scm650 - cross-functional customizing sd.pdf

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SCM650Cross-Functional Customizing in

Sales and Distribution

mySAP ERP Sales and Services

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 2006 / Q2

Course Duration: 3 Days

Material Number: 50078123

An SAP course - use it to learn, reference it for work

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Copyright

Copyright 2006 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without

the express permission of SAP AG. Additionally this publication and its contents are provided solely

for your use, this publication and its contents may not be rented, transferred or sold without the express

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About This Handbook

This handbook is intended to complement the instructor-led presentation of this

course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions

American English is the standard used in this handbook. The following typographic

conventions are also used.

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.

Also used for cross-references to other documentation

both internal (in this documentation) and external (in

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documentation.

Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriate

entries.

2006/Q2 2006 SAP AG. All rights reserved. iii

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About This Handbook SCM650

Icons in Body Text

The following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicates that the item is displayed in the instructors

presentation.

iv 2006 SAP AG. All rights reserved. 2006/Q2

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Contents

Course Overview ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Course Goals.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Course Objectives .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Understanding Organizational Structures ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Understanding Organizational Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Unit 2: Copying Control .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Copying Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Unit 3: Text Control .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Text Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Unit 4: Output .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Output Determination .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Output Processing .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Unit 5: System Modifications ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121

Basics of System Modification ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Adapting Lists ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149

Adapting the User Interface .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161

2006/Q2 2006 SAP AG. All rights reserved. v

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Contents

SCM650

vi

2006SAPAG.Allrightsreserved.

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Course Overview

This training course deals with complex Customizing settings that apply across all

the functions in the Sales and Distribution area and that frequently cross over into

the area of system modification.

Target Audience

This course is intended for the following audiences:

Members of the project team who work with all aspects of Customizing for

Sales and Distribution.

Course Prerequisites

Required Knowledge

SCM600

and at least one of the following training courses: SCM605, SCM610 or SCM615

Course Goals

This course will prepare you to:

Make settings that require knowledge of cross-application Customizing

functions, to map Sales and Distribution (SD) requirements in the SAP system.

Course Objectives

After completing this course, you will be able to:

understand complex relationships when mapping organizational structures

adapt copying control

configure text control

implement output control

explain the options for system modification in any release

modify the interface for transactions and master data in Sales and Distribution

2006/Q2 2006 SAP AG. All rights reserved. vii

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Course Overview SCM650

SAP Software Component Information

The information in this course pertains to the following SAP Software Components

and releases:

viii 2006 SAP AG. All rights reserved. 2006/Q2

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Unit 1Understanding Organizational

Structures

Unit Overview

This unit provides a compact, deeper understanding of the organizational structure

in Sales and Distribution, to enable the participants to make the correct decisions

when creating the organizational model.

Unit Objectives

After completing this unit, you will be able to:

describe the main organizational elements in SD and their relationships to one

another

create organizational elements and use them to build organizational structures

define shared master data to reduce the effort required for creating and

maintaining master data

make Customizing settings that affect the use of organizational elements

Unit Contents

Lesson: Understanding Organizational Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Defining Organizational Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Exercise 2: Understanding Organizational Structures... . . . . . . . . . . . . . . . . . . . 17

2006/Q2 2006 SAP AG. All rights reserved. 1

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Unit 1: Understanding Organizational Structures SCM650

Lesson: Understanding Organizational Structures

Lesson Overview

An overview of the significance of organizational structures in Sales and Distribution

is provided as a reminder, to avoid unnecessary errors in this first, important step

in the implementation project.

Lesson Objectives

After completing this lesson, you will be able to:


another





Business Example

An essential step in implementing an SAP system is representing the structure of your

company in the system.

Before creating the SD organizational structures, you have to decide how much master

data will need to be maintained.

As this will have a far-reaching effect on the productive system, you must consider the

different ways of defining shared data.

2 2006 SAP AG. All rights reserved. 2006/Q2

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SCM650 Lesson: Understanding Organizational Structures

Sales Organization

Figure 1: Sales Organization

A sales organization is the organizational element in Logistics that represents the

company structure according to its sales and distribution requirements.

A sales organization is the business unit that is legally responsible for product liability

and rights of recourse, and has an address.

You can define your own master data within a sales organization. A sales organization

can therefore have its own customer and material master data as well as its own

conditions and pricing.

A sales organization is the highest summing level (after the client) for sales and

distribution statistics, with its own statistics currency.

You must create at least one sales organization in your SAP system.

A sales organization is assigned to only one company code.

You can use the sales organization as a selection criterion for listing all sales

documents as well as for creating delivery and billing worklists.

