Russia Financial Accounting (FI) Sales and Distribution (SD) Customizing Customizing for Exports Customizing for Bill

of Lading Business Transactions Exports Periodic Processing Verifying Exports Statutory Reports Bill of Lading (TORG-10) Materials Management (MM) Master Data Material Master Data Company Code (Additional Data) Customizing Customizing for Statutory Reports Customizing for Storage Location Customizing for the Record of Material Acceptance (M-7) Business Transactions Entering Purchase Orders for Imports Physical Inventory of Material Stock Printing the Record of Material Acceptance (M-7) Stock Overview Calculation of Stock Quantities and Values Stock in Transit Saving and Displaying Monthly Overview Lists Statutory Reports Physical Inventory List Difference List for Stock Logistics Execution (LE) Customizing Master Data Business Transactions Payroll Russia (PY-RU)

Sales and Distribution (SD)

The Sales and Distribution (SD) component covers the most important laws and business practices specific to Russia. The following documentation describes these aspects of the component. For generic information about SD, see Sales and Distribution (SD).

Features
Customizing In addition to the generic Customizing activities, carry out the activities specific to Russia as described in Customizing. Business Transactions A number of business processes in SD differ from those in other countries. Country Version Russia offers special processes for: Exports Reversing invoices

For more information, see Business Transactions. Periodic Processing Before you can prepare a VAT return, you carry out the activities described in Periodic Processing. Statutory Reports You can create the Bill of Lading (TORG-10) document in the format prescribed by law.

Sales and Distribution (SD) Basic Functions and Master Data in SD Processing (SD-BF) Sales (SD-SLS) Shipping (LE-SHP) Billing (SD-BIL) Pricing and Conditions (SD-BF-PR) Sales Support: Computer-Aided Selling (CAS) Credit and Risk Management (SD-BF-CM) Scheduling Agreements for Component Suppliers (SD-SLS-OA) Returns and Repairs Processing (CS)

Transportation (LE-TRA) Foreign Trade / Customs (SD-FT) Availability Check and Requirements in Sales and Distribution Pr Reports and Analyses (SD-IS-REP) Output Determination (SD-BF-OC) Payment Card Processing (SD-BIL-IV) Electronic Data Interchange / IDoc Interface (SD-EDI)

Business Transactions

A number of processes in Sales and Distribution (SD) differ from those in other countries: Country Version Russia comes with special processes for exports.

Verifying Exports

Before you prepare a VAT return, you must verify which of your exports qualify for 0% VAT (value-added tax) (see Exports). If an export does not qualify for 0% VAT, you have to charge the normal rates of VAT.

Process
1. You verify which exports do or do not qualify for 0% VAT. An export's qualifying (or not) for 0% VAT is termed a secondary event. In this step you merely mark whether an export qualifies or not. You create the secondary event as described in Secondary Events Creation for Exports.

2. You run the Deferred Tax and Secondary Events programs as described in Closing for VAT.
These programs make the necessary VAT postings.

Customizing for Exports

In order to process VAT on exports (see Exports), carry out the following activities.

Activities
Country Version Russia comes with several tax codes for use in exports. You can create your own tax codes by copying them.

Tax Codes

Tax Use Code N0 For sales clerks to post export contracts and export orders (deferred tax code) When you transfer tax from the deferred tax account to the target tax account (target tax NA code) YA For posting VAT on exports that you have not completed within 180 days (10% and 18% respectively, target tax code) YB
So that you can create secondary events for exports, make the settings in Customizing for Sales and Distribution (SD), by choosing Foreign Trade/Customs Periodic Declarations Secondary Events for Exports (Russia
Sales (SD-SLS) Working With Sales Documents Customer Inquiry/Quotation Sales Order Part Load Lift Orders (SD-SLS-PLL) Special Sales Orders Scheduling Agreements Customer Contracts Complaints Backorder Processing Special Business Processes in Sales ERP E-Commerce Internet Scenarios Billing Plan (SD-BIL-IV)

Exports

On most exports, you charge 0% VAT (value-added tax). However, for the export to qualify for 0% VAT, it must meet the following conditions within a given period of your filing the customs declaration: You must have completed the delivery. The customer must have paid. You must have submitted all the necessary business documents (contracts, sales orders, delivery notes, customs declarations, invoices, and proof of payment) to the tax authorities.

As required by law, this period is 180 days in Russia and 90 days in Belarus. If, after the period is over, you do not satisfy these conditions, the goods or services are deemed liable to normal VAT rates and you must post the VAT separately.

NOTE In order for the system to handle the VAT correctly, you process exports in the system as described below. If you want to deviate from this process for example, if you do not use the standard functions for entering contracts or customs declarations you can implement the Business Add-In provided (see Customizing for Exports).

Process 1. The sales clerk creates a contract, following the standard procedure (see Customer Contracts).
He enters an export tax code for 0% deferred taxes (in the standard system, N0).

2. He creates a sales order with reference to the contract, again, following the standard procedure. 3. The warehouseman creates a delivery with reference to the sales order, following the standard procedure.
4. At customs, your companys export agent files a customs declaration, and possibly also a preliminary customs declaration. Your export sales clerk records the customs declaration (and if necessary, the preliminary customs declaration) in the system. For customs declarations, he uses proforma invoices in Sales and Distribution (SD) tcode: VF01, with separate billing document types for both types of customs declarations.

5. The billing clerk creates an invoice in SD, with reference to the delivery. He follows the standard
procedure. The system automatically generates an invoice in Financial Accounting (FI).

6. Once the customer pays, the accounts receivable clerk clears the payment against the FI invoice, following
the standard procedure (see Clearing).

Result
You can now verify that the export qualifies for 0% VAT (see Periodic Processing).

Creating Sales Orders

To create a standard sales order, proceed as follows:

1. In the initial screen, choose Logistics Sales and distribution Sales. 2. Choose Order Create.
3. Enter the order type and, if necessary, the organizational data. The values for sales organization, for distribution channel and the division are usually proposed from user-defined parameters. Entries for the sales office and the sales group are optional. The sales areas (sales organization, distribution channel, division) are derived from the sold-to or ship-to parties. This means that you do not have to enter the sales area when you create a sales document. If you do not specify a sales area in the initial screen, the system uses the sold-to or ship-to parties, which you entered in the overview screen, to derive the sales area. If there are several sales areas for that particular sold-to or ship-to party, you can choose the right sales area in the following dialog box. The system then copies the selected sales area into the entry screen.

4. Choose Enter.
5. Enter the following data: Sold-to party or ship-to party

If you only enter a ship-to party, the system uses this to determine the sold-to party and if necessary, the sales area. If there are several sold-to parties or sales areas for one ship-to party, a dialog box appears where you can choose the one you require. An error message appears in the status bar to inform you if the system is not able to determine a sold-to party. If you enter a sold-to party that is also a unique ship-to party, the system automatically copies it as such and informs you in the status bar.

Availability Check in Sales Documents

If the goods ordered by the customer are not available on the requested date, the system branches automatically during sales document processing to a further screen where delivery proposals are offered for selection. The system determines these proposals on the basis of the availability situation. This screen also provides you with information on the scope of the check, the current ATP quantity, and the availability situation across all plants.

Availability Control
On the Availability Control screen, you can choose between the following delivery proposals: One-time delivery on the requested delivery date In this section, the system checks whether the requested delivery date can be kept to. If stock of the material is available to make a delivery on the requested delivery date, the stock quantity is confirmed here. If there is no stock available, confirmed quantity zero is displayed. To copy this data into the sales document, select Edit One-time delivery. Complete delivery In this section, the system checks whether there will be sufficient stock for complete delivery at a later date: o o If there is sufficient stock available at a later date to cover the required quantity in the sales document, the system proposes the date here. If the system determines that complete delivery cannot be made at a later date, no date is proposed in this section. When availability is checked including replenishment lead time, the date which is proposed in this section is the date on which the replenishment lead time period ends if the stock before the end of replenishment lead time does not cover the order quantity.

When availability is checked excluding replenishment lead time, the system bases its calculations on the stock and the planned inward movements of stock. To copy this data into the sales document, select Edit Complete delivery Delivery proposal In this section, the system checks whether and for which dates partial deliveries can be made. Partial deliveries are displayed for different dates. These dates are based on the planned inward and outward movements of stock. During an availability check which takes replenishment lead time into account, the date on which replenishment lead time ends is displayed if insufficient stock means that no partial deliveries can be made before replenishment lead time ends. During an availability check which does not take replenishment lead time into account, the system displays the dates on which partial deliveries can be made with the available stock. To copy this proposal into the sales document, select Edit Delivery proposal

The dates displayed in the sections complete delivery and delivery proposal are determined from the material availability date using forward scheduling and represent actual delivery dates.

Availability Across Plants

You can display the availability situation in the various plants for which a material is maintained. To do this, proceed as follows:

1. Select Goto Other plants on the availability control screen.

The dialog box Plant Selection appears. All plants for which the material is maintained are displayed.

2. Mark the plants in which you want to check availability and select Check plants.
You reach the Availability Check: Overview screen. The requirements quantity and the quantity which could be confirmed as well as some additional information is displayed in a separate line for each plant you selected.

3. If you require detailed information on the availability check for a particular line, select the relevant
line and select Edit Check availability. You reach the Date proposals dialog box where the detailed data is displayed.

4. You can select a plant with sufficient quantity for confirmation to be copied automatically into the
Overview screen. Select the appropriate line and select Edit Copy plant.

Using the user exit USEREXIT_PLANT_SELECTION in the Include RV03VFZZ you can make a preselection of the allowed plants. If you use this option, the Plant selection dialog box does not appear and the availability check is performed immediately for the allowed plants. If, on the basis of information resulting from the availability check, you want to deliver from a plant other than the one specified in the item, you must at present enter this plant manually in the item. In a later release, however, you will be able to select the plant directly from the list of plants.

Displaying the ATP Quantities

If you want to display the current ATP situation on the availability control screen, select Goto Availability overview.

Displaying the Scope of the Check

If you want to display the scope of the check (stock and inward/outward movements of goods taken into account during the availability check) from the availability control screen, select Goto Scope of check.

Delivery Agreements in the Customer Master Record

A customer may react in different ways to the fact that a complete delivery can not be provided for the required delivery date. You can define in the customer master record, the way a customer reacts to the inability to meet the requirements represented by the key data. The customer wants complete delivery of all items by the requested delivery date or at a later date. The complete delivery indicator is copied into the sales document from the customer master record. To find it, select Header Business data on an overview screen or a header screen. You find the indicator in the Shipping section.

If the complete delivery indicator is set in the sales document, the individual items are automatically correlated when the document is saved if the schedule lines exist for various dates (that is, a delivery group is automatically created for the sales document items and the latest delivery date within this group becomes the

group delivery date). For further information on delivery groups, see Sales Document Items for Delivery. The customer only allows a certain number of partial deliveries for each item.

Combining

The partial delivery indicator and the number of partial deliveries are copied into the sales document item from the customer master record. To find the indicators:

1. Go to the Business Data screen for this item. 2. Select Edit Shipping details.
The indicators are found in the Shipping section.

Performing the Availability Check Again

Usually, an availability check is only performed when a sales document is created. If quantities or dates are changed in the document and availability needs to be checked again, the check is performed again automatically. However, you can also initiate an availability check manually.

Automatic Checks
In the following situations, a new availability check is automatically carried out: Quantity change Date change (requested delivery date, material availability date) Change to the fixed data After new delivery scheduling (for example, the route or shipping point has been changed) Change of plant Change of storage location or batch Removal of blocks which affect requirements Removal of reasons for rejection

Initiating a Check Manually

In the sales document, you can initiate a new availability check manually. If you want to perform an availability check for all items in a sales document, select Sales document Check availability on the header screen. If you want to check availability for an individual item, select Edit Item availability.

Combining Sales Document Items for Delivery

The complete delivery and delivery group functions enable you to combine some or all of the items in a sales order so that they are delivered to the customer together for the same date. The system automatically determines the earliest delivery date possible for the group of items In extreme cases, all the items in a document) and adjusts the schedule lines accordingly. Relevant requirements records are automatically changed or re-generated.

Complete Deliveries
To combine all items in a sales document for delivery, you can set the complete delivery indicator. The indicator can be proposed automatically from the customer master record or you can set it manually in the sales document.

If the complete delivery indicator is set for a sales order, the system automatically creates a delivery group that consists of all items in the sales order. The system takes the latest delivery date among the items and applies it to the whole delivery group.

Setting the Indicator Manually

You can set the complete delivery indicator manually during sales order processing in the Shipping tab page in the header overview so that all the document items are completely delivered.

Proposal From Customer Master Record

If you set the complete delivery indicator in the shipping screen of a customer master record, the system automatically proposes the indicator in the sales documents you create for that customer. You can change the indicator manually in the document.

Delivery Groups
If you want to combine a number of items in a sales document so that they are delivered together, you can create a delivery group, as illustrated in the following graphic:

When you create a delivery group, you should be aware that: An item cannot be included in a delivery group if the item has more than one order quantity has no confirmed quantity If an item has more than one schedule line with confirmed quantities (for example, after an availability check with the delivery proposal option) the system displays the date of the latest schedule line in the delivery group overview screen. When forming delivery groups, the system deletes the earlier schedule lines and copies their confirmed quantities into the latest schedule line.

Creating a Delivery Group

To create a delivery group in a sales document, proceed as follows:

1. Choose the Shipping tab page from the overview screen. 2. For each of the items that you want to combine into a delivery group, enter the same number in
the Delivery group field. For example, if you want to combine three items into a delivery group, you enter 1 in the Delivery group field for each item. You can create additional delivery groups by using different numbers.

3. Choose Enter or Save to save your data.

The delivery groups are created. The system creates the schedule line date for each delivery group and copies it to the sales document.

A delivery group consists of at least one item in a sales document and can, in the case of complete delivery, consist of all items.

Changing Delivery Groups

In the Delivery Group overview, you can expand or reduce delivery groups and also change the schedule line date of the delivery groups. You can extend a delivery group by entering the delivery group number in the Delivery group field for the document item that you want to add to a delivery group. You can remove an item from a delivery group by deleting the delivery group number for that item. You can manually change the schedule line date that the system proposes for a delivery group to a later date and if necessary, the system redetermines shipping and transportation dates. However, you can only change the date to a later date.

Removing Delivery Groups

You can undo a delivery group by deleting the delivery group numbers for every item in the group.

If you delete a delivery group or deactivate the complete delivery indicator, the system tries to recreate the original schedule lines for the individual order items. In the case of items whose original quantity could not be confirmed, the system carries out a new availability check.

Displaying Delivery Groups

For each item that belongs to a delivery group in a sales document, you can display the delivery group number. To display this information, choose the Shipping tab page from the overview screen.

Packing
Implementation Options
Packing is part of delivery- and shipment processing. When you process a delivery, you can select delivery items for packing and assign them to handling units (HUs).

Range of Functions
As an example, you could pack delivery items in boxes, pack the boxes on pallets for delivery to the customer, and load the pallets onto a truck. The Packing component and related packing information enables you to: Update the stock situation of packing materials Monitor returnable packaging stocks at the customer's or forwarding agent's place of business Help you find you what was in a particular container (for example, if a customer maintains that they have received an incomplete delivery) Make sure that the weight and volume limits have been adhered to Ensure that products have been packed correctly

Handling Unit
Definition
A handling unit is a physical unit that consists of the packaging materials (load carrier / packaging material) and the goods contained therein. A handling unit is always a combination of materials and

packaging materials. All the information contained in the material items, such as batches and serial numbers, is always available by way of the handling units. Handling units can be nested, meaning that you can also create new handling units from several handling units as often as you like. Handling units have unique, scannable identification numbers that can be formed according to standards such as EAN 128 or SSCC.

Figure 1: Handling unit example

Structure
The handling unit object contains the following attributes: Identification number Dimensions Weight Volume Status Materials and quantities Packaging materials Packing instructions

A handling unit consists of a handling unit header and handling unit items. For identification purposes, it is given a unique number.

Handling unit header

The header data of a handling unit is divided in the following way: Weight/Volume/Dimensions General data Means-of-transport data Additional data Output determination procedure

For more information about each of these detailed points, see Editing detailed data for handling units.

Status

The handling unit is linked to general status management. In this way, the various physical states (planned or implemented) and other attributes (weighed, loaded, blocked or posted goods issue) of handling units can be documented. You can use the HU_ST_INIT user parameter when you create handling units without object reference to set which initial status the handling unit is to have when it is created. If you want to implement a status of your own, you can define a user-specific procedure for the packaging material type (see also Define Packaging Material Types).

Handling unit item

The items of a handling unit can consist of material items, packaging materials or other handling units that appear in an overview. For more information about this overview, see the Contents section of Editing detailed data for handling units. To access the item data of an individual handling unit, select the handling unit concerned and choose Goto Detailed HU data Contents.

Integration
Handling units can be used in all processes within the supply chain.

Packaging Materials
Definition
Packaging materials are intended to enclose or hold together the materials that are to be packed. In other words, the material that is to be packed can be packed into or onto the packaging material. The packaging material can be a load carrier. The most important packaging materials include crates, boxes, containers, wire baskets, and pallets.

Use
You have to maintain the material master data for each packaging material you want to use. When creating material master records for packaging materials, enter either material type VERP (packaging) or a customer-specific material type that you have already set in Customizing. Material type VERP contains additional packing-relevant fields ( Sales: General/Plant Data screen). You can use the field selection to make the additional fields available for input for all of the material types. The gross weight and the volume that you enter in the material master have special significance for packing. When you create a handling unit (HU), the system automatically copies the packaging materials master data and uses the gross weight and volume as the packaging materials tare weight and tare volume.

The tare weight and tare volume refer to the gross weight and gross volume of the packaging material. In the case of a container, the tare weight is the weight of the unloaded container (the total weight less the weight of the goods and packaging materials that are packed in the container).

Structure
If you choose the Sales: General/Plant Data view in the material master data of the packaging material, you can maintain the following data on the Packaging material data section of the screen: Packaging material type The packaging material type is a grouping of packaging materials with several control parameters, which is defined in Customizing for packing and which controls the following: o Sorting in the handling unit display, so that the packaging materials can be displayed in order of size, for example.

o o o o o o

An output determination procedure in which handling unit outputs can be defined A packaging material category, which subdivides the packaging materials For example, in handling units with a packaging material category of means of transport, it dictates that additional fields, such as Driver and Alternate driver are available for input. A plant determination rule that defines, in delivery processing, the plant from which the packaging material is to be debited if delivery items are created from handling units in the delivery. Whether delivery items are to be generated for the packaging material and if so, under which conditions Number assignment for handling units Whether the packaging materials tare weight is variable

If this indicator is blank, it means that when the total weight of a handling unit changes, the loading weight of the handling unit is determined by taking the total weight less the packaging materials tare weight. If this indicator is selected, it means that when the total weight of a handling unit changes, the tare weight of the handling unit is determined by taking the total weight less the loading weight. Material group packaging-material The material group packaging material is a grouping parameter that can be used to group materials that need similar packaging materials. For example, material group 005 can group small parts that are to be packed in small packages.

You can maintain the material group packaging material for all materials that you want to pack. In other words, this field can be maintained for all materials. All other fields given here can only be maintained for packing materials (material type VERP). Allowed packing weight In this field, you can enter a maximum total weight for a handling unit. If the allowed weight for packing is reached, a system message to this effect appears and further packing operations are carried out using a new handling unit, if necessary. Allowed packing volume In this field, you can enter a maximum loading volume for a handling unit. If the allowed volume for packing is reached, a system message to this effect appears and further packing operations are carried out in a new handling unit, if necessary. Stackability factor The stackability factor indicates how many items of packaging material, such as pallets, can be stacked on top of one another. It is not a control and is therefore for information purposes only. Filling level

The filling level is the percentage to which a handling unit should be filled. It is not a control and is therefore for information purposes only. Excess weight tolerance In this field, you can enter a percentage tolerance limit, up to which the allowed packing weight of a handling unit can be exceeded. Excess volume tolerance In this field, you can enter a percentage tolerance limit, up to which the allowed packing volume of a handling unit can be exceeded. Closed This field allows you to control whether the total volume will be changed or remain the same during packing.

