SAP Training : SD03

SALES DOCUMENT MANAGEMENT

24/09/2007

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Types Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Introduction
After this training, you will be able to : Explain how sales links into the SD process, Describe the features of a sales document, Understand the way to work with sales documents, Be familiar with the main available functionalities through the sales document management.

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Basics of a Sales Transaction

Processes in Sales and Distribution

Every sales activity is recorded with a sales document. In sales, you can represent different business processes with specifically designed sales document types (inquiry, quotation, sales order).

Basics of a Sales Transaction

Where does Sales fit into the Sales and Distribution Process ?

The sales document you create are individual documents but they form part of a chain of interrelated documents. Through the sales activity, you determine all the necessary information for the next steps of the entire process, such as shipping and billing.

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Working with Sales Documents

Introduction In this part, we focus on : The presentation of the main sales documents, The structure of a sales document, The data location in a sales document, The different origins of data in a sales document, How to modify a sales document.

Note : All these features are common to all sales documents.

Working with Sales Documents

About Sales Documents
There are four groups of sales document : Pre-sales document : inquiries and quotations. Sales orders. Outline agreements : contracts and schedule agreements. Customer complaints and problems : free of charge deliveries, credit memo request. Inquiry : a customers request to a company that they provide a quotation or sales information without obligation. Quotation : presents the customer with a legally binding offer for delivering products within certain fixed conditions (price..). This offer is legally binding for the company within a certain period (not the customer). Sales order : a contractual agreement between a sales organization and a sold-to party about delivering products for defined prices, quantities and times. Schedule agreement : outline agreement with the customer containing delivery quantities and dates. Contract : outline agreement with the customer that displays when materials are sold within a certain time period.

Working with Sales Documents

How Sales Documents are structured ?

The sales document consists of a document header and as many items as required. Each item with delivery requirements must contain at least one schedule line.

Working with Sales Documents

Data location in Sales Document
The header document contains general data and default values that are valid for the entire document : Sold-to-party, payer, ship-to-party, Currency, Pricing procedure Each item contains data about the goods and services ordered by the customer : Material number, Target quantity, Price, Terms of delivery and paiement Data for shipping and procurement is located at schedule line : Delivery date, Confirmed quantity

Data stored at item level is specific to the item. Depending on settings in Customizing, header data can be manually changed at item level data.

Working with Sales Documents

Entering Sales Document : Sources of information.

During data input for sales documents, the system specifies default values by analyzing different sources of information : master data, Customizing, existing documents. These values can be manually changed in the sales document : each manual modification is only efficient in the sales document.

Working with Sales Documents

Entering Sales Document : Sales Area Determination.
When you create a sales order, you do not need to specify a sales area : the system can automatically derive it from the sold-to-party. If there is a master data for the sold-to-party in several sales areas, a selection screen appears where you van choose the sales area you require. If you manually specify a sales area, the system will check the existence of a master data for the sold-to-party in your sales area. You can also create the master data record for a new sold-to-party from within the document creation transaction.

Each sales document is assigned to a unique sales area. The sold-to-party is a mandatory sales document data.

Working with Sales Documents

Entering Sales Document : Proposing Data from Master Data.

Because the system will frequently access to these data, it is advisable to store as much data as possible in master data records. In fact, this will save your time during order entry and help you to avoid incorrect entries.

Working with Sales Documents

Entering Sales Document : Business Partners from Customer Master.
The essential business partners in a sales transaction are : The sold-to party, The ship-to party, The payer, The bill-to party. These business partners play various roles (called partner function) in the business process. If you enter the sold-to party, the system determines the other partners from the sold-to party. You can specify a ship-to party instead of the sold-to party : the system then determines the sold-to party from the ship-to party.

If the sold-to party cannot be determined, the system issues an error message.

Working with Sales Documents

Entering Sales Document : Proposing Data from Customer Master.

The business data is taken from the master data records for the different corresponding business partners.

Working with Sales Documents

Entering Sales Document : Business Data.

You can define business data (payment condition, incoterms) at the document header or for each item. You can decide in Customizing for each item category whether the business data at item level can differ to these at header level.

Working with Sales Documents

Entering Sales Document : Proposing Plant automatically.
1

3 4 When you enter an item to be delivered, the system attempt to determine a delivering plant from the master data considering a precise sequence. You can manually change this plant. If the system is unable to specify a valid plant, no shipping point will be determined and so no delivery will be created.