You can define how the output is printed for sales and billing documents differently

for each sales organization.


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Figure 2: Distribution Channels

A distribution channel reflects the means by which your products or services reach

your customers.

You can assign a distribution channel to one or more sales organizations.

You can assign one or more plants to a distribution channel.

Within the distribution channel, you can define your own customer or material master

data as well as conditions and pricing.

You can create master data for a model distribution channel that can then be used in

other distribution channels. To do this, you also have to assign the model distribution

channel to the other channels.

You can define your own sales document types for a distribution channel.

You can determine sales offices for a distribution channel.

All the items in a sales document belong to one distribution channel. The entire sales

document is therefore created for a distribution channel.

The items in a delivery can belong to different distribution channels.

All the items in a billing document belong to one distribution channel.

You can use the distribution channel as a selection criterion for creating lists.


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Figure 3: Division

You assign a division to one or more sales organizations.

You assign a division to one or more distribution channels.

A material always belongs to one specific division. You enter the division in Sales

and Distribution screen 1 in the material master record.

Within the division, you can define your own master data for the customer as well as

conditions and pricing.

You can also create shared customer master data as well as conditions using a model

division which are then valid for several divisions.

You can define sales offices for a division.

You can determine that all the items in a sales document belong to the same division

for each sales document type.

The items in a delivery or billing document can belong to different divisions.

You can use the division as a selection criterion for listing sales documents and

creating a delivery worklist.

You can define different ways of printing the output based on the sales documents

for each division.


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Figure 4: Division and Business Area Account Assignment

Figure 5: Sales Area

The sales area is a combination of a particular sales organization, distribution channel

and division.


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Within customer master data there are views with data that is specific to the sales area.

The sales documents are assigned to a sales area.

Hint: A simple organizational structure often has more advantages than

a complex structure.

For example, the user can gain a clearer overview of master data maintenance

or order entry.

Figure 6: Optional Organizational Elements in SD

Sales office:

An organizational unit that is responsible for sales and distribution within a

geographical area.

A sales office establishes contacts between the company and the regional market.

You can assign a sales office to one or more sales areas

A sales office can be subdivided into several sales groups.

Sales group:

An organizational unit that carries out sales and is responsible for the sales

process internally.

You can assign a sales group to one or more sales offices.


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Salespersons:

A sales group consists of a certain number of salespersons. A salesperson is

assigned to a sales office and group in the sales employee master record.

You can carry out sales analyses for different levels of the organizational structure

using the Sales Information System.

Figure 7: Shared Master Data Concept

Shared master data minimizes the effort required to create and maintain master data.

You can specify which sales areas can use the shared master data in Customizing.

At sales organization/distribution channel level, you can define which distribution

channel should be used for accessing the condition records and which should be used

for accessing customer and material master data.

At sales organization/division level, you can define which division should be used

for accessing condition records and which should be used for accessing the customer

master data.


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Figure 8: Shared Master Data - Example

In the above example, settings have been made in Customizing so that the sales area

data (1000, 10, 01) for the customer master and the sales area data (1000, 10) for the

material master can also be used as shared master data for the following sales areas:

1000 10 01

1000 10 02

1000 12 01

1000 12 02

In this example, the condition records are not shared, enabling you to create different

pricing structures for each organizational unit.


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Figure 9: Shared Master Data - Limits

It is not possible to define shared master data for all sales organizations. Improper

use of the sales organization when mapping the organization here, for example, as

a level for mapping the distribution channel, would have serious consequences, as

you would not be able to use the shared master data functions at this level. Under

certain circumstances this would then lead to an increase in the number of SD views

that need maintaining in the master data.

Figure 10: Shared Master Data and SIS


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Even if you are using the shared master data function, the specific organizational data

transferred to the Sales Information System (SIS) comes from the sales, delivery

and billing documents.

This allows detailed reporting for all organizational structures while minimizing the

amount of master data that needs to be created and maintained.

Figure 11: Cross-Divisional Sales Documents

If you want the division at item level to be proposed from the material master record

for the item, the Item Division field must be selected in Customizing for the sales

document type.

If you select this field, the system proposes the division from the material master

record for the item. If you leave the field blank, the division in the sales document

header applies to all the items.

You may have to take account of the effect of this setting in the SIS update rules by

defining the source field you require for the division.


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Exercise 1: Defining OrganizationalStructures

Exercise Objectives

After completing this exercise, you will be able to:

extend and organizational structure in Sales and Distribution

Business Example

To improve the evaluation of sales and distribution statistics, the management of

your company has decide to add a distribution channel to sales organization 1000 to

make the subdivisions more exact.

It is your job to set up this distribution channel in the SAP system.

