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EHP4 for SAP ERP 6.

0
June 2010
English

Foreign Trade Export


Processing (118)
Business Process Documentation

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices Foreign Trade Export Processing (118): BPD

Copyright
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Icons

Icon Meaning
Caution

Example

Note

Recommendation

Syntax

External Process

Typographic Conventions

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.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE Names of elements in the system. These include report names, program
TEXT names, transaction codes, table names, and individual key words of a
programming language, when surrounded by body text, for example, SELECT
and INCLUDE.
Example Screen output. This includes file and directory names and their paths,
text messages, source code, names of variables and parameters as well as names
of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.
Example Exact user entry. These are words or characters that you enter in the system
text exactly as they appear in the documentation.
<Example Variable user entry. Pointed brackets indicate that you replace these words and
text> characters with appropriate entries.

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Contents
Foreign Trade Export Processing ...................................................................................................... 5
1 Purpose............................................................................................................................................ 5
2 Prerequisites..................................................................................................................................... 5
2.1 Master Data and Organizational Data........................................................................................ 5
2.2 Business Conditions................................................................................................................... 7
2.3 Preliminary Steps....................................................................................................................... 8
2.4 Roles.......................................................................................................................................... 9
3 Process Overview Table................................................................................................................. 11
4 Process Steps................................................................................................................................. 12
4.1 Create Sales Order.................................................................................................................. 12
4.2 Delivery Creation...................................................................................................................... 14
4.3 Check Batches......................................................................................................................... 16
4.4 Check Foreign Trade Information.............................................................................................17
4.5 Assign Serial Number............................................................................................................... 18
4.6 Picking (optional)...................................................................................................................... 19
4.7 Create Pro Forma Billing.......................................................................................................... 21
4.8 Print Customs Documents........................................................................................................ 21
4.9 Post Goods Issue..................................................................................................................... 22
4.10 Billing ..................................................................................................................................... 25
4.11 Post Incoming Payment......................................................................................................... 26
5 Appendix......................................................................................................................................... 28
5.1 Reversal of Process Steps....................................................................................................... 28
5.2 SAP ERP Reports.................................................................................................................... 30
5.3 Used Forms.............................................................................................................................. 31
5.4 Frequently Asked Questions ................................................................................................... 32

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Foreign Trade Export Processing

1 Purpose
As markets become increasingly global and business structures more complex, the need for
accuracy in handling the foreign trade needs of a business is gaining rapidly in importance. SAPs
Foreign Trade/Customs application (FT) provides the tools that you need to compete effectively in
todays fast-paced market. It is designed to help you meet the rapidly changing foreign trade
requirements of your business.
This scenario describes the steps involved in receiving customs forms and how the system performs
incompleteness checks to make sure that all essential information is in the system.
The document explains how easy reporting is, once you have maintained the necessary settings and
master data.

2 Prerequisites
2.1 Master Data and Organizational Data
SAP Best Practices Standard Values
Essential master and organizational data was created in your ERP system in the implementation
phase, such as the data that reflects the organizational structure of your company and master data
that suits its operational focus. For example, master data for materials, vendors, and customers.
This master data usually consists of standardized SAP Best Practices default values, and enables
you to go through the process steps of this scenario.

Additional Master Data (Default Values)


You can test the scenario with other SAP Best Practices default values that have the
same characteristics.
Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data


You can also use customized values for any material or organizational data for which
you have created master data. For more information on how to create master data, see
the Master Data Procedures documentation.
Use the following master data in the process steps described in this document:

Master / Org. Value Master / Org. data Comments


data details
Material H11 Trading Good for Reg. See sections Business
Trading (MRP planning) Conditions and Preliminary

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Master / Org. Value Master / Org. data Comments


