Records Management (661)

1. Records Management (661) SAP Best Practices

2. Purpose, Benefits, and Key Process Steps • Purpose • This scenario focuses on the creation of customer order records and equipment records. • It describes the records management process in a typical project-oriented manufacturing environment. • Benefits • Fast access to relevant information leveraging workspace efficiency and response time to customer inquiries • Non-redundant, reliable information storage with efficient usage of resources • Accelerated implementation of business processes by leaded process automation and early time-to execution • Decreasing information management costs by using controlled distribution, updates and archiving processes • Usage of records management enables focusing on the core business • Key Process Steps • Automatic creation of customer order records and equipment records with information on equipments used and the sales documents involved (quotation, sales order) • Information on project and PSP element assigned to sales documents • Automatic update of equipment record with service information (service notification and service order) • Creation of a visit report with pre-filled customer data based on document templates and attachment to equipment record • Enable traceability via customer order records and equipment records

3. Required SAP Applications and Company Roles • Required SAP Applications • Enhancement Package 5 for SAP ERP 6.0 • Company Roles • Project Manager • Service Agent • Sales Administration • Note: Additional license fees may arise when records management is used in a productive environment.

4. Detailed Process Description • Records Management • The scenario Records Management focuses on the creation and updates of customer order records and equipment records during the processing of sales documents and service documents in project-oriented manufacturing. • This scenario starts with the processing of a sales order that contains serialized items that have already been assigned to a PSP element of a manufacturing project. • With the update of the sales document, a customer order record will be created for the sales document automatically together with an equipment record for every equipment used in the sales document. • A service notification is created together with a service order for the material in the sales document. The information on the service documents is updated automatically in the equipment record. • The service technician fills out a visit report that is attached to the equipment records as well. • By using the generic object services, the user can access the records directly from the sales document and track the business process flow.

5. Process Flow Diagram Records Management Event Automatic Creation of Customer Order Record Creation of Customer Order Project Manager ETO – Project Assembly (240) ETO – Qutoation Processing (232) Service Agent Create Service Notification Automatic Update of Equipment Record Easy Depot Repair (275) Automatic Creation of Equipment Record Create Service Order Sales Administration Processing Customer Order Check Customer Order Record Check Equipment Record Assign visit report to Equipment Record

6. Diagram Connection Legend <Function> Hardcopy / Document External to SAP Financial Actuals Business Activity / Event Budget Planning Unit Process Manual Process Process Reference Existing Version / Data Sub-Process Reference Process Decision System Pass/Fail Decision