When packing an open pallet, the total volume changes. When packing a closed box, the total volume does not change.

Integration
Packaging materials are special types of materials that can be used for packing or for transporting goods. During packing, you must always specify a packaging material so that handling units can be created.

Handling Unit
Definition
A handling unit is a physical unit that consists of the packaging materials (load carrier / packaging material) and the goods contained therein. A handling unit is always a combination of materials and packaging materials. All the information contained in the material items, such as batches and serial numbers, is always available by way of the handling units. Handling units can be nested, meaning that you can also create new handling units from several handling units as often as you like. Handling units have unique, scannable identification numbers that can be formed according to standards such as EAN 128 or SSCC.

Figure 1: Handling unit example

Structure
The handling unit object contains the following attributes: Identification number Dimensions Weight Volume Status Materials and quantities Packaging materials Packing instructions

A handling unit consists of a handling unit header and handling unit items. For identification purposes, it is given a unique number.

Handling unit header

The header data of a handling unit is divided in the following way: Weight/Volume/Dimensions General data Means-of-transport data Additional data Output determination procedure

For more information about each of these detailed points, see Editing detailed data for handling units.

Status
The handling unit is linked to general status management. In this way, the various physical states (planned or implemented) and other attributes (weighed, loaded, blocked or posted goods issue) of handling units can be documented. You can use the HU_ST_INIT user parameter when you create handling units without object reference to set which initial status the handling unit is to have when it is created. If you want to implement a status of your own, you can define a user-specific procedure for the packaging material type (see also Define Packaging Material Types).

Handling unit item

The items of a handling unit can consist of material items, packaging materials or other handling units that appear in an overview. For more information about this overview, see the Contents section of Editing detailed data for handling units. To access the item data of an individual handling unit, select the handling unit concerned and choose Goto Detailed HU data Contents.

Integration
Handling units can be used in all processes within the supply chain.

Editing Detailed Data for Handling Units

You can use the detailed data to change individual information items in the handling-unit header and item data. To access the detailed data of a handling unit, select the handling unit concerned and choose the following menu paths: Goto Detailed HU data Detailed view / volume Goto Detailed HU data General details Goto Detailed HU data Auxiliary packaging material details Goto Detailed HU data Additional data Goto Detailed HU data Means of transport data Extras Messages Goto Detailed HU data Contents Goto Detailed HU data History

If the handling unit is in the warehouse, the function bar will include a link to the storage unit. In addition to detailed HU data, an overview of all handling units appears in a hierarchical display. You can place the cursor on a handling unit in this hierarchical display and the detailed view of that handling unit appears. You can maintain the following details: Weight/Volume/Dimensions In this overview, weight, volume, and dimensions data appears (examples include tare weight, tare volume, allowed weight and allowed volume). Here you can change the tare weight and tare volume determined from the material master for the handling unit. Furthermore, you can adjust the loading weight and loading volume, and also maintain the respective tolerance values.

You would use this overview if the handling unit was weighed and measured before loading, for example. You can then maintain the data that differs from the planned data. General data In the upper section of this overview, you see the general data about the packaging materials (packaging material type and packaging material category). You can also change the plant and the storage location of the packaging material here.

This makes sense, for example, if a handling unit is to be assigned to a delivery later (or if the handling unit was created in the delivery) and the plant and storage location are known for the item generation in the delivery. In this case, a delivery item can be generated for the packaging material. It is then possible to execute inventory management and billing for the packaging material. In the lower section of this overview, you see the general data about the handling unit. The handling units movement status appears here. You can use the StatusDetail function to display detailed information about the system status of the handling unit. If you use the Status profile function, you can change the user status, provided the packaging material type has a user status profile assigned to it. In the HU storage number field, the system displays the warehouse in which the handling unit is located. This entry refers to the material contained in the handling unit, rather than the plant and the storage location of the packaging material. The system also shows whether the handling unit is in an HU-managed storage location and whether a corresponding storage unit exists. Handling units that are not at an HU-managed storage location and were put away using the Pre-packed HU function will have a storage status. In addition, the system displays the current assignments of handling units to objects. In the Contents field, you can maintain an arbitrary text for this handling unit. Packaging material data You can maintain any auxiliary packaging materials used for each handling unit. These auxiliary packaging materials can be entered separately for each handling unit. For the most part, you can depict the actual packaging of a handling unit by using auxiliary packaging materials since auxiliary packaging materials include interim layers, lids, and protective plastic covering, which are part of the handling units packaging. Additional data In this overview, you can maintain additional data for arbitrary handling-unit groups in the Additional customer data section. In the second section of this overview, you will find information about packing instructions that may have been used for packing.

In the lower section of the overview, the sales data appears (shipping point, sales organization, distribution channel, and item category). Here you can also maintain customers packaging materials, if they exist. Means-of-transport data This overview displays data relevant for the means of transport in transportation processing, provided the packaging material is a transportation material. You can maintain data such as the driver, passenger, travel time, distance, specific load data, and the country for the means of transport in this overview. Messages (Outputs) This includes data concerning the printing and sending of outputs relevant to packing. It is possible, for example, to print a specific output for the handling-unit header (output 0001) that you can use to generate labels for the physical handling units. Contents In this overview, data about the contents of the selected handling unit appears. There is also information here on the packed quantity and on the packing levels, which are represented by numbers. For example, the entry 2 in the Hierarchy field means that the item concerned has been packed in two levels (the item is packed in packaging, which in turn has been packed again). To access the item data of an individual handling unit, select the handling unit concerned and choose Goto Detailed HU data Contents.

Creating Outbound Deliveries

Implementation Options
As soon as the material availability date or the transportation scheduling date for a schedule line is reached, the schedule line becomes due for shipping. When you create an outbound delivery, you initiate shipping activities such as picking and transportation scheduling. A delivery is processed through one shipping point. Which shipping point carries out the processing for a delivery can be determined automatically during order processing or you can specify it manually in the order.

Prerequisites
Certain prerequisites must be met before an order can be delivered.

Process Flow
The system carries out the following activities when an outbound delivery is created: Checks the order and materials to make sure the outbound delivery is possible (for example, it checks for delivery blocks or incompleteness) Determines the delivery quantity of an item and checks the availability of the material Calculates the weight and volume of the delivery Calculates work expenditure Packs the outbound delivery according to the reference order Checks the delivery situation of the order and any partial delivery agreements Redetermines the route Adds information relevant for export Checks delivery scheduling and changes deadlines (if necessary) Assigns a picking location Carries out batch determination (if material is to be handled in batches) Creates an inspection lot if the material must pass a quality check Updates sales order data and changes order status

You can make changes in a delivery after it is created if the delivery situation changes in any way. In addition, you can confirm picked quantities using the change function, or use the display function to access shipping information in a delivery. Order items or schedule lines that have identical shipping criteria are combined in one delivery. If data varies between items, for example, if a different ship-to party is defined for each item, two deliveries must be created for the order. Order items from different orders can be grouped together in one delivery provided that they have identical shipping criteria and that the sold-to party agrees. For additional information about working with deliveries, see: Prerequisites for Processing Deliveries in Sales Orders Updating Delivery Status in Sales Orders Shipping Point Determination Route Determination Transportation and Delivery Scheduling Partial Delivery and Complete Delivery Correlating Delivery Groups Order Combination Additional Shipping Deadlines

Prerequisites for Processing Deliveries in Sales Orders

The entire order, the order items, and the schedule lines for an item must fulfill certain prerequisites before a delivery can be created.

Header level
At header level, the following prerequisites are among those that must be fulfilled: There cannot be a delivery block at header level. A delivery block can be set automatically, if, for example, your customer has exceeded his or her credit limit. You can also enter a delivery block manually in the sales document.

A delivery block on the header level only works when it has been assigned to the appropriate delivery type in Customzing. The sales document must contain at least one item due for delivery before a delivery can be created for this document. The sales document must contain at least one item due for delivery before a delivery can be created for this document.

Item Level and Schedule Line Level

At item and schedule line level, the following prerequisites must be fulfilled: The schedule line must be due for shipping on the specified selection date. A schedule line becomes due for shipping as soon as the material availability date or the transportation scheduling date is reached. The schedule line cannot be blocked for delivery. You can set a delivery block for a schedule line manually in the sales document. You do this, for example, if a free of charge delivery has to be checked before the schedule line can be delivered.

Contrary to the delivery block on the header level, the delivery block on the schedule line level always works even if you have not made any assignments in Customizing.

The delivery quantity must be greater than one. The items in the order must be fully processed. If they are incomplete, you must first edit the incompleteness log in the order. For more information on the incompletion log, refer to the section Working with the Incompletion Log

The product status of the material must permit delivery. New products, for example, have not yet been released for delivery. They cannot be included in the delivery because of their product status.

Sufficient quantity of the material must be available.

Incompletion Logs
The incompletion log reminds you when data important for further processing is missing from the sales document. When you enter a sales document, the system usually proposes much of the necessary data from customer and material master records, and you can also enter additional data or change proposed data manually. The sales document then forms the basis for various subsequent functions, such as delivery processing and billing. However, subsequent functions can often only be carried out if the data in the original sales document is complete. To guarantee completeness, the system logs all missing data in an incompletion log. The data needed to process subsequent functions is defined by your system administrator for each sales document type. For example, when entering a quotation, you must enter a validity period. If you do not enter the validity period, this field is entered into the incompletion log and further processing may be blocked. The completeness of data in a sales document determines its status. You can display an overview of status information in a sales document for both header and items. Calling Up the Incompletion Log Displaying Incompletion Status

Saving a Document with Incomplete Data

Whether you can save a document with incomplete data depends on the sales document type. For example, the system might allow you to save an incomplete quotation, whereas it might allow you to save an order only if the data is complete. Even if you can save an incomplete document, the missing data or texts may affect further processing of the sales document. The following functions may be blocked: Copying Delivery Billing

If, for example, the payment terms are missing, you can still deliver the sales order but you cannot invoice it. The incompletion log may also indicate that the purchase order number is missing, but this may not

necessarily affect further processing of the document. The following graphic shows how you process incomplete data.

Calling Up the Incompletion Log

If you try to save the sales document but your data is incomplete, the system automatically displays a dialog box informing you that your data is incomplete. To complete the document, proceed as follows:

1. Choose Edit and Enter.

The screen containing the incompletion list appears. The system displays the data still required to make the document complete.

2. Select the lines that you want to edit and choose Complete data. 3. Enter the missing data and choose Edit next data.
This takes you to one of the following screens:

 If you select additional data from the incompletion log, you reach the next screen that has missing data. If you do not select additional data in the incompletion log, you reach the item entry screen. You have finished processing incomplete data.

4. As soon as you have entered all missing data, choose Save.

You can now be sure that you have edited all the data that is required to continue processing the business transactions.

If the incompletion log contains missing data, you can also call it up manually by selecting Edit Incompletion log from any of the overview screens in the sales document.

Displaying Incompletion Status

You can check whether all the necessary data has been entered for both the entire document or for individual items. If you want to check the completeness of the entire document, choose Goto Header Status on one of the overview screens. On the screen which follows, you can see whether the header and item data is complete. If you want to check the completeness of the items, choose Goto Item Status on one of the overview screens.

On the status screens, you see which subsequent functions (for example, delivery) cannot be carried out because the document is incomplete. However, the system does not display which specific data is missing.

Updating Delivery Status in Sales Orders

The order is updated when the delivery is created. The delivery status is updated at header and item level. This is illustrated in the following figure.

Delivery Status in the Order

You will find the delivery status of the individual items and of the entire order on the status screen at item and at header level respectively. The delivery status of the entire order results from the delivery status of the items. Until all items in the order have been fully delivered, the order has the status "Partially delivered". The entire document acquires the status of fully delivered once all the items have been fully delivered.

Shipping Point Determination

Shipping points are independent organizational entities within which processing and monitoring of the deliveries as well as goods issue is carried out. A delivery is processed by one shipping point only.

Criteria for Proposing a Shipping Point

A shipping point can be determined for each order item. How the shipping point is determined depends on three factors:
The shipping conditions from the customer master record (Shipping screen) For example, it might have been agreed with the customer that the goods are to be delivered as soon as possible.

The loading group from the material master record (Sales/Plant Data screen) You could, for example, specify a loading group that defines that the goods must always be loaded with a crane or a forklift. The delivering plant This plant is determined per order item either from the customer master record or from the material master record. However, you can also enter it manually for each order item. For more information on determining the delivering plant, refer to the section Data From Master Records

The following figure shows how the shipping point is determined using the data listed above.

On the basis of shipping condition 01, the loading group CRANE and the plant 0001, the system determines shipping point 0001 for the item. Instead of this shipping point, you can also select shipping points 0002 and 0003 if, for example, you know that shipping point 0001 is out of operation or does not have the capacity to deal with the item at the time when delivery is to take place.

Changing a Shipping Point

You are still able to change the shipping point proposed by the system in the sales order within specified limits. If you enter a shipping point that is not valid, you will receive the following error message from the system: Shipping point is not available for this activity. If the shipping point cannot be determined because, for example, the delivering plant could not be found in the sales order, an entry is made in the incompletion log in the standard version of the SAP system. This ensures that the shipping point is entered before the sales order can be processed for delivery. You can obtain an overview of the shipping points for all order items by choosing Overview Shipping in the sales order. You will find the shipping points in the ShPt column.

If you enter a delivery for the sales order, you must always specify the shipping point from which the sales order is to be delivered. The shipping point cannot be changed in the delivery.

Delivery by a Shipping Point

You can only carry out delivery processing for the items in a sales order for which a shipping point has been defined. If different shipping points have been assigned to the various items in a sales order, the deliveries have to be processed for each shipping point. If you create a delivery for a sales order that contains several shipping points, the system reacts as follows:
If you create an individual delivery, you receive a note in the log that the items with different shipping points have not been included in the delivery. You can view the log by choosing Edit Log. If you process a delivery via the delivery due list, no note is entered in the log. When you process the delivery due list, the system only informs you of errors that occur during processing. If the customer requests complete delivery of the sales order, it does not make sense to define different shipping points for the order items since this would lead to the sales order being split into several deliveries.

Data From Master Records

When you create a sales document without referring to a preceding document, the system copies the following data from the master records: Data about the sold-to party and other partners (for example, ship-to party or payer) from the customer master records Item data from the material master record Data from any relevant customer-material information records

The following graphic shows some of the data that is either transferred to the sales document or determined in the sales document.

Data From the Customer Master Record

Among other things, the name of the sold-to party as well as agreements for complete deliveries and order combinations are copied from the customer master record into the document. You can change this data for each transaction. The document contains data that can be entered in the header and in the items. The header data here normally applies to the items as well. For example, payment terms, Incoterms, partner functions, and the delivering plant are copied from the customer master records of the business partner into the document and the items. You can change the data in each item.

Deviating Item and Header Data

A sales document may include items where some of the business data differs from the business data in the header. You can review items where the data varies with the header data by selecting Edit Display criteria Own business data from the Overview screen. You reach an overview screen that contains only the items for which the data is defined. If you enter general business data for an item which deviates from the data in the document, subsequent changes to the data in the document header have no effect on this item.

The payment terms ZB01 are copied from the document header into the items. You change the payment terms for item 20 to ZB02. If you then change the terms of payment in the header later to ZB03, it will not affect item 20. If you also decided to change the Incoterms in the document header from FOB to EXW this will not affect item 20 either.

Data From Different Business Partners

Sometimes the customer master record specifies different partners for the various partner functions. For example, you may define several ship-to parties for a single sold-to party. In addition, you can define different partners for receiving and paying invoices. Each partner has its own customer master record and, during sales order processing, the system automatically copies data from the customer master record of the relevant partner into the sales order. For example, for each different ship-to party, the system copies the appropriate delivery and shipping data from the customer master record into the document.

The following graphic shows an example in which the sold-to party, ship-to party, and payers are all different. The payment terms are copied from the customer master record of the payer, while the destination address is copied from the customer master record of the ship-to party.

Data From the Material Master Record

The system copies data from the material master record and copies it into the individual items. This includes data about weights, delivery priorities, as well as over- and underdelivery rules. You can change this data for each business transaction.

How the System Determines the Delivering Plant

You can enter the delivering plant in the customer master record and in the material master record. A value is proposed for the delivering plant according to the following criteria: If the delivering plant is defined in ... the material master only customer master only Then the system proposes the delivering plant from ... the material master the customer master (if the material has not been maintained for the plant in question) the material and customer master records the customer master (if the material has not been maintained for the plant in question) the material and customer master records the material master

(if the material has not been maintained for delivering plant defined in the customer master)

The delivering plant is proposed from the customer master record of the ship-to party. Keep this in mind in case the ship-to party is different from the sold-to party.

Data From Customer-Material Information Records

You can determine customer-specific data for the materials in a customer-material information record. For example, you can define the material number and the customer's description for the material as well as specific shipping data, such as delivery priority, and partial delivery specifications. If you have maintained the customer data in the customer-material information record, you can access material using this customer data rather than having to find the actual material number. To call up the Ordering Party view in the sales document, choose the Ordering party tab page in the overview screen. Here, you can enter the customer material number or a customer description. The system determines the number under which the material is managed. When you create the information record, the system copies some of this data from the customer master record and the material master record. You can change this data in the information record. If a customermaterial information record exists, the data defined there has priority over data in the customer and/or the material master record and is copied accordingly, into the individual items. You can change this data for each transaction.

Combining Sales Document Items for Delivery

The complete delivery and delivery group functions enable you to combine some or all of the items in a sales order so that they are delivered to the customer together for the same date. The system automatically determines the earliest delivery date possible for the group of items In extreme cases, all the items in a document) and adjusts the schedule lines accordingly. Relevant requirements records are automatically changed or re-generated.

Complete Deliveries
To combine all items in a sales document for delivery, you can set the complete delivery indicator. The indicator can be proposed automatically from the customer master record or you can set it manually in the sales document.

If the complete delivery indicator is set for a sales order, the system automatically creates a delivery group that consists of all items in the sales order. The system takes the latest delivery date among the items and applies it to the whole delivery group.

Setting the Indicator Manually

You can set the complete delivery indicator manually during sales order processing in the Shipping tab page in the header overview so that all the document items are completely delivered.

Proposal From Customer Master Record

If you set the complete delivery indicator in the shipping screen of a customer master record, the system automatically proposes the indicator in the sales documents you create for that customer. You can change the indicator manually in the document.

Delivery Groups
If you want to combine a number of items in a sales document so that they are delivered together, you can create a delivery group, as illustrated in the following graphic:

When you create a delivery group, you should be aware that: An item cannot be included in a delivery group if the item has more than one order quantity has no confirmed quantity If an item has more than one schedule line with confirmed quantities (for example, after an availability check with the delivery proposal option) the system displays the date of the latest schedule line in the delivery group overview screen. When forming delivery groups, the system deletes the earlier schedule lines and copies their confirmed quantities into the latest schedule line.

Creating a Delivery Group

To create a delivery group in a sales document, proceed as follows:

1. Choose the Shipping tab page from the overview screen. 2. For each of the items that you want to combine into a delivery group, enter the same number in
the Delivery group field. For example, if you want to combine three items into a delivery group, you enter 1 in the Delivery group field for each item. You can create additional delivery groups by using different numbers.

3. Choose Enter or Save to save your data.

The delivery groups are created. The system creates the schedule line date for each delivery group and copies it to the sales document.

A delivery group consists of at least one item in a sales document and can, in the case of complete delivery, consist of all items.

Changing Delivery Groups

In the Delivery Group overview, you can expand or reduce delivery groups and also change the schedule line date of the delivery groups. You can extend a delivery group by entering the delivery group number in the Delivery group field for the document item that you want to add to a delivery group. You can remove an item from a delivery group by deleting the delivery group number for that item. You can manually change the schedule line date that the system proposes for a delivery group to a later date and if necessary, the system redetermines shipping and transportation dates. However, you can only change the date to a later date.

Removing Delivery Groups

You can undo a delivery group by deleting the delivery group numbers for every item in the group. If you delete a delivery group or deactivate the complete delivery indicator, the system tries to recreate the original schedule lines for the individual order items. In the case of items whose original quantity could not be confirmed, the system carries out a new availability check.

