ByD DemoScript GEN ManagementAccountingHighlights en US

Golden Demo Management Accounting Highlights
Demo Script
Management Accounting Highlights
Classification: Internal and for Partners
SAP Business ByDesign Reference Systems

Table of Content
1 Demo Script Overview ..........................................................................................................................................3

1.1 Demo Overview .............................................................................................................................................3
1.2 Intended Audience ........................................................................................................................................4
1.3 Protagonists ..................................................................................................................................................4
1.4 Business Pain Points.....................................................................................................................................4
1.5 Key Messages and Value Proposition ...........................................................................................................4
1.6 Story Flow Summary .....................................................................................................................................6
2 Technical Requirements .......................................................................................................................................6
2.1 Prerequisites .................................................................................................................................................6
2.2 System Access Information ...........................................................................................................................6
2.2.1 System Landscape ..........................................................................................................................6
2.2.2 System Access ................................................................................................................................ 6
2.2.3 Users ...............................................................................................................................................6
3 Demo Steps ............................................................................................................................................................7
3.1 Home Work Center........................................................................................................................................7
3.1.1 Show Home Work Center ................................................................................................................7
3.2 Organizational Structures ..............................................................................................................................9
3.2.1 Show Organizational Structures ......................................................................................................9
3.2.2 Show Details – General and Definitions......................................................................................... 10
3.2.3 Show Details - Functions ............................................................................................................... 13
3.2.4 Plan Organizational Structure Changes ......................................................................................... 14
3.3 General Ledger Work Center ...................................................................................................................... 15
3.3.1 Show Journal Entries ..................................................................................................................... 15
3.3.2 Show Document Flow .................................................................................................................... 18
3.3.3 Closing Cockpit .............................................................................................................................. 20
3.4 Fixed Assets Work Center ........................................................................................................................... 23
3.4.1 Show Fixed Assets ........................................................................................................................ 23
3.5 Liquidity Management Work Center ............................................................................................................ 25
3.5.1 Show Liquidity Forecasts ............................................................................................................... 25
3.6 Cost and Revenue Work Center.................................................................................................................. 26
3.6.1 Planning ......................................................................................................................................... 26
3.6.2 Resource Cost Rates, Overhead Absorption, Revenue Recognition ............................................. 28
4 Scenario Quick Guide and Key Master Data ..................................................................................................... 31
April 25, 2017 2

1 Demo Script Overview
1.1 Demo Overview

In this segment of the demonstration we are going to take a look at how Finance functionalities such as the Organizational
Management system, the closing cockpit and the cost and revenue work center features deliver transparency, efficiency and
adaptability. Transparency provides quicker information and more accurate information to support business decisions to
improve profitability. And from an efficiency and adaptability prospective provide support for a foundation for future growth.
This scenario enables you to get a general overview of Financials capabilities using a wide range of features to handle
Organizational Management, General Ledger, Fixed Assets, Liquidity Management and Cost and Revenue.
This scenario includes features such as:
 Home Work Center
The Home Work Center helps you to organize your activities across work centers and provides all information that you
need for your daily work.
 Organizational Management
The system offers you a single, complete and consistent view of the company from all perspectives of the business.
 General Ledger
Each business transaction that affects accounting is recorded as a journal entry. The system stores the data of every
step in an operational business process in a form of a document. To monitor and analyze this document chain, every
document offers a Document Flow.
The Closing Cockpit allows you to group – in a single location – all of the tasks that you need for performing period-end,
quarter-end, or year-end closing and to monitor their status centrally from that location.
 Fixed Assets
The system enables you to map the entire life cycle of your company’s fixed assets from their acquisition through to
retirement.
 Liquidity Management
The cash manager can create and view the liquidity forecast for the company. This helps you make short and medium
term investment and financial decisions. The liquidity forecast shows expected cash inflows and outflows for a period of
time.
 Cost and Revenue
You can define Resource Cost Rates and Overhead Rules. Within Periodic Tasks you can run Overhead Absorption and
Revenue Recognition.
 Competitive Differentiation:
SAP Business ByDesign takes a unique approach to management accounting. It allows for separate, yet interdependent,
dimensions to create financial reporting that magnify the performance of every area of the business, whether it is
functional areas, cost centers, profit centers, or companies. This allows users to scrutinize the individual areas of your
business to help your business as a whole to perform better.
 What are the technology differentiators? This is a cloud-based, end-to-end business solution with real-time, in-memory
analytics to support the above-mentioned differentiators. It should also be noted that being a cloud solution, IT costs are
kept to a minimum and leaves support for hardware and infrastructure to the experts, SAP.
April 25, 2017 3