Working with Sales Documents

Changing Sales Document : different Options.
Different options are available for changing document data : Fast changes in document, Changing several documents, Blocking documents, Rejecting documents. Fast changes in document : allows you to change several or all items in a sales document at the same time. Changing several documents : using the document list you can change sevral documents at the same time. Blocking documents : you can block specific documents for subsequent process steps (shipping or billing). Rejecting documents : you can reject items in a document. This blocks them from being copied to subsequent document.

Working with Sales Documents

Changing Sales Document : Focus on Blocks.

In sales documents, you can block transaction for shipping or for billing at every level. In Customizing, you define each block and configure its detailed effects on the subsequent process steps.

Working with Sales Documents

Changing Sales Document : Focus on Rejections.

In sales documents, you can enter a reason for rejection for one or several items. You can create a suitable copying requirement in copying control to prevent these items to be copied into subsequent documents. These reasons for rejection can be audited by the marketing departement to improve their sales strategies.

Working with Sales Documents

Changing Sales Document : Focus on Sold-to Party.
It is impossible to change the sold-to party if there are : Status-relevant preceeding documents, Subsequent documents. When the sold-to party is changed, a variety of data is redetermined : Customer master, Customer-material info record, Texts, Prices, Ouput, Plant and shipping point.

A sold-to party is always required in a sales document.

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Sales Document Type

Introduction The system provides you three types of data for controlling sales documents. Data is defined on three different levels :
According to sales document type, According to item category, According to schedule line category.

In this part, we focus on : The different elements that control the sales document type, The different sales document types used in SAP, The functions of the sales document type, The main Customizing settings for the sales document type.

Sales Document Type

What for ? In sales, there are different business activities which have their own features that affect the entire sales process. Sales document type is the solution provided by the system to represent these different sales activities. They are specifically designed to meet your business requirements and allow you to distinguish, for example, a simple customers request from a contractual agreement.

The sales document type is the available object for controlling sales documents at header level.

Sales Document Type

Controlling Business Processes in Sales

Sales process are controled by Customizing. This one can be done at header, item or schedule line level. You need to configure the system to forward data from the sales document to subsequent documents using copying controls.

Sales Document Type

Basic Functions in Sales Document
The sales document is not completly configured until you have processed all of the necessary sales functions (basic functions). These includes : Partner determination, Pricing, Output determination, Text determination, Material determination, Delivery scheduling, Incompleteness checks, Credit management After configuring documents types and basic functions procedures, you have to assign theses procedures to the sales document type. The procedure of a basic function is mainly linked to the document type. You can fine-tune these settings at each level in the sales document.

Sales Document Type

Customizing for the Sales Document Type

In Customizing for the sales document type, you configure settings that influence the sales process.

Sales Document Type

The main SAP Sales Document Types

The system delivers different document types which are already right configured to represent different business processes. Advice : To avoid difficulties, you should generate a new document type by copying an existing one with similar functions !

Sales Document Type

Assign Sales Document Types to Sales Areas You have to define which sales document types are valid in which :
Sales organization, Distribution channels, Divisions.

You can restrict the usage of sales document types at the sales area level (sales organization, distribution channel and division).

You can restrict the validity of your sales document types for certain sales areas. It provides you a simple solution to differentiate your main sales processes (ex : export sales vs domestic sales).

Sales Document Type

Customizing Information Sales document type definition : IMG : Sales and Distribution >> Sales >> Sales Documents >> Sales
Document Header >> Define Sales Document types

Assign sales document type to sales area : IMG : Sales and Distribution >> Sales >> Sales Documents >> Sales
Document Header >> Assign Sales Area to Sales Document Types >> Assign sales order types permitted for sales area

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Item Category
Introduction The system provides you three types of data for controlling sales documents. Data is defined on three different levels :
According to sales document type, According to item category, According to schedule line category.

In this part, we focus on : The important control parameters for item categories, The configuration of the system to assign automatically item categories in a sales document (item category determination), The control settings for Bills of Material in sales document.

Item Category
What for ? In a sales process, the same material can be concerned by different sales activities : we need to process the same product differently in a customers request and in a definitive sales order. The system uses the item category to process the same material in different ways in each sales document type. For example, using the item category, a material will be priced and not relevant for delivery in an inquiry while it will be free of charge and relevant for delivery in a sales order.