Displaying Delivery Groups

For each item that belongs to a delivery group in a sales document, you can display the delivery group number. To display this information, choose the Shipping tab page from the overview screen.

Route Determination
The route determines the means of transport and the legs involved. It influences transportation scheduling. For example, the system can determine from the route that goods are to be sent by rail to Boston. Therefore, during transportation scheduling, it takes into account how far in advance loading space in the freight car must be reserved.

Criteria for Route Proposal in the Sales Order

A route can be determined for every order item. Determining the route in the sales order depends on the following factors: Country and departure zone of the shipping point Shipping condition from the sales order For example, it might have been agreed with the customer that the goods are to be delivered as soon as possible. Transportation group from the material master record (Sales/Plant Data screen) You can use the transportation group to group together goods with the same characteristics (for example, bulky goods or goods that must be transported in refrigerated trucks). Country and transportation zone of the ship-to party (Control screen in the customer master record)

If the ship-to party is changed in the sales order, the route is determined again for each item. Using the delivery type, you can control in Customizing whether the transportation scheduling is to be executed once again after a route change has taken place. The following figure shows how the route is determined in the sales order according to the data listed above.

Criteria for the Proposal of the Route in the Delivery

The shipping document type determines whether the route is determined again in the delivery. Since you only learn the exact weight of the delivery at the time of creating the delivery, it makes sense to determine the route again. For example, an overdelivery of goods could mean that the delivery is now too heavy to be delivered by air freight and must be conveyed by rail. It could also be that several partial deliveries are created for one sales order so that the total weight of the each delivery is now lower than the total weight that is recorded in the sales order. Thus, a smaller truck than originally planned can be used for the delivery. For this reason, a weight group is used as an additional factor in determining the route. The weight group is determined on the basis of the total weight of the delivery. You can manually overtype the route that is determined by the system in the delivery. Unlike the sales order where a route can be defined for each order item, the route applies to all items in the delivery. The following figure shows all factors that the system takes into account when it determines the route in the delivery.

Consistency Check
Once a new route has been determined in the delivery, the system can check whether the route determined in the order item and the route found for the delivery are consistent. In the Customizing application, you can define a consistency check for each shipping document type.

Transportation and Delivery Scheduling

During order entry, each schedule line for an item can contain a requested delivery deadline. The goods should arrive at the customer on this date. At the order processing stage, the system can automatically schedule when the essential shipping activities such as picking, loading and transporting must be started so that the requested delivery date can be kept. The terms used in scheduling are defined below. You must distinguish between times (time duration) needed to carry out certain activities dates that are calculated on the basis of these times

Times
Values based on past experience of the shipping department are entered in the system in the form of transit times, loading times, pick/pack times, and transportation lead times: The transit time is the time in days that is required to deliver goods from your premises to the customer location. It is defined for a route. The loading time is the time in days that is required for loading a delivery item. It is determined from the shipping point, the route, and the loading group of the material. The pick/pack time is the time in days that is required for allocating goods to a delivery as well as the time in days that is required for picking and packing. It is calculated using the shipping point, the route, and the weight group of the order item. The transportation lead-time is the time in days that is needed to organize the shipping of the goods. This might include booking a ship and reserving a truck from a forwarding agent. It is defined for a route.

If you have not maintained any working times in the shipping point, the unit for the time specification is the day (workday = 24 hours) with two decimal places If you have maintained the working times in the shipping point, the unit for the time specification is hours, minutes, and seconds. You can also enter the factory calendar of the forwarding agent for the route when you define the transit time. This factory calendar can be different from your company's calendar. For example, the forwarding agent might operate a 6-day-week. You may only enter the transit time in days with two decimal places, even if you have maintained the working times in the shipping point.

The following figure shows the different times that are taken into account during delivery scheduling.

Deadlines
The following deadlines are of importance for delivery processing: You must start picking and packing activities on the material availability deadline. This deadline must be selected early enough in advance so that the goods are ready by the given loading deadline. The transportation scheduling deadline is the date on which you must start to organize the transportation of the goods. This deadline must be selected early enough to ensure that the means of transport is available by the loading deadline. The loading deadline is the date on which the goods must be available for loading and on which all vehicles that are required to ship these goods must be ready for loading. After the time required for loading the goods (loading time) has expired, goods issue can be carried out. The goods issue deadline is the date on which the goods leave the company in order to arrive punctually at the customer location. The delivery deadline is the date on which the goods are to arrive at the customer location. The difference between the goods issue deadline and the delivery deadline is calculated from the transit time required for the route between the delivering plant and the customer. The delivery deadline can be the customer's requested delivery deadline or the confirmed delivery date (that is, the earliest date on which you can deliver goods to the customer).

Data in the Sales Order

You will find the appropriate data in the sales order on the Item - Schedule Line - Shipping details screen. You call up this screen as follows:

1. On one of the overview screens in the order, select the item whose shipping data you want to look 2. Place the cursor on the appropriate schedule line and choose Edit Detail Shipping.
at. Then choose Item Schedule Lines Quantities/dates.

Data in the Delivery

You will find important shipping data at header level in the delivery. For this purpose, choose Header Shipment-relev.info from a header or overview screen. The material availability date can be different for each item. For example, this could be due to large quantities or complicated packaging. You will find this date at item level. Select the item for which you want to display the material availability deadline from the initial overview screen and then choose Item Item details. You will find the material availability deadline in the Picking section in the Mat.avail.date field. In the sales order, the system can determine exactly at which time goods must become available, be loaded, and sent so that they arrive at the ship-to party location on the requested delivery deadline. The two different types of scheduling that are carried out are delivery scheduling and transportation scheduling.

Delivery Scheduling - Transportation Scheduling

All activities that must be carried out before the goods can be delivered to the customer are taken into account during delivery scheduling. This includes loading, picking, and packing. Delivery scheduling determines the material availability deadline and the loading deadline. All deadlines that are used for preparing and carrying out the transportation of goods are taken into account during transportation scheduling. This includes the transit time and the transportation lead time that you need for ordering a foreign forwarding agent or for arranging a truck from the your company's truck fleet. The goods issue deadline and the transportation scheduling deadline are determined by transportation scheduling.

Scheduling Criteria
For each sales document type, you can define whether a delivery scheduling and/or a transportation scheduling will be carried out. It is possible to specify by shipping point whether the system proposes loading time and pick/pack time for delivery scheduling. To determine these times, use the following criteria: Shipping point Processing may be carried out more quickly in one shipping point than another. Shipping point, route, and weight and/or loading group Since the route is required for determining the mode of transport, a delay in processing or quicker processing can be taken into account here. Weight can be important for determining pick/pack time, the loading group from the material master record for determining the loading time. Shipping point, weight and/or loading group If the route is not to be taken into account when the pick/pack time or loading time is determined, the shipping point and the weight become the only criteria used for determining the pick/pack time. The shipping point and the loading group become the criteria used for determining the loading time. The transportation lead time and the transit time for transportation scheduling are determined using the route.

Backward scheduling is always carried out for both delivery scheduling and transportation scheduling. If backward scheduling determines a material-availability deadline or transportation-scheduling deadline that lies in the past, the system automatically carries out forward scheduling to determine a delivery deadline that can be confirmed.

Backward Scheduling
The system first carries out backward scheduling from the requested delivery deadline: Requested delivery deadline ./. minus transit time ------------------------------------------------------Goods issue deadline Goods issue deadline ./. minus loading time ------------------------------------------------------Loading deadline Based on the loading deadline, the system determines two further dates, the transportation planning deadline and the material availability deadline. Loading deadline ./. minus transportation lead time ------------------------------------------------------Transportation scheduling deadline Loading deadline ./. minus pick/pack time -------------------------------------------------------Material availability deadline The earlier of these last two dates (material availability deadline and transportation scheduling deadline) determines when a schedule line becomes due for shipping.

Forward Scheduling

If backward scheduling determines a date in the past as the date on which a schedule line becomes due for shipping or if the material will not be available on the date calculated, the system automatically carries out forward scheduling to determine the earliest possible shipping deadline. For example, starting from the current date, the system calculates the loading deadline, the goods issue deadline, and then the confirmed delivery date. It does this by adding together the shipping times mentioned above.

Rounding Rules for Data

If you have not maintained any working times, the system always rounds dates for scheduling up or down according to normal business practice. In addition to this, different buffer times can be determined for each shipping point and added to the loading time and the pick/pack time. This enables you to take into account possible delays in the shipping activities in advance. Depending on the rounding rule you are using, the system may determine that loading scheduled according to the pick/pack time to be carried out in the afternoon will not be started until the following day. Thus, should picking and packing be held up, the truck is not kept waiting. You can define the rounding period per shipping point in Customizing. If you have maintained the working times, the scheduling is calculated exactly.

Partial Delivery and Complete Delivery

A customer may specify that he or she will only accept complete delivery of an order. However, the customer may also agree to accept several partial deliveries for an order or an order item.

You enter the appropriate indicator in the customer master record or in the customer material information record to control this. The indicator is copied into the order. You can change the indicator there. You can also enter the indicator manually in an order. You can also enter the indicator manually in an order. When you process an order or create a delivery, the system checks this indicator to determine whether complete delivery is required or whether partial delivery is permitted.

Complete Delivery Indicator

If a customer requires his or her orders to be delivered completely, you must enter the appropriate indicator.

Entering the Indicator

There are two places where you can enter this indicator:
Customer master record This indicator belongs to the shipping data for a customer within a sales area. You enter an X in the Complete Delivery field on the shipping screen of the customer master record. The indicator is copied into the order header. Order header You can also enter the indicator X in the Delivery field on the business data screen of the order header.

How the System Reacts

If you try to partially deliver an order to which you have assigned a complete delivery indicator, the system will inform you that the customer requires complete delivery of the order. All items must be delivered at the same time. The items cannot have different delivery deadlines. If the system cannot include all the items with the total order quantity in the delivery, you receive a message that the customer requires full delivery.

If you enter the complete delivery indicator X, you must set the partial delivery indicator to C (no partial deliveries allowed).

Partial Delivery Indicator

If a customer allows partial deliveries for his orders, the delivery can be executed in different ways. You enter the respective indicator, depending on the partial delivery agreement that you have made with the customer. Partial delivery agreements are taken into account during the availability check in the order. These indicators are once again checked when the delivery is created. The delivery must observe the partial delivery agreements in the order.

Possible Indicators
The following partial delivery indicators are defined in the standard version of the SAP system:
Standard Partial Delivery Indicators Indicator "Blank" A B C D Importance Up to maximum number of partial deliveries permitted are allowed One delivery attempt carried out on requested date One delivery attempt carried out on any date No partial deliveries allowed Any number of subsequent deliveries allowed

Entering the Indicator

You can enter the indicator in various places, such as the:
Customer master record This indicator belongs to the shipping data for a customer within a sales area. You enter the indicator on the shipping screen in the Part.delivery/item field. The indicator is copied into the order items. Customer-material information record You enter the indicator on the item details screen of an information record in the Part.delivery/item field. The indicator is copied into the order items when the system reads the information record. It does this when the order is created. Order item You enter the indicator for an order item on the shipping details screen in the Part.delivery/item field.

Maximum Number of Partial Deliveries

The check carried out for the delivery indicators is influenced by the number of partial deliveries permitted for a customer. You enter this number on the same screens in the customer master record and in the order item as you enter the partial delivery indicator, in the Max. part. deliveries field. If, for example, you specify a maximum number of 3 deliveries, an order item must be fully delivered after three deliveries have been created. If the entire order quantity for the item is not fulfilled once you enter the third delivery, you receive a warning message. Only if the order item has been assigned the partial delivery indicator D or " " does the entry for maximum number of partial deliveries influence the creation of the delivery.

How the System Reacts

The system responds differently depending on which partial delivery indicator is set in an order item. The different reactions are illustrated by the following example. You create a delivery for an order item of 10 pieces. Only 5 pieces are available.
Indicator "blank" You can enter as many partial deliveries as you wish for an order item until the maximum number permitted is reached. If the last delivery does not result in the entire outstanding order quantity being reached, you receive a warning message. In this situation, you can create a partial delivery of 5 pieces for the example. The order item is then regarded as partially delivered. Once the material becomes available again, you would create another partial delivery. This process would continue until the item is fully delivered or the maximum number of deliveries has been reached. Indicator A If the delivery quantity on this date is not the same as the outstanding order quantity, you receive a warning message. If the delivery quantity is greater than zero, the system marks the order as complete. This indicator is used, for example, when the customer wants you to ship as much as possible on a particular date. If the delivery quantity falls short of the order quantity, the customer wants the order to be marked as complete (that is, wants no backorders). Indicator B This delivery should fully satisfy the order quantity. If the delivery quantity does not correspond to the outstanding order quantity, you receive a warning message. Any delivery quantity, even zero, completes processing of the order. This indicator can be used, for example, for customers who want no backorders to be generated, even when a delivery quantity is zero. In Customizing for Sales, you can define for each delivery type whether or not zero delivery quantities are allowed. If only part of the order quantity can be delivered, a delivery is created and the order item is then regarded as completed. You can create a delivery for 5 pieces for the order item in the example. The order item is then regarded as completed. Indicator C Complete delivery is required for an order item. You receive a warning message if you try to create a partial delivery of 5 pieces for the order item in the example. Indicator D You can enter any number of subsequent deliveries for an order item until the maximum number of partial deliveries permitted is reached. You can over deliver the original order quantity in the process. An order item can only be assigned the completed status manually. After you assign this status, no further deliveries can be created. You can create a partial delivery of 5 pieces for the order item in the example and then go on to create any number of subsequent deliveries as long as you do not manually mark the item as completed.

Correlating Delivery Groups

Items in delivery groups can be combined in the sales order to synchronize their delivery. You will receive a warning message when creating a delivery for a sales order if all items belonging to such a group cannot be delivered. If you then create deliveries using a delivery due list, all orders whose delivery groups cannot be completely delivered will be ignored in this process. In this case, the log supplies all appropriate information. If the delivery quantity is changed or if such an item is deleted in a delivery item belonging to a delivery group, you will receive a warning message. For further information on delivery groups, refer to Combining Sales Document Items for Delivery. In addition, the system will carry out a quantity correlation for groups of items when they are classified together by one of the following requirements: the items belong to a common delivery group the items have a bill of material structure

If the order structure arose from a bill of material explosion, the relations in quantity of the items is based on component quantity. If this is not the case, it is based on the relation of the order quantities. The system does not correlate items classified as having fixed quantities. When creating deliveries, the system automatically carries out a quantity correlation. If you change a higher level items quantity, the quantities in the dependent items will be adjusted on all levels if necessary. When you change a dependent items quantity, the system generates a warning message. When you delete a higher level item, all subordinate items are deleted as well. When you delete a dependent item, the system generates a warning message. If the dependent item contains a quantity to correlate and is the main item of a batch split, you receive a note. You must decide manually for which batches the quantity change is to take place.

Order Combination
Implementation Options
You can group together entire orders, order items of different orders or partial deliveries of individual order items in one delivery but only if this has been agreed with the customer.

Prerequisites
Order combination can only be carried out if the orders concerned have the appropriate indicator in the order header. The orders or the order items and schedule lines must have identical shipping criteria. This includes the following data: Shipping point Ship-to party Incoterms Sales organization

If you try to combine items that have different goods issue dates, you receive a warning message. You can ignore this warning message. The earliest goods issue date of all the items is selected automatically as goods issue date of the entire delivery.

Entering the Indicator

You can enter the indicator that makes order combination possible in two places: In the customer master record, you can give a customer general allowance for order combination. The indicator depends on the sales organization, the distribution channel and the division as it is entered for a particular sales area. You can specify that all orders for one particular customer can be combined by entering an X in the Order combination field on the Shipping screen of the customer master record. The indicator is copied from the customer master record into the order header. You can specify manually that individual orders can be combined and then revoke the combination allowance later, if necessary. You can specify that orders can be combined by entering an X in the Order combination field of the Shipping tab page on the Order Header screen. If you want to block order combination, deselect this indicator (the checkbox should appear blank).

Process Flow
During delivery creation, you must distinguish between the following two situations: Creating an individual delivery You can manually add additional orders or order items to this delivery if the customer allows combination and order items fulfill the criteria for order combination. Processing a delivery due list The system automatically combines the order items in one delivery if the customer allows this and if the order items fulfill the criteria for order combination. See also: Information about creating outbound deliveries can be found in Creating Outbound Deliveries Documents Due for Delivery

Creating Outbound Deliveries

Use
You can create a single outbound delivery for exactly one order, if you know the order number. Only the order items from this order that are due for shipment will be included in the delivery. You can make changes to the shipping data, if necessary.

Procedure
To create an individual outbound delivery, proceed as follows:

1. From shipping, choose Outbound Delivery Create Single Document With Reference to
Sales Order. The initial screen for creating outbound deliveries appears. 2. Enter the appropriate shipping point. 3. Specify the selection date. You can only deliver schedule lines whose material availability date or transportation scheduling date is the same as or falls before the selection date. The current date is proposed by the system as the selection date.

4. If you only want to deliver some of the order items, specify the appropriate item numbers in the
From item and To item fields.

5. Select Enter.
The outbound delivery is put together according to your specifications. Then, the outbound delivery overview screen appears. Data is copied into the outbound delivery from the order to which it refers. The system enters the delivery quantity in the delivery according to availability. On the header screens and item screens, you can enter additional specifications (for example, how the goods are to be transported). You can also change the specifications from the order. A note is entered in the error log if inconsistencies occur in a schedule line.

6. Save the delivery by choosing Delivery Save.

When the system has saved the document, it informs you of the number of the outbound delivery. After creating a delivery, you can branch directly to one of the subsequent functions such as creating a transfer order in the Warehouse Management System, printing or allocating the outbound delivery to a group. To do so, select Subsequent functions and one of the functions listed.

Error logs
If errors occur while a delivery is being created, the system notes them in a log. The system issues a message if any errors have occurred. For example, an entry is made in the log if an item is rejected because of lack of availability.

To find out the cause of the error, you can branch to the log from any of the overview screens in the delivery by choosing Edit Error log. From there, you can make changes directly to the shipping document.

Direct Interface to Order Processing

You can branch directly from sales order processing to delivery creation:

1. On the sales screen, choose Sales document Deliver.

The initial screen for creating deliveries appears. 2. You can now follow the procedure described above for creating outbound deliveries.

Shipping
Depending on the system you are using, choose System SAP System Menu path Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery or Logistics Sales and Distribution Shipping and Transportation SAP Retail Logistics Retailing Merchandise logistics Logistics execution Outbound process Goods issue for outbound delivery

Delivering Documents Due for Delivery

Use
As an alternative to Delivery of Individual Sales Orders in the foreground, you can deliver several documents at the same time.

Prerequisites

You can tailor the user roles and the delivery scenarios in the standard system to your needs in order to better adapt processing of documents due for delivery to your business processes. In order to make these adjustments, carry out the following steps in Customizing under Logistics Execution Shipping Worklists: Configure list profiles Assignment of list profiles to delivery scenarios

Procedure
To process a delivery list in the foreground, proceed as follows:

1. From shipping, choose Outbound Delivery Create Collective Processing of Documents Due
for Delivery Delivery scenario of your choice. The Selection criteria entry screen appears, where you can select criteria according to which the delivery list is to be limited.

2. Specify the shipping point for which you want to create the delivery. The system will propose a
default value if you use user parameter VST.

3. Set a range for the delivery creation date.

Normally, the default value for this field is defined for determination of the delivery creation date and can be specified in the user role. The delivery creation date of a document due for delivery is a result of scheduling. It defines when a document must be created in order to keep the entire delivery on schedule, ensuring that the goods arrive at the customer's place of business on time. Time is also allotted for picking and transportation activities.

4. Fill in the selection criteria that will be most helpful for you. Depending on which user role the
delivery scenario is carried out with, different selection criteria (taken from the complete list) may be active. You can define which criteria appear in the user role and can be overridden (to some extent) on the User role tab page.

