fast data entry best practice

EHP4 for SAP ERP 6.0

June 2010

English

Fast Data Entry in Order Processing (DIMP) (371)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Fast Entry in Order Processing (DIMP) (371): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Business Conditions........................................................................................................6

2.3 Roles............................................................................................................................... 6

2.4 Preliminary Steps............................................................................................................7

2.4.1 Create User Settings for Fast Order Entry...............................................................7

3 Process Overview Table.........................................................................................................9

4 Process Steps...................................................................................................................... 10

4.1 Fast Sales Order Entry..................................................................................................10

4.2 Fast Purchase Order Entry in Scenario 107 (Option 1.a for material YM1098 and YM1099 )................................................................................................................................. 13

4.3 Fast Purchase Order Entry in General (Option 1.b for material YM1098 and YM1099 )14

4.4 Sales Processing Using Third Party (w. Shipping Notification) (107)............................16

4.5 Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357) (Option 2 for material YM1000 )........................................................................16

4.6............................................................................................................................................ 16

5 Appendix.............................................................................................................................. 17

5.1 Reversal of Process Steps............................................................................................17

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Fast Entry in Order Processing

1 Purpose

With SAP for Discrete Industries and Mill Products (DIMP), the fast data entry functionality can be used to speed up sales orders and the creation of purchase orders when using configurable materials. This scenario describes how the fast data entry functionality works in third party sales as well as in make to order production with variant configuration; however, fast entry can be used in all sales and purchase scenarios using configurable materials.

This scenario is for DIMP only. If you are using standard ECC, see the scenario Sales Processing Using Third Party (w. Shipping Notification) (107) as well as Make To Order Production with Variant Configuration (147) and Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357).

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Operational Focus

SAP Best Practices delivers standard values for more than one operational focus area, such as Services, Trade or Manufacturing. This means that you may find more than one master data table below. Use the master data that matches the operational focus of your company (Service, Manufacturing, or Trading).

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

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Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Master data Value Master / org. data details

Comments

Material: YM1098 YM1098,HAWA,MTO,CONFIG,PD,F,DIMP

Material: YM1099 YM1099,HAWA,MTO,CONFIG,PD,F,DIMP, BM

Material: YM1000 YM1000,FERT,MTO,CONFIG,PD,E

In the case of batch-managed materials For Example, YM1099, there will be an internal batch number created at the good receipt, either for a purchase order or a production order. As the materials, we are dealing with in this scenario, are Make-to-Order, this receipted batches will be those used for the customer’s orders.

2.2 Business Conditions The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scenario:

Business condition Scenario

You have completed all steps described in the Business Process Documentation Prerequisite Process Steps (154).

Prerequisite Process Steps (154)

You have installed the scenario Sales Processing using Third Party (107) and completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (107) for the materials listed in the BPD 371.

Prerequisite Process Steps (107) for the listed materials in the BPD 371

You have installed the scenario Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357) and completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (357).

Prerequisite Process Steps (357)

2.3 Roles

UseThe following roles must have been installed to test this scenario in the SAP Netweaver Business Client (NWBC). You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

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Business role Technical name Process step

IT Administrator SAP_NBPR_IT_ADMIN-S Create User Settings for Fast Order Entry

Sales Administration SAP_NBPR_SALESPERSON-S Fast Sales Order Entry

Purchaser SAP_NBPR_PURCHASER-S Fast Purchase Order Entry in Scenario 107

Fast Purchase Order Entry in general

ResultYou can now process the scenario Fast Data Entry in Order Processing (DIMP) (371)

2.4 Preliminary StepsThis Business Process Documentation (BPD) contains process steps that have to be done as prerequisite before you can start to work through the standard Business Process Documentation of selected logistics scenarios.

2.4.1 Create User Settings for Fast Order Entry

UseIn this step, you set up user settings that are necessary for fast order entry functionality.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu Tools Administration User Maintenance Users

Transaction code SU01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role IT Administrator (Professional User) (SAP_NBPR_IT_ADMIN-S)

NWBC menu IT Administration User Manment User Maintenance

2. On the User Maintenance: Initial Screen, make the following entries:

Field name Description User action and values

Comment

User <User>

3. Choose the Change button.

4. Select the Parameters tab.

5. On the Maintain User Screen, make the following entries:

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Field name Description User action and values

Comment

Parameter ID VAM This is the Parameter ID for setting the char. display in the sales order.

