SAP University Alliances

Version 2.20
Authors Bret Wagner
Sales and Distribution (SD)
Stefan Weidner

Product
SAP ERP 6.0 EhP4
Global Bike Inc.
Inc

Level
Beginner

Focus
Cross-functional integration
Sales and Distribution

SAP AG
 SAP ERP Course Overview

Introduction to SAP
Navigation
Introduction to GBI
Sales & Distribution
Materials Management
Production Planning
Financial Accounting
Controlling
Human Capital Management
Warehouse Management
Project System
Page 4-2
 SAP ERP Functionality

Sales Support
Sales
Shipping and Transportation
Billing
g
Credit Management
Foreign Trade

Page 4-3
 SAP ERP Unit Overview

SD Organizational Structure
SD Master Data
SD Processes
- Order-to-Cash Process

Page 4-4
 SAP ERP SD Organizational Structure

Client
- An independent environment in the system
Company Code
- Smallest org unit for which you can maintain a legal set of books
Credit Control Area
- An organizational entity which grants and monitors a credit limit for customers.
- It can include one or more company codes
Sales Organization
- An organizational unit responsible for the sale of certain products or services.
- The responsibility of a sales organization may include legal liability for products
and customer claims
Distribution Channel
- The way in which products or services reach the customer
- Typical examples of distribution channels are wholesale, retail, or direct sales

Page 4-5
 SAP ERP SD Organizational Structure

Division
- A way of grouping materials, products, or services
Sales Area
- Combination of Sales Organization, Distribution Channel and Division
- Determines conditions (i
(i.e.
e pricing) for sales activities
Plant (here: Delivering Plant)
- Plant from which the goods should be delivered to the customer
Other SD organization units:
- Shipping Point
- Loading Point
- Sales Office
- Sales Group
- Sales Person

Page 4-6
 SAP ERP GBI Structure for Sales and Distribution

Global Bike Client

Company
Global Bike Inc. Global Bike Germany GmbH Code

Sales
US West US East Germany North Germany South Organization
g

San Diego Dallas Miami Hamburg Heidelberg Sales Office

Page 4-7
 SAP ERP GBI Enterprise Structure in SAP ERP (Sales)

Di t ib ti
Distribution Ch
Channell Wh
Wholesale
l l WH

Distribution Channel Internet IN

US West CA West DE North GB North AU North

UW00 CW00 DN00 GN00 AN00
US East CA East DE South GB South AU South Sales
S l
UE00 CE00 DS00 GS00 AS00 Organization
CC US00 CC CA00 CC DE00 CC GB00 CC AU00 Company Code

Credit Control Area (global) GL00

Client GBI
Page 4-8
SAP ERP SD Master Data

Customer Master

M t i l Master
Material M t

Sales Condition

Page 4-9
 SAP ERP Customer Master Data

Customer Master
- Contains all of the information
necessary for
f processingi orders,
d
deliveries, invoices and customer
payment
- Every customer MUST have a
master record

Created by Sales Area

- Sales Organization
- Distribution Channel
- Division

Page 4-10
 SAP ERP Customer Master Data

The customer master information

is divided into 3 areas:
- General Data
- Company Code Data
- Sales Area Data

Page 4-11
 SAP ERP Customer Master

General Information relevant for the entire organization:

Name
Address
Client XXX Communication

Company Code specific information: Sales Area specific information:

Acc. Mgmt Sales Office

Payment Currency
Company Code US00 Bank
Sales Org. UW00

Company Code DE00 Sales Org. DS00

Page 4-12
 SAP ERP Material Master Data

Material Master
- Contains all the information a
company needs d tto manage about
b t
a material
- It is used by most components
within the SAP system
Sales and Distribution
Materials Management
Production
Plant Maintenance
Accounting/Controlling
Quality Management
- Material master data is stored in
functional segments called Views

Page 4-13
SAP ERP Material Master Views

Sales Data

Basic Data Purchasing Data

Mat. Plan. Data

Material Master Forecasting Data

Storage Data

Controlling Data Quality Data

Accounting Data

Page 4-14
SAP ERP Material Master

General
Ge e a Information
o at o relevant
e e a t for
o tthe
eeentire
t eo organization:
ga at o

Name
Weight
Client XXX Unit of Measure

Sales specific information: Storage Location specific information:

Delivering Plant Stock Qty

Loading Grp
Sales Org. UW00 Storage Loc. FG00

Sales Org. UE00 Storage Loc. TG00

Page 4-15
 SAP ERP Condition Master Data (Pricing)

Condition master data includes:

- Prices
- Surcharges
- Discounts
- Freights
- Taxes
You can define the condition
master to be dependent on
various data:
- Material specific
- Customer specific
Conditions can be dependent on
any document field

