sap sd user training manual

5/21/2018 Sap Sd User Training Manual

1/252

End User Manual

Title: SAP SD

Module: SD User Manual

Release: ECC 6.0

Created by: Utpal Mishra

Created on: 11/11/2010

Last changed on: Last changed by: Version: 0 Page:

12/9/2010 Utpal Mishra 1 of 252

Project Sarthak

SAP Implementation at PDIL

User Manual

Module: Sales & Distribution

Table of Contents


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1. Introduction & Navigation of SAP ........................................................................................ 4

2. Create Customer Master ................................................................................................... 18

3. Change Customer Master .................................................................................................. 30

4.

Display Customer Master .................................................................................................. 37

5. Create Excise Master Data ................................................................................................. 44

6.

Maintain Condition Records .............................................................................................. 47

7.

Create Sales Order ............................................................................................................ 51

8. Change Sales Order ........................................................................................................... 79

9.Display Sales Order................................................................................................... 95

9. List of Sales Orders........................................................................................... 102

10. Create Inquiry..................................................................................................... 110

11. Change Inquiry ............................................................................................................ 119

12.

Display Inquiry ............................................................................................................ 126

13. Display List of Inquiries.................................................................................. 131

14. Create Quotation................................................................................................ 137

15. Change Quotation.............................................................................................. 147

16. Display Quotation.............................................................................................. 154

17. Display List of Quotations.............................................................................. 160

18.

Create Contract................................................................................................... 166

19. Change Contract................................................................................................. 177

20. Display Contract................................................................................................. 184

21. Display List of Contracts................................................................................. 188

22. Create Invoice..................................................................................................... 194


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23. Change Invoice................................................................................................... 201

24. Display Invoice................................................................................................... 207

25. Display List of Invoice Documents............................................................. 210

26. Release Invoice Documents for Accounting........................................... 216

27. Create Outbound Delivery.............................................................................. 221

28. Updation of Registers....................................................................................... 227

29.

Create Excise Invoice....................................................................................... 237

30. Extract Excise Registers.................................................................................. 240

31. Print Excise Registers...................................................................................... 245


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1.Introduction & Navigation of SAP

SAP R/3 is an integrated and industry-independent standard

softwarewhich covers integrates and connects all functional areas in a

business. SAP AG defines integration as "defined communication".

Although R/3 is designed for complete integration, it can also be used for

a couple of business areas.

SAP is the abbreviation for Systems Applications and Products in

Data Processing.

The purpose of this document is to provide an overview of SAP PM

Functionality and the details of how the transactions are carried out in

SAP R/3.

The document has been organized as follows;

Master data maintenance required for PM module is covered first.

Master data maintenance is the most important aspect as these

data affects all the transaction where that Master data is used. It is

very much controlled by authorizations as per the policy of the

company.


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As a PM user, you will be using various transactions to replicate

day-to-day work in SAP R/3. So all the transactions, which are

relevant to you for carrying out Plant Maintenance activities, are

covered in this.

Master data maintenance and transaction processes are explained with

the help of SAP screen Shots. This will help you in executing the same

perfectly.

Getting Started

LOG ON:

Select SAP Log in Icon

On PC Desktop & press enter key or double click,

Or follow the menu path as shown in following screen:


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The following screen will appear.


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Select Server and click on Log on icon

Logging onto the SAP R/3 system

Sap R/3 systems are client systems. The client enables you

to run several business operations at the same time in one

SAP R/3 system.Client is, in organizational terms, an independent unit in thesystem. Clients have their own data environment and

therefore their own user master and transaction data,assigned user master records and chart off accounts and

specific customizing parameters.


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So that you log on to SAP R/3 system, you must have a

master record created for you for corresponding client. Forreasons of access protection, you must enter a passwordwhen you log onto the sap system. The system does not

display the password you enter.SAP R/3 system is available in several languages. Use the

language input field to select the logon language for eachsession.

Elements of the screen layout

Command Field: Use command field (hidden as default) to

go to applications directly by entering the transaction code.

You can place your own

text on the initial screen


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Standard Tool Bar: the push buttons in the standard tool

bar are found on every screen in an SAP R/3 system. Anypush buttons that cannot be used in a particular applicationare grayed out. If you place your cursor on a push button for

a while the system displays a quick info text that explains thepush button function.

The Application Tool bar: shows which functions areavailable in the current application.

A Tab page: provides a clearer overview of severalinformation screens

Status bar: the status bar displays information on thecurrent system status, for example. Warning or error

messagesMenu bar: the menus shown here depend on which

application you are working in.Title bar: the title bar displays the functions that are

available for the user.

Checkboxes: checkboxes enable you to select severaloptions simultaneously within a group.

Radio Buttons: allow you to choose exactly one item form a

selection.

The below shown screen gives you a detail explanation.


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Menu barStandard toolbar

Title bar

A lication

Tab Pa e

Command

Input FieldsCheck boxes,

Radio Buttons

Status bar


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SAP Easy Access

Sap easy access is the standard entry screen displayed afterthe logon. You navigate through the system using the tree

structure.

