Allison

Transmission
SAP Training

04/25/23 1
 Table of Contents

System Navigation
Orders
Unified Comp
Reference Section

04/25/23 2
 System
Navigation

04/25/23 3
 System Navigation – Internet Login

To access Allison’s Extranet and SAP

systems, use the same URL:
https://sap.allisontransmission.com

 NOTE: To access SAP, users must have a valid SAP

User ID and password.

04/25/23 4
System Navigation – EXTRANET & SAP Logins

For EXTRANET
access, type Extranet login
ID and password here and
click LOGIN:

All Extranet
functions
including Parts
Pricing can be
accessed from
this screen.
04/25/23 5
System Navigation – EXTRANET & SAP Logins

For SAP access, (1) (1)

click on EXTRANET
APPLICATIONS

(2) Click on SAP (2)

ONLINE

04/25/23 6
 System Navigation – SAP Login

SAP Login Screen:

1.Type user ID.

2.Type password.
3. Click the Log On
button.

04/25/23 7
 System Navigation – SAP User Menu
After typing user ID, password and clicking ‘Log On,’ the User Menu is displayed.

 In the User Menu, double click a transaction to access it.

04/25/23 8
 System Navigation–Favorites & Command Field

Two other ways to access transactions are through (1) the Favorites Menu and (2)
the Command Field.
A user’s favorite transactions can be placed in the Favorites menu.
(1) FAVORITES MENU
To add a Favorite, click on Menu->Favorites->Insert Transaction.
 In the popup box labeled Manual Entry of a transaction,
enter the transaction code (examples: CS11, SU3, etc).
 Click <ENTER>.
 The transaction will appear under Favorites.
 To access the transaction, double click on it.

(2) COMMAND FIELD

Users can also access
transactions by typing the code in
the Command field and pressing
the ENTER key.
04/25/23 9
 System Navigation – Changing Transactions
Users must return to the Main Menu before moving to the next transaction.

 To move from one SAP transaction to another, users must first return to
the main menu.
 To return to the main menu from a transaction:
1. Type ‘/n’ in the Command field and press ENTER…OR…
2. Click the Back button until the Main Menu appears.

1. 2.
OR

SAP TIP:
To move from one SAP transaction to another without stopping at the Main
Menu, type /n in the Command field followed by the next transaction to be
accessed. For example, if a user is in a screen and wishes to move to the
VA03 transaction, type /nVA03 in the Command field and press ENTER.
04/25/23 10
 System Navigation – Logging Off
Users inactive for more than 15 minutes will be logged off automatically.

To log out of the SAP system

from theMain Menu, click
the Log off button.

To log out of the

SAP system from a
transaction click
on Menu->
System->Log off.

04/25/23 11
 Orders

04/25/23 12
Transmission Order Placement Methods

Transmission Orders must be placed

through the Unit Order Administration
Department via Email.

04/25/23 13
Parts Order Placement Methods:
Method #1 – Electronic - Electronic Method #2 – MANUAL
Data Interchange (EDI) Direct Order Entry

Method #3 – ELECTRONIC
Excel Spreadsheet

Orders can be placed by three methods: EDI,

Direct Order Entry, or Electronic Excel
Spreadsheet. Recommended method is
electronically using the EDI.

Refer to the Allison Transmission Service Parts Order Data Transfer Guide at
the end of this training document for detailed technical instructions on order
placement using the Excel Spreadsheet Layout.

04/25/23 14
 Method #1 – ELECTRONIC

Electronic Data Interchange (EDI)

If an order must be placed using EDI , follow the steps below and
described in detail on the following pages .

If the distributor is not currently set up with EDI and would

like to pursue this preferred method please get with your IT
group and reference EDI Guidelines on the Allison Extranet:
https://sap.allisontransmission.com/extranet/sitemap.jsp
After logging in there is a header titled, “General
Information.” Below that header there is a section titled,
“EDI Guidelines.” Select that section.
This section identifies the terms used when setting up EDI.

04/25/23 15
 Method #2 – Manual

Direct Order Entry

If an order must be placed manually, follow the steps below and
described in detail on the following pages .