Page 4-16
 SAP ERP Output

Output is information that is sent

to the customer using various
media,
di such h as:
- E-mail
- Mail
- EDI
- Fax
- XML
Output examples:
- Quotation
- Confirmation
- Invoice

Page 4-17
SAP ERP Sales Order Process

Pre-sales Sales Order

Activities Entry

Check
Availability

Pick
Materials
Receipt of
Customer Payment
Pack
Invoice Materials
Customer
Post Goods
Issue

Page 4-18
 SAP ERP Pre-Sales Activities (CRM Light)

Sales Support is a component of SD that assists in the sales,

distribution, and marketing of a companies products and services
to its customers. It contains the following functionality:
- Creating and tracking customer contacts and communications (sales
activity)
Phone callll records
Ph d
On-site meeting
Letters
Campaign communication
- Implementing and tracking direct mailing, internet, and trade fair
campaigns based on customer attributes

Pre-sales documents need to be managed within the presales

activities: Inquiries and Quotations. These documents help identify
possible sales related activity and determine sales probability
probability.

Page 4-19
 SAP ERP Pre-Sales Activities (CRM Light)

The ultimate goal of all pre-

sales activities is to equip the
sales technician with all the
information necessary to
negotiate and complete the
potential
t ti l sale.
l
Information needed:
- Past sales activityy
- Past communication
- Contact information
- General Companyp y info
- Credit limits and usage
- Current backorders
360 view of your customer

Page 4-20
 SAP ERP Inquiry

An inquiry is a customers
request to a company for
information or quotation in
respect to their products or
services without obligation to
p
purchase.
- How much will it cost
- Material/Service availability
- May contain specific quantities
and
dddates
t

The inquiry is maintained in

th system
the t andd a quotation
t ti is
i
created to address questions
for the potential customer.

Page 4-21
 SAP ERP Quotation

The quotation presents the

customer with a legally binding
offer
ff to
t deliver
d li specific
ifi products
d t
or a selection of a certain amount
of products in a specified
timeframe at a ppre-defined pprice.

Page 4-22
 SAP ERP Sales Order

Sales order processing can originate from a variety of documents

and activities
- Customer contacts us for order: phone, internet, email
- Existing Contract
- Quotations

The electronic document that is created should contain the

following basic information:
- Customer Information
- Material/service and quantity
- Pricing (conditions)
- Specific delivery dates and quantities
- Shipping information
- Billing Information

Page 4-23
 SAP ERP Sales Order

The sales document is made up

of three primary areas:
- Header
Data relevant for the entire sales
order: Ex: customer data, total
cost of the order

- Line Item(s)
Information about the specific
product: Ex: material and
p
quantity, cost of an individual line

- Schedule Line(s)
Uniquely belongs to a Line Item,
contains delivery quantities and
dates for partial deliveries

Page 4-24
 SAP ERP Sales Order

The sales order contains all of the information needed to process

your customers request, the following information is determined for
each sales order:
- Delivering Schedule
- Shipping point and route determination
- Availability Check
- Transfer of requirements to MRP
- Pricing
- Credit limit check

Page 4-25
 SAP ERP Delivery Scheduling

When an order is created you must enter a requested delivery date

for the order or each line item.

The system will then determine a delivery timeline, this will be used
when
h d determining
t i i our material
t i l availability,
il bilit or ATP (A
(Availability
il bilit tto
Promise) date.

The system will determine this date using forward and backward
scheduling rules you have defined.

Page 4-26
 SAP ERP Backward Scheduling

Order Material Transp. Goods Requested

Date Availability Sched. Loading Issue Delv. Date
1st 2nd 3rd 4th 5th 6th

Pick & Pack Transit

Transp. Loading
Time Ti
Time
Sched. Time
(2 days) Time (1 day) (2 days)
(1 day)

Page 4-27
 SAP ERP Forward Scheduling

Requested New
Order Material Transp. Goods Delv. Delv.
Date y Sched.
Availability Loading Issue Date Date
1st 2nd 3rd 4th 5th 6th 7th
Transp. Loading Transit
Pick & Pack Sched. Time Time
Time (2 days) Time (1 day) (2 days)
(1 day)

Page 4-28
 SAP ERP Shipping & Route Determination

During the creation of the sales order the system must determine
the shipping point from which the material will be shipped and the
route the material will take to get from your warehouse to your
customers location.

A shipping point is determined for each line item within the order.

The route determination is used to define the transit time of the

material that we used in scheduling.

Page 4-29
 SAP ERP Availability Check

Availability Check
- Determines the material
availability
il bilit date
d t
- Considers all inward and outward
inventory movements
Proposes 3 methods of delivery
- One-time delivery
- Complete delivery
- Delayed
y p proposal
p
Rules are created by YOU

Page 4-30
 SAP ERP Pricing

The system displays pricing information for all sales documents on

the pricing screens at both the header and the line item level.
- Header pricing is valid for the whole order it is the cumulative of all line
items within the order
- Line item pricing is for each specific material.

