System Administration Flashcards
1
Q
an independent environment in the system.
A
Client
2
Q
the smallest organizational unit where a legal set of books can be maintained
A
Company Code –
3
Q
allows organizations to store and manage customer- and productrelated data. The functionalities of this module include sales support, sales, shipping and transportation,
billing, credit management, and foreign trade.
A
The SAP Sales and Distribution (SD)
4
Q
grants and monitors a credit limit for customers. It can also include one or more
company codes.
A
Credit Control Area
5
Q
responsible for the sale of specific products or services. It is also responsible for
legal liability for products and customer claims.
A
Sales Organization –
6
Q
refers to how products or services such as wholesale, retail, or direct sales
reach the customer.
A
Distribution Channel
7
Q
refers to how materials, products, or services are grouped
A
Division
8
Q
the combination of Sales Organization, Distribution Channel, and Division. It determines
conditions for sales activities such as pricing.
A
Sales Area
9
Q
a plant from which the goods should be delivered to the customer
A
Plant – or Delivering Plant,
10
Q
The SD Master Data has three (3) types:
A
Customer Master,
Material Master,
and Condition Master.
11
Q
This master data contains all the necessary information for processing orders, deliveries, invoices, and
customer payments. Customers must have a master record, but one-time customers can also be enough.
A
Customer Master
12
Q
is a customer the business does not deal with regularly
A
one-time customer
13
Q
The Customer Master information is further divided into three (3) areas:
A
General Data, Company Code Data,
and Sales Area Data.
14
Q
are the information relevant to the entire organization, such as the client name and address
A
General Data
15
Q
are specific keywords assigned to the company or a process, such as payment and bank.
A
Company Code Data
16
Q
includes the Sales Office Currency of the sales organizations.
A
Sales Area Data
17
Q
This master data contains all the information that a company needs to manage about a material. It is used by
most components within the SAP system, such as Sales and Distribution, Materials Management, Production,
Plant Maintenance, Accounting and Controlling, and Quality Management.
A
Material Master
18
Q
Material master data is stored in functional segments called
A
Views
19
Q
The Material Master is divided into three (3) areas:
A
General Information
Sales
Storage Location
20
Q
, wherein it contains material
information relevant to the entire organization such as material name, weight, and unit of measurement
A
General Information
21
Q
which includes specific details on the Delivery Plant and Loading Group
A
Sales
22
Q
which provides for specific information about the Stock Quantity, for instance.
A
Storage Location
23
Q
This master data includes prices, surcharges (additional charge), discounts, freights (goods transferred from
place to place), and taxes. It can be defined as dependent on various data, such as material-specific and
customer-specific data, and it can also be dependent on any document field.
A
Condition Master (Pricing)
24
Q
is information sent to the customer using various media such as email, mail, fax, and Electronic Data
Interchange (EDI).
A
output
25
defines how the output should be transmitted. Examples of output types in SD processing are
order confirmations, freight lists, and invoices.
output type
26
The SD Processes, particularly the Order-to-Cash process, include the following steps in order:
1. Pre-sales Activities
2. Sales Order Entry
3. Check Availability
4. Pick Materials
5. Pack Materials
6. Post Goods Issue
7. Invoice Customer
8. Receipt of Customer Payment
27
The Sales Support component of SD assists the process of sales, distribution, and marketing of companies and
their products and services to the customers.
Pre-sales Activities
28
Pre-sales Activities fulfill the following functionalities:
o Creating and tracking customer contacts and communications (sales activity)
o Implementing and tracking direct mailing, Internet, and trade fair campaigns based on customer
attributes
29
All pre-sales activities aim to equip the sales technician with all the information necessary to negotiate and
complete the potential sale. This information includes the following:
o Past sales activity
o Past communication
o Contact information
o General company information
o Credit limits and usage
o Current backorders
30
is a customer’s request to a company for information or quotation concerning their products or
services without any obligation to purchase.
may center around the cost and material/service
availability and contain specific quantities and dates
inquiry
31
presents the customer with a legally binding offer to deliver specific products or a selection of a
certain amount of products in a specific timeframe at a predefined price. It is legally binding on the vendor.
quotation
32
Some conditions can apply at various levels of the quotation based on certain factors. These conditions can
apply to these levels:
o To the entire quotation
o At item level, to the material to be supplied or to the planned procurement in the case of services
o At the service-line level for individual (tasks or activities
33
Sales order processing can originate from a variety of documents and activities, such as when customers
contact the business for an order via phone or e-mail, existing contracts, and quotations.