Order Type OR
Sales Org 1390
Transaction VA01 Sold to Code
Distribution Channel 10
Division 01 Ship To Code
<ENTER> Sales Office 0002 PO Number
Sales Group 045
<ENTER>

Material
Menu -> Goto -> Change Shipping Quantity
Header ->Shipping Condition field if Date SAVE button
necessary
Click on Shipping REPEAT if
BACK button necessary

04/25/23 16
 Method #2 – Manual

Direct Order Entry – VA01 Order Type OR

Sales Org 1390
Transaction VA01 Distribution Channel 10
<ENTER> Division 01
Sales Office 0002
Sales Group 045
<ENTER>

Log into SAP.

From the User Menu, double click on VA01. Press <ENTER>
At the ‘Create Sales Order: Initial Screen, type or verify:

 Order Type = OR
 Sales Organization = 1390
 Distribution Channel = 10
 Division =01
 Sales Office = 0002
 Sales Group = 045

04/25/23 17
 Method #2 – Manual

Direct Order Entry – VA01 Transaction

Press <ENTER> to move from previous screen, Create Sales Order: Initial
screen to the screen below, Create Standard Order: Overview screen.

04/25/23 18
 Method #2 – Manual

Direct Order Entry – Header Info

Sold to Code
Ship To Code
PO Number
<ENTER>

 An authorized sold to code will default

into the order. Change if necessary.
 Type the correct code in the Ship-To
party field. (If Ship-To party code is
unknown, refer to the Note below.)
 Type the appropriate number in the PO
Number field.

NOTE: If ship to code is unknown:

(1)Double click in the Ship-to Party field;
(2)Select the appropriate ship to code
for this order;
(3)Click on the BACK button to return to
Create Standard Order:Overview screen.

04/25/23 19
 Method #2 – Manual
Direct Order Entry – Shipping Conditions
 Shipping conditions identify mode of transportation {truck or air} and delivery priority
{stock or express}. Additional values are shown but are not allowed in this method of
order entry. To discuss alternative shipping conditions, contact the Indianapolis Parts
Order Administrator.

 Two shipping conditions are used in direct entry of orders:

 Use AIR-EXPRESS shipping condition for EMERGENCY orders.

 Use TRUCK-STOCK shipping condition For STOCK orders.

 For Air-Express shipping condition, the default carrier will be based on your routing
instructions. Freight will ship collect. If a different carrier is to be used for this order,
contact the Indianapolis Parts Order Administrator.
 If a shipping condition other than Truck-Stock or Air-Express is desired, contact the
Indianapolis Parts Order Administrator for further instructions.
04/25/23 20
 Method #2 – Manual
Direct Order Entry – Shipping Conditions
Menu -> Goto -> Header ->Shipping
Click on Shipping

 The screen at the right shows the Menu

Path for moving from the Create Standard
Order: Overview screen to the Create
Standard Order: Header screen where the
Shipping Condition field is housed. Menu
path is: Menu->Goto-
>Header->Shipping.

 Click on ‘Shipping.’

REMINDER:
Shipping Condition for STOCK ORDERS = Truck-Stock
Shipping Condition for EMERGENCY ORDERS = Air-Express
For any other shipping condition, contact the Indy Parts Order Administrator
04/25/23 21
 Method #2 – Manual
Direct Order Entry – Shipping Conditions
Change Shipping Condition field
if necessary
Then press the BACK button

This screen shows the Shipping

Condition field. (It is located on the
Shipping tab of the Header Data screen.)

1.To change the Shipping Condition

for this order, click on the dropdown
symbol at the end of the Shipping
Condition field.

2.Find, highlight, and click the

appropriate shipping condition for
this order. (The Shipping Condition field will
be updated with the new selection.)

Return to the Overview screen by

pressing the BACK button.

New condition is now visible in the field.

04/25/23 22
 Method #2 – Manual
Direct Order Entry – Item Details
 After pressing the BACK button on the previous screen, user is returned to this screen.
 Click on the Item overview tab (opens up multiple lines for entry of part numbers.)