You are greeted by your

logo in the right-hand part

of the window


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Selecting Functions

You can call functions in the system as follows

o Menu Option

o Favourites

o Entry in the SAP easy Access menu

/nends the current session/idelets the current session/oCV01Nopens a new session and branches out to thetransaction specified (CV01N)

By entering search_sap_menuin the command field,you can display menu paths for the desired SAP transaction.

Command Field

SAP easy Access and Favorite List

Menu


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Field help : F1 and F4

Use F1 to display an explanation of fields, menus, functions

and messages.

F1 Help also provides technical information on the relevantfield.

F1 Help


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Use F4 to display possible inputs . you can also access F4help for a selected field using the button immediately to the

right of that field.

F4 help


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User Specific Personalization

The end user has many possibilities for personalizing the

system. For example as shown in the screen below.


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SAP Symbols or icons

ButtonKeyboardShortcut

Description ButtonKeyboardShortcut

Description

Enter Key Enter/ContinueCtrl + Page

Up

First page


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Ctrl + SSave to

databasePage Up Previous page

F3 Back Page DownNext page

Shift + F3Exit System

Task

Ctrl + Page

DownLast page

F12 Cancel None

Create New

session

Ctrl + P Print NoneCreate shortcuton Desktop

Ctrl + F Find F1F1 Help

Ctrl + G Find next Alt + F12Customize LocalLayout


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2.Create Customer Master

OVERVIEW

Trigger:

Create a customer master record centrally when the Accounts Receivable

functions are shared.

Business Process Procedure Overview

Customer master contains data that controls how business transactions

are recorded and processed by the system. It also includes all theinformation about a customer that you need to conduct business

transaction with them. Customer master data is separate into 3 sections:

General Data, Company Code Data and Sales Area Data. The Generaldatacontains information that applies to all sales areas such as customername, address and contact information. The Company Code datais

specific to a company code and contain information such as reconciliationaccount, payment and dunning procedures. The Sales area data

contains information relevant to the sales organization and distributionchannels of your company. It contains such information as order

processing, billing and shipping.

This document describes the procedure required to create a customercentrally from either Accounts Receivable or Sales and Distribution. When

creating the customer centrally, you may enter some additional

information above what you can when creating a customer in A/R non-centrally (FD01) (such as Marketing, Unloading points, Export data andContact persons, as well as the Sales information). These fields, as wellas all of the Company code data, are not available to you when create a

regular SD customer in the SD module (VD01).


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Input -Required

Fields

Field Value / Comments

Company code

Account group Classification of the type of customer.

Customername/number

Identifier of a customer acceptable values are defined incustomizing by account group

Sales Area:

Sales Identifier of an independent unit that is responsible for

Distributionchannel

The way which products or services reach a customer.

Division A way of grouping materials, products or services.

Reference:

Customer Model after an existing customer

Company

SalesOrganization

Distribution

ReferenceDivision

Output - Results Comments

Centrally created customer

master record

Tips and Tricks: N/A


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Procedural StepsAccess transaction by:

Via Menus Accounting Financial Accounting AccountsReceivable Masterrecords Maintain

Centrally Create

Logistics Sales and Distribution Master

Data Business Partners Customer

Create Complete

Via Transaction Code XD01

1.2. On screen Create Customer: Initial Screen, enterinformation in the fields as specified in the below table:


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Field

Name

Description R

/O

/C

User Action and

Values

Comments

Account

group

You must assign each

account to an account gThe account group ensuthat only the relevant

screens and fields aredisplayed and ready forinput for each of the

customers different parfunctions. For example,

address, communicationand bank data fields are

omitted for the account

group for one-time acco

R This field is not

required if youdecide to use areference

customer/company code, below.

Use the drop

down menu.

Custome

r

Depending on the

configuration of thecustomer account, anexternal number

assignment, will allow the

user to enter thecustomer's account

number. If internalnumber assignment is

set, the system willassigns a customer

number when you savethe master data.

C Enter an

appropriateassignment ifrequired

Compan

y code

The company code ID C This field is not

required if youdecide to use a

referencecustomer/compa

Use the drop

down menu.


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ny code, below.

Sales

organization

An organizational unit

responsible for the sale ofcertain products orservices. Theresponsibility of a sales

organization may includelegal liability for productsand customer claims.

O Enter a value if

wish to maintaisales informationow

You can assign

any number ofdistributionchannels anddivisions to a

salesorganization. Aparticular

combination ofsalesorganization,

distributionchannel, and

division is knownas a sales area.

Distribution

channel

The way in whichproducts or services reach

the customer. Typical

examples of distributionchannels are wholesale,retail, or direct sales.

O For eachcombination of

sales

organization anddistributionchannel, you can

further assign

one or more ofthe divisions

that are definedfor the sales

organization.You can, for

example, assign"Food" and

"Non-food"divisions to the

"Wholesale"distributionchannel. A

You can maintaininformation

about customers

and materials bysalesorganization and

distribution

channel. Within asales

organization youcan deliver goods

to a givencustomer

through morethan one

distributionchannel.

You can assign adistributionchannel to one or


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particular

combination ofsales

organization,distribution

channel, anddivision is known

as a sales area.

more sales

organizations. If,for example, you

have numeroussales

organizations,each sales

organization mayuse the

"Wholesale"distributionchannel.