There is no Parameter ID for setting the char. display in the purchase order.

Parameter Value YFSDVC This is the Parameter Value for the char. display in the sales order.

6. Choose Save.

7. Go back to the SAP Easy Access screen.

ResultYou have created the user settings necessary for the fast sales order entry.

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3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Fast Sales Order Entry

Create Sales Order using fast order entry

Sales Administration

VA01 Creation of Sales Order using Fast Order Entry.

Continue with the scenario depending on the selected configurable material

See Sales Processing using Third Party (w. Shipping Notification) (107),)or Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357)scenario

See scenario no. 107, or 357

See scenario no. 107, or 357

See scenario no. 107 or 357

Fast Purchase Order Entry in Scenario 107

When you want to convert the assigned requisitions into purchase orders

Purchaser ME57 Creation of Purchase Order using Fast Order Entry.

Fast Purchase Order Entry in general

Shows the fast purchase order entry for configurable materials

Purchaser ME21N Creation of Purchase Order using Fast Order Entry.

Sales Processing Using Third Party (w. Shipping Notification) (107)

Perform sales processing using third party

Make-to-Order with Variant Configuration and Sales Order (357)

Only if you have used the material YM1000 for sales orders

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4 Process Steps

4.1 Fast Sales Order EntryIn this activity, you create a sales order using fast order entry functionality when working with configurable materials.

Prerequisites Set User Settings



SAP menu Logistics Sales and Distribution Sales Order Create

Transaction code VA01


Business role Sales Administration (SAP_NBPR_SALESPERSON-S)

NWBC menu Sales Sales Orders Sales Orders ProcessingCreate Sales Order

2. Enter the Order Type YMSN (Copy of Standard order with Characteristics Display) and choose Enter.

3. On the Create SO w Fast Char Entry: Overview screen, start entering the following data:

Field Name Description User Action and Values Comment

Sold-to party 100000

PO Number ORD-001

Req. deliv. Date

<date>

4. Go to the Sales tab and check the pricing date.

5. Go back to the Fast Data Entry tab and check in Char. Display field, if YFSDVC is displayed. If not, select YFSDVC.

6. Start entering the following data:


Material YM1098 ou YM1099

YM1000

To continue with BPD 107

To continue with BPD 357

Order quantity

10

Size of Can Choose <value> Only for material

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YM1000

Fast Order Entry functionality

Type of Material

Choose <value> Only for material YM1000


Ears Choose <value> Only for material YM1000


Lining of Can Choose <value> Only for material YM1000


Labeling Choose <value> Only for material YM1000


The characteristic values for material YM1000 are defaulted via the procedure ‘P_SET_DEFAULT_YM1000’. If you want to avoid this, set the status of this procedure to ‘3’ locked.

Characteristic value assignments can be inherited within a sales document by means of global item. On the Fast Data Entry tab you can assign another item (global item) to an existing item (local item) in the Global item field.

7. For Example, on the Fast Data Entry tab, you create another item line 20 by entering value ’10’ in the Global Item field, a material, and an order quantity. You can valuate those characteristics which should be different from line item 10 Choose Enter. Now the characteristics of item 10 are copied to item 20 expect the once which where manually valuated. Still at this point you can apply changes.

8. Choose Enter.

9. If necessary, copy the confirmed-quantity date or choose complete dlv.

Changes to multiple line items are easily done using the inheritage functionality. Only line items which have a global / local relationship will be affected from the change. Manual changes which were done to characteristic values of local items will not be overwritten.

10. For example, change a characteristic value of a global item. Choose Enter.

If necessary, copy the confirmed-quantity date or choose complete dlv. Choose Enter

Mark the global line item and press the ‘Inherit characteristic’ button on the lower right hand side.

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The changes will be applied to all associated local items, except those previously manually changed.

The global / local relationship can be deleted if required. Therefore mark the global

item and press the button ‘reset global/local group’ which can be found on the lower right hand side. All local items which were created with reference to the global item will loose their connection. No reversal is possible.