1.2 Intended Audience

SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New hires
SAP external: CEO, CIO, Head of Finance
1.3 Protagonists
The roles in the story are the following:
 Accountant
What are his/her KPIs?
 KPIs requested here are around profitability,
 Days Sales Outstanding
 Return on Equity
 Return on Assets
 Many more
1.4 Business Pain Points

The business pain points being addressed are:
 Missing transparency, missing efficiency, missing adaptability.

This sets up a key portion of the theme where ByDesign provides improved transparency, efficiency, and adaptability.
 Inefficient processes requiring manual intervention
 Management on Spreadsheets
 No visibility into organizational units’ performance
1.5 Key Messages and Value Proposition

See above.
Overview
 A common ByDesign theme includes high level business goals to improve profitability, and build a foundation for growth,
and adopt best practices across the entire enterprise. To support these goals ByDesign provides transparency,
efficiency, and adaptability, as well as an integrated solution to support a two-tier enterprise.
 SAP Business ByDesign helps manage efficiently the end-of-period closing process: From completing operational
transactions and their required postings, submitting reports to tax authorities through to the creation of financial
statements.
 SAP Business ByDesign helps efficiently manage Liquidity Management: from the actual liquidity snapshot, forecasting,
and analyzing steps through to optimized cash flow from money transfers or other cash flow-impacting strategies.
April 25, 2017 4

 Fixed Asset Management is ideal for financial professionals at midsize companies who want to efficiently manage fixed
asset accounting. SAP Business ByDesign helps efficiently manage the entire life cycle of your fixed assets, from their
purchase or first acquisition, through to retirement or sale.
Key Features and Associated Benefits

 Home Work Center
o Working with Embedded Reports
 Organizational Management
o Central source of organizational information
o Single, consistent view of the organization from all perspectives of the business
 General Ledger
o Closing Cockpit:
- Central and standardized closing procedure ensures the integration of each individual statement form
- Reconciliation capabilities to prove the consistency across different business areas
o Parallel accounting functionality enables creation of financial statements that comply with appropriate accounting
principles
 Fixed Assets
o Fixed Asset Management reduces the time and energy it takes to manually perform the necessary accounting
procedures, allowing you to focus on other tasks
o You can value your fixed assets quickly and easily
- In accordance with local book valuation or tax-based valuation
- In accordance with international accounting principles
- For statistical or cost-accounting purposes
- To ensure continuous compliance with country-specific regulations
- You can track and report assets accurately in a fully-integrated environment
 Liquidity Management
o You can collect and aggregate liquidity information efficiently in a fast, streamlined, and automated fashion.
o Built-in analytics and reporting ensure a seamless consolidation of the liquidity information into today’s cash
position as well as various forecast worksheets. Analytical tools support a comprehensive liquidity analysis,
projecting cash shortages or surpluses for a variety of reporting criteria and timelines.
 Cost and Revenue

o Provides functions for managing and allocation of overhead costs.
o Revenue Recognition involves either deferring or accruing revenue, cost of sales, and revenue deductions
o Overhead Absorption enables allocation for overhead costs to cost objects. Cost objects to which overhead can be
allocated are service orders, production lots, direct cost projects, and overhead cost projects.
April 25, 2017 5

1.6 Story Flow Summary

This demo is an introduction demo and does not show an end-to-end process but rather takes you through some of the key
features of Management Accounting within ByDesign:
Organizational General Fixed Assets Liquidity Cost and

Management Ledger Management Revenue
2 Technical Requirements
2.1 Prerequisites
None
2.2 System Access Information
2.2.1 System Landscape

Software Component Release Support Pack
SAP Business ByDesign 1705
2.2.2 System Access

Access your local demo system. The access details and demo features described here are available in all standard reference
systems.
2.2.3 Users
Predefined User (Role) Password Component
Financial02 Welcome1 SAP Business ByDesign
April 25, 2017 6