04/25/23 23
 Method #2 – Manual
Direct Order Entry – Item Details
Material
Quantity
Date
REPEAT if necessary

1. Today’s date will default into

the Requested delivery date
field. Change if order should
ship later than today.
2. Type part number in the
Material field.
3. Type quantity in the Order
Quantity field.
4. Repeat this step for all parts
and quantities for this order.

NOTE: If this order has multiple

ship dates, scroll right to the First
Date field. Type specific ship
dates in the ‘FIRST DATE’ field.
04/25/23 24
 Method #2 – Manual
Direct Order Entry – Save order
SAVE order

 IMPORTANT: After all infor-

mation is entered, SAVE the
order.
 A sales order number will be
generated and will appear in
the lower left corner of the
screen.
 Record this number for future
use.

NOTE:
Order number is used for tracking
purposes. If the order number is
known, it can be used to find
status and delivery information.
ORDER CONFIRMATION WILL BE SENT TO THE
EMAIL ADDRESS ON RECORD FOR PERSON
WHO ENTERED THE ORDER.

04/25/23 25
 Method #3 - Electronic

Electronic Order Process –Excel Spreadsheet

Before using this method please get prior approval from your Order
Administration contact.
New orders can be placed in the Allison approved Excel Spreadsheet layout
and sent via email to the Order Administration mailbox:
orders@allisontransmission.com
Order Administration Department will upload the spreadsheet into SAP.
Order changes must be communicated via email to the Order Administration
Department.

04/25/23 26
 Compensable
Sales Activity

04/25/23 27
 Unified Compensation Overview
Find Unified Compensation Materials in SAP Matrix (TPPL 12)
 After the first of the month, the Allison Distributor/Direct Dealer submits all compensable sales activity for
the previous month.
 This Unified Compensation Claim is manually transmitted via the SAP system and includes all types of
compensation in one claim.
 Creation of a Unified Compensation Claim is very similar to creation of an order in SAP.
 The steps below show the overview of a Unified Comp claim.
 Detailed steps for completing a Unified Comp claim can be found on the following pages.

Order Type ZUC

Sales Org Sold to Code,
Transaction
1390 Ship To Code,
VA01 Distribution Channel 10 Click on Item Overview,
Division 01 ENTER through messages
<ENTER> Sales Office
0002
Sales Group 045
<ENTER>
Material, Partner Function, SAVE when all
Amount, Click Menu->Goto->Item Partner items have been
Repeat if multiples Click Next Item entered.
Click on Partner if applicable
Click Select All icon

04/25/23 28
 Create Unified Comp Claim– VA01
Enter Generic Claim Information

Transaction VA01 Order Type ZUC After pressing <ENTER> on the

<ENTER> Sales Org 1390 previous screen
-------------------- Distribution Channel 10 -------------------
RESULT = Create Sales Division 01 RESULT =Create Unified Comp
Order: Initial screen Sales Office 0002 Claim: Overview screen
Sales Group 045
<ENTER>

ZUC

04/25/23 29
 Create Unified Comp Claim– VA01
Enter Sold to, Ship to, Change View

Sold-to Party: Sold to code Ship-to Party: Type the Currently viewing the Information messages
defaults into this field. correct ship to code in Sales tab. Click on may appear in the lower
Change if necessary. this field. the Item Overview corner of the screen.
tab ENTER through them.

04/25/23 30
 Create Unified Comp Claim– VA01
Enter Claim Codes and Dollar Amounts

Material field: Amount field: Click on SELECT ALL

Type claim code in this Type compensable amount for icon after all items
field. this claim type and customer. are entered.

Type additional Materials and Amounts for all items.

04/25/23 31
 Create Unified Comp Claim– VA01
Highlight all Lines / Navigate to Partner Item Data Screen

Click on Menu-> Goto-> Item

After clicking the Select All icon , all
Click on Partner.
lines will be highlighted.
This will take you to the Partner Item screen where
See example below.
the Unified Comp Claim will be completed.

