[Guest post] Migrating Data in SAP Business ByDesign: A Guide

Guest Post

Migrating Data in SAP Business ByDesign: A Guide

Migrating Data is a key part of any business software implementation. It can make the difference between a smooth cutover and disaster! But how is it done in SAP Business ByDesign? Leading UK SAP Partners, In Cloud Solutions have some advice.

Getting data ready

Meeting your consultants and mapping out your processes are vital early steps in your ERP implementation. But sooner, rather than later, your trusted advisors will ask you to prepare your data. Our advice is to listen to what they have to say, as the earlier you get started, the more prepared you will be.

Getting started

Data migration starts with cleansing and you can begin this process at any time. It involves sifting through records to remove anything which is out of date, incorrect or duplicated. When you move data from your old system to your new one it is good to know that everything is clean and in order – but there is another reason too.

Bad data means bad results

If you don’t take the time to cleanse your data there may be an impact on your bottom line. Once you are live it is too late to realise that bad data can actually halt processes, creating knock-on delays which will ultimately lose you money.

How to get Data Migration right?

Pick your team early and then you can begin work straight away. But do take advice from your SAP implementation experts about the right way to do things – that way you can ensure that you have the right data in the right fields.

How to migrate data in SAP Business ByDesign

There are 3 different ways you can migrate data into Business ByDesign.

  1. Using SAP Standard Migration Templates. The templates are in Excel – pre-populated with all the fields you need. The benefit of this method is that you have a description of what the field means, how many characters or digits you can enter and the format required. It is simple to understand and manage.

Once the migration templates are populated, you can load them into the system using the Migration Upload Tool – which is a built-in help tool within SAP Business ByDesign which takes you through the loading process. This can be a great help because the tool constantly checks for problems and errors and makes suggestions for how to get over them. You can then simulate the import of data – which is a way of checking if the migration to a live system is going to be a success.

 

  1. The second way is to migrate your data direct from Excel using the SAP Business ByDesign Add On tool. Download the tool from the system and then upload the imported data. As with the migration tool, any error messages will be shown to the user and will stop the import to ensure no incorrect data is loaded.

 

  1. Finally, you can add records manually. This is only suitable for very small numbers of records.

 

 

Data Migration – The Big Day

Everything comes together at the Cutover – which is the culmination of all your hard work – the final step that brings you towards being able to use your new system.

This is a vital part of the project as actions now are time-critical, partly non-reversible, and effect other people. All cutover activities need to be tightly coordinated and managed.

The main tool we use here is called the Cloud Launch Navigator. The Data Migration activities will be scheduled and executed in the sequence outlined in the Data Migration Scope & Planning accelerator.

You will be asked to test the data before the actual migration takes place. With clean data, correctly loaded, all should be well. The benefit of testing is that it allows you to identify errors before the real migration begins. Possible errors may occur because SAP Business ByDesign is so strict! It will only accept data which is in exactly the right format. This may come down to something as simple as whether there are spaces between letters e.g. in postal codes.

With clean data which has been correctly loaded and fully tested, your data migration can be completed alongside the other cut over activities. Then you are ready to go live and begin your journey as one of the companies reaping the benefits of using SAP Business ByDesign.

 

In Cloud Solutions is the leading SAP partner in the UK specializing in SAP Business ByDesign. They sell and implement the system for clients across a wide range of industries and can call upon an expert team of in-house consultants and developers for any customization you require.

 

 

How to use front end debugger to find out field names

SAP ByDesign Front End Debugger is great tool to find out field names and more from the front end.

 

Step 1.

Get this URL and change tenant to your tenant: https://my3xxxx2.sapbydesign.com/sap/public/ap/ui/repository/SAP_UI/HTML5/client.html?debugMode=true&app.component=/SAP_UI_CT/Main/root.uiccwoc&rootWindow=X&redirectUrl=/sap/public/byd/runtime

Step 2.

Go to the work center of where you want to know the information from. For example I go to Sales Quotes->General and I want to know the backend name for the ShipToParty field.