data details
no Serial no.; no batch Steps.
Material H12 Trading Good for Reg. See sections Business
Trading (reorder point Conditions and Preliminary
planning) Steps.
no Serial no.; no batch
Material H20 Trading Good for Reg. Only use if you have activated
Trading (reorder point the building block Serial
planning) Number Management (126).
with serial numbers, See the sections Business
no batch Conditions and Preliminary
Steps.
Material H21 Trading Good for Reg. Only use if you have activated
Trading (reorder point the building block Batch
planning) Management (117).
no Serial no.; batch See sections Business
controlled (Exp. Date) Conditions and Preliminary
Steps.
Material H22 Trading Good for Reg. Only use if you have activated
Trading (reorder point the building block Batch
planning) Management (117).
no Serial no.; batch See sections Business
controlled (FIFO Conditions and Preliminary
strategy) Steps.
Material F29 Finished Good MTS for Only use if you have activated
Process Industry (PD the building block Batch
planning) Management (117).
no Serial no.; with See sections Business
batch (Exp. Date) Conditions and Preliminary
Steps.
Material F126 Finished Good MTS for Only use if you have activated
Discrete Industry (PD the building block Serial
planning) Number Management (126).
with Serial no.; with / See sections Business
w/o batch (FIFO Conditions and Preliminary
strategy) Steps.
Sold-to party 100005 / 100005 (German
100010 Customer) / 100010
(Portuguese Customer)
Ship-to party 100005 / 100005 (German
100010 Customer) / 100010
(Portuguese Customer)
Payer 100005 / 100005 (German
100010 Customer) / 100010

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Master / Org. Value Master / Org. data Comments


data details
(Portuguese Customer)
Plant #1000(#1100)
Storage 1030/
Location 1040(1130/
1140)
Shipping #1000(#1100)
Point
Sales #1000
organization
Distribution #10
channel
Division #10

2.2 Business Conditions


The business process described in this Business Process Documentation is part of a bigger chain of
integrated business processes or scenarios. As a consequence, you must have completed the
following processes and fulfilled the following business conditions before you can start going through
this scenario:
Business condition Scenario
You have completed all relevant steps described in the Prereq. Process Steps
Business Process Documentation Prereq. Process Steps (154)
(154).
To run through this scenario, the materials must be available Procurement w/o QM
in stock. If you use trading goods (HAWA) you can either: (130)
run through the procurement w/o QM (130) process
or
create stock using transaction MIGO (for details see
section Preliminary Steps).
To run through this scenario, the materials must be available Make-to-Stock Production
in stock. If you use finished goods (FERT) you can either: - Discrete Industry (145)
(material F126)
run through the Make-to-Stock Production - Discrete Make-to-Stock Production
Industry (145) process (for material F126) / the - Process Industry (146)
Make-to-Stock Production - Process Industry (146) (material F29)
process (for material F29) or
create stock using transaction MIGO (for details see
section Preliminary Steps).

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2.3 Preliminary Steps


To run through this scenario, the materials must be available in stock.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC Logistics Materials Management Inventory Management
menu Goods Movement Goods Movement (MIGO)
Transaction MIGO
code
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)
Business role Warehouse Management Consumption and Transfers Other
menu Goods Movement
2. On the MIGO overview screen, make the following entries:
Field name User action and Comment
values
Business A01 Goods
Transaction Receipt
Business R10 Other
Transaction
Movement Type 561 561 Receipt per initial entry of stock
balances into unr.-use
3. Choose Enter.
4. On the Goods Receipt Other screen: Material tab, make the following entry and choose Enter:
Field name User action and values
Material <Material number>
5. On the Goods Receipt Other screen: Quantity tab, make the following entry and choose Enter:
Field name User action and values
Qty in Unit of Entry 10000
6. On the Goods Receipt Other screen: Where tab, make the following entries and choose Enter:
Field name User action and values Comment
Plant <Plant>
Storage Location <Storage location> Lean WM / w/o Lean WM
7. On the Goods Receipt Other screen: Batch tab, make the following entry and choose Enter:
Field name User action and values Comment

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Date of Enter the current date or a date in Only relevant for material H22
manufacture the past and F29
8. On the Goods Receipt Other screen: Serial Numbers tab, make the following entry and choose
Enter:
Field name User action and Comment
values
Create Serial Nos. Only relevant for material H20 and
Automatically F126
9. Choose Enter.
10. Save your entries.
11. Make a note of the Material Document Number: __________.

Result
The quantity of 10000 has been posted.
Financial postings:
Material Debited Accounts Credited Accounts Cost Element / CO
Object
Trading Good 135075 Trading 399175* Invent.own none
(HAWA) goods products
Finished Good 134000 Finished 399175* Invent.own none
(FERT) goods products

2.4 Roles
Use
The following roles must have been installed to test this scenario in the SAP NetWeaver Business
Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or
users testing this scenario. You do not need these roles if you are not using the NWBC interface, but
the standard SAP GUI.