04/25/23 32
 Create Unified Comp Claim– VA01
Unified Comp Claim: Item Data Screen Details
After clicking Partner on the Screen shows which Partner Function field Partner field
previous screen, the Create line item/material is User will select Partner Function User will enter code for the
Unified Comp Claim: Item Data will being displayed. value ‘Unified Comp End User.’ location or CE who is to receive
appear. See next page. compensable credit.

04/25/23 33
 Create Unified Comp Claim– VA01
Populate Partner Function and Partner fields
Additional Items for Claim?
Partner Function field Partner field If Additional Items, If no Additional Items,
Locate first blank field. Enter code for the location or CE click the Next Item button. click the SAVE button.
Click dropdown box at end of field. who is to receive compensable
Select ‘Unified Comp End User.’ credit. Repeat first two steps on this page. See next page for results.

First Blank field

Dropdown box

Select this. It
will populate the
first blank field
above.
04/25/23 34
 Create Unified Comp Claim– VA01
SAVE claim.
When all additional items have been processed, the SAVE button is clicked. A system
generated Unified Comp Claim Number appears at the bottom of the screen.

The claim is now in the SAP system. It will be reviewed in Indianapolis. Indy Global Channel
representative will contact you if there are any issues with the claim. If there are no issues, credit
should be received by the end of the month.
04/25/23 35
 Change Unified Comp Claim– VA02
 If a claim must be changed, use
transaction code VA02.
 Type the SAP unified comp claim

rs
pea
number in the Order field.
 Press ENTER.

p
en a
scre
This
After pressing ENTER

 Make changes to any of the fields previously

completed.
 For instructions on navigating to any field, refer to the
NOTE:
previous Unified Comp training pages.
If the unified comp number is not known,
 When changes have been made, press the SAVE
locate it by using the VA05 transaction.
button.
Instructions for VA05 can be found in the
Reference Section of this document.
04/25/23 36
Reference Section

04/25/23 37
 Transaction List
• Order Transactions
o VA01 = Create Order
o VA02 = Change Order
o VA03 = Display Order
o VA05 = List Orders
o VA23 = Display Quotation
• Reports
o ZAC2GRIEF = EDI Orders Grief Report
o ZZUCRPT = Unified Comp Claim Report
o ZVPLM = Parts Locator
• Pricing
o ZPRICE = Service Parts Price Inquiry
o VA11 = SAP Price Inquiry
• Delivery/Shipping
o VL03N = Delivery Display
o VT03N = Shipment Display
04/25/23
• Material/Serial Number Transactions
o VB13 = Material Substitution
o IQ03 = Serial Number Display
o ZSERDSP = Custom Serial Number Display
• Bill of Material Transactions
o CS03
o CS11 = Display BOM Level by Level
o CS14 = BOM Comparison
o CS15
o S_ALR_87012958 = Display BOM Level by Level
o S_ALR_87012960 = Display Multi-Level BOM
o S_ALR_87012961 = Summarized BOM Multi-Level
o S_ALR_87012963 = Material Where-Used List
o ZVARCONF = Variant Configuration Summary
o ZSBOMEXP = Explode Super BOM to Excel
Spreadsheet
38
 System Navigation
Icons & Menu Navigational Buttons

Drop down box with ENTER icon. Keyboard Takes user back to the
selections pertinent to ENTER key may also previous screen.
the transaction. work.

Execute button. Click to

CANCEL button. Save button.
move to the next screen.

Execute icon. CANCEL icon. Save icon.

Activates a Select All icon. Deselect All icon.

dropdown menu.

Log off button –

Choose Detail.
On Main Menu

04/25/23 39
 Order Information – Order Status
Typical Shipping Times

. EMERGENCY ORDERS
usually ship within 24 hours.

STOCK ORDERS usually

ship within 4 to 5 days.

04/25/23 40
 Order Report – List of Sales Orders
List of Sales Orders screen.
Transaction code = VA05.
This transaction produces a report showing orders
for customer, material, P.O. Number, etc.