Sales Order Entry
34
The electronic document for a sales order entry created should contain the following basic information:
o Customer information
o Material/Service and quantity
o Pricing (conditions)
o Specific delivery dates and quantities
o Shipping information
o Billing information
35
The sales document is made up of three (3) primary areas.
Headers
Line items
Sheduled Lines
36
contains data relevant to the sales
order, such as customer data and total order cost
header
37
have information about the specific product,
such as the material, quantity, and cost of an individual line
Line item(s)
38
) uniquely belongs to a Line Item
and contains delivery quantities and dates for partial deliveries
. Scheduled line(s
39
: Whenever an order is created, the requested delivery date for the order or each
line item must be entered into the system. The system will then determine a delivery timeline to
determine the material availability or the ATP (Availability to Promise) data. The system will determine
this date using predefined forward and backward scheduling rules.
Delivery Schedule
40
During the creation of the sales order, the system must
determine the shipping point from which the material will be shipped and the route wherein the
material will take to get from the warehouse to the customer’s location
Shipping Point and Route Determination:
41
The system displays pricing information for all sales documents on the pricing screen
Pricing:
42
is valid for the whole order, and it is the cumulative of all line items within the order,
Header pricing
43
is for each specific material.
line item pricing
44
allows the company to manage its credit exposure and risk for each customer by
specifying customer limits. During the sales order process, the system will alter the sales report about
the customers’ credit situation that arises. The systems can also be configured to block orders and
deliveries if necessary.
Credit Limit Check
45
It determines the material availability date and considers all inward and outward inventory movements
Availability Check
46
Three
(3) proposed delivery methods include
one-time delivery, complete delivery, and delayed proposal
47
The shipping process begins when the delivery document is created for the sales order. This document
controls, supports, and monitors several sub-processes for progressing the shipping such as Picking, Packing,
and Post Goods Issues.
Shipping & Transportation
48
checks orders and materials to determine if a delivery is possible and whether there is
a delivery block that puts the order on hold.
delivery creation
49
factors involved in delivery creation include:
o Availability confirmation
o Total weight and volume
determination
o Packing proposal generation
o Scheduling checking
o Partial deliveries consideration
o Route assignment update
o Picking location assignment
o Sales order update
o Batches determination
o Quality checking
o Sales order update
50
initiates the delivery process and is the control mechanism for Picking, Packing, Loading,
and Posting Goods Issues. Changes to delivery concerning the products and quantities are allowed.
A delivery document
51
Picking
The following should be considered during this process:
o Quantities based on delivery note
o Assigned date when picking should begin
o Automated storage location assignment
o Supports serial number/lot number tracking and batch management
o Integrated with Warehouse Management
52
The packaging to be used for specified products is identified in this process
Loading and Packing
53
It also includes identifying and
updating accounts associated with returnable packaging. Other functionalities include:
o Tracking packed products by container
o Ensuring weight/volume restrictions are enforced
o Assigning all packed items to the required means of transportation
54
An event that could indicate a legal change in ownership of the products
Goods Issue
55
or the set of internationally recognized rules defining the responsibilities of sellers
and buyers and what is written in the sales order terms and conditions.
Incoterm
56
is used to generate the customer invoice and would also update the customer’s credit
status.
billing process
57
is created by coping data from the sales order and/or delivery document
billing document
58
Billing methods
include
delivery-based invoicing,
collective invoicing,
and split invoicing.
59
It is the final step in the sales order process, which the Financial Accounting department manages. Payment
will create a posting clearing the liability in the Accounts Receivable (AR) account and increase the company’s
bank account.
Payment
60
includes posting payments against invoices and reconciling differences between payment
and invoice.
final payment
61
The document flow and order status feature in SAP can be used to find the status of an order at any point in
time. The SAP updates the order status whenever a change is made to any document created in the customer
order management cycle (Order-to-Cash).
Document Flow
62
the buying activity for a plant takes place at this unit. This unit is
responsible for services and material procurement and is in charge of negotiating the conditions of
the purchase with the vendors.
Purchasing Organization –
63
a key unit representing the buyer or group of buyers responsible for certain
purchasing activities. This unit also serves as the communication channel for vendors.
* Purchasing Group
64
This master data contains all the necessary information for business activities with an external supplier. It is
used and maintained by the Purchasing and Accounting Departments. Every vendor must have a master
record. Additionally, the supplier master record in SAP S/4HANA is created as a central business partner master
record with different roles.
