SAP – Customizing Guide

The SAP System manages customer data in master records.

You can store information relevant to both master data management and transaction processing in the
configuration menu. This includes the following:

Technical parameters (e.g. assigning customer numbers)

Classification criteria (e.g. customer group and sales areas)

Parameters for individual business transaction (e.g. terms of delivery, terms of payment.)

In the standard SAP System, you can distinguish between the following partner functions for customers:

Sold-to party

Ship-to party

Payer

Bill-to party

Note

If you already have or are planning to install the FI module, the accounting aspects of customer
management and the maintenance responsibilities should be coordinated by FI and SD together.

Sales

In this menu option, you define various customer attributes which represent classification profiles and
allocations to market segments. You use these customer attributes mainly for statistical purposes in sales
and distribution. They are not used for control.

The SAP System copies the attributes from the master records into the sales documents.

Define Customer Groups

In this menu option, you define the customer groups to which a customer can belong.

You specify the customer group for sales data in the customer master record for each sales area.

The SAP System copies this specification automatically into the sales documents at header and item level.
Here, you will find the customer group on the detail screen for general business data.

Actions

1. Specify an alphanumeric key which can have up to 2 characters and a description for the
customer groups.
2. Make sure that the customer groups are entered in the customer master records.

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Define Sales Districts

In this menu option, you define the sales districts in which the customers' subsidiaries can be located.

You specify the sales districts for the sales data in the customer master record for each sales area.

The SAP System copies this specification into the sales documents at header and item level. Here, you find
the sales districts of general business data on the detail screen.

Actions

1. Specify an alphanumeric key which can have up to 6 characters and a description for the
customer sales districts.
2. Make sure that the sales districts are entered in the customer master records.

Shipping
In the following menu options, you define various customer attributes. These represent classification profiles
and allocations which influence or control processing in sales and shipping.

The SAP System checks these attributes during master data maintenance and transfers them from the
master records into the sales and distribution documents.

Define Delivery Priorities

You define delivery priorities in this menu option. You can use them to control the delivery of sales orders or
order items and therefore give priority to individual customers.

To do this, select the sales orders due for shipping within shipping processing with the help of delivery
priority. Delivery priority defines the sequence when deliveries are created automatically (for example, for
scarce goods). Specify the delivery priority of a customer in the shipping data of the customer master data
for each sales area.

From the customer master record, the SAP System copies the specification automatically into the shipping
data of an item in the sales document. And from there, it is copied into the header of the delivery.

Note

If there are several sales departments in your company, you should define clear rules for handling delivery
priorities.

Default settings

In the standard SAP R/3 System, number 1 represents the highest delivery priority. During the selection,
delivery items with priority 1 are proposed first.

Actions

1. Check whether delivery priorities are used in your shipping department, and if so, which ones.
Define the kind of delivery priorities.

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2. Specify a number for the delivery priorities between 1 and 99. Enter a description.
3. Make sure that the delivery priorities are maintained in the customer master records.

Billing Document
In the following menu options, you define various customer attributes. These are classification profiles and
allocations which influence billing processing.

The SAP System checks these attributes during master data maintenance and copies them from the master
records into the sales and distribution documents.

Define Billing Schedule

In this step, you define possible billing dates. To do this, store the billing dates in a separate calendar.

Use the general calendar function to create a calendar in which work days are interpreted as billing days for
the billing calendar.

To define when a customer receives which billing documents, enter the calendar containing the billing
schedules in the master record of the payer

The SAP system copies this specification automatically into the header of SD documents.

Example

If you create a calendar containing only the 15th and 30th of a month as workdays and if you specify this
calendar for the billing schedules of a customer, billing is carried out on precisely these dates. If you edit the
billing due list of a customer for these dates, the SAP system automatically selects the 15th or the 30th of a
month as a billing date.

Actions

1. Check which billing arrangements were agreed with your customers.

2. Define the billing schedules in separate calendars.
3. Make sure that the number of the calendar is entered in the customer master records of the
customers involved.

Transport

Changes to calendar data are not automatically recorded in a correction request.

To transport the calendar data to other systems, use the Transport function in the initial maintenance
screen.

Be careful not to transport individual holidays or calendars, rather only the calendar data in its entirety. All
holidays, and holiday and plant calendars existing in the target system will be deleted.

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Define Terms of Payment

In this menu option, you define the terms of payment for the customer master records required for sales and
distribution. Specify the terms of payment in the customer master records. From there, the SAP System
automatically copies them into the sales documents at header and item level.

Depending on the item category, the terms of payment can differ at header and item level (see the section
"Define item categories for sales documents").

Aspects of accounting such as cash discount periods, cash discount rates and due date for net payment in
the invoice are defined and managed in financial accounting (module FI) (see FI section "Define terms of
payment").

Using the defined cash discount rate, the SAP System determines the corresponding cash discount amount
in pricing for SD documents.

Here, you can also store short texts for the terms of payment which are relevant for sales and distribution.
You can then print these short texts on the billing documents.

Bear in mind that the short text for terms of payment in quotations and order confirmations will only be sent
by EDI if the day limit is blank. In billing documents the short text will also be sent by EDI if the day limit is
not blank.

Note

You can agree on terms of payment with the customer in the SD module separately for each sales area.
These agreements may deviate from what is defined in the FI module. The sales area terms of payment are
included in a billing document and are transferred to Accounting where they may be overwritten.
Considering this, you should work together with Financial Accounting (the FI module) to decide how to
maintain terms of payment.

Actions

1. Specify an alphanumeric key with up to four characters for the terms of payment.
2. Enter the explanation as a description.
3. Make sure that the key of the terms of payment is entered in the customer master records.

Define Incoterms

You define the Incoterms in this menu option. You specify the Incoterms in the customer master record.

From the customer master records, the SAP System copies the Incoterms automatically into the sales and
distribution documents.

Note

In pricing, you can use the Incoterms to determine freight charges.

Actions

1. Specify an alphanumeric key which can have up to 3 characters and the description for the
Incoterms.

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2. If you want a location in the master records to be mandatory, you have to set the corresponding
indicator and also specify part 2 of the Incoterms during master record maintenance.
3. Make sure that the key of the Incoterms is entered in the customer master records.

Contact Person
You can store different pieces of information to describe the contact persons at the customer location in
more detail. You specify the contact persons at the customer location when you maintain the customer
master record. You also enter data on a contact person, such as the name and the address, in the customer
master record.

You define contact persons in the customer master record on a general level, that is, independently of
organizational units.

You can allocate a contact person to a sales area. To do this, enter the contact person as a partner
function with the following data:

Partner function AP

Internal number assigned to the contact person

If you enter a sales document in this sales area, the contact person is automatically proposed by the SAP
System. You can still change this specification manually on the partner screen in the sales document.

Note

Defining contact persons is optional. If you do not want to use this function, you do not have to process any
entries at this point in the configuration menu.

Define Contact Person Functions

You define the possible functions for a contact person at the customer location with this menu option.

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