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Integration Case Study

LO

SAP ERP ECC 6.0

© SAP UCC, Stefan Weidner Page 1 of 30


Table of Contents

TERMS OF REFERENCEANDSCENARIO ........................................................................................................... 3

PREPARING THEMASTERDATA ......................................................................................................................... 4


CREATING SDMASTER RECORDS ............................................................................................................................ 4
Creating CustomerMasterRecord ...................................................................................................................... 4
Creating Condition Record forSalesPrice.......................................................................................................... 5
CREATING MMMASTER RECORDS .......................................................................................................................... 6
Creating VendorMasterRecord ......................................................................................................................... 6
Creating PurchasingInfoRecords ...................................................................................................................... 6
Maintaining SourceList..................................................................................................................................... 8
TESTING THEBUSINESS PROCESS ................................................................................................................... 9
ENTERINGSALES ORDER ......................................................................................................................................... 9
CHECKINGSTOCKBALANCE ...................................................................................................................................10
MATERIAL REQUIREMENTS PLANNING INMRPRUN ................................................................................................10
CHECKING CURRENTMRPSITUATION .....................................................................................................................10
PRODUCINGENGINES .............................................................................................................................................11
Creating Production Order forEngines ............................................................................................................11
Creating Purchase OrdersforComponents ........................................................................................................11
Entering Goods Receipt forPurchaseOrder ......................................................................................................13
Producing Engines ..........................................................................................................................................13
Checking MaterialsPlanningSituation ..............................................................................................................14
PRODUCINGMOTORCYCLES ...................................................................................................................................14
Creating Production Order forMotorcycles ......................................................................................................14
Creating Purchase OrderforFrames.................................................................................................................15
Entering Goods Receipt forPurchaseOrder ......................................................................................................15
Producing Motorcycles ....................................................................................................................................16
Checking MaterialsPlanningSituation ..............................................................................................................16
CONTINUATION OFSDPROCESS ..............................................................................................................................17
Creating Delivery forSalesOrder .....................................................................................................................17
Picking andGoodsIssue....................................................................................................................................17
Billing .............................................................................................................................................................18
Overview of SDDocumentFlow ........................................................................................................................18
Posting PaymentReceipt ..................................................................................................................................18
Impact of Payment Receipt on SalesDocumentFlow..........................................................................................19

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Terms of Reference and Scenario
This case study will emphasize the integration between the following Logistics
modules: Sales & Distribution (SD), Materials Management (MM), and
Production Planning and Control (PP). The processes you will examine build
on data from the PP and CO case studies, which you will now supplement
with relevant data from the SD and MM modules.

The objective is to implement integrated sales order processing. An incoming


sales order for a large number of our motorcycles cannot be covered by
warehouse stocks. As a result, a lot has to be produced. Moreover, sufficient
quantities of the motorcycle components have to be ordered from the
suppliers. You want to implement the necessary requirements planning
through an automated MRP run. The following diagram illustrates the first part
of the business process.

Before you start the case study, you can display the transaction codes in the
SAP Easy Access menu. To do this, select menu item: ExtrasSettings,
and press ENTER or click toconfirm.

Change your SAP GUI settings as follows: Choose , and then Options. Go
to the Expert tab. Select the Show Keys in All Dropdown Lists indicator, and
choose ENTER to confirm.

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Preparing the MasterData
Creating SD Master Records

Creating Customer MasterRecord

From the SAP Easy Access, choose Logistics Sales & Distribution
Master Data Business Partner Customer Create Complete
(transaction code XD01).

Click on the line and choose account group


[0001]. Number the new customer ‘CLI-XX-##’ (replace XX with C2 or L2; as
always - ## stands for your computer/group number). Assign the new customer
to company code [1000], sales organization [1000], distribution channel [10],
and division [00]. As a reference, use customer [CLI-XX-99] from company
code [1000], sales organization [1000], distribution channel [10], and division
[00].
Please fill in all of the screen fields, even if the organizational units of the
template are identical to those of the new customer.

