Sap SD User Training Manual

End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010

Last changed on: Last changed by: Version: 0 Page:
12/9/2010 Utpal Mishra 1 of 252

Project Sarthak

SAP Implementation at PDIL

User Manual

Module: Sales & Distribution

Table of Contents

End User Manual

Title: SAP SD
Release: ECC 6.0


1. Introduction & Navigation of SAP ........................................................................................ 4
2. Create Customer Master ................................................................................................... 18
3. Change Customer Master .................................................................................................. 30
4. Display Customer Master .................................................................................................. 37
5. Create Excise Master Data ................................................................................................. 44
6. Maintain Condition Records .............................................................................................. 47
7. Create Sales Order ............................................................................................................ 51
8. Change Sales Order ........................................................................................................... 79
9. Display Sales Order ................................................................................................... 95
9. List of Sales Orders ........................................................................................... 102
10. Create Inquiry ..................................................................................................... 110
11. Change Inquiry ............................................................................................................ 119
12. Display Inquiry ............................................................................................................ 126
13. Display List of Inquiries .................................................................................. 131
14. Create Quotation ................................................................................................ 137
15. Change Quotation .............................................................................................. 147
16. Display Quotation .............................................................................................. 154
17. Display List of Quotations .............................................................................. 160
18. Create Contract ................................................................................................... 166
19. Change Contract ................................................................................................. 177
20. Display Contract ................................................................................................. 184
21. Display List of Contracts ................................................................................. 188
22. Create Invoice ..................................................................................................... 194

End User Manual

Title: SAP SD
Release: ECC 6.0


23. Change Invoice ................................................................................................... 201
24. Display Invoice ................................................................................................... 207
25. Display List of Invoice Documents ............................................................. 210
26. Release Invoice Documents for Accounting ........................................... 216
27. Create Outbound Delivery .............................................................................. 221
28. Updation of Registers....................................................................................... 227
29. Create Excise Invoice ....................................................................................... 237
30. Extract Excise Registers.................................................................................. 240
31. Print Excise Registers ...................................................................................... 245

End User Manual

Title: SAP SD
Release: ECC 6.0


1. Introduction & Navigation of SAP

SAP R/3 is an integrated and industry-independent standard
software which covers integrates and connects all functional areas in a
business. SAP AG defines integration as "defined communication".
Although R/3 is designed for complete integration, it can also be used for
a couple of business areas.

SAP is the abbreviation for Systems Applications and Products in
Data Processing.

The purpose of this document is to provide an overview of SAP PM
Functionality and the details of how the transactions are carried out in
SAP R/3.

The document has been organized as follows;

Master data maintenance required for PM module is covered first.
Master data maintenance is the most important aspect as these
data affects all the transaction where that Master data is used. It is
very much controlled by authorizations as per the policy of the
company.

End User Manual

Title: SAP SD
Release: ECC 6.0


As a PM user, you will be using various transactions to replicate
day-to-day work in SAP R/3. So all the transactions, which are
relevant to you for carrying out Plant Maintenance activities, are
covered in this.

Master data maintenance and transaction processes are explained with
the help of SAP screen Shots. This will help you in executing the same
perfectly.

Getting Started
LOG ON:
Select SAP Log in Icon

On PC Desktop & press enter key or double click,
Or follow the menu path as shown in following screen:

End User Manual

Title: SAP SD
Release: ECC 6.0


The following screen will appear.

End User Manual

Title: SAP SD
Release: ECC 6.0


Select Server and click on Log on icon

Logging onto the SAP R/3 system

Sap R/3 systems are client systems. The client enables you
to run several business operations at the same time in one
SAP R/3 system.
Client is, in organizational terms, an independent unit in the
system. Clients have their own data environment and
therefore their own user master and transaction data,
assigned user master records and chart off accounts and
specific customizing parameters.

End User Manual

Title: SAP SD
Release: ECC 6.0


So that you log on to SAP R/3 system, you must have a
master record created for you for corresponding client. For
reasons of access protection, you must enter a password
when you log onto the sap system. The system does not
display the password you enter.
SAP R/3 system is available in several languages. Use the
language input field to select the logon language for each
session.

Elements of the screen layout

Command Field: Use command field (hidden as default) to
go to applications directly by entering the transaction code.
You can place your own
text on the initial screen

End User Manual

Title: SAP SD
Release: ECC 6.0


Standard Tool Bar: the push buttons in the standard tool
bar are found on every screen in an SAP R/3 system. Any
push buttons that cannot be used in a particular application
are grayed out. If you place your cursor on a push button for
a while the system displays a quick info text that explains the
push button function.
The Application Tool bar: shows which functions are
available in the current application.
A Tab page: provides a clearer overview of several
information screens
Status bar: the status bar displays information on the
current system status, for example. Warning or error
messages
Menu bar: the menus shown here depend on which
application you are working in.
Title bar: the title bar displays the functions that are
available for the user.
Checkboxes: checkboxes enable you to select several
options simultaneously within a group.
Radio Buttons: allow you to choose exactly one item form a
selection.

The below shown screen gives you a detail explanation.

End User Manual

Title: SAP SD
Release: ECC 6.0


Menu bar
Standard toolbar
Title bar
Application
toolbar
Tab Page
Command
Input Fields
Check boxes,
Radio Buttons

Status bar

End User Manual

Title: SAP SD
Release: ECC 6.0


SAP Easy Access

Sap easy access is the standard entry screen displayed after
the logon. You navigate through the system using the tree
structure.

You are greeted by your
logo in the right-hand part
of the window

End User Manual

Title: SAP SD
Release: ECC 6.0


Selecting Functions

You can call functions in the system as follows
o Menu Option
o Favourites
o Entry in the SAP easy Access menu
/n ends the current session
/i delets the current session
/oCV01N opens a new session and branches out to the
transaction specified (CV01N)
By entering search_sap_menu in the command field,
you can display menu paths for the desired SAP transaction.

Command Field
SAP easy Access and Favorite List
Menu

End User Manual

Title: SAP SD
Release: ECC 6.0


Field help : F1 and F4

Use F1 to display an explanation of fields, menus, functions
and messages.
F1 Help also provides technical information on the relevant
field.

F1 Help

End User Manual

Title: SAP SD
Release: ECC 6.0


Use F4 to display possible inputs . you can also access F4
help for a selected field using the button immediately to the
right of that field.

F4 help

End User Manual

Title: SAP SD
Release: ECC 6.0


User Specific Personalization

The end user has many possibilities for personalizing the
system. For example as shown in the screen below.

End User Manual

Title: SAP SD
Release: ECC 6.0


SAP Symbols or icons

Button
Keyboard
Shortcut
Description Button
Keyboard
Shortcut
Description

Enter Key Enter/Continue
Ctrl + Page
Up
First page

End User Manual

Title: SAP SD
Release: ECC 6.0


Ctrl + S
Save to
database

Page Up Previous page

F3 Back

Page Down
Next page

Shift + F3
Exit System
Task
Ctrl + Page
Down
Last page

F12 Cancel

None
Create New
session

Ctrl + P Print

None
Create shortcut
on Desktop

Ctrl + F Find

F1
F1 Help

Ctrl + G Find next

Alt + F12
Customize Local
Layout

End User Manual

Title: SAP SD
Release: ECC 6.0


2. Create Customer Master

OVERVIEW

Trigger:

Create a customer master record centrally when the Accounts Receivable
functions are shared.

Business Process Procedure Overview

Customer master contains data that controls how business transactions
are recorded and processed by the system. It also includes all the
information about a customer that you need to conduct business
transaction with them. Customer master data is separate into 3 sections:
General Data, Company Code Data and Sales Area Data. The General
data contains information that applies to all sales areas such as customer
name, address and contact information. The Company Code data is
specific to a company code and contain information such as reconciliation
account, payment and dunning procedures. The Sales area data
contains information relevant to the sales organization and distribution
channels of your company. It contains such information as order
processing, billing and shipping.

This document describes the procedure required to create a customer
centrally from either Accounts Receivable or Sales and Distribution. When
creating the customer centrally, you may enter some additional
information above what you can when creating a customer in A/R non-
centrally (FD01) (such as Marketing, Unloading points, Export data and
Contact persons, as well as the Sales information). These fields, as well
as all of the Company code data, are not available to you when create a
regular SD customer in the SD module (VD01).

End User Manual

Title: SAP SD
Release: ECC 6.0


Input -
Required
Fields
Field Value / Comments
Company code

Account group
Classification of the type of customer.
Customer
name/number
Identifier of a customer acceptable values are defined in
customizing by account group
Sales Area:

Sales
organization
Identifier of an independent unit that is responsible for
sales processing of a product or product line.
Distribution
channel
The way which products or services reach a customer.
Division
A way of grouping materials, products or services.
Reference:

Customer
Model after an existing customer
Company

Sales
Organization

Distribution
Channel

Reference
Division

Output - Results Comments
Centrally created customer
master record

Tips and Tricks : N/A

End User Manual

Title: SAP SD
Release: ECC 6.0


Procedural Steps
Access transaction by:

Via Menus Accounting Financial Accounting Accounts
Receivable Master records Maintain
Centrally Create

Logistics Sales and Distribution Master
Data Business Partners Customer
Create Complete

Via Transaction Code XD01

1.2. On screen Create Customer: Initial Screen, enter
information in the fields as specified in the below table:

End User Manual

Title: SAP SD
Release: ECC 6.0


Field
Name
Description R
/
O
/
C
User Action and
Values
Comments
Account
group
You must assign each
account to an account group.
The account group ensures
that only the relevant
screens and fields are
displayed and ready for
input for each of the
customers different partner
functions. For example, the
address, communication,
and bank data fields are
omitted for the account
group for one-time accounts.

R This field is not
required if you
decide to use a
reference
customer/compa
ny code, below.
Use the drop
down menu.
Custome
r
Depending on the
configuration of the
customer account, an
external number
assignment, will allow the
user to enter the
customer's account
number. If internal
number assignment is
set, the system will
assigns a customer
number when you save
the master data.
C Enter an
appropriate
assignment if
required

Compan
y code
The company code ID
C This field is not
required if you
decide to use a
reference
customer/compa
Use the drop
down menu.

End User Manual

Title: SAP SD
Release: ECC 6.0


ny code, below.
Sales
organiza
tion
An organizational unit
responsible for the sale of
certain products or
services. The
responsibility of a sales
organization may include
legal liability for products
and customer claims.

O Enter a value if you
wish to maintain the
sales information
now
You can assign
any number of
distribution
channels and
divisions to a
sales
organization. A
particular
combination of
sales
organization,
distribution
channel, and
division is known
as a sales area.

Distribut
ion
channel
The way in which
products or services reach
the customer. Typical
examples of distribution
channels are wholesale,
retail, or direct sales.

O For each
combination of
sales
organization and
distribution
channel, you can
further assign
one or more of
the divisions
that are defined
for the sales
organization.
You can, for
example, assign
"Food" and
"Non-food"
divisions to the
"Wholesale"
distribution
channel. A
You can maintain
information
about customers
and materials by
sales
organization and
distribution
channel. Within a
sales
organization you
can deliver goods
to a given
customer
through more
than one
distribution
channel.
You can assign a
distribution
channel to one or

End User Manual

Title: SAP SD
Release: ECC 6.0


particular
combination of
sales
organization,
distribution
channel, and
division is known
as a sales area.

more sales
organizations. If,
for example, you
have numerous
sales
organizations,
each sales
organization may
use the
"Wholesale"
distribution
channel.

Division
A way of grouping
materials, products, or
services. The system uses
divisions to determine the
sales areas and the
business areas for a
material, product, or
service.

O A product or
service is always
assigned to just
one division.
From the point of
view of sales and
distribution, the
use of divisions
lets you organize
your sales
structure around
groups of similar
products or
product lines.
This allows the
people in a
division who
process orders
and service
customers to
specialize within
a manageable
area of
expertise.

End User Manual

Title: SAP SD
Release: ECC 6.0


Example: If a
sales
organization sells
food and non-
food products
through both
retail and
wholesale
distribution
channels each
distribution
channel could
then be further
split into food
and non-food
divisions.

