, Second Edition11Key Fields: Sales Order ScreenConcepts in Enterprise Resource Planning, Second Edition124

9/26/2008Sales Document TypeSaTy: Sales DocumentTypeFigure 3-4 Some of the sales order (document) types predefined in SAP R/3Concepts in Enterprise Resource Planning, Second Edition13Customer SearchClicking onSold-to partyfield produces asearch icon.Clicking on thesearch iconcalls up asearch windowwith numeroussearch optionsFigure 3-5 Search screen for customersConcepts in Enterprise Resource Planning, Second Edition14Customer Search ResultsFigure 3-6 Results of customer searchConcepts in Enterprise Resource Planning, Second Edition155

9/26/2008Sales Order Data Information about Customers and Materials is stored inthe central database as Master Data Master data is relatively stable data shared bymodules Organizational structures allow a company to groupcustomers and salespeople Distribution channels provide different ways to selland distribute material to customers (e.g. wholesale,direct, etc.) Allows for different pricing, delivery methods andminimum order quantitiesConcepts in Enterprise Resource Planning, Second Edition16Complete Order ScreenFigure 3-7 Order screen with complete dataConcepts in Enterprise Resource Planning, Second Edition17Inventory Sourcing Inventory sourcing determines if sufficient inventoryexists to meet a customer’s required quantity anddelivery date If not, available-to-promise (ATP) logic providesdelivery proposals: One-time delivery of partial quantity on requireddelivery date Complete delivery on later date Two partial deliveries on different datesConcepts in Enterprise Resource Planning, Second Edition186

9/26/2008Order ProposalsThree options proposedby SAP R/3Figure 3-8 Order proposalsConcepts in Enterprise Resource Planning, Second Edition19Document Numbers The customer refers to the sales transaction via theirPurchase Order Number—a number that the customergenerates The seller (known as a supplier or vendor) creates adocument number that they use to keep track of thesales order As a result, each party to the sales transaction has adifferent number to refer to the sales transaction SAP creates the sales order number and records thecustomer’s purchase order number If the sales order is entered manually, an error maybe made in keying in the customer’s purchaseorder numberConcepts in Enterprise Resource Planning, Second Edition20Document Numbers Every document in the SAP R/3 system is given aunique number A large number of documents can be created in thesales order process: Multiple deliveries can be created for large orders Customers mayy make multiplep ppayments,yresultingg inmultiple invoices Payments may be made for multiple orders Returns create credits to the customer’s account Document Flow is the tool in SAP that links the multipledocuments in a sales order With Document Flow, one document number can beused to find all documents related to a sales orderConcepts in Enterprise Resource Planning, Second Edition217

9/26/2008Document FlowAccountingDocument90000002 islinked to salesorder 5Figure 3-9 The Document Flow tool, which links sales order documentsConcepts in Enterprise Resource Planning, Second Edition22Pricing The SAP R/3 system has a flexible system, called thecondition technique, that can be configured tocalculate pricing using a wide range of discounttechniques Per item On all items Based on unit price Based on total value With or without shipping By customer or customer classConcepts in Enterprise Resource Planning, Second Edition23PricingNet price fororder, includingdiscountsBase price is 240/caseThe productioncost of the 10cases is 1,992Discount is 10percentFigure 3-10 Pricing conditions for sales orderConcepts in Enterprise Resource Planning, Second Edition248

9/26/2008Price DiscountsIf a line inth orderthed iisover 1000,the discountis 5 percentIf a line inthe order isover 1500,the discountis 10 percentFigure 3-11 West Hills Athletic Club price discountConcepts in Enterprise Resource Planning, Second Edition25Integration of Sales and Accounting A major advantage of an ERP system is integration ofaccounting with other functions like sales Whenever a sales order is processed, the appropriateaccounts are affected. Because sales transactions create the appropriateaccounting transactions in real-time, accounting has upto-date sales informationConcepts in Enterprise Resource Planning, Second Edition26Accounting DetailAccountingdocument90000002,accessiblefrom thedocumentflow screenAccountsaffected bythe salesorderFigure 3-12 Accounting detail for the West Hills sales orderConcepts in Enterprise Resource Planning, Second Edition279

9/26/2008End of Chapter 3 Part 2Sales and Distribution in ERP2810

Sales and Distribution in ERP 3. 9/26/2008 2 Sales and Distribution in ERP There may be up to six events for a sales order Pre-sales activity Sales order processing Inventory Sourcing Delivery Billing C

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