Sap SD User Training Manual PDF

End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Project Sarthak
SAP Implementation at PDIL
User Manual
Module: Sales & Distribution
Table of Contents
Last changed on: Last changed by: Version: 0 Page:
12/9/2010 Utpal Mishra 1 of 252

End User Manual
Title: SAP SD
Release: ECC 6.0
1. Introduction & Navigation of SAP ........................................................................................ 4
2. Create Customer Master ................................................................................................... 18
3. Change Customer Master .................................................................................................. 30
4. Display Customer Master .................................................................................................. 37
5. Create Excise Master Data ................................................................................................. 44
6. Maintain Condition Records .............................................................................................. 47
7. Create Sales Order ............................................................................................................ 51
8. Change Sales Order ........................................................................................................... 79
9. Display Sales Order ................................................................................................... 95
9. List of Sales Orders ........................................................................................... 102
10. Create Inquiry ..................................................................................................... 110
11. Change Inquiry ............................................................................................................ 119
12. Display Inquiry ............................................................................................................ 126
13. Display List of Inquiries .................................................................................. 131
14. Create Quotation ................................................................................................ 137
15. Change Quotation .............................................................................................. 147
16. Display Quotation .............................................................................................. 154
17. Display List of Quotations .............................................................................. 160
18. Create Contract ................................................................................................... 166
19. Change Contract ................................................................................................. 177
20. Display Contract ................................................................................................. 184
21. Display List of Contracts ................................................................................. 188
22. Create Invoice ..................................................................................................... 194

End User Manual
Title: SAP SD
Release: ECC 6.0
23. Change Invoice ................................................................................................... 201
24. Display Invoice ................................................................................................... 207
25. Display List of Invoice Documents ............................................................. 210
26. Release Invoice Documents for Accounting ........................................... 216
27. Create Outbound Delivery .............................................................................. 221
28. Updation of Registers....................................................................................... 227
29. Create Excise Invoice ....................................................................................... 237
30. Extract Excise Registers.................................................................................. 240
31. Print Excise Registers ...................................................................................... 245

End User Manual
Title: SAP SD
Release: ECC 6.0
1. Introduction & Navigation of SAP
SAP R/3 is an “integrated and industry-independent standard

software” which covers integrates and connects all functional areas in a
business. SAP AG defines integration as "defined communication".
Although R/3 is designed for complete integration, it can also be used for
a couple of business areas.
SAP is the abbreviation for “Systems Applications and Products in

Data Processing”.
The purpose of this document is to provide an overview of SAP PM

Functionality and the details of how the transactions are carried out in
SAP R/3.
The document has been organized as follows;
Master data maintenance required for PM module is covered first.

Master data maintenance is the most important aspect as these
data affects all the transaction where that Master data is used. It is
very much controlled by authorizations as per the policy of the
company.

End User Manual
Title: SAP SD
Release: ECC 6.0
As a PM user, you will be using various transactions to replicate

day-to-day work in SAP R/3. So all the transactions, which are
relevant to you for carrying out Plant Maintenance activities, are
covered in this.
Master data maintenance and transaction processes are explained with

the help of SAP screen Shots. This will help you in executing the same
perfectly.
Getting Started
LOG ON:
Select SAP Log in Icon
On PC Desktop & press enter key or double click,

Or follow the menu path as shown in following screen:

End User Manual
Title: SAP SD
Release: ECC 6.0
The following screen will appear.

End User Manual
Title: SAP SD
Release: ECC 6.0
Select Server and click on Log on icon
Logging onto the SAP R/3 system
Sap R/3 systems are client systems. The client enables you
to run several business operations at the same time in one
SAP R/3 system.
Client is, in organizational terms, an independent unit in the
system. Clients have their own data environment and
therefore their own user master and transaction data,
assigned user master records and chart off accounts and
specific customizing parameters.

End User Manual
Title: SAP SD
Release: ECC 6.0
So that you log on to SAP R/3 system, you must have a

master record created for you for corresponding client. For
reasons of access protection, you must enter a password
when you log onto the sap system. The system does not
display the password you enter.
SAP R/3 system is available in several languages. Use the
language input field to select the logon language for each
session.
You can place your own

text on the initial screen
Elements of the screen layout
Command Field: Use command field (hidden as default) to

go to applications directly by entering the transaction code.

End User Manual
Title: SAP SD
Release: ECC 6.0
Standard Tool Bar: the push buttons in the standard tool

bar are found on every screen in an SAP R/3 system. Any
push buttons that cannot be used in a particular application
are grayed out. If you place your cursor on a push button for
a while the system displays a quick info text that explains the
push button function.
The Application Tool bar: shows which functions are
available in the current application.
A Tab page: provides a clearer overview of several
information screens
Status bar: the status bar displays information on the
current system status, for example. Warning or error
messages
Menu bar: the menus shown here depend on which
application you are working in.
Title bar: the title bar displays the functions that are
available for the user.
Checkboxes: checkboxes enable you to select several
options simultaneously within a group.
Radio Buttons: allow you to choose exactly one item form a
selection.
The below shown screen gives you a detail explanation.

End User Manual
Title: SAP SD
Release: ECC 6.0
Menu bar
Standard toolbar
Title bar
Command
Application
toolbar
Tab Page
Input Fields
Check boxes,
Radio Buttons
Status bar

End User Manual
Title: SAP SD
Release: ECC 6.0
SAP Easy Access
Sap easy access is the standard entry screen displayed after

the logon. You navigate through the system using the tree
structure.
You are greeted by your

logo in the right-hand part
of the window

End User Manual
Title: SAP SD
Release: ECC 6.0
Selecting Functions
You can call functions in the system as follows

o Menu Option
o Favourites
o Entry in the SAP easy Access menu
“/n” ends the current session
“/i” delets the current session
“/oCV01N” opens a new session and branches out to the
transaction specified (CV01N)
By entering “ search_sap_menu” in the command field,
you can display menu paths for the desired SAP transaction.
Command Field
Menu
SAP easy Access and Favorite List

End User Manual
Title: SAP SD
Release: ECC 6.0
Field help : F1 and F4
Use F1 to display an explanation of fields, menus, functions

and messages.
F1 Help also provides technical information on the relevant
field.
F1 Help

End User Manual
Title: SAP SD
Release: ECC 6.0
Use F4 to display possible inputs . you can also access F4

help for a selected field using the button immediately to the
right of that field.
F4 help

End User Manual
Title: SAP SD
Release: ECC 6.0
User – Specific Personalization
The end user has many possibilities for personalizing the

system. For example as shown in the screen below.

End User Manual
Title: SAP SD
Release: ECC 6.0
SAP – Symbols or icons
Keyboard Keyboard
Button Description Button Description
Shortcut Shortcut
Ctrl + Page First page
Enter Key Enter/Continue
Up

End User Manual
Title: SAP SD
Release: ECC 6.0
Save to
Ctrl + S Page Up Previous page
database
Next page
F3 Back Page Down
Exit System Ctrl + Page
Shift + F3 Last page
Task Down
Create New
F12 Cancel None session
Create shortcut
Ctrl + P Print None
on Desktop
F1 Help
Ctrl + F Find F1
Customize Local
Ctrl + G Find next Alt + F12
Layout

End User Manual
Title: SAP SD
Release: ECC 6.0
2. Create Customer Master
OVERVIEW
Trigger:
Create a customer master record centrally when the Accounts Receivable

functions are shared.
Business Process Procedure Overview
Customer master contains data that controls how business transactions

are recorded and processed by the system. It also includes all the
information about a customer that you need to conduct business
transaction with them. Customer master data is separate into 3 sections:
General Data, Company Code Data and Sales Area Data. The General
data contains information that applies to all sales areas such as customer
name, address and contact information. The Company Code data is
specific to a company code and contain information such as reconciliation
account, payment and dunning procedures. The Sales area data
contains information relevant to the sales organization and distribution
channels of your company. It contains such information as order
processing, billing and shipping.
This document describes the procedure required to create a customer

centrally from either Accounts Receivable or Sales and Distribution. When
creating the customer centrally, you may enter some additional
information above what you can when creating a customer in A/R non-
centrally (FD01) (such as Marketing, Unloading points, Export data and
Contact persons, as well as the Sales information). These fields, as well
as all of the Company code data, are not available to you when create a
regular SD customer in the SD module (VD01).

End User Manual
Title: SAP SD
Release: ECC 6.0
Input - Field Value / Comments

Required
Fields
Company code
Account group Classification of the type of customer.
Customer Identifier of a customer – acceptable values are defined in

name/number customizing by account group
Sales Area:
Sales Identifier of an independent unit that is responsible for
organization sales processing
The way of a product
which products or product
or services reachline.
a customer.
Distribution
channel
Division A way of grouping materials, products or services.
Reference:
Customer Model after an existing customer
Company
Sales
Organization
Distribution
Channel
Reference
Division
Output - Results Comments

Centrally created customer
master record
Tips and Tricks : N/A

End User Manual
Title: SAP SD
Release: ECC 6.0
Procedural Steps
Access transaction by:
Via Menus Accounting Financial Accounting Accounts

Receivable Master records Maintain
Centrally Create
Logistics Sales and Distribution Master

Data Business Partners Customer
Create Complete
Via Transaction Code XD01
1.2. On screen “Create Customer: Initial Screen”, enter

information in the fields as specified in the below table:

End User Manual
Title: SAP SD
Release: ECC 6.0
Field Description R User Action and Comments

Name / Values
O
/
C
Account You must assign each R This field is not Use the drop
group account to an account group.required if you down menu.
The account group ensures decide to use a
that only the relevant reference
screens and fields are customer/compa
displayed and ready for ny code, below.
input for each of the
customer‟s different partner
functions. For example, the
address, communication,
and bank data fields are
omitted for the account
group for one-time accounts.
Custome Depending on the C Enter an

r configuration of the appropriate
customer account, an assignment if
external number required
assignment, will allow the
user to enter the
customer's account
number. If internal
number assignment is
set, the system will
assigns a customer
number when you save
the master data.
Compan The company code ID C This field is not Use the drop
y code required if you down menu.
decide to use a
reference
customer/compa

End User Manual
Title: SAP SD
Release: ECC 6.0
ny code, below.
Sales An organizational unit O Enter a value if you
You can assign
organiza responsible for the sale of wish to maintain any
the number of
tion certain products or sales informationdistribution
services. The now channels and
responsibility of a sales divisions to a
organization may include sales
legal liability for products organization. A
and customer claims. particular
combination of
sales
organization,
distribution
channel, and
division is known
as a sales area.
Distribut The way in which O For each You can maintain

ion products or services reach combination of information
channel the customer. Typical sales about customers
examples of distribution organization and and materials by
channels are wholesale, distribution sales
retail, or direct sales. channel, you can organization and
further assign distribution
one or more of channel. Within a
the divisions sales
that are defined organization you
for the sales can deliver goods
organization. to a given
You can, for customer
example, assign through more
"Food" and than one
"Non-food" distribution
divisions to the channel.
"Wholesale" You can assign a
distribution distribution
channel. A channel to one or

End User Manual
Title: SAP SD
Release: ECC 6.0
particular more sales

combination of organizations. If,
sales for example, you
organization, have numerous
distribution sales
channel, and organizations,
division is known each sales
as a sales area. organization may
use the
"Wholesale"
distribution
channel.
Division A way of grouping O A product or

materials, products, or service is always
services. The system uses assigned to just
divisions to determine the one division.
sales areas and the From the point of
business areas for a view of sales and
material, product, or distribution, the
service. use of divisions
lets you organize
your sales
structure around
groups of similar
products or
product lines.
This allows the
people in a
division who
process orders
and service
customers to
specialize within
a manageable
area of
expertise.