Prerequisites
The business roles have been assigned to the user who is testing this scenario.
Business role Technical name Process step
Employee SAP_NBPR_EMPLOYEE-S Assignment of this role is
(Professional User) necessary for basic
functionality.
Sales Administrator SAP_NBPR_SALESPERSON-S Sales Order Entry
Warehouse Clerk SAP_NBPR_WAREHOUSESCLERK- Delivery Creation
S
Warehouse Clerk SAP_NBPR_WAREHOUSESCLERK- Delivery Change

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Business role Technical name Process step


S
Sales Administrator SAP_NBPR_SALESPERSON-S Create pro forma Billing
Customs Agent SAP_NBPR_CUSTOMSAGENT-S Print Customs Document
Warehouse Clerk SAP_NBPR_WAREHOUSECLERK-S Post Goods Issue
Billing SAP_NBPR_BILLING-S Billing
Administrator
Customs Agent SAP_NBPR_CUSTOMSAGENT-S Create Intrastat / Extrastat

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3 Process Overview Table

Process step External Business Business Trans- Expected


process condition role action results
reference code
Sales Order Material Sales VA01
Entry available Administrator
Delivery Warehouse VL10C
Creation Clerk
Check Batch Warehouse VL02N
Batches management Clerk
active and
material
classified.
Check Warehouse VL02N
Foreign Clerk
Trade
Information
Assign Serial Serial number Warehouse VL02N
Number management Clerk
active
Picking Warehouse VL06O
(optional) Clerk
Pro forma Sales Billing VF01
Billing
Print Customs VIB4
Customs Agent
Document
Post Goods Materials Warehouse VL06O
Issue available to ship Clerk
Billing GI has been Sales Billing VF04
posted
Post Incoming Accounts
Payment Receivable
(157)

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4 Process Steps

4.1 Create Sales Order


Use
In this activity, you enter a sales order.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Logistics Sales and Distribution Sales Order Create
Transaction code VA01

If you have installed the Returnables Processing scenario in your system and you use
material H11, the following warning may appear: Minimum quantity 1,000 EA of free
goods has not been reached. Choose Enter to skip this warning.

If you do not want to use Lean Warehouse Management (WM), choose a storage
location Shipping w/o Lean WM (for example, 1040) via the following path: Goto Item
Shipping. Enter the selected storage location (for example, 1040) in field Stor.
Location.
2. On the Create Sales Order: Initial Screen, enter the following data:
Field name Description User action and values Comment
Order Type OR
Sales Organization <Sales organization>
Distribution Channel <Distribution channel>
Division <Division>
3. Choose Enter.
4. Make the following entries:
Field name Description User action and values Comment
Sold to party 100005 German customer
Ship-to party 100005
PO number Enter a PO number
Order reason
Material Number <Material number>

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Quantity 1 EA
5. Save your entries.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction using the following navigational option:
Business Role Sales Administrator
(SAP_NBPR_SALESPERSON-S)
Business Role Menu Sales Customer Cockpit

2. Make the following entries and choose Display Customer:


Field Name User Action and Values Comment
Customer Number 100005
3. On the Customer Cockpit screen, select the following option:
Field Name User Action and Values Comment
Other Activities Create Order
4. On the Create Sales Order screen, make the following entries and choose Start:
Field Name User Action and Values Comment
Sales Document Type OR Standard Order
Sales Organization <Sales organization>
Distribution channel <Distribution channel>
Division <Division>
5. On the Standard Order: New screen, make the following entries and choose Enter:
Field Name User Action and Values Comment
PO number Enter a PO number
Material <Material number>
Order Quantity 1

If you have installed the scenario Rebate Processing: Free Goods in your system and
you use material H11, the following warning may appear: Minimum quantity 1,000 EA of
free goods has not been reached. To skip this warning, choose Enter.

If you do not want to use Lean Warehouse Management (WM), choose a storage
location Shipping w/o Lean WM (e.g. 1040) by selecting the item and choosing the
Product Availability tab on the screen section next to the Item Overview section. Enter
the selected storage location (for example, 1040) in the Storage Location field.

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You can personalize the sales order screen by hiding or displaying certain tabs. For
example, if you want to hide the tab Pricing, right-click on the tab and choose User
Settings -> Hide Tab Pricing. Alternatively, choose More to get a dialog box in which you
can add or remove all available tabs for that screen area.
6. Choose Save Document. Make a note of the sales order number: __________

Result
The sales order is created.

