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SCM600 Sales and Distribution Processes mySAP ERP Sales and Services

Date Training Center Instructors Education Website

Participant Handbook Course Version: 2006/Q2 Course Duration: 5 Days Material Number: 50078063

An SAP course - use it to learn, reference it for work


Copyright Copyright © 2006 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. Additionally this publication and its contents are provided solely for your use, this publication and its contents may not be rented, transferred or sold without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

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Disclaimer THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE, INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTS CONTAINED HEREIN. IN NO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANY KIND WHATSOEVER, INCLUDING WITHOUT LIMITATION LOST REVENUES OR LOST PROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDED SOFTWARE COMPONENTS.


About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions American English is the standard used in this handbook. The following typographic conventions are also used. Type Style

Description

Example text

Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options. Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet).

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Example text

Emphasized words or phrases in body text, titles of graphics, and tables

EXAMPLE TEXT

Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths, messages, names of variables and parameters, and passages of the source text of a program.

Example text

Exact user entry. These are words and characters that you enter in the system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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About This Handbook

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Icons in Body Text The following icons are used in this handbook. Icon

Meaning For more information, tips, or background Note or further explanation of previous point Exception or caution Procedures

Indicates that the item is displayed in the instructorâ&#x20AC;&#x2122;s presentation.

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Contents Course Overview ......................................................... vii Course Goals ...........................................................vii Course Objectives .....................................................vii

Unit 1: Navigation.......................................................... 1 Basics ....................................................................2 User-Specific Settings and Help Functions........................ 11

Unit 2: Enterprise Structures in Sales and Distribution ........ 21 General Sales and Distribution Structures......................... 22 Sales and Distribution Structures in mySAP ERP ................ 26 Sales and Distribution Structures of the Model Company IDES, Inc. .................................................................. 34

Unit 3: Overview of Sales Processes................................ 53 Process Overview..................................................... 54 Sales Processing ..................................................... 62 Shipping Processing.................................................. 65 Billing Document Processing ........................................ 70

Unit 4: Master Data in Sales and Distribution ..................... 99 Customer Master.....................................................100 Material Master.......................................................122 Customer Material Info Record.....................................127 Condition Master Data for Pricing .................................146 Additional Master Data ..............................................150

Unit 5: Sales and Distribution Processes â&#x20AC;&#x201C; Data Determination and Collective Processing ............................................ 167 Function of the Sales Document Type ............................168 Plant, Shipping Point, and Route Determination.................171 Shipment Scheduling ................................................177 Collective Processing in Sales and Distribution..................196

Unit 6: Availability Check ............................................. 221 Basics .................................................................222 Sample Scenarios ...................................................229 Transportation Processing ..........................................253

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Contents

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Unit 7: Make-To-Order ................................................. 269 Presales Processing.................................................270 Function of the Item Category......................................274 Assembly Processing................................................288

Unit 8: Complaints Processing ...................................... 307 Credit Memo Requests..............................................308 Returns ................................................................312 Invoice Correction Requests .......................................315

Unit 9: Analyses for Sales and Distribution Processes........ 335 Lists and Reports ....................................................336 Sales Information System...........................................353 Business Information Warehouse..................................372

Unit 10: Integrating SAP ECC and SAP CRM..................... 377 Function of mySAP CRM in the Sales and Distribution Environment ......................................................378

Unit 11: IMG Overview ................................................. 387 Function of the IMG..................................................388

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Course Overview This training course provides an overview of the processes, organizational structures, and master data in sales and distribution. It also explains various options for analyzing the data generated during sales and distribution processes. The content of the training course is explained using different examples and topic-related exercises allow you to test what you have learnt. This enables you to familiarize yourself with the corresponding terminology used, so that you can use this documentation effectively. This training course provides the groundwork to ensure that you can concentrate on the topics covered in subsequent training courses.

Target Audience This course is intended for the following audiences: • •

Project team leaders Project team members

Course Prerequisites Required Knowledge • •

Basic knowledge of Microsoft Windows Basic knowledge of the business processes involved in sales and distribution

Recommended Knowledge • •

SAP01 – SAP Overview SAPSCM – Overview of the mySAP SCM Solution

Course Goals This course will prepare you to: • • •

Navigate in the system and use the help functions Become familiar with the central business processes in sales and distribution processing. Carry out the key functions in the process chain from the “presales phase to processing incoming payments” in the system

Course Objectives After completing this course, you will be able to:

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Course Overview

• • •

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Maintain the key master data in Sales and Distribution, and name the required business structures Work with the various documents in Sales and Distribution Describe the points of contact from Sales and Distributionto the materials management, production (for example, make-to-order) and financial accounting areas Perform analyses for Sales and Distribution processes

SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases:

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Unit 1 Navigation Unit Overview This unit gives you an overview of the navigation options within the system.

Unit Objectives After completing this unit, you will be able to: • • • •

Name the window elements Navigate in the SAP System Use the basic help functions. Make personal system settings.

Unit Contents Lesson: Basics .....................................................................2 Lesson: User-Specific Settings and Help Functions ........................ 11 Exercise 1: Navigation ...................................................... 13

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Unit 1: Navigation

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Lesson: Basics Lesson Overview This lesson covers the basic principles of system navigation.

Lesson Objectives After completing this lesson, you will be able to: • • •

Name the window elements Navigate in the SAP System Use the basic help functions.

Business Example Users familiarize themselves with the system interface and record their personal default settings.

General Concepts

Figure 1: Logging on to the system

SAP Systems are client systems. The client concept means it is possible to run several commercially independent companies in a single system. Each user session only has access to data from the client they selected when they logged on. A client is an independent organizational unit in the system. Each client has a separate data environment and therefore separate master and transaction data, assigned user masters and specific Customizing parameters.

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SCM600

Lesson: Basics

To enable users to log on to the system, a user master record must be created for these users, which relates to the corresponding clients. Access protection reasons mean that a password is required during the logon. Entry takes place in the background (“asterisks”). SAP Systems can use multiple languages. The Language input field is used to select the logon language that is valid for the current session. Multiple logons are logged as of SAP R/3Release 4.6. This is due to security and legal license related issues. Each time the same user logs on to the system, a system message appears, which offers the user three options: • • •

End existing session(s), log on again Log on again without ending any existing session(s) (is logged) Terminate new logon.

Various options for recording your own texts on the logon screen are available. See SAP Note 205487

Figure 2: SAP Easy Access

SAP Easy Access is the standard access to the system. You navigate in the system using a tree structure with a clear overview. You can display a picture, such as your company logo, on the right hand side of the screen. This picture can only be defined for the entire system and is client-independent. Assuming you have the corresponding authorization, a more detailed description of the settings required is available in the menu under Extras → Information on Administration. Note that the picture is recorded in the system and is transported to the front end each time you access SAP Easy Access. This transfer is compressed. However, the logo on the initial screen should not be larger than 20 kB. You can prevent this screen from being accessed by either

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choosing the “Low Speed Connection” in the SAPLogon program (see SAP note 161053), or deactivating access of the screen under Extras → Settings. See also the slide “User-Specific Personalization”.

Figure 3: Role-based user menu

A role describes a meaningful number of activities in the system. These represent the functions that a user typically requires for their work center. To ensure the users of the SAP System can work with user-specific or work center-related menus, the profile generator must be used to set up roles. Roles are also used to assign the authorizations required for activities to be performed in the menus to users. This includes pre-defined user roles from all application areas in the standard system. If a user has been assigned to a role, they can choose between their user menu and the standard “SAP Menu”. Roles that are supplied by SAP in the standard system can be accessed using the Other Menu button on the SAP Easy Access initial screen. In addition to their role, each end user can also personalize their access to the system using Favorites. You can define a separate Favorites List of the transactions, reports, files and Web addresses that you use most frequently. You can create favorites using the menu entry Favorites or simply by using the mouse and “drag & drop” to insert them in the directory of favorites.

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Lesson: Basics

Figure 4: Screen Elements

Command field: In the command field (which is hidden as a default setting), you can select applications directly by entering the transaction code. The transaction code for an application is found in the SAP Easy Access menu tree (see page “User-Specific Personalization”) or in the respective application under System → Status. Standard toolbar: Buttons from the standard toolbar are available on every SAP screen. Buttons that cannot be used are grayed out according to the application involved. If you hold the cursor over a button, a small flag that tells you the name or meaning of the button appears. This also tells you the function key assignment. The application toolbar shows the buttons that can be used in your current application. Check box fields: Check box fields allow you to use several options simultaneously within a group. Radio buttons: These provide you with a selection option in each case. A tab page is used to improve the overview of several information screens. Status bar: Shows information on the current system status, such as warnings and errors. Other elements include: Menu bar: The menus displayed here are dependent on the respective application in which you are currently working. Submenu entries are available in these menus.

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Title bar: The title bar contains the name of the function that is available to you here.

Figure 5: Select Functions

You can access system functions as follows: •

• •

By using the mouse to select a – Menu entry – Favorites – Entry in SAP Easy Access Using the keyboard (ALT + the underlined letter in the menu entry required). By entering a transaction code in the command field: A transaction code (T Code) is assigned to each function (not each screen!) in SAP Systems. You can access the assigned transaction code from every screen in the system. To display the customer master data, you can for example enter “/n” and the associated transaction code: “/nsu3”. You can determine the transaction code that applies to current processing using the entry Status in the System menu. Other input options: – – –

“/n ” ends the current transaction “/i” deletes the current session “/osm04” opens a new session and switches to the transaction specified (SM04)

The command field can also be accessed from the keyboard. You can use the CTRL+TAB combination here so that the cursor jumps from one (input) field group to the next. You can use TAB to do this within a field group.

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Lesson: Basics

By entering “search_sap_menu” in the command field, you can display the menu paths for the SAP transactions you are looking for. You can also search for text strings.

Help Functions

Figure 6: Field helps: F1, F4

F1 gives you explanations on fields, menus, functions and messages. The F1 Help also gives you access to technical information on the respective field. The parameter ID, which you can use to define default entries in fields for your user, which also reference this parameter ID, is available here. F4 gives you access to possible entries. You can also access the F4 Help for a field by using the pushbutton located directly to the right of the field selected. If fields contain a “checkmark” symbol, you can only proceed in the respective application once you have entered an admissible value. Users can also use transaction or screen variants and Customizing settings to make many fields in an application mandatory or optional fields. These settings can also be used to display or hide fields or enter default entries in these fields.

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Figure 7: Menus: System and Help

The System menu entry also contains the following: •

• • •

Generate/delete session: Generate and delete a session. The maximum number of sessions can be defined as a number between 2 and 6 by the system administrator using the parameter rdisp/max_alt_modes. User profiles: Enter user-specific default settings. You can for instance use parameter IDs under Own Data to define values in certain fields for specific users in the system (such as the company code field). List: Central list functions, such as search according to character strings, save to PC files, printing etc. Status: Display the central user and system data Log off: End the SAP session (with query)

The Help menu entry also contains the following: • • •

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A context-sensitive Application Help Access information in SAP Library (see next page) Glossary

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Lesson: Basics

Figure 8: SAP Library

SAP Systems offer the user comprehensive online help. You can access the help from every screen in the system. You can always request help using the menu entry Help, or the corresponding button (yellow question mark). Current documentation on SAP Systems can also be accessed from the Help Portal. The Help Portal is found at http://help.sap.com.

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Lesson Summary You should now be able to: • Name the window elements • Navigate in the SAP System • Use the basic help functions.

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Lesson: User-Specific Settings and Help Functions

Lesson: User-Specific Settings and Help Functions Lesson Overview This lesson introduces you to the user-specific settings.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Make personal system settings.

Business Example The user-specific default settings help you use the system more efficiently.

Personal Settings

Figure 9: User-specific personalization

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The system features a wide range of personalization options for end users. These include: •

Under Extras → Settings, you can change the layout of the initial screen (for example, by hiding the image on the right-hand side of the screen or by displaying the technical name (transaction code) in the SAP Easy Access menu). Under Customizing of Local Layout, you can activate a quick cut/copy option, for example. Under Options..., you can change the response speed of the “quick info” function, which is displayed when you move your cursor over an icon or pushbutton. You can set your personal default values by choosing System → User Profile → Own Data. You can also choose the Address, Defaults, and Parameters tab pages. The example below shows you how to set the parameters: –

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Parameter: here, you can default the settings for input fields that are frequently used. A prerequisite here, however, is that a parameter ID has been assigned to the input field in question. How to find the parameters: position your cursor on the input field for which you want to make a default setting. Choose F1 and then the “Technical Information” pushbutton. An info window is now displayed that shows the corresponding parameter ID under “Field data” (provided that a “parameter ID” has been assigned to the field).

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SCM600

Lesson: User-Specific Settings and Help Functions

Exercise 1: Navigation Exercise Objectives After completing this exercise, you will be able to: • Log on to an SAP system • Identify transaction codes • Access information in SAP Library • Use F1 Help to find field information • Use F4 Help to find possible field values

Business Example As a newcomer to the SAP system, you can use menu paths and transaction codes to navigate in the system and use the various online help options.

Task 1: 1.

Select the system required for this training session. Use the client, user name, initial password, and logon language specified by your instructor. When you log on for the first time, a window is displayed in which you have to enter your own new password twice. Note: Client: ___________ User: ___________ Password: ___________ Language: ___________

Task 2: 1.

What is the maximum number of sessions (windows in the SAP system) that you can have open simultaneously? Number: _____

Continued on next page

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Task 3: 1.

What is the name of the following function accessed via the standard SAP menu and what transaction code do you use to start this function? Tools → Administration → Monitor → System Monitoring → User Overview Name of function: _________ Transaction code:_________

Task 4: The help functions 1.

Use either the system menu or enter transaction code SU3 to call up the screen in which you can maintain your own user data. Call up the F1 Help for a selection of fields here. Choose Technical Information to find the parameter ID for the Logon Language field. Parameter ID: __________ Call up the F4 Help for the Logon Language field. What is the language key for Ukrainian? Language key: __________

2.

Display the transaction code for the current transaction in the status bar.

Task 5: Default user-specific settings by choosing System → User Profile → Own Data. 1.

Set the logon language to the one used on your course.

2.

Specify the decimal notation you require and the appropriate data format.

Task 6: Maintain your personal favorites. 1.

Create at least one new folder in the favorites folder.

2.

Add two of your favorite transactions to this folder.

3.

Add the Internet address http://www.sap.com under the title SAP Homepage.

Continued on next page

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Lesson: User-Specific Settings and Help Functions

Task 7: Define a start transaction in the Extras menu. 1.

