Transcript Document

Sales Order Processing
<Site>
Right Solution, Right Time, Right Price
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Agenda
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
General Information for Sales Order Processing
Sales Inquiry
Quotations
Sales Orders
Inventory/Availability Reporting
Consignment Orders
Reports/Lists
Complaints Processing
Pro-Forma Invoice Creation
Questions / Review
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I. General Information
for Sales Order
Processing
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Organizational Elements Quick Review
Sales Area
<Client> Sales
Organization
SALES
ORGANIZATION
(0010 – <Client> Americas)
Direct
Distribution
Channel
Distributor
Distribution
Channel
(01)
(02)
Drives
General
Motion
Machine
Tool
<Client>
Semiconductor
Group (YSG)
(01)
(02)
(03)
(04)
PARTS SALES
PARTS SALES
SERVICE ORDER SERVICE ORDER
REPAIR ORDER
REPAIR ORDER
Service
House
Accounts
(05)
DISTRIBUTION
CHANNEL
Columbus
Switch
(06)
(07)
DIVISION
SPECIAL REPORT
PARTS SALES
PARTS SALES
PARTS SALES
PARTS SALES
PARTS SALES
TOTAL PARTS SALES
SERVICE ORDER SERVICE ORDER SERVICE ORDER SERVICE ORDER SERVICE ORDER TOTAL SERVICE ORDERS
REPAIR ORDER
REPAIR ORDER
REPAIR ORDER
REPAIR ORDER
REPAIR ORDER TOTAL REPAIR ORDERS
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I. General Information for Sales Order Processing
Business Processes Cycle
Sales
Sales Order
Order Processing
Processing
Inventory
Inventory Sourcing
Sourcing
Pre-Sales
Quotation Activities
Invoice
Delivery
Delivery
Payment
Payment
Billing
Billing
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I. General Information for Sales Order Processing
Basic Functions Within Sales Order Processing
During sales order processing, the system carries out basic
functions, such as:
•
•
•
•
•
•
Determines Pricing
Decides Delivery Requirements
Decides Requirements for creating invoices
Updates Document Flow
Updates Sales reporting
Carries out availability check
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I. General Information for Sales Order Processing
Sales Documents
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I. General Information for Sales Order Processing
Sales Documents
There are four distinct groups of sales documents:
•
•
•
Pre-Sales Activity: Inquiries, and Quotations
Sales orders
Complaints, encompassing Subsequent Delivery Free of Charge order,
Credit /Debit memo requests and Return Orders.
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I. General Information for Sales Order Processing
Sales Documents
There are three distinct control elements within a sales documents:
•
Order type controls:
Number range for the order
Incompletion procedure at the header
Output determination procedure
Item number increment
Document pricing procedure
•
Item category controls:
Should pricing be carried out
Is item to be invoiced
Which fields appear on the incompletion log
Partner determination
•
Schedule item category controls:
The correct A/R account cost will hit
Especially important in internal order processing
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I. General Information for Sales Order Processing
Sales Documents
From the sales document, you can create and process
deliveries and billing documents.
In addition, some sales documents, such as rush orders,
automatically trigger the creation of delivery documents.
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I. General Information for Sales Order Processing
How Sales Documents are Structured
Sales Document
All sales documents have basically the
same structure.
They are made up of:
• Header
•
•
Header
Item 1
Schedule line 1
Line Item
Schedule Line
Item 2
Schedule line 1
Schedule line 1
Schedule line 1
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I. General Information for Sales Order Processing
Header data
The general data that is valid for the entire
document is recorded in the document
header.
For example,
Sales Document
Header
Sold-to party: 1000006
Ship-to party: 1000006
Currency:
•Number of the sold-to, ship-to party
•Purchase Order
•Sales Area Data
•Payment Terms
•Pricing elements for the entire document
•Order Status
•Industry
(add. data A–customer group 1)
•Application
(add. data A–customer group 2)
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Req. Delivery Date: 7/28/00
USD
Item 1
Schedule line 1
Item 2
Schedule line 1
Schedule line 1
Schedule line 1
I. General Information for Sales Order Processing
Item data
Sales Document
Whereas data in the document header applies to all
items in the document, some data applies only to
specific items or can be overridden by the item.
This data is stored at item level and includes the
following:
•
•
•
•
Material number and data
First delivery date
Reason for rejection
Partner determination (an alternative ship-to
party or forwarding agent (carrier) can be
defined for a particular item)
•
•
•
•
•
Item level text
Item level status
Plant and storage location specifications
Pricing conditions for the individual items
Item Category
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Header
Item 1
Item 2
I. General Information for Sales Order Processing
Schedule line data
The schedule line contains all the data that is needed for
