Inquiry to Invoice Process

Process overview:

The process begins from creation of Sales Order w.r.t Quote and
Inquiry and follow-up till Delivery and PGI till Invoice creation and
accounting documents validations.

Process flow
 Create Inquiry :- VA11
 Create Quotation :- VA21
 Create Sales order :- VA01
 Create Delivery :- VL01N
 Create Transfer Order :- LT03
 Post Goods Issue :- VL02N
 Create Billing :- VF01
 Validate Accounting Doc :- VF03

Sales area is responsible for execution of sales process on the terms

agreed in the Quote or Order.

Prerequisite:

Following master data is required

1. Customer master data.
2. Material master data.
3. Pricing condition records.

Create Inquiry – VA11

Go to T-Code ‘VA11-Create Inquiry’

Enter Order type, Sales Organization, Distribution Channel & Division

and click
Enter Sold-to party and Ship-to party and PO number as customer
reference and press enter or click

Enter Material no and Order quantity and press enter or click

Pricing is determined automatically as seen above.

In main menu follow Menu path: Goto  Header  Sales or click

on icon

Check Header data on all the tabs.

Check Sales area data, Document currency and Pricing date

Next click on tab ‘Shipping’

Check Shipping Condition and total Weight/Volume

Click on tab ‘Billing’

Check Incoterms, Payment terms which are copied from Customer

master. Company code is determined automatically.
Click on tab ‘Partners’

Check the Partners and details are correct.

Similarly other relevant tabs of Header data to be checked and

changed if required.

In main menu follow Menu path: Goto  Overview or icon

Next to check on Item data select item and follow Menu path:
Goto  Item  Sales A or click on icon
Item data screen is displayed as under:

Click on tab ‘Shipping’

Check Plant, Shipping point and Weight/Vol of item.
Click on tab ‘Billing Document’

Incoterms and Payment terms and date of Billing date etc.. Header
data is copied on to items.
Click on tab ‘Conditions’

Pricing conditions are determined here and some condition type can
be entered manually if required. Check if pricing amount is correct.
Click on tab ‘Schedule Lines’

Check if schedule lines have been created and quantity confirmed on

dates required.

Similarly data can be checked and maintained on other tabs like Text
and Partners as required.

Next In main menu follow Menu path: Goto  Overview or icon

Next follow Menu path: Edit  Incompletion Log to check

completeness of document

Following message is displayed at corner of screen

Click on following message is displayed

Inquiry 10000004 has been saved

Create Quotation – VA21

Go to T-Code ‘VA21-Create quotation w.r.t Inquiry’

Enter the Quotation Type and sales area

Click on and enter the Inquiry number

Click on “Copy”

All the header information will be copied from inquiry.

Check Sold to Party and Ship to Party and PO number and PO date
information which is copied from inquiry.
Check material no and Order and enter quote validity from and To
dates

Pricing is determined automatically as seen above.

In main menu follow Menu path: Goto  Header  Sales or click

on icon

Check Header data on all the tabs.

Check Sales area data, Document currency and Pricing date
Next click on tab ‘Shipping’

Check Shipping Condition and total Weight/Volume

Click on tab ‘Billing’

Check Incoterms, Payment terms which are copied from Customer
master. Company code is determined automatically.

Click on tab ‘Partners’

Check the Partners and details are correct.

Similarly other relevant tabs of Header data to be checked and

changed if required.

In main menu follow Menu path: Goto  Overview or icon

Next to check on Item data select item and follow Menu path:
Goto  Item  Sales A or click on icon
Item data screen is displayed as under:
Click on tab ‘Shipping’

Check Plant, Shipping point and Weight/Vol of item.

Click on tab ‘Billing Document’

Incoterms and Payment terms and date of Billing date etc.. header
data is copied on to items.

Click on tab ‘Conditions’

Pricing conditions are determined here and some condition type can
be entered manually if required. Check if pricing amount is correct.

Click on tab ‘Schedule Lines’

Check if schedule lines have been created and quantity confirmed on

dates required.

Similarly data can be checked and maintained on other tabs like Text
and Partners as required.
Next In main menu follow Menu path: Goto  Overview or icon

Next follow Menu path: Edit  Incompletion Log to check

completeness of document

Following message is displayed at corner of screen

Click on following message is displayed

Quotation 20000040 has been saved

Create Sales order w.r.t Quote

Sales Order Create – VA01

Go to T-Code ‘VA01-Create Sales Order’

Enter Order type, Sales Organization, Distribution Channel & Division

and click
Click on and enter the Inquiry number

Click on “Copy”

All the header information will be copied from quote.

Check Sold-to party and Ship-to party and PO number as customer

reference

Check Material no and Order quantity and values of Material and

plant information
The Plant and Pricing is copied from Quote

In main menu follow Menu path: Goto  Header  Sales or click

on icon

Check Header data on all the tabs.

Check Sales area data, Document currency and Pricing date

Next click on tab ‘Shipping’
Check Shipping Condition and total Weight/Volume

Click on tab ‘Billing’

Check Incoterms, Payment terms which are copied from Customer
master. Company code is determined automatically.

Click on tab ‘Partners’

Check the Partners and details are correct.

