Friday, April 18, 2008

TRADE ASSETS MANAGEMENT - SAP

An Unique Approach


Content:
1. KEY TERMS

2. PROCUREMENT OF TRADE ASSETS

3. MAINTAIN TRADE ASSETS

4. MANAGE TRADE ASSETS

5. DAY END ACTIVITIES

6. REPORTING


1. KEY TERMS

Ø Trade Asset
Ø Trade Asset is a re-usable piece of equipment used in the Trade to generate demand for products
Ø Functional Location
Ø A SAP technical object that represents a physical location that is used to track locations where Equipment is installed
Ø Typically the functional location will have the same number as the ship-to party
Ø Equipment Records
Ø Equipment records contain a wide variety of information about a piece of equipment such as:
Ø Equipment number, Nestlé material number, Manufacturer’s model number

Ø Fixed Asset Number
Ø Unique number that identifies an individual trade asset for financial accounting purposes
Ø Material Number
Ø Trade assets are types of materials. Therefore each material must carry a unique number. e.g. 90001000 – Freezer Floor Model H
Ø Serial Number
Ø The number that physically identifies the trade asset
Ø Recommended practice is to use the SAP generated equipment record number for the serial number
Ø Service notification
Ø Document created for each TA movement or service performed.
Ø Preventative Maintenance
Ø Tasks for maintaining technical equipment. For example: brew checks, filter changes, sanitization
Ø Maintenance Plan
Ø SAP function used to plan the dates and scope of the maintenance and inspection tasks
Ø Maintenance Plan with Outline Agreement
Ø Type of maintenance plan that is linked to a service contract where validity of these plans are controlled by the contract
Ø Service & Maintenance Contract (Outline Agreement)
Ø SAP document used to periodically bill for recurring rental or service charges
Ø Controls the validity periods of recurring billing and preventative maintenance






2. PROCUREMENT OF TRADE ASSETS












Ø Purchase requisitions and Purchase orders created by P2P in the FI box

Ø Asset master data created from within the purchase requisition

Ø Equipment record created automatically when the asset master is created. Equipment record is transferred to the COM box

Ø For trade assets (asset class: 700) Start-up date for depreciation set by default to 31.12. 9999
Ø Start-up date will be overwritten by the date the equipment is installed at a functional location Ø For the low value trade assets, a special purchasing procedure was set up, in order to ensure that depreciation can be initiated for each unit (sub asset)






3. MAINTAIN TRADE ASSETS
Ø Equipment records contain a wide variety of information that must be populated after inventory is received
Ø The following information will be maintained:

Ø Fixed Asset
Ø Material Number
Ø Serial Number (physical tag #)
Ø Manufacturer Name
Ø Manufacturer Model Number
Ø Manufacturer Serial Number
Ø Sales Area
Ø Sales Organization
Ø Distribution Channel
Ø Division
Ø Trade Asset Equipment Records are updated when:
Ø Trade Assets are PLACED at customer site – Equipment records must be installed to the Functional Location
Ø Trade Assets are REMOVED from a customer site – Equipment is dismantled from the Functional Location

Ø Ownership changes to CUSTOMER OWNED – Equipment User Status is changed to CUST – Customer Owned.











Ø Trade Asset types (models, etc) will be established as unique “materials” for purchasing, inventory, sales, rentals, etc.






4. MANAGE TRADE ASSETS
Manage Trade Asset - Tracking by Functional Location

Ø What is a Functional Location?

Ø A SAP technical object that represents a physical location

Ø Used to track physical locations where Equipment is installed
Ø The following SAP Partner functions will be attached to the functional location using the Create Functional Location transaction:
Ø SP Sold-to
Ø BP Bill-To
Ø PY Payer
Ø SH Ship-to

Each Ship-To Partner will have a Functional Location created with an identical ID number











Ø Equipment is installed into a Functional Location
Ø After Equipment has been “virtually” installed into the Functional Location structure, it appears on a list for that location
Ø Equipment is installed, dismantled, replaced or position moved within a Functional Location using the Change Functional Location transaction.




