The following selection criteria are important for performance in the following order: Shipping point Delivery creation date Delivery priority Route Forwarding agent Goods issue date Ship-to party Document number

5. Make sure that there is an entry for displaying the delivery list in the user role specifications in the function code profile.

6. To start the search, choose Program Execute.

The delivery list either appears or the system issues a message that no documents due for delivery meet the given selection criteria.

7. Select the lines that you want to deliver and then choose Create delivery in background.
After you create deliveries, the Log for delivery creation function appears in the status bar of the delivery list. Use this function to check the deliveries that were created and the messages added to the log. The delivery items that were generated and their delivered items are displayed in item or schedule line processing mode. You can check the results of the delivery right in the delivery list.

Selection Criteria
The following selection criteria are available in collective processing to limit searches for documents due for delivery: General data General selection criteria, valid for all documents, include: Shipping point Delivery creation date Delivery priority Shipping conditions Route Ship-to party Unloading point Delivery type Sales organization Distribution channel Division Goods issue date

You can also use goods issue time and route schedule as selection criteria, provided these fall within the scope of your user role. Sales orders The following criteria are also available for sales orders: Sales document number Sold-to party Forwarding agent Sales office

Sales group Department Delivery block (predefined with delivery blocks that block a sales order for processing with a delivery list) Complete delivery

Partners You can search for sales orders according to partner criteria. You can specify another partner role for general partner roles such as sold-to party, ship-to party and forwarding agent. Then, you can enter any number of partner number limitations for this secondary role. This partner role must belong to the set of Sales and Distribution partner types (creditor, debitor, employee or contact person). Purchase orders The following criteria are also available for purchase orders: Purchasing document number Supplying plant

User role specifications that influence selection criteria availability:

Data selection o Sales orders If this indicator is set, sales orders that are due for delivery are selected. The Sales orders and Partners tab pages also appear, on which you can specify selection criteria that only affect the selection of sales orders due for delivery. o Purchase orders If this indicator is set, purchase orders that are due for delivery are selected. The Purchase orders tab page also appears, on which you can specify selection criteria that only affect the selection of purchase orders due for delivery. o Deliveries If this indicator is set, existing deliveries for sales orders are selected. If you also set the Only open deliveries indicator, only those deliveries for which goods issue has not yet been posted are selected. Selection according to schedule line criteria You can select according to scheduling by entering the corresponding value (F4 help) for the SelectSched indicator. However, you can only effectively check in item and schedule line processing (list type = 2) to make sure the outcome you wanted was achieved. You can select according to the following criteria: o o Goods issue time Route schedule

Delivery creation date in selection range (no earlier scheduling)

Additional Shipping Deadlines

To monitor delivery processing beyond goods issue or during internal processing, you can specify deadlines with planned start and planned end dates in a delivery or shipment. Confirming a deadline is possible using actual start and end dates.

Deadline - Detailed Data

In the deadline detail screen, you can store additional data, such as: reason for deviation When differences between the actual deadline and the planned deadline exist, you can record the reason for deviation. points You can store a location for each deadline.

Creating a Billing Document

Use
During billing document creation, you can create invoices, credit memos, debit memos, cancellations, etc.

Features
The following options are available for billing document creation: Automatic processing of the billing due list in the background This can also be carried out periodically (e.g. every day at 10 PM) and automatically by the system. Manual processing of the billing due list

You enter selection criteria. The system then selects all the documents fulfilling this criteria and enters them in a billing due list which you can process. Explicit invoice for a delivery or an order You can refer to an entire document, individual items or partial quantities of items.

You can create billing documents in the following ways: Explicitly specify the documents to be billed Process the billing due list Process Billing in the background

You can also have the system create invoices for a customer at regular intervals (periodic billing). In this case, the system selects the documents to be billed by the date defined in the billing schedule. See also: Periodic Billing: Creation

Creating Billing Documents

Prerequisites
You must refer to a sales and distribution document, e.g. a delivery or a credit memo request.

Procedures
1. In the Billing screen choose Billing document Create.
You will reach the screen Create billing document.

2. In the document column, enter the numbers of the sales documents (e.g. deliveries, orders or 3. If you need to change data proposed by the system (e.g. you need to use another billing 4. if you only want to bill individual items and/or partial quantities, choose Selection list. Select the
items required or specify the partial quantities for individual items. There is the following prerequisite in Customizing for item selection during delivery-related billing. Billing relevance of the item category must have the indicator K. document type), make the entries accordingly. credit memo requests), which you want to be billed.

5. If you want to change the billing documents created, choose Edit Execute to reach
Foreground processing .

If errors occur, you can display the notes on these errors in the log (Edit Log).

6. Choose Billing document Save to reach Background processing and to create the billing
documents. In this case you have no more influence on the billing documents. As long as the sales and distribution documents were not incomplete or did not contain any errors, the number of the last billing documents created is displayed.

If errors occur during account assignment and you can not get rid of these, you must cancel the billing documents.

Billing Screen
Depending on the system you are using, choose

System Standard SAP System SAP Retail

Menu path Logistics Sales and distribution Sales Billing Billing

Processing Billing Due List

Procedures
1. In the Billing screen select Billing document Process Billing due list.
The Process Billing Due List screen appears. 2. You can select by billing date, by reference document, or by customer and organizational data. 3. If you need to change data proposed by the system (e.g. you need to use another billing document type), select Settings Default data. You can change the following data before you carry out the billing process:

 Billing type Enter the billing type, if you want to create a billing document which cannot be determined automatically from the sales order or the delivery (for example, if you want to create a pro forma invoice). Billing date If you do not specify a billing date, the billing date is always copied from the sales order or the delivery (field Billing date). Date of services rendered For credit and debit memos, you must be able to refer to previous business transactions since tax must be determined according to the tax situation at the time the services were rendered. Pricing date If you want to change the pricing date, enter a date in this field. Enter the relevant data and press CONTINUE
.

4. In the Documents to be selected section, you can specify whether you want billing to be:
order-related delivery-related rebate-related intercompany (intercompany billing document) 5. You can display the billing due list to check it before creating the billing documents: Select Billing document Display billing list. Unmark any documents you do not want to invoice. 6. You now have the following billing options: Individual Billing Documents An individual billing document is created for all documents marked in the billing due list. No combination is carried out. You branch to transaction VF01 for every document selected. Collective Billing Documents All documents marked in the billing due list are billed. The system tries to combine them as much as possible. Processing of the selected documents is carried out in the background. After processing of the documents, you return to the billing due list. Here, icons indicate whether or not a document has been billed successfully.

Collective Billing Documents / Online The system branches to the Create billing document function (transaction VF01). The documents are combined as far as possible according to the usual criteria.

Save As for collective billing, the system attempts to combine all selected documents. You do not however return to the billing due list, the system branches to the log display instead. After you leave the log display, the system also leaves the billing due list display.

Simulation You can also carry out a simulation of billing. In this case, select Simulate. The system simulates the collective billing / online function described above.

After the collective run you can display a log for the collective run. This displays possible errors during billing. You can also branch to the resulting billing documents, in order to carry out a split analysis. The billing documents of a collective run can also be canceled.

Creating Billing Documents in the Background

Use
If you need to reduce processing time, it is recommended that you process billing as a background task.

Features
The billing due list can be processed in several runs. You can start several processes in parallel, which means that the total processing time will be reduced.

Activities
Choose Billing document Background processing (Report RV60SBAT). Here you can divide the billing due list into suitable blocks; for example, according to: customer (sold-to party) document numbers You can also start report RV60SBAT, for example, using a job which starts the report daily at 16.00 using certain selection data. For more information on background jobs, see the documentation on background processing.

Choose: BC - Computing Center Management System - Background Processing.

Creating Periodic Billing Documents

Use
Some customers may require invoices to be processed periodically, so that all deliveries due for billing by a certain time are put into one collective invoice.

Prerequisites
To fulfill this requirement, a billing schedule must be defined for the customer: A factory calendar which contains special rules instead of working days must be created. These special rules refer to the days on which billing should be carried out. If, for example, an invoice is to be issued every last working day of the month, then this day must be entered as "valid from" day and "valid to" day. This day must be the only day defined as a working day in the calendar for each month. The ID-number of the factory calendar must be specified on the billing screen of the payer's customer master record in the Billing schedule field.

Activities
When a sales document is created, the system copies the invoice date from the factory calendar and enters it into the relevant document as follows: On the next billing date determined by the factory calendar, the system selects all sales orders and deliveries and puts them in a billing due list. They can now be billed. As a result of the ID-number of the factory calendar defined in the customer master record, all sales orders or deliveries for that customer over a particular period have the same billing date, and they can be combined in one collective invoice. The following figure shows how the system proceeds if a billing schedule has been defined for a customer.

For further information on creating a factory calendar for invoice dates, goto the online Implementation Guide (IMG) and view the Maintain calendar section under Global settings.

Clearing
Purpose
The SAP System offers the following procedures for accounts with open item management: Posting with clearing Manual account clearing

Integration
In one clearing transaction, you can process several accounts, different account types (G/L account, customer, vendor), and accounts from several company codes.

Features
The clearing program carries out automatic clearing within the SAP System. However, all prerequisites for clearing open items in the SAP System must be fulfilled.

Customer and vendor accounts are always managed on an open item basis. For G/L accounts, however, you have to set the open item management option in their master record yourself. Open item management is recommended for the following G/L accounts: Check clearing accounts (bank clearing accounts) Goods receipt/invoice receipt. (See the Materials Management documentation in the SAP Library for more information on these accounts.) Payroll clearing accounts. (See the Personnel Administration and Payroll documentation in the SAP Library for more information on these accounts.)

During clearing, the system enters a clearing document number and the clearing date in these items. In this way, invoices in a vendor account are indicated as paid, and items in a bank clearing account are indicated as cleared.

Constraints
The program does not clear special G/L transactions, or post any new documents. It therefore does not clear items if additional postings would be required.

You have posted a vendor invoice. This item could be cleared with a credit memo. At the time of clearing, cash discount would have to be posted. Therefore, the clearing program cannot clear the item. Items that require an additional posting are, for example: Items that contain cash discount. Cash discount would have to be posted for these items. Items that were posted using the net procedure. Cash discount clearing would have to be posted for these items. Items that would require a withholding tax posting.

A posting would also be required if the items balance to zero in document currency, but not in the local currency or parallel currency (group or global company currency, and so on). Clearing could not be carried out in this case either.

Open Item Management

Definition
Specification that items in an account have to be cleared by other items in the account. The total of the items involved in the clearing transaction must be zero. The account balance is therefore always the total of the open items.

Structure

Customer and vendor accounts are always managed in this way. This allows you to monitor your outstanding receivables and payables at any time. You have to define open item management for G/L accounts in the master record.

You would set this option, for example, for bank subaccounts and clearing accounts in order to be able to track whether the business transactions posted to these accounts are closed yet.

Grouping Open Items

The program groups together those items from an account that have the same: Business area Trading partner ID Reconciliation account number Currency in which the general ledger is updated

In addition to the criteria predefined by the system, you can define up to four other criteria to group open items for clearing. To do this, enter the following when configuring the clearing program: Account type Account number or number interval Two additional criteria

You can enter fields from tables BSEG or BKPF as criteria. If possible, you should select fields that are also contained in tables BSIS (G/L accounts), BSID (customer accounts), or BSIK (vendor accounts).

Integration
Open item management ensures that all items that have not yet been cleared are available in the system. You can only archive a document after all the open items have been cleared.

You can see whether an item has been cleared in the line item display or document display. In the line item display, the last three digits of the clearing document number are displayed if you choose the standard line layout variant. The clearing document also tells you how items were cleared.

Clearing Document
Definition
Document that is generated automatically for each company code involved in clearing. A clearing document is generated in the following situations: Zero clearing After running the clearing program

Structure
The document header is generated automatically; the system displays an indicator that there is a clearing document in place of the line item.

Integration
If clearing is carried out using a transaction for which no document type is defined, for example, customer clearing, a default document type is used for the document header. This is the same document type that is used when transfer postings are required for clearing, for example, because of different business areas in the items.

You define this document type under the clearing transaction Transfer Posting in Customizing. To do this, see the activity Define Posting Keys for Clearing in Customizing for Financial Accounting. See also: Configuring the System Using the Implementation Guide

zero clearing (FI)

Financial Accounting (FI)
The clearing open items in one account or several accounts, but where no clearing postings are required.

Configuring the System Using the Implementation Guide

Some system settings for Accounts Receivable and Accounts Payable, such as those for check management, must be made in Customizing. The following descriptions are based on the SAP Reference IMG. If you are working with an Enterprise IMG or your own projects, you may see slightly different paths than the ones listed here. The SAP Reference IMG lists all the activities that you need to carry out to configure your SAP System. You can execute functions and display documentation about these functions from the IMG structure. For more information about system settings (function descriptions and instruction manuals), see the CA Customizing Manual. See also: Calling Up the SAP Reference IMG Searching for Activities in the SAP Reference IMG

Calling Up the SAP Reference IMG

To display the SAP Reference IMG, proceed as follows:

1. From the SAP System main menu, choose Tools Accelerated SAP Customizing Edit
project, then SAP Reference IMG. The IMG structure appears.

2. Place the cursor on Financial Accounting and choose Edit Expand, or click on the plus sign to
display the subheadings under Financial Accounting. You will see the IMG for Financial Accounting Global Settings, General Ledger Accounting, and Accounts Receivable and Accounts Payable.

3. Place the cursor on either Financial Accounting Global Settings, General Ledger Accounting, or
Accounts Payable and Accounts Receivable, and expand the structure until you find the configuration activity you require. 4. To display the documentation for the activity, double-click the text icon next to the activity. You can maintain the settings by double-clicking the Execute icon. 5. Make the required configuration settings and save them. 6. Return to the IMG structure display by choosing Goto Back.

Searching for Activities in the SAP Reference IMG

Using the Find function, you can search for a specific word or character string within the IMGs structure titles. Proceed as follows:

1. From the IMG structure display screen, choose Edit Find. 2. Enter your search term (word or character string).
3. Select the type of search and hit list display. 4. Confirm your entries.

Posting with Clearing

Use
Using the posting with clearing function, you enter document line items and then select the open items to be cleared. Once you have fulfilled all the prerequisites for clearing, the system clears the open items. The system generates one or more offsetting postings for the open items to be cleared.

The following example is reflected in the figure below.

1. A customer pays several receivables amounting to 5,000 USD by check. You enter the
amount in the incoming checks account. 2. To clear the receivables on the customer account, you choose the open items and complete the document entry transaction.

3. The amount you enter and the items you select must balance to zero. The system automatically posts the incoming payment to the customer account. 4. The system flags the open items as cleared.

All four steps are performed in one procedure.

Features
In the clearing transaction, the system generates a clearing document that consists of the items you entered manually, and the offsetting entries it created automatically to balance the document to zero. The document then balances to zero. The system then flags these items as cleared. It enters a clearing document number and the clearing date in the cleared document items. These are the selected items and the items for the offsetting posting. The clearing date is usually the posting date. If however, the items you select for clearing have a posting date that comes after the posting date of the clearing document, the system uses the most recent posting date as the clearing date. The following illustration shows the item that the system posted automatically in the above example. The item is cleared, and the corresponding document line item contains the clearing data. There are three functions you can choose from for posting with clearing. You can use a basic function for any type of business transaction in which items need to be posted and cleared simultaneously. The two other functions are specially designed for incoming and outgoing payments.

Some special G/L transactions, such as bills of exchange, are cleared using special functions. For more information about special G/L transactions, see Special G/L Transactions: Down Payments and Payment Guarantees and Special G/L Transactions: Bills of Exchange.

Activities
You can: Clear several accounts and account types Clear items in any currency Clear items and post any differences Clear items and enter any number of line items (for example, bank charges)

You can also carry out posting with clearing and account clearing automatically using the payment program. Usually, you run the payment program to pay vendor invoices. However, you can also use the payment program if you and your customers have agreed on a debit memo procedure (collection or direct debit procedure).

Prerequisites for Clearing

The following prerequisites must be fulfilled in order for open items to be cleared: The accounts must be managed on an open item basis. The accounts that can be cleared automatically must be defined in Customizing for Financial Accounting. The items to be cleared cannot trigger a posting, for example, cash discounts or exchange rate differences. The items cannot be special G/L transactions. You use special functions to clear these items. For more information about clearing special G/L transactions, see Special G/L Transactions: Down Payments and Payment Guarantees

Special G/L Transactions: Down Payments and Payment Guarantees

The following topics explain the basic principles behind special G/L transactions including information on down payments and payment guarantees. They also explain which default settings you need to make in Customizing. For detailed information on Customizing settings, access the Financial Accounting Implementation Guide and read the information about the activity Business Transactions to be found under Accounts Receivable and Accounts Payable. Special G/L Transactions: Overview Down Payment Requests Down Payments Guarantees Creating Own Special G/L Transactions

Special G/L Transactions: Overview

Special G/L transactions are special transactions in accounts receivable and accounts payable that are displayed separately in the general ledger and the subledger. This may be necessary for reporting or for internal reasons. For example, down payments must not be balanced with receivables and payables for goods and services. Consequently, they are treated as special G/L transactions in the General Ledger (FIGL) Accounts Payable (FI-AP) and Accounts Receivable (FI-AR) application components. Special G/L transactions are already available in the standard system. However, you can change the specifications or define your own special G/L transactions. This section describes: How the system manages special G/L transactions and the advantages of this procedure What you need to know for the special G/L transactions "down payment" and "guarantee" and how you adapt these transactions to your company-specific requirements How you create your own special G/L transactions

The settings necessary to be able to post bills of exchange are described in G/L Transactions: Bills of Exchange. See also: The Basic Principles of Special G/L Transactions What Are The Different Types of Special G/L Transactions? Posting Keys and Special G/L Indicators Displaying Special G/L Transactions Adjusting Special G/L Transactions

Special

Down Payment Requests

If you use the payment or dunning programs for posting or dunning of down payments, you need to use down payment requests. These are special documents that serve as a reference for posting a down payment or as a document for the dunning program. They do not update the account balance. When entering a down payment request, you enter the information required by the payment or dunning program. For example, you must enter a target special G/L indicator. The special G/L indicator is used later to post the down payment. The system requires this indicator to determine the correct special G/L account for down payments. Via the master record of this down payment account, the system determines which fields are relevant for entering a down payment request and how entries are treated.

You enter a down payment request. To do this in the standard system, you enter the target special G/L indicator A. The system calculates the corresponding down payment account and determines how the tax is displayed in the open item and down payment accounts and which information is required in the down payment request. The corresponding fields are ready for input. Therefore, the last posted down payment accounts determine the specific adaptation of screens and not the request accounts.

Down Payment Requests, Payment, and Dunning Programs

The payment and dunning programs only process down payment requests if you specify this explicitly. For the payment program, you must specify the special G/L transactions to be processed when you make your company code specifications for the payment program. For the dunning program, you must specify per dunning procedure which special G/L transactions are to be dunned. You can find further information on the payment and dunning programs in this documentation. When you enter a down payment request, the Block indicator and Due date fields are always ready for input. The fields are used in order to release and schedule a down payment for posting by the payment program.

Special G/L Accounts for Down Payment Requests

You require a special G/L account for both outgoing and incoming down payment requests. You should manage these accounts with line item display since neither the transaction figures nor the account balance are managed in them. Only with line item display do you have an overview of down payments outstanding or to be made. If you enter a field status group or tax category in the account master record, it does not effect the entry of a down payment request since the system transfers this information from the down payment accounts that are determined via the target special G/L indicator. See also: Special Features of Down Payment Requests Entering and Posting a Down Payment Request Reversing a Down Payment Request Displaying a Down Payment Request Changing a Down Payment Request

Payment Requests

Down Payments
Down payments are used for short or medium-term financing. Generally the vendor or manufacturer does not have to pay interest on the down payment. In some lines of business, it is common to make a down payment if a manufacturer is not able to finance the production of goods alone because of a long production period, for example. Down payments are generally made before production begins or after partial completion. Down payments must not be balanced with other receivables or payables and must be displayed separately on the balance sheet. A receivable or payable results from the delivery of a tangible asset or the performance of a service. On the balance sheet, down payments made are displayed on the assets side and down payments received on the liabilities side. Down payments made are further divided, depending on whether they are:

Down payments on tangible fixed assets Down payments on intangible fixed assets Down payments on inventory stocks General down payments.

