How To Create Sales Document Type

Sales Document Types.

 Sales Documents Types is a 2 character  indicator, by which system process different documents in different way.SAP provides many standard sales document type. Sales documents types are used in-

•      Pre - sales activities (inquiry /quotation ).
•      Sales Order.
•      Sales Contract.
•      Customer Complaint.

In Sales order there are three levels –

1. Header level data
2. Item level data
3. Schedule level data

In SAP several standard sales documents types are available.We can create custom sales document type by T-code-VOV8.

Create Internal No. Range for sales document type.

VN01 is T- code for creation for Internal No. range. We will use this internal no. in step-3.

1. Enter T-code VN01 in command field in a new sap session.
2. Click on Create button for interval .

1.  Click on +Interval Button to create new interval range.
2.  Enter From number /  To number / current number / leave blank Ext which stands for External Number Range.
3.  Click on save button.

  A Message "The changes were saved" is displayed.

Step-1

1. T-code for sales documents type is VOV8.
2. Sales document types list.

Step-2

To Create new Sales document type click on 

• Enter sales document type .
• Enter sales document categ from possible entries list.

This screen have  multiple section as above-

1. Number System
2. General Control
3. Transaction Flow
4. Scheduling Agreement
5. Shipping
6. Billing
7. Requested Delivery Date
8. Contract
9. Availability  Check

  We will enter data in Number System / General control / Transaction flow / Shipping Section.

Step-3 Number System

There are two method for define no. range for Sales Document.

• Internal Assignment - This assignment  works internally and number for sales document generate automatically.
• External Assignment - This assignment  works externally. e.g. in below picture number start from 02.

Step-4  General Control

• Enter value in  Check  credit limit / Credit group / Output application field from possible value list/ check Item Division / Read info record.

Step-5 Transaction Flow

• Enter value in screen sequence grp. / transaction group / document pricing procedure.
• Enter value in field Display range  / Fcode / quotation msg.  / Outline agreement msg.

Step-6

• Enter value in delivery type filed  from possible list entry.
• Enter ship cost info profile from possible list entry.

Step-7

Click on Save Button.

A Message "Data was saved".

Sales Order Process

Sales Order Process 

Within each client of this ERP system, there there are 100 copies of the Fitter Snacker Company data. You have been assigned to one of these sets of data, defined by your Data Set umber, which tells you which set of data you should be using within your client. 

IT IS CRITICAL THAT YOU USE O LY YOUR DATA SET. FAILURE TO DO SO WILL CAUSE YOU PROBLEMS AS WELL AS OTHERS I YOUR CLASS. WILLI GLY TAMPERI G WITH OTHER STUDE T DATA I THIS COURSE WILL HAVE SEVERE PE ALTIES. 

All of the data in the Fitter Snacker database begins with a Data Set Number. For example, the NRG-A bars are entered as 00 NRG-A, 01 NRG-A, 02 NRG-A, etc. This will allow you to use the search function in SAP to find your particular snack bar. In the instructions that follow, the pound symbol (##) will be used to represent the Data Set Number. For example, in creating an inquiry for West Hills Athletic Club, the instructions will refer to ## West Hills Athletic Club. You will need to replace the ## with your Data Set Number. For example, if you are data set number 09, then you will be searching for 09 West Hills Athletic Club. The screen shots in the instructions were created using Data Set Number 00, which is reserved for the instructor. Do not use Data Set umber 00 in any transactions. 

1. Create an Inquiry

 An inquiry is a non-binding price quotation to a customer that tells them the price of a specific quantity of your product. We will create an inquiry for ## West Hills Athletic Club. To do this, follow the menu path: Logistics Sales and Distribution Sales Inquiry Create which will bring up the following screen: 

Business Partner in SAP SD

Business Partner

A person, organization, group of persons, or group of organizations in which a company has a business interest.

You use this business object for a variety of business transactions.

You create and manage centrally your business partners (BPs) and the roles they assume for your company. For this purpose, you define the general data of the business partner once and you assign business partner roles (BP roles) to the business partner. Specific data is stored for each business partner role. In this way you do not store redundant data, since the general data is independent of a business partner’s function or of application-specific extensions.

When you first create a business partner in the system, the BP role General Business Partner is automatically assigned to the business partner.

Structure

You identify each BP with a unique business partner number (BP number).

You create and manage the following general elements of a BP:

• General data, such as name, address, and communication data
• Identification data, such as industry, identification numbers, and tax numbers
• Status data, such as the status of the business relationship

You create and manage the specific data for a BP role once you have assigned a specific role to the BP.

Integration

In an integrated system landscape with SAP Enterprise Resource Planning (SAP ERP) and SAP Transportation Management (SAP TM), the ERP system is frequently the leading master data system. In this case, the customer and supplier master data is maintained in the ERP system from where it is transferred to SAP TM using the SAP Core Interface (CIF) as locations and business partners. For more information, see Integration of Locations.