The printout of the order confirmation is executed automatically and immediately (see
settings in SAP GUI transaction VV13 for Output Type BA00 and defaults in your user
settings in transaction SU3).
You also have the possibility to start the printout manually:

Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC menu Logistics Sales and Distribution Sales Order Display
Transaction code VA03

1. On the Display Sales Order: Initial Screen, enter the order number. From the menu, choose
Sales Document Issue Output To.
2. Select the line with message type BA00.
3. Choose Print.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Sales Administrator (SAP_NBPR_SALESPERSON-S)
Business role menu Sales Sales Orders Sales Order Processing Orders

1. Choose the All Sales Orders tab or the All Sales Orders query (refresh the current query if
necessary).
2. Mark your sales order and choose Show Order Confirmation as PDF.
3. On the Convert Spool to PDF screen, choose Print.

4.2 Delivery Creation


Use

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In this activity, you process the delivery due list to create the delivery document.

Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC Logistics Logistics Execution Outbound Process Goods Issue
menu for Outbound Delivery Outbound Delivery Create Collective
Processing of Documents Due for Delivery Sales Order Items

Transaction VL10C
code
2. On the Sales Order Item screen, make the following entries:
Field name User action and Comment
values
Shipping point <Shipping point>
Delivery creation <Enter delivery The sales order item delivery date must be
dates (From) creation date> equal or greater than the delivery creation date
(From)
Delivery creation <Enter delivery The sales order item delivery date must be
dates (To) creation date> equal or less than the delivery creation date (To)
3. Choose Execute.
4. Select your sales order and choose Create Delivery in the Background.
5. Set the cursor on the line with the green light and choose Details. In the dialog box you see the
number of the delivery that has been created.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction as follows:
Business Role Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S)
Business Role Menu Warehouse Management Shipping Outbound Delivery
2. On the All Sales Orders Due for Delivery tab, make the following entries:
Field name User action and values
Shipping point <Shipping point>
3. Choose Apply.
4. Select the order you created in the previous process steps.
5. Choose Creation in Background
6. The system displays the message: Delivery <delivery number> created.

Result
A delivery document is created. Batches were automatically determined in case Material H21, H22,
F29, F126 has been used. If Lean WM has been set up a WM TO (Warehouse Management

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Transfer Order) has been created, printed and automatically confirmed. Picking can be done using
the printed TO.

The printout of the transfer order is executed automatically and immediately.


You also have the possibility to start the printout manually:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Logistics Logistics Execution Outbound Process Goods Issue
menu for Outbound Delivery Communication / Printing Single Print Pick
Document
Transaction LT31
code

1. Enter the Warehouse Number and TO Number (you can find this number using transaction
VL02N and checking the document flow) and choose Enter.
2. To start the print process, choose Transfer order Print.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)
Business role Warehouse Management Shipping Transfer Orders Print
menu TO Manually

1. Enter the Warehouse Number and TO Number (you can find TO number using Business role
menu Warehouse Management Shipping Outbound Delivery Display Delivery and
checking the document flow of your outbound delivery) and choose Enter.
2. To start the print process, choose from the menu More Transfer order Print from the menu.

4.3 Check Batches


Use
In this activity you check the batch determination in the delivery.

Prerequisites
This step is to be used if batch management has been activated and the material has been
classified.

Procedure
1. Access the transaction choosing one of the following navigation options:
SAP ECC Logistics Sales and Distribution Shipping and Transportation
menu Outbound Delivery Change Single Document
Transaction VL02N
code

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2. On the Change Outbound Delivery screen enter the outbound delivery number, and choose
Enter.
3. On the Picking overview screen, select the batch number from the input help (F4 Consignment
stock at customer) for the materials to which you need to assign batches.
4. Save your delivery.
5. Confirm any system message with Enter if applicable.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction as follows:
Business Role Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S))
Business Role Menu Warehouse Management Shipping Outbound Delivery
2. Select the tab Due for Post Goods Issue.
3. Enter the Shipping Point / Receiving Pt: and choose Apply (refresh the current query if
necessary).
4. Select your Delivery.
5. Choose Change.
6. In the Batch Split Indicator column, choose Batch Split Exists.
7. In the Batch field, check the batch number assignment.