3 Demo Steps
3.1 Home Work Center
3.1.1 Show Home Work Center
What to Say
Introduction
 The accountant (is this case Iris Greene) is on her Homepage and she has her most important built in analytics
on her homepage.
Key Features and Advantages

 Working with Embedded Reports.
This is all part of a demonstration that involves the interface, UI, look and feel that illustrates the ease of use and the
aesthetic beauty of SAP Business ByDesign. This is a good place to start off in a demo to level-set with the customer
on these attributes.
Value Statement
A system that is intuitive and easy to use will increase user adoption and overall value of the system.
What to Do
 WoC Home.
April 25, 2017 7

3.1.1 Show Home Work Center
What you Should See
April 25, 2017 8

3.2 Organizational Structures
3.2.1 Show Organizational Structures
What to Say
Introduction
 We are going to start with the Organizational Management capabilities within ByDesign. This interactive
organizational charting capability allows us to see a complete view of your organization. After we expand all we
see the Holding Company and then we see Almika (as a company underneath that) and then we see some
divisions. We are going to scroll down and move across and take a look at the Org Unit S1100.

 Single, complete and consistent view of the company from all perspectives of the business
This provides the basis for essentially every transaction in ByDesign. It allows you to model your structure into the
system today and proactively plan for tomorrow.
Value Statement
The value in this approach is the management reporting capabilities mentioned above.
What to Do
 WoC Organizational Management Org Structures.
 Confirm pop-up requesting date.
 Click on plus sign in node Org Unit 1000.
 Select Org Unit S1100. Click on plus sign in node Org Unit S1100.
April 25, 2017 9

3.2.1 Show Organizational Structures
What you Should See
3.2.2 Show Details – General and Definitions
What to Say
Introduction
 In this particular division - as we come down to the bottom of this organization - we see on tab General the Org
Unit Manager. On tab Definitions we see some flags for Segment, Profit Center and Cost Center. By simply
checking these boxes you are defining some of the standard financial reporting roll out capabilities within the
system.

See above.
Value Statement
See above.
April 25, 2017 10

What to Do
 Click tab General.
 Click tab Definitions.
April 25, 2017 11

What you Should See
April 25, 2017 12

3.2.3 Show Details - Functions
What to Say
Introduction
 As we select a particular organization (S1114) and we take a look at the functions we can see the capabilities of
that individual organization has underneath it. These functions drive the suggestions for the work centers – for the
role based security- that the individual employees that are associated to that organization have available to them.
This drives and supports the corporate governance that is built into Business ByDesign

A key part of org structure maintenance is the assignment of functions. The function reflects what the department
represented by the org unit does. All functions are used to propose work centers for users.
See above.
Value Statement
See above.
What to Do
 Expand Org Unit S1110 (plus sign).
 Select Org Unit S1114.
 Click on tab Functions.
April 25, 2017 13

What you Should See
3.2.4 Plan Organizational Structure Changes
What to Say
Introduction
 You notice that all this has an effective date. It’s common for organizations to make changes in their organization
structure. With ByDesign you can plan for this changes, define them within the system and when that date arrives
the system will automatically switch over and start using the new organizational structures.

 See above.
 Time dependency supports the continuous change of your business- you can adapt your org structure in the
system so that it changes as your business changes
Value Statement
See above.
April 25, 2017 14

3.2.4 Plan Organizational Structure Changes
What to Do
 Show “Effective from” Date.
What you Should See
3.3 General Ledger Work Center
3.3.1 Show Journal Entries
What to Say
Introduction
 The Organizational Management drives a lot of things that most systems handle a lot more complicated, e.g. by
multiplying the G/L accounts for each profit center. We have simplified this process significantly in the ByDesign
System working what we call a natural account General Ledger.
 Let’s take a look on a Journal Entry. We are going to take a particular entry from today and view that journal entry
and take a look at the debits and credits and you see that we have a natural account for the debits and credits to
work against.
April 25, 2017 15