Division A way of grouping

materials, products, orservices. The system uses

divisions to determine the

sales areas and thebusiness areas for a

material, product, or

service.

O A product or

service is alwaysassigned to just

one division.

From the point ofview of sales and

distribution, the

use of divisionslets you organizeyour sales

structure aroundgroups of similar

products orproduct lines.This allows thepeople in a

division who

process ordersand service

customers tospecialize within

a manageablearea of

expertise.


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Example: If asales

organization sellsfood and non-food products

through both

retail andwholesaledistribution

channels eachdistribution

channel couldthen be further

split into foodand non-food

divisions.

Reference

Customer

The customer accountthat is being used as a

reference as analternative way in which

to create a customer

account

O The system copithe master data

from the referemaster record.

However, not al

data is copied,address informa

is not copied ov

The data fromthe referenced

customer is usedfor default

values and it issuggested that

all screens bereviewed before

saving any data.

Referenc The company codeassociated with the

O Select if youwant to copy the


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e

Company code

referenced customer default values

Referenc

e Salesorg

The sales org associated

with the referencedcustomer

O Select if you

want to copy thedefaults

Reference

Distributionchannel

The distribution channelassociated with the

referenced customer


defaults

ReferenceDivision

The division associatedwith the referenced

customer


defaults

Note: In column R/O/C of above table, R = Required, O =

Optional, C = Conditional

Press to continue.

On screen Create Customer: General Data, enter information in thefields as specified in the below table but keep in mind that the fields that

are displayed and required will vary depending on the account groupchosen and the configuration of the system:


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Address Information Grouping

FieldName

Description R/O/C

User Action and Values Comments

Name Customer name R Enter a proper name

Searchterm

Short name which isused to set up a

match code for

search criteria

R Enter a search term

Street Street address R Enter proper address

information

Postal

code orPO box

Zip code R Enter complete addressinformation


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code

Country Two digit country

identifier

R Enter appropriate

country code

Region

(state)

Two letter state

abbreviation

R Enter the region or

state (US)

Language

R Use the drop downmenu to select a

valid language code

Use the tab control to toggle between the General Data information

groups: Address, Control data, Payment transactions, Marketing,Uploading points, Export data, Contact persons. Alternatively, the

menu paths Goto Next tab (F8) andGoto Previous tab (F7) can

be used.

The Company Code Data button can be clicked to view the

company code information groups: Account management, Paymenttransactions, Correspondence, Insurance. Alternatively, the menu

path Goto Company code data (Ctrl + F2) can be used. With theexception of the Reconciliation account, all the fields on the other

tabs are optional.


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FieldName

Description R/O/C


Reconcili

ationaccount

When you post items

to a subsidiaryledger, the system

automatically posts

the same data to thegeneral ledger. Eachsubsidiary ledger has

one or morereconciliation

accounts in thegeneral ledger. These

R Enter the appropriate

account

Use the

drop downmenu.


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reconciliation

accounts ensure thatthe balance of G/L

accounts is alwayszero. This means that

you can draw upbalance sheets at any

time without havingto transfer totals

from the subledgersto the general ledger.

Use the tab control to toggle between the Company Code Datainformation groups: Account management, Payment transactions,

Correspondence, and Insurance. Alternatively, the menu paths

Goto Next tab (F8) andGoto Previous tab (F7) can be used.

The Sales Area Data button can be clicked toview the sales area

related information groups (if you have entered the Sales org, Distr

channel and Division): Sales, Shipping, Billing document, Partnerfunctions. Alternatively, the menu path Goto Sales Area data(Ctrl + F2) can be used.

Use the tab control to toggle between the Sales Area Datainformation groups: Sales, Shipping, Billing document, Partner

functions. Alternatively, the menu paths Goto Next tab (F8) and

Goto Previous tab (F7) can be used.

To save the customer master record, select Customer Save or

select the Save icon.

The system will display a message indicating the account number that

was created (if this was system generated) and the company code itwas created in.


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3.Change Customer Master

Overview

Trigger:

A change needs to be made to the customer master record, specificallybilling or accounting information.

Business Process Description OverviewThis document describes the procedure to change a customer master

records billing and accounting information.

Input - Required Fields Field Value / Comments

Customer Customer number

Company Code Company Code

Sales Organization Sales Organization

Distribution Channel Distribution Channel

Division Division


Screens to changeCustomer Master Records

accounting information.


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Tips and Tricks

There are other fields that can be changed. To view or change theadditional fields click on the buttons containing that data.


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Procedural Step

Access transaction by:

Via Menus Logistics Sales/distribution Master data

Business Partners Customer Change

Complete


On screen Change Customer: Initial Screen, enter the following

information in the table below:

FieldName

Description R/O/C


Customer Customer number R

Company R Needed at


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Code input if

companycode data

exists forcustomer

Sales

organization

O

Distributi

onchannel

O

Division O

PressEnter

Note: On above table, in column R/O/C; R= Required, O =Optional, C =Conditional)

System will display customer master tabs for maintenance, under 3

separate buttons for general data, sales area data, and company codedata. Select the tabs under those buttons containing fields to be

changed. Enter changes as required under company code data.