The item category is the available object for controlling sales document at item level.

Item Category
Examples of Item Category

Different item categories are delivered with the system to support different business processes.

Item Category
Item Category functions

Item category controls what the item does in the sales document and in any later processing for that business transaction.

Item Category
Item Category functions The essential characteristics of an item category decide :
Whether business data in the item can be different from the header data, Whether princing applies to the item, Whether and how an item is billed, Which incompleteness log is used to check the item data, Whether the item refers to an other item or is only used as a text,

You can define your own item categories. To do this, you should always copy existing item categories first, and then modify them to meet your requirements.

Item Category
Controlling the Items in a Sales Document

Each item in a sales document is controled by its own item category. This enables you to : use different item categories in different sales document, realize different business processes for each item in a sales document. You can configure the functions of the item categories according to your requirements.

Item Category
Assign Item Category to Sales Document Type

Item categories are assigned to sales document types. The main goal of this assignment is the automatic determination of item category when you create a sales document.

Item Category
Assign Item Category to Sales Document Type This assignment is influenced by :
The item category group from the material master record, The item usage indicator (Abap program which is in certain cases are set internally), The item category of a higher-level item (in the case of a sub-item).

These 3 parameters allow you to define your solution according to your requirements. Examples of sub-items :
Free goods, Bills of Material (BOM) components, Services,

Item Category
Bills Of Material (BOMs) in a Sales Document

When you want to sell certain products which consist of several components, you can use Bill Of Material (BOM) to stock this structure in a sales document.

Item Category
Bills Of Material (BOMs) in a Sales Document For sales, you have to create BOM material with BOM usage 5 (SD). In the sales document, you only need to enter the material number of the BOM to call all its components. The system expands the BOMs by automatically generating sub-items for components. This function is based on the item category determination.

The individual item categories control the function of the BOM in a sales document.

Item Category
Bills Of Material (BOMs) in a Sales Document

In Customizing fo item categories : you define and assign item categories for the main items and sub-items in the BOM, you control which items are relevant for pricing and how you want to implement requirements transfer.

Item Category
Customizing Information Item category definition : IMG : Sales and Distribution >> Sales >> Sales Documents >> Sales Document Item >> Define Item Categories Assign item category : IMG : Sales and Distribution >> Sales >> Sales Documents >> Sales Document Item >> Assign Item Categories

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Schedule Line Category

Introduction The system provides you three types of data for controlling sales documents. Data is defined on three different levels :
According to sales document type, According to item category, According to schedule line category.

In this part, we focus on : The important control parameters for schedule line categories, The configuration of the system to assign automatically schedule line categories to each sales document item.

Schedule Line Category

What for ? In sales, we sometimes need to answer to specific business questions like :
Do we transfer the customer requirement to the production ? Should an availibility check be carried out ? Do we have to manage stocks ?

The schedule line category allows you to process an item differenty according to the business case.

The item category is the available object for controlling sales document at schedule line level.

Schedule Line Category

Examples of Schedule Line Categories

Different schedule line categories are delivered with the system to provide different control options for items throughtout the sales process.

Schedule Line Category

Schedule Line Category Functions

Schedule line categories are the prerequisite for the delivery process. In the sales document, schedule lines contain delivery date and quantity, as well as information about requirements transfert and inventory management.

Schedule Line Category

Controlling Schedule Line Category

By Customizing for schedule line category, you decide if : the schedule line is relevant for delivery or not, the requirements transfer must be actived or not, a goods movement must be controlled by a specific movement type.

Schedule Line Category

Assign Schedule Line Category to Item Category

Schedule line categories are assigned to item categories. The main goal of this assignment is the automatic determination of schedule line category when you create an item in a sales document. This assignment is influenced by the MRP type in the material master record.

Schedule Line Category

Customizing Information Item category definition : IMG : Sales and Distribution >> Sales >> Sales Documents >> Schedule Lines >> Define Schedule Line Categories Assign item category : IMG : Sales and Distribution >> Sales >> Sales Documents >> Schedule Line >> Assign Schedule Line Categories

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Data Flow
Introduction In this part, we focus on : The document flow, How data can be transferred from one document to a subsequent document, The completion rule for item categories to control documents created with reference (completion status), The copy control settings that influence the flow of data between sales document at header, item and schedule line level.

A sales process is represented by a sequence of documents. The data flow depends on the copy control settings in Customizing.