Referenc
e
Custome
r
The customer account
that is being used as a
reference as an
alternative way in which
to create a customer
account
O The system copies
the master data
from the reference
master record.
However, not all
data is copied,
address information
is not copied over.

The data from
the referenced
customer is used
for default
values and it is
suggested that
all screens be
reviewed before
saving any data.

Referenc
The company code
associated with the
O Select if you
want to copy the

End User Manual

Title: SAP SD
Release: ECC 6.0


e
Compan
y code
referenced customer default values
Referenc
e Sales
org
The sales org associated
with the referenced
customer
O Select if you
want to copy the
defaults

Referenc
e
Distribut
ion
channel
The distribution channel
associated with the
referenced customer
O Select if you
want to copy the
defaults

Referenc
e
Division
The division associated
with the referenced
customer
O Select if you
want to copy the
defaults

Note: In column R/O/C of above table, R = Required, O =
Optional, C = Conditional

Press to continue.

On screen Create Customer: General Data, enter information in the
fields as specified in the below table but keep in mind that the fields that
are displayed and required will vary depending on the account group
chosen and the configuration of the system:

End User Manual

Title: SAP SD
Release: ECC 6.0


Address Information Grouping
Field
Name
Description R/O/
C
User Action and Values Comments
Name Customer name
R Enter a proper name
Search
term
Short name which is
used to set up a
match code for
search criteria
R Enter a search term
Street Street address
R Enter proper address
information

Postal
code or
PO box
Zip code
R Enter complete address
information

End User Manual

Title: SAP SD
Release: ECC 6.0


code
Country Two digit country
identifier
R Enter appropriate
country code

Region
(state)
Two letter state
abbreviation
R Enter the region or
state (US)

Languag
e
R Use the drop down
menu to select a
valid language code

Use the tab control to toggle between the General Data information
groups: Address, Control data, Payment transactions, Marketing,
Uploading points, Export data, Contact persons. Alternatively, the
menu paths Goto Next tab (F8) and Goto Previous tab (F7) can
be used.

The Company Code Data button can be clicked to view the
company code information groups: Account management, Payment
transactions, Correspondence, Insurance. Alternatively, the menu
path Goto Company code data (Ctrl + F2) can be used. With the
exception of the Reconciliation account, all the fields on the other
tabs are optional.

End User Manual

Title: SAP SD
Release: ECC 6.0


Field
Name
Description R/O/
C
Reconcili
ation
account
When you post items
to a subsidiary
ledger, the system
automatically posts
the same data to the
general ledger. Each
subsidiary ledger has
one or more
reconciliation
accounts in the
general ledger. These
R Enter the appropriate
account
Use the
drop down
menu.

End User Manual

Title: SAP SD
Release: ECC 6.0


reconciliation
accounts ensure that
the balance of G/L
accounts is always
zero. This means that
you can draw up
balance sheets at any
time without having
to transfer totals
from the subledgers
to the general ledger.

Use the tab control to toggle between the Company Code Data
information groups: Account management, Payment transactions,
Correspondence, and Insurance. Alternatively, the menu paths
Goto Next tab (F8) and Goto Previous tab (F7) can be used.
The Sales Area Data button can be clicked to view the sales area
related information groups (if you have entered the Sales org, Distr
channel and Division): Sales, Shipping, Billing document, Partner
functions. Alternatively, the menu path Goto Sales Area data
(Ctrl + F2) can be used.
Use the tab control to toggle between the Sales Area Data
information groups: Sales, Shipping, Billing document, Partner
functions. Alternatively, the menu paths Goto Next tab (F8) and
Goto Previous tab (F7) can be used.
To save the customer master record, select Customer Save or
select the Save icon.

The system will display a message indicating the account number that
was created (if this was system generated) and the company code it
was created in.

End User Manual

Title: SAP SD
Release: ECC 6.0


3. Change Customer Master

Overview

Trigger:

A change needs to be made to the customer master record, specifically
billing or accounting information.

Business Process Description Overview
This document describes the procedure to change a customer master
records billing and accounting information.

Input - Required Fields Field Value / Comments
Customer Customer number
Company Code Company Code
Sales Organization Sales Organization
Distribution Channel Distribution Channel
Division Division

Screens to change
Customer Master Records
accounting information.

End User Manual

Title: SAP SD
Release: ECC 6.0


Tips and Tricks

There are other fields that can be changed. To view or change the
additional fields click on the buttons containing that data.

End User Manual

Title: SAP SD
Release: ECC 6.0


Procedural Step

Via Menus Logistics Sales/distribution Master data
Business Partners Customer Change
Complete
On screen Change Customer: Initial Screen, enter the following
information in the table below:

Field
Name
Description R/O/
C
Customer Customer number R
Company R Needed at

End User Manual

Title: SAP SD
Release: ECC 6.0


Code input if
company
code data
exists for
customer
Sales
organizati
on
O
Distributi
on
channel
O
Division O
Press
Enter

Note: On above table, in column R/O/C; R = Required, O =
Optional, C =Conditional)

System will display customer master tabs for maintenance, under 3
separate buttons for general data, sales area data, and company code
data. Select the tabs under those buttons containing fields to be
changed. Enter changes as required under company code data.

End User Manual

Title: SAP SD
Release: ECC 6.0


End User Manual

Title: SAP SD
Release: ECC 6.0


Tabs
Account
manageme
nt
A transactions tab
under company
code data

Payment
transactions

Correspond
ence

Insurance
Payment
Transaction
s
A payment
transactions tab
under general data
button
Specifically for
bank details,
payment card
info, alternate
payer.
Billing A billing document Specifically for

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Title: SAP SD
Release: ECC 6.0


document tab under sales area
data button
billing document
info, delivery and
payment terms
defaults, account
assignment
group, and
taxes.

After making changes to the desired fields, click the Save icon or
Ctrl+S.
System returns to the initial screen and message

Changes have been made is displayed in the status line at
bottom of screen

Exit Change Customer record. (Click on yellow up-facing
arrow icon, or Shift-F3)

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Title: SAP SD
Release: ECC 6.0


4. Display Customer Master

Overview

Trigger:

Displaying a customer master record centrally.

Customer master data is the data you require to conduct business
relationships with your customers. It includes address data and terms of
payment, for example. It also controls how business transactions are posted
to a customer account and how the posted data is processed. Master data is
stored in master records.

Input Required Fields Field Value/Comments
Customer Account Number

Displaying the Customer
Master Record Centrally
.

End User Manual

Title: SAP SD
Release: ECC 6.0


Tips and Tricks

There are other fields that can be displayed. The view the additional
fields click on the additional fields icon.

Procedural Steps
o Access transaction by:

Via Menus Logistics Sales and Distribution Master
Data Business Partners Customer
Display Complete


On screen Customer Display: Initial Screen , enter information in
the fields as specified in the table below:

End User Manual

Title: SAP SD
Release: ECC 6.0


Field
Name
Description R/O/
C
User Action and Values Comm
ents
Custome
r
Unique key used to
identify the
customers account
number.
R Select match code to
search for specified
customer number with
other key values.

Compan
y Code
Independent unit that
is responsible for
sales processing of a
product or product
line
O
Sales
Organiz
ation
is responsible for
product or product
line
O
Distribut Means of getting a O

End User Manual

Title: SAP SD
Release: ECC 6.0


ion
Channel
product to the
customer
Division Group of products or
services
O
All Sales
Areas
Select this button to
view allowable
combinations of sales
organizations,
distribution channels,
and divisions.
O
Custome
rs Sales
Areas
Select this button to
view allowable
combinations of sales
organizations,
distribution channels,
and divisions based
on a given customer
number.
O Choose this button when
you have the customer
number, but are not sure
about the sales
organization, distribution
channel, or the division.

Press ENTER key User may
also click
on the
green
check
mark.

(Note: On above table, in column R/O/C ; R = Required, O = Optional,
C = Conditional)

On screen Display Customer: General Header, view the
information below by clicking the desired tabs:

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Title: SAP SD
Release: ECC 6.0


End User Manual

Title: SAP SD
Release: ECC 6.0


Select the Sales Area Data Icon (Ctrl + F3) to view data specific
associated to the customer and the specified sales area. On
screen Display Customer: Sales Area Data, select the view the
information below by clicking the desired tabs:

End User Manual

Title: SAP SD
Release: ECC 6.0


System will display selected customer master tabs for
maintenance. Enter changes as required.

o After making changes to the desired fields, click the Save
icon or Ctrl+S.
o System returns to the initial screen and messageChanges
have been made is displayed in the status line at bottom of
screen.

Exit Maintain Hierarchy Node processing. (Click on yellow up-
facing arrow icon, or Shift-F3)

(Add additional steps/screen prints if required. See Sample
Template.)

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Title: SAP SD
Release: ECC 6.0


5. Create Excise Master Data

Overview

Trigger:

In this activity you are going to create excise details of a customer

Creation of excise details for a customer

Excise details of the
customer are updated

Procedural Steps

Choose radio button Customer excise Details and click Maintain
(F5)
Via Menus Indirect Taxes Master Data Excise Rate
Maintenance
Via Transaction Code J1ID

End User Manual

Title: SAP SD
Release: ECC 6.0


End User Manual

Title: SAP SD
Release: ECC 6.0


Field Name R/O/
C
User Action and
Values
Comment
s
Customer R
ECC No. R
Excise Registration No. R
Excise Range R
Excise Division R
Excise Commissionerate R
CST number R
LST number R
Permanent account number R
Exc.Tax Ind. Custom. R
Service Tax Registration
Number
R
PAN Reference Number R

Save your entries after feeding the relevant data.

End User Manual

Title: SAP SD
Release: ECC 6.0


6. Maintain Condition Records

Overview

Trigger:

Specific Condition records for conditions like Pricing, Taxes, Excise etc
need to be maintained at the backend for be automatic determination in
documents
The Condition records can be maintained for pricing, taxes, excise etc.

Condition Type
Access

Other Condition Specific
Parameters eg:
Customer/material with
release status
Sales Organization
Distribution Channel
Customer
Material
Amount
Valid From
Valid To

End User Manual

Title: SAP SD
Release: ECC 6.0


Output Results Comments
Condition record for
automatic determination is
saved.

Tips and Tricks: N/A

Procedural Steps
1.1. Access transaction by:

Via Menus Logistics -> Sales and distribution -> Master
data-> Conditions -> Conditions using
condition type
docs

Via Transaction Code VK11

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Title: SAP SD
Release: ECC 6.0


1.2. On screen Create Condition Records", enter information in the
fields as specified in the screen below:

Field Name R/O/C User Action and
Values
Comments
Sales
Organization
R
Distribution
Channel
R
Customer R
Material R
Amount R

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Title: SAP SD
Release: ECC 6.0


Valid From R

Valid To R

(Note: On above table, in column R/O/C ; R = Required, O = Optional,
C = Conditional)

Save the record after feeding data

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Title: SAP SD
Release: ECC 6.0


7. Create Sales Order
OVERVIEW
Trigger:

Customer places a standard sales order.
This document describes the procedure for creating a the following sales
orders for a customer:
1. To create a Standard Sales Order
2. To create a Standard Sales Order with Reference to a Contract
3. To create a Sales Order with Reference to a Quotation

The sales order is a contractual agreement between a sales organization and
a sold-to party about delivering products or providing a service for defined
prices, quantities and times.

Input Required Fields Field Value / Comments
Order Type
A classification that distinguishes between
different types of sales document.
Sales Organization
Independent unit that is responsible for sales
processing of a product or product line.
The way in which products or services reach the
customer. Typical examples of distribution channels
are wholesale, retail, or direct sales.
Division
A way of grouping materials, products, or
services.
Sold to Party
The customer who orders the goods or services.
Ship-to Party
The party who receives delivery of the goods.
Req.deliv.date
The proposed date by which the customer
should receive delivery of the goods.
Material
Enter the material requested.
Order Quantity
Enter the quantity requested.

End User Manual

Title: Display Sales Order
Module: SD
Release: ECC 6.0

Last changed on: Last changed by: Version: 1.0 Page:
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52 of 252
Creation of a sales order Refer to Business Process Procedure Display a
Sales Order or Display SD Document Flow for
verification
Decrease in available
inventory at storage
location
Only if system is configured for commitment of
inventory at order entry.