End User Manual
Title: SAP SD
Release: ECC 6.0
Example: If a
sales
organization sells
food and non-
food products
through both
retail and
wholesale
distribution
channels each
distribution
channel could
then be further
split into food
and non-food
divisions.
Referenc The customer account O The system copies

e that is being used as a the master data
reference as an from the reference
Custome
alternative way in which master record.
r
to create a customer However, not all
account data is copied,
address information
is not copied over.
The data from

the referenced
customer is used
for default
values and it is
suggested that
all screens be
reviewed before
saving any data.
Referenc The company code O Select if you
associated with the want to copy the

End User Manual
Title: SAP SD
Release: ECC 6.0
e referenced customer default values

Compan
y code
Referenc The sales org associated O Select if you
e Sales with the referenced want to copy the
org customer defaults
Referenc The distribution channel O Select if you

e associated with the want to copy the
Distribut referenced customer defaults
ion
channel
Referenc The division associated O Select if you
e with the referenced want to copy the
Division customer defaults
Note: In column “R/O/C” of above table, “R” = Required, “O” =
Optional, “C” = Conditional
Press to continue.
On screen “Create Customer: General Data”, enter information in the

fields as specified in the below table but keep in mind that the fields that
are displayed and required will vary depending on the account group
chosen and the configuration of the system:

End User Manual
Title: SAP SD
Release: ECC 6.0
Address Information Grouping

Field Description R/O/ User Action and Values Comments
Name C
Name Customer name R Enter a proper name
Search Short name which is R Enter a search term

term used to set up a
match code for
search criteria
Street Street address R Enter proper address
information
Postal Zip code R Enter complete address
code or information
PO box

End User Manual
Title: SAP SD
Release: ECC 6.0
code
Country Two digit country R Enter appropriate
identifier country code
Region Two letter state R Enter the region or

(state) abbreviation state (US)
Languag R Use the drop down

e menu to select a
valid language code
Use the tab control to toggle between the ”General Data” information
groups: Address, Control data, Payment transactions, Marketing,
Uploading points, Export data, Contact persons. Alternatively, the
menu paths Goto Next tab (F8) and Goto Previous tab (F7) can
be used.
The “Company Code Data” button can be clicked to view the

company code information groups: Account management, Payment
transactions, Correspondence, Insurance. Alternatively, the menu
path Goto Company code data (Ctrl + F2) can be used. With the
exception of the Reconciliation account, all the fields on the other
tabs are optional.

End User Manual
Title: SAP SD
Release: ECC 6.0

Name C
Reconcili When you post items R Enter the appropriate Use the
ation to a subsidiary account drop down
account ledger, the system menu.
automatically posts
the same data to the
general ledger. Each
subsidiary ledger has
one or more
reconciliation
accounts in the
general ledger. These

End User Manual
Title: SAP SD
Release: ECC 6.0
reconciliation
accounts ensure that
the balance of G/L
accounts is always
zero. This means that
you can draw up
balance sheets at any
time without having
to transfer totals
from the subledgers
to the general ledger.
Use the tab control to toggle between the Company Code Data
information groups: Account management, Payment transactions,
Correspondence, and Insurance. Alternatively, the menu paths
Goto Next tab (F8) and Goto Previous tab (F7) can be used.
The “Sales Area Data” button can be clicked to view the sales area
related information groups (if you have entered the Sales org, Distr
channel and Division): Sales, Shipping, Billing document, Partner
functions. Alternatively, the menu path Goto Sales Area data
(Ctrl + F2) can be used.
Use the tab control to toggle between the Sales Area Data
information groups: Sales, Shipping, Billing document, Partner
functions. Alternatively, the menu paths Goto Next tab (F8) and
Goto Previous tab (F7) can be used.
To save the customer master record, select Customer Save or
select the  Save icon.
The system will display a message indicating the account number that
was created (if this was system generated) and the company code it
was created in.

End User Manual
Title: SAP SD
Release: ECC 6.0
3. Change Customer Master
Overview
Trigger:
A change needs to be made to the customer master record, specifically

billing or accounting information.
Business Process Description Overview

This document describes the procedure to change a customer master
record‟s billing and accounting information.
Input - Required Fields Field Value / Comments

Customer Customer number
Company Code Company Code
Sales Organization Sales Organization
Distribution Channel Distribution Channel
Division Division

Screens to change
Customer Master Record‟s
accounting information.

End User Manual
Title: SAP SD
Release: ECC 6.0
Tips and Tricks
There are other fields that can be changed. To view or change the
additional fields click on the buttons containing that data.

End User Manual
Title: SAP SD
Release: ECC 6.0
Procedural Step

Via Menus Logistics Sales/distribution Master data
Business Partners  Customer  Change
Complete
On screen “Change Customer: Initial Screen”, enter the following
information in the table below:

Name C
Customer Customer number R
Company R Needed at

End User Manual
Title: SAP SD
Release: ECC 6.0
Code input if
company
code data
exists for
customer
Sales O
organizati
on
Distributi O
on
channel
Division O
Press
„Enter‟
Note: On above table, in column “R/O/C”; “R” = Required, “O” =

Optional, “C” =Conditional)
System will display customer master tabs for maintenance, under 3

separate buttons for general data, sales area data, and company code
data. Select the tabs under those buttons containing fields to be
changed. Enter changes as required under company code data.

End User Manual
Title: SAP SD
Release: ECC 6.0

End User Manual
Title: SAP SD
Release: ECC 6.0
Tabs
Account A transactions tab
manageme under company
nt code data
Payment
transactions
Correspond
ence
Insurance
Payment A payment Specifically for
Transaction transactions tab bank details,
s under general data payment card
button info, alternate
payer.
Billing A billing document Specifically for

End User Manual
Title: SAP SD
Release: ECC 6.0
document tab under sales area billing document

data button info, delivery and
payment terms
defaults, account
assignment
group, and
taxes.
After making changes to the desired fields, click the „Save‟ icon or
Ctrl+S.
System returns to the initial screen and message
„Changes have been made” is displayed in the status line at

bottom of screen
Exit Change Customer record. (Click on yellow up-facing

arrow icon, or Shift-F3)

End User Manual
Title: SAP SD
Release: ECC 6.0
4. Display Customer Master
Overview
Trigger:
Displaying a customer master record centrally.

Customer master data is the data you require to conduct business
relationships with your customers. It includes address data and terms of
payment, for example. It also controls how business transactions are posted
to a customer account and how the posted data is processed. Master data is
stored in master records.
Input – Required Fields Field Value/Comments

Customer Account Number

Displaying the Customer .
Master Record Centrally

End User Manual
Title: SAP SD
Release: ECC 6.0
Tips and Tricks
There are other fields that can be displayed. The view the additional
fields click on the additional fields icon.
Procedural Steps
o Access transaction by:
Via Menus Logistics Sales and Distribution Master

Data Business Partners Customer
Display Complete
On screen “ Customer Display: Initial Screen ”, enter information in

the fields as specified in the table below:

End User Manual
Title: SAP SD
Release: ECC 6.0
Field Description R/O/ User Action and Values Comm

Name C ents
Custome Unique key used to R Select match code to
r identify the search for specified
customers account customer number with
number. other key values.
Compan Independent unit that O
y Code is responsible for
sales processing of a
product or product
line
Sales Independent unit that O
Organiz is responsible for
ation sales processing of a
product or product
line
Distribut Means of getting a O

End User Manual
Title: SAP SD
Release: ECC 6.0
ion product to the

Channel customer
Division Group of products or O
services
All Sales Select this button to O
Areas view allowable
combinations of sales
organizations,
distribution channels,
and divisions.
Custome Select this button to O Choose this button when
r‟s Sales view allowable you have the customer
Areas combinations of sales number, but are not sure
organizations, about the sales
distribution channels, organization, distribution
and divisions based channel, or the division.
on a given customer
number.
Press ENTER key User may
also click
on the
green
check
mark.
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional,

“C” = Conditional)
On screen “Display Customer: General Header”, view the

information below by clicking the desired tabs:

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Release: ECC 6.0

End User Manual
Title: SAP SD
Release: ECC 6.0
Select the Sales Area Data Icon (Ctrl + F3) to view data specific
associated to the customer and the specified sales area. On
screen “Display Customer: Sales Area Data”, select the view the
information below by clicking the desired tabs:

End User Manual
Title: SAP SD
Release: ECC 6.0
System will display selected customer master tabs for

maintenance. Enter changes as required.
o After making changes to the desired fields, click the „Save‟

icon or Ctrl+S.
o System returns to the initial screen and message„Changes
have been made” is displayed in the status line at bottom of
screen.
Exit Maintain Hierarchy Node processing. (Click on yellow up-

facing arrow icon, or Shift-F3)
(Add additional steps/screen prints if required. See Sample

Template.)

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Title: SAP SD
Release: ECC 6.0
5. Create Excise Master Data
Overview
Trigger:
In this activity you are going to create excise details of a customer

Creation of excise details for a customer

Excise details of the
customer are updated
Procedural Steps
Via Menus Indirect Taxes  Master Data  Excise Rate

Maintenance
Via Transaction Code J1ID
Choose radio button Customer excise Details and click Maintain

(F5)

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Title: SAP SD
Release: ECC 6.0

End User Manual
Title: SAP SD
Release: ECC 6.0
Field Name R/O/ User Action and Comment

C Values s
Customer R
ECC No. R
Excise Registration No. R
Excise Range R
Excise Division R
Excise Commissionerate R
CST number R
LST number R
Permanent account number R
Exc.Tax Ind. Custom. R
Service Tax Registration R
Number
PAN Reference Number R
Save your entries after feeding the relevant data.

End User Manual
Title: SAP SD
Release: ECC 6.0
6. Maintain Condition Records
Overview
Trigger:
Specific Condition records for conditions like Pricing, Taxes, Excise etc
need to be maintained at the backend for be automatic determination in
documents
The Condition records can be maintained for pricing, taxes, excise etc.

Condition Type
Access
Other Condition Specific
Parameters eg:
Customer/material with
release status
Sales Organization
Distribution Channel
Customer
Material
Amount
Valid From
Valid To

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Title: SAP SD
Release: ECC 6.0
Output – Results Comments

Condition record for
automatic determination is
saved.
Tips and Tricks: N/A
Procedural Steps
1.1. Access transaction by:
Via Menus Logistics -> Sales and distribution -> Master

data-> Conditions -> Conditions using
condition type
docs
Via Transaction Code VK11

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Release: ECC 6.0
1.2. On screen “Create Condition Records", enter information in the

fields as specified in the screen below:
Field Name R/O/C User Action and Comments

Values
Sales R
Organization
Distribution R
Channel
Customer R
Material R
Amount R

End User Manual
Title: SAP SD
Release: ECC 6.0
Valid From R
Valid To R
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional,

Save the record after feeding data

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Title: SAP SD
Release: ECC 6.0
7. Create Sales Order

OVERVIEW
Trigger:
Customer places a standard sales order.

This document describes the procedure for creating a the following sales
orders for a customer:
1. To create a Standard Sales Order
2. To create a Standard Sales Order with Reference to a Contract
3. To create a Sales Order with Reference to a Quotation
The sales order is a contractual agreement between a sales organization and

a sold-to party about delivering products or providing a service for defined
prices, quantities and times.
Input – Required Fields Field Value / Comments

Order Type A classification that distinguishes between
different types of sales document.
Sales Organization Independent unit that is responsible for sales
processing of a product or product line.
Distribution Channel The way in which products or services reach the
customer. Typical examples of distribution channels
are wholesale, retail, or direct sales.
Division A way of grouping materials, products, or
services.
Sold to Party The customer who orders the goods or services.
Ship-to Party The party who receives delivery of the goods.
Req.deliv.date The proposed date by which the customer
should receive delivery of the goods.
Material Enter the material requested.
Order Quantity Enter the quantity requested.

