This action might not be possible to undo. Are you sure you want to continue?
Sales-related business transactions are recorded in the system as sales documents. There are, broadly speaking, four different groupings of sales documents:
1. Sales queries, such as inquiries and quotations 2. Sales orders 3. Outline agreements, such as contracts and scheduling agreements 4. Customer problems and complaints, such as free of charge deliveries and credit memo requests
If your particular business processes require it, you can process deliveries and billing documents directly from a sales document.
SD - Level 2
DOCUMENTS IN SALES & DISTRIBUTION PROCESSING
Inquiry Quotation Contract
Free of charge delivery
Subsequent delivery free of charge
Debit memo Invoice Credit memo
SD - Level 2
EXAMPLES OF SALES DOCUMENT TYPES
Inquiry (IN), Quotation (QT), Free of Charge Delivery (FD)
Standard Order (OR), Cash Sale (BV), Rush Order (SO) Consignment Issue (KE)
Quantity Contract (QM), Rental Contract (MV) Scheduling Agreement (LZ)
Credit Memo Request (CR), Debit Memo Request (DR), Return (RE)
Incoterms etc.Level 2 Technologies STRUCTURING OF SALES DOCUMENTS H e a d e r Ite m 1 lin e 1 S c h e d u le Ite m 2 S c h e d u le S c h e d u le lin e lin e 1 2 A Sales document can contain any number of items Schedule lines are sub-divisions as required for each item with respect to date & quantity. Data for shipping and procurement is stored in schedule lines. Business Data valid for the whole sales document is located in the document header Each item has its own business data e. SAP 4 .g.SD .
for example).Level 2 Technologies CONTROLLING BY SALES DOCUMENT TYPE At sales document level. From which number range should the document number for internal or external number assignment come You can specify whether a document is automatically blocked and must first be reviewed before it can be processed further (a request for a credit memo. you can specify whether a credit check takes place for a particular type of document. for example.SD . Can an incomplete document be saved or must all data be complete Which fields are relevant for the incompletion log? Can an incomplete document be saved or must all data be complete SAP 5 .
the system can process a material differently in each sales document type. you can define a different control for a material in an inquiry and a material in an order.Level 2 Technologies ITEM CATEGORIES Item Categories control the individual items in sales documents For example. For example.SD . SAP 6 . the functions of a standard item are completely different from those of a free-of-charge item or a text item The different item categories control whether pricing should be carried out for an item whether an item is to be invoiced whether an item refers to a material or is a text item which data is required for an item By using an item category.
Level 2 Technologies SELECTION OF ITEM CATEGORIES IN QT OR AFN AGN TAN AFX AGX TAX SAP AFNN Standard Item AGNN TANN AFTX Non-Stock Item AGTX TATX 7 Free of Charge Item Text Item .SD .
Whether an availability check is carried out for the schedule line.Level 2 Technologies SCHEDULE LINE CATEGORIES Schedule line control the individual schedule lines in sales documents. Whether the schedule line is relevant for delivery SAP 8 .SD . The different schedule line categories control whether the schedule line passes on a sales requirement.
Number Range defined for the Document type and must not have been assigned before. sales organization. This number can be alphanumeric. The numbers specified in this range should be different and should not overlap. The number is unique within a client and does not depend on company code.SD . You can have internal and external number range. Different document types can be assigned different number ranges SAP 9 . if permitted in the selected number range. or on the fiscal year.Level 2 Technologies NUMBER ASSIGNMENT Each document is identified by a separate document number.
The number comes from the internal number range defined for the document type.SD . SAP 1 0 . If you do not want to specify a number externally.Level 2 Technologies NUMBER ASSIGNMENT Number assignment can be carried out internally or externally as follows You can specify a number externally. the system assigns a sequential number internally. The number must come from the number range.
You can control which incomplete data must be maintained before the document can be processed further.SD . Incomplete orders can be called from this list and maintained. you can decide which fields the system is to take into account when checking for missing data. For different sales document types. Incomplete Sales Documents For each sales document type you can control whether incomplete sales documents can be saved or whether they must be first fully maintained. SAP 1 1 . Lists of Incomplete Orders A list of incomplete orders is generated for each responsible for maintaining those orders.Level 2 Technologies INCOMPLETION Incompletion Logs Missing data is listed in a log.
In Such a case distinction is made between the following areas. Generally incomplete ± The sales document cannot be copied Incomplete for delivery ± Delivery cannot be carried out.SD .Level 2 Technologies INCOMPLETION Incompletion Logs .Areas Sometimes data missing in the sales document can influence the processing of subsequent functions. Incomplete for billing ± Billing cannot be carried out Incomplete for pricing ± Order confirmation & billing cannot be carried out. SAP 1 2 .
