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OUTBOUND DELIVERY

LE -TRA TransportationManagement - SD

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Overview

Transportation is an essential element in the logistics chain. It affects both incoming and outgoinggoods. Effective transportation planning and processing ensure that shipments are dispatched withoutdelay and arrive on schedule.

Transportation costs play an essential role in the calculation of the price of a product. It is important tokeep these transportation costs to a minimum so that the price of a product remains competitive.Efficient transportation planning and processing helps to keep these costs down.

Effective Transportation can be used in all the industries where the shipment costs play a major role andare borne by the organization. Reducing the shipment cost in turn reduces the delivering cost of theproduct.

Business Process:

An Organization has already implemented SAP and is now willing to implement the TransportationModule in order to ensure the timely delivery to the customer and reduce shipment costs. The businessprocess to be implemented is as shown in the figure below.

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Terminology:

Mentioned below are some important terms used inTransportation: SAP Terminology

Description

Forwarding Agent Agent who provides the transportation

Transportation Planning Point Org. unit responsible for planning shipmentswith particular features. E.g.: A company hasdifferent groups of shipping personnelresponsible for organizing shipments by trainor ship

Shipment Document The document containing the details of thedeliveries, service agents, routes, stages,planning and execution times.

Shipment Type Shipment types contain all the essentialcontrol features for the shipment documentsuch as number ranges, service level, andoutput and partner determination.

Routes The route determines the itinerary and themeans of transport in shipping, andinfluences transportation scheduling.

Shipment Cost Document The shipment cost document is the used forshipment cost processing. It contains thedetails related to accounting and the costcalculations.

Shipment cost type and item categories Shipment cost types and item categoriescontain all the important control features forthe shipment cost document, such asnumber range, status requirements for theshipment documents, and parameters forshipment costing, parameters for shipmentsettlement.

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Prerequisites:

Master Data:

Purchase Order is created for Vendor if the weekly or monthly orders are not created during thetransaction by the system.

Relevant pricing conditions are maintained.

Customization:

Transportation Relevance is marked for Delivery type, Delivery Item Type, Route. Route Determination is active. Route is determined in the delivery document. Shipment types are created as desired. Shipment pricing procedure is in place.

Shipment cost types are created and assigned to shipment types.

Purchasing Data is assigned. G/L Account assignments are done.

Inbound & Outbound Transportation process:

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Outbound shipments are part of the Sales and Distribution (SD) process and are processed based onoutbound deliveries. The basis of the Sales and Distribution process is the sales order. The subsequentdocument is the outbound delivery, which documents the shipping of the goods. The outbound deliveryis the basis for creating the outbound shipment that is, tran sporting the goods from the company’s plantto the customer. The goods issue is posted and the invoice is created. Shipments can also be used for

stock transfers between plants.

Customization required for Outbound Transportation process

Maintain Transportation Planning Point

The transportation planning point represents a group of employees responsible for organizingtransportation activities. Each shipment is assigned to a specific transportation planning point fortransportation planning and shipment completion

Note: The transportation planning point is assigned to a company code, but is otherwise independent of

other organizational units.

To create Transportation Planning Point: Go to T- Code “SPRO”

Display IMG > Enterprise Structure > Definition > Logistics Execution > Maintain transportationplanning point

Enter a four-character alphanumeric key with a description and an address.

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Routes:In this step you maintain settings for routes.

Define Routes:In the following IMG activities, you define your routes. The route determines the itinerary and the

means of transport in shipping, and influences transportation scheduling. For example, if the routeincludes rail transport, transportation scheduling may have to include the time required to reservefreight carriages.

Using routes, you can combine sales order items according to shipping criteria.

The system determines routes automatically for a sales order item and can repeat the procedure for adelivery

In order to define routes, proceed as follows:

Define the modes of transport.

Define the shipping types.

Define the transportation connection points and maintain the relevant data on the detail screen.