 You also notice that there are details for each line of the accounting entry. It enriches the posting line with
additional characteristics depending on the journal entry that has been made. This allows deeper analysis in
reporting based on journal transactions, e.g. by the business partner or a vendor if you would.
 I would like to highlight the fact that we are supporting parallel accounting with the concept of Set of Books. For
example: This particular entry goes into the IFRS Set of Books. We have a simultaneous entry going into the US
GAAP Set of Books. SAP Business ByDesign posts to both set of books simultaneously.
 Off course, each accounting entry is being registered for one company. ByDesign is engineered from the ground
up to be a multiple company system, if needed.
 It’s also engineered to work in an international environment with multiple currencies and language translations
See above.
Value Statement
See above.
What to Do
 WoC General Ledger Journal Entries  Journal Entries.
 Show “All Postings”, enable the advanced filter .
 Search for (Related) Source Document Type: “Supplier Invoice”, Related Source Document ID 592).
 Click Go.
 Select the posting for the supplier invoice in set of books IFRS. Click View.
 Show Line Items.
 Show Item Details: Accounts Receivable/Accounts Payable.

 Show Set of Books in the header and in the related journal entries area.
 Show Company.
April 25, 2017 16

What you Should See
April 25, 2017 17

3.3.2 Show Document Flow
What to Say
Introduction
 I would like to point out one of the transparency features of this system, called Document Flow. For the single
transactions within this business process, we see the postings in each set of books. Additionally, we see the
source documents, e.g. a supplier invoice. The document flow allows to identify postings within a business
process and its single transactions, or to find predecessor or successor process steps.
 The important aspect here is the comprehensive transparency within ByDesign. Either from business documents
or from journal entries resulting out of these transactions, it provides a bidirectional view.
Transparent audit trail.

View history of entire transaction flow.
Value Statement
Maintain compliance.
Mitigate risk and exposure.
What to Do
At the Journal Entries view
 Filter for Source Document Supplier Invoice, Source Document ID 714.
 Open the Journal Entry for IFRS.
 Go to the Document Flow.

 Explain why there are two Journal Entries for the supplier invoice.
 Click on Anchor for Supplier Invoice.

 Switch to Extended View.
 Click on Anchor for Recurring Supplier Invoice.
April 25, 2017 18

What you Should See
April 25, 2017 19

3.3.3 Closing Cockpit
What to Say
Introduction
 The Closing Cockpit gives an overview on the status of the process and guidance of a fiscal period end close.
 Let’s take a look at it. Let’s edit one of the existing closing cockpit entries for a special period.
 The Closing Cockpit is also a terrific tool to help to reduce the number of days it takes to close the books. It is a
built-in activity management system with a predefined, but adaptable task list helping to perform a period close.
 For each task, it gives dependencies on predecessors and a hint whether it’s possible for you to execute these
tasks based on its predecessor’s execution status. From the task list, you can initiate the single activities.
 Out of the task list, I take a shortcut to the activity “Open and Close Periods”. I can lock a fiscal period and go
right back into the Closing Cockpit.
 Executing the closing activities in the right order is key. The system blocks you from executing an activity unless
all preconditions are fulfilled, but also helps you to not forget any of the necessary tasks and to assign
responsibilities to your accountants.
 The primary Benefit of the Closing Cockpit is a gain in efficiency and speed of the closing process. You will close
your books much quicker. Your management’s benefit is the faster availability of accurate accounting data.
April 25, 2017 20


 Speed the monthly, quarterly and annual close processes.
Value Statement
 Period End Close as a planned and repeatable activity – in the right order, at the right point in time and in full
completeness.
 Key to Fast Close.
 Save money by increasing efficiency.
What to Do
 WoC General Ledger  Closing Cockpit  Closing Cockpit
 Choose one of the existing Closing Cockpit Entries with Processing Status “Not started”.
 Click on the number below the status Not Started. (If no Closing Package is available for the last month then
create one by clicking on New Period End Closing with Reference)
 Mark the closing activity “Close Accounting Periods for Operational Postings”.
 Click on Execute.
 Show activity “Open and Close Periods”  Close the screen without any changes.
 Show the column Prerequisites Fulfilled?

 Show another activity where Prerequisites Fulfilled is labeled as a link (blue color). Click on Yes/No to Show
Prerequisites  Click OK.
 Show Processor.
April 25, 2017 21

What you Should See
April 25, 2017 22

3.4 Fixed Assets Work Center
3.4.1 Show Fixed Assets
What to Say
Introduction
 SAP Business ByDesign comprises Fixed Asset Management. To cover the full lifecycle of a fixed asset from
acquisition to retirement, it is integrated with purchasing and sales.
 Besides periodic depreciation, other important postings for fixed assets are available, e.g. a revaluation or a
transfer of components to another fixed asset.