Data Flow
Create with reference : Dialog box

You can create new documents with reference to an existing sales documents. The reference document can be choosen from the main sales document types : inquiry, quotation, sales order, contract, scheduling agreement and billing document. You can also specify a different requested delivery date for the new document.

Data Flow
Create with reference : Copy

When you use the Copy button, the full quantities of all items are copied to the new document.

Data Flow
Create with reference : Item Selection

When you use the Item selection button, you can select one or more items in the reference document and change the order quantities accordin to your customers requirements. This allows you to copy partial quantities directly to the new document.

Data Flow
Completion rules and Reference status

The status of each item in the preceding document can be updated separately, Depending on the completion rule of the item category.

Data Flow
Document Flow

The sales process chain is stored in the document flow. You can view all of the documents within the document flow list. Document flows are updated for the overall document and for individual items.

Data Flow
Copy Control in SD In copy control, you determine which document types can be copied to other document types according to your requirements. So, you can create :
A sales document type from a sales document type, A sales document type from a billing document type (credit memo from invoice), A delivery document type from a sales document type, A billing document type from a delivery document type, A billing document type from a billing document type (invoice cancellation from invoice).

In Customizing, you define and restrict the different steps of your sales process using these copy controls.

Data Flow
Copy Control for Sales Documents

You must maintain copy control settings that influence the flow of data between sales documents at header, item and, if necessary, schedule line level. To control the copying procedure, at each level you create : data transfer routines (control how fields are copied from the reference document), copying requirements, indicators (switches for settings specific controls for each transaction).

Data Flow
Copy Control : Focus on Copy Requirements

You can store copy requirements at every level in copy control. The reference document can only be created if all of these requirements have been met. In the opposite case, you define the systems reaction (Warning, error message or abort processing)

Data Flow
Customizing Information Maintain copy control for sales document : IMG : Sales and Distribution >> Sales >> Maintain Copy Control for Sales Documents Maintain copy control for shipping : IMG : Logistics Execution >> Shipping >> Copy Control Maintain copy control for billing document : IMG : Sales and Distribution >> Billing >> Billing Documents >> Maintain Copy Control for Billing Documents Maintain routines and requirements : IMG : transaction code VOFM

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Incompletion
Introduction In this part, we focus on : The functions that incompletion log provides, The way to process incomplete sales document, The way to define incompletion log to meet your requirements.

Checking critical data in sales document is essential to ensure that the sales Process run correctly.

Incompletion
Incompletion Log
You can define a list of all data that has not been entered in a sales document, but that essential for your sales process. You can control which subsequent functions of the document are blocked, depending on which information is missing in the document. You can define whether incomplete sales document can be saved or not (incomplete message indicator). Then, the incompletion log is called up automatically when you save the sales document : it is the opportunity for you to complete the document.

Incompletion log provides an essential function by checking critical data is entered in sales documents.

Incompletion
Incomplete Sales Documents

Incompletion
Controlling the Incompletion Log

You can define incompletion procedure for header, item and schedule line level. The incompletion procedure is defined in the document type for header level. The incompletion procedure is defined in the item catgory for item level. The imcompletion procedure is defined in the schedule line category for schedule line level.

Incompletion
Status of Incomplete Sales Documents

You define a status group to decide which steps should be prevented if data is missing. A status group is assigned to each field in the incompletion procedure : you can control the effect of incomplete data separatly for each field.

Incompletion
Liste of Incomplete orders You can list the incomplete sales orders using the transaction code V.02. Incomplete orders can be called up from the list and completed. When you have finished processing, the system automatically returns to the list.

Incompletion
Customizing Information Create an incompletion log : IMG : Sales and Distribution >> Basic Functions >> Log of Incomplete items >> Define Incomplete Procedures Assign header incompletion procedure to document type : IMG : Sales and Distribution >> Basic Functions >> Log of Incomplete items >> Assign Incomplete Procedures

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Business Partner and Partner Determination

Introduction In this part, we focus on : The different business partners within a sales process, The partner function concept, The partner determination in Customizing.

Business Partner and Partner Determination

Business Partners Each business partner have its own customer master record in the system. According to the account group, the possible partner functions and also the different sales partners are assigned to each business partner. In a sales document, a customer can play several functions. In a sales process, the main partner functions are :
The sold-to party : partner who places the order, The ship-to party : partner who receives the goods, The payer : partner who pays the invoice, The bill-to party : partner who receives the invoice.