Report produced after entering

information in the screen above:

Refer to the next

page for detailed
instructions on
completing the VA05
transaction.
04/25/23 41
 Order Report – List of Sales Orders
Transaction code VA05 Instructions:

1. Sold-to party field. REQUIRED.

Enter an authorized customer code.

2. Material field. OPTIONAL.

If you wish to look up orders for a specific part number, enter the
part number in the Material field. Otherwise, it can be blank.
1.
3. Purchase order no field. OPTIONAL. 2.
If you wish to look up orders for a PO, enter the PO number in this
field. Otherwise, it can be blank. 3.

4. Document date range. REQUIRED.

Document date is the sales order creation date. A range will
4.
default into the order. Change if necessary.

5. Open sales orders/My orders/All orders 5.

One box must be checked. Open sales order = orders that do not
have deliveries. All orders = orders that have and have not shipped.
My orders = orders placed with your User ID. 6.

6. To run the report after completing the desired fields, press <ENTER>.
04/25/23 42
 SAP Delivery and Shipment Definitions

SAP DELIVERY:
A document generated automatically based on sales order requested delivery date and availability of
material. Information included on the delivery: Material Numbers, Route/Carrier, customer ship to code
and address. The delivery is identified & tracked by an SAP generated delivery number. To view a
delivery, delivery number must be known.
TRANSACTION CODE = VL03N

SAP SHIPMENT:
A document generated by the Shipping Department tying all deliveries together that will ship on
one truck. The Bill of Lading is generated from the shipment. Information included on the
shipment: Carrier, Pro Number, Packing Slip, Bill of Lading information. The shipment is
identified & tracked by an SAP generated shipment number.
To view a shipment, shipment number must be known.
TRANSACTION CODE = VT03N

04/25/23 43
 SAP Delivery Display – VL03N
 An SAP DELIVERY displays information about items being shipped such as part numbers, quantities, and
routes/carriers.
 The delivery is identified & tracked by an SAP generated delivery number. To view a delivery, the delivery number
must be known.
 From an SAP DELIVERY, order, customs invoice, and shipment information can be viewed.
 If FedEx or UPS is the carrier, the tracking number can be found on the delivery.

Display Outbound
Delivery screen after
typing VL03N
<ENTER>.

Delivery Display
Overview screen after
typing the Delivery
Number in the Outbound
Delivery field on the
screen above.

04/25/23 44
 SAP Shipment Display – VT03N
 An SAP SHIPMENT is a document generated by the Allison Shipping Department tying all deliveries together that
will ship on one truck. The Bill of Lading is generated from the shipment.
 Included on the shipment are tracking (excluding FedEx/UPS), Carrier, Pro Number, Packing Slip, and Bill of
Lading information.
 The shipment is identified and tracked by an SAP generated shipment number.
 To view a shipment, the shipment number must be known.

After typing
VT03N <ENTER>,
the Display
Shipment screen
appears

Shipment Overview
screen after
typing/entering the
Shipment Number in
the Shipment Number
field above.

04/25/23 45
 DOCUMENT FLOW: The Link Between
Sales Orders/Deliveries/Shipments
SAP ORDERS, DELIVERIES and SHIPMENTS are tied
together through SAP functionality called Document Flow.
From any of the **transactions** representing a sales order,
delivery or shipment, users can find and drill into any of the
associated documents.

From the Display From the Display From the Display

Sales Order Delivery transaction, Shipment
transaction, **VL03N** press the transaction,
**VA03** press the F7 button to view **VT03N** press the
F5 button to view document flow F5 button to view
document flow document flow

04/25/23 46
 User Default Values
Use Transaction SU3 to view and change user’s own default values.

 To view and change user information, Default values, and

Parameters, access the SU3 transaction. Values
viewed/changed most frequently:
-- Name (on Address tab)
-- Telephone Number (on Address tab)
-- Printer (Output Device field on Defaults tab)

 Fields not available for change are grayed out.

 IMORTANT: After any add or change, press the SAVE ( )

button. Otherwise, changes will not be made.

04/25/23 47
 NOTES
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 Service Parts Order Transfer Guide
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