Sales Order Processing for

Prospect
SAP Best Practices Baseline Package


SAP Best Practices
Scenario Overview 1
Purpose
This scenario describes the process of creating a sales order without having a
customer master record for the prospect available at the beginning of the order
process (create sales order with dummy customer)
Benefits
Sales order processing without the customers account number
Sales Order entry with material determination
Key process flows covered
Create sales order w/o having the customers account number
Create customer master record
Assign customer account number
Pick and ship items
Post goods issue
Billing

Purpose and Benefits:
Scenario Overview 2
Required
SAP enhancement package 4 for SAP ERP 6.0
Company roles involved in process flows
Sales Administrator
Warehouse Clerk
Billing Administrator
SAP Applications Required:
Scenario Overview 3
Sales Order Processing for Prospect
In this scenario, you process sales order documents without having a
customer master record for the propect available at the beginning of the order
process.
A dummy customer is used when your sales order processors need to
investigate an order for a prospect. The sales order can be saved but
remains incomplete until a valid customer account number has been entered
in the sales order. This function is particularly useful for companies that take
phone orders. For example, a prospect calls and requests pricing and
information on a catalog item. The order processor can build the entire order
without needing an account number until the end. Then, your sales employee
can ask the prospect for the data needed to create the customer master
record (Dear Madam/dear Sir, thank you for your order. To fulfill it, we now
need some additional information from you. Please let me know your name,
adress, ). Once the customers account number has been created, it can
be assigned to the sales order and replace the dummy customer entry.
Detailed Process Description:
Process Flow Diagram
Sales Order Processing for Prospect
S
a
l
e
s

A
d
m
i
n
i
s
t
r
a
-

t
o
r

W
a
r
e
h
o
u
s
e

C
l
e
r
k

E
v
e
n
t

C
u
s
t
o
m
e
r

Sales Order
Entry with
dummy
customer
new Customer
Needs to Buy
Product

Order
Confirmation
Daily Shipment
Work list,
enough
Inventory
Delivery Due
List
Pick List
Delivery Note
Goods Issue
Bill of Lading
Check Batches
/ Assign Serial
Number
(optional)
Change Sales
Order
A
c
c
o
u
n
t
s

R
e
c
e
i
v
a
b
l
e

A
c
c
o
u
n
t
a
n
t

(Optional)
Sales: Period
End Closing
Operations
(203)
Accounts
Receivable
(157)
Invoice
End
Process
B
i
l
l
i
n
g

A
d
m
i
n
i
s
t
r
a
t
o
r

Billing
Create
Customer
Master
(155.18)
Legend
Symbol Description Usage
Comments
Band: Identifies a user role, such as Accounts
Payable Clerk or Sales Representative. This band
can also identify an organization unit or group,
rather than a specific role.
The other process flow symbols in this table go into
these rows. You have as many rows as required to
cover all of the roles in the scenario.
Role band
contains tasks
common to that
role.
External Events: Contains events that start or end the
scenario, or influence the course of events in the
scenario.
Flow line (solid): Line indicates the normal sequence
of steps and direction of flow in the scenario.
Flow line (dashed): Line indicates flow to infrequently-
used or conditional tasks in a scenario. Line can
also lead to documents involved in the process flow.
Connects two
tasks in a
scenario
process or a
non-step event

Business Activity / Event: Identifies an action that
either leads into or out of the scenario, or an outside
Process that happens during the scenario

Does not
correspond to a
task step in the
document

Unit Process: Identifies a task that is covered in a
step-by-step manner in the scenario

Corresponds to
a task step in
the document

Process Reference: If the scenario references another
scenario in total, put the scenario number and name
here.

Corresponds to
a task step in
the document

Sub-Process Reference: If the scenario references
another scenario in part, put the scenario number,
name, and the step numbers from that scenario here

Corresponds to
a task step in
the document

Process Decision: Identifies a decision / branching
point, signifying a choice to be made by the end
user. Lines represent different choices emerging
from different parts of the diamond.

Does not
usually
correspond to a
task step in the
document;
Reflects a
choice to be
made after step
execution
Symbol Description Usage Comments
To next / From last Diagram: Leads
to the next / previous page of the
Diagram

Flow chart continues on the next /
previous page

Hardcopy / Document: Identifies a
printed document, report, or form

Does not correspond to a task
step in a document; instead, it is
used to reflect a document
generated by a task step; this
shape does not have any outgoing
flow lines
Financial Actuals: Indicates a
financial posting document

Does not correspond to a task
step in a document; instead, it is
used to reflect a document
generated by a task step; this
shape does not have any outgoing
flow lines
Budget Planning: Indicates a
budget planning document

Does not correspond to a task
step in a document; instead, it is
used to reflect a document
generated by a task step; this
shape does not have any outgoing
flow lines
Manual Process: Covers a task
that is manually done

Does not generally correspond to
a task step in a document;
instead, it is used to reflect a task
that is manually performed, such
as unloading a truck in the
warehouse, which affects the
process flow.
Existing Version / Data: This block
covers data that feeds in from an
external process

Does not generally correspond to
a task step in a document;
instead, this shape reflects data
coming from an external source;
this step does not have any
incoming flow lines
System Pass / Fail Decision: This
block covers an automatic
decision made by the software

Does not generally correspond to
a task step in the document;
instead it is used to reflect an
automatic decision by the system
that is made after a step has been
executed.
<
F
u
n
c
t
i
o
n
>

E
x
t
e
r
n
a
l

t
o

S
A
P

Business
Activity /
Event
Unit Process
Process
Reference
Sub-
Process
Reference
Proces
s
Decisio
n
Diagram
Connection
Hardcopy /
Document
Financial
Actuals
Budget
Planning
Manual
Proces
s
Existing
Version /
Data
System
Pass/F
ail
Decisio
n