sales documents ppt

SD - Level 2Technologies

1SAP

SALESSALES

• Sales-related business transactions are recorded in the system as sales documents. There are, broadly speaking, four different groupings of sales documents:1. Sales queries, such as inquiries and quotations2. Sales orders3. Outline agreements, such as contracts and scheduling

agreements4. Customer problems and complaints, such as free of charge

deliveries and credit memo requests

• If your particular business processes require it, you can process deliveries and billing documents directly from a sales document.


2SAP

DOCUMENTS IN SALES & DISTRIBUTION DOCUMENTS IN SALES & DISTRIBUTION PROCESSINGPROCESSING

Sales

Shipp ing

B illing

Financia l Accounting

D elivery

Invoice C redit m em o

Q uota tion

Inquiry

C ontract

O rder R eturns

D ebit m em o

Free ofchargedelivery

Subsequentdelivery freeo f charge

Schedulingagreem ent

M ateria lsm anage-m ent


3SAP

EXAMPLES OF SALES DOCUMENT TYPESEXAMPLES OF SALES DOCUMENT TYPES

• Pre-Sales Phase– Inquiry (IN), Quotation (QT), Free of Charge Delivery (FD)

• Sales Orders– Standard Order (OR), Cash Sale (BV), Rush Order (SO)– Consignment Issue (KE)

• Outline Agreements– Quantity Contract (QM), Rental Contract (MV)– Scheduling Agreement (LZ)

• Complaints– Credit Memo Request (CR), Debit Memo Request (DR),

Return (RE)


4SAP

STRUCTURING OF SALES DOCUMENTSSTRUCTURING OF SALES DOCUMENTS

Item 1

Schedule line 1

Header

Item 2

Schedule line 1

Schedule line 2

• A Sales document can contain any number of items• Schedule lines are sub-divisions as required for each item

with respect to date & quantity. • Business Data valid for the whole sales document is located in

the document header• Each item has its own business data e.g. Incoterms etc.• Data for shipping and procurement is stored in schedule lines.


5SAP

CONTROLLING BY SALES DOCUMENT CONTROLLING BY SALES DOCUMENT TYPETYPE

• At sales document level, for example, you can specify whether a credit check takes place for a particular type of document.

• From which number range should the document number for internal or external number assignment come

• You can specify whether a document is automatically blocked and must first be reviewed before it can be processed further (a request for a credit memo, for example).

• Can an incomplete document be saved or must all data be complete

• Which fields are relevant for the incompletion log?• Can an incomplete document be saved or must all data be

complete


6SAP

ITEM CATEGORIESITEM CATEGORIES• Item Categories control the individual items in sales

documents• For example, the functions of a standard item are completely

different from those of a free-of-charge item or a text item• The different item categories control

– whether pricing should be carried out for an item– whether an item is to be invoiced– whether an item refers to a material or is a text item– which data is required for an item

• By using an item category, the system can process a material differently in each sales document type.

• For example, you can define a different control for a material in an inquiry and a material in an order.


7SAP

SELECTION OF ITEM CATEGORIESSELECTION OF ITEM CATEGORIES

AFN

AGN

TAN

AFX

AGX

TAX

AFNN

AGNN

TANN

AFTX

AGTX

TATX

OR

IN

QTStandard

ItemFree of

Charge Item

Text ItemNon-Stock

Item


8SAP

SCHEDULE LINE CATEGORIESSCHEDULE LINE CATEGORIES

• Schedule line control the individual schedule lines in sales documents.

• The different schedule line categories control– whether the schedule line passes on a sales requirement.– Whether an availability check is carried out for the

schedule line.– Whether the schedule line is relevant for delivery


9SAP

NUMBER ASSIGNMENTNUMBER ASSIGNMENT

• Each document is identified by a separate document number. • The number is unique within a client and does not depend on

company code, sales organization, or on the fiscal year.• Number Range

– defined for the Document type and must not have been assigned before.

– This number can be alphanumeric, if permitted in the selected number range.

– You can have internal and external number range. The numbers specified in this range should be different and should not overlap.

– Different document types can be assigned different number ranges


10

SAP

NUMBER ASSIGNMENTNUMBER ASSIGNMENT

• Number assignment can be carried out internally or externally as follows– You can specify a number externally. The number must

come from the number range.– If you do not want to specify a number externally, the

system assigns a sequential number internally. – The number comes from the internal number range

defined for the document type.


11

SAP

INCOMPLETIONINCOMPLETION• Incompletion Logs

– Missing data is listed in a log.– For different sales document types, you can decide which fields

the system is to take into account when checking for missing data.

– Incomplete Sales Documents– For each sales document type you can control whether

incomplete sales documents can be saved or whether they must be first fully maintained.

– You can control which incomplete data must be maintained before the document can be processed further.

• Lists of Incomplete Orders– A list of incomplete orders is generated for each responsible for

maintaining those orders.– Incomplete orders can be called from this list and maintained.