Procedural Steps

Via Menus Logistics Sales and Distribution Sales
Order Create
Via Transaction Code VA01
On screen Create Sales Order: Initial Screen, enter information in

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Field
Name
Description R/O
/C
Order
Type
A classification that
distinguishes
between different
types of sales
document.
R Enter the desired order
type
ZORP
Job Order
Products
ZCR
Credit
Memo
Request
ZORS-Job
Order
Services
ZORM-Job
Order Scrap
Sales
Organiz
ation
is responsible for
product or product
line.
R Enter Sales Organization
for the customer.

Distribut
ion
Channel
Means of getting a
product to the
customer.
R Enter Distribution
Channel for the
customer.

services.
R Enter Division for the
customer.

Sales
Office
Physical location
responsible for sales
certain products or
services within a
given geographical
area.
R
Sales
Group
Group of sales people
that are
responsible for a
special area of
R

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processing of a group
of products or
services within a
specific sales office.

(Note: On above table, in column R/O/C; R = Required, O = Optional,
and C = Conditional)
Perform one of the following a types of Sales Orders:
To create a Standard Sales Order, press the Enter key or click the
green check mark icon and go to step 1.4.
To create a Standard Sales Order with Reference to a Contract, go
to step 2.0.
To create a Sales Order with Reference to a Quote, go to step 3.0.

To create a Credit Memo Request, go to step 4.0.

On screen Create Standard Order: Overview, enter the
information specified in the fields in the table below:

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Field
Name
Description R/O
/C
Sold-to
party
The customer who
orders the goods or
services. The sold-to
party is contractually
orders.
R Enter the Sold-to partys
customer number or use
matchcodes to find the
number.

Ship-to
party
The party who
receives delivery of
the goods.
R

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Purch.or
der no.
Number that the
customer uses to
uniquely identify a
purchasing
document.
O
Req.
Deliv.da
te
The proposed date by
which the customer
should receive
delivery of the goods.
R Enter the Requested
Delivery Date.
Usually
defaults to
todays
date
Material Alphanumeric key
uniquely identifying
the material being
ordered
R Enter material number
being ordered.

Order
Quantity
Amount of material
the customer is
ordering.
R Enter quantity being
ordered.

Press ENTER key Alternately
,
click on
the green
check
mark icon

Dialog Box
If you identified several unloading points or several ship-to parties in the
Customer Master record, the system will display the alternatives in a
dialog box. The system can propose alternatives for Unloading Point,
Ship-to Party, Payer or Bill-to Party. Select data from these proposals by
positioning the cursor on the line and clicking on Choose.

Availability Check
Once you have selected the data, the material data description that you
entered is displayed. If the system carries out an availability check and
finds that there is insufficient stock for an ordered item to be delivered
on the requested date, it displays a screen on which you can choose

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between several delivery proposals including one-time delivery and
delivery proposal. A one-time delivery will only ship the quantity
proposed and no subsequent deliveries will be created. The delivery
proposal will propose a delivery schedule based on receipt of goods and
availability.

Optional Screens
If you want to enter further data for the header or the items,
select the corresponding menu entry. If you want to change data
for the items, mark the items before you select a menu entry.

Enter all necessary data.

Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).
(Create a standard sales order with reference to a contract)

On screen Create Sales Order: Initial Screen, press Create with
Reference ICON or (F8).
On Dialog box Create With Reference, select the Contract tab and
enter contract number. Click on the Copy Icon (F5) to copy
information from contract.
On screen Create Standard Order: Overview, enter or change the
following information:

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Field
Name
Description R/O
/C
User Action and Values Commen
ts
Purch.or
der no.
Number that the
customer uses to
uniquely identify a
purchasing
document.
R Enter/verify customer
P.O. number.
Docume
nt may
not be
complete
without
a P.O.
number
Req.
Deliv.
Date customer
requires delivery
R Enter/verify requested
delivery date.
Usually
defaults

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Date to
todays
date
Order
Quantity
Amount of material
the customer is
ordering
R Enter/verify quantity
ordered.
Defaults
to target
amount
in

SU Sales unit of Measure R Enter/verify the unit of
measure for the material.
Defaults
of U of M
in
contract
Press ENTER key Alternat
ely, click
on the
green
check
mark
Data from the contract will be defaulted into the appropriate fields.
Customer number and material may not be changed as the contract
was prepared for a specific customer and material and may have
special pricing which is valid for that customer and material
combination only. Only specific data may be over-ridden. A contract
is binding and states specific products at specific prices that cannot
be changed. Common examples of data that may be changed are
delivery dates and quantities. If specified in the contract, partial
quantities may be delivered as long as the contract total is not
exceeded.

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On Dialog box Create with reference, select the Quotation tab and
enter the quotation number. Click on the Copy Icon (F5) to copy
information from quotation.
On screen Create Standard Order: Overview, the Sold-to party,
material, quantity, unit of measure and value will be displayed.
Enter or change the following information:

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Field
Name
Description R/O
/C
ts
Purch.or
der no.
Number that the
customer uses to
uniquely identify a
purchasing
document.
O Enter the Customers PO
number

Req.
Deliv.da
te
The proposed date by
which the customer
should receive
delivery of the goods.
R Enter the date the
customer requests for
delivery.
Usually
defaults
to a
given
date
Order
Quantity
The total order
quantity for this item.
R The order quantity may
be adjusted
Defaults
to the
quantity
in the
quotatio
n.
SU Sales unit of measure R The Unit of measure may
be changed
Defaults
to Unit
of
measure
in the
quotatio
n.
ely, click
on the
green
check
mark

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Data from the quotation will be defaulted into the appropriate
fields on the order.
The Customer number and material numbers may not be changed,
since the quotation was prepared for a specific customer and
material and may have special pricing which is valid for that
customer and material combination only.
All other data may be over-ridden as deemed necessary. Common
examples of these types of changes are delivery dates and
quantities.
Additional products may be added to the order as required to fulfill
customer requirements.

Review data on this screen and any of the optional screens as
appropriate. Make changes or additions according to normal sales
order processing.
(Add additional steps/screen prints if required. See Sample
Template.)

(Create a Credit Memo Request)

On Dialog box Create with reference, select the Bill Doc tab and
enter the billing document number.
Click on the Copy Icon (F5) to copy information from billing
document. System will default data from billing document into
credit request fields.
On Create Credit Memo Request: Overview screen, enter the
below information:

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Field
Name
Description R/O
/C
User Action and
Values
Comments
Sold-to
party
The customer who
orders the goods or
services. The sold-to
party is contractually
orders.
R See section 1.3.1

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Ship-to
party
The party who
receives delivery of
the goods.
R See section 1.3.1
Purch.or
der no.
Number that the
customer uses to
uniquely identify a
purchasing
document.
R
Billing
block
Indicates if the entire
sales document is
blocked for billing.
O Billing block 08
Check credit
memo will
default for credit
memo requests
Order
reason
Indicates the reason
for creating the sales
document.
R
uniquely identifying
the material being
ordered
R See section 1.3.1
Target
quantity
A target quantity
represents the total
quantity of an item
for which you want to
issue a credit memo
request.
R See section 1.3.1
Press ENTER key Alternately, click
on the green
check mark icon

If the credit request is being created with reference to an order,
these fields will contain data defaulted from the order. This data
can be changed if necessary.
Save the Credit memo Request. (Click on the diskette icon, or F11)

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System validates document.
If document is complete, system returns to Create Credit Memo
Request: Overview and displays message Credit Memo Request
(Document number) has been saved, in status line at bottom of
screen
If document is incomplete, system displays dialog box asking if
user wants to save incomplete document or wants to process
missing data. Choose desired option. (Enter data as required to
complete document and save or save as incomplete. See Create
Standard Order document for details on incomplete order
processing.)

Exit Credit Memo processing. (Click on the yellow up-facing arrow
icon, or Shift-F3)

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8. Change Sales Order
OVERVIEW

Trigger:

Customer requires changes to an existing sales order.

This document describes the following:
(1) how to change an existing Standard Sales Order.
(2) how to change or cancel an existing Return Order for a customer.

(3) how to release a Billing Blocked Order.
(4) how to release a Delivery Blocked Order.
(5) how to delete a Sales Order.

(6) how to change a Credit Memo Request.
If a purchase order already exists for the business transaction and you make
changes in the sales order, you must also make these changes manually in
the purchase order as it is not updated automatically. Alternately, you can
change the quantities and dates in the purchase order and the system will
then copy them automatically into the sales order.
When you change a sales order you can either change the data for individual
items in the order or you can make changes simultaneously to more than
one item by using the fast change function. With the fast change function,
you can carry out certain changes for several or all items at the same time.
Using this function, you can change the following data:
Reason for rejection
Delivery block
Billing block
Delivery date
Delivery priority
Plant

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Order Number
Enter order number or use match codes to find
order number.

Updated sales order Refer to Business Procedure document Display
Sales Order to verify changes

Tips and Tricks

If you do not have the sales order number, you can use the search
function. This function allows you to search by Purchase order no., Sold-
to party, Delivery document, Billing document, or WBS element.

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Procedural Steps


Order Change


On screen Change Sales Order: Initial Screen, enter the specified
information in the fields in the table below:

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Field
Name
Description R/O/
C
Order
Number
The number that was
assigned to the
return order when
created.
R Enter the return order
number or use
number.

Purchas
e Order
No.
Customers purchase
order number. This
number establishes a
link between the
customers purchase
order and the sales
document.
O This
number
can be
used to
select the
return
document.
Sold-to The number that O This

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Party identifies the
customer.
number
can be
used to
select the
return
document.
Delivery The number that
identifies the
delivery.
O This
number
can be
used to
select the
return
document.
Press ENTER key User may
also click
on the
green
check
mark

Perform one or more of these changes to a sales order:
Changing a Standard Sales Order, proceed to step 1.3.
Changing or canceling an existing Return order, proceed to step
2.0.
Releasing a Billing Blocked Order, proceed to step 4.0.
Releasing a Delivery Blocked Order, proceed to step 5.0.
Deleting a Sales Order, proceed to step 6.0.
Changing a Credit Memo Request, proceed to step 9.0.

On screen Change Standard Order #####: Overview, enter
changes to the information fields below:

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Field
Name
Description R/O
/C
User Action and Values Comme
nts
Ship-to-
Party
The party that
receives the delivery
of goods
O
Purchas
e Order
Number
Customers Purchase
Order Number
O
Pricing
Date
This date is used for
date related prices
and foreign
exchange rates.
O Defaults
to the
current
date.
The date
can be
changed
manuall
y. The
pricing
will
recalcul
ated
automat
ically.
Material
(s)
Material Number of
the product being
ordered
O
Order
Quantity
Amount of material
the customer is
ordering
O
Make changes as needed to the data on the screen. Fields open for
change are white. Fields not open for change are gray.

To access additional header information for the order, click on the
Display doc. header details button or Goto Header. Select the
tab that contains the information that needs to be changed.

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To access additional item information for the order, select the
item wanted by marking the box to the left of the item line, then
click on the Display item details button the bottom of the screen
or Goto Item. Select the tab that contains the information that
needs to be changed.