Task:

1. Define the new distribution channel for your activity group according to the

following table, using the description VTWEG Group ##:

Group number Distribution

channel


channel

01 D1 11 E1

02 D2 12 E2

03 D3 13 E3

04 D4 14 E4

05 D5 15 E5

06 D6 16 E6

07 D7 17 E7

08 D8 18 E8

09 D9 19 E9

10 D0 20 E0

2. Assign your new distribution channel to sales organization 1000.

Continued on next page


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3. Set up two new sales areas:

Sales organization: 1000

Distribution channel: See table

Divisions: 00 and 02

4. Maintain the business area account assignment for your sales areas by assigning

rule 1 Business area account assignment from plant/division to them.


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Solution 1: Defining OrganizationalStructures

Task:

1. Define the new distribution channel for your activity group according to the

following table, using the description VTWEG Group ##:


channel


channel

01 D1 11 E1

02 D2 12 E2

03 D3 13 E3

04 D4 14 E4

05 D5 15 E5

06 D6 16 E6

07 D7 17 E7

08 D8 18 E8

09 D9 19 E9

10 D0 20 E0

a) Menu path: Tools! Customizing! IMG! Execute Project! Display

SAP Reference IMG! Enterprise Structure! Definition! Sales and

Distribution! Define, copy, delete, check distribution channel

Choose Define distribution channel.

Choose New Entries.



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2. Assign your new distribution channel to sales organization 1000.

a) Menu path: Display SAP Reference IMG! Enterprise Structure!

Assignment! Sales and Distribution! Assign distribution channel to

sales organization

Select sales organization 1000 and choose Assign.

Select your new distribution channel and choose Copy.

Choose Save.

3. Set up two new sales areas:

Sales organization: 1000

Distribution channel: See table

Divisions: 00 and 02

a) Display SAP Reference IMG! Enterprise Structure! Assignment!

Sales and Distribution! Set up sales area

Select sales organization 1000 and choose Assign.

Select your new distribution channel and choose Copy.

Now select your new distribution channel and choose Assign.

Select the divisions 00 and 02 and choose Copy.

Choose Save.

4. Maintain the business area account assignment for your sales areas by assigning

rule 1 Business area account assignment from plant/division to them.

a) Menu path: Display SAP Reference IMG! Enterprise Structure

! Assignment! Sales and Distribution! Business Area Account

Assignment! Define Rules By Sales Area

Locate the entry for sales organization 1000 and your distribution channel

D# or E#.

Enter rule 1 in both the sales areas.

Choose Save.


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Exercise 2: Understanding OrganizationalStructures

Exercise Objectives


define shared master data

Business Example

To reduce the workload required for creating and maintaining data, your new sales

area should use the data from sales area 1000,12,00. It is your job to create the

necessary prerequisites in Customizing.

Task:

1. Define distribution channel 12 as the shared (common) distribution channel for

conditions and customer/material master data for your distribution channel.

2. Now try to create a new standard order for the following purchase order in your

new sales area (1000, D# or E#, 00).

FAX

Customer: T-S50A##

PO number: ##-2-2

Req. delivery date: In one week

Material: T-AS1##

Quantity: 10

How does the system respond?

______________________________________________________

3. You still have to assign the permitted sales document types to your sales area.

You should copy existing agreements for sales organization 1000 and

distribution channel 10.



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In Customizing for sales document types, configure the system so that the

settings for distribution channel 10 are used for assigning the sales document

types to the sales areas for distribution channel D# or E#.

4. Copy the pricing determination procedure for sales area (1000,10,00) to your

sales area (1000, D# or E#, 00).

5. Repeat exercise 2.

Create the new sales order.

Display the condition record for condition PR00 in the condition screen.

For which distribution channel has the condition record been created?

___________________________________________________


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Solution 2: Understanding OrganizationalStructures

Task:

1. Define distribution channel 12 as the shared (common) distribution channel for

conditions and customer/material master data for your distribution channel.

a) Menu path: Display SAP Reference IMG! Sales and Distribution!

Master Data! Define Common Distribution Channels

Locate the entry for sales organization 1000 and your distribution channel

D# or E#.

Enter 12 in the DCh-Conds and DCh-Cust/Mt fields.

Choose Save.

2. Now try to create a new standard order for the following purchase order in your

new sales area (1000, D# or E#, 00).

FAX

Customer: T-S50A##

PO number: ##-2-2


Material: T-AS1##

Quantity: 10

How does the system respond?

______________________________________________________

a) Create a standard order:

Menu path: Logistics! Sales and Distribution! Sales! Order!