Define the routes and route stages.

You can also maintain the route stages for several stages.

Define Modes of Transport

In this activity, you define the modes of transport.

Menu Path: Logistics Execution > Transport > Basic Transportation Functions > Routes > DefineRoutes > Define Modes of Transport

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Activities

1. Check which modes of transport are relevant for your system.2. Define the modes of transport by entering an alphanumeric key of maximum two digits aswell as a text description.

3. Assign the mode of transport to a mode-of-transport type. The mode-of-transport type servesfor classification of modes of transport in dangerous goods management.

Define Shipping Type:In this activity, you define the shipping types in combination with the mode of transport. The shippingtypes can include the following:

Truck

Truck with trailer

Plane

Ship

Menu Path: Logistics Execution > Transport > Basic Transportation Functions > Routes > DefineRoutes > Define Shipping types

Activities1. Define the shipping types. Enter an alphanumeric key of maximum two digits as well as a textdescription.2. Assign one or several modes of transport to each shipping type.3. Assign the shipping types to a shipping type group, which serves to determine the pricing procedurefor calculating the shipping costs.

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Defining Transportation ZonesDefine the transportation zones to specify all the regions that you plan to cover with your routes. Routeswill flow from a departure zone to a destination zone.

IMG ➢ Logistics Execution ➢ Shipping ➢ Basic Shipping Functions ➢ Routes ➢ Route Determination ➢ Define Transportation Zones.

Here you can select a country and define transportation zones with a meaningful description. The zonesyou set up here will be used in the master data. The location of each customer and vendor will beidentified using the Transportation Zone field on the Address tab in the customer (or vendor) masterrecord.

You can also specify the zones for each of your shipping points by following the menu path

IMG ➢ Logistics Execution ➢ Shipping ➢ Basic Shipping Functions ➢ Routes ➢ Route Determination ➢ Maintain Country And Transportation Zone For Shipping Point.

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Select the shipping point, and specify the country and transportation zone.

Creating Transportation GroupsA transportation group combines all materials that share the same transportation requirements. Forexample, you can group all liquids into a transportation group that requires special tankers for transport.

IMG ➢ Logistics Execution ➢ Shipping ➢ Basic Shipping Functions ➢ Routes ➢ Route Determination ➢

Define Transportation Groups.

Setting Up Weight GroupsIf the exact weight of the delivery plays a role in route determination in your organization, you can setup weight groups in SAP by following the menu path

IMG ➢ Logistics Execution ➢ Shipping ➢ Basic Shipping Functions ➢ Routes ➢ Route Determination ➢

Define Weight Groups.

Maintain Weight Group; create a new weight group with a meaningful description. From the navigationmenu on the left, you can go to Maintain Details For Weight Group. On this screen, you can specify themaximum weight that is allowed in each weight group. At the time of delivery creation, the system willtake into account the weight and then determine an appropriate route. This is an optional setting. If youchoose not to use it, route determination will take place in the sales order and be copied into thedeliveries.

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Define Routes and Assigning RoutesIn this work step you define routes and route stages. You also have the option of maintaining thetransportation connection point from here.

Definition of routes

Activities To define the routes, proceed as follows:1. Check which routes are relevant for you?2. Define the routes. Enter an alphanumeric key of maximum 6 digits length. Also enter a textdescription for each route.3. If necessary, enter further data for your route. This data includes:

o Shipping typeYou can assign a shipping type to the route, to the preliminary leg, and to the subsequent leg.

o Transportation service agento Transit timeo Transit planning lead timeo Factory calendar, work time

Note: You must have already defined the factory calendar before you can work with it.Driving time (transit time minus breaks, distance)

o You can assign a mode of transport to the routes for processing export activities. Forinformation on this.

The path to set up routes is as follows:

IMG ➢ Logistics Execution ➢ Shipping ➢ Basic Shipping Functions ➢ Routes ➢ Define Routes ➢ DefineRoutes And Stages (transaction 0VTC).