Check the pricing details of the item line. When using material number YM1098, YM1099, or YM1000, a surcharge is applied to the standard price if the characteristic ‘with labeling – value ‘02’ is chosen. This is highlighted by the condition type VA00 (variant condition).

11. Choose Save. Make a note of the sales order number: __________

12. For sales order, use material YM1098 or YM1099. Choose Status Overview ., otherwise go to the next chapter.

13. Open the sales order item node.

14. Open the purchase requisition node.

15. Make a note of Purchase Requisition: ________________ .

ResultA sales order using fast order entry functionality has been created.

The sales order item has generated a purchase requisition. This appears in the detail of the item in the tab Schedule Lines.

To continue this process, choose the BDP that correspond to the article you used in this step:

Option 1

For material YM1098 and YM1099

Option 1.a

Go to chapter 4.2, (Fast Purchase Order Entry) in Scenario 107 and then 4.4

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Option 1.b

Go to chapter 4.3, (Fast Purchase Order Entry in General) and 4.4

Option 2

For material YM1000, go to chapter 4.5 (Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357)).

4.2 Fast Purchase Order Entry in Scenario 107 (Option 1.a for material YM1098 and YM1099 )

UseYou perform this activity when you want to convert the assigned requisitions into purchase orders. This is to be performed only if you want to run the scenario Sales Processing using Third Party, with the functionality of fast purchase order entry.

Note that it is also possible to use the regular purchase order entry as described in the chapter 4.3 of this scenario.

Prerequisites Info Record Already exist for material YM1098 or YM1099 for vendor 300000, if not please maintain ifo record using transaction ME11



SAP ECC Menu Logistics Materials Management Purchasing Purchase Requisition Follow on functions Assign and Process

Transaction Code ME57


Business Role Purchaser (SAP_NBPR_PURCHASER-S)

NWBC menu Purchasing Purchase Requisition Purchase Requisition Assign and Process Purchase Requisitions

2. On the selection screen, select the Assigned Purchase Req flag, and then choose Execute.

3. Select the requisition that you need to convert into a purchase order and choose Assignments.

4. Select the line to be converted into a purchase order.

5. Choose Assign Automatically (SHIFT+F6).

6. Choose Assignments (SHIFT+F5).

7. On the Assign and Process Requisitions: Overview of Assignments screen, select the line with the purchase organization 1000 and choose Process Assignment (F2).

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8. A dialog box appears with information on how to create a purchase order. Select order type YMNB. Do not enter a purchase order number; the system generates this number internally when the procedure is finished.

9. Choose Enter and the Create Purchase Order screen appears.

10. On the Create Purchase Order screen, choose Document overview on, if the document overview is not already displayed.

11. Choose Selection variant My Purchase Requisitions.

12. Select the relevant purchase requisition and choose Adopt.

13. All the information of the purchase requisition will be copied into the purchase order.

14. Choose Document Overview Off.

15. In the Char. Display field, select YFMMVC Fast Entry of Characteristics in MM.

The characteristics configured in the sales order were copied into the purchase order and are displayed.

16. If you create a purchase order with ME21N (not relating to a purchase requisition) the fast entry of the values of the characteristics has to be done manually.

17. If necessary, make changes in the purchase order and choose Enter.

18. Choose Save.

ResultThe system generates a purchase order. Go to chapter 4.4. Sales Processing using Third Party (w. Shipping Notification) (107).

4.3 Fast Purchase Order Entry in General (Option 1.b for material YM1098 and YM1099 )

UseThe purpose of this activity is to show the fast purchase order entry for configurable materials. This activity creates a purchase order manually without a reference to a purchase requisition. The fast entry of the characteristics values has to be done manually.

If this chapter is run, there is no need to run chapter 4.2.