a delivery.
For example, a customer orders 20 units of a particular
material which you enter as one item in the sales order.
However, you can only deliver 10 pieces now and the
remaining 10 pieces next month so you will confirm two
delivery dates. The data for these deliveries (dates,
confirmed quantities) are stored in two separate schedule
lines. (Automatic line splits)
In sales documents where delivery data is not relevant,
for example, contracts, credit and debit memo requests,
the system does not create any schedule lines.
Sales Document
Header
Item 1
Schedule line 1
Item 2
Schedule line 1
Schedule line 1
Schedule line 1
Data recorded in the schedule lines includes the:
•Schedule line quantity
•Delivery date
•Confirmed quantity
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I. General Information for Sales Order Processing
Data From Master Records
When you create a sales document without referring to a preceding
document, the system copies the following data from the master
records:
• Data about the sold-to party and
other partners from the customer
master records
• Item data from the material
master record
• Data from any relevant customermaterial information records
(customer specific part numbers)
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I. General Information for Sales Order Processing
Data from Preceding Documents
If you create a sales document with reference to a preceding document, the
system copies nearly all the data from the preceding document, depending on
copy control setup for document combinations being referenced.
The data in the preceding document originally comes from the customer and
material master records.
Because the data is copied from the preceding documents into the sales
document, any changes that have been made to the master data records since the
preceding document was created are not included in the sales document.
If, when you create with reference, you add another item to the document that
was not in the preceding document, the system determines the data for the new
item from the master records, such as the material master or info record.
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I. General Information for Sales Order Processing
What is the difference between an Inquiry and a Quotation?
Inquiry – Non-Binding Agreement
For example, a customer inquires whether we have a certain product in our
warehouse, how much it will cost, or whether the product will be available for a
certain date. The inquiry will not be sent to the customer.
Quotation – Binding Agreement from <Client>
A quotation presents the customer with a legally binding offer for product or service
within certain fixed conditions.
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I. General Information for Sales Order Processing
Reporting and Analysis in SAP R/3
•
Standard Reporting
– Lists documents and master data
– Provides analysis through sorting and totals
– Displays details
•
List Processing
– Lists selected documents
– Allows you to branch to documents and return to list
– Helps organize work
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Sales and Distribution
Sales Document Icons
These Icons appear on most
Sales Documents
General Icons
Status Overview
Display Item Detail
Display Sales
Summary
Create Item
Reject Document
List Sales Orders
New Session
Delete Item
View
Availability
Item to top
Item
Conditions
Display Sold-to Party
Header Output View
Page Down
Display Document Flow
Check Item Availability
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Sales Order Processing
What 3 organizational elements make up the Sales
Area?
Name the 2 distribution channels?
Name the 7 different division?
Name 2 things order type controls?
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II. Sales Inquiries
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II. Sales Inquiries
Inquiry
•Used to store pre-sales data.
•There are a wide range of functions defined for
managing and monitoring these documents.
•Information gained from these documents can be used
to gauge different market, sales, inventory trends.
•Each document has a validity date.
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Creating a Sales Inquiry
Menu Path
Logistics >>
Sales and Distribution >>
Sales >>
Inquiry >>
VA11 - Create
Transaction Code:
VA11
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Step 1 – Initial Screen
a.
a.
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Enter IN for Inquiry Type
b.
Step 1 – Initial Screen
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a.
Enter IN for Inquiry Type
b.
Click on the Enter button.
Step 2 – Completing the
Inquiry
a.
a.
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Enter the Customer Code for the
Sold-to party. You can also use
the Matchcode button to search
from a list.
Step 2 – Completing the
Inquiry
b.
a.
b.
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Enter Sold-to Party
Ship-to Party will default in from
the customer master. If there are
multiple ship to partners attached
to a sold to you will get a selection
box.
Step 2 – Completing the
Inquiry
c.
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a.
b.
Enter Sold-to party.
Enter the Ship-to Party
c.
Enter the Requested Delivery
Date and the validity dates.