Set a transaction of your choice as the start transaction. Once you have done this, you must log off and then log on again to activate this change. Hint: If required, you can restore the original start transaction by simply deleting your entry.

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Solution 1: Navigation Task 1: 1.

Select the system required for this training session. Use the client, user name, initial password, and logon language specified by your instructor. When you log on for the first time, a window is displayed in which you have to enter your own new password twice. Note: Client: ___________ User: ___________ Password: ___________ Language: ___________ a)

Log on to the system specified by your instructor and change your initial password.

Task 2: 1.

What is the maximum number of sessions (windows in the SAP system) that you can have open simultaneously? Number: _____ a)

To open and close sessions, choose System → Create Session (or the corresponding pushbutton) and System → End Session. Depending on your system settings, a maximum of six sessions can be opened in one user session.

Task 3: 1.

What is the name of the following function accessed via the standard SAP menu and what transaction code do you use to start this function? Tools → Administration → Monitor → System Monitoring → User Overview Name of function: _________

Continued on next page

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Lesson: User-Specific Settings and Help Functions

Transaction code:_________ a)

User list

b)

To find out the transaction code, choose System → Status. SM04

Task 4: The help functions 1.

Use either the system menu or enter transaction code SU3 to call up the screen in which you can maintain your own user data. Call up the F1 Help for a selection of fields here. Choose Technical Information to find the parameter ID for the Logon Language field. Parameter ID: __________ Call up the F4 Help for the Logon Language field. What is the language key for Ukrainian? Language key: __________ a)

The Logon Language field is on the Defaults tab page. When you call up the F1 Help and then choose Technical Information, you can see that the parameter ID for this field is SPR. Default the setting as specified in the exercise description. The language key for Ukrainian is UK.

2.

Display the transaction code for the current transaction in the status bar. a)

In the status bar, choose the pushbutton for selecting the display options and choose Transaction. From now on, the transaction code for every transaction code you call up will be displayed in the status bar of this session.

Task 5: Default user-specific settings by choosing System → User Profile → Own Data. 1.

Set the logon language to the one used on your course. a)

2.

To set the logon language, call up the user profile (System → User Profile → Own Data) and then choose the Defaults tab page. Under Logon Language, enter the required language.

Specify the decimal notation you require and the appropriate data format. a)

See 1. a)

Continued on next page

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Task 6: Maintain your personal favorites. 1.

Create at least one new folder in the favorites folder. a)

2.

Add two of your favorite transactions to this folder. a)

3.

To create a sub-order under Favorites, choose Favorites → Insert folder. Choose an appropriate name for the folder. You can create as many folders as you require. The folders can also be moved using the Drag&Drop function. To create favorites, look through the menu tree of the standard SAP menu to find some applications (transactions) that you need as favorites. To copy an entry to your favorites list, select the transaction and choose Favorites → Add. Favorites can also be moved to different folders by choosing Favorites → Move. You can also move them using the "drag & drop" function.

Add the Internet address http://www.sap.com under the title SAP Homepage. a)

To create an Internet address, choose Favorites → Add other objects.

Task 7: Define a start transaction in the Extras menu. 1.

Set a transaction of your choice as the start transaction. Once you have done this, you must log off and then log on again to activate this change. Hint: If required, you can restore the original start transaction by simply deleting your entry. a)

Choose Extras → Set start transaction. Enter a transaction of your choice and confirm it with "Enter". The system message in the status bar informs you that this transaction will be the start transaction the next time you log on. Hint: To remove the start transaction, follow the menu path described above and delete the transaction code you entered. The next time you log on to the system, the initial SAP Easy Access is displayed again.

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SCM600

Lesson: User-Specific Settings and Help Functions

Lesson Summary You should now be able to: â&#x20AC;˘ Make personal system settings.

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Unit Summary

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Unit Summary You should now be able to: • Name the window elements • Navigate in the SAP System • Use the basic help functions. • Make personal system settings.

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Unit 2 Enterprise Structures in Sales and Distribution Unit Overview This unit describes how a company's sales and distribution structures can be mapped in the system. This is illustrated in more detail with the model company IDES.

Unit Objectives After completing this unit, you will be able to: • • • • •

Describe sales and distribution structures. Name the organizational units relevant to sales and distribution in the SAP ERP Central Component system Describe the essential characteristics of these organizational units Explain the most important relationships between the organizational structures in sales and distribution Describe the sales and distribution structures of IDES, Inc.

Unit Contents Lesson: General Sales and Distribution Structures ......................... 22 Lesson: Sales and Distribution Structures in mySAP ERP................. 26 Lesson: Sales and Distribution Structures of the Model Company IDES, Inc. ................................................................................. 34 Exercise 2: Organizational Structures .................................... 39

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Lesson: General Sales and Distribution Structures Lesson Overview This lesson introduces general sales and distribution structures, which are described using IDES Inc. as an example.

Lesson Objectives After completing this lesson, you will be able to: •

Describe sales and distribution structures.

Business Example • • • •

Your company IDES, Inc. is part of the globally operating IDES group. IDES, Inc. produces and sells motorcycles. Assemblies are delivered from plants in Europe and North America. In addition, your company serves the market with assemblies and spare parts. IDES, Inc. usually uses authorized dealers that only sell IDES, Inc. vehicles.

General Sales and Distribution Structures

Figure 10: Organizational Structure of IDES Holding Inc.

An important step is to define the organizational structures. It requires thorough analysis of how your organization wants to run its business.

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Lesson: General Sales and Distribution Structures

The system demonstrations provided by the instructor and the exercises for this training course use the model company IDES as an example. IDES means Internet Demonstration and Evaluation System. The consolidated group, the IDES Holding AG, is divided into several independently operating subsidiaries. The companies that are relevant for this course belong to these subsidiaries: IDES AG in Frankfurt and IDES US INC in New York.

Figure 11: Sales and Distribution Structures of IDES AG

IDES AG has two branch offices for its sales and distribution activities. Materials for different product lines, such as motorbikes or paints, are distributed from Hamburg and Berlin via different distribution channels.

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Figure 12: Delivery Structure of IDES AG

Hint: This illustration shows the delivery structure within IDES AG, independently from the system (using general business terms). Before IDES AG confirms an order for a customer, they check from which warehouse distribution center the material ordered is to be delivered and whether sufficient stock is available. The goods delivery is usually organized at these locations. These facilities are not available at every location where products are manufactured. To fulfill urgent customer requests, the warehouse distribution center in Hamburg can arrange express deliveries.

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Lesson: General Sales and Distribution Structures

Lesson Summary You should now be able to: â&#x20AC;˘ Describe sales and distribution structures.

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Unit 2: Enterprise Structures in Sales and Distribution

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Lesson: Sales and Distribution Structures in mySAP ERP Lesson Overview This lesson introduces organizational elements available in the system for mapping sales and distribution structures.

Lesson Objectives After completing this lesson, you will be able to: • • •

Name the organizational units relevant to sales and distribution in the SAP ERP Central Component system Describe the essential characteristics of these organizational units Explain the most important relationships between the organizational structures in sales and distribution

Business Example Your company IDES, Inc. is part of the globally operating IDES group. IDES, Inc. produces and sells motorcycles. Assemblies are delivered from plants in Europe and North America. In addition, your company serves the market with assemblies and spare parts. IDES, Inc. usually uses authorized dealers that only sell IDES, Inc. vehicles.

Overview

Figure 13: Organizational Units in Sales and Distribution

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Lesson: Sales and Distribution Structures in mySAP ERP

Organizational units in the SAP system represent the structure of an enterprise organization. In other words, organizational units are legal and/or organizational units in an enterprise. mySAP ERP Sales and Service uses a range of organizational units designed exclusively for mapping sales and distribution processes, such as the sales organization and distribution channel. Other organizational units, such as the company code or plant, are required in Sales and Distribution and other system areas. The organizational units outlined here are just some of the ones relevant to sales and distribution processes in the system.

Sales

Figure 14: Organizational Units: Company Code

For a company code, a complete independent accounting unit can be represented as the smallest organizational unit of external accounting. This includes the entry of all accountable transactions and the creation of all proofs for a legally required individual account closing, such as the balance sheets and the profit and loss statement. Examples of a company code are: a company within a corporate group, or a subsidiary.

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Figure 15: Organizational Units: Sales Organization

The sales organization is an organizational unit in Logistics which groups the enterprise according to the requirements of sales and distribution. A sales organization is responsible for distributing goods and services. Therefore, it is also liable for the sold products and responsible for the customers' rights of recourse. The sales organization is also used to take, for example, a regional, national or international subdivision of the market into account. A sales organization is uniquely assigned to a company code. More than one sales organization can be assigned to a company code. To use the sales and distribution functions in the system, you need at least one sales organization. In the sales statistics, the sales organization is the highest summation level. All sales and distribution documents, that is, all orders, outbound deliveries, and billing documents, are assigned to a sales organization.

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Figure 16: Organizational Units: Distribution Channel

The distribution channel characterizes the way in which goods and services are distributed. Several distribution channels can be assigned to a sales organization. To use the sales and distribution functions in the system, you need at least one distribution channel. In this way, you can, among other things: • • •

Define responsibilities Carry out flexible price structuring Differentiate sales statistics

Figure 17: Organizational Units: Division

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A division is used to group materials and services. Several divisions can be assigned to a sales organization. To use the sales and distribution functions in the system, you need at least one division. A division can represent a certain product group, for example. Therefore, you can, for example, restrict price agreements with a customer to a certain division. In addition, you can conduct statistical analysis by division.

Figure 18: Sales Area

A sales area is a combination of sales organization, distribution channel, and division. It defines the distribution channel a sales organization uses to sell products of a certain division. Each sales and distribution document is assigned to exactly one sales area. This assignment cannot be changed. A sales area can belong to only one company code. This relationship is created by assigning the sales organization. When processing sales and distribution documents, the system accesses various master data depending on the sales area. This master data includes, for example, customer master data, material master data, prices, and discounts. The system also carries out a number of checks concerning the validity of certain entries according to the sales area. Hint: A simple organizational structure may often be better than a complex one. It simplifies the master data maintenance, for example. You should not define complex organizational structures in order to have detailed reporting options. You are advised to use the fields in the master data screen and documents for this purpose.

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Shipping

Figure 19: Organizational Units: Plant and Storage Location

The plant is a location where material stock is kept and could, for example, represent a production facility in the system. The plant and storage location are organizational units that can be used by all logistic areas of the system. •

• •

Materials management is primarily concerned with the material flow. From a materials management point of view, a plant is, above all, a location where material stock is kept. In production, a plant can represent a manufacturing facility. In sales and distribution, a plant represents the location from which materials and services are distributed and corresponds to a distribution center. The relevant stocks are kept here.

In sales and distribution, the plant has a central function: • • • •

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To use the sales and distribution functions in the system, you need at least one plant. Each plant is uniquely assigned to a company code. The assignment between sales organizations and plants does not have to be unique. The plant is essential for determining the shipping point.

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Figure 20: Organizational Unit: Shipping Point

Shipping is an integrated module of sales and distribution processing. The shipping point is the highest-level organizational unit of shipping that controls your shipping activities. Each outbound delivery is processed by exactly one shipping point. The shipping point can be a loading ramp, a mail depot, or a rail depot. It can also be, for example, a group of employees responsible (only) for organizing very urgent deliveries. The organizational assignment of the shipping point is carried out at plant level. More than one shipping point can be assigned to a plant. More than one plant can also be assigned to a shipping point, although this is only recommended for plants that are close to each other.

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Lesson: Sales and Distribution Structures in mySAP ERP

Lesson Summary You should now be able to: • Name the organizational units relevant to sales and distribution in the SAP ERP Central Component system • Describe the essential characteristics of these organizational units • Explain the most important relationships between the organizational structures in sales and distribution

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc. Lesson Overview This lesson introduces the organizational elements of sales and distribution using IDES, Inc. as an example.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Describe the sales and distribution structures of IDES, Inc.

Business Example The use of sales-and-distribution-specific organizational elements is illustrated using IDES, Inc. as an example.

Sales and Distribution Structures of IDES, Inc.

Figure 21: IDES Holding AG in the System

IDES Holding AG is a globally operating group. The subsidiaries of IDES Holding AG are organized according to country-specific situations and laws. Two of these subsidiaries are IDES AG in Frankfurt, Germany, and IDES, Inc. in New York.

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

Representation in the system: • •

Company code 1000 IDES US INC Company code 3000 IDES US INC

Sales and distribution of IDES AG in Germany is organized at two different sales facilities, each of which has its clearly defined area of responsibility. Representation in the system: • •

Sales organization 1000 Frankfurt Sales organization 1020 Berlin

Each sales organization is responsible for sales in its country and sets its own distribution and pricing policies.

Figure 22: IDES AG Sales Areas in the System

Sales processes in the SAP ERP central component are always uniquely assigned to a sales area. In order to represent the different ways through which goods reach the customer, the appropriate distribution channels were set up. In this course, those IDES AG sales areas are used that contain the following distribution channels: • •

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12 Resale 14 Service

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In order to represent the different product lines , the appropriate divisions were set up. In this course, those sales areas are used that contain the following distribution channels: • • •

00 Cross-division 02 Motorcycles 08 Services

Sales areas were set up on the basis of these sales organizations, distribution channels, and divisions. However, only these combinations were considered in which sales and distributions processes had to be represented. These include • • •

Sales organization 1000, distribution channel 12, division 00 Sales organization 1000, distribution channel 12, division 02 Sales organization 1000, distribution channel 14, division 08

Figure 23: Shipping at the IDES AG in the System

Before IDES AG confirms an order for a customer, they check from which delivering plant the material ordered is to be delivered and whether sufficient stock is available. The plants of IDES AG include, for example: • • • •

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Plant 1000 Hamburg Plant 1100 Berlin Plant 1300 Frankfurt Plant 1400 Stuttgart

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

In addition, delivering plants need to have assigned a sales organization and a distribution channel: • • •

Plant 1000 in Hamburg and plant 1400 in Stuttgart are delivering plants for sales organization 1000 and distribution channel 12. Plant 1100 Berlin is the delivering plant for sales organization 1020 and distribution channel 20. Plant 1300 Frankfurt is not a delivering plant for sales and distribution.

The delivery is organized by various shipping points which are assigned to the delivering plants: • •

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Shipping point 1000 Hamburg processes outbound deliveries from plant 1000 Shipping point 1100 Berlin processes outbound deliveries from plant 1100

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

Exercise 2: Organizational Structures Exercise Objectives After completing this exercise, you will be able to: • Explain the organizational units and their relationships which are relevant for sales and distribution • Describe the sales and distribution structures of the case company IDES, Inc.

