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SAP - SALES AND

DISTRIBUTION COURSE

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TABLE OF CONTENTS

CREATING SALES RELEVANT ORGN UNITS


STEP 1: Creating Sales Organization
STEP 2 : Creating Distribution Channel
STEP 3: Creating Division
STEP 4: Creating Sales Offices
STEP 5: Creating Sales Group
ASSIGNING ORGN UNITS
STEP 6: Assigning Sales Organization with Company code
STEP 7: Assigning Distribution Channel to Sales Orgn
STEP 8: Assigning Division to Sales Orgn
STEP 9: Creating a Sales Area
STEP 10: Assigning Sales Office and Sales Group
CREATING MASTER DATA
Introduction to Master data
STEP 10: Preparing the system for Master Data Creation
- Creating Common Distribution Channel
- Creating Common Division
Customer Master Data - Introduction
STEP 11: Creating Customer Master
Material Master Data - Introduction
STEP 12: Creating Material Master
STEP 13: Posting Stocks for Material
STEP 14: Stock Overview
Condition Master Data - Introduction
STEP 15: Creating Condition Master
SALES ORDER CREATION
Definition and Prerequisites
STEP 16: Preparing the system Combining Organization Units
STEP 17: Assigning Sales Document to Sales Area
STEP 18: Sales Order Creation
UNDERSTANDING THE SALES ORDER
STEP 19: Viewing Header Details
STEP 20: Viewing Item Details
STEP 21: Viewing Schedule Lines

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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.

STEP 1: CREATING SALES ORGANIZATION

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.

Click on the Copy Icon

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

Target Sales Orgn(self


defined)

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

Click on Define Distribution Channel – New Entries

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

Create own Division by providing Division and name.

Save the inputs.

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STEP 4: CREATING SALES OFFICE

• Sales office: Geographical aspects of the organizational structures in business


development and sales are defined using sales offices. A sales office can be viewed as
an actual office or perhaps a territory or region. Sales offices are assigned to sales
areas. If you enter a sales order for a sales office within a particular sales area, the
sale s office must be permitted for that sales area. A sales office can be assigned to
more than one sales area.

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

STEP 6: ASSIGNING SALES ORGANISATION TO COMPANY CODE

A sales organization is assigned to exactly one company code.

Menu path: IMG → Enterprise Structure → Assignment → Sales and Distribution → Assign
Sales Organization to Company code

Assign the created Sales Organization to the Company Code.

STEP 7: ASSIGNING DISTRIBUTION CHANNEL TO SALES ORGN

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

STEP 9: CREATING SALES AREA:

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.

Creating 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.

STEP 10: ASSIGNING SALES OFFICE AND SALES GROUP:

Sales Offices are assigned to Sales Area

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

STEP 10: PREPARING THE SYSTEM

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.

Similarly Define Common Divisions:

Menu path:
IMG → Sales and Distribution → Master Data → Define Common Division

Create common Divisions assignment and save entries.

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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.

Creating Customer master:

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)

Select standard account group ‘Sold-to party R/3 → CRM ’


Enter your company code for eg ZZ01
Enter the defined Sales area Eg Sales Orgn – ZZ01 Distributin Channel – Z6 & Divinsin Z7

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 .

Then click on . The data stored will be specific to a Company Code.

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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

Customer Pricing Procedure


(CuPP): This is a key element
for Pricing. Please enter a input
in this field.

Sales Tab: Enter your Sales Office. Save your entries.

Click on tab ‘Shipping’

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.

Enter and save the customer .

The created customer no will be displayed at the bottom of the screen

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MATERIAL MASTER

INTRODUCTION TO 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

Click enter or press

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.

A list of tab pages can


be looked upon by
clicking this icon

Entering basic data for Material creation:

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Basic Data1: Enter Material Description, Base Unit of Measure, Gross weight and Net weight of
the material..

Goto Tab Sales : Sales Org1


This tab ensures that all sales relevant informations for a material are stored.It is important to
enter if the material is taxable.

Tax classification of material defines


if the material is Taxable or not.
Please use ‘0’ – No tax for standard
creation of 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.

Goto Sales: General/Plant

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)

On the MRP1 tab:


MRP tab entries will be used to determine the method system uses to work on materials
requirement planning

Enter value ‘ND’ – No planning in MRP Type field.

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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.

Shelf life data under this


tab helps to work to
manage perishable
products and exclusive
settings can be made for
materials.

Click on Tab Plant data/stor2:

No data is necessary ‘to be entered’ at this tab.

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.

Click tab Accounting 1:

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.

Remember: Posting of stocks is an exercise made by MM consultants.

Step1 : T Code: MB1C

Required Data input for


posting of stocks are
Movement type (Standard
– 501); Plant & Storage
location

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 FOR MATERIAL:

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.

STEP 15: CREATING CONDITION MASTER

Menu Path:
Logistics → Sales and Distribution → Master Data → Conditions → Select using condition type
→ Create

T Code VK11

Condition Type against which a


record created has to be entered in this
field. Eg; PR00 – Price

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.

Enter and save.

SALES ORDER CREATION


Definition:
A Sales order is an agreement between company and customer for delivery of goods or services at certain
time and on agreed terms.

Eg: Standard sales order ‘OR’

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.

STEP 16: PREPARATION OF SYSTEM

Preparation settings for Sales order:


- To create a sales order in a specific sales area, it is important that the sales order document type (eg;OR)
is assigned with the sales area.
- Combining Sales Orgn / Distribution Channel & Division : If all sales document types are allowed for all
sales organizations,Dist.Channel & Division leave the field blank. Otherwise, enter the Organisation unit
which will be used as reference

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 Distribution Channel:


Similar to assignment of sales organization assign Distribution channel and Division as references.

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.

Enter and Save your entries.

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STEP 18: SALES ORDER CREATION

Menu Path:
Logistics → Sales and Distribution → Sales → Order → Create

Transaction Code: VA01

click on ‘Create’

Sales Area data is


mandatory for creating a
Sales order.

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.

Enter Material no and Order quantity and press enter or click

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System automatically determines Plant
and pricing from the system settings and
condition master.Item category also gets
determined.

The Plant and Pricing is determined automatically as seen above.

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.

** If records are not maintained Delivering plant can be entered manually.

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.

STEP 19: VIEWING HEADER DATA

In main menu follow Menu path: Goto → Header → Sales or click on icon
Check Header data on all the tabs.

Check Sales area data, Document currency and Pricing date


Next click on tab ‘Shipping’

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Check Shipping Condition and total Weight/Volume

Click on tab ‘Billing Document’

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.

Click on tab ‘Partners’

Check the Partners and details are correct.


Similarly other relevant tabs of Header data to be checked and changed if required.

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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

Item data screen will be displayed as under:

Order quantity entered in overview screen is displayed here.

Click on ‘Sales B’ tab


Product Hierarchy and sales relevant material data is copied from material master by system.

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Click on tab ‘Shipping’

Check Plant, Shipping point and Weight/Vol of item.

Click on tab ‘Billing Document’

Here Header data is copied on to items.

Click on tab ‘Conditions’


The Pricing data maintained as Condition records for the specific product will be displayed on this tab. The
Pricing procedure controls the way the prices are calculated.
Pricing conditions are determined here and some records can be entered manually if required. Check if
pricing amount is correct.

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Understanding Schedule Lines:

Click on tab ‘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

icon on the bottom of the page.

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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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