In the Create Customer: General Data screen, fill in all required entry fields
in the Address tab.
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Press button “Company code data” to extend the company code data for the
client. Now click . Fill tab “Sales” as below:

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In the Billing documents tab, maintain the tax classification such that the
customer is Liable for Tax [1].

Choose (Save). Then click to exit the transaction.

You can use transaction code XD02 to change your customer at anytime.

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Creating Condition Record for Sales Price

A condition is an agreement regarding prices, surcharges and


discounts, taxes, and other things that are defined dependent on selected
influencing factors (such as vendor, customer, customer group) and are
valid within a specific interval. This data is modeled in condition records.
In order to sell the motorcycle, a material sales price has to be defined in the
system. To do so, create a new condition record.

In the SAP Easy Access menu, choose Logistics Sales and Distribution

Master Data Conditions Create (transaction codeVK31).

Then double click Prices. Choose to run and then double


click the line
The price is valid for sales organiz. [1000] and distribution channel [10].
Select Price [PR00] as condition type. For material UCC-MOTORCYCLE-##
(where UCC stands for C2 or L2), define a price of 3,999 per 1 piece and a
validity from Today’s date to 12/31 of the current fiscal year.

Then select the line and click Scales or press F2. Configure your condition
such that the price of 3,999 is valid from a quantity of 1 piece, and is reduced
to 3,499 per piece for a quantity of 51 pieces or more and 3,099 per piece for
a quantity of 501 pieces or more. Before you save (with ), compare your
entries with the screenshot below.

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If you make any mistakes when entering the data for your condition record,
you can use transactions VK32 und VK33 to display and change it at any
time.

Now that you have maintained all the master data for Sales & Distribution, we
will enter the MM data.

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Creating MM Master Records

Creating Vendor MasterRecord

In the SAP Easy Access menu, choose Logistics Materials Management


Purchasing Master Data Vendor Central Create
(transaction code XK01).
Create the new vendor for company code [1000] and purchasing organization
[1000]. It belongs to account group Vendors [KRED].
As a template, use vendor [1000] from company code [1000] and purchasing
organization [1000]. In this example, the number of the new vendor account is
assigned by the system automatically (internal number assignment). As a
result, you do not need to fill in the top field, Vendor.

In the next screen, Create Vendor: Address, enter the Name, Search term
1/2, and City. Click ENTER to confirm the address data (or alternatively, click
Next screen or press F8).

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In the next screen, Create Vendor: Control, enter VATreg.no.

Take a look at the other views.


In the Accounting view, fill the data as below:

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Navigate between the screens with Enter or using left/right arrows and in the
Create Vendor: Purchasing data view fill data as below:

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Then choose (Save). You should get a message as below:

The system creates the new vendor master record and assigns an internal
number. Therefore, be sure to write down the number (without leading zeros).

Vendor number : _______

Creating Purchasing InfoRecords

Purchasing info records in the SAP R/3 System represent the


sources of information for procuring materials from specific vendors.
They contain the data regarding the vendor’s current prices and
conditions for a material, the document number of the last purchase
order, and/or the time interval during which the material can be
delivered.

In this case study, in addition to the raw materials (engine block and
camshaft), we will also procure the semifinished product UCC-FRAME-##
((where UCC stands for C2 or L2) externally. Therefore, we will maintain
purchasing info records for these materials that contain the purchasing prices
and the respective quantity discounts provided.
In the SAP Easy Access menu, choose Logistics Materials Management
Purchasing Master Data Info Record Create (transaction code
ME11).

Specify the number of the Vendor you just created, the material number of
the frame (UCC-FRAME-## - where UCC stands for C2 or L2), the
purchasing organization [1000], and the plant [1000].

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Press ENTER. In the next screen, you will see several default values that
have already been taken from the reference material master, and which you
do not have to change. Then click or press F7.

Enter 3 days as the Pl. deliv. time, and Purch. group [001]. Define a standard
quantity of 10 pieces and a net price of 777,16 per piece. Then click
or press F8. In the next screen, select the row with condition type PB00 .
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and then click Scales . The price of 777.16 is valid for a quantity of 1 piece;
the purchase price should be reduced to 700.00 for a quantity of 100 pieces
or more.