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Tabs

Account

management

A transactions tab

under companycode data

Paymenttransactions

Correspond

ence

InsurancePaymentTransaction

s

A paymenttransactions tab

under general databutton

Specifically forbank details,

payment cardinfo, alternatepayer.

Billing A billing document Specifically for


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document tab under sales area

data button

billing document

info, delivery andpayment terms

defaults, accountassignment

group, andtaxes.

After making changes to the desired fields, click the Save icon or

Ctrl+S.System returns to the initial screen and message

Changes have been made is displayed in the status line at

bottom of screen

Exit Change Customer record. (Click on yellow up-facingarrow icon, or Shift-F3)


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4.Display Customer Master

Overview

Trigger:

Displaying a customer master record centrally.


Customer master data is the data you require to conduct businessrelationships with your customers. It includes address data and terms of

payment, for example. It also controls how business transactions are postedto a customer account and how the posted data is processed. Master data is

stored in master records.

Input Required Fields Field Value/CommentsCustomer Account Number

Output - Results CommentsDisplaying the CustomerMaster Record Centrally

.


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Tips and Tricks

There are other fields that can be displayed. The view the additionalfields click on the additional fields icon.

Procedural Steps

o Access transaction by:

Via Menus Logistics Sales and Distribution Master

Data Business Partners Customer

Display Complete


On screen Customer Display: Initial Screen , enter information in

the fields as specified in the table below:


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FieldName

Description R/O/C


Customer

Unique key used toidentify the

customers accountnumber.

R Select match code tosearch for specified

customer number withother key values.

Compan

y Code

Independent unit that

is responsible forsales processing of a

product or product

line

O

Sales

Organization


is responsible forsales processing of a

product or productline

O

Distribut Means of getting a O


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ion

Channel

product to the

customer

Division Group of products orservices

O

All SalesAreas

Select this button toview allowable

combinations of salesorganizations,

distribution channels,

and divisions.

O

Custome

rs SalesAreas

Select this button to

view allowablecombinations of sales

organizations,distribution channels,

and divisions basedon a given customernumber.

O Choose this button when

you have the customernumber, but are not sure

about the salesorganization, distribution

channel, or the division.

Press ENTER key User mayalso click

on thegreen

checkmark.

(Note: On above table, in column R/O/C ; R = Required, O = Optional,

C = Conditional)

On screen Display Customer: General Header, view theinformation below by clicking the desired tabs:


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Select the Sales Area Data Icon (Ctrl + F3) to view data specific

associated to the customer and the specified sales area. Onscreen Display Customer: Sales Area Data, select the view the

information below by clicking the desired tabs:


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System will display selected customer master tabs for

maintenance. Enter changes as required.

o After making changes to the desired fields, click the Saveicon or Ctrl+S.

o System returns to the initial screen and messageChangeshave been made is displayed in the status line at bottom of

screen.

Exit Maintain Hierarchy Node processing. (Click on yellow up-facing arrow icon, or Shift-F3)

(Add additional steps/screen prints if required. See SampleTemplate.)


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5.Create Excise Master Data

Overview

Trigger:

In this activity you are going to create excise details of a customer


Creation of excise details for a customer

Output - Results CommentsExcise details of thecustomer are updated

Procedural Steps


Choose radio button Customer excise Details and click Maintain

(F5)

Via Menus Indirect Taxes Master Data Excise RateMaintenance

Via Transaction Code J1ID


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Field Name R/O/

C

User Action and

Values

Comment

s

Customer R

ECC No. R

Excise Registration No. R

Excise Range R

Excise Division R

Excise Commissionerate R

CST number R

LST number RPermanent account number R

Exc.Tax Ind. Custom. R

Service Tax Registration

Number

R

PAN Reference Number R

Save your entries after feeding the relevant data.


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6.Maintain Condition Records

Overview

Trigger:

Specific Condition records for conditions like Pricing, Taxes, Excise etc

need to be maintained at the backend for be automatic determination indocuments


The Condition records can be maintained for pricing, taxes, excise etc.

Input Required Fields Field Value/Comments

Condition Type

AccessOther Condition SpecificParameters eg:

Customer/material withrelease status

Sales OrganizationDistribution Channel

CustomerMaterial

AmountValid From

Valid To


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Output Results CommentsCondition record for

automatic determination issaved.

Tips and Tricks: N/A

Procedural Steps

1.1. Access transaction by:

Via Menus Logistics -> Sales and distribution -> Master

data-> Conditions -> Conditions usingcondition type

docs

Via Transaction Code VK11


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1.2. On screen Create Condition Records", enter information in the

fields as specified in the screen below:

Field Name R/O/C User Action and

Values

Comments

SalesOrganization

R

DistributionChannel

R

Customer R

Material R

Amount R


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Valid From R

Valid To R

(Note: On above table, in column R/O/C ; R = Required, O = Optional,C = Conditional)

Save the record after feeding data


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7.Create Sales OrderOVERVIEW

Trigger:

Customer places a standard sales order.

Business Process Description Overview

This document describes the procedure for creating a the following salesorders for a customer:

1. To create a Standard Sales Order2. To create a Standard Sales Order with Reference to a Contract3. To create a Sales Order with Reference to a Quotation

The sales order is a contractual agreement between a sales organization and

a sold-to party about delivering products or providing a service for definedprices, quantities and times.