End User Manual
Title: Display Sales Order
Module: SD
Release: ECC 6.0

Creation of a sales order Refer to Business Process Procedure „Display a
Sales Order‟ or „Display SD Document Flow‟ for
verification
Decrease in available Only if system is configured for commitment of
inventory at storage inventory at order entry.
location
Procedural Steps

Via Menus Logistics Sales and Distribution Sales 
Order Create
Via Transaction Code VA01
On screen “Create Sales Order: Initial Screen”, enter information in
Last changed on: Last changed by: Version: 1.0 Page:

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Module: SD
Release: ECC 6.0

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Module: SD
Release: ECC 6.0
Field Description R/O User Action and Values Comments

Name /C
Order A classification that R Enter the desired order “ZORP” –
Type distinguishes type Job Order
between different Products
types of sales “ZCR” –
document. Credit
Memo
Request
“ZORS”-Job
Order
Services
“ZORM”-Job
Order Scrap
Sales Independent unit that R Enter Sales Organization
Organiz is responsible for for the customer.
product or product
line.
Distribut Means of getting a R Enter Distribution
ion product to the Channel for the
Channel customer. customer.
Division Group of products or R Enter Division for the
services. customer.
Sales Physical location R
Office responsible for sales
certain products or
services within a
given geographical
area.
Sales Group of sales people R
Group that are
responsible for a
special area of

End User Manual
Module: SD
Release: ECC 6.0
processing of a group
of products or
services within a
specific sales office.
(Note: On above table, in column “R/O/C; R = Required, O = Optional,

and C = Conditional)
Perform one of the following a types of Sales Orders:
To create a Standard Sales Order, press the Enter key or click the
green check mark icon and go to step 1.4.
To create a Standard Sales Order with Reference to a Contract, go
to step 2.0.
To create a Sales Order with Reference to a Quote, go to step 3.0.
To create a Credit Memo Request, go to step 4.0.
On screen “Create Standard Order: Overview”, enter the

information specified in the fields in the table below:

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Name /C
Sold-to The customer who R Enter the Sold-to party‟s
party orders the goods or customer number or use
services. The sold-to matchcodes to find the
party is contractually number.
responsible for sales
orders.
Ship-to The party who R
party receives delivery of
the goods.

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Purch.or Number that the O

der no. customer uses to
uniquely identify a
purchasing
document.
Req. The proposed date by R Enter the Requested Usually
Deliv.da which the customer Delivery Date. defaults to
te should receive today‟s
delivery of the goods. date
Material Alphanumeric key R Enter material number
uniquely identifying being ordered.
the material being
ordered
Order Amount of material R Enter quantity being
Quantity the customer is ordered.
ordering.
Press ENTER key Alternately
,
click on
the green
check
mark icon
Dialog Box
If you identified several unloading points or several ship-to parties in the
Customer Master record, the system will display the alternatives in a
dialog box. The system can propose alternatives for Unloading Point,
Ship-to Party, Payer or Bill-to Party. Select data from these proposals by
positioning the cursor on the line and clicking on “Choose”.
Availability Check
Once you have selected the data, the material data description that you
entered is displayed. If the system carries out an availability check and
finds that there is insufficient stock for an ordered item to be delivered
on the requested date, it displays a screen on which you can choose

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between several delivery proposals including one-time delivery and

delivery proposal. A one-time delivery will only ship the quantity
proposed and no subsequent deliveries will be created. The delivery
proposal will propose a delivery schedule based on receipt of goods and
availability.
Optional Screens
If you want to enter further data for the header or the items,
select the corresponding menu entry. If you want to change data
for the items, mark the items before you select a menu entry.
Enter all necessary data.
Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).
(Create a standard sales order with reference to a contract)
On screen “Create Sales Order: Initial Screen”, press Create with

Reference ICON or (F8).
On Dialog box “Create With Reference”, select the Contract tab and
enter contract number. Click on the Copy Icon (F5) to copy
information from contract.
On screen “Create Standard Order: Overview”, enter or change the
following information:

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Field Description R/O User Action and Values Commen

Name /C ts
Purch.or Number that the R Enter/verify customer Docume
der no. customer uses to P.O. number. nt may
uniquely identify a not be
purchasing complete
document. without
a P.O.
number
Req. Date customer R Enter/verify requested Usually
Deliv. requires delivery delivery date. defaults

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Date to
today‟s
date
Order Amount of material R Enter/verify quantity Defaults
Quantity the customer is ordered. to target
ordering amount
in
SU Sales unit of Measure R Enter/verify the unit of

Defaults
measure for the material.
of U of M
in
contract
Press ENTER key Alternat
ely, click
on the
green
check
mark
Data from the contract will be defaulted into the appropriate fields.
Customer number and material may not be changed as the contract
was prepared for a specific customer and material and may have
special pricing which is valid for that customer and material
combination only. Only specific data may be over-ridden. A contract
is binding and states specific products at specific prices that cannot
be changed. Common examples of data that may be changed are
delivery dates and quantities. If specified in the contract, partial
quantities may be delivered as long as the contract total is not
exceeded.

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On Dialog box “Create with reference”, select the Quotation tab and
enter the quotation number. Click on the Copy Icon (F5) to copy
information from quotation.
On screen “Create Standard Order: Overview”, the Sold-to party,
material, quantity, unit of measure and value will be displayed.
Enter or change the following information:

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Name /C ts
Purch.or Number that the O Enter the Customer‟s PO
der no. customer uses to number
uniquely identify a
purchasing
document.
Req. The proposed date by R Enter the date the Usually
Deliv.da which the customer customer requests for defaults
te should receive delivery. to a
delivery of the goods. given
date
Order The total order R The order quantity may Defaults
Quantity quantity for this item. be adjusted to the
quantity
in the
quotatio
n.
SU Sales unit of measure R The Unit of measure may Defaults
be changed to Unit
of
measure
in the
quotatio
n.
ely, click
on the
green
check
mark

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Data from the quotation will be defaulted into the appropriate

fields on the order.
The Customer number and material numbers may not be changed,
since the quotation was prepared for a specific customer and
material and may have special pricing which is valid for that
customer and material combination only.
All other data may be over-ridden as deemed necessary. Common
examples of these types of changes are delivery dates and
quantities.
Additional products may be added to the order as required to fulfill
customer requirements.
Review data on this screen and any of the optional screens as

appropriate. Make changes or additions according to normal sales
order processing.
(Add additional steps/screen prints if required. See Sample
Template.)
(Create a Credit Memo Request)

On Dialog box “Create with reference”, select the Bill Doc tab and
enter the billing document number.
Click on the Copy Icon (F5) to copy information from billing
document. System will default data from billing document into
credit request fields.
On “Create Credit Memo Request: Overview” screen, enter the
below information:

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Field Description R/O User Action and Comments

Name /C Values
Sold-to The customer who R See section 1.3.1
party orders the goods or
services. The sold-to
party is contractually
responsible for sales
orders.

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Ship-to The party who R See section 1.3.1

party receives delivery of
the goods.
Purch.or Number that the R
der no. customer uses to
uniquely identify a
purchasing
document.
Billing Indicates if the entire O Billing block 08
block sales document is „Check credit
blocked for billing. memo‟ will
default for credit
memo requests
Order Indicates the reason R
reason for creating the sales
document.
Material Alphanumeric key R See section 1.3.1
uniquely identifying
the material being
ordered
Target A target quantity R See section 1.3.1
quantity represents the total
quantity of an item
for which you want to
issue a credit memo
request.
Press ENTER key Alternately, click
on the green
check mark icon
If the credit request is being created with reference to an order,

these fields will contain data defaulted from the order. This data
can be changed if necessary.
Save the Credit memo Request. (Click on the diskette icon, or F11)

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System validates document.

If document is complete, system returns to “Create Credit Memo
Request: Overview” and displays message „Credit Memo Request
(Document number) has been saved‟, in status line at bottom of
screen
If document is incomplete, system displays dialog box asking if
user wants to save incomplete document or wants to process
missing data. Choose desired option. (Enter data as required to
complete document and save or save as incomplete. See Create
Standard Order document for details on incomplete order
processing.)
Exit Credit Memo processing. (Click on the yellow up-facing arrow

icon, or Shift-F3)

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8. Change Sales Order

OVERVIEW
Trigger:
Customer requires changes to an existing sales order.

This document describes the following:
(1) how to change an existing Standard Sales Order.
(2) how to change or cancel an existing Return Order for a customer.
(3) how to release a Billing Blocked Order.

(4) how to release a Delivery Blocked Order.
(5) how to delete a Sales Order.
(6) how to change a Credit Memo Request.

If a purchase order already exists for the business transaction and you make
changes in the sales order, you must also make these changes manually in
the purchase order as it is not updated automatically. Alternately, you can
change the quantities and dates in the purchase order and the system will
then copy them automatically into the sales order.
When you change a sales order you can either change the data for individual
items in the order or you can make changes simultaneously to more than
one item by using the fast change function. With the fast change function,
you can carry out certain changes for several or all items at the same time.
Using this function, you can change the following data:
· Reason for rejection
· Delivery block
· Billing block
· Delivery date
· Delivery priority
· Plant

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Order Number Enter order number or use match codes to find
order number.

Updated sales order Refer to Business Procedure document „Display
Sales Order‟ to verify changes
Tips and Tricks
If you do not have the sales order number, you can use the search
function. This function allows you to search by Purchase order no., Sold-
to party, Delivery document, Billing document, or WBS element.

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Procedural Steps
Via Menus Logistics Sales and Distribution Sales

Order Change
On screen “Change Sales Order: Initial Screen”, enter the specified

information in the fields in the table below:

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Name C
Order The number that was R Enter the return order
Number assigned to the number or use
return order when matchcodes to find the
created. number.
Purchas Customer‟s purchase O This
e Order order number. This number
No. number establishes a can be
link between the used to
customers purchase select the
order and the sales return
document. document.
Sold-to The number that O This

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Party identifies the number

customer. can be
used to
select the
return
document.
Delivery The number that O This
identifies the number
delivery. can be
used to
select the
return
document.
Press ENTER key User may
also click
on the
green
check
mark
Perform one or more of these changes to a sales order:

Changing a Standard Sales Order, proceed to step 1.3.
Changing or canceling an existing Return order, proceed to step
2.0.
Releasing a Billing Blocked Order, proceed to step 4.0.
Releasing a Delivery Blocked Order, proceed to step 5.0.
Deleting a Sales Order, proceed to step 6.0.
Changing a Credit Memo Request, proceed to step 9.0.
On screen “Change Standard Order #####: Overview”, enter

changes to the information fields below:

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Field Description R/O User Action and Values Comme

Name /C nts
Ship-to- The party that O
Party receives the delivery
of goods
Purchas Customer‟s Purchase O
e Order Order Number
Number
Pricing This date is used for O Defaults
Date date related prices to the
and foreign current
exchange rates. date.
The date
can be
changed
manuall
y. The
pricing
will
recalcul
ated
automat
ically.
Material Material Number of O
(s) the product being
ordered
Order Amount of material O
Quantity the customer is
ordering
Make changes as needed to the data on the screen. Fields open for
change are white. Fields not open for change are gray.
To access additional header information for the order, click on the

Display doc. header details button or Goto Header. Select the
tab that contains the information that needs to be changed.