These screens can be divided as follows: Overview screens including header.SD .Level 2 Technologies KINDS OF DATA IN SALES DOCUMENTS The data in the sales documents is recorded on different screens. and schedule line data Detail screens: screens at the header level containing general data screens at the item level containing specific item data SAP 1 3 . item.
the shipping point. you can find the number that the customer uses for every item.SD . and the tolerances for underdelivery or overdelivery SAP 1 4 . When you create an order for a material. Shipping Shipping data such as the loading date.Level 2 Technologies OVERVIEW SCREENS IN SALES DOCUMENTS Customer-material information In addition to your own material number. you can use this screen to enter the number the customer uses for this material instead of your own material number.
the terms of payment. Status Information on the progress of the business transaction and the completeness of the data. For example.SD . Reason for rejection Here you can find the reason for rejecting individual items. and Incoterms for every item. SAP 1 5 .Level 2 Technologies OVERVIEW SCREENS IN SALES DOCUMENTS Billing Here you see the net values of the items. a customer may reject an item because of late delivery.
purchase order number of the customer. Status Information on the progress of the business transaction and the completeness of the data. which is displayed at the header level. Purchase order data Data from the point of view of the order for example. surcharges) used for pricing at the header and item level. results from the status of the items.SD . and information about the order. The status of the entire document. the purchase order date. discounts. SAP 1 6 .Level 2 Technologies DETAIL SCREENS IN SALES DOCUMENTS Pricing elements (prices.
These items will no longer appear in the document SAP 1 7 . These items will not be copied into the subsequent document.SD .Level 2 Technologies REJECTION & DELETION OF ITEMS In case you want to reject one or more items you can enter a reason for rejection for such items. In case item(s) are to be deleted mark the item(s) and choose Edit -> Delete.
For example. the system substitutes the material only during the specified period. Using material determination. the system can. automatically substitutes a material that has promotional packaging.SD . Material determination Material entered 4711 Sales order Substitute material Item M1 10 Material 4711 M1 Example: Promotional product SAP 1 8 .Level 2 Technologies MATERIAL DETERMINATION Material determination enables the automatic substitution of materials in sales documents during sales order processing. during the course of a sales promotion. during sales order entry.
If you create an order for this customer. a check is carried out during item entry to make sure that the material entered is on the list.SD . SAP 1 9 . the customer may only order products on the list. if you create a listing of products for an individual customer.Level 2 Technologies MATERIAL LISTING AND EXCLUSION Material listing and exclusion lets you control which materials specific customers may or may not buy. You can also specify material exclusion for a particular customer. The customer may not order excluded materials from you. For example.
SD . For example you want to grant a customer a rebate in kind for ordering a certain amount of material. Example: Item 1: M1 100 PC 1000Rs Item 2: M2 10 PC free of charge The customer gets 10 free pieces for ordering 100 PC. Item 2 is assigned to higher-level item 1.Level 2 Technologies SUBITEMS You can assign an item to a higher level item. You can also fix the quantity for the low level item by Item -> Structure->Components and checking the Fix indicator for this item. By making such an assignment the quantity in the low level item gets tagged to the high level item and any change in quantity for the high level item gets proportionally reflected in the low level item. In order to document this. SAP 2 0 .
You can branch to the display of a document directly from the document flow SAP 2 1 .Level 2 Technologies DOCUMENT FLOW Quotation Order Delivery Invoice Returns Returns Delivery Credit for Returns A business process is made up of the sequence of individual transactions Document flows are updated at the level of the overall document and for individual items.SD .
You can analyze incomplete documents. documents blocked for delivery.SD .Level 2 Technologies MATCHCODES & LISTS MATCHCODES All fields used as a search terms to access a table are contained in a match code object. back orders and documents with a particular status. SAP 2 2 .g. Several matchcode ID s can exist for a matchcode object. You can use list function to display sales documents for particular master data e. for a certain sold-to-party. The match code ID determines which fields are used for setting up a search item LISTS There is a list function for every sales and distribution document.
Save the order and complete the document. SAP 2 3 . Insert a new item in between the third and the fourth item. Delete the first one Reject the third Change the ship-to-party of the fourth.Level 2 Technologies Exercises Create an Order with the sold-to-party and the trading good that you have created earlier.SD . Create an order with the same item four times.
Level 2 Technologies WELCOME TO Day 2 SALES AND DISTRIBUTION TRAINING By: TATA TECHNOLOGIES INDIA LIMITED SAP 2 4 .SD .