Business Example The case company IDES, Inc. is a globally operating group. They manufacture products (for example, motorcycles and spare parts) of multiple product lines at various locations. These materials, as well as other materials, that are not produced in-house are distributed by several sales facilities using multiple distribution channels.

Task 1: Organizational Units in Sales and Distribution. 1.

Organizational units in the system represent the structure of an enterprise organization. Which organizational units represent only sales and distribution?

2.

Which organizational unit can you use in the system to represent a sales facility or a sales subsidiary?

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3.

Which organizational units can you use in the system to represent a means to ship goods to the customer (for example, factory sales, whole sales trade, or retail trade)?

4.

Which organizational units can you use in the system to represent different product lines and to group materials (for example, vehicles, accessories, or spare parts)?

5.

Which organizational units can you use in the system to organize and process outbound deliveries from different places (for example, loading ramp or rail depot)?

Task 2: Cross-sales organizational units 1.

A corporate group can be divided up into several companies or subsidiaries. Which organizational unit can you use in financial accounting to represent a legal entity and an independent accounting unit in the system?

Continued on next page

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

2.

In a company, you can manufacture and store materials in different places. Which organizational unit can you use in the system to represent a production facility or a distribution center?

3.

Within a plant, material storage can be divided up according to various locations or rooms. Which organizational unit can you use in the system to represent such a location or room?

Task 3: Assigning organizational units 1.

Which organizational units does a sales area consist of?

2.

Can you assign more than one distribution channel to a sales organization?

3.

Can you assign a distribution channel to multiple sales organizations?

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4.

Which organizational unit is a sales organization assigned to in order to represent the connection of sales and distribution processes to financial accounting?

5.

Can you assign a sales organization to multiple company codes?

6.

In a sales organization, can you sell materials from multiple delivering plants?

7.

To which organizational unit do you assign a shipping point?

8.

Can you assign a shipping point to multiple plants?

Continued on next page

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

9.

In which organization unit are storage locations grouped together?

Task 4: Organizational units of IDES, Inc. 1.

The subsidiaries of IDES Holding Inc. are organized according to country-specific situations and laws. In Germany, IDES AG is a subsidiary, in the USA, IDES US INC. is a subsidiary. Which organizational unit and number is used to represent these subsidiaries in the system?

2.

Two sales facilities organize the sales and distribution process for IDES AG in Germany (for this training course). Which organizational unit and number is used to represent the two sales facilities in the system?

3.

Which distribution channels does sales organization 1000 use (for this training course)?

Continued on next page

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4.

Which sales areas were set up for sales organization 1000 (for this training course)?

5.

Which plants are assigned to company code 1000 IDES AG (for this training course)?

6.

Which shipping point processes outbound deliveries from plant 1000 Hamburg (for this training course)?

Task 5: Organizational units in the system When you create a sales order, you always have to enter a sales area (sales organization, distribution channel, division). 1.

In the system, check which sales organizations exist for sales order entry for the USA: Write down three examples. Hint: To create a sales order, choose Logistics → Sales and Distribution → Sales → Order → Create. Place the cursor on the input field for the sales organization and display the possible input values using the F4 input help. ____________________________________________ ____________________________________________ ____________________________________________

Continued on next page

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2.

Check in the system, which distribution channels exist for sales organization 1000: Write down three examples. Hint: Place the cursor on the input field for the distribution channel and display the possible input values using the F4 input help. ____________________________________________ ____________________________________________ ____________________________________________

3.

Check in the system, which divisions exist for sales organization 1000 and for distribution channel 12. Write down three examples. Hint: Place the cursor on the input field for the sales organization and display the possible input values using the F4 input help. ____________________________________________ ____________________________________________ ____________________________________________

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Solution 2: Organizational Structures Task 1: Organizational Units in Sales and Distribution. 1.

Organizational units in the system represent the structure of an enterprise organization. Which organizational units represent only sales and distribution? Answer: Sales Area Sales organization Distribution channel Division Shipping point The sales organization, distribution channel, and division form the sales area. Apart from these, there are also other organizational units that are used for sales and distribution. Other organizational units, such as company code, plant, or storage location, are not only used by sales and distribution, but also by other areas (for example, financial accounting, materials management, or production).

2.

Which organizational unit can you use in the system to represent a sales facility or a sales subsidiary? Answer: Sales organization

3.

Which organizational units can you use in the system to represent a means to ship goods to the customer (for example, factory sales, whole sales trade, or retail trade)? Answer: Distribution channel

4.

Which organizational units can you use in the system to represent different product lines and to group materials (for example, vehicles, accessories, or spare parts)? Answer: Division

5.

Which organizational units can you use in the system to organize and process outbound deliveries from different places (for example, loading ramp or rail depot)? Answer: Shipping point

Continued on next page

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

Task 2: Cross-sales organizational units 1.

A corporate group can be divided up into several companies or subsidiaries. Which organizational unit can you use in financial accounting to represent a legal entity and an independent accounting unit in the system? Answer: Company code

2.

In a company, you can manufacture and store materials in different places. Which organizational unit can you use in the system to represent a production facility or a distribution center? Answer: Plant

3.

Within a plant, material storage can be divided up according to various locations or rooms. Which organizational unit can you use in the system to represent such a location or room? Answer: Storage location

Task 3: Assigning organizational units 1.

Which organizational units does a sales area consist of? Answer: The sales organization, distribution channel, and division form the sales area.

2.

Can you assign more than one distribution channel to a sales organization? Answer: Yes. You can assign more than one distribution channel to a sales organization.

3.

Can you assign a distribution channel to multiple sales organizations? Answer: Yes. You can assign a distribution channel to multiple sales organizations.

4.

Which organizational unit is a sales organization assigned to in order to represent the connection of sales and distribution processes to financial accounting? Answer: To the company code.

5.

Can you assign a sales organization to multiple company codes? Answer: No. A sales organization is assigned to only one company code. However, more than one sales organization can be assigned to a company code.

Continued on next page

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6.

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In a sales organization, can you sell materials from multiple delivering plants? Answer: Yes. In a sales organization, you can sell materials from multiple delivering plants.

7.

To which organizational unit do you assign a shipping point? Answer: The shipping point is assigned to a plant.

8.

Can you assign a shipping point to multiple plants? Answer: Yes. A shipping point can also be assigned to multiple plants. However, this might only be appropriate when the plants are in physical proximity to each other.

9.

In which organization unit are storage locations grouped together? Answer: To the plant.

Task 4: Organizational units of IDES, Inc. 1.

The subsidiaries of IDES Holding Inc. are organized according to country-specific situations and laws. In Germany, IDES AG is a subsidiary, in the USA, IDES US INC. is a subsidiary. Which organizational unit and number is used to represent these subsidiaries in the system? Answer: Company code 1000: IDES AG Germany Company code 3000: IDES US INC USA

2.

Two sales facilities organize the sales and distribution process for IDES AG in Germany (for this training course). Which organizational unit and number is used to represent the two sales facilities in the system? Answer: Sales organization 1000: Frankfurt Sales organization 1020: Berlin

3.

Which distribution channels does sales organization 1000 use (for this training course)? Answer: Distribution channel 12: Resale Distribution channel 14: Service

4.

Which sales areas were set up for sales organization 1000 (for this training course)? Answer: Sales organization 1000, distribution channel 12, division 00 Sales organization 1000, distribution channel 12, division 02 Sales organization 1000, distribution channel 14, division 08 Continued on next page

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

5.

Which plants are assigned to company code 1000 IDES AG (for this training course)? Answer: Plant 1000: Hamburg Plant 1100: Berlin Plant 1300: Frankfurt Plant 1400: Stuttgart

6.

Which shipping point processes outbound deliveries from plant 1000 Hamburg (for this training course)? Answer: Shipping point 1000: Hamburg

Task 5: Organizational units in the system When you create a sales order, you always have to enter a sales area (sales organization, distribution channel, division). 1.

In the system, check which sales organizations exist for sales order entry for the USA: Write down three examples. Hint: To create a sales order, choose Logistics → Sales and Distribution → Sales → Order → Create. Place the cursor on the input field for the sales organization and display the possible input values using the F4 input help. ____________________________________________ ____________________________________________ ____________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Create Sales organization for the USA: • • • •

2.

3000 USA Philadelphia 3020 USA Denver R300 Retail USA S300 Service USA

Check in the system, which distribution channels exist for sales organization 1000: Write down three examples. Hint: Place the cursor on the input field for the distribution channel and display the possible input values using the F4 input help. Continued on next page

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____________________________________________ ____________________________________________ ____________________________________________ a)

Distribution channels for sales organization 1000: • • • • •

3.

01 direct sales 10 Final customer sales 12 Resale 14 Service 16 Factory sales

Check in the system, which divisions exist for sales organization 1000 and for distribution channel 12. Write down three examples. Hint: Place the cursor on the input field for the sales organization and display the possible input values using the F4 input help. ____________________________________________ ____________________________________________ ____________________________________________ a)

Divisions for sales organization 1000 and distribution channel 12: • • • • •

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00 Cross-division 02 Motorcycles 04 Lighting 07 High Tech 10 Vehicles

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Lesson: Sales and Distribution Structures of the Model Company IDES, Inc.

Lesson Summary You should now be able to: • Describe the sales and distribution structures of IDES, Inc.

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Unit Summary

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Unit Summary You should now be able to: • Describe sales and distribution structures. • Name the organizational units relevant to sales and distribution in the SAP ERP Central Component system • Describe the essential characteristics of these organizational units • Explain the most important relationships between the organizational structures in sales and distribution • Describe the sales and distribution structures of IDES, Inc.

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Unit 3 Overview of Sales Processes Unit Overview This unit looks at the system procedures involved in the sales and distribution process. This take the form of an initial overview. Additional details can be covered in the units that follow.

Unit Objectives After completing this unit, you will be able to: • • • • • •

Explain the process chain for sales order processing Create a sales order with reference to a quotation Create an outbound delivery with reference to a sales order Pick and post goods issue Invoice a customer for the delivery Enter an incoming payment in the system

Unit Contents Lesson: Process Overview ..................................................... 54 Lesson: Sales Processing ...................................................... 62 Lesson: Shipping Processing .................................................. 65 Lesson: Billing Document Processing......................................... 70 Exercise 3: Sales and Distribution Process.............................. 75

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Lesson: Process Overview Lesson Overview This lesson provides an overview of sales and distribution processes.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Explain the process chain for sales order processing

Business Example You want to gain a theoretical overview of sales and distribution processes.

Process Overview

Figure 24: Presales Activities

Specific marketing measures (direct mailing campaigns, Internet campaigns, trade fair sales activities, or telephone campaigns, for example) can trigger sales processes. Possible sequences of such campaigns can be a non-binding customer inquiry or a request for a quotation. Inquiries and quotations help you to determine important sales related data and can be saved as documents. If the customer then places an order, this data can be accessed.

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Lesson: Process Overview

Use this presales information to plan and evaluate your marketing and sales strategies and as a basis for establishing long term business relationships with your customers, for example by: • • •

tracking lost sales recording presales data to help negotiate large contracts selling goods and services to large organizations that require documentation of the entire process.

Figure 25: Sales Order Processing

A sales order is an electronic document that captures and records your customer's request for goods or services. The sales order contains all pertinent information to process the customer's request throughout the whole process cycle. The sales component thus automatically suggests data from master records and control tables that you previously put aside. As a result, possible input errors occurring during sales order processing and entering of redundant data is avoided. You can enter a sales order with many items in a single screen.

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Figure 26: Procurement

The way in which a material is obtained for a customer order can depend on the material itself as well as on the sales transaction. The procurement can, for example: • • • • •

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result from available stock be guaranteed by replenishment (purchase requisition or purchase order, planned order or production order, for example) trigger a make-to-order production order the outbound delivery via external suppliers (third-party business transaction) organize the outbound delivery via another warehouse (stock transfer)

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Lesson: Process Overview

Figure 27: Shipping

Shipping processing in Sales and Distribution begins when you create the delivery document. The delivery document controls, supports and monitors numerous sub processes for shipping processing, such as: • • • •

(Optional) picking and confirming (transfer orders) (Optional) packing (Optional) planning and monitoring of transport (shipment document) Posting the goods issue (goods issue documents)

Creating a delivery document includes copying information from the sales order, such as the materials and quantities, onto the delivery document. Creating a transfer order includes copying data from the delivery document to the transfer order for processing within the warehouse. The transfer order is essential for controlling the movement of goods within your warehouse. It is based on a simple principle: where the goods are taken from and brought to within the warehouse. The posting of the goods issue can bring about a change based on a quantity basis as well as on a value basis in stock. Changes based on a value basis are made on the relevant balance sheet accounts in financial accounting.

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Figure 28: Billing

Creating a billing document includes copying information from the sales order and the delivery document onto the billing document. As a result, delivery items and order items (services, for example) can be models for the billing document. The billing document serves several important functions: • •

It is the sales and distribution document that acts as the basis for creating invoices. The billing document serves as a data source for financial accounting to help you to monitor and process customer payments.

When you create a billing document, the G/L accounts are normally determined automatically and the relevant data is posted. The system carries out the following: • •

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a debit posting on the customer's receivables account a credit posting on the revenue account.

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Lesson: Process Overview

Figure 29: Payment

When you post an incoming payment, the data on the relevant G/L accounts is posted automatically. The system carries out the following: • •

a debit posting on the cash account a credit memo on the customer's receivables account

Figure 30: Master Data in Sales and Distribution

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This slide represents the link between the sub processes in Customer Order Management within the system. The structure of the blocks from top to bottom represents the normal sequence of events in the sales and distribution process. The boxes within the various blocks represent sales and financial accounting documents. • •

• • •

Sales activities and promotions are documents for sales support within presales. Sales documents are documents that are entered during presales and sales order processing. Inquiries, quotations, sales activities, scheduling agreements and standard orders are examples of sales document types. Outbound deliveries, transfer requests and transfers are documents within shipping processing. The goods issue document contains changes involving stock and is the basis for the relevant accounting documents. The billing document is a document in the invoicing area and is the basis of the relevant accounting documents.

The left and right sections of this slide represent key interfaces between Sales and Distribution and the Sales Information System, Materials Management, and Production Planning.

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Lesson: Process Overview

Lesson Summary You should now be able to: â&#x20AC;˘ Explain the process chain for sales order processing

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Lesson: Sales Processing Lesson Overview This lesson introduces the sales documents used in standard sales and distribution processes.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Create a sales order with reference to a quotation

Business Example You will learn how to create a sales order with reference to a quotation.

