SAP Data and IDEA
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The document outlines the agenda and discussions from the IDEA SAP User Group meeting held on July 31, 2003, at Lincolnshire County Council, covering introductions, common issues, and specific SAP modules in use. It shares Lincolnshire's experiences with procurement and payroll challenges and the various data fields associated with SAP modules. The meeting concluded with discussions on future focus areas and potential working groups to address the identified issues.
SAP Data and IDEA
- 1. IDEA SAP USER GROUP 31ST JULY 2003 LINCOLNSHIRE COUNTY COUNCIL
- 2. Welcome & Introductions Who we are: • Lucy Pledge – Audit Manager • Phil Uden – Senior Auditor
- 3. Agenda 09:30 Coffee 10:00 Welcome and Introductions 10:30 Agreement of Terms of Reference 11:00 Coffee 11:20 Identification of Common Issues 12:00 Lincolnshire’s experience so far 12:45 Lunch 14:00 Way forward / focus for future meetings 15:00 Close
- 4. BACKGROUND INFORMATION SAP MODULES NO. OF ORG’S USING USE OF IDEA BY LCC ACCESS & AUTHORISATIONS All SUIM FINANCIAL ACCOUNTING (FI) 12 / TREASURY (TR) CONTROLLING (CO) 12 INVESTMENT MANAGEMENT (IM) PROJECT SYSTEM (PS) 5 ENTERPRISE CONTROLLING (EC) REAL ESTATE MANAGEMENT (REM) SALES & DISTRIBUTION (SD) 8 / MATERIALS MANAGEMENT (MM) 11 / QUALITY MANAGEMENT (QM) PLANT MAINTENANCE (PM) 1 CUSTOMER SERVICE (CS) 1 PRODUCTION PLANNING & CONTROL (PP) 1 HUMAN RESOURCES (HR) 9 / SAP RETAIL 1 BUSINESS WAREHOUSE (BW) 1 CUSTOMER RELATIONSHIP MNGMNT. (CRM) ?
- 5. Identification of Common Issues???
- 6. LINCOLNSHIRE’S EXPERIENCE • PROCUREMENT • PAYROLL
- 7. LINCOLNSHIRE’S EXPERIENCE TABLE NAME WHAT IT CONTAINS FIELDS USED SAP NAME BKPF General Ledger Document Header Document Number Document Type Document Date Posting Date User Name Transaction code Reference BELNR BLART BLDAT BUDAT USNAM TCODE XBLNR BSEG General Ledger Document Detail Document No. Line Item Clearing Date Clearing Doc. Debit/Credit Indicator Tax Code Amount Assignment Cost center G/L Account Vendor Payment Terms Payment Method Purchasing Document BELNR BUZEI AUGCP AUGBL SHKZG MWSKZ WRBTR ZUONR KOSTL HKONT LIFNR ZTERM ZLSCH EBELN
- 8. LINCOLNSHIRE’S EXPERIENCE TABLE NAME WHAT IT CONTAINS FIELDS USED SAP NAME EKKO Purchase Document Header Purchasing Document Purchasing doc. type Created on Created by Vendor Payment Terms Purchasing Group Document date Release group Release strategy EBELN BSART AEDAT ERNAM LIFNR ZTERM EKGRP BEDAT FRGGR FRGSX EKPO Purchase Document Detail Purchasing document Item Short Text Material Material Group Net Order Value Tax Code Goods Receipt Invoice Receipt EBELN EBELP TXZ01 MATNR MATKL NETWR MWSKZ WEPOS REPOS
- 9. LINCOLNSHIRE’S EXPERIENCE TABLE NAME WHAT IT CONTAINS FIELDS USED SAP NAME LFA1 Vendor Name and Address Vendor Name City Postal Code Search Term Street Address Created On Created By Account Group LIFNR NAME1 ORT01 PSTLZ SORTL STRAS ADRNR ERDAT ERNAM KTOKK LFB1 Vendor Payment Details Vendor Company Code Personnel Number Created On Created By Reconciliation Account Payment Methods Payment Terms LIFNR BUKRS PERNR ERDAT ERNAM AKONT ZWELS ZTERM LFBK Vendor Bank Details Vendor Bank Key Bank account number Account Holder LIFNR BANKL BANKN KOINH
- 10. PROCUREMENT • Tests performed – Purchase orders • Orders raised, goods received and invoice processed on same day • Orders raised by same user to the same supplier on same day • Payments without orders • Changes made to orders • Invoiced orders with no goods receipt – Invoice processing • Payments parked and posted by same user • Payments sample stratified by amount • Potential duplicate payments • Payment terms • Payment type • Employees paid as vendors • Payments in £’s only • Duplicate vendors