Ctrl+left click on the field and you will get this popup:

 

From the Component Model XML you will be able to see the technical name for the field.

This debugging info has much more valuable information regarding the screens and OWL elements etc.

Hope its useful!

External MES addon for SAP ByDesign

Here’s a quick overview of a external appication that we have developed for confirming production tasks in SAP ByDesign. This solution is tailor made for customer needs where they want to collect production data first from production line to excel sheet and then upload the data to SAP. The product is developed using ReactJS and NodeJS and connected to ByDesign via multiple SOAP web services.

Features include:

  • Query open and in process production tasks from SAP
  • Display production related data
  • Process pasted text from excel into HTML table and check for logical errors and notify the user
  • Create and activate new identified stock (batch) in SAP before posting
  • Post input and output products of the production task into SAP
  • Collect all errors back from SAP and display them to user
  • Handle both normal identified stock and also specified stock with batch numbers
  • Can handle hundreds or thousands of entries at once

Video showing how the solution works:

 

If you need similar tool to be built and connected to ByDesign don’t hesitate to contact me.

Actual Cost of Sales for purchased goods

Finding out Actual Cost for Sales Order

In this post I will show how to find out actual cost for materials sold to customer. It will be for process where we purchase the goods that we sell and these goods are valuated with moving average price.

The business flow will be the following:

  1. Sales order creation for externally purchased material.
  2. Creating Purchase Order towards vendor
  3. Goods receipt for the Purchase Order
  4. Invoice Receipt for the Purchase order
  5. Posting Delivery Cost towards Customer Sales order
  6. Delivery creation towards Customer
  7. Invoice towards Customer
  8. Checking the actual Cost of Sales for the sales order created

Creating the sales order

I have created a customer sales order with material R1000. This material we will have to purchase from a vendor in order to sell it as we hold no stock at the moment.

The material:

The material is set up with Moving Average price which is 75 at the moment.

In the sales order we have list price of 120 per 1 PC and Cost of 75 (the moving average from the material master). Therefore that leaves us with Profit Margin 37,5% at the moment. At this point we don’t know the actual cost or the actual margin for this sales order, this is just the planned margin.

Purchase order towards the vendor

I have now run the MRP and released the purchase proposal and can create the order towards the

vendor.

In the purchase order I put price of 82 per 1 PC and send it off to the vendor.

Goods & Invoice receipt for the Purchase Order

Now that we have the order created we can receive it, post the goods into the warehouse and also post the invoice from the vendor.

This is straight forward:

Goods receipt:

Invoice receipt:

And here we can see the responding journal entries for those postings:

Now that the goods are in the warehouse and invoice is received we will enter one more vendor invoice for transportation costs.

Invoice for transportation costs

To be able to post transportation invoice for Sales Order can use the Post Invoice Without Purchase Order reference and assign the cost to a sales order using the cost distribution option:

Here we assigned G/L account and Sales order/item. Note that this same option allows us to assign the cost to project, service order, cost center etc.

Now that’s done we can go ahead and create delivery and invoice the customer.

Delivery & invoicing the customer

Nothing interesting in the delivery & goods issue.

Invoicing is pretty straightforward also. Notice we get the same pricing/cost elements as we had in the sales order.

Now that we have issued the goods to the customer and also invoiced them we can find out the real costs and contribution margins for this sales order.

Actual costs on the sales order

To find out the actual costs and contribution margin for this sales order we can use the work center Cost and Revenue.

We will find out Sales Order here and we can use reports to find out details about the order:

Lets select report named Profit Detail by Contribution Margin Scheme for Sales Order Item:

And here we are. This is the Invoiced Profit which we’ve seen before. Total Cost of Sales were 375.

This here is the earned profit. This will take into account the actual payment to vendor and also the extra 50 we posted against the sales order for the transportation. This gives us total cost of 460. This comes from 82 per 5 pc-s and 50 for the transportation: 82 x 5+50 = 460.