Create

Chose order type Standard order and enter the data for your sales area.

b) With the following error message: Order type OR is not defined for sales

area 1000 (D# or E#) 00.



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3. You still have to assign the permitted sales document types to your sales area.

You should copy existing agreements for sales organization 1000 and

distribution channel 10.

In Customizing for sales document types, configure the system so that the

settings for distribution channel 10 are used for assigning the sales document

types to the sales areas for distribution channel D# or E#.


Sales! Sales Documents! Sales Document Header! Assign Sales Area

to Sales Document Types

Choose Combine distribution channels:

Locate the entry for sales organization 1000 and your new distribution

channel D# or E#.

Enter 10 in the RefDistCh field.

Choose Save.

4. Copy the pricing determination procedure for sales area (1000,10,00) to your

sales area (1000, D# or E#, 00).


Basic Functions! Pricing! Pricing Control! Define and Assign

Pricing Procedures

Choose Define Pricing Procedure Determination.

Place your cursor on sales area (1000,10,00)

Select the entry for document procedure A and customer procedure

1 and choose Copy As.

Overwrite the distribution channel with your new distribution channel.

5. Repeat exercise 2.

Create the new sales order.

Display the condition record for condition PR00 in the condition screen.

For which distribution channel has the condition record been created?



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___________________________________________________

a) Menu path:

Select the item and choose Conditions Item.

Select the line PR00 in the condition screen for the item and choose Master

data condition record.

The condition record is created for distribution channel 12.


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Lesson Summary

You should now be able to:


another






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SCM650 Unit Summary

Unit Summary



another






I n t e r n a l U s e S A P P a r t n e r O n l yI n t e r n a l U s e S A P P a r t n e r O n l y

UnitSummary

SCM650

24

2006SAPAG.Allrightsreserved.

2006/Q2

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Unit 2Copying Control

Unit Overview

This unit deals with making copying control settings to meet special requirements. To

do this, you will need to create a customer-specific data transfer routine, for example.

Unit Objectives


modify copying control to meet special requirements

Unit Contents

Lesson: Copying Control.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Exercise 3: Sales Document - Header ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Exercise 4: Sales Document - Item .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45


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Unit 2: Copying Control SCM650

Lesson: Copying Control

Lesson Overview

Lesson Objectives



Business Example

SD business processes are reflected by the flow of documents in the system.

You can use copying control to define the requirements and options when transferring

data from a reference document to its subsequent document.

When creating customer-specific sales document types in particular, you can use the

copying control assigned to that sales document type to determine which functions

should be available.

Figure 12: Document Flow


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SCM650 Lesson: Copying Control

A business process is composed of individual process steps that are recorded as

documents. Data is copied from the preceding to the subsequent document in the

process. This process chain is captured in the document flow.

The document flow is updated at full document level. If the Update Document

Flow indicator is set in copying control, the document flow is updated for individual

items too.

You can branch from the document flow into the document display screen.

You can also display additional data about the status of a document listed in the

document flow.

Example:

Order - delivery status

Delivery - picking status

Billing document - billing document status

Figure 13: Creating with Reference (1)

You can create sales documents with reference to documents that were created

previously.

You can enter a different requested delivery date for all the items in the new document.

In addition you can call up a selection screen for the referenced document.

In this way you can transfer individual items and partial quantities from the reference

document into the new document.


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Figure 14: Creating with Reference (2)

The items and quantities that you select in the selection screen are copied to the new

document.

Before the data is copied, the system can check whether certain requirements have

been met. Examples of these requirements are:

Do the reference document and copied document have the same sold-to party?

Was the item being copied rejected ?

Have the items being copied already been referenced ?

Has the validity period of the reference document been exceeded ?

Hint: You cannot copy incomplete sales documents.

You can control which data should be copied when referencing, such as header data,

partner data or conditions.

The Create with Reference function is available on the initial entry screen as well as

during document entry so that you could, for example, combine several quotations for

one customer in one sales order.


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Figure 15: Copying Control - Overview

The copying control tables are an important element in Customizing for your SAP

system.

These tables control many of the functions that are executed when you create

a document that references a preceding document.

There are copying control tables for sales, delivery and billing documents.

There are control tables for all levels of the sales document.

Example:

There are three levels for copying control for sales documents:

Header

Item

Schedule line


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Figure 16: Copying Requirements

Before data is copied from the reference document to the target document, certain

requirements must be met.

These requirements are contained in ABAP/4 routines and selected in the copying

control tables using their ID number.

You can use transaction VOFM to create customer-specific routines by copying

existing routines and modifying them accordingly.