Choose (Save) and write down the number of the new info record.
You should receive a message like:

Purchasing info record(frame):

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Now enter the material number of the engine block (UCC-BLOCK-##) in the
Create Info Record: Initial Screen. Then Press ENTER. Click .
Enter 2 days as the Pl. deliv. time and Purch. group [001]. Define a standard
quantity of 10 pieces and a net price of 349,50 per piece. Navigate to the
scales as described above and enter a price of 299,50 per piece for orders of
100 pieces or more. Save and write down the displayed number.
Purchasing info record (engine block):

Repeat this procedure for the cam shaft (UCC-CAMSHAFT-##), with 2 days,
group [001], 10 PC as the standard quantity, and the following scaleprices:

Save with

Purchasing info record (camshaft):

Maintaining Source List


To enable the replenishment purchasing to run automatically in the modeled
business process, through an MRP run, you have to maintain a source list
entry for the materials to be procured in this scenario. This will enable the
system to generate purchase requisitions and assign them to a source of
supply automatically.
In the SAP Easy Access menu, choose Logistics Materials Management
Purchasing Master Data Source List Maintain (transaction
code ME01).
Enter the material number of the camshaft (UCC-CAMSHAFT-##) and plant
[1000]

then press ENTER. In the top line, enter a validity period of January 1 to
December 31 of the current fiscal year, the number of your Vendor (supplier),
and the purchasing organization [1000]. Also set the Fix checkbox and
maintain the MRP [1] column to make the record relevant for MRP.

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Then choose Save.

Repeat the process for the engine block (UCC-BLOCK-##) and the frame
(UCC-FRAME-##), using the same vendor and data as for the camshaft.

You have now maintained all the master data required for the case study.You
will now test the business process, as shown in the diagram. You will enter
the sales order first. After checking the warehouse stocks and starting the
MRP run, you will create two production orders each (for the X-engine and
X-motorcycle) and produce them in the appropriateamounts.

Testing the BusinessProcess


Entering SalesOrder

You get a phone call from your customer, CLI-XX-##. She wants to order 50
motorcycles of type UCC-MOTORCYCLE-##.
To do so, from the SAP Easy Access menu, choose Logistics Sales &
Distribution Sales Order Create (transaction code VA01). Choose
[OR] (standard order) as the order type, then the sales area and press
ENTER to confirm.

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Enter your new customer, CLI-XX-##, as the sold-to party. Then press
ENTER. The system then copies the relevant information from the customer
master record to the order.

Enter an order quantity of 50 pieces for your motorcycle (UCC-


MOTORCYCLE-##). Press ENTER to confirm your entries.

Because warehouse stocks are not sufficient to cover the order requirements,
the system should display the availability control screen.

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Accept the system’s delivery proposal for a later date and the quantity of 50
pieces by clicking on the center green checkmark next to the proposal for
Complete delivery part of screen. The overview screen appears again.
Select the first line (item 10) and choose Item conditions . You will see
thepricing details here. The system should have selected the unit prices of
3,999, which you created previously.Click to go back to the detail screen.

After you make the customer aware of your quantity discounts, she decides to
take advantage of them and increase the order quantity to 100 motorcycles.
Therefore, change the order quantity to 100 pieces and press ENTER.
Confirm the proposal for Complete delivery again. Select item 10 in the
overview screen again and check the conditions now. The system should
select the reduced unit price of 3,499, which is valid for order quantities of 51
pieces or more. Choose Back , then save the sales order, and write down
the order number.

Sales order number:

Checking Stock Balance

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction codeMD04).
Enter UCC-MOTORCYCLE-## and the plant [1000], and press ENTER to
confirm.
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You see the available quantity and the requirement of 99 pieces that was
caused by the sales order you just entered. Also check the storage quantity of
the other four materials. None of the materials should be available in
sufficient quantities to deliver the sales order completely.