Similarly other relevant tabs of Header data to be checked and

changed if required.
In main menu follow Menu path: Goto  Overview or icon
Next to check on Item data select item and follow Menu path:
Goto  Item  Sales A or click on icon

Item data screen is displayed as under:

Click on tab ‘Shipping’

Check Plant, Shipping point and Weight/Vol of item.

Click on tab ‘Billing Document’

Incoterms and Payment terms and date of Billing date etc.. header
data is copied on to items.

Click on tab ‘Conditions’

Pricing conditions are determined here and some condition type can
be entered manually if required. Check if pricing amount is correct.

Click on tab ‘Schedule Lines’

Check if schedule lines have been created and quantity confirmed on

dates required.

Similarly data can be checked and maintained on other tabs like Text
and Partners as required.

Next In main menu follow Menu path: Goto  Overview or icon

Next follow Menu path: Edit  Incompletion Log to check
completeness of document

Following message is displayed at corner of screen

Click on following message is displayed

Sales order creation is complete.

Create Delivery– VL01N

Definition:

A Delivery is a core shipping document and triggers all activities in

Logistics execution menu like picking and packing etc.

Shipping details to customer are stored in delivery document.

Prerequisite:

Sales Order to be used as reference having confirmed schedule line

for delivery.

Got to T-Code “VL01N – Create With Reference to Sales Order “

Enter Shipping Point, Selection date, Order No and click

NOTE# before creates delivery kindly check the schedule line date in
sales order for which we are performing the delivery.

As per the above sales order the Scheduled confirmed Qty in Sales
order is on 04/15/13.
So selection date would be “04/15/13”
And Enter the Shipping point and Sales Order number.

Click

Following delivery creation screen is displayed

Data from Sales order header and item is copied on to delivery here.
Main partner for Delivery is ‘Ship-to Party’ and delivery is created for
individual Shipping points.
In main menu follow Menu path: Goto  Header  Processing
Check Header data on all the tabs.

Check Dates for processing and document status, which gets updated
on various stages of processing on delivery.

Click on Administration tab

Check the Shipping point, Sales org and other details.

Click on tab ‘Partners’

Check the Partners and details are correct.

In main menu follow Menu path: Goto  Overview or icon

Next to check on Item data select item and follow Menu path:
Goto  Item  Texts

Here Item texts for Delivery item processing can be maintained.

Next In main menu follow Menu path: Goto  Overview or icon

Go to “Picking” Tab

Note: The Ovrllpickstatus # A (Not Yet Picked)

OverallWMStatus # A (WM Transf Order Reqd)

Which means plant 3200 is integrated with Warehouse Management

to transfer the stock to customer we need to do the Auto Picking
from the WM.
For that we need to create the Transfer order transaction to get the
Picking Qty in the delivery automatically.

Click on button in delivery transaction.

Create Transfer Order –LT03

Go to T-Code:- LT01 “Create Transfer Order For Delivery Note:

Initial Screen”

Enter Warehouse Number

Delivery number and Hit enter
Click on Generate TO Item Button on top let

Notice that after Generate TO Item you can able to see the
Processed Item Tab and after that SAVE the Transaction.

Transfer Order created successfully.

Perform Post Goods Issue –VL02N

Go to T-Code:- VL02N “Change Outbound Delivery”

Enter delivery number and Hit enter

Go to picking tab
Note: Overpickstatus :- Will change to :-A to C
OverallWMstatus :- Will change to :-A to C

Next follow Menu path: Edit  Incompleteness to check

completeness of delivery

Click to go back to overview.

And Click on button

You will be notifying by ”Outbond Delivery number”

Delivery creation is complete.

Create Billing Document– VF01

Definition:

A Billing document is legal document given by company to customer

for goods or services provided. It contains the terms and conditions
agreed between two parties along with details on items and prices
along with taxes.

The Sales area is responsible for creating and sending the Billing
document on the terms agreed.

Prerequisite:

Sales Order or Delivery used for reference to create Billing document

Create Billing Document

Go to T-Code “VF01 – Create Billing Document”

Enter Document for reference, either Sales Order or Delivery number
and click

Here we will use Delivery number as reference document.

Following screen is displayed

Here to Check Header data follow Menu path: Goto  Header 

Header
Data applying to entire document is displayed here. Most fields are
not modifiable as they are copied from source document.

Header data is available in tabular format and can be checked by

clicking on various tabs:

The Header data can be checked and validated for correctness.

Click on to go back to Overview screen.

To Check Item data follow Menu path: Goto  Item  Item Detail,
after selecting the item.
Item level details are available here and most fields are not
modifiable.
To check on Prices, click on tab
Here the Item conditions are displayed. Additional Manual conditions
can be added here if required.

Click on to go back to Overview screen.

Click on following message is displayed

Billing Document creation is complete.

Validate Accounting Document– VF03

Go to T-Code:- VF03 “Display Billing Document”

Enter Billing Document number
And Click on Tab

We can able to see the listed financial documents which are posted
after the invoice created and released to accounting.
Double click on each financial document to check in detailed

Here I am showing accounting document. Once you double click on

accounting document.

You can able to see the below “Data Entry View” of accounting tab
Here we can able to see account postings as per the Posting keys
and G/L account etc.

We can see the complete document flow by clicking the icon

Complete document flow