Manage Trade Asset - Order a Trade Asset

Ø Enter Order:
Ø Orders are created for placement, retrieval, and service of Trade Assets using a standard order type

Ø Three critical steps must take place when an asset is to be placed:
Ø Create Order for the asset
Ø Create Service Notification to provide an instruction to place the asset
Ø Create a billing plan to charge the customer for the asset if it is being rented
Manage Trade Asset - Enhanced Trade Asset Orders

Ø Trade Asset orders are different from product orders:
Ø Enhanced Trade Asset order features include:
Ø Item category used to differentiate inbound & outbound items
Ø Functional locations are created automatically upon save
Ø Pricing is controlled by selection of "USE" (Rental, Sale, Free)
Ø Rental Contracts (type WV) are created and updated automatically upon save of order
Ø Only when renting trade assets (USE = Rental)
Ø Service Notifications:
Ø No longer required during order entry if using Automated Trade Asset Settlement
Ø Used to record history of equipment movements and services

Manage Trade Asset - Order Documents


Manage Trade Asset - Recurring Billing Document (TA rental only)













Manage Trade Asset- Placement of a Trade Asset

Ø When placed with a Rental agreement, the following documents are created:







Manage Trade Asset- Placement of a Trade Asset

Ø When placed without a Rental agreement, the following documents are created:













Manage Trade Asset - Order Entry Steps for Trade Asset Exchanges

Ø Order Entry steps for Trade Asset Exchange:







Manage Trade Asset - Order Entry Steps for Trade Asset Retrievals

Ø Order Entry steps for Trade Asset Retrieval:







Manage Trade Asset - Order Entry Steps for Trade Asset Returns

Ø Order Entry steps for Trade Asset Returns:





Manage Trade Asset - Order Entry Steps for Services and Spare Parts






Ø Order Entry for Services:






Manage Trade Asset - Trade Asset Order Log

Ø The following documents should be created/updated automatically after the sales document is saved:

Ø Functional location
Ø Service notifications
Ø Rental contract

Ø The Trade Asset Order Log is used to determine if any of these documents have not been created or updated when the sales document is saved

Manage Trade Asset - Service Notification Completion Process

The Service Notification Completion process begins after a Field Service Performer Trade Asset has completed field activities






Manage Trade Asset - Service Notification Completion Process

The Field Service Performer-Trade Assets documents all service activities as well as the Equipment numbers. The POD documents are given to the Field Service Trade Asset Clerk for processing





















5. DAY END ACTIVITIES

Ø Service activities that have occurred include:


















Day-End Activities - Equipment Settlement - Identify Equipment Related Orders

Ø The Field Service Trade Asset Clerk then pulls up the list of orders to be settled
Ø The orders can be listed by a variety of parameters including Route, Requested Delivery Date,Customer, Delivery and Status



















Day-End Activities - Equipment Settlement Overview

Ø The following steps are required to complete Equipment Settlement:
Ø Step 1: Capture Serial Number for each Trade Asset moved or serviced
Ø Step 2: Capture the appropriate reason codes (if locally required)
Ø Step 3: Submit Equipment Settlement*

*Background processing












Day-End Activities Maintain Trade Asset Equipment Records – Automatic in Background

Ø Trade Asset Records are updated automatically when:
Ø Trade Assets are PLACED at customer site – equipment records are installed to the Functional Location
Ø Trade Assets are REMOVED from a customer site – equipment is dismantled from the Functional Location
Ø Ownership changes to CUSTOMER OWNED – equipment User Status is changed to CUST – Customer Owned










Maintain Contract – Recurring Billing (Rental only) Automatic in Background

Ø Automatic update of trade asset rental contracts.
Ø For installations of rented trade equipment, billing plans are started automatically
Ø Equipment records are automatically linked to the contract line item
Ø For retrieved trade assets, billing plans are automatically retired





Day-End Activities - Enter Order – Service Notification - Automatic in Background

Ø Service Notifications are created for each Trade Asset when:
Ø The coding of the notification reflects the type of activity that occurred in the order (e.g. NTI - INSTALL Non-Technical Installation)
Ø A variety of data is passed automatically to the notification to support reporting of service history (e.g. Order number, Functional Location, Equipment number, Causes, Route, etc.)




Day-End Activities - Equipment Settlement Status

Ø Equipment Settlement is complete when:
Ø Trade Asset records have been updated
Ø Contract billing plans have been maintained (when required)
Ø Service Notifications are COMPLETED.
Ø Any incomplete items can be identified by their status and adjusted manually if errors occur during background processing





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