Sales Processing

Figure 31: Creating an Order

A sales document is always created within a sales area. A sales order can, therefore, apply to a transaction that already exists. For example, one or more inquiries and/or quotations can be reference documents. In this case, the system copies the relevant data to the sales order. Similarly, a quotation can lead to several sales orders.

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Lesson: Sales Processing

Figure 32: Sales Document Structure

A sales document is divided into three levels: header, item, and schedule line. The data is distributed across these levels accordingly. •

Sales document header The data for the document header is valid for the entire document. This includes, for example, customer-related data. Items in the sales document Each item in the sales document has separate data. This includes, for example, data about materials and quantities ordered. Each sales document can contain several items, whereby the individual items can be controlled differently. Examples include material item, service item, free-of-charge item or text item. Schedule lines for line items Schedule lines contain delivery quantities and delivery dates. They clearly belong to an item. Every item that is to include an outbound delivery in the further sales and distribution process must possess at least a schedule line. The item can have several schedule lines, for example when the quantity ordered is to be delivered in several partial deliveries at different times.

In order that the sales documents are processed efficiently, the data can be read and processed in different views. The views are grouped into overview, header and item screens. As a rule, a new sales document is entered on an overview screen.

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Lesson Summary You should now be able to: • Create a sales order with reference to a quotation

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Lesson: Shipping Processing

Lesson: Shipping Processing Lesson Overview This lesson introduces the shipping documents used in standard sales and distribution processes.

Lesson Objectives After completing this lesson, you will be able to: • •

Create an outbound delivery with reference to a sales order Pick and post goods issue

Business Example You will be introduced to some of the sub-steps involved in shipping.

Shipping Processing

Figure 33: Creating an Outbound Delivery

Outbound deliveries are created for orders that are ready to be shipped. The system copies the relevant data from the order to the outbound delivery.

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You can create one or more outbound deliveries from the order. You can also combine items from more than one order in an outbound delivery. To combine them successfully, the orders must correspond with the characteristics that are essential for the shipping process, for example: • • •

Shipping point Due date Ship-to address

The system can create deliveries either on-line or as a background job to be executed during off-peak hours.

Figure 34: Structure of delivery document

A delivery document is grouped into two levels: header and item. The data is distributed across these levels accordingly. •

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Delivery document header The data for the document header is valid for the entire document. This includes, for example, data for the ship-to party and deadlines for shipping processing. Delivery document item Each item in the delivery document contains its own data. This includes, for example, data about materials, quantities, and weights, as well as stock information. Each delivery document can contain several items, whereby the individual items can be controlled differently. Examples include material items, free-of-charge items, or text items.

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Lesson: Shipping Processing

Unlike sales documents, delivery documents do not contain schedule lines. A schedule line in the sales document can become an item in the delivery document. To ensure that the delivery documents are processed efficiently, the data can be read and processed in different views. The views are grouped into overview, header and item screens.

Figure 35: Picking

You create a transfer order for an outbound delivery. A transfer order is generated for a warehouse number. During this process, only the deliveries that are necessary for picking are taken into account. The system copies the relevant data from the delivery. The system can combine more than one outbound delivery in a group of transfer orders provided that the same warehouse number is used. Selection for outbound delivery can be further restricted via the picking date or the choice of certain shipping points, for example. To optimize picking, you can create picking lists that contain materials from different outbound deliveries. In order to relieve the work for the picker, you can sort the list according to storage bin and material and also calculate the quantities per material. The system can create transfer orders either on-line or as a background job to be executed during off-peak hours.

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Figure 36: Posting Goods Issue

When the goods issue is posted, the following is carried out automatically: • •

• • •

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The quantity in inventory management and the delivery requirements in materials planning are updated. The value change in the balance sheet accounts for inventory accounting is posted (the postings from the relevant accounting document are based on the cost of the material). The system creates further documents for Financial Accounting. The billing due list is generated. The status in all relevant sales documents is updated.

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Lesson: Shipping Processing

Lesson Summary You should now be able to: • Create an outbound delivery with reference to a sales order • Pick and post goods issue

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Lesson: Billing Document Processing Lesson Overview This lesson explains the function and use of billing documents within the standard sales and distribution process.

Lesson Objectives After completing this lesson, you will be able to: • •

Invoice a customer for the delivery Enter an incoming payment in the system

Business Example You will be introduced to the steps involved in billing and processing incoming payments.

Billing Document Processing

Figure 37: Creating a Billing Document

You can create an invoice for a single delivery or sales order.

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Lesson: Billing Document Processing

The system can combine a number of outbound deliveries in one billing document provided that they have the same characteristics, such as: • • •

Payer Billing date Destination country

The system can create invoices either on-line or as a background job to be executed during off-peak hours.

Figure 38: Billing Document Structure

A billing document is grouped into two levels: header and item. The data is distributed across these levels accordingly. •

Billing document header The data for the document header is valid for the entire document. This includes, for example, data about the payer and billing date. Billing document item Each item in the billing document contains its own data. This includes, for example, details about the material, billing quantities, and net values for the items. Each billing document can have several items.

To ensure that the billing documents are processed efficiently, the data can be read and processed in different views. The views are grouped into overview, header and item screens.

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Figure 39: Effects of Billing Document

When you save the billing document, the system automatically generates all the required documents for accounting. The system carries out a debit posting in accounting on the customer receivables account and a credit posting on the revenue account. The accounting document identifies all the subsequent postings in financial accounting that refer back to pricing in SD, such as the receivable on customer accounts or the obtained net sales and taxes on the relevant G/L accounts. When you save the billing document, the system can automatically generate further documents for Financial Accounting (for the Controlling components as well as for profitability analysis, for example). The following also occurs when you the billing document is posted: • • •

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The status in all related sales, delivery, and billing documents is updated The sales statistics in the sales information system are updated The data regarding the consumption of the customer's credit limit is updated

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Lesson: Billing Document Processing

Document Flow

Figure 40: Document Flow in the System

The documents within a sales and distribution process are linked to each other via the document flow. This enables you to access the history and current status of your sales and distribution processes at any time. You can display the document flow as a list with the linked documents. Depending on the document from which you call up the list, all the relevant preceding and subsequent documents are displayed. From this list, you can display the relevant documents or call up status overviews for the documents. This provides a quick overview of the progress of your sales processes at any time and can be used to answer customer questions quickly and reliably.

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Figure 41: Document Flow at Item Level

The document flow is updated at the document header and line item level. Schedule lines are only in sales documents. Since each schedule line contains its own delivery date, each deliverable schedule line becomes an individual item in a delivery document.

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Lesson: Billing Document Processing

Exercise 3: Sales and Distribution Process Exercise Objectives After completing this exercise, you will be able to: • Create a simple sales order • Create an outbound delivery for a sales order • Execute picking and post the goods issue to an outbound delivery • Create a billing document for outbound delivery • Enter an incoming payment for the customer

Business Example As a rule, the sales process begins with the customer ordering materials from you and telling you his requested delivery date. Using this information, you can enter a sales order. You then trigger the shipping activities at the appropriate time so that the customer receives the material in time. To be able to pick the material in stock, you generate a picking list. As soon as the material has left the company, you post the goods issue in order to update stocks and values. You then create a billing document and send the customer the invoice. As soon as the customer has paid for the materials, the incoming payments are posted in Financial Accounting.

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Task 1: Describe the pre-sales activities. 1.

In what part of the process do the pre-sales activities for sales and distribution processing take place?

2.

What tasks are carried out during pre-sales activities?

Task 2: Create a sales order. 1.

Create a standard order for the following customer purchase order. Purchase order: Customer:

T-S50A##

Purchase order number:

4-211

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

10

T-AS2##

20

Hint: Choose Logistics → Sales and Distribution → Sales → Order → Create. Save the order and write down the document number. ____________________________________________

Continued on next page

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Task 3: Display the sales order and familiarize yourself with the screen layout. 1.

Display the previously entered sales order. Write down the payment terms in the sales order header. ____________________________________________

2.

From which plant is item 10 delivered? Hint: In order to display the plant for item 10, scroll to the right on the Sales tab page. ____________________________________________

3.

What is the net price for item 10 and item 20? Hint: By scrolling to the right on the Sales tab page, you will find the net price for an item. ____________________________________________

4.

What is the delivery date in the schedule line for item 10? Hint: In order to display the schedule lines for the item, choose item 10 and then select Schedule lines for item. ____________________________________________

5.

What is the overall processing status for the sales order? Hint: To display the overall processing status, choose Display document flow. ____________________________________________

Continued on next page

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Task 4: Create the outbound delivery. 1.

Create an outbound delivery for the previous sales order. Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##.

2.

Switch to the Picking tab page and record the delivery quantity and picking quantity for the two items. ____________________________________________ ____________________________________________

3.

Save the delivery and record the document number. ____________________________________________

Task 5: Display the document flow for the delivery. 1.

What is the overall processing status for the sales order? Hint: You will find the overall processing status in the sales order document flow. Choose Outbound Delivery -> Display and then Document Flow. ____________________________________________

2.

What is the overall processing status for the outbound delivery? ____________________________________________

Continued on next page

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Lesson: Billing Document Processing

Task 6: Display the inventory management for materials. 1.

Before the materials leave the plant and the goods issue is being posted, display the stocks for Material T-AS1## in plant 1000. Hint: Open a new session in order to trace the stocks. Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Record how many pieces are in stock and available for use. ____________________________________________

Task 7: Pick the outbound delivery. 1.

Create a transfer order as a basis for goods movement in the warehouse and to print the picking list. Enter the transfer order for the outbound delivery from the previous task: Warehouse Number

010

Plant

1000

Foreground/Backgrnd

Background

Adopt picking quantity

1

Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document Record the transfer order number. ____________________________________________

Task 8: Once picking has been carried out, you can post the goods issue. 1.

Change the outbound delivery. First, note the picking quantities that are in both items in the outbound delivery. ____________________________________________ Continued on next page

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____________________________________________ 2.

Post the goods issue. Hint: In the Change Outbound Delivery transaction, choose Post Goods Issue.

Task 9: Display the inventory management for materials. 1.

Once the materials have left the plant and the goods issue has been posted, display the stocks for Material T-AS1## in plant 1000 again. Hint: Switch to your second session and choose Refresh. If you have deleted the second session, choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Record how many pieces are now still in stock. ____________________________________________

Task 10: Display the document flow for the delivery. 1.

What is the overall processing status for the outbound delivery? Hint: You will find the overall processing status in the sales order document flow. Choose Outbound Delivery -> Display and then Document Flow.. ____________________________________________

2.

What further documents have been entered for outbound delivery? ____________________________________________

3.

Why is the status for the outbound delivery still being processed? ____________________________________________ ____________________________________________

4.

Why are the transfer order and goods issue already completed? ____________________________________________ ____________________________________________ Continued on next page

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Lesson: Billing Document Processing

Task 11: Create the billing document. 1.

Create the billing document for the outbound delivery from the previous task: Hint: Choose Logistics → Sales and Distribution → Billing → Billing Document → Create Save the billing document and write down the document number. ____________________________________________

Task 12: Display the billing document. 1.

Check in the billing document header which company code the data has been posted to in Financial Accounting. Hint: The company code is in the billing document header under the accounting data. Choose Billing Document → Display and then Display doc. header details. ____________________________________________

2.

Display the accounting document for the billing document and write down which accounts have been posted to. Hint: To display the accounting document, go to Display Billing Document: Accounting overview and choose Accounting document. ____________________________________________ ____________________________________________ ____________________________________________

3.

Display the document flow for the billing document. What is the overall processing status for the outbound delivery? ____________________________________________

4.

What further document has been generated by saving the billing document? ____________________________________________

5.

What is the overall processing status for the accounting document? ____________________________________________ Continued on next page

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Task 13: The customer pays the invoice. Enter the incoming payment from the customer for financial accounting. 1.

First, display the billing document to check the invoiced amount that the customer has to pay. The customer pays punctually and can, therefore, justifiably claim the deduction of cash discount. Record the final amount and deduction of cash discount. Hint: Display the billing document. Check the pricing conditions in the billing document header. Choose Billing Document → Display. Choose Pricing conditions header. ____________________________________________ ____________________________________________

2.

Enter the incoming payments. The customer pays the final amount of the invoice minus the deduction of cash discount. The incoming payment is entered with: Document date:

Today’s date

Company code:

1000

Posting date:

Today’s date

Currency:

EUR

Bank data Account:

100009

Amount:

See previous exercise: Total minus cash discount

Continued on next page

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Open Item selection: Account:

T-S50A##

Hint: In Financial Accounting, you enter incoming payments by choosing: Accounting → Financial Accounting → Customers → Document Entry → Incoming Payments. Once you have entered the different values, choose Process open items. The posting can only be completed successfully when the values from both fields on the bottom right match: Amount Entered and Assigned. If several open items are available, you can deactivate these by double clicking on the amount field. 3.

Finally, display the document flow for the billing document again. What is the overall processing status for the accounting document? ____________________________________________

Task 14: Questions about the overview of sales processes. 1.

Which steps are carried out in sales and distribution processes?

2.

Which function in the system can you use to display the overall processing status and history for documents?

Continued on next page

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3.

What are the three levels of a sales order?

4.

What are the two levels of an outbound delivery and a billing document?

5.

What are the effects of posting a goods issue?

6.

What are the effects of creating a billing document?

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Lesson: Billing Document Processing

Solution 3: Sales and Distribution Process Task 1: Describe the pre-sales activities. 1.

In what part of the process do the pre-sales activities for sales and distribution processing take place? Answer: Pre-sales activities such as inquiries and quotations usually come at the start of the sales processes, before the customer sales orders are processed. Customer sales activities, for example visits or telephone calls, can also take place during the entire duration of the customer relationships, be entered into the system, and administered.

2.

What tasks are carried out during pre-sales activities? Answer: Pre-Sales activities include: • • • •

Maintaining customer contacts Mailing lists Processing customer inquiries Processing quotations.

Task 2: Create a sales order. 1.

Create a standard order for the following customer purchase order. Purchase order: Customer:

T-S50A##

Purchase order number:

4-211

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

10

T-AS2##

20

Hint: Choose Logistics → Sales and Distribution → Sales → Order → Create. Save the order and write down the document number. Continued on next page

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____________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Create Choose Save. The document number is assigned internally by the system.

Task 3: Display the sales order and familiarize yourself with the screen layout. 1.

Display the previously entered sales order. Write down the payment terms in the sales order header. ____________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Display Payment terms: ZB01. The payment terms are on the Sales tab page.

2.