This will bring you to an overview screen that lists all the routes that have been defined in the system.To define a new route, click New Entries, or copy from an existing route. Identify the new route with aunique number.

Identification tab: Use these fields to add a meaningful description of the route.

Processing tab: If the route is managed by a specific vendor, you can specify it in the Service Agent field.You can also fill in the Shipping Type field here.

Scheduling tab: These are the important fields on the Scheduling tab:

Transit Time: Transit Time is the total time taken for the goods to reach the customer following theroute. It is specified in calendar days. The time entered here is taken into account for planning purposesand for determining the date on which the product will reach the customer.

Trav.Dur: Travel Duration, expressed in hours, is a subset of the total transit time. It is the time taken forthe actual travel along the route.

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TransLdTm. Transportation Lead Time is the time needed for planning and arranging transportation. SAPuses it to arrive at the transportation planning date. It is specified in calendar days and in hours. Whenyou have defined the attributes of the route, click the Route Stages tab in the left menu in Figure Youwill see a screen that looks like figure. On this screen, specify the departure and destination points fromthe list of transportation connection points defined earlier. Also specify the duration and shipping type

details for each stage.

Figure: Defining routes

Figure: Defining route stages

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Determining RoutesAutomatic route determination is based on the following factors:

Country/departure zone (picked up from the address of shipping point)

Country/destination zone of the recipient (from the ship-to party address)

Shipping condition Transportation group (from the material master)

In the case of deliveries, you can also add weight groups to the list of controlling factors, if that isapplicable to your organization.

The menu path for route determination is as follows:

IMG ➢ Logistics Execution ➢ Shipping ➢ Basic Shipping Functions ➢ Routes ➢ Route Determination ➢ Maintain Route Determination.

To set up a new record, enter the country and transportation zone of the source and destinationlocations. You can also specify generic routes between countries, leaving the Transportation Zone fieldblank. Click Route Determination Without Weight Group (Order), as shown in Figure 8.36, and then clickthe New Entries button. This enables you to specify a route for every combination of shipping conditionand transportation group.

Figure: Setting up route determination

You can also choose Route Determination With Weight Group (Deliveries) if it is applicable. Duringdelivery creation, the routes will be re-determined based on the weight of the delivery.

Note: The shipping condition comes from the customer master record of the sold-to-party, and the

destination address (transportation zone) comes from the customer master record of the ship-to party.

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Configuration of ShipmentsThe following are the steps in the configuration of shipments.

Maintain Transportation RelevanceBefore we move on to configuring shipment documents, we have to select the relevance to our business

processes. To carry out this activity, the menu path

IMG ➢ Logistics Execution ➢ Transportation ➢ Shipments ➢ Maintain Transportation Relevance.

There are three activities listed here. Follow the sequence, and select the relevance of the following:

Delivery Type

Delivery Item Type

Route

Figure shows the screen for marking delivery types relevant to transportation.

Set Up Transportation Planning PointsAfter you decide on transportation relevance, you need to configure the organizational elements thatlook after transportation. The shipment documents are created for a transportation planning point.

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Define Shipment TypeThe shipment types represent the different forms of transportation processing in sales and distribution.

The following forms of transportation processing are distinguished:

Individual shipment, one or more deliveries are transported by a single mode of transport fromone point of departure to one final destination.

Collective shipment, one or more deliveries are transported by a single mode of transport fromone or more points of departure to one or more final destinations.

Multimodal shipment, deliveries are transported by several modes of transport between one ormore points of departure and one or more final destinations.

IMG ➢ Logistics Execution ➢ Transportation ➢ Shipments ➢ Define Shipment Types.

Define a four-character alphanumeric code and description for the shipment type.

Figure 8.42 shows some of the critical fields to be configured.