Input Required Fields Field Value / Comments

Order Type A classification that distinguishes betweendifferent types of sales document.

Sales Organization Independent unit that is responsible for sales

processing of a product or product line.

Distribution Channel The way in which products or services reach the

customer. Typical examples of distribution channare wholesale, retail, or direct sales.

Division A way of grouping materials, products, orservices.

Sold to Party The customer who orders the goods or services.

Ship-to Party The party who receives delivery of the goods.

Req.deliv.date The proposed date by which the customer

should receive delivery of the goods.

Material Enter the material requested.

Order Quantity Enter the quantity requested.


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Output - Results CommentsCreation of a sales order Refer to Business Process Procedure Display a

Sales Order or Display SD Document Flow forverification

Decrease in availableinventory at storage

location

Only if system is configured for commitment ofinventory at order entry.

Procedural Steps


Via Menus Logistics Sales and Distribution Sales

Order Create

Via Transaction Code VA01

On screen Create Sales Order: Initial Screen, enter information in

the fields as specified in the table below:


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Field

Name

Description R/O

/C


OrderType

A classification thatdistinguishes

between differenttypes of sales

document.

R Enter the desired ordertype

ZORP Job Order

ProductsZCR

CreditMemo

RequestZORS-Job

OrderServices

ZORM-JobOrder Scrap

Sales

Organiz

ation


is responsible for

sales processing of aproduct or productline.

R Enter Sales Organization

for the customer.

Distribut

ionChannel

Means of getting a

product to thecustomer.

R Enter Distribution

Channel for thecustomer.

Division Group of products or

services.

R Enter Division for the

customer.

Sales

Office

Physical location

responsible for salescertain products or

services within agiven geographical

area.

R

SalesGroup

Group of sales peoplethat areresponsible for aspecial area of

R


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processing of a groupof products or

services within aspecific sales office.

(Note: On above table, in column R/O/C; R= Required, O= Optional,

and C= Conditional)Perform one of the following a types of Sales Orders:

To create a Standard Sales Order, press the Enter key or click thegreen check mark icon and go to step 1.4.

To create a Standard Sales Order with Reference to a Contract, goto step 2.0.

To create a Sales Order with Reference to a Quote, go to step 3.0.

To create a Credit Memo Request, go to step 4.0.

On screen Create Standard Order: Overview, enter theinformation specified in the fields in the table below:


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FieldName

Description R/O/C


Sold-toparty

The customer whoorders the goods or

services. The sold-toparty is contractually

responsible for salesorders.

R Enter the Sold-to partyscustomer number or use

matchcodes to find thenumber.

Ship-to

party

The party who

receives delivery ofthe goods.

R


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Purch.order no.

Number that thecustomer uses to

uniquely identify apurchasing

document.

O

Req.Deliv.da

te

The proposed date bywhich the customer

should receivedelivery of the goods.

R Enter the RequestedDelivery Date.

Usuallydefaults to

todaysdate

Material Alphanumeric key

uniquely identifyingthe material being

ordered

R Enter material number

being ordered.

OrderQuantity

Amount of materialthe customer isordering.

R Enter quantity beingordered.

Press ENTER key Alternately

,click on

the greencheckmark icon

Dialog BoxIf you identified several unloading points or several ship-to parties in the

Customer Master record, the system will display the alternatives in adialog box. The system can propose alternatives for Unloading Point,

Ship-to Party, Payer or Bill-to Party. Select data from these proposals bypositioning the cursor on the line and clicking on Choose.

Availability Check

Once you have selected the data, the material data description that you

entered is displayed. If the system carries out an availability check andfinds that there is insufficient stock for an ordered item to be delivered

on the requested date, it displays a screen on which you can choose


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between several delivery proposals including one-time delivery anddelivery proposal. A one-time delivery will only ship the quantity

proposed and no subsequent deliveries will be created. The delivery

proposal will propose a delivery schedule based on receipt of goods andavailability.

Optional Screens

If you want to enter further data for the header or the items,select the corresponding menu entry. If you want to change data

for the items, mark the items before you select a menu entry.

Enter all necessary data.

Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).(Create a standard sales order with reference to a contract)

On screen Create Sales Order: Initial Screen, press Create with

Reference ICON or (F8).

On Dialog box Create With Reference, select the Contract tab andenter contract number. Click on the Copy Icon (F5) to copyinformation from contract.On screen Create Standard Order: Overview, enter or change the

following information:


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Field

Name

Description R/O

/C

User Action and Values Commen

ts

Purch.or

der no.

Number that the

customer uses to

uniquely identify apurchasingdocument.

R Enter/verify customer

P.O. number.

Docume

nt may

not becompletewithout

a P.O.

number

Req.

Deliv.

Date customer

requires delivery

R Enter/verify requested

delivery date.

Usually

defaults


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Date totodays

date

OrderQuantity

Amount of materialthe customer is

ordering

R Enter/verify quantityordered.

Defaultsto target

amountin

SU Sales unit of Measure R Enter/verify the unit ofmeasure for the material.

