SAP – Customizing Guide

All the specifications of the existing sales document type are copied. In particular, the data
concerning, for example, partner determination, pricing or document flow which you would
otherwise have to edit manually is copied.

You can test your new sales document types in respect to the settings made without having to edit
the other settings.

When copying sales document types, item categories and schedule line categories, the SAP R/3
System automatically creates a log with the copied data. Using the log, you can check whether all
of the copied data applies to your sales document type or whether you need to make changes.

Actions

1. If you need to make further changes, you should define new sales document types. To do this,
you enter an alphanumeric key with a maximum of four characters for a sales document type and a
textual description for the key.
2. Maintain the specifications on the detail screen according to your requirements.

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Define Number Ranges for Sales Documents

In this menu option, you define the number intervals of the number ranges for sales documents.

When creating a sales document, a unique number is assigned which identifies the sales document. The
number comes from the number range which is provided for the document type.

There are two possible types of number assignment:

Internal number assignment

The SAP System automatically assigns a consecutive number from the defined number range.

External number assignment

You specify a number from the external number range.

Transport

You transport number range objects as follows:

In the initial screen, choose Interval -> Transport.

Note that all intervals for the selected number range object are deleted in the target system first. After the
import, only the intervals you export are present. The number statuses are imported with their values at the
time of export.

Dependent tables are not transported or converted.

Actions

1. To define a number range, you have to create a new number interval:

o Specify an alphanumeric key with up to 2 characters.

o Specify the limits of the number interval. The individual number intervals may not overlap.
Thus, every number can only occur once.

o Mark the number range if it is planned for external number assignment.

2. Afterwards, specify the key of the number range for the sales document types (see the section
"Define sales document types").

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Define Purchase Order Types

In this menu option you define the possible order types which indicate how the customer has transmitted a
order.

When processing a sales document, you specify the order type for the purchase order data at header level.
This specification is copied into the items.

Example

With the order type you can determine whether a sales order was received by telephone or fax.

Actions

1. Check how a customer can order a material in your company.

2. Specify an alphanumeric key for the order types with up to 4 characters, and a description.

Define Order Reasons

In this menu option you define the possible order reasons. They describe the reasons which led to an
inquiry, quotation or order.

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When processing a sales document, you can specify the order reason in the overview at header level. It
then applies to all the items.

Example

Sales calls, trade fair activities or newspaper advertisements often lead to sales orders.

Actions

1. Check which order reasons occur in your company.

2. Specify an alphanumeric key with up to 3 characters and a description for the order reasons.

Sales Document Item

Item categories together with the sales document types represent the different business transactions in the
SAP system. The item categories contained in the standard SAP R/3 System, together with sales document
types, represent the most common business transactions.

When defining and configuring item categories, take the following into account:

1. Define item categories

You are required to make a large number of controlling specifications (for example, specifications
for the transaction procedure) in the detail screen of the item category. These control options are
described in the section "Define item categories". Note that the item categories are always
closely linked to delivery types and billing types. You should therefore also take into account the
control options that are listed for deliveries and billing documents. You can specify, for example for
each item category, whether the system is to perform pricing automatically at item level and
whether the determined value should be statistical.

2. Define additional functions at item level

When defining your own item categories or modifying the item categories to your company-specific
requirements, take the following settings into account:

o Group the item categories together in item category groups to make them easier to
handle.

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o Specify which item category is proposed in the material master record.

o Specify the usage of the item category.

o Specify which item categories can be used with which document types.

o Specify the field selection for the item categories.

o If necessary, define reasons for rejection.

3. Settings for general SD functions

You must configure a number of general SD functions for item categories.

o Shipping

In shipping, you can specify the packing control and the picking relevancy, for example,
for each item category.

o Availability check and transfer of requirements

Depending on the item category and MRP type of the material, the system determines the
requirements type or the requirements class which primarily controls the execution of the
availability check and the transfer of requirements (fine tuning is carried out at schedule
line level).

o You can control output determination for each item category.

o You can control partner determination for each item category.

o You can control text determination for each item category.

o You can use your a separate incompletion procedure for each item category.

o For copying control, you can specify which item category can be copied from a source
document into a target document.

o When setting the statistics, you can assign a statistics group for each item category.

Item categories are only complete defined and processed once you have taken these settings into account.

Define Item Categories

In this menu option, you define item categories for sales documents. The item categories that are
contained in the standard SAP R/3 System together with the sales document types represent the usual
business transactions.

You have the following options for defining your own item categories:

Copy an existing item category and change it according to your requirements.

Create a new item category.

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Recommendation

If you define your own item categories, the keys should begin with the letter Z since SAP keeps this range
free in the standard system and protects it from being overwritten during release upgrades.

If you define your own item categories, you should copy similar item categories that are defined by SAP and
make the required changes there. In this case, all the specifications of the existing item category are copied
- even the assignment to the sales document types. In particular, the data for example concerning partner
determination, pricing or document flow which you do not edit on the detail screen of the item category is
also copied. Consequently, you can test the new item category for the settings made without having to edit
the other menu options.

When copying sales document types, item categories and schedule line categories, the SAP system
automatically creates a log with the copied data. Using the log, you can check whether all of the copied data
applies to your item category or whether you must make changes.

Note

If you create or copy a new item category that is to be used for a delivery, you must also define a delivery
item category with the same name. The SAP system automatically transfers the item category that was
found for the sales document item into the delivery item.

Activities

If you only need to make minor changes to the existing item categories (e.g. changed description), then you
change this as appropriate. Minor changes refer to parameters that have no controlling character.

If you need to make further changes, define a new item category by copying a similar item category supplied
in the standard system and then change this according to your requirements. In this way, you can for
example define an item category for which a certain type of pricing is carried out, or for which the data must
not differ at header and item level but which otherwise matches an existing item category.

If you want to create an item category, proceed as follows:

1. Enter an alphanumeric key with a maximum of four characters.

2. Maintain the respective specifications of the detail screen.
3. Also consider the additional functions on item category level and the item-specific settings in the
general sales and distribution functions.

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