Result
Batch numbers are assigned to the materials.

4.4 Check Foreign Trade Information


Use
In this activity, you check the foreign trade information in the delivery.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Logistics Sales and Distribution Shipping and Transportation
menu Outbound Delivery Change Single Document
Transaction VL02N
code
2. On the Change Outbound Delivery screen, enter the outbound delivery number, and choose
Enter.

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3. To select a delivery item, double-clicking on it and go to the Foreign Trade / Customs tab. Here
you can see the automatically extrapolated items for foreign trade reporting of your delivery, if
applicable.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction as follows:
Business Role Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S)
Business Role Menu Warehouse Management Shipping Outbound Delivery
2. Select the tab Due for Post Goods Issue.
3. Enter the Shipping Point / Receiving Pt: and choose Apply (refresh the current query if
necessary).
4. Select your delivery.
5. Choose Display.

Result
The foreign trade details are assigned to delivery.

4.5 Assign Serial Number


Use
In this activity you assign serial numbers to the materials.

Prerequisites
This step is to be used if serial number management has been activated.

Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC Logistics Sales and Distribution Shipping and Transportation
menu Outbound Delivery Change Single Document
Transaction VL02N
code
2. On the Change Outbound Delivery screen enter the delivery number, and choose Enter.
3. Select the material to which you need to assign a serial number, and choose Batch Split (for
example, Material F126). If the material is not batch controlled (H20) choose Item Details instead
of Batch Split.
4. On the Delivery XXX Change: Item Details screen, select the batch you need to assign a serial
number and choose Extras Serial Numbers. If the material is not batch-controlled (H20)
choose Extras Serial Numbers.

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5. In the Maintain Serial Numbers dialog box select the serial number from the input help. For
testing purposes, choose a serial number from the selection list that has a plant and a storage
location assigned to it. Make sure that the serial number comes from the batch determined in
step 4.16 in case the material is batch-controlled (for example, F126).
6. Save your delivery.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction as follows:
Business Role Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S)
Business Role Menu Warehouse Management Shipping Outbound Delivery
2. Select the tab Due for Post Goods Issue.
3. Enter the Shipping Point / Receiving Pt: and choose Apply (refresh the current query if
necessary).
4. Select your delivery.
5. Choose Change.
6. Select the material to which you need to assign a serial number, and choose Batch Split (e.g.
Material F126). If the material is not batch controlled (H20), choose Item Details instead of Batch
Split.
7. On the Delivery XXX Change: Item Details screen, select the batch you need to assign a serial
number to and choose More Extras Serial Numbers. If the material is not batch controlled
(H20), choose More Extras Serial Numbers.
8. In the Maintain Serial Numbers dialog box, select the serial number from the input help. For
testing purposes, choose a serial number from the selection list that has a plant and storage
location assigned to it. Make sure that the serial number comes from the batch determined in
step 4.3 in case the material is batch controlled (for example, F126).
9. Save your outbound delivery.

Result
Serial numbers are assigned to the materials.

4.6 Picking (optional)


Use
The picking process involves taking goods from a storage location and staging the right quantity in a
picking area where the goods are prepared for shipping.

Prerequisites
This step is to be used if lean WM has not been activated.

Procedure

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1. Access the transaction choosing one of the following navigation options:


Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Logistics Sales and Distribution Shipping and Transportation
menu Outbound Delivery Lists and Logs Outbound Delivery Monitor

Transaction VL06O
code
2. On the Outbound Delivery Monitor screen, choose For Picking.
3. On the Outbound Deliveries for Picking screen, make the following entries:
Field name User action and values
Shipping point <Shipping point>
Only Picking without WM
4. Choose Execute.
5. Select your delivery note and Choose (NWBC: More ) Subsequent Functions Picking
Output.
6. On the Output from Picking screen, select your delivery note and choose Execute.
1. Access the transaction using the following navigational option:
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S)
Business Role Menu Warehouse Management Shipping Outbound Delivery
2. On the Picking List (without WM) tab, make the following entries:
Field Name User Action and Values
Shipping point <Shipping point>
3. Choose Apply (refresh the current query if necessary).
4. Select your delivery note and choose Display.
5. From the menu choose, More Subsequent Functions Output from Picking.
6. To confirm the dialog box, choose Enter.
7. On the Output from Picking screen choose Execute.
8. On the Output from Picking screen, select your delivery note and choose Execute.