Defaultsof U of M

incontract

Press ENTER key Alternately, clickon thegreen

check

markData from the contract will be defaulted into the appropriate fields.Customer number and material may not be changed as the contract

was prepared for a specific customer and material and may havespecial pricing which is valid for that customer and material

combination only. Only specific data may be over-ridden. A contractis binding and states specific products at specific prices that cannot

be changed. Common examples of data that may be changed are

delivery dates and quantities. If specified in the contract, partialquantities may be delivered as long as the contract total is not

exceeded.Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).


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On screen Create Sales Order: Initial Screen, press Create withReference ICON or (F8).

On Dialog box Create with reference, select the Quotation tab and

enter the quotation number. Click on the Copy Icon (F5) to copyinformation from quotation.

On screen Create Standard Order: Overview, the Sold-to party,material, quantity, unit of measure and value will be displayed.

Enter or change the following information:


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FieldName

Description R/O/C


Purch.or

der no.

Number that the

customer uses touniquely identify a

purchasingdocument.

O Enter the Customers PO

number

Req.

Deliv.date

The proposed date by

which the customershould receive

delivery of the goods.

R Enter the date the

customer requests fordelivery.

Usually

defaultsto a

givendate

OrderQuantity

The total orderquantity for this item.

R The order quantity maybe adjusted

Defaultsto the

quantity

in thequotatio

n.

SU Sales unit of measure R The Unit of measure maybe changed

Defaultsto Unitof

measure

in thequotatio

n.

Press ENTER key Alternat

ely, clickon the

greencheck

mark


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Data from the quotation will be defaulted into the appropriatefields on the order.

The Customer number and material numbers may not be changed,

since the quotation was prepared for a specific customer andmaterial and may have special pricing which is valid for that

customer and material combination only.All other data may be over-ridden as deemed necessary. Common

examples of these types of changes are delivery dates andquantities.

Additional products may be added to the order as required to fulfillcustomer requirements.

Review data on this screen and any of the optional screens as

appropriate. Make changes or additions according to normal salesorder processing.

Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).(Add additional steps/screen prints if required. See Sample

Template.)

(Create a Credit Memo Request)

On screen Create Sales Order: Initial Screen, press Create with

Reference ICON or (F8).On Dialog box Create with reference, select the Bill Doc tab and

enter the billing document number.Click on the Copy Icon (F5) to copy information from billing

document. System will default data from billing document intocredit request fields.

On Create Credit Memo Request: Overview screen, enter thebelow information:


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Field

Name

Description R/O

/C

User Action and

Values

Comments

Sold-toparty


services. The sold-toparty is contractually

responsible for salesorders.

R See section 1.3.1


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Ship-toparty

The party whoreceives delivery of

the goods.

R See section 1.3.1

Purch.order no.

Number that thecustomer uses to

uniquely identify apurchasing

document.

R

Billingblock

Indicates if the entiresales document is

blocked for billing.

O Billing block 08Check credit

memo willdefault for credit

memo requests

Orderreason

Indicates the reasonfor creating the salesdocument.

R

Material Alphanumeric key

uniquely identifyingthe material being

ordered

R See section 1.3.1

Targetquantity

A target quantityrepresents the total

quantity of an itemfor which you want toissue a credit memorequest.

R See section 1.3.1

Press ENTER key Alternately, click

on the greencheck mark icon

If the credit request is being created with reference to an order,

these fields will contain data defaulted from the order. This data

can be changed if necessary.Save the Credit memo Request. (Click on the diskette icon, or F11)


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System validates document.If document is complete, system returns to Create Credit Memo

Request: Overview and displays message Credit Memo Request

(Document number) has been saved, in status line at bottom ofscreen

If document is incomplete, system displays dialog box asking ifuser wants to save incomplete document or wants to process

missing data. Choose desired option. (Enter data as required tocomplete document and save or save as incomplete. See Create

Standard Order document for details on incomplete orderprocessing.)

Exit Credit Memo processing. (Click on the yellow up-facing arrow

icon, or Shift-F3)


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8.Change Sales OrderOVERVIEW

Trigger:

Customer requires changes to an existing sales order.


This document describes the following:(1) how to change an existing Standard Sales Order.

(2) how to change or cancel an existing Return Order for a customer.

(3) how to release a Billing Blocked Order.

(4) how to release a Delivery Blocked Order.(5) how to delete a Sales Order.

(6) how to change a Credit Memo Request.If a purchase order already exists for the business transaction and you make

changes in the sales order, you must also make these changes manually inthe purchase order as it is not updated automatically. Alternately, you can

change the quantities and dates in the purchase order and the system willthen copy them automatically into the sales order.

When you change a sales order you can either change the data for individualitems in the order or you can make changes simultaneously to more than

one item by using the fast change function. With the fast change function,you can carry out certain changes for several or all items at the same time.

Using this function, you can change the following data:

Reason for rejection Delivery block Billing block Delivery date

Delivery priority Plant


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Order Number Enter order number or use match codes to findorder number.


Updated sales order Refer to Business Procedure document Display

Sales Order to verify changes

Tips and Tricks

If you do not have the sales order number, you can use the searchfunction. This function allows you to search by Purchase order no., Sold-

to party, Delivery document, Billing document, or WBS element.


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Procedural Steps



Order Change


On screen Change Sales Order: Initial Screen, enter the specifiedinformation in the fields in the table below:


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Field

Name

Description R/O/

C


Order

Number

The number that was

assigned to thereturn order when

created.