Each business partner have a customer master record. Permitted partner functions are defined by account group.

Business Partner and Partner Determination

Partner Functions

Partner function represent the role played by a business partner. Because different customers can assume a specific role in a sales process, The system provides different partner functions.

Business Partner and Partner Determination

Partner in Sales Process

Business partners from the sold-to party customer master are automatically Proposed in the document header when you create a sales document. You can also define business partner at item level. You can manually change a partner or its adress in a sales document.

Business Partner and Partner Determination

Partner Determination Procedure Allowed partner functions are assigned to a partner determination procedure. Partner determination procedure is assigned to the partner object. Partner procedure for sales document header is assigned to the sales document type. Partner procedure for sales document item is assigned to the item category.

Throught the partner procedure, you determine which partner functions should or must appear in a sales document.

Business Partner and Partner Determination

Customizing Information Maintain partner function for Sales Document Header : IMG : Sales and Distribution >> Basic Functions >> Partner Determination >> Set Up Partner Determination >> Set Up Partner Determination for Sales Document Header Maintain partner function for Customer Master : IMG : Sales and Distribution >> Basic Functions >> Partner Determination >> Set Up Partner Determination >> Set Up Partner Determination for Customer Master

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Outline agreements
Introduction In this part, we focus on : The different types of outline agreements including scheduling agreements, quantity contracts and value contracts, The functions and customizing of scheduling agreements, Assortment module and value contract, Multiple partners to release against contract, Customizing of partners to release against contracts.

Outline agreements
Basics of Outline Agreements

Customer outline agreements are a special category of sales documents that cover long-term sales relationship with customers. The two main categories of outline agreements are scheduling agremment and contracts (quantity contract or value contract).

Outline agreements
Scheduling Agreements

A scheduling agreement contains fixed delivery dates and quantities. These dates are contained in schedule lines. Once the scheduling agreement is due to delivery, you can create the delivery as normal or by using a delivery due list. If the quantity in the schedule line exceeds the target quantity, the system issues a warning message. All the deliveries due for the billing document are combined in a collective invoice.

Outline agreements
Quantity Contracts

The contract does not contain any schedule line, delivery dates or delivery quantities, but only special price agreements or delivery deadlines. Release orders are created with reference to the main contract. This allows you to update released quantities and values in the contract. In copy control, you decide which type of sales document types can be used as release orders from a contract.

Outline agreements
Message about Open Outline Agreements

You can configure customizing for sales document type so that when you create a release order, the system automatically searches open outline agreements. You can choose several options for the search and decide how the system should react if the search is successfull.

Outline agreements
Contract data in Sales Document

In Customizing for sales document type, you can activate the contract data :
Blank : No contract data. X : Contract data is permitted. Any changes at the contract header are not copied to the items. Y : Contract data is permitted. Change to the contract header are automatically copied to the items if the header and item data were previously identical.

You can maintain contract data at both the header and item levels.

Outline agreements
Contract : Determining dates

When you create a contract, the system proposes automatically the start and end dates of the document. You define the date determination rules in Customizing. You can assign a contract profile which supports rules for determination dates, duration category, subsequent activities or cancellation procedure.

Outline agreements
Value Contracts Value contract is an outline agreement which states that your customer agrees to purchase a fixed amount of goods during the defined period. It can contains other agreement that are checked in the release orders, such as special agreement, customer or material restrictions. If you have value contract with your customer and you do not create sales order with reference to a contract, you can set the system to automatically propose a contract (contract message field in sales document type). In the value contract, you can refer to lists of materials that have already been defined (product hierarchy or assortment module).

Outline agreements
Value Contracts : Valid Materials

You can list the materials that can be released in a value contract as a product hierarchy or assortment materials. Assortments modules are maintained in the master data for products with validity period.

Outline agreements
Value Contracts : Release Orders

When you create a release order, the system checks the requirements stored in the contract such as the release rule or validity period. The value of the release order is compared with the value still open in the contract. Values in contract can only be updated when the assignment is define at item level.

Outline agreements
Updating Values in Contracts

The release value is calculated from the total of open order and delivery values as well as the values in the contract that have already been billed. You can change the value in a value contract item. Subsequent changes to the Release are updated in the contract.

