SAP Training Videos

Videos Displaying Sequence of Steps in the SAP System for Common Usecases

The following is a list of Videos that display the workflow and sequence of actions for common usecases in the IISc SAP S/4 HANA system. You can view each video by clicking on the hyperlink of the use-case; however, for best results, please download the video onto your local machine and play it on your machine. If you wish such video recordings developed for any other use-cases, please send email to: sapsupport@iisc.ac.in with subject as “Request for creation of new Video for SAP use-cases.”

To download a zip file containing the Videos, please click:
https://drive.google.com/open?id=1omqtluF4XgrGbxWEMxU_RLlpl0PJT3Un

LIST OF VIDEOS

SAP Solution Manager (Solman)



SAP-Stores and Purchase

Domestic Purchase Requisition (without audio) IISc users create Purchase Requisition in SAP System as a first step for Project Procurement, Departmental procurement and Central (Administrative Depts.) Procurement. The Purchase requisition is internal document to initiate the procurement process. The Purchase Requisition can be raised for i) Domestic procurement of material, ii) Import of material, iii) Services
For Purchase Requisitions for Domestic Procurement of Material:
Transaction Code: ME51N; Document Type: ZDOM – IISc Domestic PR
Account Assignment Category: BLANK – Standard; A – Asset; K – Cost Center; Q – Project make to Order (for Project Stock); P – Projects
Item Category: BLANK for Material
Material: Enter Material Code by selecting through F4 help. The material description will populate automatically and related fields as material group, UOM etc.; will also be auto populated based on material master record.
Plant: Here refer to F4 help for getting Plant code depending on your division. Each department /Centre is treated as a Plant in the SAP System.
Purchase Group: Purchase Group is key for buyer or group of buyers. Each department/unit is treated as Purchase Group in the SAP system.
Quantity: Enter no. of quantities to be procured.
Header Text & Item Texts:These fields are free text field. Header Text will be applicable for whole document and Item Texts are applicable for item.
A reference document, picture/drawing can be attached in Purchase Requisition. Save the document, System will automatically generate the Purchase Requisition No. A workflow is triggered based on the Approval matrix. If Business user want to generate physical copy, IISc Specific Purchase Requisition Forms will be configured.

Domestic PO (Purchase Order) Creation (without audio) A purchase order is created with the agreed quantity against the selected vendor w.r.t. the Purchase Requisition (PR), Request for Quotation (RFQ) and Comparative Statement on Vendors’ quotations. A purchase order is a legal document used to record an individual purchase with the vendor. It is an agreement between two parties for supplying materials as per agreed price, terms and conditions. PO raised to the vendor also include the location information, tax information etc.
Purchase Order with reference to Purchase Requisition:Put PR reference number in Purchase Requisition column so that the PR data will be flown automatically to Purchase Order.
Document Type: ZDOM – IISc Domestic PO; ZIMP – IISc Import PO
Org. Structure: At header section of Purchase Order, under Org. Data it is mandatory to maintain Purchase Organization, Purchase Group and Company Code.
Quantity:If Purchase Order is to be raised regarding Purchase Requisition, the quantity will be auto-populated from PR to PO. You can increase or decrease the quantity at the time of Purchase Order creation.
Delivery Date:Date on which the goods are to be delivered or the service is to be performed.
Net Price:If the item is created regarding a reference document, the price is taken from the reference item. The price from the info record is not considered. If no reference price exists, enter the vendor’s gross unit price. The system will calculate the net price automatically.
Plant:Here refer to F4 help for getting Plant code depending on your division. Each division will be treated as a Plant in new SAP System. Plant code will populate automatically from the referred PR.
Header Text & Item Texts:These fields are free text field. Header Text will be applicable for whole document and Item Texts are applicable for item.
Tax Code:Material or service relevant tax code is necessary to maintain in Purchase Order. Basic tax codes will configure in SAP system. Refer F4 help to select relevant tax code.
Payment Terms:Payment terms as maintained in vendor master will auto populate at header section under ‘Delivery/Invoice’ tab in Purchase Order.
Save the document, system will generate a unique number based on number ranges assigned to document type in background configuration. Purchase Order with reference to RFQ:Put RFQ reference number in RFQ column so that the RFQ data will be flown automatically to Purchase Order.
Document Type: ZDOM – IISc Domestic PO; ZIMP – IISc Import PO
Org. Structure: At header section of Purchase Order, under Org. Data it is mandatory to maintain Purchase Organization, Purchase Group and Company Code.
Quantity:If Purchase Order is to be raised regarding Purchase Requisition, the quantity will be auto-populated from PR to PO. You can increase or decrease the quantity at the time of Purchase Order creation.
Delivery Date:Date on which the goods are to be delivered or the service is to be performed.
Net Price:If the item is created regarding a reference document, the price is taken from the reference item. The price from the info record is not considered. If no reference price exists, enter the vendor’s gross unit price. The system will calculate the net price automatically.
Plant:Here refer to F4 help for getting Plant code depending on your division. Each division will be treated as a Plant in new SAP System. Plant code will populate automatically from the referred PR.
Header Text & Item Texts:These fields are free text field. Header Text will be applicable for whole document and Item Texts are applicable for item.
Tax Code:Material or service relevant tax code is necessary to maintain in Purchase Order. Basic tax codes will configure in SAP system. Refer F4 help to select relevant tax code.
Payment Terms: Payment terms as maintained in vendor master will auto populate at header section under ‘Delivery/Invoice’ tab in Purchase Order.
Save the document, system will generate a unique number based on number ranges assigned to document type in background configuration.

