Order Entry – VA01

1 Order Types, Distribution Channels, Divisions

1.1 Order Type

Order Type ( or document type ) determines the route through the system. A ZSTD
has been configured in a different manner to a ZG2M – the first goes through all the
logistic processes of creating a delivery , shipment etc and the second goes to
invoicing upon release.
 1.2 Distribution Channels

1.3 Division –
Single division – always 00

1.4 Sales Office

Defines the sales office taking the order
 1.5 Sales Group
Used to define the receipt method of the order. For data analysis purposes

Both Sales Office and Sales Group do not need to be entered from here , they can
be added from within the body on the sales order – and most often are in practice.
2 SALES ORDER HEADER

2.1 Sold To Party –

Define via the help

To get list of customers

And select the relevant customer

 2.2 PO Number – free text -

warns on duplicates

2.3 Ship To.

a) Same as ‘sold to’ – tab over and no action

b) Linked ‘ship to’ – Customers will have a number of linked ship to accounts which
are classified as ‘partners’. Hit return to list the partner ‘ship to’

For default of sold to party – hit return again

Otherwise select Ship To Address – Often project addresses with pricing but not
compulsory. Some are just frequent delivery points

c) One off addresses typed directly into the order.

Add the first 2 characters of the post code – eg YO, NG, LE. This selects a customer
record and allows the correct supply plant to be determined from that customer
record. Hit enter and the screen comes up allowing entry of the detailed address
To open up further lines of the address , use :

Complete only those elements that are entered below , noting that the Streets 2 and
3 appear on the confirmation and despatch note address following the Street / House
Number line.
 2.4 Unloading Points

Having defined the sold to ship to and PO number , hit enter and the unloading points
for the Ship To address are presented. These are used to contain the entries for the
timed deliveries. Note that the final entry for the given customer is the only one
displayed.

There is a bug in SAP at this point and if you select an unloading point and
subsequently attempt to change it , the change is ignored. Consequently if the
delivery time is not known at this time , exit from the screen

( BHS – 02/10/09) The whole subject of getting times for timed deliveries into an SAP
order is being changed as the present method using Unloading points is not a
suitable vehicle for this )
 2.5 Delivery Block -
Add delivery block if required. This prevents the delivery document from being
created. This must eventually be removed to allow the order to proceed to create the
delivery.

2.6 Billing Block –

Deliveries which are progressed through to completion can be prevented from
moving to the billing stage by use of the billing block.

Credits and return orders are both raised with delivery and billing blocks defaulted.

2.7 Delivery Plant -

The delivery plant is defaulted from the customer master for the relevant Ship To
account. To override for all item lines subsequently entered , enter Deliver.Plant.
Used for full loads of plaster from Barrow , full loads of GRG from Sherburn. Any item
lines entered prior to this plant being completed will not have the plant on the item
lines changed. To do this use Fast Change Of …. referred to below
 2.8 Requested Delivery Date
Defaults to the following day. This uses a 7 day calendar and cannot be changed to
use a working day calendar – standard SAP. This is a source of irritation to the CSC.
Consequently Fridays orders default to Saturday. Warnings are given that this is not
a delivery date but these warning are only apparent if an unloading point ( specific
timed delivery ) has been chosen earlier on the process. If no unloading point was

selected ( ie was taken ) then no warning is given.

However if an unloading point is present the warning appears as :

 2.9 Site or Stock

The order needs to identify whether the load is to be delivered to a customers stock
or direct to a customers site ( the customers customer !! ). This is important primarily
for the pricing of plaster products , which receive an additional 5% when being
delivered to a stock. The default definition of this is stored in the customer master
and generally all ‘sold to’ customer master records have stock ( includes collection )
as a default and all the ‘ship to’ project addresses have site defaulted to this field.
Found in General Data ; Additional Data in the Customer Master.
This can be overridden in order entry by going to the header :

and then Additional Data A

 2.10 Sales Office
From the Order header ; Sales Tab ( If not entered at the start of the order )

2.11 Sales Group

From the Order header ; Sales Tab ( if not entered at the start of the order )

Defines the method of receipt – used for analysis

 2.12 Shipping Condition
From the Shipping tab of the header

Used to determine the shipping point , defaults to Standard Truck from the customer
master.

Amended for

Collection 04
Parcel Service 05 - Parcel Carriers
Standard Truck Special 11 – used for Purfleet to get same day delivery.
 2.13 Means of Transport

Required for each non standard vehicle type.

Defaults to blank for standard artic

 2.14 Special Processing Indicator

From the Header Record ; Shipping tab

In practice , current usage contains only HL for a half load or for a TD timed delivery.
This is required because the Special Processing Indicator is visible to transport when
load building.
 2.15 Partners

Can change Bill To , Payer , Ship To – don’t – except to overtype the Ship To

When changing a Ship To . consider that this carries the VAT tax classification and
will therefore be instrumental in determining whether tax is relevant on this
transaction

For reference alone

3 ITEM ENTRY

3.1 Plant Capacity Material

Plant capacity material is automatically added for BG and Isover . Complete the
quantity with either 1 for a full load or 0.5 for a half load. This uses up the days
allocation

3.2 Standard Products

Enter the material code if known

Search for material codes as normal ; the old composite key is contained in the old
material number.
Quantities can be entered in different UOM , system defaults to the Sales UOM from
the material master

Rounding to complete pallets etc is done by comparing the entered quantity with the
Issuing Unit from the Material Master and rounding up :

3.3 Item Category

Free items can be mixed in with normal items on an order by changing the Item
Category of the relevant item line to ZTN1

Additional Item Categories include :

ZVAL for Service charges
ZDUM Dummy Items such as materials used solely for allocations ( Timed
Deliveries , Plant Capacity etc

The item category is allocated from the item category allocation config :
Found via :
 3.4 Rejecting an item line

Lines can be given a status of ‘rejected’ from the order which leaves them on the
order but prevents them from being progressed to the delivery document. They are
left purely for enquiry and query purposes.

