rwd info pak template - university of leedssapinfo.leeds.ac.uk/content/kirkstall sales order create...

Title: Kirkstall Sales Order Create ProcessCategory 1 : SalesCategory 2 : Kirkstall Sales Orders

Work Instruction

Kirkstall Sales Order Create Process VA01

PurposeUse this procedure to create a sales order for an external customer. Creation of the sales order signifies the beginning of the order confirmation process.

The sales order can be created with reference to other sales documents such as a sales quote or a sales order.

TriggerPerform this procedure when the customer has accepted the quotation and has sent in either a confirmation letter or a purchase order relating to the material or service being ordered.

PrerequisitesAt least one of the prerequisites must be met before a sales order is issued / created. The prerequisites are:

A customer confirmation of either a University of Leeds SAP quote or an agreed reference to an existing SAP Sales Document.

A valid University of Leeds customer number or full address details for One-Time customer.

Menu PathUse the following menu path to begin this transaction:

Select Logistics Sales & Distribution Sales Order Create to go to the Sales Order: Initial Screen.

Transaction CodeVA01

Additional Information

The “Incompletion log” can be used to quickly maintain the mandatory Header Details or Item Details. Follow the menu path Edit Incompletion Log or use Ctrl + F8

Filename: document.docReference: AV_KSP

Version: PreliminaryLast Modified: 1/9/2004 10:07 PM

Work Instruction / 24


Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click on .



Work InstructionPage 1 / 24


Create Sales Order: Initial Screen

3. As required, complete/review the following fields:

Field Name R/O/C Description

Order Type R Enter the order Type

Always: ZOR – Kirstall Sales Order

Sales Organisation R Enter the Sales Organisation.

Always: UNIV - University Sales

Distribution Channel R Enter the Distribution Channel

Always: 01- Direct Sales

Division R Enter the Division.

Always: 01- General Debtors

Sales Office O Enter the Sales Office.

Always: PD01

4. Click on .





Create Kirkstall S.Order: Overview



Sold-to party R Enter the Sold-to party.

Always: 815901 for external customers.

Ship-to party R Enter the Ship-to party.

Example: 801351Always: 890000 for one-time customers

PO Number R Enter the PO Number.

Example: PO no. 12345

PO Date O Enter the Purchase Order date.

Example: 02.01.04.

One-Time customers are customers from whom you don’t expect any repeat orders. Customers likely to place repeat orders are to be set up as regular customers within the SAP system. The customer master records hold data such as Customer Addresses, contact details – persons, Bank Details, Payment terms etc.





Use the drill down to the search for a customer master record. The account group for external customers is ZDEB.

The Ship-to-Party for One-Time customers is always 890000. The One-Time customer should provide their address details.





Ship-to party (Document header)



Name R Enter the customer’s Name.

Example: Mr. Joe Bloggs






Street/House number R Enter the street/house number.

Example: Barkly Road

Street/House number R Enter the Street/House number.

Example: 148

Pin Code R Enter the Pin Code.

Example: LS11 7LD

Postal code/City R Enter the Postal code/City.

Example: Leeds

This sub-screen is presented only if the one-time ship to customer (890000) is used.

7. Click on on completion of entry to return to the item Overview screen.


8. Click on to complete the Header Data.





Change Kirkstall S.Order 10002977: Header Data



Sales Office R Enter the Sales Office.

If not entered on the opening screen, then please maintain it here.

Always: PD01 – Printing Division.

Version R Enter the Version.

Example: B81N001

10. Click on to return to the Item Overview screen.





Information

11. Click on .

12. Perform one of the following:

If Go To

You wish to Create a Sales Order with Reference to another Sales Document

Step 13

You wish to Create Sales Order without Reference Step 16

13. Select Sales documentCreate with Reference.

Create with Reference

If creating with reference to a Sales Quotation, enter the SAP quote number.





“The Reference has already been completely copied or rejected”. An error message is issued by the system if the Quotation being used in the reference has been completely copied or has been rejected. Please either create by referencing the correct Sales Quotation or create with reference to a Sales Order.

13.1 If creating with reference to a Sales Order, click on and enter the Order number.

Create with Reference

As required, complete/review the following fields:


Order No. R Enter the Order Number.

Example: 10002839

14. Click on to copy details from the referenced sales document.





Kirkstall S.Order: Availability Control

15. Click on if the entire quantity can be delivered on the delivery confirmation date. The SAP proposed delivery confirmation date can be altered to a desired value.

If a single complete delivery is not possible, maintain delivery dates and deliverable quantity in the Delivery Proposal section.