Of course as with all reports we can add more details, for example we can add Journal Entries to see exactly where each amount is coming from.

This is it, hope you have enjoyed the reading.

If you want to read about produced(standard cost control) items when you can read it from here – https://allbyd.com/actual-costs-sap-business-bydesign-price-control-standard/

Activating and consuming a Web service from SAP Business ByDesign

In the video above I will show You how to:

  • find all available web services in ByDesign
  • all the necessary steps in activating the service for consumption – creating communication system, creating communication scenario, creating communication arraignment
  • querying and actually using the Web Service

 

For more technical information read the following post – how to consume SAP ByDesign Web services with NodeJS

Hope you enjoy the video and if You have any questions or want to know more, don’t hesitate to contact me.

 

SAP ByDesign SOAP based web services consumption in NodeJS

Here is a small example how to consume SAP BYD SOAP services in NodeJS.

I’m going to use this service https://help.sap.com/doc/saphelp_byd1711_en/2017.11/en-US/PUBLISHING/PSM_ISI_R_II_QUERY_JOURNAL_ENTRY_IN.html

This QueryJournalEntryIn service is for reading journal entries from BYD system.
Example SOAPUI request:

Doing the same thing with NodeJS, express middlware and node-soap npm package.
We are still using the WSDL query but instead of using the default queries provided by the WSDL we can define our own just like in SOAPUI.

 

In the example above i’m also making multiple queries to SOAP service since I only need few specific document types:

 

 

And now e get response back from ByDesign:

That’s it. If any questions, please leave a comment below.

SAP Business ByDesign Supply Chain Management Free Course @ open.sap.com

Starting at 10.10.2017 at open.sap.com is the new SCM course by SAP.

https://open.sap.com/courses/byd4

Course summary as coped from the OpenSap webpage:
SAP Business ByDesign is SAP’s cloud-based ERP solution for SMEs, and enables you to manage your entire business with a single cloud ERP solution. It’s ideally suited for upper mid-market companies and subsidiaries of large corporations (2-tier approach).

In this fourth openSAP course on SAP Business ByDesign, you’ll learn the basics of supply chain management, and how the processes are tightly integrated within the different areas of SAP Business ByDesign, such as sales, purchasing, and financials. Our team of experts will explain how to model your company and how to set up the supply chain. You’ll get insights on how the planning, buying, and selling activities work. This will be followed by a deep dive into product manufacturing, and you’ll learn about some additional processes like returns, repairs, and third-party processes. To round off the course, we’ll give you a comprehensive overview of additional sales interfaces and how product costing and the solution’s reporting capabilities can help you make more informed decisions for your business.

All the weeks are complemented by demonstrations in the systems. These will help you link what you’ve learned in the theory to your daily work activities. To make your learning experience even more exciting, you’ll be able to download a few additional exercises to try out the solution on the free tenants yourself.

Looking forward to the course and see You there!

Setting up printer and printing labels

Tutorial on how to set up Cloud Print Manager for ByDesign and how to use it.

Cloud Print Manager for ByDesign is a stand alone application that you can install on your Windows machine to print documents from SAP ByD. It can work on local machine but in production should be installed on a print server. In this tutorial I’m installing the application on Windows 10 machine.

First thing download the plugin from SAP ByDesign WC:Application and User management->Business Flexibility->Download Center

Install the software on your machine but don’t start it yet.

First we need to create new user for the printing service. Theoretically you can use also your own user with admin rights.

To create a user, first find computer management and click on System tools.

Now select Local Users and Groups:

Now select users:

Select new user and enter the user details. Remove User must change password at next logon tick.

Make the user admin:

Now we should have a user ready.

After the user we need to find service for the Cloud Print Manager.

You can find the service by searching services.msc:

From the service list find SAP Cloud Print Services and Watcher.

Enter the logon details:

Now we need to go to the SAP ByDesign system and create print queue and assign user to that queue and set the password for the user. You can do that from WC:Application and User management->Input/Output management->Print queues.