3.5 Blocked item lines

Item lines will either show as blocked or not blocked for the delivery and billing
document. This simply defines whether the item line is carried forward to the relevant
document

3.6 ATP Quantity –

The quantity of product available at the time the ATP calculation was carried out on
the order.
 3.7 Material Group 4

Contains the definition of the charter grouping and brought in from the material
master.

3.8 Condition Group 1

Used to define whether the order is a stock delivery / collection OR alternatively a

site delivery. The initial condition is defaulted from the field of the same name on the
customer master. As a general principal customer master records for ‘sold to’
accounts have stock / collection in this field and customer master records for ‘ship
tos’ will have “01 site” defaulted.

3.9 Charter Failure Indicator

Where the charter will not be met , the operator can add a flag to the order line to
reflect the this fro future reporting :

The field used for this purpose is the ‘Delivery Time’ and located within the schedule
line screen.
Populate with an entry from the drop down list. D1 is product specific and must be
recorded against the relevant product. Failure reasons D2 to D4 are order related
and can be placed against any line on the order.
4 Availability of Product
During the entry of the order lines the availability is checked whenever the Return
key is used. As opposed to tabbing. The promise date is determined ( although not
shown on the entry screen ) and it is copied into the Pricing Date

Add a 10 day product and hit Return :

This does not always happen, especially when deleting and re-inserting products
To force a recalculation of the promise date and get it displayed:

Select a product
Use the schedule line lines display
This will display the schedule lines for the product. The first shows the requested
date with the quantity , but zero in the confirmed quantity. The second shows the
date with the confirmed quantity ; this is the promise date.

Use the green return arrow and return to the main screen and then hit
return. The pricing date should then be the accurate promise date.
5 Check Item Availability , Display Availability ,
Schedule Lines

5.1 Check Item Availability

It will detail when the demand for this item can be met. The complete delivery section
is relevant to ourselves and it shows the delivery date and the MAT date.
5.2 Display Availability
 5.3 Schedule Lines

First line is the initially requested delivery date and, where this cannot be met , a
further line shows the date of the confirmed quantity ; this date that becomes the
promised date.
6 Order Texts
6.1 Remarks

Defaulted from the Customer Master sales text ( From Sales Area Data ; Extras ;
Texts)

Retained on the order and not placed upon an external form

 6.2 Shipping Instructions

Defaulted from the Customer Master sales text ( From Sales Area Data ; Extras ;
Texts)

Prints on the Despatch Note ; Prints on the Order Confirmation

6.3 Shipping Remarks Internal

Currently not defaulted from the customer master. Change being progressed to add a
further text to the Customer Master and then default into this text on the order.

Contents appear on the Loading /Picking Note

 6.4 Sales Text ( External )

No default from the masterfile

Entries will appear on the confirmation of the order

7 Review of Item Pricing
Select the line to review and click the coin

Gives access to the pricing detail for that line :

Select a line with a pricing condition and view the condition record
This gives access to the condition record detail :

7.1 Gross Price

Key used for the condition record : in the case of Gross Prices : Sales Org / Division /
Price List / Material Code. General Price List has a Price List Indicator of P1

Travis Perkins has a separate Gross Price List. Company specific Price lists are
referred via Price List indicator of P2. The customer ( or customer hierarchy also
forms part of the key ).
The validity periods – as circled above gives entry to the following screen. :

Details the history of prices / discounts.

Hint - If there is a gap in the dates this has given rise to pricing errors in the past. A
credit will attempt to price at the service rendered date of the referenced invoice or
order. If this date does not have a valid price attached , pricing fails as ZP01 is
compulsory for products.
To see the details of any pricing line : select a line to highlight it and use the details
button shown above

- Scales.

Gives access to scales where they exist.

 7.2 Product discount ( ZPRD )

Keys include the commission group ; taken from the product master. The commission
group is a grouping of products that carry the same discount. Eg Thermal Laminates
and Urethane
 7.3 VAT - MWST

Key built from

Country Code
Tax classification taken from the customer
Tax classification taken from the material
 7.4 Analysis

Analysis button from the first pricing screen

Gives access to :
The Overview highlights the full list of potential conditions possible and indicates the
condition record that has been found.

Click the corresponding entry on the LHS to open the condition levels :

And then opening the arrowed entry shows the conditions record found with its value
Can then double click on the price record to open up the condition record
 7.5 Manual Pricing

An item line can either be manually priced OR manually discounted but not both.

To manually price a line – add the condition ZP03 and the value :

Hit enter and the price replaces the system determined price :

Both the system determined Gross price and the discount are nullified and the
manually entered price becomes active
To manually discount a line , add the condition ZPRM and the manual discount
percentage

And hit enter