If your change is to delete an ordered item from the order,
select the item to be deleted and select the delete line icon.
Save the sales order. (Click on the diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow
icon, or Shift-F3)
(Change or Cancel a Return Order)
On screen Change Return Order: Overview - Single Line Entry,
enter the below information:

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Field
Name
Description R/O
/C
nts
Ship-to-
Party
The party that
of goods
O
Purchas
e Order
Number
Customers Purchase
Order Number
O
Pricing
Date
date related prices
and foreign
exchange rates.
O Defaults
to the
current
date.
The date

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can be
changed
manuall
y. The
pricing
will
recalcul
ated
automat
ically.
Material
(s)
Material Number of
the product being
ordered
O
Order
Quantity
Amount of material
the customer is
ordering
O

o Make changes as needed to the data on the screen. Fields open for
o To access additional header information for the order, click on the
o To access additional item information for the order, select the item
wanted by marking the box to the left of the item line, then click on
the Display item details button the bottom of the screen or Goto
Item. Select the tab that contains the information that needs to be
changed.

o If your change is to delete an ordered item from the order,
select the item to be deleted and select the delete line icon.
o Save the changes. (Click on disk icon, or F-11)
o Exit Return Order processing. (Click on yellow up-facing

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o Cancel the Return Order - To cancel the Return Order, each
item must be rejected. This can be accomplished by using
fast change as follows:
o Mark all of the items on the overview screen of the sales
document. To select all of the items use the menu path Edit
Select Select all.
o To enter the rejection reason for all of the items use the
menu path Edit Fast change of... Reason for rejection.
o Enter the reason for rejecting the order.
o Select Copy.
o Save the changes. (Click on diskette icon, or F11)
o Exit Return Order processing. (Click on yellow up-facing

(Release Billing Blocked Orders)

On screen Change Standard Order: Overview, enter information
in the following steps below:

In the header section, delete the data in the field Billing block to
release the entire order for billing. To release a specific line item
only, go to step 4.2.
Select the item to be released by clicking on the button next to the
item. Click the Display item details button. Goto the Billing tab
and delete the data in the field Billing block.
Save the sales order. (Click on the diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow
icon, or Shift + F3)

(Release a Delivery Blocked Orders)

On screen Change Standard Order: Overview, enter or change the
following information:

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In the header section, delete the data in the field Delivery block to
release the order for delivery. This releases the entire order for delivery.
To release a specific line item only, go to 5.2.
Select the line item. Then click on the Display item details button and go
to the Schedule Line tab. Remove the delivery block from the Delivery
block column. This releases that specific item for delivery.
Delivery block and removal at the header level is only effective if this
block is assigned to the corresponding delivery type in the customizing
table TVLSP. In contrast, the block at the schedule line level does not
require the block to be assigned to the corresponding delivery type in
Customizing.
Save the sales order. (Click on the yellow diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow icon, or
Shift-F3)

(Delete Sales Orders)

On screen Change Sales Order: Overview, enter the following
information:

From the menu line at top of screen select:
Sales document Delete

The system will respond with the message Do you really want to
delete Order (order number)? Confirm your intention to delete
the sales order by clicking the Yes button.
Exit Sales Order Deletion processing. (Click on the yellow up-facing

(Change Credit Memo Request)
On screen Change Credit Memo Request: Overview - ., enter the
below information:

Field
Name
Description R/O
/C
User Action and Values
Comme
nts
Ship-to- The party that O

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Party receives the delivery
of goods
Purchase
Order
Number
Customers Purchase
Order Number
O

Pricing
Date
date related prices
and foreign exchange
rates.
O
Defaults
to the
current
date.
The date
can be
changed
manuall
y. The
pricing
will
recalcul
ated
automat
ically.
Material(
s)
Material Number of
the product being
ordered
O

Order
Quantity
Amount of material
the customer is
ordering
O

Make changes as needed to the data on the screen. Fields open for

To access additional header information for the order, click on the

To access additional item information for the order, select the item
wanted by marking the box to the left of the item line, then click on the

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Display item details button the bottom of the screen or Goto Item.
Select the tab that contains the information that needs to be changed.

If your change is to delete an ordered item from the order, select
the item to be deleted and select the delete line icon.
Save the changed credit memo request. (Click on the yellow diskette
icon, or F11)
System returns to the initial change screen and the message
Credit Memo Request (request number) has been saved is
displayed in the status line at bottom of screen.
Exit Credit Memo Request processing. (Click on the yellow up-facing

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9. Display Sales Order

OVERVIEW

Trigger:

The need to review order documents.

This document describes the procedure required for displaying any type of
order for a customer and for reviewing various aspects of the order.

Order Number Enter order number or use matchcodes to
find order number.

Screen display of an order This process will only display a sales order. No
changes can be made in Display mode. See
Business Process Procedure Change Order if
changes need to be made.

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Procedural Steps
Order Display
On screen Display Sales Order: Initial Screen, enter the
information below:

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Field
Name
Description R/O
/C
ts
Order
Number
The number that
uniquely identifies
the sales document.
This number was
assigned at order
creation.
R Enter the Order number.
Purchas
e Order
No.
The number used by
the customer for
unique identification
of the purchasing
document. This
number establishes a
link between the
customers purchase
O This
number
can be
used to
select
the
documen
t.

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order and the sales
document.
Sold-to
Party
The customer who
orders the goods or
services.
O This
number
can be
used to
select
the
documen
t.
Delivery The number that
uniquely identifies
the
delivery.
O This
number
can be
used to
select
the
documen
t.
Billing
Docume
nt
The number that
uniquely identifies
the
billing document.
O This
number
can be
used to
select
the
documen
t.
WBS
Element
Key identifying a
WBS (Work
Breakdown Structure)
element.
O

and C = Conditional)

Note: If you are printing a sales order, do not press the enter key after
entering the sale order number. Use the following menu path Sales
document -> Issue output to, and go to step 1.3.

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You can print the order confirmation from this screen. Use the
menu path Sales Document > Issue Output to.

In the dialog box Output Output select the output type and click
on the Print options pushbutton.

Confirm the information in the Issue Output dialog box and
select Execute. You return to the Output Output dialog box.

Click on the Printer icon. System returns to the Initial Screen and
the message Output was successfully issued is displayed in status
line.

On screen Display ###### Order ######: Overview, view the
order information displayed.

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From this screen you can choose any of the following tabs to
review specific information: Sales, Item Overview, Item
details, Ordering Party, Procurement, Shipping, and Reason
for rejection.

To view additional header information displayed for the
order, click on
the icon buttons at the top of the screen: Document Flow,
Status Overview, Sales Summary, Sold-to Party, Header
Output View or List of Sales Orders or use their
corresponding F-Keys. You can also follow the menu path
Goto -> Header to obtain additional header information.

To view Document Flow, click on the Document Flow icon
button or use the menu path Environment > Display
Document Flow. There are informational buttons displayed
at the top of the document flow screen which do the
following:

Details (F2): Click on the doc line to be displayed, then click
the details button (magnifying glass). The system displays
the ordered materials and quantities, unit of measure, value
of the order and its status. Select an item and select Status
overview to see the Sales Order Status Overview screen,
showing the status for the item you selected.

Status Overview (Shift + F6)): Click on the doc line to be
displayed, then click the button. The screen Sales Order
Status Overview shows Ord. no., Processing status and
completeness data.

Display Document (F8): Click on the doc line to be displayed,
then click the button. System displays the doc in full.

Service Documents (Shift + F7): Can be used with sales or
service documents.

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Graphic (Shift + F4): Provides a graphical representation of
the document flow and status.

Additional Links (F9): Will display links to other documents.

To view additional item information, select the desired line
item box, and follow the menu path Goto > Item and select
the addition line item information to view.

To display purchase requisition information for a third party
order, select the item and click on the Schedule lines for
item icon.
Choose the Procurement button to determine if a purchase
requisition is linked.
Choose the Purchase Requisition button to view the actual purchase
requisition.
Exit Display (Order Type) Order processing. (Click on yellow up-
facing arrow icon, or Shift + F3)

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9. List of Sales Orders

Overview

Trigger:
The end-user wants to view a list of sales orders by customer or material.

This document describes the procedure required for listing sales orders.

Sold to party The customer that placed the order.
Material Alphanumeric key identifying the material.

Listing of Sales Orders

Tips and Tricks
There are numerous ways to list Sales Orders.

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In the List of Sales Orders Screen, enter information in one or a combination of
these fields to narrow the search if applicable:

1. Sold to party
2. Material
3. Open sales orders
4. All sales orders

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Procedural Steps

Information System Orders List Of Sales
Orders


On screen List of Sales Orders, enter information as specified in
the fields in the table below:

Field
Name
Description R/O/
C
nts
Sold-to
party
The customer who
placed the order.
O You can
search
only on

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this field
or a
combina
tion of
other
fields.
identifying the
material.
O You can
search
only on
this field
or a
combina
tion of
other
fields.
Purchas
e Order
No.
Number that the
customer uses to
uniquely identify a
purchasing document
O
Docume
nt date
from
The date that begins
the period for which
you want to generate
the list of sales
documents.
C If you
enter
this
field,
you
should
enter
the
docume
nt to
field
Docume
nt date
to
The date that ends
the period for which
you want to generate
the list of sales
documents.
C If you
enter
this
field,
you
should
enter
the

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docume
nt from
field
Selectio
n
Criteria
R Select Open orders, My
orders, or
All orders

Press ENTER key User
may
also
click on
the
green
check
mark

(Note: On above table, in column R/O/C; R = Required, O =
Optional, C = Conditional)

NOTE:
Depending upon the selection of search criteria as listed above, as the
selection is completed, a Pop-Up box may appear with the following
prompts:

Field
Name
Description R/O
/C
Sales
Organiz
ation
is responsible for
product or product
line
R
Distribut
ion
Channel
Means of getting a
product to the
customer
R
services
R

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Press ENTER key Alternately, click
on green check
mark
Sales
Office
Organizational Unit
that reflects the
geographical aspects
of a sales
organization
O Enter a known
value for a more
detailed search
Sales
Group
A subdivision of the
distribution chain
O Enter a known
value for a more
detailed search

On screen List of Sales Orders and screen List of Sales Orders By
SOLD TO PARTY, a list of Sales Orders are displayed below:

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Perform one of the following:

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If you need to make changes to a Sales Order, double click
on the desired Sales Order. It will take you to the Change
Sales Order: Overview screen.
Exit the List of Sales Order. (Click on yellow up-facing arrow
icon, or Shift F-3)

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10. Create Inquiry

Overview

Trigger:

Customer communicates a need for information about a product or
service.

This document describes the process for creating a sales inquiry. An inquiry
is the first step in the order cycle and allows for faster
entry and storage of sales related information used for sales order
processing. Inquiries can be entered from scratch or
can be copied from previously enter inquiries. Information on an inquiry can
be copied into subsequent sales documents such as a quotation or a sales
order. This is not a legally binding document.

Inquiry Type
Inquiry is the only inquiry type that comes
with the pre-configured system. If other inquiry
types are needed, the system administrator
must be advised.
Sales organization
An organizational unit that is responsible for
the sale of certain products and services.
The way in which products and services reach the
customer.
Division
A way of grouping products, materials, and
services.
Sold-to party
The customer who orders the goods or
services.
Material
This field is optional, however, without it the
inquiry has no basis for further SD documents
and is merely a skeletal document.


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Creation of a customer
inquiry document
Refer to document Display an Inquiry for
verification

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Procedural Steps
Via Menus Logistics Sales and distribution Sales
Inquiry Create
On screen Create Inquiry: Initial Screen, enter the information in

Field
Name
Description R/O/
C
Inquiry
Type
2 char code used to
define the type of
document to create
and determine the
kind and sequence of
screens to be used.