Now we are ready to log to the Cloud Print manager.

 

First you need to make sure that the SAP Cloud Print Service is running and is green. If its green, configure your SAP ByD system.

Runtime System->New

Enter your login details using the user previously created in the ByD system. Make sure you untick the Business User if its technical user, it will not work otherwise.

This is it, we are now ready to start printing.

For testing purposes I configured the Cloud Print manager to save documents to file:


To test it I created a label at the moment of Inbound delivery.

This is the standard ByD stock label.

 

I can now use the bar code from that label to enter data in other production processes.

Read also:

https://allbyd.com/

https://allbyd.com/sap-business-bydesign-mto-batch-production/

https://allbyd.com/sourcing-process-sap-business-bydesign/

 

Actual Costs in SAP Business ByDesign – price control standard

Quick overview of how actual costs for materials are handled in SAP BYD for materials with standard price control.

Material RMS10000 is semi-finished product which is used to produce finished good VT10002.

Both materials are handled by standard price in the system.

To produce RMS10000 we are buying another raw material RM10000 to use it as a component.

Business transactions which are needed to calculate actual cost and new standard price for VT10002:

  1. Purchase order of RM10000
  2. Production order of RMS10000
  3. Production order of VT10002
  4. Sales order/invoice of VT10002

Before calculating the actual cost for VT10002 the sales invoice is costed adn the contribution margin is calculated by the standard price in the system. In order to know the actual cost of sales(COGS) we need to calculate the actual cost taking into consideration the cost of raw materials, cost of labour and resources and the allocated overhead costs(general office costs etc) which happened while producing VT10002.

Here’s how to do the actual costing in the system:

Creating the cost estimate

WC: Inventory Valuation->Material cost rollup

Create new run and include the materials you want to calculate the cost for. You can run it in test mode to check the outcome.

Here we see the actual costs occurred for producing the RMS10000. This includes cost of RM10000, labour and overhead of general administration costs.

You can now go to WC:Inventory valuation->Material Cost Estimate release and release the cost estimate.

After the release of the cost estimate its possible to run the inventory cost update

WC: Inventory valuation->Update Inventory Costs

Create the update and test it and then post it.

You can check the postings made to the inventory valuation:

Here you will see that the old standard value of the VT10000 was 35 and the new calculated actual cost is 57,31.

This change will also reflect as a new standard cost in the material master:

Also now its possible to see the actual cost of sales for the sales invoice for material VT10002. It’s available in WC: Cost and Revenue->Reports->Profit Overview by Product

In the report you can see the actual contribution margin of the sales invoice.

 

Batch specific conversions for batch handled materials

I recently needed a functionality for a customer in SAP BYD similar to ECC MILL-CUT add-on factor batches. This means that I wanted to handle material in batches and with factors. This functionality is needed when you deal for example with a product where you sell and produce it by meters and batches but you never know how big one batch will be. It can be 5x123m or 8x194m and its still same product.

I was able to achieve this functionality in SAP BYD as following.

1. Material where batch specific Quantity Conversion is enabled for each => m3. (its a wood product).

Its needed because in reality I never know how many m3 one pc of the product will be. The length of one piece can be 1m or 5.342m. I need to set the length and therefore calculate the m3 when I enter the batch level and not on the material level.

2. When doing goods receipt for the batch (it applies also when you make confirmation for production task for example) I will enter the batch number and specify the conversion for 1 ea of the material.

Here I can enter that 1 ea == 2,358m

Now i’m able to enter the factor for the quantity as following:

I entered that I received 56 ea of this material. And the system is able to automatically calculate the m3 of this quantity.

This means that I have one row with quantity of 78,15 m3 and I can receive different batches with factors and which will add up to this one row.

Now the second batch:

Same material but one ea is different length and therefore different m3 then the first one.

Total for the row adds up nicely.

With the solution above you can produce length or volume based batch product in SAP ByDesign.

Read also about production process in BYD https://allbyd.com/sap-business-bydesign-mto-batch-production/