Once you have received the goods or services for which you made a down payment, you need to clear this payment for the final settlement either manually or using the payment program. The down payment must no longer be displayed as such. See also:
Processing Down Payments in the SAP System Posting Down Payments Special G/L Accounts for Down Payments Integrating Other Applications Down Payments and Tax Transfers for Down Payments Clearing Down Payments

Down Payments and Cash Discount Down Payments and the Dunning Program Down Payments and Credit Limits Net or Gross Display of Down Payments Entering and Posting Down Payments Processing Down Payments Reversing Down Payments Displaying Down Payments Changing Down Payments

Guarantees
Guarantees made are shown in the notes to the balance sheet. Guarantees received, however, are not displayed on the balance sheet. Nevertheless, it is a good idea for internal purposes to have an overview of the guarantees that you have received. In the SAP system, therefore, you can manage guarantees made and received separately from other business transactions - as special G/L transactions. The following describes the preparations for entering and posting guarantees made and received. Also described below is how payment guarantees made and received are posted and processed (as special G/L transactions). See also:
Processing Guarantees in the SAP System Clearing Accounts Payment Guarantees Made and Received

Creating Own Special G/L Transactions

If you require your own special G/L transactions, you must use a new special G/L indicator. To do this, you specify the account type for which the special G/L indicator is to apply. In addition, the system specifies

the permitted posting keys. Posting keys are defined in the standard system for outgoing and incoming debit and credit postings. Before you enter a new special G/L transaction, you should specify how it is posted. Correspondingly, you must carry out the following preparations for posting the transaction: If you require a new transaction that is to be treated as a statistical posting, read the section Guarantees The new transaction is posted and processed as a guarantee. If you require a new transaction that is to be treated as a noted item, refer to Down Payment Requests or, for bill of exchange payment requests, refer to Special G/L Transactions: Bills of Exchange in this documentation. The new transaction is posted and processed as a down payment or a bill of exchange payment request. If you require a new down payment transaction, refer to Down Payments The new transaction is posted and processed as a down payment. If you require a new bill of exchange transaction, refer to Special G/L Transactions: Bills of Exchange in this documentation. The new transaction is posted and processed as a bill of exchange.

Properties of Special G/L Transactions

You define properties for each special G/L indicator. You make these specifications separately for each special G/L transaction for incoming and outgoing procedures. The properties of special G/L transactions are: Noted items You can specify that a special G/L transaction does not update account balances. This is the case with down payment requests and bill of exchange payment requests in the standard system, for example. Both of these transactions are kept in the system merely as noted items. Relevance for the credit limit check Special G/L transactions can be included in customer credit limit checks. Noted items are not generally taken into consideration for the credit limit check. You can mark all other special G/L transactions correspondingly. Warning message for liabilities You can specify that when you post to a vendor or customer account, a message is issued on the special G/L transaction. For example, when you post a vendor invoice, it is helpful to know that a down payment has already been made. In the standard system, therefore, this option is active for down payments made. Target special G/L indicator For noted items, you can set the special G/L indicators that are permitted during document entry. The target special G/L indicator is used in the standard system for down payment requests.

Business-Related Differentiation of Transactions

In addition to the above-mentioned properties, you also specify for each special G/L transaction whether it is a bill of exchange, a down payment or another transaction. This specification is referred to in the system as the special G/L transaction type. This information is stored in the line item. It is required to differentiate down payments and bills of exchange from other transactions.

Posting Keys for Special G/L Transactions

If you require posting keys in addition to the ones already defined for special G/L transactions, you must define them. You indicate these posting keys by marking the Special G/L field. These posting keys are then only used for special G/L transactions. The available posting keys are displayed when you specify the properties of a special G/L transaction.

Special G/L Transactions: Bills of Exchange

The following topics explain how to post and process bills of exchange. For detailed information on Customizing settings, access Configuring the System Using the Implementation Guide and read the information about the activity Business Transactions to be found under Accounts Receivable and Accounts Payable. Bills of Exchange: Overview Bills of Exchange Receivable Bank Bills and Bills of Exchange Payment Requests Bill of Exchange List Bills of Exchange Payable Check/Bill of Exchange Procedure

Manual Account Clearing

Use
In this clearing procedure, you manually select open items that balance to zero from an account.

Prerequisites

You generally use the payment program to clear invoices. This enables you to use automatic clearing instead of having to clear the items manually. The following are examples of situations where you would carry out clearing manually: For bank subaccounts and clearing accounts Where you have agreed a debit memo procedure If your vendor is making a refund

Features
The system then marks the items selected as cleared. It enters a clearing document number and the clearing date in the document items. The clearing date can be the current date or a date that you enter manually. The clearing document number is the number of the most recent document involved in the clearing transaction.

If no additional postings are necessary to clear an account, the system generates a clearing document. However, the system might have to make clearing postings if line items from different business areas are part of the clearing transaction, for example. In this case, the system creates a document. The number of this document is entered in all cleared items.

Automatic Clearing
Use
The clearing program also uses the clearing transactions provided for manual account maintenance. For example, automatic posting of exchange rate differences, or automatic generation of transfer postings if items from different business areas or trading partners are involved in clearing. Furthermore, the program can clear documents that were posted using the net method and documents that contain parallel currencies. When you create clearing groups, the business area and trading partner are no longer automatically used as fixed grouping criteria. This enables you, for example, to carry out automatic cross-business area clearing. You must also specify a clearing date.

Prerequisites
If you want the system to continue to group open items by business area or trading partner for automatic clearing, you have to maintain these criteria (user criteria). There are five user criteria and a variety of fields you can choose from. The system lets you specify field names that are longer than five characters and fields that have an internal length of up to 20 places.

Document
Definition
The result of a posting in Financial Accounting. There are two types of documents: Original documents and processing documents. Examples of original documents: Receipts Invoices Checks Bank statements

Examples of processing documents: Accounting documents Sample documents Recurring entry documents

The accounting document represents the original document in the system. The other processing documents can be used to simplify document entry. The document remains as a connecting unit in the system until it is archived.

Use
You can only check whether postings are correct in the compact journal and general ledger by means of documents. Every posting must therefore have a document. Documents are the link between the business transaction and the posting in accounting.

Only complete documents can be posted. A document is complete when its debit and credit items balance to zero. You must enter the minimum account assignments designated by the system: For example, document date, posting date, document type, posting key, account number, and amount. Data must also be entered in all other fields that were defined as required fields when making system settings.

Structure
A document consists of a document header and at least two line items .

Integration
As well as the accounting document described above, there are also special documents such as sample documents and recurring entry documents. These are documents that simplify the document entry transaction. For more information, see Posting with Sample Documents and Recurring Entries. You can transfer large volumes of document data from an external system into the SAP System. There are various methods for doing this. For more information, see Accounting Documents: Data Transfer Workbench

Document Header
Definition

The part of a document that contains information valid for the whole document, for example, document date and number. It also contains controlling information such as the document type.

Line Items
Definition
The part of a document that contains information about an item. This includes an amount, an account number, the credit or debit assignment, and additional details specific to the transaction being posted.

Use
You can enter terms of payment, a cost center, or an explanatory text in a line item for example.

Posting with Sample Documents

Use
You can use sample documents as reference documents entered specifically for this purpose.

Integration
Sample documents have a separate number range. When you enter and post a sample document, the system stores the document, but does not update any transaction figures. Your system administrator defines a number range for sample documents. The system assigns a number from this number range to each sample document.

Features
During document entry, you can have data from another document defaulted. The items from this reference document can be: Transferred without changes Used for reverse postings Changed Omitted

Enhanced

In contrast to an accounting document, sample documents do not update transaction figures. They serve merely as data sources for an accounting document. Their advantage is that you can change or enhance them. You therefore use a sample document rather than an accounting document if you need a reference document for which you want to define the layout yourself.

You use a sample document as a reference document in which assignment to more than one cost center is defined. If you want to assign to other cost centers, you can change the values in the sample document. If you use an accounting document as a reference document, you cannot make these changes because you also have to change the account assignments relevant for accounting. You enter sample documents with a special function to ensure that these documents cannot be accidentally posted as accounting documents. If you store a sample document, the system automatically assigns a number to this special document. To do this, the system uses the number interval X2. This number range may only be used by the system. You cannot assign it to any document type. You have to set up this number range in all the company codes where sample documents are used. You have to use key X2 for this number range.

Recurring Entries
Definition
Periodically recurring entries posted by the recurring entries program based on recurring entry documents. This process is comparable to the standing order you give to your bank to deduct your rent, premium payments, or loan repayments.

Use
Recurring entries are business transactions that are repeated regularly, such as rent or insurance. The following data never changes in recurring entries: Posting key Account Amounts

You enter this recurring data in a recurring entry original document. This document does not update the transaction figures. The recurring entry program uses it as a basis for creating accounting documents.

Structure
The system uses the recurring entry original document that you enter as a reference. It is not an accounting document and therefore does not affect the account balance. In the recurring entry document, you define when a posting is to be created with this document. You have two options for scheduling. Postings can be made periodically or on a specific date: For periodic postings, specify the first and last day of execution, as well as the interval in months. If you want to specify certain dates, enter a run schedule in the recurring entry original document. Store the required dates in the Implementation Guide (IMG). Choose Financial Accounting Global Settings Document Recurring Entries Define Run Schedules/Enter Run Dates.

Integration
To post recurring entry documents, you have to set up a separate number range for the company codes that use them. You have to use key X1 for the number range. The system takes numbers for the recurring entry original document from this number range. Program SAPF120 creates accounting documents using the recurring entry original documents. You have to run the program at regular intervals. It checks each recurring entry original document to see if a document should be created.

Cross-company code transactions cannot be posted with the recurring entry program.

Accounting Documents: Data Transfer Workbench

Definition
Transferring FI accounting documents from an external system into the SAP System using program RFBIBL00.

Use
You use program RFBIBL00 to enter accounting documents and to clear open items.

Method
Program RFBIBL00 primarily transfers accounting documents using the batch input method. However, you can also generate documents immediately using call transaction or direct input by means of the "Data

transfer type" parameter. Both of these procedures lead to improvements in system performance when transferring large quantities of data (more than 10,000 transactions).

Object-Specific Settings
With call transaction or direct input, documents are posted immediately to the SAP System. As a result, you need to ensure that if for any reason the program is terminated, it can be restarted without inconsistencies occurring in the data. For more information, see Restart Mechanism for Transferring Document Data

Constraints
Data transfer using direct input is not possible for the following postings: FB05 Post with clearing FBS1 Enter accrual/deferral documents FBV1 Park documents Post special G/L transactions

For more information about data transfer, see the program documentation for RFBIBL00. The program documentation for RBMVSHOW includes information on the use of direct input and call transaction.

Restart Mechanism for Transferring Document Data

With call transaction and direct input, documents are posted immediately to the SAP System. As a result, you need to ensure that if for any reason the program is terminated, it can be restarted without inconsistencies occurring in the data. This restart mechanism prevents documents from being posted twice if you have to restart a program. If you choose call transaction or direct input, you should make sure that you use the restart mechanism. To do this, the following prerequisites must be met: The program must be started in the background, using the correct transaction. The input file must not contain any formal errors.

An example of a formal error is if the file to be imported contains transactions to be posted with clearing (FB05). To check whether your file has a formal error, select Check file.

You cannot use the restart procedure when there is a termination due to a formal error. In this case you must find out which documents had been posted at the time of termination and then reduce the size of the file accordingly.

To schedule and start a job that can be restarted, proceed as follows:

1. In Customizing for Financial Accounting, carry out the activity Data Transfer Workbench under
General Ledger Accounting or Financial Accounting Global Settings. The Data Transfer Workbench screen appears. 2. In the data transfer project tree, select the run definition for your project. 3. To create a job for background processing, select Schedule run. For more information, see: Scheduling Background Jobs

4. Choose Start run. Confirm the Start run dialog box with Continue.
The Manage Data Transfers (Direct Input) screen appears.

5. Select Program Execute.

The Direct Input Management screen appears.

6. Select a job and choose Start new job.

To see whether the job has been completed without errors, choose Job log. The system assigns status "C" for "Complete, executed with no logical errors" if the job was completed successfully. If logical errors occurred, for example because no data was entered for a required entry field, the status assigned will be "E" for "Complete, but logical errors have occurred". In the case of a defective transfer, the corresponding documents are not posted but written in a batch input session. The session name of the first BGR00 record is used here. After the error has been corrected, you can process the batch input session and thus complete the data transfer. If a termination occurs as the documents are being imported, the system issues the message "Batch: Job terminated". When you have corrected the problem, you can restart the job by choosing Restart job. The program then continues processing from the point at which it terminated. For more information, see the program documentation for RBMVSHOW.

You can also use the direct input or call transaction functions without the restart mechanism for testing purposes. In this case, the input file cannot contain more than 20 transactions. A restart in case of program termination is then not possible. For more information, see Testing the Data Transfer

Testing the Data Transfer

Use
With data transfer objects that support direct input, the data transfer is executed using the direct input administration transaction (choose Goto Execute transfer). During the test phase, you may want to test the transfer directly. With object-specific settings, you can start the transfer program directly by choosing Data transfer.

Features
This function does not enable you to restart the system during the data transfer. This function is available when transferring: o o o Financial documents Material masters Sales documents

The system outputs a flow trace. This states which data could be transferred and which could not.

Activities
1. Enter the logical or physical name of the initial data transfer file containing either the test data you created or your converted legacy data. 2. For object-specific settings choose Data transfer on the Data Transfer Workbench initial screen. The system displays the message that you are working ONLINE and that you cannot restart the system.

The Clearing Program

Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts. This program uses predefined criteria to group together open items per account. If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.

The clearing program has particular advantages over manual account clearing for clearing general ledger clearing accounts.

Features
During clearing, the program enters a clearing document number and a clearing date in the line items. It uses the document number and posting date from the most recent document (with the highest document number) that is part of the clearing process. The program groups together those items from an account that have the same: Business area Trading partner ID Reconciliation account number Currency in which the general ledger is updated Up to four criteria that you define

You can specify criteria for each account type based on a single account or an interval of accounts. You use these criteria to restrict the number of items that are considered together. This ensures that only those items that are based on a specific business transaction are cleared together. For more information on grouping open items, see Open Item Management

You want to clear the open items in the GR/IR clearing account automatically. In addition to the criteria predefined by the system, you set a criterion for the purchase order number. This criterion ensures that only goods receipt items and invoice items that belong to each other are cleared together.

Secondary Events Creation for Exports

You use this report to create secondary events for exports that qualify for 0% VAT. For more information, see Verifying Exports. This program assumes that you process exports as described in Exports. To access the report, on the SAP Easy Access screen, choose Logistics Sales and Distribution Foreign Trade/Customs Periodic Declarations Periodic Declarations Monitoring Russia Create Secondary Events for Exports .

Features
Selection On the selection screen, you enter data as follows: In the General group box, you specify which company code you want to create secondary events for. In the Sales and Distribution group box, you specify: o Which sales document types you use for export contracts and exports o Which delivery types you use for exports o Which billing types you use for export invoices, credit and debit memos, and customs declarations In the Financial Accounting group box, you specify which accounting document types you use for export invoices and incoming payments. In the Additional Parameters group box, you specify: o Which business document types you submit to the tax authorities as evidence to claim 0% VAT o The number of days within which you must verify that your export qualifies for 0% VAT In the Export Status group box, you specify which exports you want to see.

Output

The program shows a list of contract items with the other items that are related to them (such as order items, delivery items, and invoice items). Reversal documents are not shown. Note that if you have received payments in several installments, but not cleared them against the invoice, all payment documents are shown. When you clear the payments against the invoice, the payment documents are no longer shown; only the clearing document is shown.

Activities
If an export qualifies for 0% VAT, select the items that you want and choose Details. To create the secondary event, select the items as required, choose Create Secondary Event, and enter the date on which the tax authorities confirmed the export.

secondary event (FI)

Financial Accounting (FI)
In Russia, a condition that you must fulfill so that you can: Offset the input VAT you pay on a purchase Qualify for zero-rated VAT on a sale

On the purchases side, the first condition ("primary event") is that you must pay the vendor's invoice. This condition applies to all purchases. Some kinds of purchases have a second condition, or "secondary event," attached to them. For example, when you purchase a new asset, you can only offset the input VAT after you pay the invoice and after you capitalize the asset.

On the sales side, export sales qualify for zero-rated VAT if you can prove that you have submitted all the required export documents to the state.

Closing for VAT

At the end of each period, you carry out the following activities to make sure that the value-added taxes (VAT) are posted correctly, before you prepare your VAT return.

Process 1. Using the Automatic Clearing programs, you check for any payments that you entered without reference to
any invoice, and clear them against the appropriate vendor or customer item. You carry out this step to ensure that the correct amount of deferred VAT can be recognized. 2. You convert any remaining unassigned payments to down payments (manually). Normal payment items have no tax code; down payments have a target tax code. You have to pay tax on all open payments, so you have to convert all payments to down payments so that they will have a target tax code and thus be included in the VAT return. We recommend that you post all unassigned payments as down payments to avoid this step. 3. You transfer the tax items from the deferred VAT account to the tax liability account. To do so, you use the standard Deferred Tax Transfer program. For more information, also see Preparing Data for VAT Returns. The program checks the VAT items on the deferred VAT account. If the report finds an invoice and a payment for a VAT item, it recognizes that the VAT is due and thus assigns a target tax code to the VAT item, and transfers the VAT to the target tax account. NOTE You only need to perform this step if you choose the cash basis for VAT accounting. If you select the accrual basis for VAT accounting, you do not need to run the Deferred Tax Transfer program, since the system creates the tax transfer documents directly from the Secondary Events program.

4. You run the Secondary Events program to post the VAT on those business transactions that require it a
secondary event in order for the VAT to be recognized.

Automatic Clearing

Before you run the Deferred Tax Transfer program, you clear all open invoices against any matching payments, even if a payment does not cover the invoice in full (for example, if it is a partial payment or a down payment).

EXAMPLE On 1 August you post an invoice from TverSteel. On 10 August you pay the invoice, but you enter the payment without clearing it against the invoice. Since there is no link between the two documents, the system cannot recognize that you have paid the invoice. This program clears the invoice and the payment and thus enables the Deferred Tax Transfer program to recognize the VAT. There are two programs that automate the clearing of such payments, for accounts payable and accounts receivable respectively. NOTE The program is similar to the standard automatic clearing program, SAPF124. However, it allows you clear open items even if their balance is not zero. To access the programs, on the SAP Easy Access screen, choose Accounting Financial Accounting Accounts Payable or Accounts Receivable Periodic Processing Country-Specific Functions Russia Automatic Clearing.

Prerequisites
You have made the settings described in Customizing for Automatic Clearing.

Features
Selection In the General Selections group box, you specify which company code you want to run the program for, and what the key date is. You can also restrict your selection by vendor or customer. In the Invoices and Payments group boxes, you can restrict the selection further. In the Clearing Options group box, you can make additional settings as to which documents can be cleared. In the Run Mode group box, you specify whether you want to run the program in test mode; and if not, whether you want to it to create the clearing documents online or by using a batch input session. In the Clearing Documents group box, you specify what data to use in the clearing documents. In the Clearing Rules group box, you specify what other settings the programs use when determining which clearing documents to use. Output The program first lists all open payments and open invoices. Below that it lists all payments and invoices that it has cleared (or, in test mode, that it can clear). For more information, see Clearing.

Activities

If the program fails to clear any items, it creates a batch input session, which you process manually. You then clear any open items left over from when you reversed invoices in Materials Management (MM) or Sales and Distribution (SD) (see Clear Reversed Invoices).

For more pls see FI, FI-AA documentation

Bill of Lading (TORG-10)

You use this report to create and print the bill of lading (TORG-10) form. If the transported goods are packed, you need to print this form for each delivery document. This form stores information about the handling units, their level in the packaging hierarchy, their amount, as well as their weight. It also lists the unpacked materials. If there are returnable packaging items in the delivery, these are printed on the reverse side of the form. The warehouse clerk prints this form in two copies; one copy is sent to the customer, the other copy is transferred to the accounting department. Each form is signed by the driver and the forwarding agent.