In business transaction documents, such as a forwarding order, the BP master data object appears as a party that takes part in transportation processes. The party assumes party roles, such as consignee, shipper, or ordering party.

SD Master data

Master Data in SD –Customer master data Material master dataCustomer material info recordsCondition master records
 Overview of Customer Master data

Master data are constant, and they are use for business transaction as datasource.
Several sources of data can be copied into a sales order or into another SD document. Most of them are default values that you can overwrite in the SD document, if necessary.

(Note: Control over the master data record is vitally important to ensure consistency in reporting & usage, that is why it is advisable to have master data creation and maintenance centralized and done in the same way across an organization to avoid inconsistency of input and interpretations)

Types of Master data are:

Ø  Customer Master -> forms basis for SD documents like Order, Info on Customers & partners (Info relates to Header Level of SD doc like order)Ø  Material Master   -> forms basis for SD documents, info on materials are stored on this master (Info relates to Item Level of SD doc like order)Ø  Vendor Master    -> forms basis for purchasing documents, info on suppliers are stored on this masterØ  Assets Master     -> forms basis for Assets maintenance, info of companies Assets are stored on this masterØ  Pricing Master    -> forms basis for Price maintenance, info of product/service prices are stored on this master

　Customer Master data:

-          Customer master contains 3 views as follows　    1. Genaral Data    2. Sales area data    3. Company code data

Note: Customer master data can not be deleted – It can only be marked for deletion, which is then archived, so system will delete from file after all dependent data has been deleted (Can be done for specific Sales area. To mark for deletion Tcode: VD05, To block customer Tcode: VD06)       Note: When you change a master data record after you have used it to created SD doc like order, the changes will not affect documents already created.But the exception is the address,. Address changes will affect all previously created documents.

Configuration of Customer Master Data: (Account groups customization as pre-requisite for creating customer master data records)Typically SAP SD functional consultant will have to customize the customer master at least a little bit to suit the requirements of the project. SAP allows very little customization in terms of functionality to the customer master. Nevertheless, SAP allows full customization in the customer master in terms offields (Hide, show, grey out fields, make fields mandatory, add fields etc). Also external interfaces like Interacting with external tax vendors like Vertex.

Note: For sales order processing, you need the mandatory partner functions sold-to party, ship to party, payer, Bill to party. They can differ from each other or can be identical (e.g.: sold to and ship to name & address can differ, also payment term fields for sold to & ship to can also differ)

Configuration in   SPRO                                                                                                                                                                                                     Menu Path is [ SPRO -> IMG -> Logistics General -> Business Partner -> Customers -> Control ]                                                                                      Step 1: The control is defined at the customer account group level. So for a customer type of Sold-to -- 0001 , the fields can be customized.

 Step 2: Customer master has 3 views (General, Sales, Company code) Double click the text in the Field status tab to customize the specific view.

  Step 3: Fields in the customer master are grouped into “Status Group” e.g, Address contains all the fields related to the address data. Select field.

  Step 4: Each field can have any of 4 statuses (Suppress, Required, Optional, Display) Change the radio button of field to any one of the 4 status.

 Step 5: Create Number range and insert in account groups configuration. SD Number range Tcode: VN01, Indicate whether Interna or external

Note: A partner can play many roles in a business transaction. E.g. a sold to party can also act as payer, ship to and bill to (Partner determination proc.) SAP allows you to use Z & Y to denote specific customer configuration in Table TDKZ. E.g. You can change sold to 0001 into Z001

SAP SD - Sales Order Processing

There are various modules which are helpful in creating, processing, as well as controlling the sales and distribution operations. These include −

• Sales Order Processing
• Creation of Sales Order with Reference
• Item Categories
• Schedule Lines Categories
• Copy Control
• Log of Incomplete Items

In this chapter, we will discuss how to process sales orders in SAP SD.

Sales Order Processing

Sales order processing describes a function related to the wholesale part of an organizational business.

The most common functions under the sales order processing are −

• Availability of the articles purchased.
• Checking for incomplete data.
• Checking the status of the sales transaction.
• Calculation of pricing and taxes.
• Schedule the deliveries of goods.
• Printing of documents or e-transfer of documents.

All these functions can be configured automatically or manually as per the system configuration. The data from these functions is stored in a sales document and can be changed manually during the processing. A sales document can be a single document or can be part of a series consisting of interrelated documents.

Example

There is a customer telephone inquiry in the system. Then the customer requests a quotation, which can be created by referring to the same inquiry. Next, assume that the customer places an order on the basis of that quotation and a sales order is created by copying the information from this quotation and if at all there are any modifications that are required. The merchandise is then shipped and the bill is sent to this customer. After the delivery of goods, this customer raises a claim of damaged articles. Then a delivery can be created free of charge with reference to the sales order.

All these sales documents − starting with the inquiry, quotation, raising a sales order, delivery of goods, billing document to customer and the free of charge delivery forms a document flow. The data flow from one document to another removes or decreases the practice of manual processing and helps in simpler problem resolution.

How to Create Partner Function in SAP SD

What is Partner Function?