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To access additional item information for the order, select the

item wanted by marking the box to the left of the item line, then
click on the Display item details button the bottom of the screen
or Goto Item. Select the tab that contains the information that
needs to be changed.
If your change is to delete an ordered item from the order,

select the item to be deleted and select the delete line icon.
Save the sales order. (Click on the diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow
icon, or Shift-F3)
(Change or Cancel a Return Order)
On screen “Change Return Order: Overview - “Single Line Entry”,
enter the below information:

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Name /C nts
of goods
Purchas Customer‟s Purchase O
e Order Order Number
Number
and foreign current
exchange rates. date.
The date

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can be
changed
manuall
y. The
pricing
will
recalcul
ated
automat
ically.
Material Material Number of O
(s) the product being
ordered
ordering
o Make changes as needed to the data on the screen. Fields open for
o To access additional header information for the order, click on the
o To access additional item information for the order, select the item
wanted by marking the box to the left of the item line, then click on
the Display item details button the bottom of the screen or Goto
Item. Select the tab that contains the information that needs to be
changed.
o If your change is to delete an ordered item from the order,

select the item to be deleted and select the delete line icon.
o Save the changes. (Click on disk icon, or F-11)
o Exit Return Order processing. (Click on yellow up-facing

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o Cancel the Return Order - To cancel the Return Order, each

item must be rejected. This can be accomplished by using
fast change as follows:
o Mark all of the items on the overview screen of the sales
document. To select all of the items use the menu path “Edit
 Select  Select all.”
o To enter the rejection reason for all of the items use the
menu path “Edit  Fast change of...  Reason for rejection.”
o Enter the reason for rejecting the order.
o Select Copy.
o Save the changes. (Click on diskette icon, or F11)
o Exit Return Order processing. (Click on yellow up-facing
(Release Billing Blocked Orders)
On screen “Change Standard Order: Overview,” enter information

in the following steps below:
In the header section, delete the data in the field „Billing block‟ to
release the entire order for billing. To release a specific line item
only, go to step 4.2.
Select the item to be released by clicking on the button next to the
item. Click the Display item details button. Goto the Billing tab
and delete the data in the field „Billing block‟.
Save the sales order. (Click on the diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow
icon, or Shift + F3)
(Release a Delivery Blocked Orders)
On screen “Change Standard Order: Overview”, enter or change the

following information:

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In the header section, delete the data in the field „Delivery block‟ to
release the order for delivery. This releases the entire order for delivery.
To release a specific line item only, go to 5.2.
Select the line item. Then click on the Display item details button and go
to the Schedule Line tab. Remove the delivery block from the Delivery
block column. This releases that specific item for delivery.
Delivery block and removal at the header level is only effective if this
block is assigned to the corresponding delivery type in the customizing
table TVLSP. In contrast, the block at the schedule line level does not
require the block to be assigned to the corresponding delivery type in
Customizing.
Save the sales order. (Click on the yellow diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow icon, or
Shift-F3)
(Delete Sales Orders)
On screen “Change Sales Order: Overview,” enter the following

information:
From the menu line at top of screen select:

Sales document Delete
The system will respond with the message „Do you really want to
delete Order (order number)?‟ Confirm your intention to delete
the sales order by clicking the Yes button.
Exit Sales Order Deletion processing. (Click on the yellow up-facing
(Change Credit Memo Request)

On screen “Change Credit Memo Request: Overview - …………….”, enter the
below information:

Name /C nts

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of goods
Purchase Customer‟s Purchase O
Order Order Number
Number
and foreign exchange current
rates. date.
The date
can be
changed
manuall
y. The
pricing
will
recalcul
ated
automat
ically.
Material( Material Number of O
s) the product being
ordered
ordering
Make changes as needed to the data on the screen. Fields open for
To access additional header information for the order, click on the

To access additional item information for the order, select the item
wanted by marking the box to the left of the item line, then click on the

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Display item details button the bottom of the screen or Goto Item.
Select the tab that contains the information that needs to be changed.
If your change is to delete an ordered item from the order, select

the item to be deleted and select the delete line icon.
Save the changed credit memo request. (Click on the yellow diskette
icon, or F11)
System returns to the initial change screen and the message
„Credit Memo Request (request number) has been saved” is
displayed in the status line at bottom of screen.
Exit Credit Memo Request processing. (Click on the yellow up-facing

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9. Display Sales Order
OVERVIEW
Trigger:
The need to review order documents.

This document describes the procedure required for displaying any type of
order for a customer and for reviewing various aspects of the order.

Order Number Enter order number or use matchcodes to
find order number.

Screen display of an order This process will only display a sales order. No
changes can be made in „Display‟ mode. See
Business Process Procedure “Change Order” if
changes need to be made.

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Procedural Steps
Order Display
On screen “Display Sales Order: Initial Screen”, enter the
information below:

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Name /C ts
Order The number that R Enter the Order number.
Number uniquely identifies
the sales document.
This number was
assigned at order
creation.
Purchas The number used by O This
e Order the customer for number
No. unique identification can be
of the purchasing used to
document. This select
number establishes a the
link between the documen
customer‟s purchase t.
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order and the sales

document.
Sold-to The customer who O This
Party orders the goods or number
services. can be
used to
select
the
documen
t.
Delivery The number that O This
uniquely identifies number
the can be
delivery. used to
select
the
documen
t.
Billing The number that O This
Docume uniquely identifies number
nt the can be
billing document. used to
select
the
documen
t.
WBS Key identifying a O
Element WBS (Work
Breakdown Structure)
element.
(Note: On above table, in column “R/O/C”; R = Required, O = Optional,

and C = Conditional)
Note: If you are printing a sales order, do not press the enter key after
entering the sale order number. Use the following menu path Sales
document -> Issue output to, and go to step 1.3.

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You can print the order confirmation from this screen. Use the
menu path Sales Document > Issue Output to.
In the dialog box “Output Output” select the output type and click
on the Print options pushbutton.
Confirm the information in the “Issue Output” dialog box and

select Execute. You return to the “Output Output” dialog box.
Click on the Printer icon. System returns to the ”Initial Screen” and
the message „Output was successfully issued‟ is displayed in status
line.
On screen “Display ###### Order ######: Overview”, view the

order information displayed.

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From this screen you can choose any of the following tabs to
review specific information: Sales, Item Overview, Item
details, Ordering Party, Procurement, Shipping, and Reason
for rejection.
To view additional header information displayed for the

order, click on
the icon buttons at the top of the screen: Document Flow,
Status Overview, Sales Summary, Sold-to Party, Header
Output View or List of Sales Orders or use their
corresponding F-Keys. You can also follow the menu path
Goto -> Header to obtain additional header information.
To view Document Flow, click on the Document Flow icon

button or use the menu path Environment > Display
Document Flow. There are informational buttons displayed
at the top of the document flow screen which do the
following:
Details (F2): Click on the doc line to be displayed, then click

the details button (magnifying glass). The system displays
the ordered materials and quantities, unit of measure, value
of the order and its status. Select an item and select Status
overview to see the “Sales Order – Status Overview” screen,
showing the status for the item you selected.
Status Overview (Shift + F6)): Click on the doc line to be

displayed, then click the button. The screen “Sales Order –
Status Overview” shows Ord. no., Processing status and
completeness data.
Display Document (F8): Click on the doc line to be displayed,

then click the button. System displays the doc in full.
Service Documents (Shift + F7): Can be used with sales or

service documents.

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Graphic (Shift + F4): Provides a graphical representation of

the document flow and status.
Additional Links (F9): Will display links to other documents.
To view additional item information, select the desired line

item box, and follow the menu path Goto > Item and select
the addition line item information to view.
To display purchase requisition information for a third party

order, select the item and click on the Schedule lines for
item icon.
Choose the Procurement button to determine if a purchase
requisition is linked.
Choose the Purchase Requisition button to view the actual purchase
requisition.
Exit “Display (Order Type) Order” processing. (Click on yellow up-
facing arrow icon, or Shift + F3)

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9. List of Sales Orders
Overview
Trigger:
The end-user wants to view a list of sales orders by customer or material.

This document describes the procedure required for listing sales orders.

Sold to party The customer that placed the order.
Material Alphanumeric key identifying the material.

Listing of Sales Orders
Tips and Tricks

There are numerous ways to list Sales Orders.

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In the List of Sales Orders Screen, enter information in one or a combination of

these fields to narrow the search if applicable:
1. Sold to party
2. Material
3. Open sales orders
4. All sales orders

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Procedural Steps

Information System Orders List Of Sales
Orders
On screen “List of Sales Orders”, enter information as specified in

the fields in the table below:
Field Description R/O/ User Action and Values Comme

Name C nts
Sold-to The customer who O You can
party placed the order. search
only on

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this field
or a
combina
tion of
other
fields.
Material Alphanumeric key O You can
identifying the search
material. only on
this field
or a
combina
tion of
other
fields.
Purchas Number that the O
e Order customer uses to
No. uniquely identify a
purchasing document
Docume The date that begins C If you
nt date the period for which enter
from you want to generate this
the list of sales field,
documents. you
should
enter
the
docume
nt to
field
Docume The date that ends C If you
nt date the period for which enter
to you want to generate this
the list of sales field,
documents. you
should
enter
the

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docume
nt from
field
Selectio R Select „Open orders‟, „My
n orders‟, or
Criteria „All orders‟
Press ENTER key User
may
also
click on
the
green
check
mark
(Note: On above table, in column “R/O/C”; “R” = Required, “O” =

Optional, “C” = Conditional)
NOTE:
Depending upon the selection of search criteria as listed above, as the
selection is completed, a Pop-Up box may appear with the following
prompts:

Name /C
Sales Independent unit that R
Organiz is responsible for
product or product
line
Distribut Means of getting a R
ion product to the
Channel customer
Division Group of products or R
services
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Press ENTER key Alternately, click

on green check
mark
Sales Organizational Unit O Enter a known
Office that reflects the value for a more
geographical aspects detailed search
of a sales
organization
Sales A subdivision of the O Enter a known
Group distribution chain value for a more
detailed search
On screen “List of Sales Orders” and screen “List of Sales Orders By

SOLD TO PARTY”, a list of Sales Orders are displayed below:

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Perform one of the following:

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If you need to make changes to a Sales Order, double click

on the desired Sales Order. It will take you to the “Change
Sales Order: Overview screen.
Exit the List of Sales Order. (Click on yellow up-facing arrow
icon, or Shift F-3)

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10. Create Inquiry
Overview
Trigger:
Customer communicates a need for information about a product or

service.

This document describes the process for creating a sales inquiry. An inquiry
is the first step in the order cycle and allows for faster
entry and storage of sales related information used for sales order
processing. Inquiries can be entered from scratch or
can be copied from previously enter inquiries. Information on an inquiry can
be copied into subsequent sales documents such as a quotation or a sales
order. This is not a legally binding document.

Inquiry Type „Inquiry‟ is the only inquiry type that comes
with the pre-configured system. If other inquiry
types are needed, the system administrator
must be advised.
Sales organization An organizational unit that is responsible for
the sale of certain products and services.
Distribution Channel The way in which products and services reach the
customer.
Division A way of grouping products, materials, and
services.
Sold-to party The customer who orders the goods or
services.
Material This field is optional, however, without it the
inquiry has no basis for further SD documents
and is merely a skeletal document.

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Creation of a customer Refer to document „Display an Inquiry‟ for

inquiry document verification

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Procedural Steps
Via Menus Logistics Sales and distribution Sales
Inquiry Create
On screen “Create Inquiry: Initial Screen”, enter the information in

Name C
Inquiry 2 char code used to R Enter „Inquiry‟
Type define the type of
document to create
and determine the
kind and sequence of
screens to be used.
Sales 4 char identifier of an R

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organiza organizational unit

tion responsible for sales
of a specific product
or service
Distribut 2 char identifier for R
ion the method in which
Channel a product reaches
customers
Division 2 char identifier used R
to group products or
services.
Sales 4 char identifier for a R
office physical location with
responsibility for
sales of specific
product(s) or
service(s) within a
given geographic
area.
Sales 4 char identifier for a O
group group of sales people
within a sales office
responsible for
specific areas of sales
processing for a
product(s) or
service(s).
Press ENTER key
Alternately,
click on the
green
check mark
( NOTE: On above table, in column “R/O/C”; “R” = Required, “O”
= Optional, “C” = Conditional )
On screen “Create Inquiry: Overview”, enter the information in the fields
as specified in the table below:

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Name C
Sold-to Number of the R
party customer for whom
the inquiry is created
Ship-to The party who O
of the goods
Purchas Number customer O
e Order uses to uniquely
Number identify a purchasing
document
PO date The that appears on O
the customer‟s
purchase order
Valid Date this inquiry goes O Today‟s
from into effect date
defaults

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Valid to Date this inquiry O

ceases to be in effect
Req.Deli Date customer O Enter if
v.date requests delivery availability
is an issue
Material Number of the O
material the inquiry is
based on
Quantity Amount of material O
the customer is
inquiring about
If entry of additional information is desired, use the following menu

paths:
o Bus.Data: Goto Header Sales
Displays screen “Create Inquiry: Header Data” (Sales Tab)

Allows for entry of order header data such as document date,
price date, currency and rate, order reason, etc.
o Partner: Goto Header Partners
Displays screen “Create Inquiry: Header Data” (Partners Tab)

Allows for entry of new partner data
o Bus.Data: Goto Item Sales A (or selected area of

interest)
Displays screen “Create Inquiry: Item Data” (Sales A Tab)

Allows for entry of Billing data, Shipping data and Sales data such as
payment terms, billing block, shipping point, route, etc.
o Schedule line: Goto Item Schedule Lines
Displays screen “Create Inquiry: Item Data” (Schedule Lines Tab)
Allows for entry of quantities and delivery dates for each item

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o Pricing: Goto Item Conditions

Displays screen “Create Inquiry: Item Data”
(Pricing Tab)
Lists existing condition records for item and/or customer and allows for
manual entry of new pricing
o Save the inquiry. (Click on „Save‟ icon, or „Ctrl +S‟)
Message “Inquiry (Inquiry no.) is saved” is displayed in the

status bar at bottom of screen.
Exit Inquiry processing. (Click on yellow up-facing arrow icon, or
Shift-F3)

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11. Change Inquiry
Overview
Trigger:
Customer requires change to an existing Inquiry document.