From which plant is item 10 delivered? Hint: In order to display the plant for item 10, scroll to the right on the Sales tab page. ____________________________________________ a)

From plant 1000. For example, by scrolling to the right, you will find the delivery plant for the item on the Procurement or the Sales tab page.

3.

What is the net price for item 10 and item 20? Hint: By scrolling to the right on the Sales tab page, you will find the net price for an item. ____________________________________________ a)

Net price item Item 10: 60 Euro per piece. Net price item Item 20: 30 Euro per piece. By scrolling to the right on the Sales tab page, you will find the net price for an item.

Continued on next page

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4.

What is the delivery date in the schedule line for item 10? Hint: In order to display the schedule lines for the item, choose item 10 and then select Schedule lines for item. ____________________________________________ a)

Delivery date: Corresponds to the requested delivery date in 10 days. In order to display the schedule lines for the item, choose item 10 and then select Schedule lines for item.

5.

What is the overall processing status for the sales order? Hint: To display the overall processing status, choose Display document flow. ____________________________________________ a)

Overall processing status: open You will find the overall processing status in the sales order document flow. Choose Display document flow.

Task 4: Create the outbound delivery. 1.

Create an outbound delivery for the previous sales order. Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##.

2.

Switch to the Picking tab page and record the delivery quantity and picking quantity for the two items. ____________________________________________ Continued on next page

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____________________________________________ a)

3.

Select the Picking tab page. Delivery qty

Pick quantity

Item 10

10

0

Item 20

20

0

Save the delivery and record the document number. ____________________________________________ a)

Choose Save. The document number is assigned internally by the system.

Task 5: Display the document flow for the delivery. 1.

What is the overall processing status for the sales order? Hint: You will find the overall processing status in the sales order document flow. Choose Outbound Delivery -> Display and then Document Flow. ____________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Display Choose Display document flow. Standard order: Overall processing status: completed

2.

What is the overall processing status for the outbound delivery? ____________________________________________ a)

Outbound delivery: Overall processing status: open

Continued on next page

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Task 6: Display the inventory management for materials. 1.

Before the materials leave the plant and the goods issue is being posted, display the stocks for Material T-AS1## in plant 1000. Hint: Open a new session in order to trace the stocks. Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Record how many pieces are in stock and available for use. ____________________________________________ a)

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview There are 100 pieces in stock in plant 1000.

Task 7: Pick the outbound delivery. 1.

Create a transfer order as a basis for goods movement in the warehouse and to print the picking list. Enter the transfer order for the outbound delivery from the previous task: Warehouse Number

010

Plant

1000

Foreground/Backgrnd

Background

Adopt picking quantity

1

Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document Record the transfer order number. ____________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document The document number is assigned internally by the system. Continued on next page

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Task 8: Once picking has been carried out, you can post the goods issue. 1.

Change the outbound delivery. First, note the picking quantities that are in both items in the outbound delivery. ____________________________________________ ____________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document Pick Quantity

2.

Item 10

10

Item 20

20

Post the goods issue. Hint: In the Change Outbound Delivery transaction, choose Post Goods Issue. a)

Choose Post Goods Issue.

Task 9: Display the inventory management for materials. 1.

Once the materials have left the plant and the goods issue has been posted, display the stocks for Material T-AS1## in plant 1000 again. Hint: Switch to your second session and choose Refresh. If you have deleted the second session, choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Record how many pieces are now still in stock. ____________________________________________ a)

Switch to your second session and choose Refresh. There are 90 pieces in stock in plant 1000.

Continued on next page

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Lesson: Billing Document Processing

Task 10: Display the document flow for the delivery. 1.

What is the overall processing status for the outbound delivery? Hint: You will find the overall processing status in the sales order document flow. Choose Outbound Delivery -> Display and then Document Flow.. ____________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Display Choose Document Flow. Outbound delivery: Overall processing status: in process

2.

What further documents have been entered for outbound delivery? ____________________________________________ a)

3.

WM transfer order and goods delivery for outbound delivery.

Why is the status for the outbound delivery still being processed? ____________________________________________ ____________________________________________ a)

4.

The subsequent document billing document has not yet been entered for outbound delivery. The document maintains the status in process until shipping processing is completed by the creation of the billing document.

Why are the transfer order and goods issue already completed? ____________________________________________ ____________________________________________ a)

The transfer order and goods issue are both part of the outbound delivery. Both steps are completed.

Continued on next page

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Task 11: Create the billing document. 1.

Create the billing document for the outbound delivery from the previous task: Hint: Choose Logistics → Sales and Distribution → Billing → Billing Document → Create Save the billing document and write down the document number. ____________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Create Choose Save. The document number is assigned internally by the system.

Task 12: Display the billing document. 1.

Check in the billing document header which company code the data has been posted to in Financial Accounting. Hint: The company code is in the billing document header under the accounting data. Choose Billing Document → Display and then Display doc. header details. ____________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Display Choose Display doc. header details. Company code 1000

2.

Display the accounting document for the billing document and write down which accounts have been posted to. Hint: To display the accounting document, go to Display Billing Document: Accounting overview and choose Accounting document. ____________________________________________ ____________________________________________ Continued on next page

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____________________________________________ a)

Choose Accounting overview. Select the accounting document. The following accounts have been posted to: Customer account Motomarket Heidelberg Domestic sales revenue (per item) Output tax

3.

Display the document flow for the billing document. What is the overall processing status for the outbound delivery? ____________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Display Choose Display Document Flow. Outbound delivery: Overall processing status: completed

4.

What further document has been generated by saving the billing document? ____________________________________________ a)

5.

The accounting document is automatically generated in the background when the billing document is created.

What is the overall processing status for the accounting document? ____________________________________________ a)

Accounting document: Overall processing status: not cleared

Task 13: The customer pays the invoice. Enter the incoming payment from the customer for financial accounting. 1.

First, display the billing document to check the invoiced amount that the customer has to pay. The customer pays punctually and can, therefore, justifiably claim the deduction of cash discount. Record the final amount and deduction of cash discount. Hint: Display the billing document. Check the pricing conditions in the billing document header. Choose Billing Document → Display. Choose Pricing conditions header. Continued on next page

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____________________________________________ ____________________________________________ a)

Final amount 1392 (corresponds to the total amount of the invoice) Cash discount 41.76-

2.

Enter the incoming payments. The customer pays the final amount of the invoice minus the deduction of cash discount. The incoming payment is entered with: Document date:

Today’s date

Company code:

1000

Posting date:

Today’s date

Currency:

EUR

Bank data Account:

100009

Amount:

See previous exercise: Total minus cash discount

Open Item selection: Account:

T-S50A##

Hint: In Financial Accounting, you enter incoming payments by choosing: Accounting → Financial Accounting → Customers → Document Entry → Incoming Payments. Once you have entered the different values, choose Process open items. The posting can only be completed successfully when the values from both fields on the bottom right match: Amount Entered and Assigned. If several open items are available, you can deactivate these by double clicking on the amount field. a)

Amount due (final amount - cash discount): 1392 – 41.76 = 1350.24 Accounting → Financial Accounting → Customers → Document Entry → Incoming Payments

3.

Finally, display the document flow for the billing document again. Continued on next page

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What is the overall processing status for the accounting document? ____________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Display Choose Display Document Flow. Accounting document: Overall processing status: cleared

Task 14: Questions about the overview of sales processes. 1.

Which steps are carried out in sales and distribution processes? Answer: Presales Activities Sales Order Processing Procurement Shipping Billing Payment

2.

Which function in the system can you use to display the overall processing status and history for documents? Answer: With the function Display document flow.

3.

What are the three levels of a sales order? Answer: Order header Item Schedule line

4.

What are the two levels of an outbound delivery and a billing document? Answer: Header Item

5.

What are the effects of posting a goods issue? Answer: Stock quantity is updated Values are updated in inventory accounting Stocks are updated Further accounting documents are generated (in Controlling, for example) The billing index is updated (by doing so, the billing document can be generated for outbound delivery) Status in all relevant sales documents is updated. Continued on next page

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6.

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What are the effects of creating a billing document? Answer: Accounting document is created. Further documents are created for accounting Status in all relevant sales documents is updated. The sales information system is updated. The customer credit management account is updated

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Lesson Summary You should now be able to: • Invoice a customer for the delivery • Enter an incoming payment in the system

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Unit Summary

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Unit Summary You should now be able to: • Explain the process chain for sales order processing • Create a sales order with reference to a quotation • Create an outbound delivery with reference to a sales order • Pick and post goods issue • Invoice a customer for the delivery • Enter an incoming payment in the system

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Unit 4 Master Data in Sales and Distribution Unit Overview This unit covers the key sales and distribution-relevant master data.

Unit Objectives After completing this unit, you will be able to: • • • • • •

Maintain customer master data Maintain material master data Maintain the customer-material info record Maintain condition master data and explain pricing functions Issue output for sales documents Work with the incompletion log

Unit Contents Lesson: Customer Master .....................................................100 Exercise 4: Customer Master .............................................107 Lesson: Material Master .......................................................122 Lesson: Customer Material Info Record .....................................127 Exercise 5: Material Master and Customer-Material Info Record ....129 Lesson: Condition Master Data for Pricing ..................................146 Lesson: Additional Master Data...............................................150 Exercise 6: Additional Master Data ......................................155

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Lesson: Customer Master Lesson Overview This lesson explains the structure and function of the customer master.

Lesson Objectives After completing this lesson, you will be able to: •

Maintain customer master data

Business Example •

IDES, Inc. adds new customers to its existing customer base.

Customer Master

Figure 42: Data Origin in Sales Documents

Several sources of data can be copied into a sales order or into another sales and distribution document. Most of them are default values that you can overwrite in the sales and distribution document, if necessary.

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These sources of data include, for example: • • •

Customer master data Material master data Condition master data (You create and maintain this master data in the sales and distribution master data for automatic pricing. This could be a material price or a customer discount, for example).

Output is information that is sent to the customer via various media, such as mail, EDI, or fax. Examples include the printout of a quotation or an order confirmation, order confirmations via EDI, or invoices by fax.

Control table: you can create and maintain these tables in Customizing. The default values of several data can be controlled in the sales and distribution documents, depending on the table settings. A previous sales document can serve as a source of data for another sales document. Example: a quotation can serve as a data source for a sales order.

Figure 43: Customer Master

The customer master groups data into categories: general data, sales area data, and company code data. The general data is relevant for sales and distribution and for accounting. It is stored centrally (client-specific), in order to avoid data redundancy. It is valid for all organizational units within a client.

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The sales area data is relevant for sales and distribution. It is valid for the respective sales area (sales organization, distribution channel, division). The company code data is relevant for accounting. It is valid for the respective company code. The customer master includes all data necessary for processing orders, deliveries, invoices, and customer payments.

Figure 44: Data on the General Data Tab Pages

In order to maintain the general data in the customer master that is relevant for sales and distribution and accounting, the data fields are grouped on several tab pages. The general data is maintained independently of the organizational units. The general data in the customer master is set out on the following tab pages: • • • • • • •

Address Control data Payment transactions Marketing Unloading points Export data Contact persons

By changing the Customizing settings, you can hide certain fields on a tab page or make them required entry fields.

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Figure 45: Data on the Sales Area Data Tab Pages

You can maintain the sales area data in various ways, depending on the sales area (sales organization, distribution channel, division). The sales area data in the customer master is set out on the following tab pages: • • • •

Sales Shipping Billing document Partner functions

By changing the Customizing settings, you can hide certain fields on a tab page or make them required entry fields.

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Figure 46: Partner Functions in the Customer Master

You store the partner functions for the customer master in the customer master sales area data (tab page Partner functions). During sales order processing, they are copied as default values into the documents. For sales order processing, you need the mandatory partner functions sold-to party, ship-to party, payer, and bill-to party. In the course of processing a sales order, they can differ from each other or can be identical. • • • •

Sold-to party: places the order. Ship-to party: receives goods or services. Bill-to party: receives the invoice for goods or services. Payer: is responsible for paying the invoice.

Other partner functions, such as contact person or forwarding agent, are not absolutely necessary for sales order processing.

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Figure 47: Data on the Company Code Data Tab Pages

In order to maintain the company code data relevant for accounting in the customer master, the data fields are grouped on several tab pages. You can maintain the company code data in various ways, according to the company code The company code data in the customer master comprises the following tab pages: • • • •

Account management Payment transactions Correspondence Insurance

By changing the Customizing settings, you can hide certain fields on a tab page or make them required entry fields.

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Figure 48: Effects of Changes in the Customer Master

When you change a master record after having used it to create documents (orders, deliveries, billing documents, and so on), the changes do not affect the documents already created. The address in the customer master, however, is an exception. If necessary, therefore, you would have to change the data (but not the address) in the documents manually.

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Lesson: Customer Master

Exercise 4: Customer Master Exercise Objectives After completing this exercise, you will be able to: • Maintain a customer master record • Understand the effect of customer master data on document processing in sales and distribution • Issue output for sales and distribution documents on the screen

Business Example A new customer wants to place an order and intends to order more goods from you in the future. Therefore, you create a master record for the customer. The customer informs you that they would like to have the goods delivered to various addresses. At a later point, the customer informs you of an address change. You therefore change the customer master. After processing the order for the new customer, you want to have a look at the layout of the order confirmation before printing it out and sending it to the customer.

Task 1: Create a customer master record for the new customer. 1.

You create the customer master with number 234## for sales area 1000, 12, 00 and for company code 1000. Hint: Since the relevant sales and accounting data is already available, enter the customer master for the sold-to party. To do so, choose Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Create → Complete. Enter only the data specified below. During a telephone call with the customer, you note down the following information. Note: Account group: 0001 Sold-to party (use the first entry for the sold-to party in the search help table). Customer: 234## Address data: Continued on next page

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Name: Miller Search term: LO150-## Street: Venus Street 12 Post code: 20111 City: Hamburg Country: Germany Transportation zone: Northern Region Language: Language of the course Control data: VAT registration number: DE##1234567 Company code data: Reconciliation account: 140000 Sales area data: Sales: Customer group: Retail company Shipping: Shipping conditions: ## Standard (corresponds to group number + 50) Delivering plant: 1000 Hamburg Billing document: Incoterms EXW Hamburg Terms of payment: Payable immediately without deductions Tax classification: subject to tax Save the customer master record.

Continued on next page

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Task 2: Display the previously created customer master record. 1.

You are not sure whether you have used the Incoterms fields correctly. How can you get information in the system to make sure that you have used them correctly? ____________________________________________ ____________________________________________ Hint: Display the customer master. Use the field help with F1 for the two fields on Incoterms. The fields can be found in the sales area data on the Billing Document tab page.

