SAP R/3 Organizational Model

System

At the top of the organizational model is the system or instance. A system is a stand-alone set of hardware and one instance of the SAP R/3 database. A system usually has a single database server. However, a system can have several application servers, each running the SAP R/3 software. In a typical SAP R/3 landscape, there are three systems: development (DEV), quality assurance (QAS) and production (PRD). Each has its own functionality and purpose in the SAP R/3 environment.

Configuration is usually done in DEV, all testing is performed in QAS, and production or live data and transactions are carried out in PRD. Unless it is a preimplementation review, the auditor can usually limit his/her work to the production system. In large implementations, each system resides in its own environment, and data transfer between the systems is controlled. If there are multiple PRD systems in an organization, each PRD system most likely requires its own audit.

Client

The next level in the SAP R/3 organizational model is the client. Technically speaking, a client is a logical separation of the database. There are some default clients in the SAP R/3 system that are recommended by SAP and typically one production client. The data of one client are not accessible by another client in the same system, because most of the data reside in client-dependent tables or are specific to that particular client. However, some data are managed at the system level and are shared by all the clients in the system. These reside in client-independent tables. Due to the nature of the system setup, each client usually requires its own separate audit.

The three default clients in a typical system are clients 000, 001 and 066. Just like the three SAP R/3 systems in the landscape, each client has its own functionality. Client 000 includes base parameters for all applications, standard settings and configurations for controls and, therefore, is a special client for the system. It contains the client-independent settings.

Client 001 is a copy of client 000 and, once configured and customized, its settings are client-dependent. This is the client that is used to set up or copy other clients in the system.

Client 066 is reserved by SAP and is used for troubleshooting. It is also called the Early Watch client.

In addition, another client exists in the system and is typically the production client. In rare instances, one might find more or less than four clients. A system administrator must justify to an auditor the specific reason for the deviation from the SAP recommended setup. System integrity may be compromised with the existence of each additional client beyond those previously mentioned.

Chart of Accounts

Typically the account number in a standard general ledger chart of accounts denotes all the organizational and account information. Therefore, in a large organization one is used to seeing a chart of accounts that contains a large number of digits. Since, in SAP R/3, the organizational information, such as company code, resides separately, the account numbers may not contain a lot of digits.

The chart of accounts resides higher than the company code, which allows different companies within an organization to use the exact same chart of accounts. The same chart of accounts may be maintained in different languages.

Company Code

Company code is the unit within the organizational model that contains the general ledger. It is typically a legal and accounting entity for which a balanced set of financial statements is produced.

There are other components in the organizational model that are configured at the module level and that an auditor needs to understand to set up the audit scope.

A typical SAP R/3 review is performed in two phases. One of the phases is to review the technical aspect of the system or the SAP R/3 Basis component, and the other phase is a review of the business processes or cycles, such as expenditure or revenue. Due to the complexity and extremely technical aspect of the system, SAP R/3 reviews require a person who understands this environment and is trained to perform such reviews.

SAP R/3 Overview and Audit

SAP R/3 is one of the most complex ERP systems, and auditing in this environment can prove to be quite a challenge. While SAP R/3 has been around for quite some time, the knowledge base regarding audits in this environment is still evolving.

An audit can be performed for various reasons based upon the organization’s needs. It might be a preimplementation or postimplementation audit or an ongoing audit performed to monitor system integrity or test controls based upon management’s control objectives.

One of the first challenges an auditor faces is to determine the scope of the audit. To fully understand scope, one needs to understand the SAP R/3 organizational hierarchy known as the organizational model. While the organizational model can be flexible and complex, once configured, it has a permanent impact on the organization. The organizational model is designed and configured in each module and, based upon this design, the system tables are set up accordingly.

Setting your default printer in SAP R/3

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Setting your default printer in SAP R/3

Most SAP R/3 report printing is done on network printers that have assigned IP addresses and are registered with the SAP R/3 system. These printers have SAP R/3 names assigned to them and the name must be put into the SAP R/3 client to use the printer. If a SAP R/3 registered printer is not available to a particular workstation, the departmental LAN administrator will need to request the addition of a printer in the R3 Printer Request Database.

To specify the printer name in the SAP R/3 client, use the su3 transaction.

1. Enter su3 in the transaction name area. Click on the green check enter icon.
2. The next screen is the information maintenance screen for the user. Select the Defaults tab.
3. In the OutputDevice field, enter the name of the selected SAP R/3 printer to be used by this client.
4. Check the Output immediately box.
5. After filling in the necessary information, save the changes by clicking on the save icon (the diskette icon just to the right of the transaction box.)
6. Click the up arrow icon to exit the su3 transaction.

If you do not know your SAP printer name, you can consult the R3 Printer Request Database. You may also wish to check with another SAP R/3 user in your area to determine the printer name.