This document describes the procedure required for changing an existing
sales inquiry.

Inquiry number Number that uniquely identifies the sales
document.

Update to an existing Refer to document „Display an Inquiry‟ for
Inquiry document verification

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Procedural Steps

Inquiry Change
1.2. On screen “Change Inquiry: Initial Screen”, enter the information in

Name C
Inquiry Number of the R Enter inquiry number
Number existing inquiry to be
changed
P.O. no. Customer‟s P.O. O Can be
number used if
Inquiry no.
is not
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known
Sold-to Number of customer O Enter customer
Can be
party for whom the Inquiry number
used if
was created Inquiry no.
is not
known. If
multiple
Inq‟s exist
for the
customer,
list is
displayed
to choose
from.
WBS Work Breakdown O Can be
Element Structure element used if
Inquiry no.
is not
known
Press ENTER key Alternately,
click on the
green
check mark
1.3. On screen “Change Inquiry Number Overview”, enter the
information in the fields as specified in the table below:

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Adding One more Line Item

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Name C
P.O. No Customer‟s purchase O
order number
P.O date Date of customer‟s O Today‟s
purchase order date
number defaults
Req.Deli Date customer O Enter if
is an issue
Pricing Date to use to O
data determine price of
items
based on
Quantity Amount of material O
the customer is
inquiring about
If entry of additional information is desired, use the following menu

paths:

Displays screen “Change Inquiry: Header Data” (Sales
Tab)

Displays screen “Change Inquiry: Header Data” (Partners
Tab)
Allows for entry of new partner data

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interest)
Displays screen “Change Inquiry: Item Data” (Sales A
Tab)
Allows for entry of Billing data, Shipping data and Sales data
such as payment terms, billing block, shipping point, route,
etc.

Displays screen “Change Inquiry: Item Data” (Schedule
Lines Tab)
Allows for entry of quantities and delivery dates for each item

Displays screen “Change Inquiry: Item Data” (Pricing
Tab)
Lists existing condition records for item and/or customer and
allows for manual entry of new pricing .
Save the changed inquiry. (Click on the „Save‟ icon, or „Ctrl

+S‟)
Message “Changes have been saved” is displayed in
the status bar at bottom of screen.
Exit Inquiry processing. (Click on the „Save‟ icon, or „Ctrl
+S‟)

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12. Display Inquiry
Overview
Trigger:
This is a display function and as such there is no trigger.

This document describes the procedure required to display a sales inquiry.
As a display function, this is for informational use only. Changes or updates
are not allowed.

Inquiry number Number that uniquely identifies the sales
document.

Display of a customer
inquiry document

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Procedural Steps
o Access transaction by:

Inquiry Display
o On screen “Display Inquiry: Initial Screen”, enter the information in

the table below:
Field Description R/O User Action and Comment

Name /C Values s
Inquiry Number of the R Enter inquiry number
Number existing inquiry to be
changed
P.O. no. Customer‟s P.O. O Can be
number used if
Inquiry no.
is not
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known
Sold-to Number of customer O Enter customer Can be
party for whom the Inquiry number used if
was created Inquiry no.
is not
known. If
multiple
Inq‟s exist
for the
customer,
list is
displayed
to choose
from.
WBS Work Breakdown O Can be
Element Structure element used if
Inquiry no.
is not
known
click on the
green
check mark

o On screen “Display Inquiry Number: Overview”, enter the
information in the table below:

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Name C
Sold-to Number of the Enter customer
party customer for whom number
the inquiry is created
Valid Date this inquiry goes Today‟s
from into effect date
defaults
Valid to Date this inquiry
ceases to be in effect
Req.Deli Date customer Enter if
is an issue
Material Number of the
based on
Quantity Amount of material
the customer is
inquiring about

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o If entry of additional information is desired, use the following menu

paths:
Displays screen “Display Inquiry: Header Data” (Sales
Tab)

Displays screen “Display Inquiry: Header Data” (Partners
Tab)
Allows for view of partner data.

interest)
Displays screen “Display Inquiry: Item Data” (Sales A
Tab)
Allows for view of Billing data, Shipping data and Sales data such
as payment terms, billing block, shipping point, route, etc.

Displays screen “Display Inquiry: Item Data” (Schedule
Lines Tab)
Allows for view of quantities and delivery dates for each item.

Displays screen “Display Inquiry: Item Data” (Pricing Tab)
Lists existing condition records for item and/or customer.
Exit Display Inquiry processing. (Click on „Save‟ icon, or „Ctrl+S‟)

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13. Display List of Inquiries

Overview
Trigger:
Customer Service Rep. or Order Entry person wishes to investigate

existing Inquiries for a sold-to. Prompted by either the customer or
business requirements.

This document describes the process for displaying the list of Inquiry
documents.

Sold to party
Valid From Date
Valid To Date
Document Date From
Document Date To
Selection Criteria Radio buttons , select Open Inquiries or All Inquiries
Organizational Data Click on Radio Button
Sales Organization
Division

Listing of existing Inquiries
Tips and Tricks
Make sure to enter the correct Organizational Data for the inquiry list you
wish to see.
To get Totals and Subtotals, click on a currency or quantity field, and
then click on either the total or subtotal button.

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Procedural Steps

Information System Inquiries List
Inquiries
On screen “List of Inquiries”, enter information in the fields as

specified in the table below:
List of Enquiries With respect to customer

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Name C nts
Sold to Number of the R
the listing is created
material for the
inquiry
Valid Date inquires are in R
From effect
Date
Valid To Date inquires cease R
Date to be in effect
Docume Beginning date range O
nt Date for which document
From was created
Docume Ending date range for O
nt Date which document was
To created
Selectio Radio button to select R
n All or Open Inquires
Criteria
Organiz Click on Radio Button
ation-
al data
(Radio
button)
Sales Organizational unit O
Organiz responsible for the
ation sale of certain
products/services
Distribut Means of distributing O
ion goods
Channel
Division Product Level O
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Sales Physical location with O

Office responsibility for sale
of certain
products/services
Sales Group of sales people O
Group responsible for
processing sales of
certain
products/services
Press the ENTER Key
twice to display list of
inquiries.

Note:
Additional selection fields are available through the radio button marked
“Further selection criteria”. An example of a choice available with this
radio button is “SD Document (type)” which would allow a search by
specific sales document type(s).

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14. Create Quotation

Overview
Trigger:
Customer requests information on prices for a product.

This document describes the procedure required to create a quotation for a
customer. A quotation is used to determine material, their quantities and
prices and payment terms that are valid for a given sold-to customer during
a specified time period. The customer can then place sales orders, or setup a
contract, with reference to the quotation. This offer is a legal binding
document.
Input Required Fields Field Value/Comments
Quotation Type The sales document type you enter

determines the kind and sequence of
screens that follow.
Sold to Party Number of the customer for whom the
quotation is created.
Material The number of the material that the quotation
is based on
Quantity The amount of material the customer receives
the quote about.

Creation of a quotation Refer to Business Process Procedure „Display a
document Quotation‟, to verify this result.
Tips and Tricks
The Sales Area of am customer will automatically be brought into the

sales order, so there is no need to enter these values in the initial Create

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Quote screen. If the customer is assigned to more that one Sales Area a
selection box will appear during the creation of the quote.

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Procedural Steps
Via Menus Logistics Sales/Distribution Sales
Quotation Create
Note: To create a quotation with reference, use the selections in
the table below to copy in the desired information from the
customer’s inquiry.
On screen “Create Quotation: Initial Screen”, enter the information
in the fields as specified in the table below:

Name /C ts
Quotatio The sales document R You can choose the type
n Type type you enter of quote you would like to
determines the kind use by placing your
and sequence of cursor in the field and

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screens that follow. clicking the drop-down

arrow or by pressing F4.
Sales 4 char identifier of an O This fields can also be
Organiz independent unit that defaulted from the user‟s
ation is responsible for parameters or left blank
sales processing of a to be populated by the
product or product customer‟s sales area
line assignment.
Distribut 2 char identifier of a O This fields can also be
ion means of getting a defaulted from the user‟s
Channel product to the parameters or left blank
customer to be populated by the
customer‟s sales area
assignment.
Division 2 char identifier of a O This fields can also be
group of products or defaulted from the user‟s
services parameters or left blank
to be populated by the
customer‟s sales area
assignment.
Sales 4 char identifier of a O This fields can also be
Office physical location (for defaulted from the user‟s
example, a branch parameters or left blank
office) that has to be populated by the
responsibility for the customer‟s sales area
sale of certain assignment.
products or services
within a given
geographical area.
Sales 3 char identifier of a O This fields can also be

Group group of sales people defaulted from the user‟s
who are responsible parameters or left blank
for processing sales to be populated by the
of certain products or customer‟s sales area
services. assignment.

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ely, click
on the
green
check
mark
1.3. On screen “Create Quotation: Overview”, enter the information in

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Name C
Quotatio Number of quotation. R Number is populated
n when the quotation is
saved.
Net Net Value of O When user enters
Value quotation. Will material items within
appear in „gray‟ and the quotation the net
remained unchanged. value is reflected.
Sold-to Customer you are R Enter Customer
selling to. number.
Ship-to Where items in quote R Populated when sold-
will be shipped to. to is entered.
PO Customer supplied O Enter a PO number.
Number PO number.
Valid Date on which O
From quotation become
effective.
Valid To Date on which O

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quotation becomes
null and void.
Material Material Number of R Enter material number
(s) the product the
customer is
requesting a
quotation for.
Order Amount of material R Enter order quantity
Quantity the customer has
Requested the quote
for.
Req. Date customer O System
Delivery requires delivery default -
Date current
date
Sales General Sales O Click on this tab to
(Tab) information can be change information
changed here. such as delivery date,
incoterms and
billing/delivery blocks
may be changed here.
Item Use this area to O
Overvie delete/add items to
w (Tab) the quotation. Some
individual item
changes can be made
here, but the Details
Tab is better for
individual item
changes.
Item Individual item O
Details changes are made
(Tab) here.
Ordering Ordering Party O Click on this tab to
Party changes are made change information
(Tab) here. such as customer
internal material
number.

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Procure Procurement O Click on this tab to

ment (materials) changes change information
(Tab) are made here. relevant to
procurement such as
load dates, etc.
Shipping Shipping changes are O Click on this tab to
(Tab) made here. change shipping
information such
complete deliveries
and delivery blocks.
Reason If quotation is O Click on this tab to This
for rejected, the change reason for „closes‟ the
Rejectio rejection and reason rejection information quotation
n (Tab) are entered here. such as delivery date, and further
incoterms and documents
billing/delivery blocks are unable
may be changed here. to be
created
with
reference
to this
document.
click on the
green
check mark
Change/Add Data
o If you want to change default data at the item level, mark
the item(s) to be changed, then select the appropriate menu
entry.
o If you want to enter additional information in the header,

select the appropriate menu entry.
Save the quotation. (Click on the yellow file folder icon, or F-11)

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Message will be displayed confirming that the quotation has been

saved and will
display system assigned quotation no.
If document is incomplete, dialog box will be displayed allowing the

user to save the quotation as is or will „process data‟ which walks
user through screens where additional data is required.
Exit Create Quotation processing. (Click on yellow up-facing arrow
icon, or Shift-F3)

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15. Change Quotation

Overview
Trigger:
Customer requires change to existing quotation or there was an entry

error made during creation.

This document describes the procedure required to make changes to an
existing quotation document.
Customer may request another material be added or a delivery date change,
etc.

Quotation Number Enter existing quotation number.

Changed/updated Refer to Business Process Procedure „Display
quotation document Quotation‟, to verify this result.