Seamlessly integrated fixed asset process, all the way from procurement through acquisition, capitalization,
depreciation and retirement.
Value Statement
 Integration allows full automation of the lifecycle of a fixed asset.
April 25, 2017 23

3.4.1 Show Fixed Assets
What to Do
 WoC Fixed Assets  Fixed Assets  Fixed Assets
What you Should See
April 25, 2017 24

3.5 Liquidity Management Work Center
3.5.1 Show Liquidity Forecasts
What to Say
Introduction
 Based on items of accounts payables and receivables, the system provides you with a Liquidity Forecast.
 In Liquidity Management, liquidity forecasts can be run on demand. You get the opening balance, outgoing
payments, receivables, net flows, and the resulting closing balance, on a daily basis.
 Manual entries can be added to the forecast.
 You get a quick overview on your cash position.

Get a better handle on proactively managing your cash flow. Make closer your relationships with banks and further
automate those processes.
Value Statement
Mitigate risk. Increase confidence in numbers reported. Better plan for cash flow.
What to Do
 WoC Liquidity Management  Liquidity Forecasts  Liquidity Forecasts
April 25, 2017 25

3.5.1 Show Liquidity Forecasts
What you Should See
3.6 Cost and Revenue Work Center
3.6.1 Planning
What to Say
Introduction
 To measure your success in meeting your business’s goals, it is possible to load your financial plans into SAP
Business ByDesign.
 Upload of plans via Microsoft Excel.

 Manage financial plans through all areas of your business, cost centers, profit centers, and companies. Seamless
process with the SAP Business ByDesign Add-In for Microsoft Excel allows you to create a plan for your business
area based on company, cost centers, profit centers, set of books, or G/L account.
April 25, 2017 26

3.6.1 Planning
 Simply ask the system to open up the excel spreadsheet where we do our budget for income statement. And very
important is that ByDesign has a built in Excel Plug In. While you are in Excel you can go ahead and do your
manual manipulations. Once you got the calculations the way you want you save the information back in
ByDesign it imports the data back to the ledger so that you can do the reporting against the budgets the way you
like to.
Value Statement
 Plan your business, measure your success.
What to Do
 WoC Cost and Revenue  Planning
What you Should See
April 25, 2017 27

3.6.2 Resource Cost Rates, Overhead Absorption, Revenue Recognition
What to Say
Introduction
 Resource consumptions are being allocated to production lots, service orders or projects with Resource Cost
Rates.
 Overhead Distribution amongst cost centers is possible by Overhead Distribution Rules (defined in WoC Cost and
Revenue, Allocation, Distribution Rules).
 Overhead Allocation from cost centers to production lots and projects is possible by Overhead Allocation Rules
(defined in WoC Cost and Revenue, Allocation, Overhead Rules).
 Cost Estimation allows to determine costs for a product upfront to manufacturing, Actual Costing allows to
determine real cost after completion of the production process.

 Cost Center Reporting
 Product Costing
 Project Costing
Value Statement
 Cost valuation of your business’s output. Know what your costs are for products, services and projects.
What to Do
 WoC Cost and Revenue, Allocation, Resource Cost Rates
 WoC Cost and Revenue, Allocation, Overhead Rules
April 25, 2017 28

What you Should See
April 25, 2017 29

What to Say
Introduction
For deliveries and projects, revenues or costs might not be realized when occurring, but at a later / earlier point in
time. SAP Business ByDesign offers Accrual Methods to automate this accounting process.