Result
The picking list EK00 has been printed and the picking quantity at delivery item level has been
updated with the requested delivery quantity.

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4.7 Create Pro Forma Billing


Use
In this activity you handle the billing. Usually, you have to perform pro forma billing for the customs
authorities in a first step. Later in the process you create the final billing document.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Logistics Sales and Distribution Billing Billing Document
Create
Transaction VF01
code
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Billing Administrator (SAP_NBPR_BILLING-S)
Business role menu Sales Billing Create Billing Document
2. On the Create Billing Document screen, enter the following data:
Field name Description User action and values Comment
Billing Type F8 Pro Forma Inv f Dlv
Document <Number of your delivery>
3. Choose Enter and save the billing document.
4. Make a note of the pro forma invoice document number: __________.

If batch management has been activated, two or more items appear in the billing
document depending on the number of batches that have been delivered.

Result
The system generates a pro forma invoice for billing.

4.8 Print Customs Documents


Use
Normally, you create your customs documents based on your pro forma invoice. The message type
you need depends on the customs regulations of your country. In Germany, for example, you need a
customs declaration to transfer your goods to a third-party country. No customs documents are
required for goods transactions within the EU.

Procedure
1. Access the transaction choosing one of the following navigation options:

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Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC Logistics Sales and Distribution Foreign Trade/Customs
menu Communication / Printing Communication / Printing Printout
Foreign Trade Document First Processing
Transaction VIB4
code

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Customs Agent
(SAP_NBPR_CUSTOMSAGENT-S)
Business role Foreign Trade Periodic Declarations Print Transaction: Initial
menu Procg

2. On the Foreign Trade: Print Foreign Trade Output First Processing screen, enter:
Field name User action and values
Document <Number of your pro forma billing document>
3. Choose Execute.
4. On the Foreign Trade: Print Foreign Trade Output First processing screen, you should get
three items for your sales order:
o Certificate of origin EU
o Export declaration (optional)
o Invoice

There are only two entries for the Portuguese customer.


5. You can only change data for the export declaration. Therefore, select the item for the export
declaration, and choose Form data.
6. On the Print Preview of <printer name> Page 0001 of 0001 screen, choose, for example, one of
the different address nodes on the left hand side for field N 2 Sender / Exporter. In the Change
form data dialog box, you can change the address data of the ship-to party.
7. After having changed the data, choose Refresh.
8. Go back and choose Print or Print preview.
9. In the Select output version dialog box, choose Version to display the changed data.

Result
The customs documents are created.

4.9 Post Goods Issue


Use

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In this activity, you post the goods issue.

Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC Logistics Logistics Execution Outbound Process Goods Issue
menu for Outbound Delivery Outbound Delivery Lists and Logs
Outbound Delivery Monitor
Transaction VL06O
code
2. Choose For Goods Issue.
3. Make the following entries:
Field name User action and values
Shipping point <Shipping Point>
4. Choose Execute.
5. Select the relevant delivery.
6. Choose Post Goods Issue. (Choose todays date in the dialog box.)
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction as follows:
Business Role Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S)
Business Role Menu Warehouse Management Shipping Outbound Delivery
2. Select the tab Due for Post Goods Issue.
3. Enter the Shipping Point / Receiving Pt: and choose Apply (refresh the current query if
necessary).
4. Select your Delivery.
5. Choose Goods Issue.

Result
The goods issue is posted.
Financial postings:
Material Debited Accounts Credited Cost Element / CO
Accounts Object
Trading Goods 520085 Trading goods 135075 Trading none
(HAWA) w/o aa goods
Finished Good 500000 Inv.chg.sale 134000 Finished none
(FERT) own prd goods

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Delivery Note
The printout of the delivery note is executed automatically and immediately (see settings
in SAP GUI transaction VV23 for Output Type LD00 and defaults in your user settings in
transaction SU3).
You also have the possibility to start the printout manually:

Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC Logistics Logistics Execution Outbound Process Goods Issue
menu for Outbound Delivery Outbound Delivery Display
Transaction VL03N
code

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)
Business role Warehouse Management Shipping Outbound Delivery
menu Display Delivery

1. On the Display Outbound Delivery screen, enter your outbound delivery, and choose from the
menu (NWBC: More) Outbound Delivery Issue delivery Output
2. Select the line with message type LD00 Delivery Note
3. Choose Print.