2.

In the customer master record, you have maintained a language for communication with your customer. Does this mean that the order confirmation for this customer will be printed using this language? ____________________________________________ Hint: On the Address tab page in the General data, use the field help (F1) in the language field.

3.

In the sales area data, check which customer is the bill-to party on the Partner functions tab page. ____________________________________________

Task 3: Change the customer master record. 1.

The customer informs you of another ship-to party to which the goods are to be delivered frequently besides the sold-to party. To facilitate order processing, you store the additional ship-to party in the customer master of the sold-to party. A customer master record has already been created for the ship-to party (T-S50B##). Change the customer master record of the sold-party from the previous exercise. In the sales area data, create the additional ship-to party on the Partner functions tab page using number T-S50B##.

Continued on next page

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Task 4: The new customer is placing an order for the first time. 1.

Create a standard order for the new customer based on the purchase order. Use the F4 search help to find the sold-to party. Purchase order

2.

Customer:

Search term: LO150-##

Ship-to party:

T-S50B##

Purchase order number:

5-411

Requested delivery date:

in 10 days

Material

Quantity

T-AS2##

2

In the sales order, the system proposes the Incoterms as they are maintained in the customer master record. However, for this order, the Incoterms FOB Hamburg should be valid. Change these entries in the order. Hint: In the sales order, the Incoterms can be found in the order header on the Sales tab page. Does the change affect the customer master record? ____________________________________________

3.

Save the order and write down the order number. ____________________________________________

Task 5: Change the customer master record of the sold-to party. 1.

The customer informs you of an address change. Enter the new street: Enjoystr. 99.

2.

You have agreed on the new terms of payment ZB02 with the customer. Change these entries in the customer master as well. Hint: In the customer master, the terms of payment can be found in the sales area data on the Billing document tab page. Continued on next page

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Task 6: Display the previously entered sales order (see above). 1.

Check the address of the sold-to party in the sales order. Did it change after you changed the customer master? ____________________________________________

2.

Check the terms of payment in the sales order. Did they change after you changed the customer master? ____________________________________________

Task 7: Display the order confirmation on the screen. 1.

Before printing and sending the order confirmation, you would like to check the layout of the order confirmation. Hint: Display the sales order and choose Header output preview.

Task 8: Create the outbound delivery. 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order (see above). Check the ship-to party address in the outbound delivery. Write down the customer number of the ship-to party. ____________________________________________ Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##.

Task 9: Display the previously entered customer master record for customer Miller. 1.

How can you check in the system the sales areas for which the customer record has been maintained? ____________________________________________ ____________________________________________ Continued on next page

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How can you check in the system when and by whom the customer master was created? ____________________________________________ ____________________________________________

3.

How can you check in the system how, when, and by whom which fields in the customer master were changed? ____________________________________________ ____________________________________________

4.

How can you display a list of orders for the customer from the customer master? ____________________________________________ ____________________________________________

Task 10: Questions on the Customer Master. 1.

You have created the new customer master record for sales organization 1000, distribution channel 12, and division 00 only. Sales organization 1020 may possibly want to sell goods to the customer as well. What would you need to do to make it possible for sales organization 1020 to enter sales orders for this customer? ____________________________________________ ____________________________________________ ____________________________________________

2.

Sales organization 1020 also processes orders with the new customer. Sales organization 1020 has agreed to other Incoterms with the customer than sales organization 1000. Is it possible to maintain these different Incoterms for different sales organizations in the customer master record? ____________________________________________ ____________________________________________

3.

Is it possible in the customer master record to maintain various addresses for the sold-to party in multiple company codes? ____________________________________________ ____________________________________________ ____________________________________________

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Lesson: Customer Master

Solution 4: Customer Master Task 1: Create a customer master record for the new customer. 1.

You create the customer master with number 234## for sales area 1000, 12, 00 and for company code 1000. Hint: Since the relevant sales and accounting data is already available, enter the customer master for the sold-to party. To do so, choose Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Create → Complete. Enter only the data specified below. During a telephone call with the customer, you note down the following information. Note: Account group: 0001 Sold-to party (use the first entry for the sold-to party in the search help table). Customer: 234## Address data: Name: Miller Search term: LO150-## Street: Venus Street 12 Post code: 20111 City: Hamburg Country: Germany Transportation zone: Northern Region Language: Language of the course Control data: VAT registration number: DE##1234567

Continued on next page

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Company code data: Reconciliation account: 140000 Sales area data: Sales: Customer group: Retail company Shipping: Shipping conditions: ## Standard (corresponds to group number + 50) Delivering plant: 1000 Hamburg Billing document: Incoterms EXW Hamburg Terms of payment: Payable immediately without deductions Tax classification: subject to tax Save the customer master record. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Create → Complete

Task 2: Display the previously created customer master record. 1.

You are not sure whether you have used the Incoterms fields correctly. How can you get information in the system to make sure that you have used them correctly? ____________________________________________

Continued on next page

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____________________________________________ Hint: Display the customer master. Use the field help with F1 for the two fields on Incoterms. The fields can be found in the sales area data on the Billing Document tab page. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Sales and Distribution , Billing document tab page. Incoterms (part 1) define rules for shipping. Incoterms (part 2) contain additional information on the primary Incoterms.

2.

In the customer master record, you have maintained a language for communication with your customer. Does this mean that the order confirmation for this customer will be printed using this language? ____________________________________________ Hint: On the Address tab page in the General data, use the field help (F1) in the language field. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Sales and Distribution , Address tab page. Yes. The language key designates, for example, the language that you use to print documents.

3.

In the sales area data, check which customer is the bill-to party on the Partner functions tab page. ____________________________________________ a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Sales and Distribution , tab page Partner Functions. The bill-to party is the sold-to party. If necessary, you can store further possible bill-to parties in the customer master record.

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Task 3: Change the customer master record. 1.

The customer informs you of another ship-to party to which the goods are to be delivered frequently besides the sold-to party. To facilitate order processing, you store the additional ship-to party in the customer master of the sold-to party. A customer master record has already been created for the ship-to party (T-S50B##). Change the customer master record of the sold-party from the previous exercise. In the sales area data, create the additional ship-to party on the Partner functions tab page using number T-S50B##. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Sales and Distribution , tab page Partner Functions.

Task 4: The new customer is placing an order for the first time. 1.

Create a standard order for the new customer based on the purchase order. Use the F4 search help to find the sold-to party. Purchase order Customer:

Search term: LO150-##

Ship-to party:

T-S50B##

Purchase order number:

5-411

Requested delivery date:

in 10 days

Material

Quantity

T-AS2##

2

a) 2.

Logistics → Sales and Distribution → Sales → Order → Create

In the sales order, the system proposes the Incoterms as they are maintained in the customer master record. However, for this order, the Incoterms FOB Hamburg should be valid. Change these entries in the order. Hint: In the sales order, the Incoterms can be found in the order header on the Sales tab page. Does the change affect the customer master record? Continued on next page

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____________________________________________ a) 3.

No. The data is proposed from the customer master in the order and can be overwritten, if necessary.

Save the order and write down the order number. ____________________________________________ a)

The system assigns the order document number.

Task 5: Change the customer master record of the sold-to party. 1.

The customer informs you of an address change. Enter the new street: Enjoystr. 99. a)

2.

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Change → Sales and Distribution under General Data, Address tab page.

You have agreed on the new terms of payment ZB02 with the customer. Change these entries in the customer master as well. Hint: In the customer master, the terms of payment can be found in the sales area data on the Billing document tab page. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Change → Sales and Distribution, Billing document tab page.

Task 6: Display the previously entered sales order (see above). 1.

Check the address of the sold-to party in the sales order. Did it change after you changed the customer master? ____________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Display Choose Display doc. header details. Choose the Partners tab page. When the address in the customer master is changed, it is also changed in the order.

2.

Check the terms of payment in the sales order. Did they change after you changed the customer master? Continued on next page

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____________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Display Choose the Sales tab page. The terms of payment have not changed. The new terms of payment in the customer master only become effective when you create new sales orders. If required, you would have to change them manually in the sales order that has already been entered. The only exception to this is the address. If it is changed, it becomes immediately effective in sales orders that already exist.

Task 7: Display the order confirmation on the screen. 1.

Before printing and sending the order confirmation, you would like to check the layout of the order confirmation. Hint: Display the sales order and choose Header output preview. a)

Logistics → Sales and Distribution → Sales → Order → Display Choose Header output preview. (The layout of an output can be changed using the SAPScript functions.)

Task 8: Create the outbound delivery. 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order (see above). Check the ship-to party address in the outbound delivery. Write down the customer number of the ship-to party. ____________________________________________ Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order Ship-to party: T-S50B## Continued on next page

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Task 9: Display the previously entered customer master record for customer Miller. 1.

How can you check in the system the sales areas for which the customer record has been maintained? ____________________________________________ ____________________________________________ a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Complete Choose Customer's sales areas.

2.

How can you check in the system when and by whom the customer master was created? ____________________________________________ ____________________________________________ a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Complete Extras → Administrative Data

3.

How can you check in the system how, when, and by whom which fields in the customer master were changed? ____________________________________________ ____________________________________________ a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Complete Environment → Account Changes → All Fields Position the cursor on the relevant line and click Choose.

4.

How can you display a list of orders for the customer from the customer master? ____________________________________________ ____________________________________________ a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Complete Environment → List Documents → Orders Choose Enter.

Continued on next page

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Task 10: Questions on the Customer Master. 1.

You have created the new customer master record for sales organization 1000, distribution channel 12, and division 00 only. Sales organization 1020 may possibly want to sell goods to the customer as well. What would you need to do to make it possible for sales organization 1020 to enter sales orders for this customer? ____________________________________________ ____________________________________________ ____________________________________________ a)

2.

You would also have to create the sales area data for this customer for the relevant sales area with sales organization 1020.

Sales organization 1020 also processes orders with the new customer. Sales organization 1020 has agreed to other Incoterms with the customer than sales organization 1000. Is it possible to maintain these different Incoterms for different sales organizations in the customer master record? ____________________________________________ ____________________________________________ a)

3.

Yes. You can maintain the Incoterms in the customer master record in various ways, depending on the sales area (sales organization, distribution channel, division).

Is it possible in the customer master record to maintain various addresses for the sold-to party in multiple company codes? ____________________________________________ ____________________________________________ ____________________________________________ a)

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No. The address of the sold-to party is maintained independently of the organizational units. (It is possible to assign several ship-to parties to a sold-to party).

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Lesson: Customer Master

Lesson Summary You should now be able to: â&#x20AC;˘ Maintain customer master data

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Lesson: Material Master Lesson Overview This lesson explains the structure and function of the material master.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Maintain material master data

Business Example â&#x20AC;˘

IDES, Inc. is offering a new material that is also to be mapped in the system as a master record.

Material Master

Figure 49: Material Master

The material master comprises the following areas: basic data, sales and distribution data, purchasing data, various further data for engineering/design, accounting, costing, warehouse management, and so on. The basic data is relevant for all areas. It is valid for all organizational units within a client.

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The sales organization data is relevant for sales and distribution. It is valid for the respective sales organization and the distribution channel. The sales: plant data is also relevant for sales and distribution. It is valid for the respective delivering plant. Additional data relevant for different organizational units is available for various other areas.

Figure 50: Data on the Sales Tab Pages

There are several tab pages in the material master, that are valid for sales and distribution: • • •

The basic data is relevant for all areas. It is maintained independently of the organizational units. The data for Sales: Sales Org. 1 and Sales: Sales Org. 2 as well as the sales text is valid for the sales organization and the distribution channel. The Sales: General/Plant data and the Foreign Trade: Export data is valid for the delivering plant.

By changing the Customizing settings, you can hide certain fields on a tab page or make them required entry fields.

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Division-Specific and Cross-Division Sales

Figure 51: Cross-Division Sales

You can use this kind of processing to enter multiple materials with various divisions in a sales order. You can control the following in Customizing, according to the sales document type: • • •

124

Whether it is possible to enter multiple materials with various divisions for an order. The way the system is to respond (with or without warning message) Whether the division on item level is copied from the material master record or whether the division in the document header is also copied into the item.

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Lesson: Material Master

Figure 52: Division-Specific Sales

You cannot use this kind of processing to enter multiple materials with various divisions in an order. This can be controlled in Customizing, according to the sales document type.

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Lesson Summary You should now be able to: â&#x20AC;˘ Maintain material master data

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Lesson: Customer Material Info Record

Lesson: Customer Material Info Record Lesson Overview This lesson explains the structure and function of the customer-material info record.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Maintain the customer-material info record

Business Example â&#x20AC;˘

IDES, Inc. wants to store material-specific data for a customer.

Customer Material Info Record

Figure 53: Master Data: Customer-Material Information

The customer-material info record is used for storing customer-specific material data. If a customer-material info record has been defined for a customer and a material, the default values take priority over the values in the customer or material master when a document is processed (order, delivery, and so on).

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You can use the customer-material information record to maintain the following data: â&#x20AC;˘ â&#x20AC;˘

Cross-reference from your customer's material number to your material number and the customer's material description. Specific shipping information for this customer and material (such as delivery tolerances, specifying if the customer will accept partial deliveries, or the default delivering plant).

Figure 54: Order Entry using the Customer-Material Information

Sales orders can be placed with the customer's material number by using the Ordering Party tab page. The system finds the associated material master via the customer-material information.

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Exercise 5: Material Master and Customer-Material Info Record Exercise Objectives After completing this exercise, you will be able to: • Maintain a customer master record • Maintain customer-material information • Understand the effects of material master data and customer-material info on the processing of documents in sales and distribution

Business Example You have added a new material to your product range. You wish to post goods receipts to the stock for this material, and create sales orders. Some major customers usually order materials using their own material numbers. In order to facilitate sales order processing, you use the customer-material information.

Task 1: Create a material master record for the new material. 1.

The new material is a headlight, similar to the existing material T-AS1##. In order to facilitate the entry of the material master record, you can use the relevant reference data. You enter the material master for plant 1000, sales organization 1000, and distribution channel 12. Use these organizational units too when referencing the reference material. Hint: Since the material is 'trading goods' that are purchased by the vendor and resold to the customer, use the following transaction to maintain the material master: Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Create. You have the following information on the new headlight: (Apart from this information, the material has the same features as the system proposed for the reference material T-AS1##.)