Outline agreements
Values Contracts : Billing Documents

You can either bill the value contract directly (billing plan) or each release order. The system does not allow you to bill value contracts that have not been completely released.

Outline agreements
Controlling Values Contracts

Two types of value contracts in the system : WK1 : General value contract (different materials in the contract) WK2 : Material-related value contract (only one material in the contract) You can maintain the value contract material in the item category group.

Outline agreements
Partner authorized to Release in Contract

To be able to release to multiple ship-to parties, maintain the Check partner Authorization field in Customizing for the sales document type. In the sales order, you can display the partners authorized to release in a Customer list (Rule A) or in a customer hierarchy (Rule B).

Outline Agreements
Customizing Information
Maintain Value Contract type : IMG : Sales and Distribution >> Sales >> Sales Documents >> Contract >> Value Contract >> Maintain Value Contract Type and Release Contract Type Define Item Category for Value Contract : IMG : Sales and Distribution >> Sales >> Sales Documents >> Contract >> Value Contract >> Define Item Category for Value Contract and Contract Release Assign Item Category to Value Contract type : IMG : Sales and Distribution >> Sales >> Sales Documents >> Contract >> Value Contract >> Assign Item Category to Value Contract type and Contract Release type Maintain Copy Control : IMG : Sales and Distribution >> Sales >> Sales Documents >> Contract >> Value Contract >> Copyinf Control for Value Contract

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Material Determination
Introduction In this part, we focus on : The functions for material determination, as well as material listing and material exclusion, The configuration of Customizing so that these functions meet your requirements, The creation of a master determination record, The analyze of settings for material determination in the sales document.

Material Determination
Determining Materials

When you process a document, the system searches for valid master records that were previously created in material determination. Assigned to each master record, a substitution reason define how the material should be determined. You can define substitution rules in Customizing. During the order entry, the material ordered by the customer is replaced by the substitute material defined in the master record. Material determination is a tool for automatically exchanging materials in sales documents.

Material Determination
Manual Products Selection

In manual product selection (reason for substitution 0005), the system does not automatically replace the product. Instead, it displays a list of all the substitution materials and other information in the master record.

Material Determination
Master Data for Material Determination

You can use the condition technique to define the master data for material determination at any level. When you process master record, you can : restrict the validity period of a record, maintain separate entries for each key combination, determinate reasons for substitutions, save substitutes per master record.

Material Determination
Automatic Product Selection

In automatic product selection (reason for substitution 0004 or 0006), the system automatically replaces the requested material if it is unavailable. You can choose whether or not you want to rerun material determination when Delivery is created (with new availability situation).

Material Determination
Automatic Product Selection Examples of Master Data Records

The sequence of the substitution materials in the master data influences the result of automatic material determination. You can activate analysis of the material determination in the sales document settings.

Material Determination
Condition Technique

You turn on the substitution assigning a procedure to a document type. Substitution procedure contains condition types which direct the system to the access sequences, and eventual condition tables containing the condition records used to determine product substitutes.

Material Determination
Material Listing

Using material listing, you want to make sure that your customer only receives specific materials. The material listing is controlled by condition technique. You can define whether the system checks material listings or not in the document type.

Material Determination
Material Exclusion

Using material exclusion, you want to make sure that your customer does NOT receive certain materials. The material exclusion is controlled by condition technique. You can define whether the system checks material exclusion or not in the document type.

Material Determination
Customizing Information
Define Substitution Reason : IMG : Sales and Distribution >> Basic Functions >> Material Determination >> Define Substitution Reasons Maintain Procedures : IMG : Sales and Distribution >> Basic Functions >> Material Determination >> Maintain Prerequisites for Material Determination >> Maintain Procedures Assign Procedure to Sales Document Types : IMG : Sales and Distribution >> Basic Functions >> Material Determination >> Assign Procedures to Sales Document Types Maintain Condition Types : IMG : Sales and Distribution >> Basic Functions >> Material Determination >> Maintain Prerequisites for Material Determination >> Define Condition Types Maintain Access Sequences : IMG : Sales and Distribution >> Basic Functions >> Material Determination >> Maintain Prerequisites for Material Determination >> Maintain Access Sequences

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Free Goods
Introduction In this part, we focus on : Free goods functions in a sales process, The master record for exclusive and inclusive bonus quantities, The configuration of Customizing settings for free goods.