Number Systems tab: On this tab, you can specify an internal and external number range for theshipment documents that will be created. This is identical to any other number range settings that wecovered earlier.

Document Content Perhaps this is the most important tab that defines the shipment type in detail. Thefollowing are some of the important settings on this tab:

Shipment Completion Type The field Shipment Completion Type specifies the type of shipment beingcreated. You can specify whether it is an inbound or outbound shipment and whether it is filled or

empty.

Shipping Type The field Shipping Type signifies whether the shipment will be by road or air or othermeans of transport. (We covered this when talking about route definition.)

Process Control The field Process Control defines the way the shipment will be planned. The optionshere are as follows:

Individual Shipment With Single Mode Of Transport

Individual Shipment With Multi Mode Of Transport

Collective Shipment With Single Mode Of Transport

Collective Shipment With Multi Mode Of Transport

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Figure: Defining Shipping Type

Leg Indicator: In the field Leg indicator, you can specify whether a leg is a direct leg of a shipment orwhether it is a primary leg, mail leg, or subsequent leg of a transportation chain. If you select Direct Leg

or Return Leg, the entire process will be carried out in a single shipment document. However, if youselect Primary Leg, Main Leg, or Subsequent Leg, it will be a transportation chain with multipleshipments interlinked to complete the shipment. You can also specify the transportation type of thepreliminary and subsequent legs through the fields ShTypePrelimLeg and SubseqLegShType.

Determine Legs: Using the field Determine Legs, you can select a rule; based on this, the system thentries to structure the legs of the shipment. For example, if you choose type 1 (1: Legs Determined

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according To Departure Point & Itinerary) for a collective shipment, leg determination will be carried outon the basis of the sequence of departures and destinations. In other words, assume there are twodeliveries in a shipment. Both originate from the same shipping point, 9001, in Los Angeles. The firstdelivery is being sent to a customer in New York. The other is being shipped to New Jersey, which is nearNew York. The first leg of the journey is from Los Angeles to New York (carrying both the deliveries).

After the first delivery is offloaded at the customer’s location, the subsequent leg is from New York toNew Jersey (with the second delivery only). In the shipment document, if you click Leg Determination,the system will check the points of origin and destination of each delivery and automatically propose thestages of the journey. You can override or modify the proposal manually. Note that leg determination isnot an optimization algorithm. Rather, it is a simple tool to help create legs on the basis of rules that youspecify.

Define and Assign Activity ProfileYou can use activity profiles to define which actions are to be performed once a shipment reaches apartic ular status. For example, once the shipment reaches “completion” status, the system should

perform the goods issue activity for each of the constituent delivery documents. There is a provision toattach different activity profiles for each status of the shipment.

To maintain and assign an activity profile, the path is

IMG ➢ Logistics Execution ➢ Transportation ➢ Shipments ➢ Define And Assign Activity Profiles.

Select your shipment type. The columns in Figure denote the various statuses of a shipment document,such as check-in, completion, and so on. For each status, you can specify an activity profile. Select fromthe list of available profiles. To set up a new activity profile, enter a profile name, and click the Maintainbutton.

Figure: Assigning activity profiles to shipment types

On the next screen (Figure 8.44), we have selected the post goods issue and billing options.

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Figure: Defining activity profiles

Technically, the program RV56ABST is being called in this transaction. You can set the options on theselection screen of this program and save the variant for further use.

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Define Shipment Cost types:

Define Item Categories:Item Categories characterizes the control parameters for calculation and settlement for the shipmentitem.

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Shipment Cost Document ➢ Shipment CostTypes and Item Categories.

Values of the field “Generate PO”

Value DescriptionDo not generate purchase orderA Generate purchase order for validity period of 1 dayB Generate purchase order for validity period of 1 weekC Generate purchase order for validity period of 1 month

Define Shipment Cost TypeShipment cost type defines the number ranges for the shipment cost documents and controls theminimum status after which the shipment cost can be calculated.