- 11. PAYROLL Problems encountered – Tables in different formats to other modules • One for each infotype e.g. 0008 = basic pay, 2010 = claims – Sap support / consultants had difficulties and couldn’t provide the required information – Multiple employments – Retrospective calculations (cancelled payments) – Time taken to download payrolls (overnight) – individual payrolls approx 4000 employees with 10,000 records. 5 payrolls of this size. – Lots of planning required
- 12. PAYROLL • Commissioned 3 reports to be produced – Claims – Payslips – Travel – In addition, use was made of ad hoc query reporting function within sap for extracting master data
- 13. PAYROLL Example of data imported into IDEA from the claims report DELETED AREA PAYREF2 PAYREF1 SURNAME FORENAME BEGI N END WTYPE WAGE_TYPE_ AMNT UOM_DESC 14 X X X X 20021130 20021130 6201 Mi l eage cl ai m car 1 170. 00 Mi l e( s) 14 X X X X 20030131 20030131 6201 Mi l eage cl ai m car 1 72. 00 Mi l e( s) 14 X X X X 20020717 20020717 4796 St r i ke Adj ust ment ( Hour s) 7. 40 Hour s 14 X X X X 20021031 20021031 6202 Mi l eage cl ai m car 2 113. 00 Mi l e( s) 14 X X X X 20021031 20021031 6232 Taxabl e Mi l es cl ai m car 2 28. 00 Mi l e( s)
- 14. PAYROLL DELETED PERI OD NAME EMP_NO AREAGROSS_PAY OVERTI ME OTHER_PAY TAX NI SUPER OTHER_DEDS NET_PAY 01 X X 14 0. 00 36. 75 0. 00 - 7. 92 0. 00 0. 00 0. 00 28. 83 01 X X 14 1, 271. 11 232. 53 119. 85 - 223. 85 - 100. 43 - 94. 98 - 9. 57 1, 194. 66 01 X X 14 1, 244. 32 434. 02 28. 86 - 254. 87 - 110. 10 - 77. 34 - 6. 00 1, 258. 89 01 X X 14 0. 00 207. 76 0. 00 0. 00 0. 00 0. 00 0. 00 207. 76 01 X X 14 1, 647. 50 189. 71 87. 77 - 284. 57 - 127. 22 - 99. 22 - 102. 57 1, 311. 40 Example of data imported into IDEA from payslip report
- 15. PAYROLL Example of data imported into IDEA from travel pay report DELETED AREA PAYREF1 PAYREF2 ORG_CODE ORG_UNI T_D JOB_KEY JOB_DESC SURNAME FI RST_NAME YEAR MTH MI LES M_YTD AMNT_MTH AMNT_YTD LUMP_MTH LUMP_YTD 14 X X 10000016 X 00000252 X X X 2002 11 72 242 32. 69 109. 87 0. 00 0. 00 14 X X 10000541 X 00000088 X X X 2002 11 173 3282 78. 54 1, 320. 97 0. 00 0. 00 14 X X 10000005 X 00000002 X X X 2002 11 182 1214 120. 77 778. 28 0. 00 0. 00 14 X X 10004866 X 00000067 X X X 2002 11 112 865 56. 75 505. 75 0. 00 0. 00 14 X X 10007003 X 00000067 X X X 2002 11 43 980 30. 42 527. 58 0. 00 0. 00
- 16. PAYROLL DELETED AREA PAYREF1 PAYREF2 BEGI N END CHANGE W_TYPE WAGE_TYPE_ MI LES 01 X X 20020930 20020930 20021010 6201 Mi l eage cl ai m car 1 83. 00 01 X X 20030228 20030228 20030303 6201 Mi l eage cl ai m car 1 50. 00 01 X X 20020531 20020531 20020616 6201 Mi l eage cl ai m car 1 56. 00 01 X X 20020630 20020630 20020715 6201 Mi l eage cl ai m car 1 24. 00 01 X X 20021130 20021130 20021212 6201 Mi l eage cl ai m car 1 40. 00 Example of data imported into IDEA from travel claims report
- 17. PAYROLL Example of data imported into IDEA from travel cars report DELETED AREA PAYREF1 PAYREF2 BEGI N END SCHEME REG CC 01 X X 20020401 20030228 ESS1 X 1396 01 X X 20020401 20030228 CAS1 X 1600 01 X X 20020401 20030228 ESS1 X 1800 01 X X 20020401 20030228 ESS2 X 1300 01 X X 20020401 20030228 CAS1 X 1108
- 18. PAYROLL • For establishment prints (especially schools) use transaction PQAH • This is an Ad Hoc Query that enables customised HR reports to be built. • A number of useful reports have already been established and can be opened. The selection criteria will just need amending to suit your current needs.
- 19. AIS • We used to have access to transactions SE16 and SA38 • We were unable to import reports directly into IDEA • SA38 enabled access to specific reports – RM07MSAL (List of GR/IR balances) – RFKKVZ00 (Vendor Listing – new vendors) – RFKABL00 (Vendor Changes) – RM06EI00 (Purchasing Documents by Vendor) – RM06EHBE (Purchase Order History) – RM06EAB1 (Purchase Order Changes) – RM06EF00 (Purchase Order Release)
- 20. Way Forward / Focus on future meetings • Area of priority – Which module to concentrate on – How to move forward – Resources required • What we want – Refer to issues raised • Options – Sub working groups – Experts / expertise needed – IDEA training – Commissioned work • Look to SAP to develop reports for downloading – ??????????