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Sale order

How Sales Documents are Controlled
During Customizing for Sales and Distribution, your system administrator defines various
types of data for controlling the processing of sales documents. Data is defined on three
different levels:

 According to sales document type

 According to item category

 According to schedule line category

At sales document level, for example, you can specify whether a credit check takes place for
a particular type of document. In addition, you can specify whether a document is
automatically blocked and must first be reviewed before it can be processed further (a request
for a credit memo, for example).
At item category level, you can specify, for example, whether an item category is relevant for
delivery or billing. The item categories used in a quotation, for example, would not be relevant
for delivery or billing.
Finally, schedule line categories can be defined according to how you want MRP
requirements and the availability check to be carried out.

1. Sales Document Type
1.1. Define Sales Document Types
The standard version of the SAP R/3 System includes a variety of pre-defined sales
document types. During the implementation of your system, these standard definitions may
be modified to suit the particular needs of your organization. In addition, you may add your
own sales document types. The standard sales document types include the following:

Type of Sales document type Abbreviation
processing

Sales queries Inquiry IN

Quotation AG

Free of charge deliveries FD

Sales orders Standard sales order OR

Cash sale BV

Rush order SO

Outline agreements Quantity contract QM

Maintenance contract WV

Rental contract MV

Scheduling agreement SA

Complaints Credit memo request G2

Debit memo requests DR

Free of charge subsequent SD
deliveries

Returns RE

Control Elements in Sales Document Types
By using control elements, which are defined in Customizing for Sales and Distribution, you
can define each sales document type in such a way that it is provided with its own range of
functions. The document types can be adapted to suit your specific shipping requirements.
You can modify the existing document types or you can create your own if those specified in
the standard version of the SAP R/3 System do not meet the needs of your sales
organization. Your system administrator is responsible for maintaining control elements.

The answers to the following questions form the basis for deciding how to define a particular
sales document type:

General data

 Can the document be entered only with reference to a preceding document?

 Should the existing customer-material info record be taken into consideration?

 Should the delivery date be proposed?

 Must a customer number be entered when creating a document? For example,
product proposals can be entered without reference to a particular customer.

 Which order probability is defined?

 Should the division be taken from the material master record for every item or should
an alternative division specified in the header take precedence over the item
specifications?

How should the system respond if the division entered in the header deviates from
the division in the items?
 Should a credit limit check be made?

 From which number range should the document number for internal or external
number assignment come?

 Which fields are relevant for the incompletion log? The validity period, for example, is
important for contracts and must therefore be specified in the document.

 Can an incomplete document be saved or must all data be complete?

 Which partner functions are allowed and which ones are mandatory?

 You can define shipping conditions for a sales document type. These are copied into the document regardless of what is defined in the customer master record. . a billing block may be appropriate if a credit memo request should first be checked before it is used as the basis for a credit memo. a delivery block may be appropriate for a free-of-charge delivery.Shipping data  Which delivery type should the delivery resulting from the order have?  Should delivery scheduling be carried out?  Should transportation scheduling be carried out?  Should a delivery block be set automatically for a specific reason? For example. Billing data  Which billing type should the invoice resulting from the order or the delivery have?  Should a billing block be set automatically for a specific reason? For example.

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Be careful that the sales document types are not isolated but are always closely linked with delivery types and billing types. This connection is apparent in the following examples: o You can allow a billing block to be proposed that must be checked by the billing department for each sales document type (for example. o You can allow a certain delivery type to be proposed for a sales document type during delivery processing. take the following settings into account in addition to the actual sales document types: o Language conversion o Number ranges . in the case of returns). Defining additional sales document functions When defining your own sales document types or adjusting the standard document types to your company-specific requirements. 2. you can configure the system to automatically propose the current date as a delivery date. number ranges) 3. standard order OR) 2.The sales document types represent the different business transactions in Sales and perform a central controlling function for the entire sales order process. pricing) 1. you must therefore take settings into account which are listed for deliveries and billing documents. Definition of the sales document types themselves (for example. Definition of additional sales document functions (for example. you must make a large number of controlling specifications which are listed below. When defining sales document types. o For each sales document type. The definition and configuration of sales document types can be divided into three parts: 1. Defining sales document types To define sales document types. Configurations for general sales and distribution functions (for example.