R Enter Inquiry
Sales 4 char identifier of an R

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organiza
tion
organizational unit
of a specific product
or service
Distribut
ion
Channel
2 char identifier for
the method in which
a product reaches
customers
R
Division 2 char identifier used
to group products or
services.
R
Sales
office
4 char identifier for a
physical location with
responsibility for
sales of specific
product(s) or
service(s) within a
given geographic
area.
R
Sales
group
4 char identifier for a
group of sales people
within a sales office
responsible for
specific areas of sales
processing for a
product(s) or
service(s).
O
Press ENTER key Alternately,
click on the
green
check mark
( NOTE: On above table, in column R/O/C; R = Required, O
= Optional, C = Conditional )
On screen Create Inquiry: Overview, enter the information in the fields
as specified in the table below:

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Field
Name
Description R/O/
C
Sold-to
party
Number of the
customer for whom
the inquiry is created
R
Ship-to
Party
The party who
of the goods
O
Purchas
e Order
Number
Number customer
uses to uniquely
identify a purchasing
document
O
PO date The that appears on
the customers
purchase order
O
Valid
from
Date this inquiry goes
into effect
O Todays
date
defaults

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Valid to Date this inquiry
ceases to be in effect
O
Req.Deli
v.date
Date customer
requests delivery
O Enter if
availability
is an issue
Material Number of the
material the inquiry is
based on
O
Quantity Amount of material
the customer is
inquiring about
O

If entry of additional information is desired, use the following menu
paths:
o Bus.Data: Goto Header Sales

Displays screen Create Inquiry: Header Data (Sales Tab)
Allows for entry of order header data such as document date,
price date, currency and rate, order reason, etc.

o Partner: Goto Header Partners

Displays screen Create Inquiry: Header Data (Partners Tab)
Allows for entry of new partner data

o Bus.Data: Goto Item Sales A (or selected area of
interest)

Displays screen Create Inquiry: Item Data (Sales A Tab)
Allows for entry of Billing data, Shipping data and Sales data such as
payment terms, billing block, shipping point, route, etc.

o Schedule line: Goto Item Schedule Lines

Displays screen Create Inquiry: Item Data (Schedule Lines Tab)

Allows for entry of quantities and delivery dates for each item

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o Pricing: Goto Item Conditions
Displays screen Create Inquiry: Item Data
(Pricing Tab)
Lists existing condition records for item and/or customer and allows for
manual entry of new pricing
o Save the inquiry. (Click on Save icon, or Ctrl +S)

Message Inquiry (Inquiry no.) is saved is displayed in the
status bar at bottom of screen.
Exit Inquiry processing. (Click on yellow up-facing arrow icon, or
Shift-F3)

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11. Change Inquiry

Overview

Trigger:

Customer requires change to an existing Inquiry document.

This document describes the procedure required for changing an existing
sales inquiry.

Inquiry number Number that uniquely identifies the sales
document.

Update to an existing
Inquiry document
Refer to document Display an Inquiry for
verification

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Procedural Steps

Inquiry Change
1.2. On screen Change Inquiry: Initial Screen, enter the information in

Field
Name
Description R/O/
C
Inquiry
Number
Number of the
existing inquiry to be
changed
R Enter inquiry number
P.O. no. Customers P.O.
number
O Can be
used if
Inquiry no.
is not

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known
Sold-to
party
Number of customer
for whom the Inquiry
was created
O Enter customer
number
Can be
used if
Inquiry no.
is not
known. If
multiple
Inqs exist
for the
customer,
list is
displayed
to choose
from.
WBS
Element
Work Breakdown
Structure element
O Can be
used if
Inquiry no.
is not
known
click on the
green
check mark
1.3. On screen Change Inquiry Number Overview, enter the
information in the fields as specified in the table below:

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Adding One more Line Item

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Field
Name
Description R/O/
C
P.O. No Customers purchase
order number
O
P.O date Date of customers
purchase order
number
O Todays
date
defaults
Req.Deli
v.date
Date customer
requests delivery
O Enter if
availability
is an issue
Pricing
data
Date to use to
determine price of
items
O
based on
O
the customer is
inquiring about
O

If entry of additional information is desired, use the following menu
paths:

Displays screen Change Inquiry: Header Data (Sales
Tab)

Displays screen Change Inquiry: Header Data (Partners
Tab)
Allows for entry of new partner data

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interest)
Displays screen Change Inquiry: Item Data (Sales A
Tab)
Allows for entry of Billing data, Shipping data and Sales data
such as payment terms, billing block, shipping point, route,
etc.

Displays screen Change Inquiry: Item Data (Schedule
Lines Tab)
Allows for entry of quantities and delivery dates for each item

Displays screen Change Inquiry: Item Data (Pricing
Tab)
Lists existing condition records for item and/or customer and
allows for manual entry of new pricing .

Save the changed inquiry. (Click on the Save icon, or Ctrl
+S)
Message Changes have been saved is displayed in
the status bar at bottom of screen.
Exit Inquiry processing. (Click on the Save icon, or Ctrl
+S)

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12. Display Inquiry

Overview

Trigger:

This is a display function and as such there is no trigger.

This document describes the procedure required to display a sales inquiry.
As a display function, this is for informational use only. Changes or updates
are not allowed.

Inquiry number Number that uniquely identifies the sales
document.

Display of a customer
inquiry document

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Procedural Steps

o Access transaction by:
Inquiry Display

o On screen Display Inquiry: Initial Screen, enter the information in
the table below:

Field
Name
Description R/O
/C
User Action and
Values
Comment
s
Inquiry
Number
Number of the
existing inquiry to be
changed
R Enter inquiry number
P.O. no. Customers P.O.
number
O Can be
used if
Inquiry no.
is not

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known
Sold-to
party
Number of customer
for whom the Inquiry
was created
O Enter customer
number
Can be
used if
Inquiry no.
is not
known. If
multiple
Inqs exist
for the
customer,
list is
displayed
to choose
from.
WBS
Element
Work Breakdown
Structure element
O Can be
used if
Inquiry no.
is not
known
click on the
green
check mark

o On screen Display Inquiry Number: Overview, enter the
information in the table below:

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Field
Name
Description R/O/
C
Sold-to
party
Number of the
customer for whom
the inquiry is created
Enter customer
number

Valid
from
Date this inquiry goes
into effect
Todays
date
defaults
Valid to Date this inquiry
ceases to be in effect

Req.Deli
v.date
Date customer
requests delivery
Enter if
availability
is an issue
based on

the customer is
inquiring about

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o If entry of additional information is desired, use the following menu
paths:
Displays screen Display Inquiry: Header Data (Sales
Tab)

Displays screen Display Inquiry: Header Data (Partners
Tab)
Allows for view of partner data.

interest)
Displays screen Display Inquiry: Item Data (Sales A
Tab)
Allows for view of Billing data, Shipping data and Sales data such
as payment terms, billing block, shipping point, route, etc.

Displays screen Display Inquiry: Item Data (Schedule
Lines Tab)
Allows for view of quantities and delivery dates for each item.

Displays screen Display Inquiry: Item Data (Pricing Tab)
Lists existing condition records for item and/or customer.

Exit Display Inquiry processing. (Click on Save icon, or Ctrl+S)

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13. Display List of Inquiries
Overview

Trigger:

Customer Service Rep. or Order Entry person wishes to investigate
existing Inquiries for a sold-to. Prompted by either the customer or
business requirements.

This document describes the process for displaying the list of Inquiry
documents.

Sold to party
Valid From Date
Valid To Date
Document Date From
Document Date To
Selection Criteria Radio buttons , select Open Inquiries or All Inquiries
Organizational Data
Sales Organization
Division
Click on Radio Button

Listing of existing Inquiries

Tips and Tricks

Make sure to enter the correct Organizational Data for the inquiry list you
wish to see.
To get Totals and Subtotals, click on a currency or quantity field, and
then click on either the total or subtotal button.

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Procedural Steps

Information System Inquiries List
Inquiries


On screen List of Inquiries, enter information in the fields as
specified in the table below:

List of Enquiries With respect to customer

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Field
Name
Description R/O/
C
nts
Sold to
party
Number of the
customer for whom
the listing is created
R
material for the
inquiry
O
Valid
From
Date
Date inquires are in
effect
R
Valid To
Date
Date inquires cease
to be in effect
R
Docume
nt Date
From
Beginning date range
for which document
was created
O
Docume
nt Date
To
Ending date range for
which document was
created
O
Selectio
n
Criteria
Radio button to select
All or Open Inquires
R
Organiz
ation-
al data
(Radio
button)
Sales
Organiz
ation
Organizational unit
responsible for the
sale of certain
products/services
O
Distribut
ion
Channel
Means of distributing
goods
O
Division Product Level O

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Sales
Office
Physical location with
responsibility for sale
of certain
products/services
O
Sales
Group
responsible for
processing sales of
certain
products/services
O
Press the ENTER Key
twice to display list of
inquiries.


Note:
Additional selection fields are available through the radio button marked
Further selection criteria. An example of a choice available with this
radio button is SD Document (type) which would allow a search by
specific sales document type(s).

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14. Create Quotation
Overview
Trigger:

Customer requests information on prices for a product.

This document describes the procedure required to create a quotation for a
customer. A quotation is used to determine material, their quantities and
prices and payment terms that are valid for a given sold-to customer during
a specified time period. The customer can then place sales orders, or setup a
contract, with reference to the quotation. This offer is a legal binding
document.

Input Required Fields
Field Value/Comments
Quotation Type
The sales document type you enter
determines the kind and sequence of
screens that follow.
Sold to Party
Number of the customer for whom the
quotation is created.
Material
The number of the material that the quotation
is based on
Quantity
The amount of material the customer receives
the quote about.

Creation of a quotation
document
Refer to Business Process Procedure Display a
Quotation, to verify this result.

Tips and Tricks

The Sales Area of am customer will automatically be brought into the
sales order, so there is no need to enter these values in the initial Create

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Quote screen. If the customer is assigned to more that one Sales Area a
selection box will appear during the creation of the quote.

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Procedural Steps
Via Menus Logistics Sales/Distribution Sales
Quotation Create
Note: To create a quotation with reference, use the selections in
the table below to copy in the desired information from the
customers inquiry.
On screen Create Quotation: Initial Screen, enter the information
in the fields as specified in the table below:

Field
Name
Description R/O
/C
ts
Quotatio
n Type
The sales document
type you enter
determines the kind
and sequence of
R You can choose the type
of quote you would like to
use by placing your
cursor in the field and

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screens that follow. clicking the drop-down
arrow or by pressing F4.
Sales
Organiz
ation
4 char identifier of an
independent unit that
is responsible for
product or product
line
O This fields can also be
defaulted from the users
parameters or left blank
to be populated by the
customers sales area
assignment.

Distribut
ion
Channel
2 char identifier of a
means of getting a
product to the
customer
assignment.

Division 2 char identifier of a
group of products or
services
assignment.

Sales
Office
physical location (for
example, a branch
office) that has
responsibility for the
sale of certain
products or services
within a given
geographical area.

assignment.

Sales
Group
group of sales people
who are responsible
for processing sales
of certain products or
services.

assignment.


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ely, click
on the
green
check
mark
1.3. On screen Create Quotation: Overview, enter the information in

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Field
Name
Description R/O/
C
Quotatio
n
Number of quotation. R Number is populated
when the quotation is
saved.

Net
Value
Net Value of
quotation. Will
appear in gray and
remained unchanged.
O When user enters
material items within
the quotation the net
value is reflected.

Sold-to Customer you are
selling to.
R Enter Customer
number.

Ship-to Where items in quote
will be shipped to.
R Populated when sold-
to is entered.

PO
Number
Customer supplied
PO number.
O Enter a PO number.
Valid
From
Date on which
quotation become
effective.
O
Valid To Date on which O

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quotation becomes
null and void.
Material
(s)
Material Number of
the product the
customer is
requesting a
quotation for.
R Enter material number
Order
Quantity
Amount of material
the customer has
Requested the quote
for.
R Enter order quantity
Req.
Delivery
Date
Date customer
requires delivery
O System
default -
current
date
Sales
(Tab)
General Sales
information can be
changed here.
O Click on this tab to
change information
such as delivery date,
incoterms and
billing/delivery blocks
may be changed here.

Item
Overvie
w (Tab)
Use this area to
delete/add items to
the quotation. Some
individual item
changes can be made
here, but the Details
Tab is better for
individual item
changes.
O
Item
Details
(Tab)
Individual item
changes are made
here.
O
Ordering
Party
(Tab)
Ordering Party
changes are made
here.
change information
such as customer
internal material
number.

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Procure
ment
(Tab)
Procurement
(materials) changes
are made here.
change information
relevant to
procurement such as
load dates, etc.

Shipping
(Tab)
Shipping changes are
made here.
change shipping
information such
complete deliveries
and delivery blocks.

Reason
for
Rejectio
n (Tab)
If quotation is
rejected, the
rejection and reason
are entered here.
change reason for
rejection information
incoterms and
This
closes the
quotation
and further
documents
are unable
to be
created
with
reference
to this
document.
click on the
green
check mark

Change/Add Data
o If you want to change default data at the item level, mark
the item(s) to be changed, then select the appropriate menu
entry.

o If you want to enter additional information in the header,
select the appropriate menu entry.