R Enter the return order

number or usematchcodes to find the

number.

Purchase Order

No.

Customers purchaseorder number. This

number establishes alink between thecustomers purchaseorder and the sales

document.

O Thisnumber

can beused toselect thereturn

document.

Sold-to The number that O This


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Party identifies thecustomer.

numbercan be

used toselect the

returndocument.

Delivery The number that

identifies thedelivery.

O This

numbercan be

used toselect the

returndocument.

Press ENTER key User may

also clickon the

green

checkmark

Perform one or more of these changes to a sales order:

Changing a Standard Sales Order, proceed to step 1.3.Changing or canceling an existing Return order, proceed to step2.0.Releasing a Billing Blocked Order, proceed to step 4.0.

Releasing a Delivery Blocked Order, proceed to step 5.0.Deleting a Sales Order, proceed to step 6.0.

Changing a Credit Memo Request, proceed to step 9.0.

On screen Change Standard Order #####: Overview, enterchanges to the information fields below:


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FieldName

Description R/O/C


Ship-to-

Party

The party that

receives the deliveryof goods

O

Purchase Order

Number

Customers PurchaseOrder Number

O

PricingDate

This date is used fordate related prices

and foreignexchange rates.

O Defaultsto the

currentdate.

The datecan bechangedmanuall

y. The

pricingwill

recalculated

automatically.

Material

(s)

Material Number of

the product beingordered

O

OrderQuantity

Amount of materialthe customer is

ordering

O

Make changes as needed to the data on the screen. Fields open for

change are white. Fields not open for change are gray.

To access additional header information for the order, click on theDisplay doc. header details button or Goto Header. Select the

tab that contains the information that needs to be changed.


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To access additional item information for the order, select theitem wanted by marking the box to the left of the item line, thenclick on the Display item details button the bottom of the screen

or Goto Item. Select the tab that contains the information thatneeds to be changed.

If your change is to delete an ordered item from the order,select the item to be deleted and select the delete line icon.

Save the sales order. (Click on the diskette icon, or F11)Exit Sales Order processing. (Click on the yellow up-facing arrow

icon, or Shift-F3)(Change or Cancel a Return Order)

On screen Change Return Order: Overview - Single Line Entry,enter the below information:


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Field

Name

Description R/O

/C

User Action and Values Comme

nts

Ship-to-Party

The party thatreceives the delivery

of goods

O

Purchas

e OrderNumber

Customers Purchase

Order Number

O

PricingDate

This date is used fordate related prices

and foreignexchange rates.

O Defaultsto the

currentdate.

The date


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can bechanged

manually. The

pricingwill

recalcul

atedautomat

ically.

Material

(s)

Material Number of

the product beingordered

O

Order

Quantity

Amount of material

the customer isordering

O

o Make changes as needed to the data on the screen. Fields open forchange are white. Fields not open for change are gray.

o To access additional header information for the order, click on theDisplay doc. header details button or Goto Header. Select the

tab that contains the information that needs to be changed.

o To access additional item information for the order, select the item

wanted by marking the box to the left of the item line, then click onthe Display item details button the bottom of the screen or Goto

Item. Select the tab that contains the information that needs to bechanged.

o If your change is to delete an ordered item from the order,

select the item to be deleted and select the delete line icon.

o Save the changes. (Click on disk icon, or F-11)

o Exit Return Order processing. (Click on yellow up-facing

arrow icon, or Shift-F3)


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o Cancel the Return Order - To cancel the Return Order, eachitem must be rejected. This can be accomplished by using

fast change as follows:

o Mark all of the items on the overview screen of the salesdocument. To select all of the items use the menu path Edit

Select Select all.

o To enter the rejection reason for all of the items use the

menu path Edit Fast change of... Reason for rejection.o Enter the reason for rejecting the order.

o Select Copy.

o Save the changes. (Click on diskette icon, or F11)

o Exit Return Order processing. (Click on yellow up-facing

arrow icon, or Shift-F3)

(Release Billing Blocked Orders)

On screen Change Standard Order: Overview, enter information

in the following steps below:

In the header section, delete the data in the field Billing block torelease the entire order for billing. To release a specific line item

only, go to step 4.2.Select the item to be released by clicking on the button next to the

item. Click the Display item details button. Goto the Billing taband delete the data in the field Billing block.

Save the sales order. (Click on the diskette icon, or F11)

Exit Sales Order processing. (Click on the yellow up-facing arrow

icon, or Shift + F3)

(Release a Delivery Blocked Orders)

On screen Change Standard Order: Overview, enter or change thefollowing information:


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In the header section, delete the data in the field Delivery block torelease the order for delivery. This releases the entire order for delivery.To release a specific line item only, go to 5.2.Select the line item. Then click on the Display item details button and goto the Schedule Line tab. Remove the delivery block from the Deliveryblock column. This releases that specific item for delivery.Delivery block and removal at the header level is only effective if thisblock is assigned to the corresponding delivery type in the customizing

table TVLSP. In contrast, the block at the schedule line level does notrequire the block to be assigned to the corresponding delivery type inCustomizing.Save the sales order. (Click on the yellow diskette icon, or F11)Exit Sales Order processing. (Click on the yellow up-facing arrow icon, orShift-F3)