In this case. SAP recommends that you copy similar existing sales document types in the standard SAP R/3 System and make the appropriate changes. 2. You can. You can also propose your own output for each sales document type. partner determination. allocate your own output types and output determination procedures to the sales document type. the data concerning. process the sales document type and the pricing independently and allocate the required document pricing procedure for pricing to the sales document type. Setting general SD functions You have to configure a number of general SD functions for sales document types. In particular. for example. perform a certain type of pricing for each sales document type. To do this. o Screen sequence groups o Blocks for each sales document type o Order types o Reasons for rejection o Usage indicator o Assignments to the different organizational units o 3. Recommendation For small changes. This procedure has the following advantages:  All the specifications of the existing sales document type are copied. for example. 3. a changed description. for example. be. The name is to start with the letter Z as SAP keeps this range free in the standard system. Copy an existing sales document type and change it according to your requirements. Small changes might. . You have finished defining a sales document type when you have processed the following general SD functions: o Pricing o Output determination o Incompleteness o Statistics o Text determination o Credit limit o Shipping requirements o Scheduling General procedure when setting up sales document types You have three options for configuring new sales document types: 1. Create a new sales document type. pricing or document flow which you would otherwise have to edit manually is copied. Change an existing sales document type. a different number range or a different increment for the numbering of items.

The following graphic shows some of the item categories which are defined in the standard version of the SAP R/3 System. Item Category Control By using an item category. you enter an alphanumeric key with a maximum of four characters for a sales document type and a textual description for the key. 2. the first example displays the item categories for a standard item in the inquiry. the functions of a standard item are completely different from those of a free-of-charge item or a text item. Actions 1. the system can process a material differently in each sales document type. the SAP R/3 System automatically creates a log with the copied data.  You can test your new sales document types in respect to the settings made without having to edit the other settings. Using the log. For example. The following graphic shows an example of how a material is controlled in an inquiry and how it is controlled in an order. For instance. Maintain the specifications on the detail screen according to your requirements. For example. Item Category Item categories are defined to provide additional control functions for the sales documents and thus meet the demands resulting from the different business transactions. . item categories and schedule line categories. and in the sales order.  When copying sales document types. you can define a different control for a material in an inquiry and a material in an order. you can check whether all of the copied data applies to your sales document type or whether you need to make changes. To do this. in the quotation. you should define new sales document types. A separate control is defined for each of these item categories. If you need to make further changes. 2.

By defining control elements for each item category. no pricing is carried out and it is not relevant for delivery. You can modify the existing item categories or you can create your own. For the free of charge item. the situation is different. Your system administrator is responsible for maintaining the control elements. the standard item is priced but is not relevant for delivery. which is subordinate to the standard item. however. The answers to the following questions form the basis for deciding how to define a particular item category: . Control Elements in Item Categories Depending on the sales document type. you can tailor them to meet the special needs of your installation. different item categories are allowed. Both items are relevant for delivery but pricing is carried out only for the standard item.In the inquiry. In the sales order.

an order confirmation) is allowed for the business transaction and which output determination procedure is used? Shipping data  Is an item relevant for delivery?  Should the weight and the volume of an item be determined? . the terms of payment at the item level. for example. for example. deviate from those at the header level?  Should a system message appear if the item cannot be fully delivered?  Which fields are relevant for the incompletion log?  Which partner functions are allowed at the item level and which are mandatory?  Which output (for example. can only be regarded as completed if the entire quantity has been copied into a sales order.General data  Should pricing be carried out for the item?  When should an item be regarded as completed? A quotation item.  Is it an item that refers to a material or is it a text item?  Are schedule lines allowed for the item?  May general business data.

 Should a billing block be set automatically for an item? For example.Billing data  Is an item relevant for billing?  Should the cost of the item be determined?  Is it a statistical item? Pricing is carried out for statistical items. this may be important for items whose prices have to be clarified before billing. they are not added to the value of the order. that is.1. However. the customer is not charged for them. Define Item Categories .  Is it a returns item? 2.