Save the quotation. (Click on the yellow file folder icon, or F-11)

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Message will be displayed confirming that the quotation has been
saved and will
display system assigned quotation no.

If document is incomplete, dialog box will be displayed allowing the
user to save the quotation as is or will process data which walks
user through screens where additional data is required.
Exit Create Quotation processing. (Click on yellow up-facing arrow
icon, or Shift-F3)

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15. Change Quotation
Overview

Trigger:

Customer requires change to existing quotation or there was an entry
error made during creation.

This document describes the procedure required to make changes to an
existing quotation document.
Customer may request another material be added or a delivery date change,
etc.

Quotation Number Enter existing quotation number.

Changed/updated
quotation document
Refer to Business Process Procedure Display
Quotation, to verify this result.

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Procedural Steps

Quotation Change

On screen Change Quotation: Initial screen, enter the information in

Field
Name
Description R/O/
C
Quotatio
n
Number
Number of the
quotation to be
displayed.
R Enter quotation
number, if known.

PO
Number,
Sold-to
and
WBS
Additional fields used
for selection if
quotation number is
not readily known.
O Enter PO Number,
Sold-to or WBS
element.

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element
Press Enter key Alternately,
click on
green
check mark

( NOTE: On above table, in column R/O/C; R = Required, O =
Optional, C = Conditional )
On screen Change Quotation Number: Overview, enter the information
in the fields as specified in the table below:

Adding One More Line Item Site Supervision to existing
Quotation

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Field
Name
Description R/O/
C
Quotatio
n
Number of quotation
to be changed.
R Quotation is brought
over from initial
selection screen.

Net
Value
Net Value of
quotation. Will
appear in gray and
remained unchanged.
O When user changes
items within the
quotation the reflected
change is made in net
value.

Sold-to Customer number. R Quotation is made to a
particular customer
and will carry through
from the initial screen.

will be shipped to.
R Carried over from
initial selection screen.

PO
Number
Customer supplied
PO number.
O Brought over from the
quotation entered into
the initial selection
screen.

Valid
From
Date on which
quotation become
effective.
screen.

Valid To Date on which
quotation becomes
null and void.
screen.

Material
(s)
Material Number of
the product the
customer is
requesting a
quotation for.
R Brought over from the
screen.

Order
Quantity
Amount of material
the customer has
Requested the quote
for.
R Brought over from the
screen.

Req. Date customer O Brought over from the System

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Delivery
Date
requires delivery. quotation entered into
screen.
default -
current
date
Sales
(Tab)
General Sales
information can be
changed here.
change information
incoterms and

Item
Overvie
w (Tab)
Use this area to
delete/add items to
the quotation. Some
individual item
changes can be made
Tab is better for
individual item
changes.
O
Item
Details
(Tab)
Individual item
changes are made
here.
O
Ordering
Party
(Tab)
Ordering Party
changes are made
here.
change information
such as customer
internal material
number.

Reason
for
Rejectio
n (Tab)
If quotation is
rejected, the
are entered here.
change reason for
incoterms and
This
closes the
quotation
and further
documents
are unable
to be
created
with
reference
to this
document.

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If quotation number is unknown, use customers PO number used
to create the quote and/or the customer number.

If there are multiple quotes for the customer, a selection will
be displayed for the user to choose from.

Use buttons: Availability, Pricing, Sched. Lines and Config to
access detailed information on items within the quotation.

Save the changes. (Click on the yellow file folder icon, or Ctrl-S)

Message will be displayed confirming that the changes have
been saved.
If data is missing, system will display dialog box indicating document is
incomplete. This is a warning message. System will allow quotation to be
saved as is or will walk user through data screens required to complete
the quotation.
Exit Change Quotation processing. (Click on the yellow up-facing
arrow icon)

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16. Display Quotation
Overview

Trigger:

End-user wishes to display a quotation.

This document describes the procedure required to display an existing
quotation. This is a display function and is for informational
use, by system users, only.

Quotation Number

Screen display of an
existing quotation

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Procedural Steps
Quotation Display
On screen Display Quotation: Initial screen, enter the information in the
fields as specified in the table below:

Field
Name
Description R/O/
C
Quotatio
n
Number
Number of the
quotation to be
displayed.
R Enter quotation
number, if known.

PO
Number,
Sold-to
and
WBS
element
Additional fields used
for selection if
quotation number is
not readily known.
O Enter PO Number,
Sold-to or WBS
element.

Press Enter key Alternately,

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click on
green
check mark

( NOTE: On above table, in column R/O/C; R = Required, O =
Optional, C = Conditional )

If the quotation number is not known, the customer number or
the relevant customers purchase order number may be entered.

If there are multiple quotes for the customer, a selection
will be displayed. Choose the one to be displayed.
On screen Display Quotation 30000045: Overview:

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Field
Name
Description R/O/
C
Quotatio
n
Number of quotation
to be changed
Display Only.
Net
Value
Net Value of
quotation. Will
appear in gray and
remained unchanged.
Display Only.
Sold-to Customer number Display Only.
will be shipped to.
Display Only.
PO
Number
Customer supplied
PO number
Display Only.
Valid
From
Date on which
quotation become
effective
Display Only.
Valid To Date on which
quotation becomes
null and void.
Display Only.

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Material
(s)
Material Number of
the product the
customer is
requesting a
quotation for.
Display Only.
Order
Quantity
Amount of material
the customer has
Requested the quote
for.
Display Only.
Req.
Delivery
Date
Date customer
requires delivery
Display Only.
Sales
(Tab)
General Sales
information can be
changed here.
Display Only.
Item
Overvie
w (Tab)
Use this area to
delete/add items to
the quotation. Some
individual item
changes can be made
Tab is better for
individual item
changes.

Item
Details
(Tab)
Individual item
changes are made
here.
Display Only.
Reason
for
Rejectio
n (Tab)
If quotation is
rejected, the
are entered here.
Display Only.

Quotation details are displayed.
No changes are allowed in display screens.

NOTE: To display quote information use tabs to navigate to the
following areas: Sales, Item Overview, Item Details, Ordering Party,

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Procurement, Shipping and Reason for Rejection. To display additional
data, use click on appropriate buttons displayed at bottom of screen:
Display Availability, Pricing, Schedule Lines For Items, Item Conditions
and Item Details: Configuration.

Exit Display Quotation processing. (Click on yellow up-facing arrow icon)

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17. Display List of Quotations
Overview

Trigger:

Customer Service Rep. or Order Entry person wishes to investigate
existing Quotations for a sold-to. Prompted by either the customer or
business requirements.

This document describes the process for displaying the list of Quotation
documents.

Sold to party
Valid From Date
Valid To Date
Document Date From
Document Date To
Selection Criteria Radio buttons , select Open Quotations or All
Quotations
Organizational Data
Sales Organization
Division

Listing of existing
Quotations

Tips and Tricks

Make sure to enter the correct Organizational Data for the quotation list
you wish to see.

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To get Totals and Subtotals, click on a currency or quantity field, and
then click on either the total or subtotal button.

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Procedural Steps

Information System Environment
Document Information Quotations List


On screen List of Quotations, enter information in the fields as specified
in the table below:

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Field
Name
Description R/O/
C
nts
Sold to
party
Number of the
customer for whom
the listing is created
R
material for the
quotation
O
Valid
From
Date
Date inquires are in
effect
R
Valid To
Date
Date inquires cease
to be in effect
R
Docume
nt Date
From
Beginning date range
for which document
was created
O
Docume
nt Date
To
Ending date range for
which document was
created
O
Selectio
n
Criteria
Radio button to select
All or Open
Quotations
R
Organiz
ation-
al data
(Radio
button)
Sales
Organiz
ation
Organizational unit
responsible for the
sale of certain
products/services
O
Distribut
ion
Channel
Means of distributing
goods
O
Division Product Level O
Sales Physical location with O

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Office responsibility for sale
of certain
products/services
Sales
Group
responsible for
processing sales of
certain
products/services
O
Press the ENTER Key
twice.


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18. Create Contract

Overview:

Trigger:
Customer requests commitment to a certain quantity of materials and/or
delivery schedule over a period of time.

This document describes the process required to create a contract for a
customer. A contract is used to determine material, their quantities, prices
and payment terms that are valid for a given sold-to customer during a
specified time period. The customer can then pre-schedule deliveries or
place sales orders with reference to the contract.

Note: This BPP is written using the Create Quantity Contract as an
example. System provides for Master, Quantity, Value and Rental
contracts. Screen views and descriptions may vary between contracts.

Contract Type
Contracts are created with the contract type
CQ.
Sales organization
Enter the sales organization responsible for
the products and services being
ordered.
Distribution channel
The channel through which the materials are reached
to the customer.
Division
The division that the products and/or service
belong to.
Sold to Party
The customer that is placing the order.
Valid From
The date the validity period for the contract
begins.
Valid To
The date the validity period for the contract
ends.
Material
Alphanumeric key identifying the material.

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Target Quantity
The target quantity for an item in the Contract

Creation of a valid contract
document
Refer to Business Process Procedure Display a
Contract, to verify this result.

Procedural Steps
Via Menus Logistics Sales/distribution Sales
Contract Create
1.2. On screen Create Contract: Initial Screen, enter the below
information:

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Field
Name
Description R/O
/C
ts
Contract
Type
User may choose
Master, Quantity,
Rental contract
R For Quantity contract
select NMS Quantity
Contract.

Sales
Org
Sales Organization R Enter Sales Organization.
Distribut
ion
Channel
O
Division O
Sales
Office
O
Sales
Group
O

C = Conditional)

If creating contract with reference to a quote, order, another contract or
billing document, after entering in contract type and organizational
data select the reference button at top of screen.)
On screen Create Quantity Contract: Overview, enter the below
information:

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Create Contract Product

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Create Contract Services

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Field
Name
Description R/O/
C
Quantity
Contract
Uniquely identifies
sales document
O Enter master contract
number or leave
blank.

Net
Value
Net Value of
quotation. Will
appear in gray and
remained unchanged.
O When user changes
items within the
quotation the reflected
change is made in net
value.

Sold-to Customer number R Quotation is made to a
particular customer
and will carry through
from the initial screen.

will be shipped to.
R Carried over from
initial selection screen.

PO
Number
Customer supplied
PO number
O
PO Date Customer supplied
PO date
O

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Sales
(Tab)
General Sales
information can be
entered here. Use
this area to enter
start and end dates
on the contract.
R Click on this tab to
change information
incoterms and

Item
Overvie
w (Tab)
Individual item
changes are made
here. Use this area
to delete/add items
to the quotation.
R Click on this tab to
change information
particular to the items
on the sales quotation.

Ordering
Party
(Tab)
Ordering Party
information is
entered here.
change information
such as customer
internal material
number.

Procure
ment
(Tab)
Procurement
(materials) changes
are made here.
change information
relevant to
procurement such as
load dates, etc.

Shipping
(Tab)
Shipping details are
entered here.
change shipping
information such
complete deliveries
and delivery blocks.

Reason
for
Rejectio
n (Tab)
If quotation is
rejected the rejection
and reason is entered
here.
change reason for
incoterms and
This
closes
the
quotation
and
further
document
s are
unable to
be created
with
reference

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to this
document.

Dialog Box
System will display the material descriptions and validate your
entries.
Error messages will be displayed in the message line at the
bottom of the screen

Save the contract. (Click on Save icon, or Ctrl + S)
If data is missing, system will display dialog box indicating document is
incomplete and
allow the document to be saved or will walk user thru data screen(s)
required to complete
contract.
Exit Contract processing. (Click on yellow up-facing arrow icon, or Shift-
F3)

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19. Change Contract
Overview

Trigger:

This document describes the procedure required to change an existing
contract.
Examples of changes to a contract are: increasing the value of the contract,
changing validity dates of the contract, or reducing the
quantity of the contract.

One can also delete a contract within this transaction. Deleting a contract
makes it invalid and unavailable for sales analysis reporting.

Contract Number
Enter contract number for customer or use
matchcodes to find the number.