Bill of Lading
The printout of the bill of lading is executed automatically and immediately (see settings
in SAP GUI transaction VV23 for Output Type YBL1 and defaults in your user settings in
transaction SU3).
You also have the possibility to start the printout manually:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Logistics Logistics Execution Outbound Process Goods Issue
menu for Outbound Delivery Outbound Delivery Display
Transaction VL03N
code

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)
Business role Warehouse Management Shipping Outbound Delivery

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menu Display Delivery

1. in the Display Outbound Delivery screen, enter your outbound delivery and choose from the
menu (NWBC: More) Outbound Delivery Issue delivery Output
2. Select the line with message type YBL1 Bill of Lading.
3. Choose Print.

4.10 Billing
Use
In this activity, you handle the billing.

Procedure
1. Access the transaction choosing one of the following navigation options:
SAP ECC menu Logistics Sales and Distribution Billing Billing Document
Process Billing Due List
Transaction VF04
code
2. Enter relevant search criteria, select the delivery-related flag and deselect the Order-related flag
and choose DisplayBillList (F8).
3. Select a row and choose Individual Billing Document.
4. Save your entries.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction as follows:
Business Role Billing Administrator
(SAP_NBPR_BILLING-S)
Business Role Menu Sales Billing
2. On the Billing screen, choose the Billing Due List tab (refresh the current query if necessary).
3. Enter the relevant search criteria, select the Delivery-Related flag. Choose Apply.
4. Select the lines with the sales documents you want to bill then choose Billing in Background.
5. The system displays a list of the created billing documents.

Result
The system generates an invoice for billing and posts the values to the specified accounts. You can
see the financial information by choosing Accounting Overview. There you can find the accounting
document, the controlling document and the profitability analysis document. You can also see the
document flow by choosing Display document flow.

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Financial postings:
Material Debited Accounts Credited Cost Element / CO
Accounts Object
Trading Good 121200 Cust rcvbl 410000 Sales 410000
(HAWA) -Foreign revenue
Finished Good 121200 Cust rcvbl 410000 Sales 410000
(FERT) -Foreign revenue

The printout of the invoice is executed automatically and immediately (see settings in
SAP GUI transaction VV33 for Output Type RD00 and defaults in your user settings in
transaction SU3).
You also have the possibility to start the printout manually:

Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC menu Logistics Sales and Distribution Billing Billing Document
Display
Transaction VF03
code

1. Go to transaction VF03. On the Display Billing Document screen, choose Billing


document Issue Output to from the menu.
2. Select the line with message type RD00.
3. Choose Print.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Billing Administrator
(SAP_NBPR_BILLING-S)
Business Role Menu Sales Billing Change Billing Document

1. Enter the billing document number.


2. Choose More Billing Document Issue Output to.
3. Select the relevant output and choose Print.

4.11 Post Incoming Payment


Accounts Receivable (157)
In this process you post the incoming payment.

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Complete all activities described in the Business Process Documentation of the scenario
Accounts Receivable (157) (sections Post Incoming Payment from Customer Manually,
Automatic Clearing of Open Items in Customer Accounts, Manual Clearing of Open
Items in Customer Accounts) using the master data from this document.

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5 Appendix
5.1 Reversal of Process Steps
In the following section, you can find the most common reversal steps you can take to reverse some
of the activities described in this document.

Sales Order Entry


Transaction code ( SAP GUI) VA01
Reversal: Delete Sales Document
Transaction code ( SAP GUI) VA02
Business role Sales Administration
Business role menu Sales Sales Orders
Choose All Sales Orders tab.
Mark your sales order and choose Change.
Comment Choose menu Sales Document Delete.

Delivery Due List


Transaction code
VL10C
( SAP GUI)
Reversal: Delete Delivery
Transaction code VL02N
( SAP GUI)
Business role Warehouse Clerk
Business role Warehouse Management Shipping Change Outbound
menu Delivery
Comment Choose menu Outbound Delivery Delete. Step reversal of
transfer order not possible, but the whole delivery document can still
be deleted via VL02N.