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Procedural Steps

Quotation Change
On screen “Change Quotation: Initial screen”, enter the information in


Name C
Quotatio Number of the R Enter quotation
n quotation to be number, if known.
Number displayed.
PO Additional fields used O Enter PO Number,
Number, for selection if Sold-to or WBS
Sold-to quotation number is element.
and not readily known.
WBS

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element
Press Enter key Alternately,
click on
green
check mark
( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” =

Optional, “C” = Conditional )
On screen “Change Quotation Number: Overview”, enter the information
in the fields as specified in the table below:
Adding One More Line Item –Site Supervision to existing

Quotation

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Name C
Quotatio Number of quotation R Quotation is brought
n to be changed. over from initial
selection screen.
Net Net Value of O When user changes
Value quotation. Will items within the
appear in „gray‟ and quotation the reflected
remained unchanged. change is made in net
value.
Sold-to Customer number. R Quotation is made to a
particular customer
and will carry through
from the initial screen.
Ship-to Where items in quote R Carried over from
will be shipped to. initial selection screen.
PO Customer supplied O Brought over from the
Number PO number. quotation entered into
the initial selection
screen.
Valid Date on which O Brought over from the
From quotation become quotation entered into
effective. the initial selection
screen.
Valid To Date on which O Brought over from the
quotation becomes quotation entered into
null and void. the initial selection
screen.
Material Material Number of R Brought over from the
(s) the product the quotation entered into
customer is the initial selection
requesting a screen.
quotation for.
Order Amount of material R Brought over from the
Quantity the customer has quotation entered into
Requested the quote the initial selection
for. screen.
Req. Date customer O Brought over from the System

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Delivery requires delivery. quotation entered into default -

Date the initial selection current
screen. date
Sales General Sales O Click on this tab to
changed here. such as delivery date,
incoterms and
billing/delivery blocks
may be changed here.
Item Use this area to O
individual item
changes can be made
Tab is better for
individual item
changes.
Item Individual item O
(Tab) here.
Party changes are made change information
(Tab) here. such as customer
internal material
number.
for rejected, the change reason for „closes‟ the
Rejectio rejection and reason rejection information quotation
n (Tab) are entered here. such as delivery date, and further
incoterms and documents
billing/delivery blocks are unable
may be changed here. to be
created
with
reference
to this
document.

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If quotation number is unknown, use customer‟s PO number used

to create the quote and/or the customer number.
If there are multiple quotes for the customer, a selection will

be displayed for the user to choose from.
Use buttons: Availability, Pricing, Sched. Lines and Config to

access detailed information on items within the quotation.
Save the changes. (Click on the yellow file folder icon, or Ctrl-S)
Message will be displayed confirming that the changes have

been saved.
If data is missing, system will display dialog box indicating document is
incomplete. This is a warning message. System will allow quotation to be
saved as is or will walk user through data screens required to complete
the quotation.
Exit Change Quotation processing. (Click on the yellow up-facing
arrow icon)

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16. Display Quotation

Overview
Trigger:
End-user wishes to display a quotation.

This document describes the procedure required to display an existing
quotation. This is a display function and is for informational
use, by system users, only.

Quotation Number

Screen display of an
existing quotation

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Procedural Steps
Quotation Display
On screen “Display Quotation: Initial screen”, enter the information in the
fields as specified in the table below:

Name C
Quotatio Number of the R Enter quotation
n quotation to be number, if known.
Number displayed.
PO Additional fields used O Enter PO Number,
Number, for selection if Sold-to or WBS
Sold-to quotation number is element.
and not readily known.
WBS
element
Press Enter key Alternately,

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click on
green
check mark
( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” =

Optional, “C” = Conditional )
If the quotation number is not known, the customer number or

the relevant customer‟s purchase order number may be entered.
If there are multiple quotes for the customer, a selection

will be displayed. Choose the one to be displayed.
On screen “Display Quotation “30000045”: Overview”:

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Name C
Quotatio Number of quotation Display Only.
n to be changed
Net Net Value of Display Only.
Value quotation. Will
appear in „gray‟ and
remained unchanged.
Sold-to Customer number Display Only.
Ship-to Where items in quote Display Only.
will be shipped to.
PO Customer supplied Display Only.
Number PO number
Valid Date on which Display Only.
From quotation become
effective
Valid To Date on which Display Only.
quotation becomes
null and void.

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Material Material Number of Display Only.

(s) the product the
customer is
requesting a
quotation for.
Order Amount of material Display Only.
Quantity the customer has
Requested the quote
for.
Req. Date customer Display Only.
Delivery requires delivery
Date
Sales General Sales Display Only.
(Tab) information can be
changed here.
Item Use this area to
individual item
changes can be made
Tab is better for
individual item
changes.
Item Individual item Display Only.
(Tab) here.
Reason If quotation is Display Only.
for rejected, the
Rejectio rejection and reason
n (Tab) are entered here.
Quotation details are displayed.

No changes are allowed in display screens.
NOTE: To display quote information use “tabs” to navigate to the

following areas: Sales, Item Overview, Item Details, Ordering Party,

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Procurement, Shipping and Reason for Rejection. To display additional

data, use click on appropriate buttons displayed at bottom of screen:
Display Availability, Pricing, Schedule Lines For Items, Item Conditions
and Item Details: Configuration.
Exit Display Quotation processing. (Click on yellow up-facing arrow icon)

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17. Display List of Quotations

Overview
Trigger:
Customer Service Rep. or Order Entry person wishes to investigate

existing Quotations for a sold-to. Prompted by either the customer or
business requirements.

This document describes the process for displaying the list of Quotation
documents.

Sold to party
Valid From Date
Valid To Date
Document Date From
Document Date To
Selection Criteria Radio buttons , select Open Quotations or All
Quotations
Organizational Data Click on Radio Button
Sales Organization
Division

Listing of existing
Quotations
Tips and Tricks
Make sure to enter the correct Organizational Data for the quotation list
you wish to see.

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To get Totals and Subtotals, click on a currency or quantity field, and

then click on either the total or subtotal button.

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Procedural Steps

Information System Environment
Document Information Quotations List
On screen “List of Quotations”, enter information in the fields as specified

in the table below:

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Name C nts
Sold to Number of the R
the listing is created
material for the
quotation
Valid Date inquires are in R
From effect
Date
Valid To Date inquires cease R
Date to be in effect
Docume Beginning date range O
nt Date for which document
From was created
Docume Ending date range for O
nt Date which document was
To created
Selectio Radio button to select R
n All or Open
Criteria Quotations
Organiz Click on Radio Button
ation-
al data
(Radio
button)
Sales Organizational unit O
ation sale of certain
products/services
Distribut Means of distributing O
ion goods
Channel
Division Product Level O
Sales Physical location with O

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Office responsibility for sale

of certain
products/services
Sales Group of sales people O
Group responsible for
processing sales of
certain
products/services
Press the ENTER Key
twice.


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18. Create Contract
Overview:
Trigger:
Customer requests commitment to a certain quantity of materials and/or
delivery schedule over a period of time.

This document describes the process required to create a contract for a
customer. A contract is used to determine material, their quantities, prices
and payment terms that are valid for a given sold-to customer during a
specified time period. The customer can then pre-schedule deliveries or
place sales orders with reference to the contract.
Note: This BPP is written using the Create Quantity Contract as an

example. System provides for Master, Quantity, Value and Rental
contracts. Screen views and descriptions may vary between contracts.

Contract Type Contracts are created with the contract type
“CQ.”
Sales organization Enter the sales organization responsible for
the products and services being
ordered.
Distribution channel The channel through which the materials are reached
to the customer.
Division The division that the products and/or service
belong to.
Sold to Party The customer that is placing the order.
Valid From The date the validity period for the contract
begins.
Valid To The date the validity period for the contract
ends.

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Target Quantity The target quantity for an item in the Contract

Creation of a valid contract Refer to Business Process Procedure “Display a
document Contract”, to verify this result.
Procedural Steps
Via Menus Logistics Sales/distribution Sales
Contract Create
1.2. On screen “Create Contract: Initial Screen”, enter the below
information:

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Name /C ts
Contract User may choose R For Quantity contract
Type Master, Quantity, select NMS – Quantity
Rental contract Contract.
Sales Sales Organization R Enter Sales Organization.
Org
Distribut O
ion
Channel
Division O
Sales O
Office
Sales O
Group
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional,

If creating contract with reference to a quote, order, another contract or

billing document, after entering in contract type and organizational
data select the reference button at top of screen.)
On screen “Create Quantity Contract: Overview”, enter the below
information:

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Create Contract –Product

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Create Contract –Services

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Name C
Quantity Uniquely identifies O Enter master contract
Contract sales document number or leave
blank.
Net Net Value of O When user changes
Value quotation. Will items within the
appear in „gray‟ and quotation the reflected
remained unchanged. change is made in net
value.
Sold-to Customer number R Quotation is made to a
particular customer
and will carry through
from the initial screen.
Ship-to Where items in quote R Carried over from
will be shipped to. initial selection screen.
PO Customer supplied O
Number PO number
PO Date Customer supplied O
PO date

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Sales General Sales R Click on this tab to

entered here. Use such as delivery date,
this area to enter incoterms and
start and end dates billing/delivery blocks
on the contract. may be changed here.
Item Individual item R Click on this tab to
Overvie changes are made change information
w (Tab) here. Use this area particular to the items
to delete/add items on the sales quotation.
to the quotation.
Party information is change information
(Tab) entered here. such as customer
internal material
number.
Procure Procurement O Click on this tab to
ment (materials) changes change information
(Tab) are made here. relevant to
procurement such as
load dates, etc.
Shipping Shipping details are O Click on this tab to
(Tab) entered here. change shipping
information such
complete deliveries
and delivery blocks.
for rejected the rejection change reason for „closes‟
Rejectio and reason is entered rejection information the
n (Tab) here. such as delivery date, quotation
incoterms and and
billing/delivery blocks further
may be changed here. document
s are
unable to
be created
with
reference

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to this
document.
Dialog Box
System will display the material descriptions and validate your
entries.
Error messages will be displayed in the message line at the
bottom of the screen
Save the contract. (Click on „Save‟ icon, or „Ctrl + S‟)

If data is missing, system will display dialog box indicating document is
incomplete and
allow the document to be saved or will walk user thru data screen(s)
required to complete
contract.
Exit Contract processing. (Click on yellow up-facing arrow icon, or Shift-
F3)

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19. Change Contract

Overview
Trigger:

This document describes the procedure required to change an existing
contract.
Examples of changes to a contract are: increasing the value of the contract,
changing validity dates of the contract, or reducing the
quantity of the contract.
One can also delete a contract within this transaction. Deleting a contract
makes it invalid and unavailable for sales analysis reporting.

Contract Number Enter contract number for customer or use
matchcodes to find the number.

Changing a contract Refer to Business Process Procedure, “Display a
Contract”, to verify the change has been made
to the contract.
Deletion of a contract Refer to Business Process Procedure, “Display a
Contract”, to verify this result.
Message should be displayed stating the
contract does not exist.
Tips and Tricks
Use matchcodes to find contract numbers when contract numbers are not
known.
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Procedural Steps

Contract Change
On screen “Change Contract”, enter the below information:

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Name C
Contract Contract number to R Enter the contract
Number be changed/deleted number or use
matchcodes to find the
contract number.
Custome Number of O Enter PO number Used only
r‟s PO Customer‟s PO. to narrow
Number search
further.
WBS Work Breakdown O Enter WBS number Used only
Element Structure Element. to narrow
search
further.
click on the
green
check
mark.
(Note: On above table, in column “R/O/C; R = Required, O = Optional, and

C = Conditional)
On screen “Change Contract: Overview”, enter changes in the contract as

desired.

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Revising the Quantity to 150 Kg and Validity date of the Contract

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After changes have been made, Save the Sales Order. (Click on disk
icon, or F11).
On screen “Change Contract: Overview”, enter the below information to
Delete the contract:

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Select menu path:
Sales document Delete

System will display dialog box asking user to confirm deletion of document.
Click on „Yes‟, a message will be displayed stating contract has been

deleted.
Exit Delete Contract processing. (Click on yellow up-facing arrow icon, or

Shift-F3)

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20. Display Contract

Overview
Trigger:

This document describes the procedure required to display an existing
contract.