You can find transaction VOFM in the Implementation Guide under the following

path:

Sales and Distribution! System Modifications! Routines! Define Copying

Requirements

Once the copying requirements are satisfied, the specified data transfer routines are

executed.


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Figure 17: Copying Control - Header Level

In copying control at header level, you define which source document types may be

copied into which target document types.

The system will not allow you to create a sales document that references another sales

document if the relevant sales document types are not contained in copying control.

The details screen for a selected Target document type / Source document type

pair contains:

Copying requirements

Data transfer routines

The agreement on whether or not item numbers are copied to the target document

The Full reference agreement (that is; the system only copies the whole source

document into the target document, and issues system messages later if someone

tries to change the order quantity or delete an item)


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Figure 18: Copying Control - Item Level (1)

In copying control, the item level controls are defined for each item category for every

Target document type / Source document type pairing.

The details screen for an item category contains:

Copying requirements

Data transfer routines


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and includes the following important entries:

Quantity/value pos/neg:

Controls how the completed quantity in the item in the source document is

affected by the copying action.

Copy quantity:

Determines the quantity that is copied to the target document

(for example, blank = best possible quantity = open order quantity for sales

document type SP).

Pricing type:

Specifies how pricing data should be handled when copying.

Update document flow:

Specifies whether the system updates the document flow when a document is

copied.

Figure 19: Copying Control - Item Level (2)

The item category determination rules also apply when you create sales documents

with reference.

If an item category has been set manually in the source document, you must fill the

Default Item Category field so that the corresponding item category is activated

in the target document.


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Figure 20: Updating the Reference Status

You can control when an item from the reference document is complete:

An item is complete as soon as it is referenced.

In the above example, the inquiry is completely referenced even if only a partial

quantity has been copied to the quotation.

An item is only completed once the full quantity has been copied into a

subsequent document.

The quotation item is only partially referenced in the above example. This

means that it is possible to enter several orders from this item until the quantity

is completely used up.

You can make these settings in Customizing when controlling the item categories.

If an item is rejected, it is given "not referenced/completed" status in the

reference document.


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Exercise 3: Sales Document - Header

Exercise Objectives


set your own requirements at header level when copying from sales document

to sales document.

Business Example

In your company, you often create a quotation for a certain customer, but the actual

sales order for this quotation is issued to a sold-to party with a different customer

number.

Check your SAP system and, if necessary, configure it so that you are allowed to

create orders with reference to a quotation for different customers. If the customer is

the same for the quotation and sales order, the system should copy the purchase order

data in the quotation to the sales order.

Task 1:

First, test order creation with reference to a quotation.

1. Create a quotation with quotation type QT based on the following customer

inquiry.

The quotation should be valid until the end of the following month.

FAX Inquiry

Customer: T-S50A##

Clerk: Mr. Miller

Inquiry Number: ##-1-1.1


Material: T-AS3##

Quantity: 10

(Motorcycle 1200 cm3)

2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of the

employee who responded to the inquiry in the purchase order data.



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3. Save the quotation and note the quotation number.

_______________________________________________________

4. The customer's branch places an order with reference to the quotation from

activity 1-1.1.

Try to create an order with your order type ZA## with reference to this quotation.

FAX

Customer: T-S50B##



Material: T-AS3##

Quantity: 6

5. How does the system respond?

_______________________________________________________

Task 2:

Configure your order type ZA## in copying control so that you are allowed to create

orders with reference to quotations for different customers, and so that the purchase

order data is also copied from the quotation to the order.

1. In copying controls from sales document type QT to ZA##, assign copying

requirement 002 to your order type ZA##.

2. Assign the data transfer routine 951 (created by the instructor) to your order type.

This means that the system also copies purchase order data.

3. Now test the new configuration for order type ZA## by repeating activity 1-4.

4. Save the order and note the order number.

________________________________________________________

5. Look at the quotation you created earlier. Check the status in the header data

and note the reference status.

________________________________________________________

6. Customer T-S50A## also places an order with reference to the quotation from

activity 1-1.1 (purchase order number ##-1-1).



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FAX

Customer: T-S50A##



Material: T-AS3##

Quantity: 4

7. Create the order and look at the purchase order data.


________________________________________________________


and note the overall status.

________________________________________________________


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Solution 3: Sales Document - Header

Task 1:

First, test order creation with reference to a quotation.

1. Create a quotation with quotation type QT based on the following customer

inquiry.

The quotation should be valid until the end of the following month.

FAX Inquiry

Customer: T-S50A##

Clerk: Mr. Miller



Material: T-AS3##

Quantity: 10

(Motorcycle 1200 cm3)

a) Create order:

Menu path:

Logistics! Sales and Distribution! Sales! Quotation! Create

Choose quotation type QT and enter your data.