15.1 Click on to confirm the quantity and the delivery dates.






15.2 Click to save the Sales Order.

16. To create Kirkstall Sales Order without reference to other Sales Documents.








Material R Enter the Material number.

Example: 80000060

Quantity R Enter the Quantity.

Example: 2

Description R Enter the job Description.

Example: Banner 2m * 0.5m

SU O Enter the Sales Unit

Example: EA

18. To maintain characteristics: Press “Enter” on the keyboard or click on .

Characteristics are grouped under various tabs. Characteristics describe the nature of work involved to complete the order, the material to be used to complete the order, the resource requirements etc. Characteristics are important for costing of the order.





For “Price Listed” Materials the Variant Configuration information is derived from the Material Master. Amend only if essential.

Create Kirkstall S.Order: Characteristic Value Assignment



Booking In Number O This characteristic is optional but is only shown here as an example.

Scroll through the various tabs to view the characteristics.

Example: 38455

Click on to the right of each characteristic to provide a list of possible values.

Some of the characteristics have dependent characteristics associated with them. The list of dependent characteristics only appears on pressing the “Return/Enter” on the keyboard after maintaining each of the characteristic. For example, the dependent characteristics for “Required Finish before binding” with Characteristic value-“Cut” are;





“no. of sections to be cut”, “Guillotine sheets/lift”, “Guillotine cuts/lift” and “Guillotine cuts/hour”.

Some of the characteristics are “Entry Required or Mandatory”. Not completing them results in an Incomplete or Incorrect costing. Error messages are issued by the system pointing to the incomplete characteristics.

20. Select the required group of characteristics by selecting the appropriate tabs. For example, for

Outwork, click on .

Create Kirkstall S.Order: Characteristic Value Assignment

To quickly complete the “Mandatory or Entry Required” characteristics, click on the

traffic light and the incomplete characteristics are presented in sequence.

Ensure Traffic light is before exiting the Variant Configuration Screen.

21. Click on upon completion of the variant configuration characteristic maintenance.





Kirkstall S.Order: Availability Control



Dely/Conf.Date R The SAP default Delivery confirmation date can be amended.

In cases where a single complete delivery is not possible, maintain the delivery confirmation date under the section “Delivery Proposal” and the quantity possible against each of the dates.

Example: 12.01.2004

23. Click on for single complete delivery of the order or click on for split delivery of the order.






24. Select ExtrasCosting or use Ctrl+F7.

Price Listed items do require costing and hence even if no changes have been made to the Variant Configuration, it is essential that this step be performed.

If there is more than one line item, each of the line items should be separately costed. Please perform this step.





Sales Order Costing

SAP uses “Display Variants” to display the costing report. Use to select, manage or save the layout.

The desired layout can be “held” for the user by clicking on .

Re-costing needs to be performed if there have been changes to the characteristics in Variant Configuration.

25. Click on to save the costing.





Update Parameters

26. Click on .


27. For pricing of the Sales Order, select the required line item and then click on .





Create Kirkstall S.Order: Item Data


Condition Type

Notes

EK01 Actual Costs – If a configurable material as been used in the sales order, it is essential to perform the costing step. The condition type derives the actual cost from the costing exercise.

ZPRO Price based on costing – This condition type automatically defaults as 100%. It is used to “Mark-Up” the actual costs.

ZP03 Freight – This condition type automatically defaults a value of 3.50 GBP and can be amended to a desired value.

ZP04 Authors Corrections – This condition type is used to add extra costs in cases where there has been a correction to the design. This condition type is mainly used for Price Listed Items only.

ZDIF Rounding Adjustment – This condition type is used to round the condition value to the nearest integer.

ZP06 Typeset/Amend -

ZRUN Run on price & quantity -

29. Click on .






30. Click on .

The following steps and screens appear only if some of the details are missing. The Incompletion Log lists the missing mandatory data. The subsequent steps show how the missing data can be processed.





Create Kirkstall S.Order: Incompletion Log

31. Click on .





Create Kirkstall S.Order: Header Data



Sales Office R Enter the Sales Office.

Example: pd01

Version R Enter the Version.

Example: B81N001

33. Click on .






34. Click on and make a note of the Sales Order Number.

The system displays the message, "Sales Order 1xxxxxxx created."

35. You have completed this transaction.

ResultYou have successfully created a Sales Order.

CommentsThis document discusses only the basic minimum requirement to creation of a sales order. Usage of many of the other fields in the Header Details and in Item details makes the Sales Order clearer.