Level 2 Technologies Day 2: Faculty: Nilesh Taru Sales Documents Copying and referencing Texts Outputs .Sending of automatic mail Changes to sales documents Deletion of a sales document SAP 2 5 .SD .
e. Header Data Item Data Partner Data Pricing Data Schedule Line Data SAP 2 6 .Level 2 Technologies Referencing and Copying Sales Documents Referencing Sales Documents Sales Documents can be customised so as to allow reference into other documents.g. if a Quotation is to be sent based on an Inquiry then the Inquiry can be referenced in the Quotation. SD Customising can be used to determine which sales documents can be used as reference documents..SD . SD Customising can also be used to determine which data in the document gets copied I. E.
SD . SAP 2 7 . copying may not be allowed The validity period must not have expired Whenever a sales document is referenced.Level 2 Technologies Referencing and Copying Sales Documents Before copying data from one document to another. the system can also check that certain requirements are met. The following are examples of typical copying requirements: The reference document and the current document must have the same customer Rejected items will not be copied If the document or the item has already been referred to by another document. A document remains open till it is either fully referenced or rejected. document flow is automatically updated.
Completed items in a document cannot be referenced but only copied into other documents. SAP 2 8 . While copying sales documents the document flow is not updated.Level 2 Technologies Referencing and Copying Sales Documents Copying Sales Documents If required the sales document data can be copied into other sales documents without referencing the documents.SD .
Shipping etc. SAP provides a set of standard texts that can be used.. The texts in the sales documents can be used as Notes to be passed on to other departments like Production.Level 2 Technologies TEXTS Various information notes required to be attached to the material or the customer for reference while processing the sales documents can be stored as texts. Information to be printed in the document Information to be passed on to other referenced documents like delivery and invoice SAP 2 9 . In addition to these texts new texts can be defined and used through SD customising. These texts can be defaulted from the customer/material master or can be directly entered in the sales document.SD .
Header and Item Billing . Material) Central texts Accounting texts Sales and distribution texts Contact person texts Materials Sales texts Texts in Sales and Distribution documents Sales Document .SD .Level 2 Technologies TEXTS The following types of texts exists in SAP Sales and Distribution Texts in Master records (Customer.Header and Item SAP 3 0 .Header and Item Delivery .
Texts can be copied from a reference sales and distribution document into another sales and distribution document (e. if required.g.Level 2 Technologies TEXTS The following Rules apply to the usage of texts Texts from the customer masters are proposed from the master records in the sales and distribution documents. Copied texts can be changed after the references have been cancelled. SAP 3 1 . from an inquiry into a sales order or from an order into a delivery). if you have made the appropriate setting. Standard texts can be included in sales and distribution documents.SD . The copying of texts can be made dependent on language.
Level 2 Technologies Outputs Is the result of a sales transaction Assists the exchange of information between business partners and employees Can be determined for each kind of sales document The output can be sent automatically whenever a document is created or the user can initiate the action A repeat output or changed output can also be sent The format of the output can be defined in SD Customising and a different output could be sent to different partners SAP 3 2 .SD .
SD .Level 2 Technologies Outputs Outputs could exist for the whole document (Header Output) or only for some items in the document (Item Output) Examples of Outputs Inquiry Confirmation Quotation Order Confirmation Delivery Note Picking list Invoice For outputs to be generated the user can specify The partner to receive the output language in which the output is to be sent Quantity of the output to be sent SAP 3 3 .
SD .Level 2 Technologies Outputs The Medium by which the output is to be sent Online Printer Telex Mail EDI The time at which the output is to be sent Immediately (on creation of the document) On request At a specified time SAP 3 4 .
SD . The following details are available while viewing the changes The date and the time of the change The person responsible for the change The situation before and after the change SAP 3 5 .Level 2 Technologies Changes to Sales Documents Changes done to sales and distribution documents are automatically recorded in the SAP system The changes done to a particular document can be viewed for The whole document Only for an item Only for a schedule of an item The changes can be sorted on the time of the change or the items in the document.
SAP 3 6 .SD .Level 2 Technologies Deletion of Sales Documents The complete sales document can be deleted in sales and distribution Sales documents cannot be deleted once they have been referenced in other sales documents The number assigned to a document cannot be re-used after the deletion of the document.
SD . Credit/Debit Memo) SAP 3 7 ..Level 2 Technologies Blocking of Sales Documents Sales documents can be blocked for delivery and/or billing Once blocked for delivery/billing the corresponding document cannot be created till the block is removed.g. The block could either be set automatically in case of credit limit being exceeded or manually by the user Sales documents can be customised so that by default they have a delivery/billing block ( E.