The system will automatically search for price, discounts,

surcharges,
g , calculate taxes and freight.
g You have the ability
y to
manually manipulate the pricing at both the header and line item
level within the sales order by entering a condition type and
amount.
- Taxes and freight can be set-up so we cant manually enter

Page 4-31
 SAP ERP Credit Check

Allows your company to manage its credit exposure and risk for
each customer by specifying credit limits.
During the sales order process the system will alert the sales rep
about the customers credit situation that arises, if necessary the
system
y can be configured
g to block orders and deliveries.

Page 4-32
 SAP ERP Shipping & Transportation

The shipping process begins when you create the delivery

document for the sales order. This document controls, supports,
and monitors numerous sub-processes for shipping processing:
- Picking
- Packing
- Post Goods Issue
Integrated with the Material Management (MM) and Finance (FI)
modules

Page 4-33
SAP ERP Shipping

Sales Order 1 Sales Order 4 Sales Order 5

Sales Order 2 Delivery 813

8 13 Delivery 816

Sales Order 3 Delivery 814

Delivery 812 Delivery 815

Order Partial Complete

Combination Delivery Delivery

Page 4-34
 SAP ERP Delivery Creation

Checks order and materials to determine if a delivery is possible

delivery block (hold), completeness
Confirms availability
Confirms export/foreign trade requirements
Determines total weight & volume

Page 4-35
 SAP ERP Delivery Creation

Generates packing proposal

Calculates weight and volume
Checks scheduling
Considers p
partial deliveries
Updates route assignment
Assigns picking location
Updates sales order
Determines batches
Quality check (if needed)
Updates sales order

Page 4-36
 SAP ERP Delivery Document

The Delivery Document initiates the delivery process and is the

control mechanism for this process
- Picking
- Packing
- Loading
- Posting Goods Issue
Changes to delivery are allowable - products, quantities

Page 4-37
 SAP ERP Picking

Quantities based on delivery note

Assigned date when picking should begin
Automated storage location assignment
Supports
pp serial number/lot number tracking
g and batch
management
Integrated with Warehouse Management (WM)

Page 4-38
 SAP ERP Loading and Packing

Identifies which packaging is to be used for specified products

(customer preference and UCC-128 considerations)
Identifies and updates accounts associated with returnable
packaging
Tracks
T k theth packed
k d product
d t by
b container
t i
Insures weight/volume restrictions are enforced
All packed items are assigned to the required means of
transportation

Page 4-39
 SAP ERP Goods issue

Event that indicates the legal change in ownership of the products

Reduces inventory and enters Cost of Goods Sold
Automatically updates the General Ledger (G/L) accounts
Ends the shipping
pp g pprocess and updates
p the status of the shipping
pp g
documents

Page 4-40
 SAP ERP Billing

The billing document is created by coping data from the sales

order and/or delivery document.
- Order-based billing
- Delivery-based billing
The billing process is used to generate the customer invoice
invoice.
It will update the customers credit status.

Page 4-41
 SAP ERP Billing Documents

The billing document will automatically create a debit posting to

your customer sub-ledger account and credit your revenue
account.
It is at this point that the sales process is passed over to Financial
Accounting g to await p
payment.
y

Page 4-42
SAP ERP Billing Methods

Delivery 8
820
20 Invoice 9
945
45
Delivery based Order 6
Invoicing Delivery 821 Invoice 946

Delivery 833
Collective Order 9
Deliveryy 834 Invoice 968
Invoicing
Order 14 Delivery 856

Invoice 991
Split
Order 32 Delivery 886
Invoicing
Invoice 992

Page 4-43
 SAP ERP Payment

Payment is the final step in the sales order process, this step is
managed by the Financial Accounting department.
Final payment includes:
- Posting payments against invoices.
- Reconciling differences between payment and invoice
invoice.
Payment will create a posting clearing the liability in the A/R
account and increases your bank account.

Page 4-44
 SAP ERP Document Flow

The document flow and order status feature allows you to find the status
of an order at any point in time. The SAP updates the order status every
ti
time a change
h iis made
d tto any d
documentt created
t d iin th
the customer
t order
d
management cycle (Order-to-Cash).

Page 4-45
 SAP ERP Sales Order Process Debugging

Never again did I learn so much in

such a short time, because twenty
participants
p p made mistakes for me!
You cannot make so many mistakes
all alone
alone
SAP Co-founder Klaus Tschira
on his experiences teaching COBOL
to clients at IBM

Page 4-46
 SAP ERP Sales Order Process Debugging

Document Flow
- Gives Order Process Status
List of Sales Orders (VA05)
- Tool to Find Order
- Need students user id/data set number

Page 4-47