Integration
This report creates the bill of lading on the basis of the outbound delivery document. For more information about the outbound delivery document, see Delivery Processing.

Prerequisites
You have: Created an outbound delivery document and packed the delivery items following the standard procedure. For more information, see Creating Outbound Deliveries and Packing for Inbound and Outbound Deliveries Made the settings described in Customizing for Bill of Lading.

Features
Selection On the selection screen you can specify the level of details to be printed on the form. You can select from two options: Output The output of the report can be one of the following: The form shows only the packages on the highest level and the unpacked materials The form shows all the packages in the hierarchy including the packed and unpacked materials

ALV preview PDF preview Printout Interactive PDF

NOTE If non-critical errors occur during report execution, there are no error messages displayed. Instead, you can check these errors on the Log Display screen.

Activities
To access this report, on the SAP Easy Access screen, choose Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Lists and Logs Country-Specific Reports Russia Bill of Lading .

handling unit (LO-HU)

Handling Unit Management (LO-HU)
A physical item consisting of packaging materials and the material they contain. A handling unit(HU) has a single, scannable identification number that can be used to call up the data.

Delivery Processing
Implementation Options
In its role as central object of the goods issue process, the outbound delivery supports all shipping activities including picking, packing, transportation and goods issue. During the outbound delivery process, shipping-planning information is recorded, status of shipping activities is monitored and data accumulated during shipping processing is documented. When the outbound delivery is created, the shipping activities, such as picking or delivery scheduling, are initiated, and data that is generated during shipping processing is included in the delivery.

Range of Functions
An outbound delivery can be created as follows: With reference to a sales order With reference to a stock transport order With reference to a subcontract order With reference to a project Without any reference

Depending on your requirements, you can create outbound deliveries automatically using worklists, or manually. You can make agreements with your customers for complete and partial deliveries and for order combinations. Outbound deliveries can be combined to form a single group of deliveries. Overviews allow you to monitor created outbound deliveries and outstanding sales activities. Outbound deliveries can only be created under certain conditions.

Packing for Inbound and Outbound Deliveries

Use
Packing delivery items is carried out right in the delivery itself. From the overview screen, choose Edit Pack in order to access the packing screen.

Features
The following functions are available during packing: Packing delivery items in handling units (HUs) and allocating individual items to several handling units. In addition to the standard packing of delivery items in handling units, you have the option of automatically packing a specific quantity into several different handling units. Multi-level packing You can pack handling units in one another. In this case, packing is multi-level. The number of possible packing levels is 999999. Unpacking items that were already packed Items that have already been packed can be unpacked again. This is also the case for multi-levelpacked handling units. Responses to exceeding weight or volume If the weight or volume limit is reached when packing items in handling units, then only the maximum packable partial quantity is packed. If you have selected another handling unit that has space for packing, the remaining quantities are packed into that handling unit. Deleting handling units Handling units can be deleted in the delivery. First, the handling unit that is to be deleted is unpacked and then it is removed from any higher-level handling units (if applicable) before it is actually deleted. Emptying handling units

Handling units can be emptied out. Unlike unpacking, where only selected items from the HU are removed, here the handling unit in question is completely emptied. Handling unit single entry You can enter HUs and HU contents manually by using the single entry function. Changing packing quantities Changing the packing quantities is possible in various overviews. However, the packing quantities can no longer be changed after goods issue has been posted. In Customizing for packing, you can specify further conditions under which packing is not to be possible. Creating delivery items from handling units Delivery items can be created from handling units. In this way, it is possible to manage inventories and also to invoice them. To accomplish this, generation of delivery items for packaging materials must be set for the delivery type in Customizing and the packaging material type must suggest a delivery item generation as a default. Displaying the Allowed packaging materials You can display a list of all allowed packaging materials for an item to be packed, as long as the material group Packaging material is maintained in the packaging data in the material master for the material concerned. Checking for allowed packaging materials A check is carried out to make sure that the packaging material is meant for packing a certain material. Customizing for packing is used to control which packaging materials are allowed for packing. Packing proposals in sales orders and scheduling agreements It is possible to enter packing proposals in sales orders and scheduling agreements. These specifications automatically lead to a packing proposal in the delivery if a special data transfer routine is maintained in Customizing for copying control between the sales documents and the delivery. The packing proposal can be changed in the delivery. It is also possible to pack the delivery according to the packing proposal in the preceding document by using the Use proposal function in delivery processing. Packing and decentralized warehouse management If you are working with steps. decentralized Warehouse Management, packing takes place in several

a. Packing data in deliveries is distributed to the decentralized system with the delivery. b. This packing data can be copied or changed in the decentralized system, depending on the actual packing process. c. With confirmation of the delivery to the central system, the original packing is deleted and is replaced by the actual packing from the decentralized system.

If the storage location in the decentralized system is HU-managed, then for outbound deliveries, no packing data for delivery items must be reported by the central system. Automatic packing and batch split For a batch split in the delivery, you can set the item category in Customizing to indicate whether the entire batch quantity or only an individual batch item is to be packed. If you enter " " in the Pack batch main item field and no split items are available, then no items are proposed for packing. If the delivery item contains an HU-managed storage location, this delivery item must be packed at the split level. In this case, the indicator (pack batch main item) is overridden.

If a packing proposal has been defined in the order for a material to be handled in batches, and if automatic batch determination is not carried out when a delivery is created, then this delivery is not automatically packed. You must select automatic packing by order proposal from the menu (see: Automatic Packing Through Order Proposal).

Example for packing with batch split, taking the Batch main item indicator into consideration: Item 10 Material Mat1 Delivery qty. 10 pcs Accum.batch qty Batch main item Result Nothing packed

10

Mat1

10 pcs

10 pcs

10 900001 900002

Mat1 Mat1 Mat1

0 pcs 4 pcs 6 pcs

10

X X X

10 pcs Batch 1 not packed Batch 2 not packed

10 900001 900002

Mat1 Mat1 Mat1

0 pcs 4 pcs 6 pcs

10

Not packed Batch 1 = 4 pcs Batch 2 = 6 pcs

Creating packing data from subsystems It is possible to copy packaging data from subsystems to the delivery.

Cross-delivery packing in shipment processing In shipment processing you can pack in the following ways: o o Delivery items that have not been packed in the delivery and which are not required packaging can be packed. Highest-level handling units in the delivery can be packed in shipment handling-units.

Since the packing depends on the shipment, different packing methods can be used in a follow-up shipment with the same deliveries. If a delivery HU is packed in a shipment HU, the entire contents of the handling unit in the delivery can no longer be changed. No storage units are created for shipment HUs.

The following diagram shows how handling units are packed in the delivery.

Customizing for Bill of Lading

To be able to prepare the Bill of Lading (TORG-10) report, make the settings in Customizing for Logistics Execution (LE), by choosing Shipping Deliveries Country-Specific Functions Russia .

Calculation of Stock Quantities and Values

The report calculates the stock quantities and values at the beginning and end of any period. The procedures for storage location stock and companys own special stock are slightly different. Storage Location Stock The report calculates the quantity and value of the stock in each storage location as follows: 1. For each material (and valuation type), the report determines:

2.

The quantity of stock currently on hand in each storage location, including externally owned special stocks o The total value of the materials currently on hand in each plant For each material, the report reads all the material documents posted since the beginning of the period you defined on the selection screen till the current date and working back. o In each material document, it reads the quantity of materials moved to and from each storage location. From the corresponding accounting documents, it reads the value of the stock movement per plant and valuation type. It thus determines the quantity of stock on hand in each storage location and the value of stock per plant and valuation class. NOTE If the stock quantities or values change during the report is run, the system locks the master records of the material, recalculates the stock quantity and value, then unlocks the record. This allows avoiding mistakes in the result of the report if the stock quantity or value change while you are using the program. To ensure correct results, you can also select to lock the material data during the report is run and thus prevent the posting of further material documents while the data is being processed by the program.

3. 4.

The report calculates the average material price for the starting date of the period you defined on the selection screen by dividing the value of the stock in the plant by the quantity of materials in the plant for the given date. To calculate the value of the stock in each storage location, it distributes the stock value of the valuation area proportionately to the stock quantities at the given storage locations.

The report automatically distributes price difference documents between all storage location proportionately to the quantity on the price difference posting date (see Automatic Distribution of Price Differences). Companys Own Special Stock Companys own special stock is stored offsite (for example, on the premises of a vendor or customer) and is thus not managed in storage locations but according to where it is stored. For these stocks, the report goes through the same procedure as described above. However, instead of reading how many materials are currently in stock in each storage location, it reads how many materials are in stock at each customer and vendor.

Master Data

This documentation describes how you: Create Russian company codes Maintain material master data

Customizing for the Record of Material Acceptance (M-7)

To be able to prepare the Record of Material Acceptance (form M-7), you: Carry out the generic customizing activities for forms in Customizing for Materials Management (MM), by choosing Inventory Management and Physical Inventory Reporting Country-Specifics Russia Basic Settings Carry out the customizing activities specific to the form M-7 by following the procedure described below.

NOTE You can also use a BAdI to define customer-specific enhancements for the authorization form. To define the enhancements, in Customizing for MM, choose Inventory Management and Physical Inventory Maintain Customer Exits and Business Add-Ins Country-Specific Settings Russia BAdI: Form M-7 . RECOMMENDATION Instead of making these customizing settings manually, you can also use the BC set J_3R_ALF, which contains customizing settings offered by SAP. Note that the settings in this BC set are recommendations only, which you can change to match your own specific requirements.

Procedure 1. Choose or create an output type in Customizing for MM, by choosing 2.

Physical Inventory Output Determination Maintain Output Types In the Details view of the output type, make the following settings: o General Data tab page: Inventory Management and .

Access sequence Access to conditions Partner-indep.output

o Default values tab page:

0003

<selected> <selected>
Send with application own transaction Print output

Dispatch time Transmission Medium

3. 5. Save your entries. Enter the following data:

4. Select the output type and choose Processing Routines in the Dialog Structure. Program FORM routine PDF/Smartform Form Form Type
6. J_3R_LF_M7 ENTRY J_3R_M7_CONTEXT

7. 8. 9. 10. 11.

PDF Save your entries. In Customizing for MM, choose Inventory Management and Physical Inventory Maintain Output Determination Procedures . In the Choose Activity dialog box, choose the Conditions: Procedure activity. Select the ME0001 (Inventory Management) procedure. Double-click Control Data in the Dialog Structure. Click New Entries and enter data as follows:

Output Determination

Step

Counter

Condition Type

Requirement

70 11 or 12 WER4 <leave blank> 12. Save your entries. 13. In Customizing for MM, choose Inventory Management and Physical Inventory Output Determination Maintain Conditions . 14. In the Choose Activity dialog box, choose the Create Condition: Inventory Mgmt activity. 15. Enter the output type WER4. 16. In the Trans./Event Type field, choose WE (Goods Receipt for Purchase Order). 17. In the Print Version field, enter 3 (Collective Slip). 18. In the Condition Recs group box, enter the following data:

Print item 1(Material Document Printout)

Name
Material Document Printout(filled in by

the system)

Function Partner Medium Date/Time Language 3(Send with <leave <leave 1(Print application own RU blank> blank> Output) transaction)

19. Save your entries.

Printing the Record of Material Acceptance (M-7)

You use this procedure to print the Record of Material Acceptance (form M-7). The form M-7 is used to record the acceptance of goods into the warehouse, and to document any quantitative or qualitative divergence between the goods actually delivered and the accompanying documents sent by the supplier. It is also filled in during the acceptance of materials that arrived without documents. This form is the legislative ground for raising a claim to the supplier or the sender.

Prerequisites
You have: Maintained master data as described in Master Data Made the settings described in Customizing for the Record of Material Acceptance.

Procedure
1. Create the purchase order following the standard procedure. For more information, see Creating a Purchase Order. NOTE When creating the purchase order, make sure that you enter the partner functions for the vendor and goods supplier on the Partner tab page.

2. On the SAP Easy Access screen, choose

Goods Movement procedure.

Logistics Materials Management Inventory Management Goods Movement (MIGO) , and create a material document following the standard

For more information, see Goods Receipt.

3. On the General tab page, set the indicator for printing and choose Collective Slip from the drop-down menu.
The output is generated for the material document and the Output tab page appears.

4. On the Output tab page, choose Display Output to check whether the output has been generated for the 5. 6.
given material document. On the SAP Easy Access screen, choose Logistics Materials Management Material Document Process Output . Enter WER4 in the Output Type field and enter other data as required. Inventory Management

Make sure that you enter the relevant material document year and material document number.

7. Choose

(Execute)

The Output from Goods Movements screen appears.

8. To print the document, select the material document number and choose Result
The system generates and prints the form M-7.

(Execute).

Creating a Purchase Order (ME21)

Use
You have the following options:
Vendor known Use this procedure if you know which vendor is to receive the order. See Creating a Purchase Order Manually (Vendor Known) Vendor unknown Use this procedure if you want the system to select and suggest possible vendors. These suggestions are then made on the basis of sources of supply that have been predefined in the system. (Note: the term "source" covers outline purchase agreements, info records, and source lists). See Optimized Purchasing Creation of POs from assigned requisitions Use this procedure to list the requisitions for your purchasing group that have already been assigned to a vendor (that is, those requisitions containing a vendor, outline agreement, or info record as a procurement option). POs can be generated from these requisitions automatically. See Optimized Purchasing Stock transfer Choose this procedure if you wish to order not from a vendor but from one of your plants. Vendor-managed inventory (VMI) You use this procedure if you wish to create a purchase order from a confirmation sent to you by your vendor via EDI. See

SAP Retail SAP Retail -

Vendor-Managed-Inventory (VMI) VMI: Generating POs for EDI Order Acknowledgements

See also:
Creating a Purchase Order With Zero Value Maintaining a Delivery Schedule for a PO

Creating a Purchase Order Manually (Vendor Known)

Use
Use this procedure if you know which vendor is to receive the order.

Prerequisites
Before creating a PO manually, you require the following information: Delivery date You can either enter the desired delivery date or leave the field empty. If the field is empty, the system determines the delivery date from the current date plus the planned delivery time for the material. Account assignment For each item to be posted to a consumption account, you need the account assignment category and the account assignment data (for example, the number of the cost center to be charged). For more information on this topic, refer to the section Account Assignments. Material number If a material master record exists for the material, you need the number of the material to be ordered. If no material master record is defined for the material, you need: a short description of the material, the account assignment, and the material group. MPN material number If you wish to order a material with a manufacturer part number (MPN), you need the MPN material number. For more on this topic, refer to Manufacturer Part Number (MPN)). Plant You need the key of the plant for which the material or service is to be ordered. Number assignment If your company uses external number assignment, then you must have a PO number that falls within the permitted number range.

Price You can either enter the net price yourself or have the system calculate it (by entering pricing conditions). Vendor The vendor must have a vendor master record. You enter the number of the vendor master record when you create a PO.

If the firm that will invoice you differs from the firm that will actually supply the goods, enter the vendor number of the former in the Invoicing party field. You will find this field in the PO header data. If you specify the invoicing party, the latters number is used instead of the supplying vendors number when the invoice is entered in your system. See also: Creating a PO With a Master Record Creating a PO - Without a Master Record Creating a PO by Copying or Referencing

Manufacturer Part Number (MPN)

Use
If you wish to influence the precise source or quality of materials, you can tell the vendor from whom you want to procure a material which manufacturer the material is to be supplied by and the part number used by that manufacturer. You can also tell your vendor exactly which of a manufacturers plants is to supply the material you wish to procure. The manufacturers part number (MPN) and description, as well as the specific manufacturing plant (if applicable), are included in the data sent to the vendor with the purchase order.

Your vendor gets the steel bolts he supplies to you from the manufacturers Zenith Co. and Miller Corp. However, you are not satisfied with the quality of the Zenith product. You wish to have the steel bolts that are manufactured by Miller Corp. You advise your vendor of this in the purchase order by specifying the manufacturer and the MPN.

For procurement purposes, you can use the material or part number used by the manufacturer (MPN) alongside your firms own material number. If you wish to check whether a certain Manufacturer Part may be ordered and used within your enterprise, you should make use of the approved manufacturer parts list (AMPL). The latter indicates exactly which of a manufacturers plants the materials included on the list are to be procured from. For more information, refer to the section Approved Manufacturer Parts List.

Prerequisites
If you wish to work with manufacturer part numbers, you must satisfy the following prerequisites:
Make the necessary Customizing settings Create material master records Define manufacturer part profile Create master records for manufacturers and manufacturer plants

Make the necessary Customizing settings

If you wish to work with MPNs, you must set the Manufacturer part number indicator in Customizing for Logistics (General), (Material Master Basic Settings Make Global Settings)
Create material master records

If you work with MPNs, the number of manufacturers of a manufactured part corresponding to one of your firms own materials determines the number of material master records you have to create:
If there is just one MPN corresponding to one of your firms own materials, you can enter it and the manufacturer directly in the master record for your own material. In this case, you need not create an MPN Material. If there are several MPN materials corresponding to one of your firms own materials, you must create MPN material master records with the material type HERS. In the Purchasing view, enter the manufacturer part number, the manufacturer (this can be either a vendor master record or a manufacturer master record), and your firms own, inventory-managed material. The MPN material master records are assigned to your firms own material. Stocks are managed with respect to the firms own material. 0.8 cm steel bolts with a diameter of 0.5 cm are identified and stocked in your enterprise as the firms own, inventory-managed material RAW_S_08. The manufacturer Meyer & Co. sells these bolts under the number 8001 (the manufacturer part number). This information is stored in the MPN material master record S_MEYER. The manufacturer Smith Corp. supplies similar bolts under the number 4711. This information is stored in the MPN material master record S_SMITH. The MPN material master records S_MEYER and S_ SMITH are assigned to the material master record RAW_S_08. Define manufacturer part profile

Manufacturer part profiles (MPN profiles) allow you to specify for each of your firms own materials the conditions under which the MPN material may be used in the procurement process. Using the MPN profile, you can determine the following, for example:
Whether the MPN material has to be entered in the purchase order. Whether purchasing info records are created for the firms own material or for the MPN materials. Whether the PO text for the firms own material or the one for the MPN material is used. Whether the MPN material may be changed during the procurement process. Whether the system is to check the approved manufacturer parts list when an MPN material is entered.

You define the MPN profiles in Customizing for Purchasing under Material Master. You enter the MPN profile in the master record for your firms own material (Purchasing view).
Create master records for manufacturers and manufacturer plants

If, during the process of procuring materials, you wish to have the option of choosing between several manufacturers of a material, or between several of a certain manufacturers plants, you must create separate master records for such manufacturers and for the relevant plants belonging to the latter.

The number of master records you will need to create for manufacturers, manufacturer plants, and vendors, depends on
Whether the vendor is also the manufacturer Which of the plants belonging to a certain manufacturer you wish to procure materials from Vendor is not the manufacturer If the manufacturer is not a vendor (end supplier), you can store the manufacturer data in a manufacturer master record with a minimum of data entry effort. You then assign the account group MNFR to this manufacturer master record. If you wish to store an external ID for the manufacturer, enter it in the control data (External manufacturer field). This identification will appear in the purchase order. Vendor is also the manufacturer If the vendor is simultaneously the manufacturer, you can work with vendor master records. You must then ensure that a partner schema that takes the partner role HS into consideration is assigned to the account group of the vendor master record. (In Customizing for Purchasing under Partner Determination Partner Settings in Vendor Master Record Assign Partner Schemas to Account Groups). The manufacturer plants must then have the partner role HS in the vendor master record. You wish to procure materials from certain specific manufacturer plants If the manufacturer has several Manufacturer Plants, you can create a separate manufacturer master record with the account group MNFR for each of them. The manufacturer plants must have the partner role HS (manufacturer plant) in the manufacturer (vendor) master record.