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2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of the

employee who responded to the inquiry in the purchase order data.

a) Menu path:


Choose Add line in the lower part of the screen.

After entering the corresponding data, choose Enter to activate the

condition.

Return to the main screen.

Choose the Display details for document header pushbutton in the upper

right-hand part of the screen.

Choose the Purchase data tab page.

Enter your data.

3. Save the quotation and note the quotation number.

_______________________________________________________

a)

4. The customer's branch places an order with reference to the quotation from

activity 1-1.1.

Try to create an order with your order type ZA## with reference to this quotation.

FAX

Customer: T-S50B##




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FAX


Material: T-AS3##

Quantity: 6

a) Create order:

Menu path:

Logistics! Sales and Distribution! Sales! Order! Create

Choose order type ZA## and enter the sales area data.

Enter Customer 2 with the number T-S50B## as the sold-to party in the

order header.

Choose: Sales Document! Create with reference.

Choose the Quotation tab page.

Enter the quotation number or look for your quotation using the purchase

order number ##-1-1.1

5. How does the system respond?

_______________________________________________________

a) The system outputs the error message: Sold-to parties are different.



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Task 2:

Configure your order type ZA## in copying control so that you are allowed to create

orders with reference to quotations for different customers, and so that the purchase

order data is also copied from the quotation to the order.

1. In copying controls from sales document type QT to ZA##, assign copying

requirement 002 to your order type ZA##.

a) Set copying requirement 002:

Menu path:

Tools ! Customizing! IMG! Execute Project ! Display SAP

Reference IMG! Sales and Distribution! Sales! Maintain Copy

Control for Sales Documents

Choose Copying Control: Sales Document to Sales Document.

Choose: Table View! Display -> Change

Select Target: ZA##, Source: QT

Choose Detail (magnifying glass).

Enter routine 2 in the Copying requirements field.

2. Assign the data transfer routine 951 (created by the instructor) to your order type.

This means that the system also copies purchase order data.

a) Set data transport routine 951:

Menu path:

See solution to 2-1

Enter routine 951 in the VBAK field.

Save your entries.



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3. Now test the new configuration for order type ZA## by repeating activity 1-4.

a) Menu path:

Logistics! Sales and Distribution! Sales! Order! Create

Choose order type ZA## and enter the sales area data.

Enter Customer 2 with the number T-S50B## as the sold-to party in the

order header.

Choose: Sales Document! Create with reference


Enter the quotation number or look for your quotation using the purchase

order number ##-1-1.1

Choose Item selection.

Reduce the quantity to the required value and choose Copy.


________________________________________________________

a)


and note the reference status.

________________________________________________________

a) Reference status: partly referenced

Menu path:

Logistics! Sales and Distribution! Sales! Quotation! Display

Choose Display details for document header.

Choose the Status tab page.

6. Customer T-S50A## also places an order with reference to the quotation from

activity 1-1.1 (purchase order number ##-1-1).

FAX

Customer: T-S50A##




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FAX


Material: T-AS3##

Quantity: 4

a)

7. Create the order and look at the purchase order data.

a) The name of the purchaser was taken from the quotation.


________________________________________________________

a)


and note the overall status.

________________________________________________________

a) Overall status: completed.

Menu path:

Logistics! Sales and Distribution! Sales! Quotation! Display




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Exercise 4: Sales Document - Item

Exercise Objectives


set your own requirements at item level when copying from sales document to

sales document.

Business Example

The marketing department has requested a sample quotation sales document type

for special promotions, which the individual sales offices can use as a template when

they create quotations for selected customers. This will make the process of creating

quotations more efficient.

Task 1:

Create a new sales document type sample quotation group ##, which can be used as

a template for creating quotations.

1. Create quotation type ZQ## by copying quotation type ZAG.

2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the following

material.

Sample Quotation

Customer: OTC-650

PO number: Sample quotation ##

Valid to: End of the following month

Req. delivery date: Default value

Material: T-AS3##

Quantity: 1

Promotional discount: 30 % (KA00)

3. Save the sample quotation and note the quotation number.

_______________________________________________________



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Task 2:

Customer 1 belongs to a selected group of customers that should receive a special

quotation based on the sample quotation.

1. Create a quotation with quotation type QT with reference to the sample quotation

created in activity 3-3.

Quotation

Customer: T-S50A##



Material: T-AS3##

Quantity: 1

2. On the conditions screen check whether the promotional discount has been

correctly copied from the sample quotation.

Save the quotation and note the quotation number.

_______________________________________________________

3. Look at the sample quotation that you created previously. Check the status in

the header data and note the overall status and the reference status.