SAP ECC menu Logistics Materials Management Purchasing Purchase Order

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Create Vendor/Supplying Plant Known

Transaction code ME21N

Option 2: SAP Net Weaver Business Client (SAP NWBC) via business role

Business role Purchaser (SAP_NBPR_PURCHASER-S)

NWBC menu Purchasing Purchase Orders Purchase Orders Create Purchase Order

OR Top Menu: Create Create Purchase Order

2. On the Create Purchase Order screen, make the following entries:

Field name User action and values

Comment

Order type YMNB PO Fast Charac Entry

Vendor NATIONAL_VENDOR1(300000)

Or other vendors described in this business procedure

Org. data tab Choose

Purchasing org. 1000 Purchasing Org.

Purchasing group 101 Purchasing Group

Company Code 1000

Expand "Item overview" Choose If item overview window is not visible

Char. Display Select YFMMVC Fast Entry of Characteristics in MM

Now the characteristics to be configured are displayed in the item overview table.

Material YM1099 Or other materials described in this business procedure

Order quantity 100 Or any other value

Size of Can Choose <value> Fast Order Entry functionality, please refer point 9 below

Type of Material Choose <value> Fast Order Entry functionality, please refer point 9 below

Ears Choose <value> Fast Order Entry functionality, please refer point 9 below

Lining of Can Choose <value> Fast Order Entry functionality, please refer point 9 below

Labeling Choose <value> Fast Order Entry functionality, please refer point 9 below

Delivery date Any, in future

Plant 1000 Distribution Center

3. Confirm your entries with Enter.

4. Confirm the messages.

5. In the item details area, select the Invoice tab. In the Tax Code (Invoice tab) field, enter I0 for each item, and then choose Enter.

6. Save the purchase order.

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7. Make a note of the standard purchase order number:________________________________.

8. Choose Back to return to the SAP Easy Access menu.

9. To select Characteristic value click on create configuration in tab Status of Configuration..It will take you to screen Characteristic Value Assignment screen and you can select Char Value by taking F4 and go back

ResultYou have created a purchase order using fast purchase order entry functionality for configurable materials.

4.4 Sales Processing Using Third Party (w. Shipping Notification) (107)

UseIn this activity, you perform sales processing using third party.

ProcedureExecute the following process steps of scenario 107-Sales Processing using Third Party (w. Shipping Notification)

Post Statistical Goods Receipt

Invoice verification: Enter (Vendor) Invoice

Billing

4.5 Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357) (Option 2 for material YM1000 )

4.6

UseOnly perform this activity if you have used the material YM1000 for the sales orders.

In this activity, you perform Make-To-Order Production with variant configuration including sales order costing.

ProcedureComplete the following activities described in the Business Process Documentation of the scenario: Make-to-Order (Multilevel Production) with Variant Configuration and Sales Order Costing (357) using the master data from this document (371):

Credit Management Check for Sales Order

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LTP (optional)

Manufacturing Steps for Multilevel MTO

Manufacturing Steps for Multilevel MTS (optional)

Initial Stock Posting (optional)

Delivery Due List

Picking (optional)

Credit Management Check for Delivery note

Post Goods Issue

Billing

5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Fast Sales Order Entry

Transaction Code ( SAP GUI) VA01

Reversal: Reject Sales Order Document

Transaction Code ( SAP GUI) VA02

Business Role Sales Administration

Business Role Menu Sales Sales Orders Sales Orders Processing Change Sales Order

Comment Go to transaction VA02 and follow the menu path: Sales Document => Delete or choose Reject document and select appropriate reason for a rejection of all items or go to Reason for Rejection tab and select appropriate rejection reason for selected items.

Fast Purchase Order Entry in Scenario 107

Transaction Code ( SAP GUI) ME57

Reversal: Cancel Assignment

Transaction Code ( SAP GUI) ME57

Business Role Purchaser

Business Role Menu Purchasing Purchase Requisitions Purchase Requisitions Assign and Process Purchase Requisitions

Comment Go to transaction ME57 and mark the Assigned purchase requisitions field. From the results select the relevant and choose Cancel Assignment

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Fast Purchase Order Entry in General

Transaction Code ( SAP GUI) ME21n

Reversal: Change Values

Transaction Code ( SAP GUI) ME22N

Business Role Buyer

Business Role Menu Purchasing Purchase Orders Purchase Orders Change Purchase Order

Comment Go to transaction ME22N and enter the relevant purchase order. Make changes needed.

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