12

SAP

INCOMPLETIONINCOMPLETION

• Incompletion Logs - Areas– Sometimes data missing in the sales document can

influence the processing of subsequent functions.– In Such a case distinction is made between the following

areas.• Generally incomplete

– The sales document cannot be copied

• Incomplete for delivery

– Delivery cannot be carried out.

• Incomplete for billing

– Billing cannot be carried out

• Incomplete for pricing

– Order confirmation & billing cannot be carried out.


13

SAP

KINDS OF DATA IN SALES DOCUMENTSKINDS OF DATA IN SALES DOCUMENTS

• The data in the sales documents is recorded on different screens. These screens can be divided as follows:– Overview screens including header, item, and schedule

line data– Detail screens:

• screens at the header level containing general data

• screens at the item level containing specific item data


14

SAP

OVERVIEW SCREENS IN SALES OVERVIEW SCREENS IN SALES DOCUMENTSDOCUMENTS

– Customer-material information• In addition to your own material number, you can find the number

that the customer uses for every item.

• When you create an order for a material, you can use this screen to enter the number the customer uses for this material instead of your own material number.

• Shipping

• Shipping data such as the loading date, the shipping point, and the tolerances for underdelivery or overdelivery


15

SAP

OVERVIEW SCREENS IN SALES OVERVIEW SCREENS IN SALES DOCUMENTSDOCUMENTS

– Billing• Here you see the net values of the items, the terms of payment, and

Incoterms for every item.

– Reason for rejection• Here you can find the reason for rejecting individual items. For

example, a customer may reject an item because of late delivery.

• Status

• Information on the progress of the business transaction and the completeness of the data.


16

SAP

DETAIL SCREENS IN SALES DOCUMENTSDETAIL SCREENS IN SALES DOCUMENTS

– Pricing elements • (prices, discounts, surcharges) used for pricing at the header and item

level.

– Purchase order data• Data from the point of view of the order for example, purchase order

number of the customer, the purchase order date, and information about the order.

• Status

• Information on the progress of the business transaction and the completeness of the data. The status of the entire document, which is displayed at the header level, results from the status of the items.


17

SAP

REJECTION & DELETION OF ITEMSREJECTION & DELETION OF ITEMS

• In case you want to reject one or more items you can enter a reason for rejection for such items. These items will not be copied into the subsequent document.

• In case item(s) are to be deleted mark the item(s) and choose Edit -> Delete. These items will no longer appear in the document


18

SAP

MATERIAL DETERMINATIONMATERIAL DETERMINATION

• Material determination enables the automatic substitution of materials in sales documents during sales order processing.

• For example, during the course of a sales promotion, the system can, during sales order entry, automatically substitutes a material that has promotional packaging.

• Using material determination, the system substitutes the material only during the specified period.

S ales o rder

Item

10

M ateria l

4711M 1

M ateria l de term ina tion

E xam ple : P rom otional product

M ateria lentered

Substitu tem ateria l

4711 M 1


19

SAP

MATERIAL LISTING AND EXCLUSIONMATERIAL LISTING AND EXCLUSION

• Material listing and exclusion lets you control which materials specific customers may or may not buy.

• For example, if you create a listing of products for an individual customer, the customer may only order products on the list.

• If you create an order for this customer, a check is carried out during item entry to make sure that the material entered is on the list.

• You can also specify material exclusion for a particular customer. The customer may not order excluded materials from you.


20

SAP

SUBITEMSSUBITEMS• You can assign an item to a higher level item. For example

you want to grant a customer a rebate in kind for ordering a certain amount of material.

• Example: Item 1: M1 100 PC 1000RsItem 2: M2 10 PC free of

charge

• The customer gets 10 free pieces for ordering 100 PC. In order to document this. Item 2 is assigned to higher-level item 1.

• By making such an assignment the quantity in the low level item gets tagged to the high level item and any change in quantity for the high level item gets proportionally reflected in the low level item.

• You can also fix the quantity for the low level item by Item -> Structure->Components and checking the Fix indicator for this item.


21

SAP

DOCUMENT FLOWDOCUMENT FLOW

• A business process is made up of the sequence of individual transactions

• Document flows are updated at the level of the overall document and for individual items.

• You can branch to the display of a document directly from the document flow

Quotation Order Delivery Invoice

ReturnsReturnsDelivery

Credit for Returns


22

SAP

MATCHCODES & LISTSMATCHCODES & LISTS

• MATCHCODES– All fields used as a search terms to access a table are

contained in a match code object.– Several matchcode ID’s can exist for a matchcode object.

The match code ID determines which fields are used for setting up a search item

• LISTS– There is a list function for every sales and distribution

document. You can use list function to display sales documents for particular master data e.g. for a certain sold-to-party.

– You can analyze incomplete documents, documents blocked for delivery, back orders and documents with a particular status.


23

SAP

ExercisesExercises

• Create an Order with the sold-to-party and the trading good that you have created earlier.

• Save the order and complete the document.• Create an order with the same item four times.

– Delete the first one– Reject the third– Change the ship-to-party of the fourth.– Insert a new item in between the third and the fourth item.