Changing a contract Refer to Business Process Procedure, Display a
Contract, to verify the change has been made
to the contract.
Deletion of a contract Refer to Business Process Procedure, Display a
Contract, to verify this result.
Message should be displayed stating the
contract does not exist.

Tips and Tricks

Use matchcodes to find contract numbers when contract numbers are not
known.

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Procedural Steps

Contract Change
On screen Change Contract, enter the below information:

Field Description R/O/ User Action and Values Comments

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Name C
Contract
Number
Contract number to
be changed/deleted
R Enter the contract
number or use
contract number.

Custome
rs PO
Number
Number of
Customers PO.
O Enter PO number Used only
to narrow
search
further.
WBS
Element
Work Breakdown
Structure Element.
O Enter WBS number Used only
to narrow
search
further.
click on the
green
check
mark.

(Note: On above table, in column R/O/C; R = Required, O = Optional, and
C = Conditional)

On screen Change Contract: Overview, enter changes in the contract as
desired.

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Revising the Quantity to 150 Kg and Validity date of the Contract

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After changes have been made, Save the Sales Order. (Click on disk
icon, or F11).
On screen Change Contract: Overview, enter the below information to
Delete the contract:

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Select menu path:

Sales document Delete
System will display dialog box asking user to confirm deletion of document.

Click on Yes, a message will be displayed stating contract has been
deleted.

Exit Delete Contract processing. (Click on yellow up-facing arrow icon, or
Shift-F3)

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20. Display Contract
Overview

Trigger:

This document describes the procedure required to display an existing
contract.

Contract Number
Enter contract number for customer or use
matchcodes to find the number.

Screen display of existing
contract.
Used to verify correct contract creation or
display existing terms of contract.

Tips and Tricks

When contract number is entered and user presses enter to advance to the
next screen, system may display warning message, consider subsequent
documents. To view these documents, press document flow button at top
of the Display Contract XXXXX: Overview Screen.

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Procedural Steps

Contract Display
On screen Display Contract: Initial Screen, enter the below information:

Field
Name
Description R/O/
C
Contract
Number
Number of contract
to be changed.
R
Purchas
e Order
Number
Number of
Customers PO.
O Enter PO number Used only
to narrow
search
further.

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WBS
Element
Work Breakdown
Structure Element.
O Enter WBS number Used only
to narrow
search
further.
click on the
green
check
mark.

(Note: On above table, in column R/O/C; R = Required, O = Optional, and
C = Conditional)

On screen Display Contract e.g. 40000030: Overview contract is displayed.

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Move between various tabs to view contract specifics.
Tabs at top of screen are listed as: Sales, Item Overview, Item
Detail, Ordering Party, Procurement, Shipping and Reason for
Rejection.
Exit Display Contract e.g. 40000030: Overview. (Click on yellow up-
facing arrow icon, or Shift-F3)

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21. Display List of Contracts
Overview

Trigger:

Customer Service Rep. or Order Entry person wishes to review existing
contracts for a sold-to party. Prompted by either the customer or business
requirements.

This document describes the process for displaying the list of Contracts
documents.

Sold-to party
The customer who placed the order.
Material Alphanumeric key identifying the material.
Purchase Order Number that the customer uses to uniquely
identify a purchasing document

Valid from The date the validity period for the contract
began
Valid to The date the validity period for the contract ends
Open contracts Indicates whether you want the system to list
only the documents that remain open

All contracts Indicates whether you want the system to list
all documents, regardless of whether they have
been completely processed or whether they still
remain open for processing.

Listing of existing
contracts

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Tips and Tricks

Make sure to enter the correct Organizational Data for the contract list you
wish to see.
To get Totals and Subtotals, click on a currency or quantity field, and then
click on either the total or subtotal button.

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Procedural Steps

Information System Contracts List of
Contracts


On screen List of Contracts, enter information in the fields as specified in the
table below:

Field
Name
Description R/O/
C
nts
Sold-to
party
The customer who
placed the order.
R
Material Alphanumeric key O

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identifying the
material.
Purchas
e Order
Number that the
customer uses to
uniquely identify a
purchasing document

O
Valid
from
The date the validity
period for the
contract began
O
Valid to The date the validity
period for the
contract ends
R
Open
contract
s
Indicates whether
you want the system
to list only the
documents that
remain open

O
All
contract
s
Indicates whether
you want the system
to list all documents,
regardless of whether
they have been
completely processed
or whether they still
remain open for
processing.

O
Press the ENTER .

On screen List of Contracts, a list of contracts are display below:

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Perform one of the following:

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If you need to make changes to a contract, double click on the desired
Contract. It will take you to the Change ##### Contract ######:
Overview screen. Refer to Change Contract BPP.
Exit the List of Contracts. (Click on yellow up-facing arrow icon, or Shift F-3)

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22. Create Invoice
Overview

Trigger:
The requirement to invoice the customer after the order has been delivered
and post goods issued.

Create an individual billing document after the order has been delivered and
post goods issued.
Typically the delivery document is the reference document. A sales
document may be the reference document for items
which are not relevant for delivery (for example service items not relevant
for delivery or credit memo requests).

Document Enter the delivery document for creating the
billing document.
In some instances the sales document may be
relevant for billing (see above).

Creation of a billing
document
After Saving the billing document, the billing
number is generated into the system for
Services this number has to released to
accounting, For this we have to go to Change
Billing Document Screen (T- Code VF02) and
Click on the Flag Symbol. This will result to
generation of accounting document for that
billing number.

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Tips and Tricks

Normally invoices are created using the billing due list (transaction vf04 see
corresponding BPP), which is used to create invoices in bulk which are due for
billing.

This transaction is used to create an individual invoice.

The pull down menu Settings -> Default Data is used to change the default
billing type.

Standard SAP settings

ZF2S invoice referencing delivery note
ZF2P invoice referencing delivery note
F1 invoice referencing order
F5 pro forma for order
F8 pro forma for delivery
IV intercompany invoice
ZG2 credit memo
ZL2 debit memo

If a message is generated when saving the invoice indicating to review
messages in the log, use the Edit -> Log menu path
to review informational messages.

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Procedural Steps

Via Menus Logistics Sales and distribution Billing
Billing document Create
Via Transaction Code VF01

On screen Create Billing Document, enter the information in the specified
fields in the table below:

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Field
Name
Description R/O/
C
ents
Docume
nt
Enter the delivery
document for
creating the billing
document and
execute.
R Delivery document (in
some
cases
the
docume
nt
relevant
for
billing
may be
a sales
docume
nt
instead

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of a
delivery
)

(Note: On above table, in column R/O/C ; R = Required, O = Optional, C =
Conditional)
The screen Invoice (F2) Create: Overview of Billing Items will appear.

Save the Invoice. (Click on the yellow save icon, or Ctrl + S)
Message Document xxxxxxx has been saved will appear.
Exit Create Billing Document processing. (Click on the yellow up-facing arrow
icon, of Shift-F3

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23. Change Invoice
Overview:

Trigger:

After a billing document is created, changes are required to the text fields,
output type and/or pricing.

This document describes the procedure for making changes to a billing
document.
The changes allowed to billing documents are very limited. For documents
that have not been sent to accounting, changes can be made to text fields,
output type and new pricing can be carried out. For documents that have
been sent to accounting, changes can be made to text fields and output
type.
If additional changes are required, the document must be canceled and a
new document created.

Billing document number

Update to text fields,
change of output or new
pricing of an existing
billing document
Refer to Business Process Procedure Display
Billing Document, to verify this result.

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Procedural Steps

Via Menus Logistics Sales/distribution Billing
Billing document Change
On screen Change Billing document, enter the information in the fields as

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Field
Name
Description R/O/
C
Docume
nt
Number of the billing
document to be
changed
R Enter Document
number
Press
Enter key
C =Conditional)

On screen Invoice (Billing Document Number) (F2) Change: Overview of
Billing Items the basic information of the document is displayed.

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Double Click as in above screens Line Item it will open the below
screen and changes can be made to Partner, Pricing and Texts from
Header

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Enter changes as required.

No changes can be made on this screen, click on the Partner,
Pricing and Texts from Header. You may branch to the
appropriate screens to allow changes to be made. Changes
can be made to Partner and Pricing information if the
document has not been sent to Accounting. Otherwise, only
the text can be changed. Output and Foreign Trade data can
also be accessed from the Header. Details can be accessed by
selecting a line item clicking on the Details icon or by selecting
Details from the Item menu option.

Click on yellow diskette (Ctrl + S) icon

System returns to the initial change screen and displays
message confirming changes made to document.

Click on yellow up facing arrow (Shift + F3)

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System exits change processing screens.

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24. Display Invoice
Overview:

Trigger:

This is a display function, and as such there is no trigger.

This document describes the procedure to display a billing document.

Billing document number

Display text fields, output
or new pricing of an
existing billing document

Procedural Steps

Via Menus Logistics Sales/distribution Billing
Billing document Display
On screen Display Billing document, enter the information in the fields as

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Field
Name
Description R/O/
C
Documen
t
Number of the billing
document to be
changed
R Enter Document
number
Press
Enter key

C =Conditional)
On screen Invoice (Billing Document Number) (F2) Display: Overview of
Billing Items the basic information of the document is displayed.

You can view Header or Item details by going to the menu under Goto.

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Click on yellow arrow (Shift + F3) to exit.

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25. Display List of Invoice Documents
Overview

Trigger:
A desire to view billing documents (all or open only) by payer or by material.

To research Billing documents for a payer partner or a material, this
functionality allows the user to view all or open billing docs. Also, once a list
of billing documents is displayed, the user may review a billing document by
double clicking on it.

Payer Either a payer and/or a material must be
entered.
Material
Open Billing Docs Select either open billing documents OR all billing
documents pushbutton.
All Billing Docs

List of all billing documents
satisfying the selection
criteria.
The billing document may be reviewed in detail
by double clicking on the document number.
Once in the billing document, Document Flow
may be used to research the events.
(Pulldown menu Environment ->
DocumentFlow)

Tips and Tricks

Make sure the Organizational data is correct when running this report.

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Pulldown Settings -> OrganizationalData on the first screen should be used to
verify that the sales organization is correct.
You can narrow your list by using the Billing docs from to fields.

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Procedural Steps

Via Menus Logistics Sales and
Distribution Billing Information
Systems Billing Documents List Billing
Documents

On screen List of Billing Documents, enter information in the fields as

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Field
Name
Description R/O/
C
ents
Payer The number that
uniquely identifies
the partner.

C A payer and/or a
material is required

uniquely
identifying the
material.

C A payer and/or a
material is required

Billing
Docs
From
O
Billing
Docs To
O
Open
Billing
Docs
C Select either open billing
docs OR
All billing docs
pushbutton.

All
Billing
Docs
C Select either open billing
docs OR
All billing docs pushbutton.

Press Enter key or click
the Green Checkmark

Optional Screens
Display Variants (Ctrl+Shift+F8) represent various options in the
way the output list of billing documents is displayed.

Further Selection Criteria (Shift+F8) may be used to add more
fields to the normal selection criteria. Up to 3 additional fields
may be added.

Organization Data (Ctrl+F9) is used to specify the Sales
Organization for the payer.

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Partner Function (Ctrl+F10) is used to specify a different
partner to search by.
Additional partner functions must first be set up in customizing.

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26. Release Invoice Documents for Accounting
Overview

Trigger:

Billing documents are created but have not been passed to accounting due to
a block of some kind.

This document describes the process for releasing a list of blocked billing
documents.

Sales organization Required
Incomplete due to At least one of these fields must be selected to
produce a list of blocked billing documents.

Output Results Comments
List of blocked billing
documents

Tips and Tricks

To speed up searches, create variants for frequent combinations (ex. By
Payer, by billing type, etc.)