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Industry:

Retail

Reference material:

T-AS1##

Hint: You first maintain the views Basic Data 1, Sales: Sales Org. Data 1, Sales: General/Plant Data, Sales Text, and Accounting 1 based on the existing information. Material description:

Headlight 'simple'

Weight:

not yet known

Caution: The gross and net weight of the new material are not yet known. Since you create the material master record with reference to material T-AS1##, the system proposes the weight. Do not forget to delete these proposals on the Basic Data 1 tab page. Maintain the weight entries for the material later, once you have access to them. Tax classification:

Full tax

Minimum order quantity:

10

Minimum delivery quantity:

5

Price: as of 1 piece:

20 EUR per piece

Hint: You can maintain the material price directly when creating the material master record by choosing Conditions on the Sales: Sales Org. 1 tab page Loading group:

Crane

Sales text:

“Material is fragile!”

Accounting data: Price control:

V

Moving average price:

10

Save the material master record and write down the number. ____________________________________________

Continued on next page

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Lesson: Customer Material Info Record

Task 2: Enter goods receipt. 1.

You are informed that for the new headlight 200 pieces have already been delivered. Enter the goods receipt for this amount. Hint: Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → Other Enter the goods receipt using movement type 561 in plant 1000, storage location 0001. Save the goods receipt. Document number: _____________

Task 3: You receive the first sales order for the new material. 1.

Create a standard order based on the purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

5-1311

Requested delivery date:

in 10 days

Material

Quantity

Headlight Simple

10

(from the previous exercise) 2.

Save the order and write down the order number. _____________________________________ Hint: Save the order although it is not yet complete. The weight for the material is still missing. You have to complete it once you have the data.

Continued on next page

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Task 4: Create the outbound delivery. 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order. Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Why is it not possible to create the outbound delivery? _______________________________________________________________

Task 5: Change the material master record. 1.

In the meantime, you have received the details on the weight of the new headlight. Change the material master record and enter the weight. Gross weight:

1 KG

Net weight:

1 KG

Hint: You can enter the weight on the Basic Data 1 tab page.

Task 6: Change the incomplete order. 1.

Were there any changes in the previously entered sales order containing the new headlight after you changed the weight in the material master record? _________________________________________________________

2.

You need to enter the weight in the incomplete order in order to carry out the shipping activities afterwards. Change the incomplete standard order and enter the weight for the item containing the headlight.

Continued on next page

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Gross weight:

10 KG

Net weight:

10 KG

Hint: You can find the fields for the gross and the net weight in the item detail on the Shipping tab page.

Task 7: Try to create the outbound delivery again . 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##.

2.

Check whether the material sales text, which is maintained in the material master record, also appears in the delivery item. Hint: You can find the texts for the delivery item in the item detail on the Texts tab page.

Task 8: Create a customer-material info record. 1.

One of your major customers orders materials using his own material numbers. To facilitate order entry, you create a customer-material info for sales organization 1000 and distribution channel 12. For the new material (headlight â&#x20AC;&#x153;Simpleâ&#x20AC;?), customer T-S50A## uses customer material number K-4711-## and the description Headlight 4711. You have also agreed with the customer on a minimum delivery quantity of 10 pieces for this material. Hint: You can find the transaction for creating a customer-material info by choosing Agreements from the Master Data menu.

Task 9: Create a sales order using a customer material number. 1.

Create a standard order based on the purchase order. Continued on next page

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Purchase order

2.

Customer:

T-S50A##

Purchase order number:

5-1911

Requested delivery date:

in 10 days

Item

Our material number

Quantity

1

K-4711-##

10

Save the order and write down the order number. _____________________________________

Task 10: Create the outbound delivery. 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Save the outbound delivery and write down the order number. ____________________________________________

2.

To check how the customer material number will be printed on the delivery note, you display the delivery note on the screen. Hint: To display the delivery note, choose Outbound Delivery → Design and then Outbound Delivery → Issue Delivery Output. Choose Print Preview.

Task 11: Questions on the material master. 1.

You want to sell your materials through several sales organizations. Is it possible to maintain multiple sales units in the material master according to the sales organization and the distribution channel? __________________________________________________________ Continued on next page

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Lesson: Customer Material Info Record

2.

You want to deliver your materials from various plants. Is it possible to maintain multiple loading groups in the material master according to the plant? __________________________________________________________ __________________________________________________________

3.

Is it possible to maintain multiple minimum order quantities in the material master according to the division? __________________________________________________________ __________________________________________________________

4.

You enter your sales orders with the header division 00.You know that this division is set for cross-division sales in Customizing. Would it be possible to enter several items in a sales order with multiple materials that belong to various divisions? __________________________________________________________ __________________________________________________________

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Solution 5: Material Master and Customer-Material Info Record Task 1: Create a material master record for the new material. 1.

The new material is a headlight, similar to the existing material T-AS1##. In order to facilitate the entry of the material master record, you can use the relevant reference data. You enter the material master for plant 1000, sales organization 1000, and distribution channel 12. Use these organizational units too when referencing the reference material. Hint: Since the material is 'trading goods' that are purchased by the vendor and resold to the customer, use the following transaction to maintain the material master: Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Create. You have the following information on the new headlight: (Apart from this information, the material has the same features as the system proposed for the reference material T-AS1##.) Industry:

Retail

Reference material:

T-AS1##

Hint: You first maintain the views Basic Data 1, Sales: Sales Org. Data 1, Sales: General/Plant Data, Sales Text, and Accounting 1 based on the existing information. Material description:

Headlight 'simple'

Weight:

not yet known

Caution: The gross and net weight of the new material are not yet known. Since you create the material master record with reference to material T-AS1##, the system proposes the weight. Do not forget to delete these proposals on the Basic Data 1 tab page. Maintain the weight entries for the material later, once you have access to them.

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Lesson: Customer Material Info Record

Tax classification:

Full tax

Minimum order quantity:

10

Minimum delivery quantity:

5

Price: as of 1 piece:

20 EUR per piece

Hint: You can maintain the material price directly when creating the material master record by choosing Conditions on the Sales: Sales Org. 1 tab page Loading group:

Crane

Sales text:

“Material is fragile!”

Accounting data: Price control:

V

Moving average price:

10

Save the material master record and write down the number. ____________________________________________ a)

Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Create The material number is assigned internally by the system.

Task 2: Enter goods receipt. 1.

You are informed that for the new headlight 200 pieces have already been delivered. Enter the goods receipt for this amount. Hint: Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → Other Enter the goods receipt using movement type 561 in plant 1000, storage location 0001.

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Save the goods receipt. Document number: _____________ a)

Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → Other The document number is assigned internally by the system.

Task 3: You receive the first sales order for the new material. 1.

Create a standard order based on the purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

5-1311

Requested delivery date:

in 10 days

Material

Quantity

Headlight Simple

10

(from the previous exercise) a) 2.

Logistics → Sales and Distribution → Sales → Order → Create

Save the order and write down the order number. _____________________________________ Hint: Save the order although it is not yet complete. The weight for the material is still missing. You have to complete it once you have the data. a)

Save your entries, although the document is still incomplete. The document number is assigned internally by the system.

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Lesson: Customer Material Info Record

Task 4: Create the outbound delivery. 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order. Hint: Choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Why is it not possible to create the outbound delivery? _______________________________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order You cannot create the outbound delivery because the order to be delivered is still incomplete due to the missing entries for weight.

Task 5: Change the material master record. 1.

In the meantime, you have received the details on the weight of the new headlight. Change the material master record and enter the weight. Gross weight:

1 KG

Net weight:

1 KG

Hint: You can enter the weight on the Basic Data 1 tab page. a)

Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Change You can maintain the weight on the Basic Data 1 or on the Sales: General/Plant Data tab page. (The weight data is independent of the organizational units.)

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Task 6: Change the incomplete order. 1.

Were there any changes in the previously entered sales order containing the new headlight after you changed the weight in the material master record? _________________________________________________________ a)

2.

When the material master record is modified, there will be no changes to the sales order that has already been entered in the system. The changes in the material master record only become effective in orders that are entered afterwards

You need to enter the weight in the incomplete order in order to carry out the shipping activities afterwards. Change the incomplete standard order and enter the weight for the item containing the headlight. Gross weight:

10 KG

Net weight:

10 KG

Hint: You can find the fields for the gross and the net weight in the item detail on the Shipping tab page. a)

Logistics → Sales and Distribution → Sales → Order → Change Choose Display item details and the Shipping tab page.

Task 7: Try to create the outbound delivery again . 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order The outbound delivery can be created because the order to be delivered is now complete .

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Lesson: Customer Material Info Record

2.

Check whether the material sales text, which is maintained in the material master record, also appears in the delivery item. Hint: You can find the texts for the delivery item in the item detail on the Texts tab page. a)

Choose Display item details and the Texts tab page . First of all, the text was copied from the material master into the sales order. Then it was copied from the sales order into the outbound delivery.

Task 8: Create a customer-material info record. 1.

One of your major customers orders materials using his own material numbers. To facilitate order entry, you create a customer-material info for sales organization 1000 and distribution channel 12. For the new material (headlight “Simple”), customer T-S50A## uses customer material number K-4711-## and the description Headlight 4711. You have also agreed with the customer on a minimum delivery quantity of 10 pieces for this material. Hint: You can find the transaction for creating a customer-material info by choosing Agreements from the Master Data menu. a)

Logistics → Sales and Distribution → Master Data → Agreements → Customer Material Information → Create To enter the customer material description and the minimum delivery quantity, choose Info record details.

Task 9: Create a sales order using a customer material number. 1.

Create a standard order based on the purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

5-1911 Continued on next page

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Requested delivery date:

in 10 days

Item

Our material number

Quantity

1

K-4711-##

10

a)

Logistics → Sales and Distribution → Sales → Order → Create To enter the item using the customer material number, choose the Ordering party tab page.

2.

Save the order and write down the order number. _____________________________________ a)

The document number is assigned internally by the system.

Task 10: Create the outbound delivery. 1.

The sales order should already be delivered. Create an outbound delivery for the previous standard order. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Save the outbound delivery and write down the order number. ____________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order The document number is assigned internally by the system.

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Lesson: Customer Material Info Record

2.

To check how the customer material number will be printed on the delivery note, you display the delivery note on the screen. Hint: To display the delivery note, choose Outbound Delivery → Design and then Outbound Delivery → Issue Delivery Output. Choose Print Preview. a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Display → Outbound Delivery → Issue Delivery Output Choose Print Preview. The customer material number is automatically printed on the delivery note. (The layout of an output can be changed using the SAPScript functions.)

Task 11: Questions on the material master. 1.

You want to sell your materials through several sales organizations. Is it possible to maintain multiple sales units in the material master according to the sales organization and the distribution channel? __________________________________________________________ a)

2.

Yes. In the material master, there are various ways to maintain multiple fields, such as the sales units, depending on the sales organization and on the distribution channel.

You want to deliver your materials from various plants. Is it possible to maintain multiple loading groups in the material master according to the plant? __________________________________________________________ __________________________________________________________ a)

3.

Yes. In the material master, there are various ways to maintain multiple fields, such as the loading group, depending on the plant.

Is it possible to maintain multiple minimum order quantities in the material master according to the division? __________________________________________________________

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__________________________________________________________ a)

4.

No. The division in the material master is not an organizational unit that can be used to maintain related fields. It is a field which is used to uniquely assign a material to a division.

You enter your sales orders with the header division 00.You know that this division is set for cross-division sales in Customizing. Would it be possible to enter several items in a sales order with multiple materials that belong to various divisions? __________________________________________________________ __________________________________________________________ a)

144

Yes. In Customizing, you can configure the system for cross-division or division-specific sales. You can enter multiple materials with various divisions in a sales order, depending on these settings.

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Lesson: Customer Material Info Record

Lesson Summary You should now be able to: â&#x20AC;˘ Maintain the customer-material info record

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Lesson: Condition Master Data for Pricing Lesson Overview This lesson explains the condition master data.

Lesson Objectives After completing this lesson, you will be able to: •

Maintain condition master data and explain pricing functions

Business Example • •

You define a price for the new material, which will be valid for all customers. For certain major customers, you define special prices and discounts.

Condition master data

Figure 55: Condition Master

The condition master data includes prices, surcharges and discounts, freights, and taxes. You can define condition master data (condition records) to be dependent on various data. You can, for example, maintain a material price customer-specifically or define a discount to be dependent on the customer and the material pricing group.

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Lesson: Condition Master Data for Pricing

In Customizing, you can control the data on which prices, surcharges and discounts, freights or taxes can be dependent. (You can define conditions to be dependent on any document fields). Frequently occurring cases have already been set in the standard system.

Figure 56: Condition Master Records in Pricing

The condition type defines multiple uses of a condition. You can have a percentage, a quantity-dependent, or an amount-dependent surcharge or discount, depending on the condition type . By specifying a validity period, you can restrict a price agreement to a certain period. You can maintain values within a condition record (price, surcharge, discount) according to a scale. There is no limit to the number of scale levels.

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Figure 57: Pricing in Sales Orders

Prices, surcharges, discounts, freight, and taxes (conditions) for a business transaction can be found automatically using the automatic pricing function. You can also change these conditions manually. Pricing is carried out using the condition technique.

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Lesson: Condition Master Data for Pricing

Lesson Summary You should now be able to: â&#x20AC;˘ Maintain condition master data and explain pricing functions

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Lesson: Additional Master Data Lesson Overview This lesson introduces other important aspects of master data.

Lesson Objectives After completing this lesson, you will be able to: • •

Issue output for sales documents Work with the incompletion log

Business Example • •

IDES, Inc. uses the incompletion log to check the sales documents. The customers of IDES, Inc. receive output from the system (order confirmations, for example) for the individual process steps.

Output

Figure 58: Output

Output is information that is sent to the customer via various media, such as mail, EDI, or fax. Examples include: the printout of a quotation or an order confirmation, order confirmations via EDI, or invoices by fax.

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Lesson: Additional Master Data

As with pricing, output determination takes place using the condition technique. Output can be sent for various sales and distribution documents (order, delivery, billing document, ...). In the output master data, you define the transmission medium, the time, and the partner function for an output type. Output types include quotations, order confirmations, and invoices. Partner functions include sold-to parties, ship-to parties, and bill-to parties. Transmission media include printers, telex, fax, mail, and EDI. Output can be sent, for example, as soon as data is saved or by means of a standard program that is run regularly (RSNAST00). The layout of an output is defined by a form in SAPscript. The form is assigned to an output type.

Incompleteness Check

Figure 59: Incompletion log

Each sales and distribution document contains data required for the document and for further processing. The system determines which fields will be displayed in the incompletion log, if the user does not complete them during sales order processing. You receive the incompletion log either: a) Automatically when the data is saved, or b) By choosing Edit â&#x2020;&#x2019; Incompletion Log.