Step 2 – Completing the
Inquiry
d.
d.
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a.
Enter Sold-to party.
b.
Enter the Ship-to Party
c.
Enter the Requested Delivery Date
and the validity dates.
d.
Enter Material Numbers or
select from a list by using a
matchcode search. Enter the
requested order quantity.
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Schedule Lines w/inventory
Full quantity is available for
customers request date.
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Schedule Lines w/partial
availability:
75 in stock
75 coming in 8/16
100 coming in 8/23
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III. Sales Quotations
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II. Sales Inquiries
Quotation
•Used to store pre-sales data.
•There are a wide range of functions defined for managing
and monitoring these documents.
•Information gained from these documents can be used to
gauge different market, sales, inventory trends.
•Each document has a validity date.
•A Textual description can be used instead of the material #.
•A quote is a legally binding declaration to the customer
containing material specifications, prices and terms of
delivery/sales.
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Step 1 – Initial Screen
a.
Enter Quotation Type
QT = Sales Quotation
AS = Service Quotation
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Override Application or
Industry:
a.
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Menu Path: Go-to – Header
To change the industry or
application for special projects
that deviate from the customer
master default.
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Inquiries and Quotations
Facilitator Demonstration/Review
1. Creating an Inquiry
2. Creating a Quotation
a. With Reference to Inquiry
b. Without Reference to Inquiry
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IV. Sales Orders
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Sales and Distribution
Sales Order Types
Code
Order Type
Code
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Order Type
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Override Freight Forwarder
(Carrier) by line item:
a.
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Menu Path: Go-to – Item Partners
Select the match code on the
forwarding agent partner no.
field. Use Account group Z015
(shipping/freight).
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Sales Order Processing
Name the 2 distribution channels?
Name the 7 different division?
Name 2 things order type controls?
Where do you change the freight carrier?
Where does the application and industry default from
and how do you change?
What is the SAP term for Item Master?
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Sales Order Processing
What 3 organizational elements make up the Sales
Area?
What is the condition type for Material Price?
What is the condition type to override Material Price?
Name 2 things order type controls?
Where do you change the freight carrier?
What is the search criteria you will use to find the
forwarding agent (freight carrier)?
Where does the application and industry default from
and how do you change?
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V. Inventory and Availability Reporting
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Inventory and Availability
Availability Check
Inward movement
of goods
Purchase
Order
Production
Order
Stock
Delivery
Sales
Order
Safety stock
Stock transport orders
Replenishment lead time
Firm
Planned
Order
Reservation
Outward movement
of goods
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Other factors to
take into account:
Inventory and Availability
SD Available to Promise Capabilities
Inward Movements
Stock
on
Hand
Replenishment
Open
Purchase
Orders
Delivery
Open
Production
Orders
Sales
Orders
Stock
in
Transit
Firm
Planned
Orders
Reserved
Invent.
Time Fence /
Lead-time
Outward Movements
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Stock Overview
Stock Requirements List
Availability Overview
Warehouse Stock
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Availability Overview: Displays
the availability situation for a
particular material and plant
combination.
Transaction Code – CO09 or
Icon from within sales order -
Enter Plant 1W
Enter Checking rule A
Check the W/Reqmts Quants Box
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Stock Overview :
Transaction Code - MMBE
Displays all stock (&stock
types) of a material over all
organizational levels.
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Stock Requirements List:
Transaction Code – MD04
Displays open incoming
orders (planned orders,
production orders, purchase
orders)
and outgoing
requirements (sales
orders, deliveries,
reservations, purchase
orders)
Forecast VSF is consumed
by sales documents. ATP
does not consider VSF.
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Warehouse Stock:
Transaction Code – MB52
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Business Process Flow in SAP
Order
Delivery
Invoice
Payment
Document flow of any sales document
Order 900
. Delivery 80000459
. . Picking request 17951109
. . GD goods issue: delvy 49001828
. . Invoice 90000333
. . . Accounting document 100000276