Foreign Purchase Requisition (without audio) Transaction Code:ME51N
Document Type: ZIMP – IISc Import PR
Account Assignment Category:BLANK
Item Category:BLANK for Material and ‘D’ for Service
Material: Enter Material Code by selecting through F4 help. The material description will populate automatically and related fields as material group, UOM etc.; will also be auto populated based on material master record.
Enter short text or nature of service and then enter service number in services tab at Item details levels.
Plant: Here refer to F4 help for getting Plant code depending on your division. Each division will be treated as a Plant in new SAP System. Ref: Plant Section 11.1 (3)
Purchase Group: Purchase Group is key for buyer or group of buyers. Select department key / code for entering purchase group. Each department will be treated as Purchase Group in proposed SAP system.
Quantity:Enter no. of quantities to be procured.
Header Text & Item Texts:These fields are free text field. Header Text will be applicable for whole document and Item Texts are applicable for item.
A reference document, picture/drawing can be attached in Purchase Requisition.
Save the Document, System will automatically generate the Purchase Requisition No.
A workflow will trigger based upon Approval matrix. The same is documented under Workflow Section 6. Process Workflow e.g. <=1 L Department and Asst. Registrar can approve themselves.
If Business user want to generate physical copy, IISc Specific Purchase Requisition Form will be configured.
** Purchase Requisition with Multiple Account Assignment:
In this scenario, the Purchase Requisition is made for multiple WBS (Project) and system will check budget for each WBS. The value of Purchase Requisition is to be distributed by percentage and proportionally.
** To change the Purchase Requisition, use ME52N transaction code and to display Purchase Requisition use ME53N. ** For approving individual purchase requisition, use ME54N transaction code.


Modify Purchase Order (without audio) Once the Purchase Order created and if you want makes changes before the approval process completed Steps: go to
  1. Purchase order processing
  2. Click on change Purchase order
  3. Click on other Purchase order and enter PO number
  4. Enter Purchase order number do the changes
But Purchase Order document type and vendor cannot possible change once created.If Purchase order in released state and approved by any levels,then it will not allow changing anything in PO.

PO Deletion before Approval (without audio) Purchase order deletion used to delete the purchase order which is no longer needed for further process like goods receipt due to some reasons. Suppose if u want delete Purchase order for the purpose of wrong entry or TO stop further processing please follow below steps Steps: go to
  1. Purchase order processing
  2. Click on change Purchase order
  3. Click on other Purchase order and enter PO number
  4. Select the each line item you want delete
  5. Click on delete symbol at the item overview level then deleted line item come up with delete symbol.
If PO, goods receipt, and invoice done then later you want delete follow below steps
  • Cancel invoice by concerned person.
  • Cancel goods receipt.
  • Reapprove the Purchase order by concerned person.
  • Then follow above 5 steps mentioned.
Before deletion please ensuresPurchase order must not be released state and approved by all, otherwise it will not allow you to delete.