 Revenue Recognition for Projects and Sales Orders
Value Statement
 Automated process for Revenue Recognition.
What to Do
 WoC Cost and Revenue, Periodic Tasks, choose Revenue Recognition
What you Should See
April 25, 2017 30

4 Scenario Quick Guide and Key Master Data

This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one
process alternative, additional tables will be provided.
This chapter is intended as a quick reference for experienced users who have understood the basics of the business process
and have already completed the scenario.
Steps Summary
Path Data to Use/Enter Activity
Step 1 – Home Work Center
WoC Home Show and explain Home WoC
Step 2 – Organizational Structures
WoC Organizational - Click on Org Unit 1000  Expand All. Show and explain Organizational
Management  Org Management concept
- Select Org Unit S1100.
Structures
- Click TAB General. Explain “Effective from” date
- Click TAB Definitions.
- Click TAB Functions.
Step 3 – General Ledger Work Center
WoC General Ledger  - Search for an example supplier invoice Show Line Items.
Journal Entries  Journal
via “Advanced” search. Show “All Show Item Details: Accounts
Entries
Receivable/Accounts Payable.
Postings” (Example supplier invoice:
Show Set of Books in the header and
Journal Entry ID 200000000166, Related
in the related journal entries area.
Source Document ID 592). Click Go.
Show Company.
- Click View.
- Click TAB Document Flow. Show Supplier Invoice and related

Journal Entry.  Click on
“Switches view to the document
flow for the anchor document.”
Show Recurring Supplier Invoice 

Click on “Switches view to the
document flow for the anchor
document.”
Show Supplier Invoices (coming from
the recurring supplier invoice).
April 25, 2017 31

Path Data to Use/Enter Activity
WoC General Ledger - Choose one of the existing Closing Show the column Prerequisites
Closing Cockpit  Closing Cockpit Entry for a special period with Fulfilled.
Cockpit Mark the closing activity “Close
Processing Status “Not started”.
. Accounting Periods for
- Click on the number below the status Operational Postings”.
“Not Started”
Click on Execute
Show activity “Open and Close
Periods”  Close the screen
without any changes.
Show another activity where
Prerequisites Fulfilled is labeled
with NO and click on NO to Show
Prerequisites Click OK.
Show Processor.
Step 4 – Fixed Assets Work Center
WoC Fixed Assets  Fixed Explain functions

Assets  Fixed Assets
Step 5 – Liquidity Management Work Center
WoC Liquidity Management  Explain an example Liquidity

Liquidity Forecasts  Liquidity Forecasts
Forecasts
Step 6 – Cost and Revenue
WoC Cost and Revenue Allocation -> Resource Cost Rates

Allocation -> Overhead Rules
Periodic Tasks -> Revenue Recognition
April 25, 2017 32

Copyright
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Golden Demo Management Accounting Highlights

SAP Business ByDesign Reference Systems

1 Demo Script Overview ..........................................................................................................................................3

April 25, 2017 2

1 Demo Script Overview

1.1 Demo Overview

April 25, 2017 3

1.2 Intended Audience

SAP external: CEO, CIO, Head of Finance

What are his/her KPIs?

 KPIs requested here are around profitability,

 Days Sales Outstanding

1.4 Business Pain Points

 Missing transparency, missing efficiency, missing adaptability.

1.5 Key Messages and Value Proposition

April 25, 2017 4

Key Features and Associated Benefits

 Cost and Revenue

April 25, 2017 5

1.6 Story Flow Summary

Organizational General Fixed Assets Liquidity Cost and

2.2 System Access Information

2.2.1 System Landscape

SAP Business ByDesign 1705

2.2.2 System Access

Financial02 Welcome1 SAP Business ByDesign

April 25, 2017 6

3.1 Home Work Center

3.1.1 Show Home Work Center

Key Features and Advantages

April 25, 2017 7

3.1.1 Show Home Work Center

What you Should See

April 25, 2017 8

3.2 Organizational Structures

3.2.1 Show Organizational Structures

Key Features and Advantages

 Click on plus sign in node Org Unit 1000.

April 25, 2017 9

3.2.1 Show Organizational Structures

What you Should See

3.2.2 Show Details – General and Definitions

Key Features and Advantages

April 25, 2017 10

3.2.2 Show Details – General and Definitions

April 25, 2017 11

3.2.2 Show Details – General and Definitions

What you Should See

April 25, 2017 12

3.2.2 Show Details – General and Definitions

3.2.3 Show Details - Functions

Key Features and Advantages

April 25, 2017 13

3.2.2 Show Details – General and Definitions

What you Should See

3.2.4 Plan Organizational Structure Changes

Key Features and Advantages

April 25, 2017 14

3.2.4 Plan Organizational Structure Changes

What you Should See