Contract Number Enter contract number for customer or use
matchcodes to find the number.

Screen display of existing Used to verify correct contract creation or
contract. display existing terms of contract.
Tips and Tricks
When contract number is entered and user presses enter to advance to the
next screen, system may display warning message, “consider subsequent
documents”. To view these documents, press “document flow” button at top
of the “Display Contract XXXXX: Overview” Screen.

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Procedural Steps

Contract Display
On screen “Display Contract: Initial Screen”, enter the below information:

Name C
Contract Number of contract R
Number to be changed.
Purchas Number of O Enter PO number Used only
e Order Customer‟s PO. to narrow
Number search
further.

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WBS Work Breakdown O Enter WBS number Used only

Element Structure Element. to narrow
search
further.
click on the
green
check
mark.
(Note: On above table, in column “R/O/C; R = Required, O = Optional, and

C = Conditional)
On screen “Display Contract e.g. 40000030: Overview” contract is displayed.

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Move between various „tabs‟ to view contract specifics.

Tabs at top of screen are listed as: Sales, Item Overview, Item
Detail, Ordering Party, Procurement, Shipping and Reason for
Rejection.
Exit “Display Contract e.g. 40000030: Overview”. (Click on yellow up-
facing arrow icon, or Shift-F3)

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21. Display List of Contracts

Overview
Trigger:
Customer Service Rep. or Order Entry person wishes to review existing

contracts for a sold-to party. Prompted by either the customer or business
requirements.

This document describes the process for displaying the list of Contracts
documents.

Sold-to party The customer who placed the order.
Purchase Order Number that the customer uses to uniquely
identify a purchasing document
Valid from The date the validity period for the contract
began
Valid to The date the validity period for the contract ends
Open contracts Indicates whether you want the system to list
only the documents that remain open
All contracts Indicates whether you want the system to list

all documents, regardless of whether they have
been completely processed or whether they still
remain open for processing.

Listing of existing
contracts

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Tips and Tricks
Make sure to enter the correct Organizational Data for the contract list you
wish to see.
To get Totals and Subtotals, click on a currency or quantity field, and then
click on either the total or subtotal button.

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Procedural Steps

Information System Contracts List of
Contracts
On screen “List of Contracts”, enter information in the fields as specified in the

table below:

Name C nts
Sold-to The customer who R
party placed the order.
Material Alphanumeric key O

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identifying the
material.
Purchas Number that the O
e Order customer uses to
uniquely identify a
purchasing document
Valid The date the validity O

from period for the
contract began
Valid to The date the validity R
period for the
contract ends
Open Indicates whether O
contract you want the system
s to list only the
documents that
remain open
All Indicates whether O

contract you want the system
s to list all documents,
regardless of whether
they have been
completely processed
or whether they still
remain open for
processing.
Press the ENTER .
On screen “List of Contracts”, a list of contracts are display below:

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Perform one of the following:

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If you need to make changes to a contract, double click on the desired

Contract. It will take you to the “Change ##### Contract ######:
Overview” screen. Refer to Change Contract BPP.
Exit the List of Contracts. (Click on yellow up-facing arrow icon, or Shift F-3)

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22. Create Invoice

Overview
Trigger:
The requirement to invoice the customer after the order has been delivered
and post goods issued.

Create an individual billing document after the order has been delivered and
post goods issued.
Typically the delivery document is the reference document. A sales
document may be the reference document for items
which are not relevant for delivery (for example service items not relevant
for delivery or credit memo requests).

Document Enter the delivery document for creating the
billing document.
In some instances the sales document may be
relevant for billing (see above).

Creation of a billing After Saving the billing document, the billing
document number is generated into the system for
Services this number has to released to
accounting, For this we have to go to Change
Billing Document Screen (T- Code VF02) and
Click on the Flag Symbol. This will result to
generation of accounting document for that
billing number.

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Tips and Tricks
Normally invoices are created using the billing due list (transaction vf04 – see
corresponding BPP), which is used to create invoices in bulk which are due for
billing.
This transaction is used to create an individual invoice.
The pull down menu Settings -> Default Data is used to change the default
billing type.
Standard SAP settings
ZF2S invoice referencing delivery note

ZF2P invoice referencing delivery note
F1 invoice referencing order
F5 pro forma for order
F8 pro forma for delivery
IV intercompany invoice
ZG2 credit memo
ZL2 debit memo
If a message is generated when saving the invoice indicating to review

messages in the log, use the Edit -> Log menu path
to review informational messages.

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Procedural Steps
Via Menus Logistics Sales and distribution Billing

Billing document Create
Via Transaction Code VF01
On screen “Create Billing Document”, enter the information in the specified

fields in the table below:

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Name C ents
Docume Enter the delivery R Delivery document (in
nt document for some
creating the billing cases
document and the
execute. docume
nt
relevant
for
billing
may be
a sales
docume
nt
instead

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of a
delivery
)
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” =
Conditional)
The screen “Invoice (F2) Create: Overview of Billing Items” will appear.
Save the Invoice. (Click on the yellow save icon, or Ctrl + S)

Message Document xxxxxxx has been saved will appear.
Exit Create Billing Document processing. (Click on the yellow up-facing arrow
icon, of Shift-F3

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23. Change Invoice

Overview:
Trigger:
After a billing document is created, changes are required to the text fields,
output type and/or pricing.

This document describes the procedure for making changes to a billing
document.
The changes allowed to billing documents are very limited. For documents
that have not been sent to accounting, changes can be made to text fields,
output type and new pricing can be carried out. For documents that have
been sent to accounting, changes can be made to text fields and output
type.
If additional changes are required, the document must be canceled and a
new document created.

Billing document number

Update to text fields, Refer to Business Process Procedure „Display
change of output or new Billing Document‟, to verify this result.
pricing of an existing
billing document

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Procedural Steps

Via Menus Logistics Sales/distribution Billing
Billing document Change
On screen “Change Billing document”, enter the information in the fields as

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Name C
Docume Number of the billing R
Enter Document Press
nt document to be number Enter key
changed
“C” =Conditional)
On screen “Invoice (Billing Document Number) (F2) Change: Overview of

Billing Items” the basic information of the document is displayed.

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Double Click as in above screen‟s Line Item it will open the below
screen and changes can be made to Partner, Pricing and Texts from
Header

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Enter changes as required.
No changes can be made on this screen, click on the Partner,

Pricing and Texts from Header. You may branch to the
appropriate screens to allow changes to be made. Changes
can be made to Partner and Pricing information if the
document has not been sent to Accounting. Otherwise, only
the text can be changed. Output and Foreign Trade data can
also be accessed from the Header. Details can be accessed by
selecting a line item clicking on the Details icon or by selecting
Details from the Item menu option.
Click on yellow diskette (Ctrl + S) icon
System returns to the initial change screen and displays

message confirming changes made to document.
Click on yellow up facing arrow (Shift + F3)

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System exits change processing screens.

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24. Display Invoice

Overview:
Trigger:
This is a display function, and as such there is no trigger.

This document describes the procedure to display a billing document.

Billing document number

Display text fields, output
or new pricing of an
existing billing document
Procedural Steps

Via Menus Logistics Sales/distribution Billing
Billing document Display
On screen “Display Billing document”, enter the information in the fields as

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Name C
Documen Number of the billing R Enter Document Press
t document to be number Enter key
changed

“C” =Conditional)
On screen “Invoice (Billing Document Number) (F2) Display: Overview of
Billing Items” the basic information of the document is displayed.
You can view Header or Item details by going to the menu under Goto.

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Click on yellow arrow (Shift + F3) to exit.

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25. Display List of Invoice Documents

Overview
Trigger:
A desire to view billing documents (all or open only) by payer or by material.

To research Billing documents for a payer partner or a material, this
functionality allows the user to view all or open billing docs. Also, once a list
of billing documents is displayed, the user may review a billing document by
double clicking on it.

Payer Either a payer and/or a material must be
entered.
Material
Open Billing Docs Select either open billing documents OR all billing
documents pushbutton.
All Billing Docs

List of all billing documents The billing document may be reviewed in detail
satisfying the selection by double clicking on the document number.
criteria. Once in the billing document, Document Flow
may be used to research the events.
(Pulldown menu Environment ->
DocumentFlow)
Tips and Tricks
Make sure the Organizational data is correct when running this report.

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Pulldown Settings -> OrganizationalData on the first screen should be used to

verify that the sales organization is correct.
You can narrow your list by using the Billing docs from – to fields.

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Procedural Steps
Via Menus Logistics Sales and

Distribution Billing Information
Systems Billing Documents List Billing
Documents
On screen “List of Billing Documents”, enter information in the fields as


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Name C ents
Payer The number that C A payer and/or a
uniquely identifies material is required
the partner.
Material Alphanumeric key C A payer and/or a

uniquely material is required
identifying the
material.
Billing O
Docs
From
Billing O
Docs To
Open C Select either open billing
Billing docs OR
Docs All billing docs
pushbutton.
All C Select either open billing
Billing docs OR
Docs All billing docs pushbutton.
Press Enter key or click
the Green Checkmark
Optional Screens
Display Variants (Ctrl+Shift+F8) represent various options in the
way the output list of billing documents is displayed.
Further Selection Criteria (Shift+F8) may be used to add more

fields to the normal selection criteria. Up to 3 additional fields
may be added.
Organization Data (Ctrl+F9) is used to specify the Sales

Organization for the payer.

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Partner Function (Ctrl+F10) is used to specify a different

partner to search by.
Additional partner functions must first be set up in customizing.

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26. Release Invoice Documents for Accounting

Overview
Trigger:
Billing documents are created but have not been passed to accounting due to
a block of some kind.

This document describes the process for releasing a list of blocked billing
documents.

Sales organization Required
Incomplete due to At least one of these fields must be selected to
produce a list of blocked billing documents.
Output – Results Comments

List of blocked billing
documents
Tips and Tricks
To speed up searches, create variants for frequent combinations (ex. By

Payer, by billing type, etc.)

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Procedural Steps
Via Menus Logistics -> Sales and distribution -> Billing ->
Billing document -> Blocked billing
docs
Via Transaction Code VFX3
On screen “Release Billing Documents for Accounting", enter information in


Name C ents
Payer Number of the payer 0

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Sales Organizational unit R

ation sales of specific
products or services
Created User who created the 0
by billing document
Created Date billing document was
0
on created
SD Number of billing 0
docume document
nt
Billing Identifier for the 0
type types of billing
documents that
require different
processing by the
system
Billing Identifier for the 0
category reference document
used to create the
billing document
With Flag that determines 0
safety if the system should
check prompt the user
when releasing more
than one billing
document
Release Flag that determines 0 System
billing if the system should may
docume release the billing require
nts document to user
accounting interven
automatically tion
before it
can
release
a
docume

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nt to
accounti
ng
Account Flag that determines 0 One of
block if the system should the
select billing followin
documents that have g fields
not passed to must be
accounting because selected
of a posting block .
Error in Flag that determines 0 “
accounti if the system should
ng select billing
interface documents that have
not passed to
accounting because
of an error in the
accounting
interface
Pricing Flag that determines 0 “
error if the system should
select billing
documents that have
not passed to
accounting because
of a pricing problem
Foreign Flag that determines 0 “
trade if the system should
data select billing
documents that have
not passed to
accounting because
of missing foreign
trade data
Error in Flag that determines 0 “
authoriz if the system should
ation select billing
documents that have

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not passed to
accounting because
of an authorization
error in processing at
some level
Click on green check
mark with clock icon, or
F8
Conditional)
To process the list of blocked billing documents, use the following

buttons:
Edit billing block: Displays selected billing document(s). Allows for

changes to
billing document(s).
Release billing docs: Releases selected billing document(s) to

accounting.
If the document is in error, a dialog box is displayed stating an error has

occurred during document processing and directs user to view the error log.
The error log is accessed by the menu path at top of screen: Edit Log.
Exit processing of blocked billing documents. (Click on yellow up-

facing arrow icon or Shift-F3)

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27. Create Outbound Delivery

Overview
Trigger:
Items are due for delivery.