When copying sales document types. you can test the new item category for the settings made without having to edit the other menu options. The SAP system automatically transfers the item category that was found for the sales document item into the delivery item. you should copy similar item categories that are defined by SAP and make the required changes there. In this case. the data for example concerning partner determination. You have the following options for defining your own item categories:  Copy an existing item category and change it according to your requirements.In this menu option. changed description). The item categories that are contained in the standard SAP R/3 System together with the sales document types represent the usual business transactions. Note If you create or copy a new item category that is to be used for a delivery.  Create a new item category. Using the log. Recommendation If you define your own item categories. If you need to make further changes. In this way. Consequently. all the specifications of the existing item category are copied .g. or for which the data must not differ at header and item level but which otherwise matches an existing item category. Minor changes refer to parameters that have no controlling character. you define item categories for sales documents. Activities If you only need to make minor changes to the existing item categories (e. you can check whether all of the copied data applies to your item category or whether you must make changes. then you change this as appropriate. . you must also define a delivery item category with the same name. the keys should begin with the letter Z since SAP keeps this range free in the standard system and protects it from being overwritten during release upgrades. you can for example define an item category for which a certain type of pricing is carried out. the SAP system automatically creates a log with the copied data. If you define your own item categories. pricing or document flow which you do not edit on the detail screen of the item category is also copied. item categories and schedule line categories. In particular. define a new item category by copying a similar item category supplied in the standard system and then change this according to your requirements.even the assignment to the sales document types.

the system determines the item category from the item category group of the material and from the sales document type and proposes this item category in the document. you must enter an alphanumeric key with a maximum of 4 characters as well as a textual description. For every material type. Enter an alphanumeric key with a maximum of four characters. You can find further information on this in the section "Assign item categories". Maintain the respective specifications of the detail screen. proceed as follows: 1. 3. Check whether you can use the item category groups in the standard version.2. In the sales document. 2. . Actions If you define your own item category groups. Define Item Category Groups Using the item category group. 2. the keys should start with the letter Z. Also consider the additional functions on item category level and the item-specific settings in the general sales and distribution functions. 2. you group together different material types for item category determination from the SD view. 1.If you want to create an item category. For more information on setting default values please refer to the section "Define material type defaults. since this name convention is kept free in the standard SAP System for this purpose. you can define a default item category group which is proposed by the SAP System when you create a material master record. If you want to create new item category groups. You assign item categories to sales order types and item category groups elsewhere.

2. Define Item Category Group Default Values For Material Type .3.

you can enter an item category group for each material type. The default value can be changed manually in the material master record.In this menu option. Action Enter an item category group for all material types. The system determines the item category from the item category group of the material and the sales document type during document processing. . This item category group is proposed when you create a material master record of this material type. Further information on this can be found in the section "Allocating Item Categories". You assign item categories to sales order types and item category groups in a separate setting. for which a corresponding proposal is to be made when a material master record is created.

Example In the standard system. Item category group from material master A grouping of materials that the system uses to determine item categories during the processing of sales documents. . the system automatically proposes an item category in the document. Procedure Depending on the item category group that you apply and the sales document type you are processing. items that represent services (and do not require delivery processing).1.3. for example. and items that represent packaging materials.2. there are standard items.

2. the system response if during document processing an item does not refer to a material but to a text item. Define Item Category Usage In this menu option. Default settings In the standard SAP R/3 System. you specify the item category usages which control the usage of an item. the following usages are defined:  Batch split  Text item . for example.4. Item category usage controls. Item category usage can also be maintained via the item categories (detail screen for item categories: Goto -> Item usage).

If necessary. Assign Item Categories In this menu option. 2. create a new item category usage by entering an alphanumeric key with a maximum of four characters and a description. At the same time. you can specify additional item categories with which the system default can be overwritten. you can specify which item categories the system proposes during document processing for each sales document type and item category group. Check first whether you can copy the usages in the standard system.5. There is a maximum of three possible alternative item categories. The system default depends on the following criteria:  sales document type  item category group . The system default and the allowed alternatives are always determined from the sales document type and one or two further criteria. for example. 2. the SAP System determines the allowed item category via the assignment of item categories to sales document types and item category groups. If. you enter a material with the item category group NORM in a standard order.  Service item relevant for billing  Service item not relevant for billing Actions 1.