The following graphic shows which partner roles you have to maintain in the master records for the vendor, manufacturer, and manufacturer plant:

Features
See Searching for MPN Materials See Manufacturer Part Number: Features

For further information on the use of manufacturer part numbers, refer to the documentation Quality Management in Procurement under Management in QM.
Manufacturer Part Number

Creating a PO - With Master Record

If a material master record exists for the material to be ordered, proceed as follows:

1. From the Purchasing menu, choose Purchase order Create Vendor known. The initial

screen appears. 2. On this screen, enter the necessary data or change the existing default values as necessary.

If you enter the Vendor Sub-Range (VSR) on the initial screen, the system will determine any variant data stored in the vendor master record by means of this VSR (an ordering address that differs from the vendor's address, or different terms of payment, for example). Press ENTER to branch to the item overview.

3. For each item, you must enter the following:

Material Order quantity Plant/storage location Net price

The default value for the net price is taken from the purchasing info record. If no info record is available for the material from the vendor in question, it is taken from the last document. If the price should deviate from the net price of the last document, select the item and choose Item Details. Enter the net price on the item detail screen. Press ENTER to branch to the item overview. If you enter the vendors gross price per unit and then enter conditions for the item, the system will automatically replace the price you entered with the net price. You enter conditions or change the gross price by selecting the item and choosing Item Conditions. For more information on this topic, refer to the section Maintaining Conditions. Price unit/order price unit

If the specified price relates to a unit that differs from the order unit, here you can enter the order price unit (OPUn column) and the price unit (per column). After pressing ENTER , you can specify the conversion factor on the item detail screen (if one has not already been defined in the system).

For more information, refer to the section Units of Measure in Purchase Orders Delivery date

You can enter the latest possible date on which you are prepared to accept a goods receipt in the Latest GR date field (menu path: Item More functions Additional data). If this field has been maintained, the system will check each goods receipt to verify whether or not the date has been adhered to. If not, an appropriate system message is issued.

4. Check the following where appropriate:

The item data (item detail screen) The texts for the item (Item Texts

Text overview)

(For more information on texts refer to the section Entering Text, Printing and Transmitting Documents as Messages.) The document header data (header detail screen) The PO header texts (Header Texts With Header

Text overview)

Conditions you can display the total value of the purchase order.

You can use the Cash budget management function in Purchasing to enter a financing entity, a funds center, and a commitment item. To do so, choose Item More functions Cash budget management. 5. Save the purchase order.

Result
The purchase order is created in the SAP System. In order that the information in the purchase order can be transmitted to the vendor, the system generates a message for the PO. How to transmit the message to the vendor is described in the section Outputting Messages.

Creating a PO - Without a Master Record

If no material master record exists for the material you wish to order (for example, in the case of non-stock material), proceed as follows:

1. Choose Purchase order Create Vendor known.

2. On the initial screen, enter the relevant data or change existing values, as necessary. 3. Press ENTER to call up the item overview. 4. Enter the following information: Material Leave the Material column blank. Enter a short description of the material in the Text field and the material group in the Material group field. Account assignment See Account Assignment Order quantity See Units of Measure in Purchase Orders Price

If you first enter the vendors gross price per unit and then conditions for the item (Item Conditions), the system will automatically replace the gross price you entered with the net price. You can also enter the net price (the price after taking discounts and surcharges into account). If you leave the field empty and then press ENTER , a dialog box appears. Here you must enter either the price or the number of the info record containing conditions for the item. For more information on this topic, refer to the section Maintaining Conditions. Price unit/order price unit

If the specified price relates to a unit that differs from the order unit, you can enter the order price unit (OPUn column) and the price unit (per column) here. After pressing ENTER , you can specify the conversion factor on the item detail screen (if one has not already been defined in the system). For more information, refer to the section Units of Measure in Purchase Orders Delivery date Plant/storage location 5. Check the following where appropriate: Item data (item detail screen)

 Document header data (header detail screen) Texts for the item (Item Texts

Text overview)

If the text does not have the status N , you can change it. (For more information, refer to the section Entering Text, Printing and Transmitting Documents (as Messages).) PO header texts (Header Texts

Text overview)

1. Choose Item Account assignments to enter additional account assignment data (for example,
the number of the G/L account). (For further information, see Account Assignment.) Choose Header Conditions to display the effective value of the purchase order. 2. Save the purchase order.

Result
The purchase order is created in the SAP System. In order that the information in the purchase order can be transmitted to the vendor, the system generates a message for the PO. How to transmit the message to the vendor is described in the section Outputting Messages.

Creating a PO by Copying or Referencing

You can save time and effort when creating or changing a purchase order by copying an already existing one or adopting items from an existing requisition, RFQ, or contract.

Procedure
1. Choose Purchase order Create Vendor known.
The initial screen appears.

2. If the document you wish to reference is a requisition, an RFQ, or a contract, choose Purchase order Create with reference < To reference document> .
To copy an existing purchase order, choose Purchase order Copy.

In the dialog box which now appears, enter the number of the reference document and the relevant item number (if known). Press ENTER to display the item overview screen. 3. Select the items to be adopted. If you wish to change the selected items before you adopt them, choose Edit Adopt + Details. Change the individual items on the item detail screen. If you wish to adopt the selected items without first changing them, choose Edit Adopt. The item overview for the newly created PO (with the items you adopted) appears. 4. Save the purchase order.

Result
The purchase order is created in the SAP System. In order that the information in the purchase order can be transmitted to the vendor, the system generates a message for the PO. How to transmit the message to the vendor is described under Outputting Messages.

Goods Receipt
Purpose
You use this component to post the receipt of goods from an external vendor or from production. A goods receipt leads to an increase in warehouse stock.

Features
The system distinguishes between the following types of goods receipt:
Goods receipts with reference to a reservation Goods receipts with reference to an order Other goods receipts

Physical Inventory of Material Stock

You can use this process to carry out the physical inventory for material stocks in Russia.

Process
1. The director of the organization orders a physical inventory of the material stocks. quantity, and enters the value of the stocks in the physical inventory lists. You print the inventory lists in two copies. You create separate lists for each location and for each person or group of persons responsible for counting the stocks. Also, material stocks that are retired or acquired during the inventory count are entered into separate inventory lists. 4. 5. Each person or group of persons responsible for the safety of the material stocks signs the heading part of the form. The commission carries out the inventory count. The commission compiles the inventory list based on the recalculation, weighing, or remeasurement of material stocks. They write the counted quantities in the inventory list manually. 6. 7. If the commission finds any material stocks that are not reflected in the accounting, it has to include these in the physical inventory list. After the commission compiles and signs the final inventory list, it has to be transferred to the accounting department. Based on the inventory differences found between the accounting data and the results of the physical inventory, the accountant creates a difference list and prints it in two copies.

2. The accountant checks the accounting data and the information stored in book keeping about the
3.

8.

Company Code (Additional Data)

The part of the company code data where you record its identification numbers (such as its tax numbers) and other information. For generic information about company codes, see Company Code.

Customizing To maintain the additional company code data:

1. In Customizing for Financial Accounting (FI), choose 2. 3.

4. Company Code Enter Global Parameters. Select the company code and choose Details. Choose Additional Details. Enter the following data: o INN

Financial Accounting Global Settings

o o o o o o o o o o

OKPO code OKVED code OKFS code OKOPF code KPP number OGRN OKVED code Chief executive officer's (CEO's) name and INN Chief accountant's name and INN Taxpayer's tax category

Material Master Data

The central store of information about a material. For generic information about the material master, see Material Master (LO-MD-MM). To access the material master, on the SAP Easy Access screen, choose Material . Logistics Materials Management

You maintain material master data following the standard procedure. In addition, you also enter each material's OKDP code (see Maintaining Foreign Trade Export Data). If it is possible that you might use a material in the construction of fixed assets for your own use, maintain the material as described in Creating Master Records for Materials Used in Asset Construction.

Customizing

To customize Materials Management (MM) for use in Russia, you: Carry out the generic Customizing activities in Customizing for MM In some of these Customizing activities, you make settings that are specific to Russia. Carry out the Customizing activities that relate to functions used only in Russia

Both of these are described in the following.

Business Transactions

A number of business processes in Materials Management (MM) differ from those in other countries: Country Version Russia comes with special processes for entering purchase orders, the physical inventory of material stocks and printing the Record of Material Acceptance (M-7).

Stock Overview

You use this report to prepare a list of stock on hand at the beginning and end of each period. Unlike the generic stock reports, it shows the value of the stock as well as its quantity. To access the report, on the SAP Easy Access screen, choose Logistics Management Environment Stock Stock Overview (Russia). NOTE The report can calculate correct material values only for previous periods in which the document summarization settings were disabled. Materials Management Inventory

Prerequisites
The document summarization settings were disabled for the whole period for which you want to calculate material values. You can deactivate the summarization settings in Customizing for Financial Accounting (FI), by choosing General Ledger Accounting Business Transactions Integration Materials Management Carry Out Document Summarization for Materials Management.

Features
Types of Stock Covered The report covers all types of valuated stock, but does not cover unevaluated stock. It also covers goods movements without accounting documents, such as transfers between storage locations. It also covers the following special stock types: Consignment stock at customer sites (special stock type W) Returnable packaging at customer sites (V) Stock for customer orders (E) Project stock (Q) Parts provided to vendors (O)

Stock in transit is shown separately (see Stock in Transit). Monthly Overview Lists To speed up processing, you can create and retrieve monthly overview lists for each plant or company code/GL account combination (see Saving and Displaying Monthly Overview Lists). Output The output list shows the quantity and value of materials on hand in each plant at the beginning and end of each period. This information is broken down by storage location, or in the case of companys own special stocks, by customer, vendor, WBS element or sales order item. For more information, see Calculation of Stock Quantities and Values. Number signs (#) in the Accounting Document field means that there is no accounting document, or that it is missing. Number signs in the Storage Location field means that the material document is not assigned to a storage location.

Russia Financial Accounting (FI) Sales and Distribution (SD) Materials Management (MM) Master Data Material Master Data Company Code (Additional Data) Customizing Customizing for Statutory Reports Customizing for Storage Location Customizing for the Record of Material Acceptance (M-7) Business Transactions Entering Purchase Orders for Imports Physical Inventory of Material Stock Printing the Record of Material Acceptance (M-7) Stock Overview Calculation of Stock Quantities and Values Stock in Transit Saving and Displaying Monthly Overview Lists Statutory Reports Physical Inventory List Difference List for Stock Logistics Execution (LE) Customizing Master Data Company Code (Additional Data) Maintaining Business Partner Master Data Business Transactions Payroll Russia (PY-RU)

Customizing

To customize Materials Management (MM) for use in Russia, you: Carry out the generic Customizing activities in Customizing for MM In some of these Customizing activities, you make settings that are specific to Russia.

Carry out the Customizing activities that relate to functions used only in Russia

Both of these are described in the following.

Customizing for Storage Location

You maintain the storage location data following the standard procedure. In addition, Country Version Russia requires you to maintain the data of the person(s) responsible for storage location. You make this customizing setting to be able to prepare the following statutory reports: Physical Inventory List (INV-3) Difference List for Stock (INV-19)

Procedure 1. In Customizing for Enterprise Structure, choose 2. 3. 4. 5. 6. 7.

Definition Materials Management storage location In the Determining Work Area: Entry dialog box, enter the plant key. In the Dialog Structure, click Storage locations. In the Storage Location table, select the storage location that you want to maintain. In the Dialog Structure, double-click Addresses of storage locations. Choose New Entries. Enter the sequential number of the storage location address and choose Enter. NOTE The program only reads data from the first row. Maintain

8. In the Street address group box, enter data in the Country field. 9. In the Name group box, choose (More fields)
10. Enter the name of the person(s) responsible for storage location in the first two rows. 11. Enter the position of the person(s) responsible for storage location in the fourth row. 12. Choose Enter and save your entries.

Customizing for the Record of Material Acceptance (M-7)

To be able to prepare the Record of Material Acceptance (form M-7), you: Carry out the generic customizing activities for forms in Customizing for Materials Management (MM), by choosing Inventory Management and Physical Inventory Reporting Country-Specifics Russia Basic Settings Carry out the customizing activities specific to the form M-7 by following the procedure described below.

NOTE

You can also use a BAdI to define customer-specific enhancements for the authorization form. To define the enhancements, in Customizing for MM, choose Inventory Management and Physical Inventory Maintain Customer Exits and Business Add-Ins Country-Specific Settings Russia BAdI: Form M-7 . RECOMMENDATION Instead of making these customizing settings manually, you can also use the BC set J_3R_ALF, which contains customizing settings offered by SAP. Note that the settings in this BC set are recommendations only, which you can change to match your own specific requirements.

Procedure 1. Choose or create an output type in Customizing for MM, by choosing 2.

Physical Inventory Output Determination Maintain Output Types In the Details view of the output type, make the following settings: o General Data tab page: Inventory Management and .

Access sequence Access to conditions Partner-indep.output

o Default values tab page:

0003

<selected> <selected>
Send with application own transaction Print output

Dispatch time Transmission Medium

3. 5. Save your entries. Enter the following data:

4. Select the output type and choose Processing Routines in the Dialog Structure. Program FORM routine PDF/Smartform Form Form Type
6. J_3R_LF_M7 ENTRY J_3R_M7_CONTEXT

7. 8. 9. 10. 11.

PDF Save your entries. In Customizing for MM, choose Inventory Management and Physical Inventory Determination Maintain Output Determination Procedures . In the Choose Activity dialog box, choose the Conditions: Procedure activity. Select the ME0001 (Inventory Management) procedure. Double-click Control Data in the Dialog Structure. Click New Entries and enter data as follows:

Output

Step

Counter

Condition Type

70 11 or 12 WER4 12. Save your entries. 13. In Customizing for MM, choose Inventory Management and Physical Inventory Output Determination Maintain Conditions . 14. In the Choose Activity dialog box, choose the Create Condition: Inventory Mgmt activity. 15. Enter the output type WER4. 16. In the Trans./Event Type field, choose WE (Goods Receipt for Purchase Order). 17. In the Print Version field, enter 3 (Collective Slip). 18. In the Condition Recs group box, enter the following data:

Requirement <leave blank>

Print item 1(Material Document Printout)

Name
Material Document Printout(filled in by

the system)

Function Partner Medium Date/Time Language 3(Send with <leave <leave 1(Print application own RU blank> blank> Output) transaction)

19. Save your entries.

20. Business
21.

Transactions

22. A number of business processes in Materials Management (MM) differ from those in other countries:
Country Version Russia comes with special processes for entering purchase orders, the physical inventory of material stocks and printing the Record of Material Acceptance (M-7).

Entering Purchase Orders for Imports

When you enter purchase orders for imports, you follow the standard procedure, and in addition, you enter the customs declaration numbers and the goods country of origin. This information is required by the Purchase Ledger.

Procedure 1. On the SAP Easy Access screen, choose

2. Logistics Materials Management Purchase Order Create Vendor/Supplying Plant Known. Enter header data as required. Purchasing

If all of the items are covered by the same customs declaration, enter the customs data in the header as follows:

1. On the Import tab, choose the Prelim. Doc. (preliminary document) tab. 2. In the Prelim. Doc. No. (preliminary document number) field, enter the customs declaration
number.

3. In the ISO Code field, enter the goods country of origin.

3. Enter the line items. If different items are covered by different declarations, enter the customs data in the individual line items as follows:

1. On the Import tab, choose the Prelim. Doc. tab. 2. In the Prelim. Doc. No. field, enter the customs declaration number. 3. In the ISO Code field, enter the goods country of origin.
4. Enter other data as required and save the purchase order.

Physical Inventory of Material Stock

You can use this process to carry out the physical inventory for material stocks in Russia.

Process
1. The director of the organization orders a physical inventory of the material stocks. quantity, and enters the value of the stocks in the physical inventory lists. You print the inventory lists in two copies. You create separate lists for each location and for each person or group of persons responsible for counting the stocks. Also, material stocks that are retired or acquired during the inventory count are entered into separate inventory lists.

2. The accountant checks the accounting data and the information stored in book keeping about the
3.

4. 5.

Each person or group of persons responsible for the safety of the material stocks signs the heading part of the form. The commission carries out the inventory count. The commission compiles the inventory list based on the recalculation, weighing, or remeasurement of material stocks. They write the counted quantities in the inventory list manually.

6. 7.

8.

If the commission finds any material stocks that are not reflected in the accounting, it has to include these in the physical inventory list. After the commission compiles and signs the final inventory list, it has to be transferred to the accounting department. Based on the inventory differences found between the accounting data and the results of the physical inventory, the accountant creates a difference list and prints it in two copies.

Printing the Record of Material Acceptance (M-7)

You use this procedure to print the Record of Material Acceptance (form M-7). The form M-7 is used to record the acceptance of goods into the warehouse, and to document any quantitative or qualitative divergence between the goods actually delivered and the accompanying documents sent by the supplier. It is also filled in during the acceptance of materials that arrived without documents. This form is the legislative ground for raising a claim to the supplier or the sender.

Prerequisites
You have: Maintained master data as described in Master Data Made the settings described in Customizing for the Record of Material Acceptance.

Procedure
1. Create the purchase order following the standard procedure. For more information, see Creating a Purchase Order. NOTE When creating the purchase order, make sure that you enter the partner functions for the vendor and goods supplier on the Partner tab page.

2. On the SAP Easy Access screen, choose

Management Goods Movement following the standard procedure.

Logistics Materials Management Inventory Goods Movement (MIGO) , and create a material document

For more information, see Goods Receipt.

3. On the General tab page, set the indicator for printing and choose Collective Slip from the drop-down
menu. The output is generated for the material document and the Output tab page appears.

4. On the Output tab page, choose Display Output to check whether the output has been generated for the
given material document.

5. On the SAP Easy Access screen, choose 6.

Logistics Materials Management Management Material Document Process Output . Enter WER4 in the Output Type field and enter other data as required.

Inventory

Make sure that you enter the relevant material document year and material document number.

7. Choose

(Execute)

The Output from Goods Movements screen appears.

8. To print the document, select the material document number and choose Result
The system generates and prints the form M-7.

(Execute).

Stock Overview

You use this report to prepare a list of stock on hand at the beginning and end of each period. Unlike the generic stock reports, it shows the value of the stock as well as its quantity. To access the report, on the SAP Easy Access screen, choose Logistics Management Environment Stock Stock Overview (Russia). NOTE The report can calculate correct material values only for previous periods in which the document summarization settings were disabled. Materials Management Inventory

Prerequisites
The document summarization settings were disabled for the whole period for which you want to calculate material values. You can deactivate the summarization settings in Customizing for Financial Accounting (FI), by choosing General Ledger Accounting Business Transactions Integration Materials Management Carry Out Document Summarization for Materials Management.

Features
Types of Stock Covered The report covers all types of valuated stock, but does not cover unevaluated stock. It also covers goods movements without accounting documents, such as transfers between storage locations. It also covers the following special stock types: Consignment stock at customer sites (special stock type W) Returnable packaging at customer sites (V) Stock for customer orders (E) Project stock (Q) Parts provided to vendors (O)

Stock in transit is shown separately (see Stock in Transit). Monthly Overview Lists To speed up processing, you can create and retrieve monthly overview lists for each plant or company code/GL account combination (see Saving and Displaying Monthly Overview Lists). Output The output list shows the quantity and value of materials on hand in each plant at the beginning and end of each period. This information is broken down by storage location, or in the case of companys own special stocks, by customer, vendor, WBS element or sales order item. For more information, see Calculation of Stock Quantities and Values. Number signs (#) in the Accounting Document field means that there is no accounting document, or that it is missing. Number signs in the Storage Location field means that the material document is not assigned to a storage location.