(Delete Sales Orders)

On screen Change Sales Order: Overview, enter the followinginformation:

From the menu line at top of screen select:

Sales document Delete

The system will respond with the message Do you really want todelete Order (order number)? Confirm your intention to deletethe sales order by clicking the Yes button.Exit Sales Order Deletion processing. (Click on the yellow up-facingarrow icon, or Shift-F3)

(Change Credit Memo Request)On screen Change Credit Memo Request: Overview - ., enter thebelow information:

FieldName

Description R/O/C


Ship-to- The party that O


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Party receives the deliveryof goods

PurchaseOrderNumber

Customers PurchaseOrder Number

O

PricingDate

This date is used fordate related pricesand foreign exchangerates.

O Defaultsto the

currentdate.The date

can bechanged

manuall

y. Thepricing

willrecalcul

ated

automatically.

Material(s)

Material Number ofthe product beingordered

O

OrderQuantity

Amount of materialthe customer isordering

O

Make changes as needed to the data on the screen. Fields open forchange are white. Fields not open for change are gray.

To access additional header information for the order, click on the

Display doc. header details button or Goto Header. Select thetab that contains the information that needs to be changed.

To access additional item information for the order, select the itemwanted by marking the box to the left of the item line, then click on the


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Display item details button the bottom of the screen or Goto Item.Select the tab that contains the information that needs to be changed.

If your change is to delete an ordered item from the order, selectthe item to be deleted and select the delete line icon.Save the changed credit memo request. (Click on the yellow disketteicon, or F11)System returns to the initial change screen and the message

Credit Memo Request (request number) has been saved isdisplayed in the status line at bottom of screen.Exit Credit Memo Request processing. (Click on the yellow up-facingarrow icon, or Shift-F3)


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9.Display Sales Order

OVERVIEW

Trigger:

The need to review order documents.


This document describes the procedure required for displaying any type oforder for a customer and for reviewing various aspects of the order.


Order Number Enter order number or use matchcodes to

find order number.

Output - Results CommentsScreen display of an order This process will only display a sales order. No

changes can be made in Display mode. SeeBusiness Process Procedure Change Order if

changes need to be made.


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Procedural StepsAccess transaction by:


Order Display


On screen Display Sales Order: Initial Screen, enter the

information below:


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FieldName

Description R/O/C


Order

Number

The number that

uniquely identifiesthe sales document.

This number wasassigned at order

creation.

R Enter the Order number.

Purchase Order

No.

The number used bythe customer for

unique identificationof the purchasing

document. Thisnumber establishes a

link between thecustomers purchase

O Thisnumber

can beused to

selectthe

document.


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order and the salesdocument.

Sold-toParty


services.

O Thisnumber

can beused toselect

the

document.

Delivery The number thatuniquely identifiesthe

delivery.

O Thisnumbercan be

used toselectthedocumen

t.

Billing

Docume

nt

The number that

uniquely identifies

thebilling document.

O This

number

can beused toselectthe

document.

WBS

Element

Key identifying a

WBS (WorkBreakdown Structure)

element.

O

(Note: On above table, in column R/O/C; R= Required, O= Optional,and C= Conditional)

Note: If you are printing a sales order, do not press the enter key after

entering the sale order number. Use the following menu path Salesdocument -> Issue output to, and go to step 1.3.


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You can print the order confirmation from this screen. Use the

menu path Sales Document > Issue Output to.

In the dialog box Output Output select the output type and clickon the Print options pushbutton.

Confirm the information in the Issue Output dialog box andselect Execute. You return to the Output Output dialog box.

Click on the Printer icon. System returns to the Initial Screen andthe message Output was successfully issued is displayed in statusline.

On screen Display ###### Order ######: Overview, view the

order information displayed.


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From this screen you can choose any of the following tabs to

review specific information: Sales, Item Overview, Itemdetails, Ordering Party, Procurement, Shipping, and Reasonfor rejection.

To view additional header information displayed for the

order, click onthe icon buttons at the top of the screen: Document Flow,Status Overview, Sales Summary, Sold-to Party, Header

Output View or List of Sales Orders or use theircorresponding F-Keys. You can also follow the menu pathGoto -> Header to obtain additional header information.

To view Document Flow, click on the Document Flow icon

button or use the menu path Environment > DisplayDocument Flow. There are informational buttons displayed

at the top of the document flow screen which do thefollowing:

Details (F2): Click on the doc line to be displayed, then click

the details button (magnifying glass). The system displaysthe ordered materials and quantities, unit of measure, value

of the order and its status. Select an item and select Statusoverview to see the Sales Order Status Overview screen,

showing the status for the item you selected.

Status Overview (Shift + F6)): Click on the doc line to be

displayed, then click the button. The screen Sales Order Status Overview shows Ord. no., Processing status and

completeness data.

Display Document (F8): Click on the doc line to be displayed,then click the button. System displays the doc in full.

Service Documents (Shift + F7): Can be used with sales or

service documents.


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sap sd user training manual

Documents

display inquiry

display quotation

display contract

display sales order

display customer master

sd user manualrelease

display list of inquiries

display list of quotations