Recommendation Depending on the initial situation you can start the assignment differently:  When you define a new sales document type. item category group and sales document type as a default value. the item category group NORM is defined for materials kept in stock and the group DIEN for services and non-stock material. If it is an item category that is to be proposed in the sales document. specify the item category of the higher-level item. 4. Then choose one of the item category groups. Specify all the allowed item categories for the combination of sales document type and item category group. for example. you are to enhance the assignment of item categories to sales document types by this new item category group. you should specify for which sales document types an item category is proposed or which item category is possible for the materials represented by the item category group. in the standard version of the SAP R/3 System.  When you define a new item category. 3. specify between one and a maximum of three item categories. The following graphic shows how the system determines the item category. 2. you must specify the corresponding item usage.6. the system determines the item category AFN for an inquiry (sales document type IN) and the item category TAN for a standard order (sales document type OR). 2.  item category of the higher-level item  item category usage Note The SAP System automatically copies the item category determined for a sales document item to the delivery. For a material with item category group NORM. . with which the system default can be manually overwritten during document processing. proceed. as follows: 1. Actions To define item category determination.  When you define a new item category group. you must indicate the combination of item category. If you are dealing with a non-material item. Determining the Item Category The item category in the sales document depends on the sales document type and the material. Choose the sales document type to which you want to assign item categories. If it is a subitem. you should specify the proposed and the allowed item categories for the materials that are represented by the item category group. An item category group is defined in the material master record. If necessary. For example.

If a rebate in kind is allocated to a standard item in a standard order (item category TAN). material requirements planning is not carried out. TANN is not. Schedule Line Category The items in a sales document are divided into one or more schedule lines. it is carried out. TAN is relevant for pricing. Also goods receipt. for other schedule lines. Different control elements are also defined for the schedule lines. The following graphic shows an overview of some of the schedule line categories that are defined in the standard version of the SAP R/3 System. 3. These schedule lines differ from each other with respect to date and quantity. Determining the item category for sub-items depends on the higher-level item.Determining the Item Category for Sub-Items Services and rebates in kind can be entered as separate items or can be allocated to other items. An item which is allocated to another one is called a sub-item. the item category TANN is used for the sub-item in the standard version of the SAP R/3 System. In this way. for some schedule lines. For example. not goods issue. is posted for a schedule line defined in a returns document. the sub-item is processed as a free-of- charge item. .

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The answers to the following questions form the basis for deciding how to define a particular schedule line category: . No goods issue is posted for the categories BT and CT.  Requirements are passed on and the availability of the material is checked for the schedule lines BP and CP. CT and CX. and CV are relevant for delivery. different schedule line categories are allowed. goods issue is posted for CX. you can tailor the schedule line categories to meet the special demands of your installation. However. Control Elements for Schedule Line Categories Depending on the sales document type and item category. In addition. CP.Schedule Line Category Control The various schedule line categories are controlled in different ways:  The schedule line AT in inquiries is used only for information. Your system administrator is responsible for maintaining the control elements.  Goods receipt is posted for the schedule line DN in a returns document. By using control elements. new schedule line categories can be defined. However. The schedule line categories CN. the other schedule line categories are not.  The schedule line categories BV and CV are controlled in the same manner as the categories BN and CN. requirements can be passed on for analysis purposes.  No requirements are passed on and no availability check is carried out for the schedule lines BN and CN. CT.  No stocks are managed for the schedule line categories BT.

Together with the sales document types and item categories. If you enter another schedule line category.General data  Which fields are relevant for the incompletion log?  Should a customer requirement be reported to purchasing or production?  Should an availability check be carried out?  Is it a schedule line for a returns document? Shipping data  Is the schedule line relevant for delivery?  Should a delivery block be set automatically for the schedule line? A delivery block is appropriate for free of charge deliveries. Schedule line categories are proposed automatically based on values set in the appropriate table. see your system administrator. . You can change entries in the sales document manually but the entries have to be permitted. For information on which schedule line categories are allowed in each case. Determining the Schedule Line Category The schedule line category depends on the item category of the corresponding item and the MRP type (material requirements planning) of the material. the system checks whether this category is allowed. the schedule line categories contained in the standard SAP R/3 System cover the most common business transactions. The MRP type of a material is specified in the material master record.