Sales documents represent transactions in the system.

They form a chain of related documents.

The entire chain of documents creates the document flow.

The system copies data from one document into another to reduce data
entry and make problem resolution easier.
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If you enter an order for the
same customer/material
combination you will get a
notification.
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Select “List”
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Sales Order Processing
What 3 organizational elements make up the Sales Area?
Where do you change the freight carrier?
What is the search criteria you will use to find the forwarding
agent (freight carrier)?
What is Document Flow?
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VI. Consignment Orders
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Consignment Orders
Consignment Orders
Consignment goods are goods which are stored at the customer location but which
are owned by <Client>. The customer is not obliged to pay for these goods until
they remove them from consignment stock.
In inventory management, the consignment stock is managed as special stock in
your inventory and is assigned to specific customers. Availability check is not
carried out on consignment inventory
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Consignment Orders
Consignment Fill Up – Order Type KB
Consignment fill up is used to supplement or create the customer’s consignment stock.
When you ship consignment stock to the customer, you process the transaction by
creating a consignment fill-up order.
The relevant quantity is removed from regular inventory in your plant and is added to
special stock for the customer.
The transaction is not relevant for pricing since the consignment stock remains the
property of <Client>.
Sales
Consignment
Fill-Up
Sales
WM
Goods Issue
(Increased Stk)
Delivery
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Customer
Consignment
Stock Created
Create Consignment Fill-up
Order Type KB
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Go to your Stock Overview
report to view the
inventory movements.
Transaction Code: MMBE
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After Product is shipped, the
inventory will be moved
to Customer Consignment
Stock.
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Consignment Orders
Consignment Issue – Order Type KE
Consignment issue enables the customer to take the consignment goods from the special
stock for their use or to sell.
When the customer removes consignment stock to use or sell, you record the transaction
in the system by creating a consignment issue order.
When the goods issue is posted by Sales, the relevant quantity is deducted from both the
customer’s special stock and your own total valuated stock.
The transaction is now relevant for pricing since the goods now become the property of
the customer.
Sales
Sales
Consignment
Issue
W/ref to fill-up
Delivery
Sales
Goods Issue
(Decreases Stk)
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Billing
Document
Consignment Orders
Consignment Returns – Order Type KR
Consignment Return is used only if you need to reverse a consignment issue.
The relevant quantity is returned to consignment inventory.
The transaction is relevant for pricing since the customer was already billed for this. A
credit memo will be created.
Sales
Consignment
Returns
W/ref to Issue
Sales
Sales
Goods Issue
(Increase Stk)
Delivery
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Sales
Credit
Memo
Consignment Orders
Consignment Pick-Up – Order Type KA
Any consignment goods stored at the customer’s warehouse that haven’t been used
can be returned to <Client>’s warehouse with a consignment pick-up.
If the customer returns consignment stock to you, you record the transaction in SAP by
creating a consignment pick-up order, similar to a return order. When the goods issue
is posted, the relevant quantity is deducted from the customer’s special stock and is
added back into your regular stock. Your total valuated stock remains the same since
the returned stock was regarded as <Client> inventory while it was at the customer’s
premises.
The transaction is not relevant for billing.
Sales
Consignment
Pick-Up
WM
WM
Goods Issue
(Decreases Stk)
Delivery
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Customer
Consignment
Stock depleted
Document Flow:
Menu Path –
Environment – Display Document Flow
Icon –
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Sales Order Processing
What does a consignment issue order type do?
Is a consignment fill-up order relevant for billing?
Is a consignment return relevant for billing?
What is the search criteria you will use to find the forwarding
agent (freight carrier)?
What is Document Flow?
What 3 organizational elements make up the Sales Area?
TIP: Ctrl
C and Ctrl Y
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Sales Order Processing
What does a consignment issue order type do?
Is a consignment fill-up order relevant for billing?
Is a consignment return relevant for billing?
What is the search criteria you will use to find the forwarding
agent (freight carrier)?
What is Document Flow?
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VII. Order Reporting
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I. General Information for Sales Order Processing
Reporting and Analysis in SAP R/3
•
Standard Reporting
– Lists documents and master data
– Provides analysis through sorting and totals
– Displays details
•
List Processing
– Lists selected documents
– Allows you to branch to documents and return to list
– Helps organize work
78
ZVCSO – customer or
sales report can be run by:
Sales Group
Sales Employee
Distribution Channel
Material
Sold-to
Many others
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The report can also be
dumped into Excel to
sort and modify to
give to customers or
the outside sales force
To do so select:
List – Save – File…
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Select Spreadsheet as
the format to be saved
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Name the file and note
the file name path
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Open Excell and
find your file
You may have to
search for all files
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A Clip of ZVSCO in Excell
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ZVISO – Is an Internal
Order report similar to
ZVCSO that contains
additional information
and is run the same way
85
VA05 Report run in SAP by:
Sold-to
Material
PO #
Open orders
Both open and closed orders
Your Orders
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VA05 lists sales orders
per your selection
criteria
Additional fields can
also be utilized
87
Hidden fields can be selected
Brought over to displayed fields
And copied into the report
88
Documents can be referenced just
by double clicking the SD doc #
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This takes you into the
document itself to
update or view
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VIII. Complaints Processing
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Complaints Processing
•Return Order RE– Product being return from customer
•Credit Memo Request CR– Credit being issued without product
being returned.
•Debit Memo Request DR– Debit being given to customer.
The request is automatically placed on billing block pending
verification. If the credit is justified the billing block is removed by
sales supervisor and a credit or debit memo is created.
Order Reason is required to help with the justification process.
Additional details can be entered in the header comments text.
Subsequent Delivery Free of Charge SD – Short shipment
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Credit and Debit Memos
Credit Memos
Invoice
Credit memo
request
Credit memo
Invoice
Sales
Order
Debit Memos
Billing block
Invoice
Debit memo
request
Debit memo
Invoice
Sales
Order
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Complaints Processing
•Credit/Debit memo request – Order Type CR/DR
•Billing Block (release request)
•Billing Due List (Credit/Debit Memo creation)
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Credit Memo Request with
Reference to Invoice:
a.
b.
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Enter Billing Doc
Click Selection List to select
item and quantity.
Credit Memo Request with
Reference to Invoice:
c.
d.
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Select the items and quantity
Hit copy button
Credit Memo Request with
Reference to Invoice:
e.
f.
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Order reason
Billing block will default
Credit Memo Request with
Reference to Invoice:
g.
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PN00 (price override) the
amount of the credit you want
to issue.
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How Are Returns Processed?
Invoice
Return
request
(authorization)
Returns
delivery
Credit memo
Sales
Order

