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DISTRIBUTION COURSE
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TABLE OF CONTENTS
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ORGANISATION SETUP
SALES ORGANIZATION
Sales Organization the Sales Organization is central organizational element that controls the
terms of sale to the customer.Defining the Sales Organisation is the foremost step in
customizing SD module in SAP.
Best advised business practice is to copy an existing sales orgn and create own sales orgn
Menu Path:
SAP IMG → Enterprise Structure → Definition → Sales and Distribution → Define,Copy
Delete, Check Sales Organisation
On Choose Activity screen, select Copy, Delete, Check Sales Organisation – Double Click on
it.
On the following screen please provide the From(Source) and To(Target) company code.
{ In practice please select sales orgn 3000 as source and give a target sales orgn as your own}
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Source Sales Orgn
Press enter or icon till the Sales organization gets created. Upon creating system issues a
confirmation.
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STEP 2: CREATING DISTRIBUTION CHANNEL
Menu path:
SAP IMG → Enterprise Structure → Definition → Sales and Distribution → Define,Copy
Delete, Check Distribution Channel
Create your own Distribution channel and save it by ‘Enter’ or & ‘Save’
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STEP 3 : CREATING DIVISION
Menu Path :
SAP IMG → Enterprise Structure → Definition → Logistics - General → Define, Copy Delete,
Check Division – Double Click
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STEP 4: CREATING SALES OFFICE
Menu path:
SAP IMG → Enterprise Structure → Definition → Sales and Distribution → Maintain Sales
Office
Save your entries. When you enter a new window for Address entry will pop up pls provide
address info and then save the entries.
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STEP 5: CREATING SALES GROUP:
Sales group:
Employees of a sales office can be assigned to sales groups defined for each division
or distribution channel. Sales groups are assigned to sales offices.
Menu path:
SAP IMG → Enterprise Structure → Definition → Sales and Distribution → Maintain Sales
Group
Save entries.
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ASSIGNMENT OF ORGANISATION UNITS
Menu path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Assign
Sales Organization to Company code
Menu path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Assign
Distribution Channel to Sales Organization – New entries
Creates assignment between your Distribution Chennel & Sales Organisation and save.
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STEP 8: ASSIGNING DIVISION TO SALES ORGANISATION
Menu path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Assign =
Division to Sales Organization – New Entries
A sales area is a combination of sales organization, distribution channel and division. Sales
documents, delivery documents, and billing documents are always assigned to a sales area.
Every sales process always takes in a specific sales area.
Menu Path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Setup
Sales area
Click on .
Create assignment between your Sales organization, Distribution Channel & Division
By selecting new entries.
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If the entry already exists the system will throw a message. If not, please save your
assignment.
Menu Path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Assign
sales office to sales area → New Entries
Enter Sales Area {Sales Organization, distribution Channel & Division} & your Sales Office info
and save entries.
Sales Groups are assigned to Sales Offices:
Menu Path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Assign
sales group to sales office → New Entries
Enter created Sales office and sales group info and assign it by saving your entries.
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CREATING MASTER DATA
It is essential to define common distribution channel and common division this step is done to
avoid redundancy of master data creation. By this definition the master data shared by several
distribution channels applies to conditions and customer and material master data.
Menu path:
IMG → Sales and Distribution → Master Data → Define Common Distribution Channel
Ensure to provide the Common Distribution channel. For eg. Provide your own distribution
channel in both places.
Menu path:
IMG → Sales and Distribution → Master Data → Define Common Division
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INTRODUCTION TO CUSTOMER MASTER
The customer master groups data into 3 different categories: General data, Sales area data,
and Company code data.
The general data is relevant for sales and distribution and for accounting. It is stored
centrally (client specific), in order to avoid data redundancy. It is valid for all organizational
units within a client.
The sales area data is relevant for sales and distribution. It is valid for the respective sales
area (sales organization, distribution channel, division).
The company code data is relevant for accounting. It is valid for the respective company
code.
Menu Path: SAP Easy Access → SAP Menu → Logistics → Sales and Distribution → Business
partner → Customer → Create → Complete
T Code → XD01
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Account Group:
An Account group controls the data that needs to be entered at the time of creation of a
master record. Account groups exist for the definition of a GL account, Vendor and Customer
master. It controls Number ranges and Fields that appears while creation of customer.