Material Requirements Planning in MRPRun

IntheSAPEasyAccessmenu,chooseLogisticsProductionMRP
Planning Single Item, Multilevel (transaction codeMD02).
Start planning for your motorcycle (UCC-MOTORCYCLE-##) in plant [1000].
Choose value Purchase requisitions [1] for field Create purchase req. and
then select below that you want to schedule unchanged components as well.

Press ENTER to confirm. The system warns you to check the input
parameters. Press ENTER again to confirm.

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The system now executes the planning run. Once it is complete, it should
inform you that 5 materials were planned, resulting in the creation of 4
secondary requirements, 3 planned orders, and 2 purchase requirements.

Checking Current MRPSituation

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction code MD04)again.
Enter your material UCC-MOTORCYCLE-## and plant [1000] again, and
press ENTER to confirm.

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You see the available quantity and the requirement of 100 pieces that was
caused by the sales order you just entered. The MRP run should also have
generated a planned order. The order quantity should correspond exactly to
the difference between available warehouse stock and the sales order
requirement.

Also check the storage quantity of the other four materials. A secondary
requirement should have been created in the amount of the planned order
quantity for the raw materials, and a purchase requisition in the amount of the
difference between stock balance and secondary requirement. The
requirements for the engine and the frame were converted to planned orders
(because they are semifinished products).

Producing Engines

Creating Production Order forEngines

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction code MD04) again.

Enter the material, UCC-ENGINE-##, and the plant [1000]. Choose ENTER.

Double-click the line that contains the newly generated planned order. The
Additional Data for MRP Element window appears Click the pushbutton
Convert planned order to production order .

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The system creates a new production order, copying all the relevant data from
the planned order automatically.

Click to check the availability of the required components. Display


the . You see that the available quantities of engine
blocks and cam shafts are not sufficient – 95 pieces of each are missing.
Choose Back to return to the Production order Create: Headerscreen.
Release the order with . Save the production order and write down its
number. You return to the stock/requirements list. Click to update the list.
You should now see your production order in place of the planned order.

Production order 1:

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Creating Purchase Orders forComponents

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction code MD04) again.

Enter your engine block, UCC-BLOCK-##, and the plant [1000], and press
ENTER to confirm.

Double-click the line with the purchase requisition.

The Additional Data for MRP Element window appears Click the
pushbutton to generate a purchase order from the purchase
requisition.

The Create Purchase Order screen appears.

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You can press first Close button in the middle section of the screen. You
seethe open purchase requisition for your window in the left half of the
screen. Select the number of the purchase requisition and choose Adopt .
Alternatively, you can also drag the purchase requisition to the shopping cart
(in the upper left). This copies the detailed data for the material from the
purchase requisition and adds it as a new item in the purchase order.

First the system can show a warning message about language not
maintained…Press Enter on it. The system then tells you that a cheaper
purchase price is available for quantities of 100 pieces and more.

Therefore, overwrite the PO quantity with 100 and press ENTER to confirm.
Save the purchase order and write down the document number.

You may have a message like below

Press Save

Purchase order 1:

Click to update the stock/requirements list. You should now see your
standard order in place of the purchase requisition.

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Now enter UCC-CAMSHAFT-## in the Material field and press ENTER.
Double-click the line with the purchase requisition. The Additional Data for
MRP Element window appears Click the pushbutton to
generate a purchase order from the purchase requisition.

The Create Purchase Order screen appears. Again, drag the open purchase
requisition to the detail area. When the message indicating the cheaper
purchase price for orders of 100 pieces or more appears, change the PO
quantity again. Then save the purchase order and write down the PO
number.

Purchase order 2:

After you click to update the stock/requirements list, your standard order is
displayed in place of the purchase requisition.

Entering Goods Receipt for Purchase Order

To simplify the scenario for this case study, we assume that the vendor
delivers the components on the same day. Therefore, you will now enter the
goods receipts for the purchase orders you just created.

In the SAP Easy Access menu, choose Logistics Materials Management


Purchasing Purchase OrderFollow-On Functions Goods
Receipt (transaction code MIGO).