Order reason
required to create
Return Order

Accept returned
goods (Post
goods issue)

Place in
restricted stock

Credit memo
created after
removing the
billing block.
Invoice
Billing block
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Complaints Processing
•Return Order Request – Order Type RE
•Return Delivery (accept return)
•Billing Block (release return request)
•Billing Due List (Credit Memo creation)
•Note: Return Order Freight
– Creating a return order and want credit freight back to the customer –
the freight needs to be added at order entry. When you create an return order with reference to a prior invoice, freight that was
charged on the original invoice will be copied into the return order and go all the way through billing. Or, when you create a return
order without reference to a prior invoice, you are able to enter freight as a line item on the order and process all the way through
billing.
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IX. Pro-Forma Invoice Creation
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Creating a Billing Document –
Pro-Forma Invoice
Invoices will typically be created using the Billing Due List which
creates invoices in bulk that are due for billing.
However, an individual billing
document can be created in VF01
following the menu path: Logistics,
Sales and Distribution, Billing,
Billing Document, Create.
103
Proforma Invoices
A proforma invoice is an invoice that is generated before the shipment is made.
Often the proforma invoice is used by our customers to obtain importation
license when shipping overseas.
There are two methods by which a proforma invoice is generated:
• For an entire sales document—issued for the entire open order.
• For an outbound delivery—issued for just the material on a specific delivery.
Note: Data from Proforma invoices is not transferred to Accounting.
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Creating a Proforma Invoice from a Sales Document
From the drop down
menu, choose the
billing type
‘Proforma for
Order’.
Enter the sales order
document number.
Hit enter.
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Creating a Proforma Invoice from a Sales Document
The material on the
order will be listed.
To finish processing
your proforma
invoice, click on the
Save icon.
Once the invoice has been generated,
the document number will appear at
the bottom of the screen.
The document will automatically
print to the user’s designated printer.
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Sales Order Processing
Sales and Distribution Lists
PR00 Material Pricing
Availability checking within Inquiry
Delivery Due List
Delivery Groups/Ship Complete – Shipping tab
107
Sales Order Processing
Free Delivery FD – (Sample, Shows, Warranty)
Schedule item category
Proforma Invoice Creation
Errors – Information, Warning, Error
Order Reason – Non G/L Sales Consignment
108
Sales Order Processing
Is a consignment fill-up order relevant for billing?
Is a consignment return relevant for billing?
What is the search criteria you will use to find the forwarding
agent (freight carrier)?
What information is required when entering a return order
request?
What process needs to take place for a Credit Memo to be
generated from a Credit Memo Request?
What does a rush order (SO)do different then a standard order
(OR)?
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Sales Orders
Hands-On Order Processing Exercise
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