(Creation Account group will be discussed in detail later)
Click
Enter the general data specific to your customer. This data will be created at Client level. Data
will be shared by all company code under that client. Click enter or .
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Enter Reconciliation account (Standard 142000). Also Click on tab ‘Payment Transactions’ and
enter relevant details. After entering relevant details in every tab click .
Click .Sales area data is specific for a sales area created under the company
code.
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SALES AREA DATA
Enter data relevant for shipping. Delivery Priority, Shipping Conditions & Delivering plant are
the fields which will be referenced at various levels of sales order processing. Please ensure input
for these fields.
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Click tab ‘Billing Documents’
Enter billing relevant details for the customer. Incoterms, Terms of payment and Tax condition
are the necessary data. Enter Tax condition as ‘0’.
Partner functions Tab : Creates all necessary partners associated with this customer.
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MATERIAL MASTER
• All the information to manage a material is stored in a data record in the material
master, sorted by various different criteria.
• Different departments in a company, work with the same material, but uses
different information on the material.
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STEP 12: CREATING MATERIAL MASTER
Menu Path: SAP Easy Access → SAP Menu → Logistics → Sales and Distribution → Master
Data → Material → Other material → Create
TCode: MM01
A view screen will pop up on this screen we need to select the tabs that are necessary for creation
of a material. Select the views by clicking on it and after selection Click enter.
Please Note to create a standard material the following tabs are to be selected,
Basic Data 1 , Basic Data 2, Classification, Sales: Sales Org. Data 1, Sales Sales Org. Data 2,
Sales General/Plant Data, MRP 1, General Plant Data / Storage 1, General Plant Data / Storage 2,
Accounting 1 & Accounting 2.
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Click enter or press
A Material is created under Organisation levels Plant, Storage location, Sales Organisation &
Distribution Channel.
Provide input for Plant, Storage Location, Sales Organization & Distribution Channel and enter.
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Understanding material creation screen:
Different TAB pages
of Material master
creation can be seen
by clicking onto this
next tab icon.
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Basic Data1: Enter Material Description, Base Unit of Measure, Gross weight and Net weight of
the material..
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Click on Sales Org 2 Tab:Ensure that the entries for Item category gropu exists at this page. Item
category group is an important field to determine respective Item category for a sales order.
Important fields are: Availability check, Transporation group & Loading Group. Transportation
group is a key element in determining the Route & Loading Groups for determination of Shipping
point at Sales order processing stage.(This will be discussed in detail at later stages)
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Click on Tab ‘ Plant data / stor.1’
Inorder to create standard material no entry is necessary at this tab.Base Unit of Measure field
will get automatically filled up as we already have provided the input.
The Warehouse management and Quality management tabs stores data that are needs for these
departments of a business. A standard material can be created without entering this information.
Provide inputs for fields Valuation class(standard entry is 7920) & Standard price(any price).
Valuation class is an entry with which the inventory posting for a material at stock level are
controlled. Standard price defined under a material helps for valuation of stocks.
After entering all necessary information click and save . A confirmation message will
appear on the bottom.
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STEP 13: POSTING STOCKS FOR CREATED MATERIAL
It is important to have stocks for the created material in order to proceed with Sales order
processing. Without having stocks a sales order cannot be processed. This step explains the
posting of stock without purchase order.
Enter
Provide Material No and desired quantity on the respective fields. Enter and Save .
Confirmation of posting will appear on the bottom of the screen.
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STEP 14: STOCK OVERVIEW
One can view the total stock of a particular material by viewing the ‘Stock Overview Screen’
T Code: MMBE
Enter the Material No, Plant and Storage Location data & Execute .
Look into the values under Column ‘Unrestricted Use’. This confirms that the stocks are posted
and are available for further processing.
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CONDITION MASTER
Another important Master data for Sales order processing is the Condition Master. Condition
Master has data related to a condition for a specific customer or a Material. For eg, Pricing,
Surcharge, Freight & Taxes are examples of a Condition master.
We can define condition master data (condition records) to be dependent on various
data. For example, maintain a material price customer-specifically or define a discount to be
dependent on the customer and the material pricing group.
Pricing involves condition technique. (This will be explained in detail in later chapter). This
part of the course explains the basic steps involved to create a condition record (Condition
master) so to proceed with creation of sales order. Condition records are stored against a
specific condition type.