Document Upload for Purchase Order (without audio) By using create document tile user can upload supporting documents for Purchase order approval like quotations, invoice, justifications etc

Multiple Debit-heads in Purchase Order (without audio) IISC user can use multiple account assignment or multiple debithead to debit from multiple debit heads for procure materials and services,

PO Approval and Document Verification (without audio) Once purchase or created it goes for approval to concerned persons. The concerned person can approve and reject the purchase order based on document attached and/orvalue of the Purchase Order.

Create Reservation (SDN) (without audio) A Reservation is a document used to make sure that the warehouse keeps a certain amount of a material or materials ready for transfer later. It contains information on required material, quantity, when it is expected from which sourcing location and to which destination.

Approve Reservation (SDN) (without audio) Approve reservation is a process where concerned stakeholder can approve the reservation created by the IISc user for that material with specified quantity.Once approved, the store team issues the materials.




How to remove and add the local and clearing Agent in Foreign PO (without audio) This video for how to remove and add the local and clearing Agent in Foreign PO.

How to check the Warehouse Stock of Material (without audio) This Video for check the Warehouse stock of material availability for create reservation.






SAP- Project System




Project Reports (and checking project balances)
  • List of Projects: Overview – This report lists out only the Projects authorized for the user logged in.
  • WBS Elements list – This report lists out the Project structure of only the authorized Projects for the user logged in.
  • Released budget / Actual / Commitment – The budget details (Released budget / Expenditure / Commitment / Parked documents / Balance) of the authorized project/s can be viewed.
  • Project commitments – This report lists out the Purchase requisitions / Purchase orders created for the Projects authorized to the user logged in.
  • Statement of Expenditure – This report lists out the expenditure line-items created for the Projects authorized to the user logged in.
  • Project commitments – This report lists out only the Purchase orders created for the Projects authorized to the user logged in.
  • Sanctioned amount / Overhead / CPDA Balances– The budget details (Sanctioned budget / Expenditure / Commitment / Balance) of the authorized project/s can be viewed.

Creation of Project Proposal Create a Project in SAP (CJ20N) with a basic structure such as the Project definition, Level-1 & Level-2 WBS elements as per the format of Sponsoring Agency by entering the required project code and selecting the applicable Standard Project template (CSSP / F&A / CSIC)
For Example: Project definition: SP/DSTO-19-0001
Level-1 WBS element: SP/DSTO-19-0001 (same as Project definition)
Level-2 WBS element: SP/DSTO-19-0001.01 (Salary)
Level-2 WBS element: SP/DSTO-19-0001.02 (Equipment)
* Maintain Start date, End date, Person Responsible, Partner, Sponsoring Agency & Department.
* Project Long text – The planned research, operational rules & other necessary details
* WBS Long text – Manpower requirement & equipment details
* Save the project created

Project Cost Planning
  • Plan / create cost estimation for the Project WBS elements already created in the system for the overall project duration or annually as per the requirement.
  • Select the applicable Financial year (Period) and maintain the estimated amount for only the level-2 WBS elements. Unit costing / detailed planning must be performed for SALARY & EQUIPMENT WBS elements.
  • Total up (F9) the value for each financial year and save the data.

Submission for Approval of Cost Estimation
  • Set the User Status ‘PSCS – Submit proposal to CSSP’ in the Project created and save.
  • System will automatically send an e-mail notification to the respective case worker of CSSP.
  • The PI will receive an email notification after the proposal is approved by CSSP.

Uploading Project Documents
  • The scanned copy of the Sanction letter and other supporting documents should be attached to the respective project for reference. Select the Document type – ZSL and upload the required PDF documents individually and ‘Check-in original’ for all the uploaded documents and maintain the required Project code in the ‘Object links’ tab.
  • Save the data. The uploaded documents can be viewed in the Project builder transaction.

SAP – Finance

Cash Advance request

A User can raise request of cash advance for department/Project Purpose that to limit of 20,000/-, they can raise up to 2 cash advance requests in a month.