Partner   function is two-character identification key that describes the people and organization with whom you do the business, and who are therefore involved in transaction. Here is some standard Partner Function for customer-

1. Sold-to party
2. Ship-to party
3. Bill-to party
4. Payer

Partner Determination:

The Partner and business partner term in SAP SD refers to parties with whom you do business. Each business partner has specific role. E.g. Sold-to party - Business Partner who order the goods / Services. The Partner Determination can be done in three steps-

1. Define Partner Function
2. Create Partner Determination procedure by grouping Partner function.
3. Assign the partner determination procedure to respective partner object.

Step 1 - Define Partner Function: 

1. Enter T-Code VOPAN in Command Bar.
2. Select Customer Master Partner Object
3. Click on Change Button, Partner Determination Procedure Screen appear.

1. Click On New Entries Button.





2. Enter Partner Determination Procedure and name.





3. Double click on Partner Function node - Screen as below appear.





4. Click on New Entries  Button.


5. Enter Partner Function Detail

Enter Partner Function / Name / Partner Type.

Field Name	Desc
Partner Function	Two-character unique identifier for each partner function.
Name	A meaningful description for this partner function.
Partner Type	It tells whether the partner function is for a customer (KU), a vendor (LI), a contact person (AP), and so on.

Step 2 - Partner Determination procedure by grouping Partner function.

1. Click on Partner Function in procedure node.
2. Enter Partner Det. Procedure / Partner function / Name.

Step 3 - Assign the partner determination procedure to respective partner object. 

We are creating partner function for customer, so here partner object is customer and assign to Account Group.

Partner Object	Assign to
Customer	Account Group
Sales Document Header	Sales Document Type
Sales Document Item	Item category Type
Delivery Header	Delivery Document Type
Shipment Header	Shipment Document Type
Billing Header	Billing Document Type
Billing Item	Billing Item Category  type
Contact	Contact type

1. Click on Account groups - Function Node and click on New entries Button.
2. Enter Partner function / Name / Account Group / Name.

Click on Save Button   to save  partner Function.

Basic Functions Of SAP SD

Texts in Sales and Distribution

Purpose

In a business relationship, it is essential that business partners exchange information regularly throughout the logistics chain. In Sales and Distribution processing, this exchange of information is supported by texts in master records and documents, which can be flexibly tailored to suit individual customer requirements.

Texts can be used in numerous areas of Sales and Distribution, such as:

• Sales notes for customers
• Sales texts for materials
• Explanations in order confirmations
• Shipping instructions in deliveries

You can define as many text types as you require for master records and documents (sales texts, shipping texts, internal notes, supplement texts, and so on).

You make the settings for the texts in Customizing for Sales and Distribution under Text Control.

Features

The texts, which serve to provide information in the system and for creating documents, can be stored in the following locations:

• In the customer master record
• In the material master record
• In the SD documents

You can use the following editing and control functions for text processing:

• The system can propose default texts from the master records in the SD documents. You must make the required settings in Customizing under Text Control .
• You can copy from a reference SD document to another SD document – from an inquiry to a quotation, for example, or from an order to a delivery.
  • You can copy the texts on a language-specific basis.
  • You can change copied texts.
• You can integrate standard texts into SD documents.
• There are different functions available for the different file formats.
  • You can create SCR files and edit them in the editor.
  • You can upload DOC and RTF files. You create a file in this process and can then overwrite it.
    You can subsequently display DOC files in a separate browser session, but cannot change them.
  • You cannot display RTF files in the Web Dynpro environment.
  • You can delete SCR, DOC, and RTF files.

  
  

Creating Tax Records

Steps:

To create a tax condition record:

1. Choose  Logistics Sales/distribution Master data . 
2. You reach the Sales Master Data screen.
3. Choose  Pricing Taxes Create . 
4. You reach the data Select Countries for Maintaining Tax Conditions screen.
5. Position the cursor on the country for which you want to maintain a tax record and choose Tax records.
6. Enter the relevant data.
7. To save the tax record, choose Save.

Account Determination

Use

To be able to use revenue recognition, you should select several special general ledger accounts. Choose: Sales and Distribution -> Basic Functions -> Account assignment/Costing -> Revenue Recognition

Determining the Revenue Account

Revenue recognition uses revenue account determination. To set up revenue account determination, use transaction VKOA.

Determining Non-Billed Receivables Accounts

The account for non-billed receivables is a special general ledger account, used to determine revenue which has been implemented but not yet billed.

If you want to set up an account, join an account with non-billed receivables together with a customer reconciliation account which is a part of your chart of accounts. You can use the transaction OVUR for this.

The standard system has the balance sheet account 142100 for non-billed receivables in the USA and in Canada (Accruals and Deferred Income).

Determining the Deferred Revenue Account

The deferred revenue account is a special general ledger account, used to determine revenue which has been billed but not yet implemented.

The system determines the deferred revenue account for a document item using standard SD account determination. Use the transaction VKOA for this.