Check Batches

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Transaction code ( SAP


VL02N
GUI)
Reversal: Edit Batch Number
Transaction code ( SAP VL02N
GUI)
Business role Warehouse Clerk
Business role menu Warehouse Management Shipping Change
Outbound Delivery
Comment

Assign Serial Number


Transaction code ( SAP
VL02N
GUI)
Reversal: Edit Serial Number
Transaction code ( SAP VL02N
GUI)
Business role Warehouse Clerk
Business role menu Warehouse Management Shipping Change
Outbound Delivery
Comment

Billing
Transaction
VF04
code ( SAP GUI)
Reversal: Cancel Billing document
Transaction VF11
code ( SAP GUI)
Business role Sales Billing
Business role Sales Billing Change Billing Document
menu
Comment Go to transaction VF11, enter the relevant billing document number,
choose Enter, and save your result. An invoice cancellation
document has been created balancing the original invoice.

Post Goods Issue


Transaction code ( SAP
VL06O
GUI)
Reversal: Reverse Goods Issue
Transaction code ( SAP VL09

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GUI)
Business role Warehouse Clerk
Business role menu Warehouse Management Shipping Cancel Goods Issue
for Delivery Note
Comment

5.2 SAP ERP Reports


Use
The table below lists the reports that you can use to obtain additional information on this business
process.

You can find detailed descriptions of the individual reports in the following BPD
documents, which provide a comprehensive compilation of all important reports:
Financial Accounting: SAP ERP Reports for Accounting (221)
Logistics Processes: SAP ERP Reports for Logistics (222)
Note that the descriptions of some reports that are an indispensable part of the process
flow may be located directly in the section where they belong.

Reports
Report Transaction Business Role (NWBC) Business Comment
title code (SAP Role Menu
GUI) (NWBC)
List of VA05 Sales Manager Sales A list of all
Sales (SAP_NBPR_SALESPERSON- Sales selected
Orders M) Orders sales orders
Reports is displayed.
List of Sales
Orders
List Billing VF05 Sales Manager Sales A list of all
Documents (SAP_NBPR_SALESPERSON- Sales selected
M) Orders billing
Reports documents
List Billing is displayed.
Documents
Incomplete V.02 Sales Manager Sales A list of all
SD (SAP_NBPR_SALESPERSON- Sales incomplete
Documents M) Orders documents
Reports on the basis
List of of the
Incomplete specified
Sales selection
Orders criteria is

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Report Transaction Business Role (NWBC) Business Comment


title code (SAP Role Menu
GUI) (NWBC)
displayed.
Assignment VE29 Sales Administrator Sales A list of all
License to (SAP_NBPR_SALESPERSON-S) Additional assigned
Document Information documents
Assigned on the basis
Documents of the
for Each specified
License selection
criteria is
displayed.
Check of VI83 Customs Agent Foreign Consistency
Customer (SAP_NBPR_CUSTOMSAGENT- Trade check of
Master S) Monitoring customer
Regarding Check master
Legal Customer regarding
Control Master/Legal legal
Control control.

5.3 Used Forms


Use
In some of the activities of this business process, forms were used. The table below provides details
of these forms.
Common form Form type Used in process Output Technical name
name step type
Order Smart Sales Order Entry BA00 YBAA_SDORC
Confirmation Form
Delivery Note Smart Post Goods Issue LD00 YBAA_SDDLN
Form
Pro forma Invoice Smart Pro Forma Billing RD00 YBAA_SDINV
Form
Transfer Order SAP Script Delivery YB_LVSTAEINZEL
Pick List SD SAPscript Picking (optional) EK00 YB_SD_PICK_SINGL
Bill of Lading Smart Post Goods Issue YBL1 YBAA_SDBLD
Form
Sales Invoice Smart Billing RD00 YBAA_SDINV
Form
Export SAPscript Print Customs FEEX YB_EXPORT_EUDC
Declaration Documents
Cert. of Origin SAPscript Print Customs FECO YB_EXPORT_FECO

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EU Documents

5.4 Frequently Asked Questions


Questions Answers
I have no stock available; how can I Go to transaction MMBE to check the stock for
add more? your material.
Decide how much you need and create new stock
for your plant, using transaction MB1C.
How can I transfer goods from one Using transaction MIGO, action A08 Transfer
storage location to another? Posting.
Do I always need to do a transfer No. You can set the system to automatically
order manually? generate a transfer order.
Do I need the Outbound Delivery No, you can do it directly from the delivery, when
Monitor to post the goods issue? creating or changing it.

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