Invoice for PO

A User can raise request for Invoice once PO is done and validated after that they will follow up the Park Vendor Invoice process and accordingly it will be processed.

Creation of Onetime Vendor

A User can raise request for One time vendor in case any person coming outside the IISC Faculty/department for conducting any examination/Checking of paper examination/any other work related to IISC faculty these are created under Park vendor Invoice process and accordingly it will be processed.

Park Vendor Invoice

A User can raise request for any invoices related to expenses of department/project, Non-PO based invoice up to 15000/-, PO based invoice above 15000/- based on the requirement in this way these are processed accordingly.

Travel Advance Request

A User can raise request for Faculty/department for travel advance. There may be domestic travel/International travel based on the requirement of the business it will be processed accordingly.

Travel Advance Settlement

A User can raise request for Travel Advance settlement for faculty/department for the travel expenses incurred and these are processed under Park vendor invoice with reference to document number for which advance request was raised and accordingly it will be settled and processed.

Settlement of LTC

A User can raise request for LTC settlement for faculty/department for the LTC expenses incurred and these are processed under park vendor invoice with reference to document number for which advance request was raised and accordingly it will be settled and processed.

LTC Advance Request

A User can raise request for LTC advance for faculty/department based on the requirement of the business and must select Special GL as K and accordingly it will be processed.

Student Travel Advance Request

A User can raise request for Student travel advance based on the requirement of the business and must select Special GL as Q and accordingly it will be processed.

Student Travel Advance Settlement

A User can raise request for student travel settlement for the travel expenses incurred and these are processed under park vendor invoice with reference to document number for which advance request was raised and accordingly it will be settled and processed.

Creation of Sales order

Few of the departments that render service outside customers like renting of space, renting of equipment or professional services. This video shows the step by step process on how to create a service sales order in SAP.

Creation of Proforma invoice

This video shows the step by step process on how to create a proforma invoice after creation of sales order.

Printing of proforma invoice

This video shows the process for printing out a proforma invoice.


SAP – HR (Human Resources)

Checking Leave Balances

Overview:
[Self Service application; “My Leave request” enables users to view their leave balances before applying for a Leave request in SAP System.]

Purpose:
Users at IISc may check their Leave balances before making Leave request.


Intimation of Absence for Domestic Travel

[Self Service application; “My Leave request” enables users to submit “intimation (Domestic Travel)” in SAP System.]

Purpose:
Faculty members at IISc are eligible to inform their absence for Domestic Travel. Users may attach relevant documents before submitting such request. Request is triggered to AR Council to concur the request and auto-update in SAP system.


Leave Request for Foreign Travel

[Self Service application; “My Leave request” enables users to submit “Duty Leave-Abroad” in SAP System.]

Purpose:
Faculty members at IISc are eligible to inform their absence for International Travel. Users may attach relevant documents before submitting such request. Request is triggered to Divisional Chair for approval followed by Registrar, DD and HR Council for concurrence.


Resume on Duty

[Self Service application; “My Leave request” enables users to submit “Resume on duty” to register their attendance in SAP System after return from Leave]

Purpose:
Users at IISc must register their attendance upon return from Leave.


Request Travel Advance

[Self Service application; “My Travel Request” enables users to submit “Travel Advance Request” in SAP System before embarking on travel]

Purpose:
Faculty members at IISc should have approved leave: Intimation (Domestic Travel) or Duty Travel (Abroad) and other Administrative Staff may apply for On Duty to be able to apply for travel advance.


Loan Request

[Self Service application; “My Loan Request” enables users to submit “Loan Request” in SAP System before embarking loan request]

Purpose:
Faculty members at IISc should have approved leave: Intimation (Domestic Travel) or Duty Travel (Abroad) and other Administrative Staff may apply for On Duty to be able to apply for travel advance.


Leave Approval

[Manager Service application; “Leave approval” enables users to approve leave request in SAP System.]

Purpose:
Manager at IISc may approve leave request which is raised by the requester.


Travel Approval

[Manager Service application; “Travel Approval” enables users to approve “Travel Request” in SAP System before embarking on travel]

Purpose:
Manager at IISc may approve Travel request which is raised by the requester.

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