Vendor Master
65
The vendor master is divided into three (3) views:
Client Level,
Company Code Data,
and Purchase Org Data.
66
This data allows buyers to determine which vendors have offered or supplied specific materials quickly. It
serves as the default information for Purchase Orders. The framework for purchase order contains the relation
between a vendor and a material.
Purchasing Information Record
67
Purchasing information records include the following:
o Data on pricing and conditions
o Last purchase order
o Tolerance limits for delivering
o Specific lead times
o Availability periods
o Vendor Evaluation data
68
The MM Processes, particularly the Procure-to-Pay process, include the following steps in order:
1. Purchase Requisition
2. Vendor Selection
3. Purchase Order
4. Notify Vendor
5. Vendor Shipment
6. Goods Receipt
7. Invoice Receipt
8. Payment to Vendor
69
It involves an internal document instructing the purchasing department to request a specific good or service
for a specified time.
Purchase Requisition
70
where a person making the requisition determines the
what, how much, and when,
Directly or manually,
71
which includes Materials Request Planning
(MRP), Production Order, Maintenance Order, and Sales Orders.
Indirectly or automatically,
72
Once the requisition has been assigned to a Source of Supply, it can be released for processing.
Requisition Sourcing
73
The variety of
ways that a purchasing department can process a requisition to determine the appropriate Source of Supply
includes:
o Internal Sourcing Requirements
o Source List
o Outlines Agreement
o Request for Quotation (RFQ)
74
The requisition for materials could be satisfied by sources within the company
Internal Sourcing
75
It is a record that specifies the allowed means for procuring material for a certain plant within a given period.
These are the following conditions:
Source List
76
Requisitions can be satisfied through existing longer-term purchasing agreements divided into contracts and
scheduling agreements.
Outline Agreement
77
consist of items defining the individual materials, material groups, or services with prices and in
many quantities
Contracts
78
are how the total amount of material is spread over a certain period
in a delivery schedule, consisting of line items indicating quantities and their planned delivery date
Scheduling Agreements
79
It is an invitation to a vendor by a Purchasing Organization to submit a bid for the supply of materials or
services. It is submitted to vendors if nothing exists in the system.
Request for Quotation (RFQ)
80
The process for RFQ includes:
o The accepted quotations will generate Purchasing Information Records
o Perform Quotation Price Comparisons
o Select a Quotation
81
The invitation received by the vendor is a legally binding offer, should decide to do business with the vendor,
and contains prices and conditions for the materials in the RFQ for a predefined period.
Quotation for Vendor
82
It helps purchasing evaluate vendors for sourcing while also enabling the company to monitor vendor relations
through performance scores and criteria put in place.
Vendor Evaluation
83
as a criterion includes
Goods Receipt, Quality Audit, and Complaints/Rejection level as sub-criteria
Quality
84
It is a formal request to a vendor for a specific material or service under stated conditions. It can also be
created manually and automatically.
Purchase Order
85
defined in the Purchase
Order will dictate the use of the order and the process that the order will follow, whether Standard, Services,
Subcontracting, Third-Party, or Consignment.
item category (procurement type)
86
It deals with the goods movement wherein goods are accepted into the system.
Goods Receipt
87
Movement Types are three-digit
keys used to represent a movement of goods. For example:
o 101 – goods receipt into the warehouse
o 103 – goods receipt into Goods Receipt blocked stock
o 122 – return to delivery vendor
o 231 – consumption for a sales order
o 561 – initial entry of stock
88
A series of events occur when a Goods Movement for the receipt of goods takes place. It includes the
following:
o Material Document is created
o Accounting Document is created
o Stock Quantities are updated
o Stock Values are Updated
o Purchase Order is Updated
o Output can be generation in Goods Receipt slip or pallet label
89
These are references against a Purchase Order to verify their content, prices, and arithmetic. If discrepancies
arise between the purchase order or goods receipt and the invoice, the system will generate a warning or an
error. A discrepancy will cause the system to block the invoice depending on the system configuration.
Invoice Processing
90
It can be done automatically (post outgoing payment) or manually (payment program). The process will create
a financial accounting document to record the transaction
Payment to Vendor
91
Elements of the Payment Transaction
o Payment Method
o Bank from which they get paid
o Items to be paid
o Calculate payment amount
o Print payment medium
