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Welcome to the tutorial on the essential SAP SD reports. Reporting in SAP helps
business users to extract information they need and present it in a way that is easy to
understand and utilize. This tutorial is part of our free SAP SD course.
There are lot of different features and tools to help you meet your individual reporting
and analysis requirements. There are two main objectives to use the standard SAP SD
reports:
1. The more you know the standard SAP SD reports and their features, the more
requirements from your business perspective you can fit in with the standard reports. Hence, you don’t have to
develop the customized reports.
2. Even if you are going to create customized reports, knowledge of the limitations of the standard SAP SD reports will
be valuable for you and your developers in creating customized reports.
lists
work lists
analyses
display documents
In this tutorial, we’re going to explain about each category of SAP SD reports with some examples from standard
transactions that will be useful for your daily work.
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Lists
We can consider list as a standard SAP SD report; there is a selection screen where you can specify your requirement.
You can use transaction code VA05 for a list of specific sales orders that are created between certain date ranges.
Here is how to use this report:
1. Enter the document type (for this example, I’m using “ZSO1”)
2. Enter the (from) date in the first window in the “Created On” field (e.g.: 01.08.2017)
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3. Enter the (to) date in the second window in the “Created On” field (e.g.: 31.08.2017)
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4. You can leave the other fields blank (“Persons responsible”, “Created By” and “Organizational Data”). By doing this
you execute the list to contain sales order matching any sales area and any documents created from any users.
You can summarize the total of the net value for all the sales order by clicking on the (Total) button.
Move the Sold-To Party as the first column and click on the (Subtotals) button. Now, you will have a neat list
grouped by customers and their net values.
Another essential list report that you can utilize is transaction VF05 to show billing documents. Here is how to use it:
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2. Enter from-to date in the first and second window of “billing docs from-to” field.
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4. You can restrict by defining specific sales area in “Organizational Data” screen. For this example, we are not going to
restrict anything, so we will skip it.
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Now, you will have a list of billing documents that match your criteria of a certain payer within a certain period of time.
The look and feel for this list is similar with the list of sales order (and any other SAP standard report list) with particular
fields title (for example, you will not have Billing Status in VA05; vice versa, you will not see Sales Order Creation Date
in VF05).
List of All Billing Documents for Particular Customer (Payer) Within Certain Period of Time
There are various standard list reports in SAP SD module that you can use for different purposes. The table below
mentions the most common ones with brief descriptions.
Work Lists
While list reports are used for display purpose only, the work list reports allow you to process the documents that are
displayed on your screen.
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The initial step for work list reports is similar to the list reports. First, you enter specific selection criteria in different
fields and execute the report by pressing F8 button. It will display all the matching sales orders, delivery documents, or
billing documents in the list. Then, you select the documents you want to further process (e.g.: process posting goods
issue, or release credit block, or create billing documents).
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This is useful for someone who is working with hundreds of deliveries and billing transactions daily because they can
process multiple documents in a short time.
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You can use transaction VL10A for creating delivery documents from sales orders that are due on certain dates. Here
is how to use it:
1. Restrict the shipping point (for example I enter shipping point “1001”) and enter from-date and to-date in the
windows of “Delivery Creation Date” field.
2. Leave “CalcRuleDefltDlvCrDt” field blank.
3. Leave all the other parameters blank (from tab “General Data” to “User Role”). By doing this, you are going to list
the sales order within certain range of date from a certain shipping point that you can convert to delivery documents
at once.
This work list will show which sales orders are late for delivery by giving red traffic light. Now, select one of the
documents and click on the “Background” button. The system will automatically run the outbound delivery creation in
background and will give you the new outbound delivery number.
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Now, select one of the Sales Order documents, but this time click on the “Dialog” button. This transaction allows you to
proceed the document manually by calling VL02N to process the selected document.
Other work list repot that you can utilize is releasing credit block based on the list of documents (either sales orders or
delivery documents) with transaction VKM4. Here is how to do this:
1. Specify the Credit Control Area (for this example, I’m using “PC01”)
2. Enter the Overall Credit Status with value of “B” (Credit check was executed, document not OK).
3. Check or uncheck the range of doc (depends on your business requirement; I only check the deliveries)
4. Execute and the list will contain all the outbound delivery documents blocked due to credit limit or overdue items.
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Select one of the documents and click on the button. Make sure the intended document will get a green flag
indicator.
Now, click “Save” button. The system will notify you that the document has been released.
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Beside the other two that I have mentioned above, there are several work lists that you can try as listed in the table
below.
Analyses Reports
Analysis reports are available in most of SD transactions which carry different functionalities. You will find them to be
useful during error handling.
Pricing Analysis
You can utilize the pricing analyses from sales or billing documents. If, for example, a business user complains about
an allegedly wrong price in a sales order, you can use the price analysis to identify the root problem. It can be an
incorrect condition record, wrong access sequence, or wrong pricing procedure. Here is how to use it:
1. Go to one of your sales orders and go to tab “Conditions” on the item level.
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Open One of Your Sales Order and Go to Item Then Click on The Analysis Button
3. At the left side, you will find the pricing procedure with various item and the condition types that carry values. You
can drill down to different subfolders that have different access sequences. Within the subfolders you will find the
condition records.
4. At the right side, you will see the details for each folder / subfolder. It will also tell you whether a condition record is
found or missing.
Left side: Pricing Procedure and Condition Types With Their Access Sequences. Right Side: The Access
Sequence Details That Carry Different Values.
For every billing document posted to accounting, there are two determination processes that come to play. Those
account determination analyses will tell you whether the proper G/L account has been determined as it was supposed
to be. Here is how to use them:
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1. Run the transaction VF03 and enter the billing document number
4. You will find the revenue account procedure at the left side with subfolder(s) that carry item conditions while at the
right side the access details for the found (or missing) condition record are shown.
5. Now, go back to the initial screen of VF03. This time select “Reconciliation accounts”.
6. As you can see, the analysis carried out for this account determination is similar with his brother, revenue account.
At the left side is the reconciliation account determination procedure with its subfolders that carry condition record while
the right side shows the access details for each condition type that is found / missing.
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There are other analyses reports you may perform. They include:
Most of the SD documents can be opened in display mode. These individual documents in display (or change mode to
some extend) carry different functionalities which can be considered as report as well:
1. Document Flow
You can use this functionality to track the subsequent document(s) that is created or check whether the previous
document exists. You can perform this at the header or item levels.
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2. Accounting Documents
If you click on the “Accounting” button, it will display financial accounting (FI) related documents. Double click for each
document for details.
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This transaction is not directly related to Sales and Distribution module, but you should know it to perform basic stock
checking for a material within a storage location in a plant.
To use this report, start MMBE transaction, enter the material, and click “Execute” button.
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Did you like this tutorial? Have any questions or comments? We would love to hear your feedback in the comments
section below. It’d be a big help for us, and hopefully it’s something we can address for you in improvement of our free
SAP SD tutorials.
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Abiodun Folorunsho
May 9, 2021 at 10:02 am
Hi
Please I need to do credit analysis in SAP. What are the reports that I need to take. For example credit limit report for l
customers, credit check reports.
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