Choose [A01] Goods Receipt in the first field and [R01] Purchase Order in the
second. Then enter the number of your first purchase order in the third field
and press ENTER to confirm.

The system then proposes the goods receipt quantity from the purchase
order. Check the Item OK checkbox at the bottom of the screen in order to
flag the goods receipt document as verified. Also put in a Delivery Note
number of your choice. Then choose (Save).
The system displays the number of the goods receipt document – please

write it down.
Goods receipt document1:
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Repeat the process for the second purchase order and write down the
document number.
Goods receipt document 2:

Producing Engines

You will now confirm the complete production order, in order to confirm the
successful production of the 100 engines on the same day.

To do so, in the SAP Easy Access menu, choose Logistics Production


Production Control Confirmation Enter For Order (transaction
code CO15).
Enter the number of your production order (Production order 1) in the Order
field.Ifyou do not know the order number , look in MD04 for your engine to
find it .

Select Final Confirm. as the confirmation type. Because the last operation in
the routing, 0040, is flagged as a milestone operation, all the previous
operations are also confirmed. The goods issue postings (due to the
component backflushing) and goods receipt postings in the warehouse are
also performed for the engines.

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Click and save.

If everything worked, the system reports:

Checking Materials Planning Situation

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction codeMD04).
First enter material UCC-ENGINE-## and plant [1000], and press ENTER to
confirm. You see an available quantity of 99 pieces, which corresponds
exactly to the secondary requirement for the motorcycle production order.
Now check the storage quantities of the engine blocks and camshafts. They
should both be 5, equaling the exact excess quantity that was ordered in
order to exploit the vendor’s quantity discounts.

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Producing Motorcycles

Creating Production Order for Motorcycles

Now that the engine production is complete, you will begin assembly with the
frames.

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction code MD04) again.
Enter the material, UCC-MOTORCYCLE-##, and the plant [1000]. Choose
ENTER.
Double-click the line that contains the newly generated planned order. The
Additional Data for MRP Element window appears Click the pushbutton
Convert planned order to production order .
The system creates a new production order, copying all the relevant data
from the planned order automatically.
Click again to check the availability of the required components.
The display shows you that while enough engines are
available (you just produced them), thenumber of available frames isnot
sufficient. Choose to return to the Production order Create: Headerscreen.

Release the order with . Save this second production order and write down
its number.

Production order 2:

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Creating Purchase Order for Frames

In the SAP Easy Access menu, choose Logistics Materials Management


Inventory Management Environment Stock
Stock/Requirements List (transaction code MD04)again.

Enter the material, UCC-FRAME-##, and the plant [1000] again. Choose
ENTER.
Double-click the line with the planned order. The Additional Data for MRP
Element window appears. Because the frame is not produced in-house –
which is the default assumption for semifinished products – but purchased
externally instead, click the button to generate a purchase
requisition from the planned order. Save with .

After you click to update the stock/requirements list, double-click on the


generated purchase requisition and then choose in the next
dialog, to generate a purchase order from the purchaserequisition.

The Create Purchase Order screen appears. You see the open purchase
requisition for your window in the left half of the screen. Select the number of
the purchase requisition and choose Adopt or drag the purchase requisition
to the shopping cart (upperleft).

Once again, the system tells you that a cheaper purchase price is available
for quantities of 100 pieces and more. Therefore, overwrite the PO quantity
with 100 and press ENTER to confirm. Confirm any warning messages
regarding the delivery date and press ENTER to confirm. Save the purchase
order and write down the document number.

Purchase order 3:

Entering Goods Receipt for PurchaseOrder

In the SAP Easy Access menu, choose Logistics Materials Management


Purchasing Purchase OrderFollow-On Functions Goods
Receipt (transaction codeMIGO).

Enter the number of your third purchase order (UCC-FRAME-##) in the third
field from the left and press ENTER. Again, enter a Delivery Note number of
your choice and click Item OK to confirm the item in the goods receipt
document. Save with . Again, write down the document number.

Goods receipt document3:

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Producing Motorcycles

To complete the production of the 100 motorcycles, you will now confirm
completion of the productionorder.