______________________________________________________

Task 3:

1. In a final test, try to create an order with reference to the sample quotation. Is

it possible?

_____________________________________________________________


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Solution 4: Sales Document - Item

Task 1:

Create a new sales document type sample quotation group ##, which can be used as

a template for creating quotations.

1. Create quotation type ZQ## by copying quotation type ZAG.

a) Menu path:

Tools ! Customizing! IMG! Execute Project ! Display SAP

Reference IMG! Sales and Distribution! Sales! Sales Documents!

Sales Document Header! Define Sales Document Types

Place your cursor on sales document type ZAG.

Select the table entry.

Choose Copy As.

Overwrite ZAG with ZQ## in the Sales Document Type field.

Respond to the system query Is the entry also relevant for copying

control with YES.

Save your entries.

2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the following

material.

Sample Quotation

Customer: OTC-650


Valid to: End of the following month

Req. delivery date: Default value



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Material: T-AS3##

Quantity: 1

Promotional discount: 30 % (KA00)

a) Create sample quotation:

Menu path:


Choose quotation type ZQ## and enter your data.

Promotional discount:


Choose Add line in the lower part of the screen.

Choose condition type KA00 and enter 30 in the Amount field.

Return to the main screen.

3. Save the sample quotation and note the quotation number.

_______________________________________________________

a)

Task 2:

Customer 1 belongs to a selected group of customers that should receive a special

quotation based on the sample quotation.

1. Create a quotation with quotation type QT with reference to the sample quotation

created in activity 3-3.

Quotation

Customer: T-S50A##




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Material: T-AS3##

Quantity: 1

a) Create documents with reference:

Menu path:


Chose quotation type QT and enter the sales area data.

Enter Customer 1 with the number T-S50A## as the sold-to party in the

order header.

Choose: Sales Document! Create with reference


Enter the quotation number of the sample quotation, or search for it using

purchase order number sample quotation ##.

Choose Copy.

2. On the conditions screen check whether the promotional discount has been

correctly copied from the sample quotation.

Save the quotation and note the quotation number.

_______________________________________________________

a)

3. Look at the sample quotation that you created previously. Check the status in

the header data and note the overall status and the reference status.

______________________________________________________

a)

Overall status: Open

Reference status: Not referenced

Menu path:





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Task 3:

1. In a final test, try to create an order with reference to the sample quotation. Is

it possible?

_____________________________________________________________

a) Copying from sales document ZQ## to OR is not supported (because the

copying control does not contain an entry Target OR - Source ZQ##).


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Lesson Summary




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Unit Summary SCM650

Unit Summary




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Unit 3Text Control

Unit Overview

This unit describes the text control options. The participants will also see how

user exits are employed to realize requirements that cannot be met using standard

Customizing for tables.

Unit Objectives


Identify the source of texts in Sales and Distribution

Describe the criteria which influence how texts are determined

Define and assign text types in Customizing

Edit texts manually in the sales document

Unit Contents

Lesson: Text Control.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Exercise 5: Texts in the Sales and Distribution Process .. . . . . . . . . . . . . . . . . . 67

Exercise 6: Configuring Text Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Exercise 7: Referencing and Copying Texts ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79


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Unit 3: Text Control SCM650

Lesson: Text Control

Lesson Overview

This lesson describes the basic principles of text control in Sales and Distribution.

Particular emphasis is placed on text determination in sales documents.

Lesson Objectives



Describe the criteria which influence how texts are determined

Define and assign text types in Customizing

Edit texts manually in the sales document

Business Example

Texts are stored in the SAP system with a link to different objects.

During order entry, the system uses a configurable logic to access the saved texts and

copy them to the document. You can also edit the texts manually or add new texts.

You may need new text types in order to implement customer-specific requirements.

These new text types also have to be linked to document processing.


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SCM650 Lesson: Text Control

Figure 21: Texts

Texts are stored in various objects in documents in the SAP system, such as the

customer master record, the material master record, the customer-material-info record

and in all documents.

The customer master record contains central texts, texts specific to Accounting and to

Sales and Distribution as well as texts for contact persons. You can define different

text types for each of these areas.

Example of sales-specific text types:

Sales note, marketing note, shipping specification, etc.

The material master record contains a purchase order text and a sales text.

Documents contain texts at header and item level.

You can enter texts in several different languages.


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Figure 22: Texts in Business Processes

Texts can be stored in the master data and copied from master data into sales and

distribution documents.

Texts can also be copied from a reference document to another sales and distribution

document,

for example, from a quotation to an order, or from an order to a delivery document.

Texts can be copied in a specific language.