Menu Path:
Logistics → Sales and Distribution → Master Data → Conditions → Select using condition type
→ Create
T Code VK11
Enter on the Key combination screen pop up please select Material as we are creating a
record against a material.
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Enter Sales Orgn, Distribution Channel,
Material No and desired Price. All other
fields will get automatically assigned.
The Sales area is responsible for execution of sales order on the terms agreed. All Sales documents are
created under a sales area.
Prerequisite:
Following master data are required
1. Customer master data.
2. Material master data.
3. Pricing condition records.
Menu Path:
IMG → Sales and Distribution →Sales → Sales Documents → Sales Document Header → Assign Sales
Area to Sales Document Types → (on the new pop up menu) Combine Sales Organizations
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Combine Sales Organisations:
Assign a ref sales organization against your sales organization. Standard practice is to assign your own
Sales orgn as ref.sales org.
Combine Division:
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STEP 17: ASSIGN SALES ORDER TYPE TO SALES AREA
Menu: IMG → Sales and Distribution →Sales → Sales Documents → Sales Document Header → Assign
Sales Area to Sales Document Types → (on the new pop up menu) Assign Sales Order Types permitted for
Sales orgn.
On this page please select and assign your Sales Area to the Sales Document Type. Eg
Sales area (ZZ01/Z6/Z7) is assigned with ‘OR’- standard Sales Document Type.
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STEP 18: SALES ORDER CREATION
Menu Path:
Logistics → Sales and Distribution → Sales → Order → Create
click on ‘Create’
Here enter the Order Type, Your Sales Organization, Distribution Channel & Division.
Click Enter (or)
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Enter Sold-to party and PO number as customer reference and Press enter or click System determines
Ship to party automatically.
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System automatically determines Plant
and pricing from the system settings and
condition master.Item category also gets
determined.
Delivering plant is proposed in order if it is maintained in master data and the preference is as follows:
1. From Customer-Material info record if maintained there
2. From Customer master record of Ship-to party if maintained there.
3. From Sales view of Material master if maintained there.
Sold to party, Material & Quantity are the inputs that need to be provided for a sales order. Any other
details can be derived from the data already stored in various master data.
Now, Click to save the sales order.
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UNDERSTANDING THE SALES DOCUMENT:
Sales Document consist Header level data, Item level data & Schedule lines.
HEADER LEVEL: The data in the document header is valid for the entire document. e.g. Sold to party; PO
Number; Order date
ITEM LEVEL : Each item in the sales document contains its own data. e.g. Material, Quantity.
- Each sales document can have several items.
- Individual items can be controlled differently.e.g. Free of charge Items; Delivery Items
SCHEDULE LINE: Schedule lines contain delivery quantities and delivery dates.
- Specific to an Item in the order.
- Delivery item must have schedule line
- One item can have multiple schedule lines.
In main menu follow Menu path: Goto → Header → Sales or click on icon
Check Header data on all the tabs.
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Check Shipping Condition and total Weight/Volume
Check Incoterms, Terms of Payment terms – These data are copied from Customer master. Billing Block if
active will be visible over here.
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Click on tab ‘Conditions’
The header level conditions will be displayed on this tab.The Net price of the document will be displayed
against the ‘Net’ field.
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STEP 20: VIEWING ITEM DATA
In main menu follow Menu path: Goto → Overview Next to check on Item data select item and follow
Menu path:
Goto → Item → Sales A or click on icon
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Click on tab ‘Shipping’
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Understanding Schedule Lines:
Check if schedule lines have been created and quantity confirmed on dates required. To open schedule line
detail for a particular item Select the entire line item and double click it (or) click on Schedule line.
Every delivery required by the customer form as a single schedule line in sales order.
Detailed view of a schedule line can be seen by Double clicking on the item row or by clicking on
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Once the Schedule line details are open please verify the sales, shipping and Procurement details for the
specific Item.
Similarly data can be checked and maintained on other tabs like Text and Partners as required.
Next In main menu follow Menu path: Goto → Overview or icon – This will bring up the overview of the
sales order.
Next follow Menu path: Edit → Incompletion Log to check completeness of document
Complete the incomplete data if any.
Then press
Following message is displayed at bottom left corner of screen
Click to save.
Sales order creation is complete. The Sales order no will be displayed at the bottom of the screen.
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