To do so, in the SAP Easy Access menu, choose Logistics Production


Production Control Confirmation Enter For Order (transaction
code CO15).
Enter the number of your second production order in the Order field. Select
Final Confirm. again as the confirmation type. Because the last operation in
the routing, 0020, is flagged as a milestone operation, all the previous
operations are also confirmed. The goods issue postings (due to the
component backflushing) and goods receipt postings in the warehouse are
also performed for the motorcycles.

Click and save. If everything worked, the system reports:

Checking Materials PlanningSituation


In the SAP Easy Access menu, choose Logistics Materials Management
Inventory Management Environment Stock
Stock/Requirements List (transaction codeMD04).
First enter your material UCC-MOTORCYCLE-## and plant [1000], and press
ENTER to confirm. You see that the quantity required to supply the sales
order, 100 pieces, is now available.

Now check the storage quantities of the engines and frames. All of the
engines should have been used, while 5 frames should still be left instock.

Now that you have produced the engines and assembled them with the
frames to create finished products, you can deliver the motorcycles to the
customer and bill the sales order. The integration between Sales &
Distribution and Financial Accounting will be demonstrated by posting the
payment receipt.

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Continuation of SDProcess

Creating Delivery for SalesOrder

In the SAP Easy Access menu, choose Logistics Sales & Distribution
Shipping and Transportation Outbound Delivery Create Single
Document With Reference to Sales Order (transaction code VL01N).
From there, choose Shipping point [1000], the last working day of the next
month as the selection date, and the number of your sales order (see Page
18).

Press ENTER to confirm. The system displays the items to be delivered.


Save and write down the delivery number.

Delivery:

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Picking and Goods Issue

In the SAP Easy Access menu, choose Logistics Sales and Distribution
Shipping and Transportation Picking Create Transfer Order
Single Document (transaction codeLT03).
In the Create Transfer Order for Delivery Note: Initial Screen, enter
Warehouse number [010] and plant [1000]. The number of your delivery
should appear automatically.
In addition, choose Background [D] as the run type and Include pick.
quantities and post GI [2] in the Adopt pick.quantity field.

Press ENTER to confirm and write down the number of your transfer order.

Transfer order:

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Billing

In the SAP Easy Access menu, choose Logistics Sales and Distribution

Billing Billing Document Create (transaction code VF01).
Enter the number of your delivery in the Document column (if it does not
appear by default) and press ENTER.

The system notifies you of the invoice items and amount.

Choose Save and write down the number.

Billing document:

Overview of SD DocumentFlow

Display all the documents of your sales processes in the document flow. To
do so, in the SAP Easy Access menu, choose Logistics Sales &
Distribution Sales Order Display (transaction codeVA03).
Enter the number of your sales order and choose Display document flow .
The display should be similar to the one below.

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You see all the SD documents – from the order to the accounting document,
which has not been cleared yet. Select this document and click
to display it. Write down the gross amount (it appears in item
1 of the list).

Invoice amount (gross):

Posting Payment Receipt

In the SAP Easy Access menu, choose Accounting Financial


Accounting
General Ledger Posting Incoming Payments (transaction codeF-06).
Enter today’s date as the document date, Deutsche Bank – customer
payments [113109] as the bank account, and the amount you calculated
above. Under Open item selection, first choose Customers [D] as the account
type. With the F4 help in field Account, you can then find your customer CLI-
XX-##; select it. Press ENTER to confirm.

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The system automatically deducted a cash discount of 3%. Because the
customer paid the full amount, however, the cash discount amount appears in
the Not assigned field. To assign this amount, double-click the red cash
discount amount of the selected item. The amount 0.00 should now appear in
the Not assigned field.

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Click to post the payment receipt.
Impact of Payment Receipt on Sales Document Flow
Display all the documents of your sales processes again in the document
flow. To do so, in the SAP Easy Access menu, choose Logistics Sales &
Distribution Sales Order Display (transaction codeVA03).

Enter the number of your sales order and choose Display document flow .

The customer accounting document has been cleared.

You have now completed the business process successfully.

You are finished.

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