You can determine the conditions under which texts are to be copied, for example,

whether the text is copied from the customer master record or from a preceding

document.

You can also copy a standard text into a sales document (for example, Christmas

greetings).


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Figure 23: Text Control Overview (Sales Documents)

Text control is used to determine texts automatically when you create a text object.

You can define different text determination procedures for each text object (for

example, the sales document header or the central texts for a customer).

The text determination procedures contain all the text types that can be maintained for

a text object.

Each characteristic in a text object must be assigned to one of the defined procedures.

This means that when you create a customer master record, the system uses the text

determination procedure that has been assigned to that customer's account group. Or,

in sales order entry, the text determination procedure is assigned to the sales document

header that was assigned to the sales document type.

You can define an access sequence for every text type in the text determination

procedure for documents. This sequence contains the search strategy used by the

system to find the required text.

You can also define specific controls for each text type, such as including a text type

in the incompleteness log.


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Figure 24: Text Control (1) - Text Type

A text type is created for a specific text object.

A large number of text types are delivered with the SAP system. In addition to these

text types, you can create customer-specific text types.

Figure 25: Text Control (2) - Access Sequence


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An access sequence consists of individual access steps. You use the access sequence

to determine the search strategy the system uses to try to find a text automatically.

Every access step contains a specified text object as the text source for the access.

You can also specify conditions for each access step to limit the search to:

Specific partner functions

Specific languages

Any other conditions that you can define yourself

If you set up a new access sequence or change existing ones, you need to generate the

access steps in order to activate the new access sequence or the changes.

Figure 26: Text Control (3) - Permitted Text Objects

Every access step contains a specified text object as the text source for the access.

The text objects that can be used in the SD module are specified in the allowed values

shown above.


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Figure 27: Text Control (4) - Text Determination Procedure

Text types are included in a text determination procedure. The text determination

procedures contain all the text types that can be maintained for a text object.

The attributes of the text determination procedure vary for customer or document

text objects.

You can determine whether the text should be copied or referenced.

For document text determination procedures you can also specify whether:

A text should be mandatory (incompleteness log)

The text should be determined automatically

Whether the text should be displayed in a text window (popup) when it is

transferred to the document.


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Figure 28: Text Control (5) - Procedure Assignment

Each attribute of a text object must then be assigned to one of the defined text

determination procedures.

This means that when you create a customer master record, the system uses the text

determination procedure that has been assigned to that customer's account group.

During order entry, the system assigns the procedure that belongs to the sales

document type to the sales document header and the procedure that belongs to the item

category to the document items.


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Figure 29: Text Control (6) - Analysis

You can use an analysis function for text control in the screens for maintaining sales

documents.

Menu path:

Goto! Header (or item)! Texts

Choose Log

From the analysis function you can go directly to the Implementation Guide to

configure the text control.


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Figure 30: Using Texts as Reference

For each text type in a text determination procedure, you can determine whether the

text adopted is copied (duplicated) or referenced from the source document (template).

Using a text as a reference has the following consequences:

As long as the text in sales document 2 refers to the text in sales document 1,

it cannot be changed.

If the text in sales document 1 is changed, the text in sales document 2 will

be changed too.

If the text in sales document 2 is changed, it is copied automatically. Any changes

to the text in sales document 1 will no longer affect the text in sales document 2.


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Figure 31: Copying Texts

For each text type in a text determination procedure, you can determine whether the

text adopted is copied (duplicated) or referenced from the source document (template).

Copying the text has the following consequences:

The duplicated text can be changed in the document.

If the text is changed in sales document 1, it does not affect sales document 2.

Copying texts requires more memory than referencing texts from a source document.

You should therefore only choose to copy a text if copying is a functional necessary.


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Figure 32: Text Source Preceding Document in the Billing Document

The text source for text objects VBBK (sales and distribution header texts) and VBBP

(sales and distribution item texts) can be selected in the configuration for the billing

type.

If Text Delivery is switched off, the corresponding texts are taken from the order.

If Text Delivery is switched on, the corresponding texts are taken from the outbound

delivery.


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Figure 33: Customer-Specific Data Transfer Routine for Texts

Data transfer routines for texts are also created using transaction VOFM.

In this case, the namespace for customer-specific routines (2-digit key) is between

50 and 99.

You can find the descriptions of available data structures in the sample routines 1

and 2, which are delivered as standard.


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Exercise 5: Texts in the Sales andDistribution Process

Exercise Objectives



Business Example

An employee from a sales office has created an order and printed the order

confirmation. Here, he finds an additional text about his material that he did not enter.

He would like to know from the system administrator why the text has appeared in

the document.

Task:

1. Search for the order in quest