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Assign Shipment Cost Type and item categories:


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Maintain Shipment cost relevance and default for shipment cost type:

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Shipment Cost Document ➢ Shipment Cost ➢

Relevance and Default for Shipment Cost Type

In this node assign the shipment cost types to the shipment types and set an indicator to show whetherthe cost type is relevant to shipment costing. This needs to be done for every cost type.

Define shipment cost relevance for shipment type

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Shipment Cost Document ➢ Shipment Cost ➢

Shipment Cost Relevance and Default for Shipment Cost Type

This indicates the level at which the shipment costing needs to be done. E.g.: If “Header” is selected itindicates that shipment header is relevant for shipment costing.

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Pricing

Define and assign shipping type procedure groupShipping type procedure group is assigned to individual shipping type. Shipping type can be in the formof any means of transport.

Shipping type procedure group is used in determining the shipment cost pricing procedure.

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Pricing ➢ Pricing Control ➢ Define And AssignPricing Procedures

In the following menu points you maintain the control elements that are needed for calculating theshipment costs in the shipment document. The standard SAP pricing/condition technique is used for thecalculation along with shipment-specific factors and some additional functionality.

Define and assign item procedure groupItem procedure group is assigned to individual shipment item categories. Item categories can be thetype of cost which needs to be calculated and it defines the different characteristics to be consideredwhile distributing the cost...

Item procedure group is used in determining the shipment cost pricing procedure.


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Define Service Agent Procedure Group


Service agent procedure group is assigned to individual service agent when the vendor master data iscreated.Service agent procedure group is used in determining the shipment cost pricing procedure.

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Maintain Condition Type:

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Pricing ➢ Pricing Control ➢ Define ConditionType

The calculation type needs to be “D” in case for g ross weight dependent, as required in this businesscase example.Keeping the calculation type as “D” ensures that the prices will be calculated based on the gross weightspecified in the deliveries in the shipment document.Since the prices are service ag ent dependent the access sequence used is “DIEN” in this case.

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Maintain Pricing Procedure


Shipment pricing procedure is same as the standard pricing procedure and uses condition technique toretrieve the data from condition tables.

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Define Pricing Procedure Determination for Shipment Costs

Based on the combination of Item category Determination group, Service Agent Procedure Group,Shipping Type Procedure Group, pricing procedure is determined.

IMG➢

Logistics Execution➢

Transport➢

Shipment Costs➢

Pricing➢

Pricing Control➢

Define And AssignPricing Procedures

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SettlementCertain control elements must be maintained for calculating shipment costs with the transportationservice agent and for forwarding of shipment costs to FI and CO. In the following IMG activity, you canmaintain these control elements and carry out the corresponding assignments.

Assign Purchasing DataThis assignment plays an important role because based on these criteria the purchase orders for serviceagents are searched and are sued to create the service entry sheets with respect to PO. SearchProcedure for the PO:

For settlement, you must assign the organizational units in the shipment to the relevant organizationalunits in purchasing.

These settings are necessary for creating accruals. The accruals are posted using service entry sheets.The purchasing organizational units are needed for service procurement.

TPPt: Transportation planning point is taken from the shipment document

SCTy: Shipment Cost type is taken from the shipment cost document

POrg: /Pgr/Plant: Purchasing Organization, Purchasing group and Plant is assigned to the combinationof TPPt & SCTy.

On these values the purchase order is searched for the Vendor mentioned in the shipment document

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Settlement ➢ Assign Purchasing Data

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Automatic G/L account DeterminationFrom the Transaction “GBB” and combination of General Modification key “VBR” and valuation class theG/L account is determined for the posting to the freight accounts.

IMG ➢ Logistics Execution ➢ Transport ➢ Shipment Costs ➢ Settlement ➢ Automatic G/L AccountDetermination

From the Transaction “WRX” an d value of valuation class as the G/L account is picked for GR/IRaccounts.

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