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Procedural Steps

Via Menus Logistics -> Sales and distribution -> Billing ->
Billing document -> Blocked billing
docs

Via Transaction Code VFX3

On screen Release Billing Documents for Accounting", enter information in

Field
Name
Description R/O/
C
ents
Payer Number of the payer 0

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Sales
Organiz
ation
Organizational unit
responsible for the
sales of specific
products or services
R
Created
by
User who created the
billing document
0
Created
on
Date billing document was
created
0
SD
docume
nt
Number of billing
document
0
Billing
type
Identifier for the
types of billing
documents that
require different
processing by the
system
0

Billing
category
Identifier for the
reference document
used to create the
billing document
0
With
safety
check
Flag that determines
if the system should
prompt the user
when releasing more
than one billing
document
0
Release
billing
docume
nts
release the billing
document to
accounting
automatically
0 System
may
require
user
interven
tion
before it
can
release
a
docume

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nt to
accounti
ng
Account
block
select billing
documents that have
not passed to
accounting because
of a posting block
0 One of
the
followin
g fields
must be
selected
.
Error in
accounti
ng
interface
select billing
documents that have
not passed to
accounting because
of an error in the
accounting
interface
0
Pricing
error
select billing
documents that have
not passed to
accounting because
of a pricing problem
0
Foreign
trade
data
select billing
documents that have
not passed to
accounting because
of missing foreign
trade data
0
Error in
authoriz
ation
select billing
documents that have
0

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not passed to
accounting because
of an authorization
error in processing at
some level
Click on green check
mark with clock icon, or
F8

Conditional)

To process the list of blocked billing documents, use the following
buttons:

Edit billing block: Displays selected billing document(s). Allows for
changes to
billing document(s).

Release billing docs: Releases selected billing document(s) to
accounting.

If the document is in error, a dialog box is displayed stating an error has
occurred during document processing and directs user to view the error log.
The error log is accessed by the menu path at top of screen: Edit Log.

Exit processing of blocked billing documents. (Click on yellow up-
facing arrow icon or Shift-F3)

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27. Create Outbound Delivery
Overview
Trigger:

Items are due for delivery.

Create an individual outbound delivery for Sales Order such as Standard
Order; Free Delivery; Consignment Fill-up, etc.

Shipping Point Enter shipping point
Selection Date Enter the material availability date for the
confirmed schedule line of an item.
Order Enter sales order number
From/To Item Leave blank to create a delivery for all items in
the order that are due for delivery.
To create a delivery for one item enter the item
number in both the from and to fields.
Delivery Type Leave blank to use system assigned delivery
type (based on order type). In case you want a
different delivery type you can enter it here.

Deliveries are created.
Notes are generated for
items that cannot be
delivered.
A delivery log is produced when processing the
delivery due list. The log includes a list of
deliveries created and notes for items where a
delivery cannot be created. Note the log number
in the header area of the screen so that the list
of deliveries and notes can be reviewed at a
later time.

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Tips and Tricks

Creating a delivery using this method should be done on an exception basis
only. Process the delivery due list for standard delivery creation.

Example: Assume that complete delivery is required for an order with
multiple items and that one of the items is not available. When processing the
delivery due list, a delivery will not be created and a note about the situation
will be logged. However, when executing VL01N for the same order, the
delivery will be created for the available items and a warning will be displayed
in the log about the complete delivery situation. Also note that log messages
or notes are only available while creating the delivery. They cannot be
displayed at a later time.

You can branch directly from sales order processing to delivery creation. Use
the following menu path:
Select Sales Document Deliver. This saves the order and brings you
directly to the create delivery: overview screen.

When the delivery cannot be created, often times the selection date is not
correct. Check the material availability date for the confirmed schedule lins of
an item in the order and change the selection date if necessary.

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Procedural Steps

Via Menus Logistics Sales/distribution Shipping and
Transportation Outbound Delivery Create
Single Document With Reference to Sales
Order
Via Transaction Code VL01N
On screen Out bound Delivery Create: Overview, enter the information in
the specified fields in the table below:

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Field
Name
Description R/O/
C
Shipping
point
4 char identifier of
the physical location
from which material
is to be shipped
R Enter ship point
number

Selectio
n date
Date material is
available for
shipment
Defaults to current
date
R Enter material
availability date for
items to be delivered

Order Number of sales
order this delivery
satisfies.
R Enter sales order
number

From
item
Material number of
the first item on the
sales order to be in
this delivery
O Enter the first item
number to be
delivered
Leave
blank if all
items in
the order
are to be
delivered.
If only one
item is to
be
delivered
enter the
same item
number in
both the
from and
to fields.
To item Material number of
the last item on the
sales order to be in
this delivery
O Enter the last item
number to be
delivered
Leave
blank if all
items after
the from
item are to
be
delivered.

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(Note: On above table, in column R/O/C; R = Required, O = Optional, C =
Conditional)

Create delivery
After entering selection criteria as noted above press enter or click on the
check mark icon. System returns the Outbound Delivery Create- Overview:
Quantities screen for the items that are relevant for delivery. Please check
the messages in the log when prompted. Note that these messages will
only be displayed once.
Save the delivery. (Click on the yellow file folder icon, or F11) Make a note
of the delivery number for later processing.

Exit Create Outbound Delivery processing. (Click on the yellow up-facing
arrow icon, of Shift-F3)

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28. Updation of Registers

OVERVIEW

Trigger:

Update the RG1 Register for a particular time period


RG1 register maintained at Manufacturing Plants for excisable finished
goods. The register shows goods movements from the factory to a store and
stores to customer, specifically for excisable finished goods. The R/3
System generates all the necessary entries in the register.
This report only creates register entries for goods movements that have not
already been entered. It does not create duplicate entries.

Using this activity, you can also update the goods issue into RG23A
Part I and RG23C Part I, Register by select the radio button option in
the Registers.

Input -
Required
Fields
Field Value / Comments
Company code
1000
Plant

Excisable Plant
Excise Group
Excise Group
As per the plant
Posting date
Period for which RG1 needs to be updated
Classification
IDH Removal from factory on payment of duty for Home
use\ RMA Receipt from manufacture

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RG1

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Updated RG1 Register Processing over for <number of records

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selected> records

Tips and Tricks : N/A

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Procedural Steps
Via Menus Country India User Menu Indirect Taxes
Registers Excise Tax Update RG23A/C
Issues and RG1
Via Transaction Code J1I5
1.2. On screen Update of RG 1 and RG 23 (Part 1, enter information
in the fields as specified in the below table:

Field
Name
Description R/O/
C
User Action and
Values
Comments
Compan
y Code
Company Code R

Plant Plant for which RG1
Register is being
maintained
R

Excise
Group
Excise Group for
which RG1 register is
being maintained
R

Posting
Date
Date of Material
document Posted
R

Classific
ation
Pre-defined
Classifications
R IIM
For updation of
goods receipts
from
Manufacturing
plant use RMA

For updation of
Goods issue, i.e.
Removal from
factory on
Receipts
RMA- Receipt
from
manufacture
ROP-Receipt
from outside
under any other
provision
Issues
IDH-Removal
from factory on

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payment of duty
for home use
IDH
payment of duty
for Home use
IDE-Removal on
payment of duty
for export under
no bond
IWE-Removal
without payment
of duty for
export under
bond
IWT-Removal
without payment
of duty for
transfers
IWO-Removal
without payment
of duty for other
purpose
RG23/
RG1
RG23 / RG1 updation
date
R Select the
appropriate
radio button to
update the RG1
Register. Please
select the
document entry
date radio
button
Date to be
considered by
the system for
updation of RG1
Register
Document Entry
date
Document
posting date
System date
Register
s
Register to update R Select the RG1
radio button to
update the RG1
Register,
By using this
Transaction you
can update the
following
Registers
RG23A Part1
RG23C Pat1

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RG1

Note: In column R/O/C of above table, R = Required, O = Optional, C
= Conditional

Please choose enter and ignore any messages.

Update the Receipts to RG1 Register and then update the issue to RG1
Registers. Follow the sequence of transactions.

You can update the RG1 Register by selecting material document header
values or Material document line item level details or both together.

Press to continue.

System will display the Update of Registers RG1 and RG23 (Part1) screen:
Displays all the line items to meet the selection criteria to update the RG1
Register.
Select the line items which needs to be updated to RG1 Register by selecting
the check box at the beginning of the each line item
Simulate the selection by using the Simulate function or use Shift+F10 to
simulate the selection
System will display the selection Green or Red Traffic lights. The line items
which can be updated will be displayed with Green Traffic Lights and the line
items which cannot be updated will be displayed with Red Traffic Lights.

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After selecting the right documents select the line item and use the Create
button to update the RG1 Register or use CTRL+Shit+F11 to make register
entry.
Result
Processing over for <number of records selected> records.

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29. Create Excise Invoice

Overview
Trigger:

Creation of Excise Invoice

Create an excise Invoice with reference to the Commercial Invoice

Billing document
Posting Date

Excise Invoice is created.


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Procedural Steps

Via Menus
Via Transaction Code J1IIN
1.2. On screen Create Excise Invoice for Factory Sale: enter the
billing document number and the posting date.
The excise details will be captured from the billing document. Save the
document.

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30. Extract Excise Registers

Overview

Trigger:

This step need to be performed in order to create the RG1 details into the
respective tables .

Register Extraction

Excise group
Start date
End date

Select Check Box RG1

RG1 data has been
extracted


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Procedural Step

Via Menus
Country India User Menu Indirect Taxes
Registers Excise Tax Extract
Via Transaction Code
J2I5
1.2. On screen Excise Register Extraction, enter the following
information in the screen below:

Field
Name
Description R/O/
C
Excise
Group
Excise group for
which RG1 Register
being generated
R

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State
Date
Starting date of
Extraction
R Starting date of data
to be extracted for
RG1 registers

End Date Ending date of
Extraction
R Ending date of data to
be extracted for RG1
registers

Selection
Registers
Mass extraction of
data to all registers
R Select the radio button
Select Any Register
option
User can
generate
all the
registers
together or
individual
register
wise
Select
individual
Registers
Selection of
individual register
R Activate the RG1
Check box to extract
the RG1 Register

Display
Last
Extracted
dates
Displays the
previously upto
what date the
register has been
extracted for
information
O

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Note: On above table, in column R/O/C; R = Required, O =
Optional, C =Conditional)
Choose on execute icon or Choose F8 or Program Execute
If the RG1 Register is being generated for the Period First Time, system will
execute the report and display the pop-screen with Register name and Green
Tick mark, if it is successfully extracted, otherwise it will show the Red Cross.
Result
RG1 data has been extracted
Using this activity, you can also extract the following Excise Registers in
addition to RG1.
RG23A Part I
RG23A Part II
RG23C Part I
RG23C Part II
PLA
RG23D

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In the Registers select option, if you select All registers, the system will create
an extract for all registers. If you only want to create an extract for specific
registers, select Select any register and then the registers that you want to
extract.

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31. Print Excise Registers

Overview

Trigger:

The objective of this process is to print the RG1 Register or to display on the
screen.

Printing of RG1 register

The data must be extracted to the RG1 Register for the period to which RG1
Register need to be printed.

Selection of RG1 Register
radio button

Output values
RG1 Register ready to
print or you can see on the
screen.

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Procedural Steps

Via Menus Country India User Menu Indirect Taxes
Registers Excise Tax Print Utility program
Via Transaction Code J2I6

1.2. On the Print Excise Registers screen, select the RG1 Radio button to
print the RG1 Register.

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Choose on Execute icon or Choose F8 or Program --> Execute
On the Print RG1 Register screen, make the following entries:

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Field
Name
Description R/O/
C
ents
Excise
Group
Excise group for
which RG1 Register is
being generated
R Enter
the
Excise
Group
Start
Date
Starting date of the
period for which
currently RG1Register
is being generated
R For example
01.03.2005
Starting
Date
End
Date
Ending date of the
period for which
currently RG1Register
is being generated
R For example:
31.03.2005
Ending
Date

Conditional)

Choose on Execute icon or Choose F8 or Program Execute
System will prompt you to save the file on your system. Save it on a
convenient location.

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On Saving the System will display the following message at the
bottom of the screen:

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Open the File and Copy the contents and paste it to the Excise Register
Macro. Enable Macros and View them.

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MACROAPART2.xls

Result
RG1 Register ready to print or you can see on the screen.

Using this activity, you can also view or print the following Excise Registers in
addition to RG1
RG23A Part I
RG23A Part II
RG23C Part I
RG23C Part II
PLA
RG23D
You have to print or see the registers one after another.

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