24

SAP

WELCOME TO Day 2WELCOME TO Day 2

SALES AND DISTRIBUTIONSALES AND DISTRIBUTION

TRAININGTRAINING

By:By:

TATA TECHNOLOGIES INDIA TATA TECHNOLOGIES INDIA LIMITEDLIMITED


25

SAP

Day 2: Day 2: Faculty: Nilesh TaruFaculty: Nilesh Taru

• Sales Documents– Copying and referencing– Texts – Outputs - Sending of automatic mail– Changes to sales documents– Deletion of a sales document


26

SAP

Referencing and Copying Sales Referencing and Copying Sales DocumentsDocuments

Referencing Sales Documents• Sales Documents can be customised so as to allow

reference into other documents. E.g. if a Quotation is to be sent based on an Inquiry then the Inquiry can be referenced in the Quotation.

• SD Customising can be used to determine which sales documents can be used as reference documents.

• SD Customising can also be used to determine which data in the document gets copied I.e..– Header Data– Item Data – Partner Data– Pricing Data– Schedule Line Data


27

SAP


• Before copying data from one document to another, the system can also check that certain requirements are met. The following are examples of typical copying requirements:

• The reference document and the current document must have the same customer– Rejected items will not be copied– If the document or the item has already been referred to by

another document, copying may not be allowed– The validity period must not have expired

• Whenever a sales document is referenced, document flow is automatically updated.

• A document remains open till it is either fully referenced or rejected.


28

SAP


Copying Sales Documents

• If required the sales document data can be copied into other sales documents without referencing the documents.

• While copying sales documents the document flow is not updated.

• Completed items in a document cannot be referenced but only copied into other documents.


29

SAP

TEXTSTEXTS• Various information notes required to be attached to the

material or the customer for reference while processing the sales documents can be stored as texts.

• These texts can be defaulted from the customer/material master or can be directly entered in the sales document.

• SAP provides a set of standard texts that can be used. In addition to these texts new texts can be defined and used through SD customising.

• The texts in the sales documents can be used as– Notes to be passed on to other departments like Production,

Shipping etc..– Information to be printed in the document– Information to be passed on to other referenced documents

like delivery and invoice


30

SAP

TEXTSTEXTS

• The following types of texts exists in SAP Sales and Distribution– Texts in Master records (Customer, Material)

• Central texts

• Accounting texts

• Sales and distribution texts

• Contact person texts

• Materials Sales texts

– Texts in Sales and Distribution documents• Sales Document - Header and Item

• Delivery - Header and Item

• Billing - Header and Item


31

SAP

TEXTSTEXTS

• The following Rules apply to the usage of texts– Texts from the customer masters are proposed from the

master records in the sales and distribution documents, if you have made the appropriate setting.

– Texts can be copied from a reference sales and distribution document into another sales and distribution document (e.g. from an inquiry into a sales order or from an order into a delivery).

– The copying of texts can be made dependent on language, if required.

– Copied texts can be changed after the references have been cancelled.

– Standard texts can be included in sales and distribution documents.


32

SAP

OutputsOutputs

• Is the result of a sales transaction• Assists the exchange of information between business

partners and employees• Can be determined for each kind of sales document• The output can be sent automatically whenever a

document is created or the user can initiate the action• A repeat output or changed output can also be sent• The format of the output can be defined in SD

Customising and a different output could be sent to different partners


33

SAP

OutputsOutputs• Outputs could exist for the whole document (Header Output)

or only for some items in the document (Item Output)• Examples of Outputs

– Inquiry Confirmation– Quotation– Order Confirmation– Delivery Note– Picking list– Invoice

• For outputs to be generated the user can specify– The partner to receive the output– language in which the output is to be sent– Quantity of the output to be sent


34

SAP

OutputsOutputs

– The Medium by which the output is to be sent • Online

• Printer

• Telex

• Mail

• EDI

– The time at which the output is to be sent• Immediately (on creation of the document)

• On request

• At a specified time


35

SAP

Changes to Sales DocumentsChanges to Sales Documents• Changes done to sales and distribution documents are

automatically recorded in the SAP system• The changes done to a particular document can be viewed

for – The whole document– Only for an item– Only for a schedule of an item

• The changes can be sorted on the time of the change or the items in the document.

• The following details are available while viewing the changes– The date and the time of the change– The person responsible for the change– The situation before and after the change


36

SAP

Deletion of Sales DocumentsDeletion of Sales Documents

• The complete sales document can be deleted in sales and distribution

• Sales documents cannot be deleted once they have been referenced in other sales documents

• The number assigned to a document cannot be re-used after the deletion of the document.


37

SAP

Blocking of Sales DocumentsBlocking of Sales Documents

• Sales documents can be blocked for delivery and/or billing

• Once blocked for delivery/billing the corresponding document cannot be created till the block is removed.

• The block could either be set automatically in case of credit limit being exceeded or manually by the user

• Sales documents can be customised so that by default they have a delivery/billing block ( E.g.. Credit/Debit Memo)