The control of the schedule lines depends on the schedule line category.  You must allocate the schedule line categories to the item categories depending on the MRP type.The SAP System can only copy items of a sales document to a delivery if they have schedule lines. you must define schedule line types for scheduling agreements. .1.  copy an existing schedule line category and change it according to your requirements. Define Schedule Line Categories The SAP System can only copy those items of a sales document to a delivery for which schedule lines exist.  create a new schedule line category. Control of the schedule lines depends on the schedule line category. 3. The following menu options describe how you define schedule line categories or adapt them to the requirements of your organization. You must process the following points to do this:  You must define schedule line categories or adapt them to your requirements. You have the following options for defining your own schedule line categories:  change an existing schedule line category.  If necessary.

Information on the assignment of delivery blocks to delivery types can be found in the section "Define blocking reasons in Shipping". The indicator corresponds to the settings for the transfer of requirements for each schedule line category and can also be set there. The schedule line is then blocked for all delivery types that are allocated to this delivery block. An availability check is carried out for the transaction. It is not relevant.  Purchase order/purchase requisition A purchase requisition can be automatically created for a schedule line by the SAP System. if you set the indicator. for: o inquiry items o quotation items o order items without inventory management Do not specify a movement type for goods issue for the schedule lines for returns items. You edit these functions later on in the respective menu options. You indicate the appropriate schedule line category here. you specify a movement type for posting quantities and changes in value to inventory accounting. The movement type is only relevant to items or schedule lines which result in a stock movement. This means that the definition of a schedule line category is only completed once you have also edited these menu options. thus for goods receipt. you must enter the following data here: o type of purchase order o type of purchase order item o type of account assignment . The indicator corresponds to the settings for the availability check for each schedule line category and can also be set there. For this to occur. In this menu option.  Availability The availability check can be controlled at schedule line level. this specification is copied to the schedule line.In this menu option.  Item relevant for delivery Schedule lines for order items are relevant for delivery if a physical goods delivery is to be made. you neither stipulate specifications for the requirement/planning types for the availability check nor for incompleteness. Business data  Delivery block When you define a delivery block for a schedule line category. In contrast to this. Transfer of requirements is carried out for the transaction if you set the indicator. specify a goods movement for the return delivery. for example. you must make or check the following specifications: Schedule line category The schedule line category is has an alphanumeric key with a maximum of two characters as well as a textual description. schedule lines for quotation items are not relevant for delivery. Instead.  Movement type Here.  Requirements Transfer of requirements can be controlled at schedule line level.

you can check whether all the copied data applies to your schedule line category or whether you must make changes. all the specifications of the already existing schedule line category are copied. In this case. A corresponding entry is created in the incompletion log for fields that are not filled during document processing. Minor changes are parameters which have no controlling character. you can test your new schedule line categories in respect to the settings that have been made without having to edit the other menu options. which you do not edit in this menu option. allow the SAP System to create purchase requisitions automatically for particular schedule line categories. the data for example concerning incompleteness. including the allocation to the item categories. the SAP System automatically creates a log with the copied data. 2. for example. the availability check and document flow. e. Default settings In the standard SAP R/3 System. Change the schedule line categories according to your requirements if you only need to make minor changes to the existing schedule line categories. Transaction procedure  Incompletion procedure The incompletion procedure that you enter here. In particular. A minor change could be a changed description. you should copy similar schedule line categories that are defined by SAP and make the appropriate changes. only purchase requisitions can be created automatically. .g. You can. Define new schedule line categories if you need to make further changes. In this way. specifies which fields must be completed by the user. is copied. Maintain the detail screen according to your requirements. Recommendation  If you define your own schedule line categories. the key of the schedule line categories contains the following information concerning its usage: First character of the key usage A inquiry B quotation C sales order D returns Second character of the key usage T no inventory management. item categories and schedule line categories.  When copying sales document types.  If you define your own schedule line categories. o type of document category At the moment. the keys should start with the letter Z since SAP leaves this range free in the standard system. Using the log. services X no inventory management with goods issue N no planning P MRP V consumption-based planning Actions 1.