Free Goods
Free Goods in the Sales Order
Inclusive Bonus Quantity : Free goods are part of the order quantity, but are not included in the invoice. The ordered goods and free goods both involve the same product, and have the same units of measure. Exclusive Bonus Quantity : Free goods take the form of extra goods and are free of charge. This can either be an additional quantity of the goods ordered or it can be another material. Free goods in the sales order : The material ordered is entered as a main item. Free goods material is automatically displayed as a sub-item. The system determines the item categories by accessing the relevant master records (with pricing date). The system reruns free goods determination if : The quantity in the main item changes, The pricing date changes.

Free goods play a large role in price negociations with the customers. The system allows you to automatically give a free product when a certain quantity of a given product has been purchased by a customer.

Free Goods
On-line Inclusive Bonus Quantity

Using this function, no sub-item is created by the system. Only a discount is calculating during pricing for free goods share (condition type NRAB, requirement 059). To activate this function, you must set the flag Inclusive/Exclusive bonus quantity in the master record of the free goods to 3 (= Inclusive bonus quantity without generating item).

Free Goods
Free Goods : Condition technique

If the search is successfull, the system generates a sub-item for free goods In the document. The item category is assigned with the item category usage FREE.

Free Goods
Free Goods : Master Data You can define master records at any level : for example, material, customer/material You can restrict master records for one level in many different ways :
Validity period : the condition is only valid whithin a specific period. Scales. Lowest quantity : the condition comes into affect when this quantity has been exceeded

You can process differentmaster data with the same key for inclusive or exclusive bonus quantities.

Free Goods
Free Goods in Deliveries

The free goods are automatically copied into the delivery. Once partial deliveries have been shipped, you cannot change any quantities or dates in the order. In the master record of the free goods, you can fine-tune the delivery settings.

Free Goods
Free Goods : Calculation Rules Three calculation rules are provided by the system : Prorated rule Unit-related rule Whole units rule You can also defin your own rules using transaction VOFM (under formulas)

Free Goods
Free Goods : Statistics and Controlling

The revenues, sales deductions and costs of free goods can be transferred to CO-PA in different ways (MIt = Main Item ; SIt = Sub-Item) : Scenario 1 :
MIt : Not influenced by free goods SIt : Pricing deactived, calculation price (VPRS) configured as costs

Scenario 2 :
MIt : Not influenced by free goods SIt : Pricing for item category TANN active with setting B, discount reduces revenues, the transfer price is set as the costs

Scenario 3 :
MIt : Cumulation of calculation price for lower-level item configured at main level, accumulated clearing priceset as costs SIt : Pricing deactived

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Summary
You should now be able to : Work with the different sales documents, Explain how sales documents are controlled in SAP R/3, Describe the main functions that influence sales document processing, Use the different available tools in sales, Configure the Customizing to meet your customer requirements for sales.

Agenda
Introduction Basics of a Sales Transaction Working with Sales Documents Sales Document Type Item Categories Schedule Line Categories Data Flow Incompletion Business Partner and Partner Determination Outline Agreements Material Determination Free Goods Summary Appendix

Appendix
Glossary
English French

Inquiry Quotation Order Scheduling agreement Contract Sold-to party Ship-to party Bill-to party Payer Document type Item category Schedule line category Sales area Material Block Incompletion log

Demande doffre Offre Commande Programme de livraisons Contrat Client Donneur dordre Rceptionnaire de la marchandise Client factur Client payeur Type de document Type de poste Type dchance Domaine commercial Article Code blocage Protocole de document incomplet

Appendix
Glossary
English French

Customer master Material master

Fiche client Fiche article

Appendix
Transaction codes
Code Description

VA01 / VA02 / VA03 VA11 / VA12 / VA13 VA21 / VA22 / VA23 VA31 / VA32 / VA32 VA41 / VA42 / VA43 XD01 / XD02 / XD03 MM01 / MM02 / MM03 VBN1 / VBN2 / VBN3 V.02 VB11 / VB12 / VB13 VB01 / VB02 / VB03

Create / Modify / Display a sales order Create / Modify / Display an inquiry Create / Modify / Display a quotation Create / Modify / Display a scheduling agreement Create / Modify / Display a contract Create / Modify / Display a customer Create / Modify / Display a material Create / Modify / Display free goods Incomplete SD documents list Create / Modify / Display material determination Create / Modify / Display material listing/exclusion