Calculation of Stock Quantities and Values

The report calculates the stock quantities and values at the beginning and end of any period. The procedures for storage location stock and companys own special stock are slightly different. Storage Location Stock The report calculates the quantity and value of the stock in each storage location as follows: 1. For each material (and valuation type), the report determines: o The quantity of stock currently on hand in each storage location, including externally owned special stocks o The total value of the materials currently on hand in each plant For each material, the report reads all the material documents posted since the beginning of the period you defined on the selection screen till the current date and working back. In each material document, it reads the quantity of materials moved to and from each storage location. From the corresponding accounting documents, it reads the value of the stock movement per plant and valuation type. It thus determines the quantity of stock on hand in each storage location and the value of stock per plant and valuation class. NOTE If the stock quantities or values change during the report is run, the system locks the master records of the material, recalculates the stock quantity and value, then unlocks the record. This allows avoiding mistakes in the result of the report if the stock quantity or value change while you are using the program. To ensure correct results, you can also select to lock the material data during the report is run and thus prevent the posting of further material documents while the data is being processed by the program. 3. The report calculates the average material price for the starting date of the period you defined on the selection screen by dividing the value of the stock in the plant by the quantity of materials in the plant for the given date.

2.

4.

To calculate the value of the stock in each storage location, it distributes the stock value of the valuation area proportionately to the stock quantities at the given storage locations.

The report automatically distributes price difference documents between all storage location proportionately to the quantity on the price difference posting date (see Automatic Distribution of Price Differences). Companys Own Special Stock Companys own special stock is stored offsite (for example, on the premises of a vendor or customer) and is thus not managed in storage locations but according to where it is stored. For these stocks, the report goes through the same procedure as described above. However, instead of reading how many materials are currently in stock in each storage location, it reads how many materials are in stock at each customer and vendor.

Stock in Transit

The two-step procedure for stock transfer can result in discrepancies between the quantity of materials in stock at a receiving plant and their value (see the example below). If any materials are in transit when the report is run, the report displays all material documents related to all stock transits for that material. It displays the stock transit documents under the receiving plant with storage location ####. If the material in transit belongs to a specific valuation type, the system only displays the material documents for that valuation type.

Example
Your Moscow plant has 6,000 sheets of metal in stock, valued at RUB 270 each, or RUB 1,620,000 in total. The St Petersburg plant has none but requires 5,000. 1. 2. The warehouseman in St Petersburg creates a stock transport order to request the Moscow plant to transfer 5,000 sheets of metal to St Petersburg. The warehouseman in Moscow creates a goods issue for the metal sheets. The system generates: o o A material document with two items, one to record the goods issue from his plant, and one to record that the goods are in transit Two accounting documents, one to record the goods issue from Moscow, and one to record the goods receipt in St Petersburg (even though the metal is still in transit)

That means that St Petersburg plant now owns RUB 1,350,000 worth of sheet metal, even though it is still in transit, which means that there is a discrepancy between the quantity of stock on hand (0) and it value (RUB 1,350,000). 3. Three days later, the metal is delivered to St Petersburg, and the warehouseman records the goods receipt. The system generates another material document with an item to record that the goods are no longer in transit, and another to record their arrival at the St Petersburg plant. The values and quantities in each plant now match.

NOTE The same method is used if you move the material from one warehouse to another within the plant, by means of the two-step procedure (movement types 313, 315). In this case the material is in transfer for a while too, however, the system does not create accounting documents. That is, the system generates accounting documents only if you move the material out of the plant.

Two-Step Procedure - Plant

Use
If you post a stock transfer from plant to plant using the two-step procedure, you post the removal from storage at the issuing plant first. After you post the removal from storage, the quantity being transferred is managed in stock in transfer at the receiving plant. It is not yet part of unrestricted-use stock, however. You post the placement into storage at the receiving plant in a second step. Only then is the event completed and the transferred quantity part of unrestricted-use stock.

Possible reasons for carrying out the a stock transfer in two steps may be: The plants are located at quite a distance from each other and the goods are in transit for a prolonged period of time; or there is one employee responsible at each plant, and each can only post movements for his/her own plant.

What if the Goods Are Damaged During Transport?

Damage that occurs during transport and that leads to scrapping of the goods must be reported in the system, so that the transfer stock can be corrected accordingly. There are two ways of doing this: You reverse the removal from storage from the issuing plant and then post the goods for scrapping. Refer to Entering Material for Scrapping. Alternatively, you can post the placement of the entire quantity into storage at the receiving plant and then post the goods for scrapping.

It is important that the scrapped quantity does not remain in stock in transfer, but is reported in the system as scrapped.

Automatic Distribution of Price Differences

The Stock Overview report automatically splits price differences, which are posted at plant level, between all the storage locations in the plant. The adjustments are only made by the report at runtime. It does not generate any accounting documents. In the output list, the adjustments are shown as belonging to transaction category S. Their posting date is shown as the last date in the reporting period.

Example
Your Moscow plant stores sheet metal in three storage locations. The standard price of each sheet is RUB 270. On 1 May, the storage locations A, B, and C have 50, 345, and 210 sheets in stock respectively. 1. On 7 May, the warehouseman in storage location B posts a goods receipt for 100 sheets of metal. The system creates the following accounting document:

Goods Receipt 2. On 11 May, an accounts clerk enters the invoice for the sheet metal. The vendor has charged RUB 30,525 for the metal, which is RUB 3,525 above the standard price of RUB 27,000. The system clears the GR/IR account and posts the difference to the raw materials account:

Invoice 3. On 5 June, you run the report for May. The list shows the following information:

Storage Location A B C

Period Beginning Differences Quantity Value 50 13,500 291.32 345 93,150 2,010.12 210 56,700 1,223.55

Period Ending Quantity Adjustment Value 50 41.32 13,750 445 214.88 122,375 210 173.55 57,750

The report automatically divides the value of the difference posting (RUB 3,525) between the storage locations in proportion to the total quantity of stock on hand in the plant at the beginning of the period (in total, 605 sheets). In the table above, this figure is shown in the Differences column. However, the total adds up to only RUB 3,524.99 because of rounding differences. The report then determines how many sheets of metal were in each storage location on 31 May (in total 705), and divides the price difference between them accordingly.

More Information
Value Changes in Inventory Management

Companys Own Special Stocks

Definition

Stocks belonging to your company that are stored with the vendor or the customer. In the SAP System the following types of special stocks are available:
Stock of material provided to vendor Consignment stock at customer Returnable packaging stock at customer

Since these special stocks are not located at your own company, they are managed at plant level and not at storage location level. Two stock types are possible:
Unrestricted-use stock Quality inspection stock

All stock types can be inventoried.

Purpose
Stock of Material Provided to Vendor
These are your company's own stocks that you provide to the vendor (subcontractor) to manufacture a product you have ordered. However, this stock is still your company's property. This stock is available for Materials Planning. The goods movements for materials provided to vendor are described in Subcontracting.

Consignment Stock at Customer

This is consignment material belonging to your company that is stored with the customer. This stock is not available for materials planning. In Inventory Management, you can post the following goods movements (with reversal):
Initial entry of stock balances (movement types 561, 563) Transfer posting from plant to plant in one step (301) Transfer posting material to material (309; see also Entering Transfer Posting Material to Material)
Consignment.

Other goods movements are processed using the Sales (SD-SLS) component. See also:

Returnable Packaging Stock at Customer

This is packaging materials or means of transport (for example, pallets or crates) which are supplied by your company to a customer and must be returned. Returnable packaging stock is not available for Materials Planning. In Inventory Management, you can post the following goods movements (with reversal):

Initial entry of stock balances (movement types 561, 563) Transfer posting from plant to plant in one step (301) Transfer posting material to material (309; see also Entering Transfer Posting Material to Material)
Returnable Packaging Stock.

Other goods movements are processed using the Sales (SD-SLS) component. See also:

Subcontracting
This section describes how to procure materials using a subcontract order. It describes how subcontract orders are processed in Purchasing, Inventory Management, and Invoice Verification.

Use
In subcontract order processing, the vendor receives materials (components) with which it produces the end product. The following are involved: 1. You order the end product using a subcontract order. The components that the vendor needs to manufacture the end product are specified in the purchase order. 2. In Inventory Management, the components are posted to the stock of material provided to vendor. The components are then supplied to the vendor. 3. The vendor performs its service and delivers the ordered material (the end product). The consumption of the components is posted. 4. If, after the goods receipt has been posted, the vendor informs you that a larger or smaller quantity of the components was actually consumed than planned in the purchase order, you must make an adjustment. 5. The vendor charges for his or her service. The invoice is posted in Invoice Verification.

Stock of Material Provided to Vendor

The quantities of the components to be provided to the vendor are entered into the stock of material to be provided to vendor. This stock has the following features: It is managed as part of your total valuated stock, and is available for MRP. It is only managed at plant level, since it is not stored at your own company but on the vendor's site. Two stock types are possible: unrestricted-use stock quality inspection stock Stock can be transferred between the two stock types. Withdrawals can only be posted from unrestricted stock, however. You can take a physical inventory of the stock of material to be provided to vendor.

Consignment Stock Processing

Purpose
Consignment goods are goods which are stored at the customer location but which are owned by your company. The customer is not obliged to pay for these goods until they remove them from consignment stock. Otherwise, the customer can usually return consignment goods which are not required. Consignment processing offers the participating partners several advantages. Customers store the consignment goods at their own warehouses. The customer can access the goods in the consignment warehouse at any time. They are only billed for the goods when they are removed from the warehouse and only for the actual quantity taken.

Since consignment stocks still form part of your valuated stock, you must manage this stock in your system. However, consignment stock must be 1. Managed separately from the rest of your stock so that you know exactly what stock is stored at the customer location 2. Managed separately for each customer In inventory management, the consignment stock is managed as special stock in your inventory and is assigned to specific customers. This enables you to keep track of returnable packaging stock by customer. If the consignment stocks are not managed by the sold-to party but by a central office, you can use the partner function for special stock partner.

Prerequisites
Special Stock Partner
The special stock partner has been defined for carrying out consignment stock processing by means of a third party rather than the customer. This means you can manage all special stock under one partner. It makes sense to use the special stock partner if your customer is using decentralized order processing but manages consignment stock centrally.
Inventory Management Using the Special Stock Partner

If you want to process your consignment goods using a special stock partner, proceed as follows: 1. ... 1. Create a customer master record for the special stock partner (account groups 0001 and DEBI are defined for this purpose in the standard system). 2. Enter the special stock partner in the relevant customer master record on the partner screen using the partner function SB. When you create an order for this customer, the system automatically proposes the partner function SB in the document header and the document items. Consignment goods which have been entered in a consignment fill-up are always posted to the stock of the special stock partner when goods issue is carried out. You can also enter the partner function SB manually in the document header or in the relevant items if a special stock partner is required and is not proposed from the customer master record. If a special stock partner does not exist in the document header, inventory management is carried out using the sold-to party.

Process Flow
There are four main transactions for processing consignment stock in the SAP System, all of which support separate management of stock: 1. Creating a Consignment Fill-Up 2. Creating Consignment Issue 3. Creating a Consignment Pick-Up 4. Displaying Consignment Returns

Consignment fill-up
Consignment fill up is used to supplement the customers consignment stock. Goods issue of the appropriate stock is posted from the unrestricted-use stock to consignment stock (special stock). The goods remain in the possession of the vendor.

When you ship consignment stock to the customer, you record the transaction by creating a consignment fill-up order (order type KB). As a result, the system carries out the following actions: 1. If special stock does not yet exist in your inventory for the customer (or special stock partner), the system creates it when goods issue is posted 2. The relevant quantity is removed from regular inventory in your plant and is added to the special stock for the customer. The total valuated stock for the plant remains the same. 3. The transaction is not relevant for pricing since the consignment stock remains the property of your company.

Consignment pick-up
Consignment issue enables the customer to take consignment goods from the special stock for their use or to sell. Consignment issue involves removing the goods from the special stock and making it the property of the customer. When the customer removes consignment stock to use or sell, you record the transaction in the system by creating a consignment issue order (order type KE). As a result, the system carries out the following actions: 1. When goods issue is posted, the relevant quantity is deducted from both the customers special stock and your own total valuated stock. 2. The transaction is relevant for pricing since the goods now become the property of the customer.

Consignment issue

Any consignment goods stored at the customers warehouse that havent been used can be reposted to your companys warehouse with a consignment pick-up. If the customer returns consignment stock to you, you record the transaction in the system by creating a consignment pick-up order (order type KA). As a result, the system carries out the following actions: 1. When goods issue is posted, the relevant quantity is deducted from the customers special stock and is added back into your regular stock at the plant where the goods are returned. Your total valuated stock remains the same since the returned stock was regarded as part of your own inventory even while it was at the customers premises. 2. This transaction is not relevant for billing.

Consignment return
Consignment returns are used for when your customer wants to return goods to the consignment stock. If the customer wishes to claim on consignment goods which have already been issued, you can record this transaction by creating a consignment return order (order type KR). As a result, the system carries out the following actions: 1. When goods issue is posted, the relevant quantity is added to the customers special stock at the plant where the goods are returned 2. Since the ownership of the goods is passed from the customer back to your company, the transaction is relevant for billing. In this case, the customer receives a credit memo for the returned goods. Depending on the settings in Customizing for Sales, you can create consignment returns with direct reference to a consignment issue. The consignment issue appears in the document flow for the consignment return. This function is not supported in the standard version of the SAP System.

When you create consignment returns in the standard version of the SAP System, the system automatically sets a billing block. To credit a return, you must first approve the request for a credit memo by removing the billing block in the return header. You can control the automatic setting of a billing block in Customizing for Sales.

The following table provides an overview of the order types used in the standard system for processing consignments:

Transaction Consignment fill-up Consignment issue Consignment pick-up Consignment return

Sales order type KB KE KA KR

Pricing and Availability Check

Whether pricing is carried out for the individual transactions depends on the item category. The schedule line category controls the availability check and the transfer of requirements in each of the transactions. The schedule line category itself is determined by the item category and the MRP type of the material. The order types KE and KA check against the consignment stock for the customer involved and order type KB checks against your own plant stock. Requirement records for consignment stock are stored as individual requirements, independently of the setting in the material master record.

Returnable Packaging
Implementation Considerations
Returnable packaging consists of materials that are stored at the customer location but which remain the property of your company. The customer is only required to pay you for the returnable packaging if he does not return it to you by a specified time. Using this function you can, for example, process euro-pallets. You can also use it to resell returnable packaging to a third party. Since stocks of returnable packaging form part of your valuated stock even when they are at the customer site, you must manage them in your system. However, stocks of returnable packaging must be Managed separately from the rest of your stock so that you know exactly what stock is stored at the customer location Managed separately for each customer

Inventory management treats returnable packaging as special stock in your inventory and is assigned to specific customers. This enables you to keep track of returnable packaging stock by customer.

Prerequisites Settings in the Material Master Record

A prerequisite for returnable packaging processing is that the value LEIH (returnable packaging) is entered in the material master record on the second sales screen in the Item category group field. This entry in combination with the document type automatically determines the appropriate item category for each transaction involving the material.

Settings for the Special Stock Partner

You must define a special stock partner for processing returnable packaging when a third party is involved. This means you can manage all special stock under one partner. You might use this partner function if your customer, for example, uses a decentralized order processing system but manages returnable packaging centrally. You can also use this partner function to process returnable packaging when a carrier is involved (for example, for euro-pallets). If you want to process returnable packaging using the special stock partner, first make the settings which are described for Consignment Stock Processing.

If you want to manage returnable packaging for a carrier, for whom a vendor record already exists, you must also create a customer master record for the carrier. You are then able to assign returnable packaging stock to the carrier.

Process Flow
There are three main transactions for processing returnable packaging, all of which support separate inventory management: Creating Returnable Packaging Shipments Creating Returnable Packaging Pick-Up Creating Returnable Packaging Issue

Returnable Packaging Shipments

When you sell goods to a customer, you may send the goods in returnable packaging. During sales order processing, you simply enter the returnable packaging as an item in your order. You can process returnable packaging either as main items or as sub-items. For example, if you sell drinks in bottles and want the empty bottles to be returned, you can enter the bottles as sub-items for the drinks in the sales order. The item category group LEIH must be assigned to the bottles in the material master record so that they are processed as returnable packaging. During processing, the system recognizes that it is dealing with returnable packaging because the item category group LEIH is assigned to the material. The system then determines another item category in the sales order to allow the material to be processed as returnable packaging. As a result of entering returnable packaging in a sales order, the system carries out the following actions: If special stock does not yet exist in your inventory for the customer (or special stock partner), the system creates it when goods issue is posted The relevant quantity is removed from regular inventory in your plant and is added to the special stock for the customer. The total valuated stock for the plant remains the same. The transaction is not relevant for pricing since the consignment stock remains the property of your company.

Returnable Packaging Pick-Up

If the customer returns the returnable packaging to you, you record the transaction in the system by creating a returnable packaging pick-up order (order type LA). As a result, the system carries out the following actions: When goods issue is posted, the relevant quantity is deducted from the customers special stock and is added back into your regular stock at the plant where the goods are returned. Your total valuated stock remains the same since the returned stock was regarded as part of your own inventory even while it was at the customers premises. This transaction is not relevant for billing.

Returnable Packaging Issue

In the following situations, you can create a returnable packaging issue order (order type LN): The customer decides to keep the returnable packaging The customer damages the returnable packaging and you decide to charge the customer The customer sells the returnable packaging to a third party

As a result of processing a returnable packaging issue, the system carries out the following actions: When goods issue is posted, the relevant quantity is deducted from both the customers special stock and your own total valuated stock. The transaction is relevant for billing since the goods have become the property of the customer.

Sales Order Types

The following table provides an overview of the order types used in the standard system for processing returnable packaging:

Transaction

Sales order type

Returnable packaging pick-up Returnable packaging issue

LA LN

When you ship returnable packaging to the customer, you do not need to use a special order type. The transaction is a normal business transaction and you can use either a standard sales order or, if appropriate, a free of charge delivery.

Pricing and Availability Check

Whether pricing is carried out for the individual transactions depends on the item category. The schedule line category controls the availability check and the transfer of requirements in each of the transactions. The schedule line category itself is determined by the item category and the MRP type of the material. The order types LN and LA check against returnable packaging for the relevant customer. Requirement records for returnable packaging stock are stored as individual requirements, independently of the setting in the material master record.

Saving and Displaying Monthly Overview Lists

In the Stock Overview report, you can save monthly overview lists for a particular plant or a company code and G/L account combination. You can then retrieve them from the database whenever you need them. That saves you time, because the report does not need to compile the information.

Procedure
Saving Lists On the selection screen, enter data as follows: 1. 2. Enter one plant or a company code with a G/L account. Enter a reporting period of exactly one month (for example, 131 October). Select Save List to Database.

3.

You can overwrite monthly overview lists if required by making the same settings. Displaying Lists To display a monthly overview list that you have saved, on the selection screen, enter data as follows: 1. 2. Enter the plant or the company code with the G/L account. Enter the reporting period. Select Read List from Database.

3.

Statutory Reports

Country Version Russia comes with a number of reports for Materials Management (MM) that you can use to create and print statutory forms that comply with the legal requirements in Russia.

Features
You can create the following physical inventory reports under this component: Physical Inventory List (INV-3) Difference List for Stock (INV-19)

These reports are described in the following documentation.

Physical Inventory List

You use this report to create and print the Physical Inventory List (INV-3) form. This form reflects the current data about the quantity and value of all the material stocks, including those located in the warehouse and those in movement within the company.

Prerequisites
You have: Created a physical inventory document following the standard procedure Made the settings described in Customizing

Features
Output The output of the report can be one of the following: ALV preview PDF preview Printout Interactive PDF

NOTE If noncritical errors occur during report execution, there are no error messages displayed. Instead, you can check these errors on the Log Display screen.

Activities
To access this report, on the SAP Easy Access screen, choose Logistics Materials Management Inventory Environment Country-Specific Reports Russia Physical Inventory List . Physical

Difference List for Stock

You use this report to create and print the Difference List for Stock (INV-19) form.

This form reflects how the stock figures recorded during physical inventory deviates from the book inventory. The accountant prints this form in two copies. Separate forms are printed for each storage location.

Prerequisites
You have: Posted the inventory differences following the standard procedure Made the settings described in Customizing

Features
Output The output of the report can be one of the following: ALV preview PDF preview Printout Interactive PDF

NOTE If noncritical errors occur during report execution, there are no error messages displayed. Instead, you can check these errors on the Log Display screen.

Activities
To access this report, on the SAP Easy Access screen, choose Logistics Materials Management Inventory Environment Country-Specific Reports Russia Difference List for Stock . Physical