Assign Schedule Line Categories In this menu option. . At the same time. you assign schedule line categories to item categories. This allocation of schedule line categories is carried out depending on the MRP type that is specified in the material master record for a material.2.3. you can enter a maximum of three schedule line categories with which the system default can be manually overwritten during document processing.

If necessary. 2. In this case. indicate the schedule line categories that are to be proposed during document entry.Actions 1. specify schedule line categories with which the automatically determined schedule line category can be overwritten in the document. Assign the schedule line categories to the item categories depending on the MRP type. .

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w. Appendix Abbr. AvCh. Sales Document type Abbr.consgmt CD Deliv.4.:lending . 633 GI iss: cust.O.delvy CR Consignment return KRN Consignment Returns D0 Consignment Returns 634 GI rcpt:cust.mgmt/no GdsIs --- RO Rush order 同 OR 同 OR CS Cash sales order BVN Cash Sales Item 同 TAN CF Consignment fill-up KBN Consignment Fill-up E0 StoTranToCons. Package. Shipment E2 StoTranRetPck.mgmt/no GdsIs --- TAQ Extent delivered 同 TAN TAW Value Item CT No inv.Purchase Order 601 GD goods issue: delvy TAL Ret. AvCh 632 GI consgmt:ret.consgmt C1 ConsgtIssue/w. Item category Abbr.pack. Schedule line category Abbr.w/o AC 621 GI ret.Free of Charge KLN Free of Charge Item 同 TAN KLX Free of Charge Item CX No inventory mgmt --- KLS F.delvy F1 ConsPickup w. Movement type IN Inquiry AFN Standard Item AT --- AFNN Free of Charge Item 同 AFN AFC Configuration AT --- AFX Inquiry Item AT --- AFTX Text Item AT --- QT Quotation AGN Standard Item BN --- BV --- AGNN Free of Charge Item 同 AGN AGX Quotation Item BT --- AGC Variant Configuration BN --- AGTX Text Item BN --- OR Standard order TAN Standard Item CV Consumption MRP 601 GD goods issue: delvy CN No MRP 601 GD goods issue: delvy CP Deterministic MRP 601 GD goods issue: delvy TANN Free of Charge Item 同 TAN TAP Extent delivered CT No inv.C Non-stock Item CS Leg --- CX No inventory mgmt --- CB Indiv.consgmt CP Consignment pick-up KAN Consignment Pick-up F0 ConsPickup w/o AvCh 632 GI consgmt:ret.w/o AC 631 GI consgmt: lending E1 StoTranToCons. AC 631 GI consgmt: lending CI Consignment issue KEN Consignment Issue C0 ConsgtIssue/w/o AvCh 633 GI iss: cust.

F3 RetPckPickup w. w/ del.Free of Ch.del. Sales Document type Abbr.pack:ret. returns RENN Free Goods Item DN Returns 651 GD ret.del. WA Release order WAN Release Item ValCont CP Deterministic MRP 601 GD goods issue: delvy WAC Config.Agreement Item 同 TAN . 同 CD 同 CD NMS Quantity contract KMN Qty Contract Item WK1 Value contract WKN Value Contract Item WK2 Value contract mat-rel WKC ValContrItem-Config. w. returns REX Non-stock Item DN Returns 651 GD ret. TAN Standard Item BL SchedAg.del.del.:lending SDF Subs. Movement type E3 StoTranRetPck. AC 621 GI ret. Item category Abbr.pack.del.at Mat. returns LAN Ret.Packaging Pickup F2 RetPckPickup w/o AC 622 GI ret. Level CP Deterministic MRP 601 GD goods issue: delvy RE Returns REN Standard Item DN Returns 651 GD ret.Dlv.pack:ret.schd LZN Sched. AvCh 622 GI ret.Abbr. Schedule line category Abbr.