Create an individual outbound delivery for Sales Order such as Standard
Order; Free Delivery; Consignment Fill-up, etc.

Shipping Point Enter shipping point
Selection Date Enter the material availability date for the
confirmed schedule line of an item.
Order Enter sales order number
From/To Item Leave blank to create a delivery for all items in
the order that are due for delivery.
To create a delivery for one item enter the item
number in both the from and to fields.
Delivery Type Leave blank to use system assigned delivery
type (based on order type). In case you want a
different delivery type you can enter it here.

Deliveries are created. A delivery log is produced when processing the
Notes are generated for delivery due list. The log includes a list of
items that cannot be deliveries created and notes for items where a
delivered. delivery cannot be created. Note the log number
in the header area of the screen so that the list
of deliveries and notes can be reviewed at a
later time.

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Tips and Tricks
Creating a delivery using this method should be done on an exception basis

only. Process the delivery due list for standard delivery creation.
Example: Assume that complete delivery is required for an order with

multiple items and that one of the items is not available. When processing the
delivery due list, a delivery will not be created and a note about the situation
will be logged. However, when executing VL01N for the same order, the
delivery will be created for the available items and a warning will be displayed
in the log about the complete delivery situation. Also note that log messages
or notes are only available while creating the delivery. They cannot be
displayed at a later time.
You can branch directly from sales order processing to delivery creation. Use
the following menu path:
Select Sales Document  Deliver. This saves the order and brings you
directly to the create delivery: overview screen.
When the delivery cannot be created, often times the selection date is not
correct. Check the material availability date for the confirmed schedule lins of
an item in the order and change the selection date if necessary.

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Procedural Steps

Via Menus Logistics Sales/distribution Shipping and
Transportation  Outbound Delivery Create
 Single Document  With Reference to Sales
Order
Via Transaction Code VL01N
On screen “Out bound Delivery Create: Overview”, enter the information in
the specified fields in the table below:

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Name C
Shipping 4 char identifier of R Enter ship point
point the physical location number
from which material
is to be shipped
Selectio Date material is R Enter material
n date available for availability date for
shipment items to be delivered
Defaults to current
date
Order Number of sales R Enter sales order
order this delivery number
satisfies.
From Material number of O Enter the first item Leave
item the first item on the number to be blank if all
sales order to be in delivered items in
this delivery the order
are to be
delivered.
If only one
item is to
be
delivered
enter the
same item
number in
both the
from and
to fields.
To item Material number of O Enter the last item Leave
the last item on the number to be blank if all
sales order to be in delivered items after
this delivery the from
item are to
be
delivered.

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(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =
Conditional)
Create delivery
After entering selection criteria as noted above press enter or click on the
check mark icon. System returns the Outbound Delivery Create- Overview:
Quantities screen for the items that are relevant for delivery. Please check
the messages in the log when prompted. Note that these messages will
only be displayed once.
Save the delivery. (Click on the yellow file folder icon, or F11) Make a note
of the delivery number for later processing.
Exit Create Outbound Delivery processing. (Click on the yellow up-facing

arrow icon, of Shift-F3)

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28. Updation of Registers
OVERVIEW
Trigger:
Update the RG1 Register for a particular time period
RG1 register maintained at Manufacturing Plants for excisable finished

goods. The register shows goods movements from the factory to a store and
stores to customer, specifically for excisable finished goods. The R/3
System generates all the necessary entries in the register.
This report only creates register entries for goods movements that have not
already been entered. It does not create duplicate entries.
Using this activity, you can also update the goods issue into RG23A
Part I and RG23C Part I, Register by select the radio button option in
the Registers.
Input - Field Value / Comments

Required
Fields
Company code 1000
Plant Excisable Plant
Excise Group As per the plant

Excise Group Period for which RG1 needs to be updated
Posting date
Classification IDH Removal from factory on payment of duty for Home

use\ RMA Receipt from manufacture

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RG1

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Updated RG1 Register Processing over for <number of records

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selected> records
Tips and Tricks : N/A

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Procedural Steps

Via Menus Country India User Menu Indirect Taxes
Registers Excise Tax Update RG23A/C
Issues and RG1
Via Transaction Code J1I5
1.2. On screen “Update of RG 1 and RG 23 (Part 1”, enter information

in the fields as specified in the below table:
Field Description R/O/ User Action and Comments

Name C Values
Compan Company Code R
y Code
Plant Plant – for which RG1 R
Register is being
maintained
Excise Excise Group for R
Group which RG1 register is
being maintained
Posting Date of Material R
Date document Posted
Classific Pre-defined R IIM Receipts
ation Classifications For updation of RMA- Receipt
goods receipts from
from manufacture
Manufacturing ROP-Receipt
plant use RMA from outside
under any other
provision
For updation of
Goods issue, i.e. Issues
Removal from IDH-Removal
factory on from factory on

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payment of duty payment of duty

for home use – for Home use
IDH IDE-Removal on
payment of duty
for export under
no bond
IWE-Removal
without payment
of duty for
export under
bond
IWT-Removal
without payment
of duty for
transfers
IWO-Removal
without payment
of duty for other
purpose
RG23/ RG23 / RG1 updation R Select the Date to be
RG1 date appropriate considered by
radio button to the system for
update the RG1 updation of RG1
Register. Please Register
select the Document Entry
document entry date
date radio Document
button posting date
System date
Register Register to update R Select the RG1 By using this
s radio button to Transaction you
update the RG1 can update the
Register, following
Registers
RG23A Part1
RG23C Pat1

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RG1
Note: In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C”
= Conditional
Please choose enter and ignore any messages.
Update the Receipts to RG1 Register and then update the issue to RG1
Registers. Follow the sequence of transactions.
You can update the RG1 Register by selecting material document header
values or Material document line item level details or both together.
Press to continue.
System will display the „Update of Registers RG1 and RG23 (Part1‟) screen:
Displays all the line items to meet the selection criteria to update the RG1
Register.
Select the line items which needs to be updated to RG1 Register by selecting
the check box at the beginning of the each line item
Simulate the selection by using the Simulate function or use Shift+F10 to
simulate the selection
System will display the selection Green or Red Traffic lights. The line items
which can be updated will be displayed with Green Traffic Lights and the line
items which cannot be updated will be displayed with Red Traffic Lights.

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After selecting the right documents select the line item and use the Create
button to update the RG1 Register or use CTRL+Shit+F11 to make register
entry.
Result
Processing over for <number of records selected> records.

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29. Create Excise Invoice
Overview
Trigger:
Creation of Excise Invoice

Create an excise Invoice with reference to the Commercial Invoice

Billing document
Posting Date

Excise Invoice is created.

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Procedural Steps

Via Menus
Via Transaction Code J1IIN
1.2. On screen “Create Excise Invoice for Factory Sale”: enter the
billing document number and the posting date.
The excise details will be captured from the billing document. Save the
document.

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30. Extract Excise Registers
Overview
Trigger:
This step need to be performed in order to create the RG1 details into the
respective tables .

Register Extraction

Excise group
Start date
End date
Select Check Box RG1

RG1 data has been
extracted

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Procedural Step

Registers Excise Tax Extract
1.2. On screen “Excise Register Extraction”, enter the following

information in the screen below:

Name C
Excise Excise group for R
Group which RG1 Register
being generated

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State Starting date of R Starting date of data

Date Extraction to be extracted for
RG1 registers
End Date Ending date of R Ending date of data to
Extraction be extracted for RG1
registers
Selection Mass extraction of R Select the radio button User can
Registers data to all registers Select Any Register generate
option all the
registers
together or
individual
register
wise
Select Selection of R Activate the RG1
individual individual register Check box to extract
Registers the RG1 Register
Display Displays the O
Last previously upto
Extracted what date the
dates register has been
extracted for
information

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Note: On above table, in column “R/O/C”; “R” = Required, “O” =

Optional, “C” =Conditional)
Choose on execute icon or Choose F8 or Program  Execute
If the RG1 Register is being generated for the Period First Time, system will
execute the report and display the pop-screen with Register name and Green
Tick mark, if it is successfully extracted, otherwise it will show the Red Cross.
Result
RG1 data has been extracted
Using this activity, you can also extract the following Excise Registers in
addition to RG1.
RG23A Part I
RG23A Part II
RG23C Part I
RG23C Part II
PLA
RG23D

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In the Registers select option, if you select All registers, the system will create
an extract for all registers. If you only want to create an extract for specific
registers, select Select any register and then the registers that you want to
extract.

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31. Print Excise Registers
Overview
Trigger:
The objective of this process is to print the RG1 Register or to display on the
screen.

Printing of RG1 register
The data must be extracted to the RG1 Register for the period to which RG1
Register need to be printed.

Selection of RG1 Register
radio button
Output values
RG1 Register ready to
print or you can see on the
screen.

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Procedural Steps

Registers Excise Tax Print Utility program
1.2. On the Print Excise Registers screen, select the RG1 Radio button to
print the RG1 Register.

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Choose on Execute icon or Choose F8 or Program --> Execute
On the Print RG1 Register screen, make the following entries:

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Name C ents
Excise Excise group for R Enter
Group which RG1 Register is the
being generated Excise
Group
Start Starting date of the R For example Starting
Date period for which 01.03.2005 Date
currently RG1Register
is being generated
End Ending date of the R For example: Ending
Date period for which 31.03.2005 Date
currently RG1Register
is being generated
Conditional)
Choose on Execute icon or Choose F8 or Program  Execute

System will prompt you to save the file on your system. Save it on a
convenient location.

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On Saving the System will display the following message at the

bottom of the screen:

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Open the File and Copy the contents and paste it to the Excise Register
Macro. Enable Macros and View them.

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MACROAPART2.xls
Result
RG1 Register ready to print or you can see on the screen.
Using this activity, you can also view or print the following Excise Registers in
addition to RG1
RG23A Part I
RG23A Part II
RG23C Part I
RG23C Part II
PLA
RG23D
You have to print or see the registers one after another.

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Module: Sales & Distribution

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1. Introduction & Navigation of SAP ........................................................................................ 4

2. Create Customer Master ................................................................................................... 18

3. Change Customer Master .................................................................................................. 30

4. Display Customer Master .................................................................................................. 37

5. Create Excise Master Data ................................................................................................. 44

6. Maintain Condition Records .............................................................................................. 47

7. Create Sales Order ............................................................................................................ 51

8. Change Sales Order ........................................................................................................... 79

9. Display Sales Order ................................................................................................... 95

9. List of Sales Orders ........................................................................................... 102

10. Create Inquiry ..................................................................................................... 110

11. Change Inquiry ............................................................................................................ 119

12. Display Inquiry ............................................................................................................ 126

13. Display List of Inquiries .................................................................................. 131

14. Create Quotation ................................................................................................ 137

15. Change Quotation .............................................................................................. 147

16. Display Quotation .............................................................................................. 154

17. Display List of Quotations .............................................................................. 160

18. Create Contract ................................................................................................... 166

19. Change Contract ................................................................................................. 177

20. Display Contract ................................................................................................. 184

21. Display List of Contracts ................................................................................. 188

22. Create Invoice ..................................................................................................... 194

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23. Change Invoice ................................................................................................... 201

24. Display Invoice ................................................................................................... 207

25. Display List of Invoice Documents ............................................................. 210

26. Release Invoice Documents for Accounting ........................................... 216

27. Create Outbound Delivery .............................................................................. 221

28. Updation of Registers....................................................................................... 227

29. Create Excise Invoice ....................................................................................... 237

30. Extract Excise Registers.................................................................................. 240

31. Print Excise Registers ...................................................................................... 245

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1. Introduction & Navigation of SAP

SAP R/3 is an “integrated and industry-independent standard

SAP is the abbreviation for “Systems Applications and Products in

The purpose of this document is to provide an overview of SAP PM

The document has been organized as follows;

Master data maintenance required for PM module is covered first.

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As a PM user, you will be using various transactions to replicate

Master data maintenance and transaction processes are explained with

On PC Desktop & press enter key or double click,

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The following screen will appear.

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Select Server and click on Log on icon

Logging onto the SAP R/3 system

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So that you log on to SAP R/3 system, you must have a

You can place your own

Elements of the screen layout

Command Field: Use command field (hidden as default) to