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In Customizing, you can decide which fields should be part of the incompletion log. The incompletion log functions are available in the sales order and in the delivery.

Common Master Data

Figure 60: Common Master Data - Distribution Channels

If you do not need the master data (customer / material and condition master data) to be differentiated according to distribution channels, you have to set up a representative distribution channel. The master data for the representative distribution channel applies to all distribution channels for which you have set up this reference in Customizing. By doing this, you can minimize the effort of entering and maintaining master data. In addition, you can update statistics for distribution channels without having to create master data for the various distribution channels.

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Lesson: Additional Master Data

Figure 61: Common Master Data - Divisions

If you do not need the master data (customer or condition master data) to be differentiated according to divisions, you have to set up a representative division. The master data in the representative division applies to all divisions for which you have set up this reference in Customizing. By doing this, you can minimize the effort of entering and maintaining master data. In addition, you can update statistics for divisions without having to create master data for the various divisions.

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Lesson: Additional Master Data

Exercise 6: Additional Master Data Exercise Objectives After completing this exercise, you will be able to: • Maintain condition master data • Describe the pricing in a sales order

Business Example You have defined certain price agreements for some major customers. As these customers place orders frequently, they should have lower prices for some materials, depending on the quantity ordered. In addition, a customer should be granted a percentage discount, depending on the order value. As it is not necessary to enter these agreements each time you create an order, you want to use the automatic pricing function of the system and create the appropriate condition master data.

Task 1: Create a condition master record for prices. 1.

You have agreed with customer T-S50A## that, from now on, they are to receive material T-AS1## at a quantity-dependent lower price. As of 1 piece: 29 EUR per 1 piece As of 10 pieces: 28 EUR per 1 piece As of 100 pieces: 27 EUR per 1 piece. These agreements should be valid until the end of the year. Enter the condition master record for the customer-specific price for sales organization 1000 and distribution channel 12. Hint: As it is a customer-specific price, you create the condition master record using the following menu path: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create Condition type PR00 Key combination Customer/material with release status Choose Scales.

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Task 2: After saving the price agreement with the major customer in the system, you receive another order. 1.

Create a standard order based on the purchase order. Purchase order

2.

Customer:

T-S50A##

Purchase order number:

5-2311

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

20

During order entry, you want to make sure that the automatic pricing function has determined the correct prices. Hint: In order to trace the pricing in the sales order, choose Item conditions. Which price per piece was determined by the system? _______________________________________

3.

Save the order and write down the order number. ______________________________________

Task 3: Create a condition master record for discounts. 1.

You have agreed with customer T-S50A## that, from now on, they are to be granted a percentage discount for all materials, depending on the item value. As of 100 EUR: -1% As of 500 EUR: -2% As of 1000 EUR: -3%

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Lesson: Additional Master Data

These agreements should be valid until the end of the year. Enter the condition master record for the customer-specific discount for sales organization 1000, distribution channel 12, division 00. Hint: Since this is a customer-specific percentage discount, create the condition master record by choosing: Master Data → Conditions → Select Using Condition Type → Create Condition type K007

Task 4: After storing the price agreement for the discount for the major customer in the system, you receive another order. 1.

Create a standard order based on the purchase order. Purchase order

2.

Customer:

T-S50A##

Purchase order number:

5-2511

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

10

During order entry, you want to make sure that the automatic pricing function has determined the correct prices and discounts. Hint: To track the pricing in the sales order, you have to branch to the Conditions tab page for the Item detail. Which customer discount was determined by the system? _______________________________________

3.

Save the order and write down the order number. ______________________________________

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Task 5: Questions on condition master data in pricing. 1.

Which condition master data categories (4) can be used in pricing?

2.

You want to sell your materials through multiple distribution channels. Is it possible to maintain the prices in the condition master in different ways according to the distribution channel?

3.

You have entered a sales order. By doing so, prices were determined by the automatic pricing function. Can you change the prices manually when entering the order?

4.

During sales order processing, you use various divisions. However, you always want to use the same condition master data for all divisions. In order to avoid unnecessary maintenance of condition master data for multiple divisions, you would like to configure the system in such a way, that the condition master data of division 00 are also valid for division 01. Is this possible?

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Lesson: Additional Master Data

5.

2006/Q2

Is it possible to make these settings for common master data for customer and material master data as well?

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Solution 6: Additional Master Data Task 1: Create a condition master record for prices. 1.

You have agreed with customer T-S50A## that, from now on, they are to receive material T-AS1## at a quantity-dependent lower price. As of 1 piece: 29 EUR per 1 piece As of 10 pieces: 28 EUR per 1 piece As of 100 pieces: 27 EUR per 1 piece. These agreements should be valid until the end of the year. Enter the condition master record for the customer-specific price for sales organization 1000 and distribution channel 12. Hint: As it is a customer-specific price, you create the condition master record using the following menu path: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create Condition type PR00 Key combination Customer/material with release status Choose Scales. a)

Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create Condition type PR00 Key combination Customer/material with release status Enter sales organization 1000, distribution channel 12, customer T-S50A##, and material T-AS1##. Choose Scales. Enter Validity Today until End of the year. Enter the values from the exercise. Choose Save.

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Lesson: Additional Master Data

Task 2: After saving the price agreement with the major customer in the system, you receive another order. 1.

Create a standard order based on the purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

5-2311

Requested delivery date:

in 10 days

a) 2.

Material

Quantity

T-AS1##

20

Logistics → Sales and Distribution → Sales → Order → Create

During order entry, you want to make sure that the automatic pricing function has determined the correct prices. Hint: In order to trace the pricing in the sales order, choose Item conditions. Which price per piece was determined by the system? _______________________________________ a)

Choose Item conditions. The system has determined a price of 28 EUR per piece, as in the price condition record from 10 pieces a price of 28 EUR per piece is stored.

3.

Save the order and write down the order number. ______________________________________ a)

Choose Save. The document number is assigned internally by the system.

Task 3: Create a condition master record for discounts. 1.

You have agreed with customer T-S50A## that, from now on, they are to be granted a percentage discount for all materials, depending on the item value. As of 100 EUR: -1% Continued on next page

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As of 500 EUR: -2% As of 1000 EUR: -3% These agreements should be valid until the end of the year. Enter the condition master record for the customer-specific discount for sales organization 1000, distribution channel 12, division 00. Hint: Since this is a customer-specific percentage discount, create the condition master record by choosing: Master Data → Conditions → Select Using Condition Type → Create Condition type K007 a)

Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create Condition type K007 Enter sales organization 1000, distribution channel 12, division 00, and customer T-S50A##. Choose Scales. Enter Validity Today until End of the year. Enter the values from the exercise. Choose Save.

Task 4: After storing the price agreement for the discount for the major customer in the system, you receive another order. 1.

Create a standard order based on the purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

5-2511

Requested delivery date:

in 10 days

a)

162

Material

Quantity

T-AS1##

10

Logistics → Sales and Distribution → Sales → Order → Create Continued on next page

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Lesson: Additional Master Data

2.

During order entry, you want to make sure that the automatic pricing function has determined the correct prices and discounts. Hint: To track the pricing in the sales order, you have to branch to the Conditions tab page for the Item detail. Which customer discount was determined by the system? _______________________________________ a)

Choose Display item details. Choose the Conditions tab page. The system has determined the customer discount K007 (-1%), because a discount of -1% is stored in the discount condition record for orders over 100 EUR.

3.

Save the order and write down the order number. ______________________________________ a)

Choose Save. The document number is assigned internally by the system.

Task 5: Questions on condition master data in pricing. 1.

Which condition master data categories (4) can be used in pricing? Answer: Prices, surcharges/discounts, freights, taxes.

2.

You want to sell your materials through multiple distribution channels. Is it possible to maintain the prices in the condition master in different ways according to the distribution channel? Answer: Yes. Usually, the price is maintained according to the sales organization and the distribution channel. The price can also be maintained according to further criteria (the customer, for example).

3.

You have entered a sales order. By doing so, prices were determined by the automatic pricing function. Can you change the prices manually when entering the order? Answer: Yes. Usually, during order entry you can overwrite the price manually . However, it is possible to restrict this by making the relevant settings in Customizing or in the condition record.

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4.

SCM600

During sales order processing, you use various divisions. However, you always want to use the same condition master data for all divisions. In order to avoid unnecessary maintenance of condition master data for multiple divisions, you would like to configure the system in such a way, that the condition master data of division 00 are also valid for division 01. Is this possible? Answer: Yes. In Customizing, you can set up division 00 as a representative division and reference from divisions 01 and 02 to it. In this way, the condition master data of division 00 is also valid for divisions 01 and 02.

5.

Is it possible to make these settings for common master data for customer and material master data as well? Answer: For customer master data, it is possible to configure common master data for the divisions. For material master data, this is only possible for distribution channels, as the division in the material master is not an organizational unit that can be used to maintain related fields.

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Lesson: Additional Master Data

Lesson Summary You should now be able to: • Issue output for sales documents • Work with the incompletion log

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Unit Summary

SCM600

Unit Summary You should now be able to: • Maintain customer master data • Maintain material master data • Maintain the customer-material info record • Maintain condition master data and explain pricing functions • Issue output for sales documents • Work with the incompletion log

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Unit 5 Sales and Distribution Processes – Data Determination and Collective Processing Unit Overview This unit explains, among other things, the function of the sales document type in sales and distribution processes and delivery scheduling. Collective processing options within sales and distribution processes are another important topic.

Unit Objectives After completing this unit, you will be able to: • • • • •

Trigger different sales processes by choosing suitable sales document types Explain how the delivering plant, shipping point and route are determined automatically Give the customers delivery dates automatically determined in the system and be able to look at scheduling in detail Combine and collectively process sales orders due for outbound delivery in one step Combine and collectively process documents due for billing in one step

Unit Contents Lesson: Function of the Sales Document Type .............................168 Lesson: Plant, Shipping Point, and Route Determination .................171 Lesson: Shipment Scheduling ................................................177 Exercise 7: Shipment Scheduling ........................................181 Lesson: Collective Processing in Sales and Distribution ..................196 Exercise 8: Collective Processing in Sales and Distribution..........205

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Lesson: Function of the Sales Document Type Lesson Overview This lesson explains the function of sales document types in sales processes.

Lesson Objectives After completing this lesson, you will be able to: •

Trigger different sales processes by choosing suitable sales document types

Business Example •

IDES, Inc. uses a variety of sales document types to control sales processes.

Function of the Sales Document Type

Figure 62: Sales Document Types

In Sales, a wide range of different activities are carried out. Different business processes can be identified and controlled by means of the sales document type. The standard system features a wide range of different sales document types for sales processes that are carried out on a regular basis: • • • •

Standard order for invoiced sales on fixed delivery dates. Rush order and cash sales for sales from the plant (with or without invoice). Free deliveries for sales on fixed delivery dates (without invoice). Returns for return goods (credit memo/replacement delivery).

You can implement these processes as they are or use them as a basis for mapping your own processes.

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Lesson: Function of the Sales Document Type

The sales document type controls the sales documents. Similarly, the delivery type can be used to control the shipping documents and the billing type can be used to control the billing documents.

Figure 63: Functions of Sales Documents

Depending on the transaction, certain functions are carried out automatically. These functions can be activated or deactivated directly via the sales document type. Examples: •

• •

For your standard sales process, you want the system to automatically determine the time at which your customer can receive the ordered goods. To do so, activate the shipment scheduling and availability check functions. These functions, however, are not required for credit memo requests. Pricing does not need to be carried out for free deliveries. Define an output group that can be used for processing sales orders and then create another output group for processing contracts. Hint: Outputs contain information that is exchanged between business partners (order confirmations, billing forms, electronic message to one of your colleagues, for example).

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Lesson Summary You should now be able to: • Trigger different sales processes by choosing suitable sales document types

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Lesson: Plant, Shipping Point, and Route Determination

Lesson: Plant, Shipping Point, and Route Determination Lesson Overview This lesson explains how to carry out plant, shipping point, and route determination in sales documents.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Explain how the delivering plant, shipping point and route are determined automatically

Business Example â&#x20AC;˘

The content of the Plant, Shipping Point, and Route fields in a sales document can be determined automatically and acts as a basis for delivery scheduling.

Plant Determination

Figure 64: Determining the Delivering Plant Automatically

The plant plays a central role in Logistics. In Sales, it is the delivering plant. When processing an item, the system automatically attempts to determine the associated delivering plant from the master data. The entry can later be changed manually.

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The system uses the following search strategy: • • •

First, it checks whether a specification exists in a customer-material info record. Second, it checks whether a specification exists in a customer master record of the ship-to party. Third, it checks whether a specification exists in the material master record.

If nothing is found, no delivering plant is set in the sales document item. Without a plant, an item cannot normally be processed further. For example, attempts to automatically determine the shipping point or tax are unsuccessful, the availability cannot be checked, and an outbound delivery cannot be made.

Shipping Point Determination

Figure 65: Shipping Point

The shipping point is the organizational unit in the system that is responsible for processing shipping. To name a delivery date for an ordered customer, the system must take into account all the required lead times for the different shipping and transportation sub-processes. For the shipping point, you can define the times required for preparing and packing the goods.

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Lesson: Plant, Shipping Point, and Route Determination

The shipping point is normally determined automatically for each item in the sales document. The automatic default value can be later changed manually if you have planned for a different shipping point.

Figure 66: Route

The route is the path a delivery follows from the delivering plant to the ship-to party. It can comprise more than one section. It has a start point and an end point. The route can be used to define the actual transit time (length of time for which the goods are 'on the road') and the lead time for transportation planning. The route is normally determined automatically for each item in the sales document. This default value can be later changed manually if you have planned a different route.

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Figure 67: Determining the Shipping Point Automatically

The system tries to determine a shipping point for every item to be delivered. The system uses three fields as search keys for determining the shipping point automatically. This data is normally defined in the following master records: • • •

Shipping condition from the sold-to party (view: Shipping) Loading group in the sales-specific material data (view: Sales: General/Plant Data) Delivering plant - see the slide Determining Delivering Plant Automatically Hint: The shipping conditions can be used to define in the system the delivery type requested by the customer.

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Lesson: Plant, Shipping Point, and Route Determination

Route Determination

Figure 68: Determining the Route Automatically

The system tries to determine a route for every item to be delivered. The system uses four fields as search keys for determining the route automatically. This data is normally defined in master records and in Customizing: • • • •

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The departure zone in Customizing for the shipping point Shipping condition from the sold-to party (view: Shipping) Transportation group in the sales-specific material data (view: Sales: General/Plant Data) Transportation zone in the general data for the ship-to party

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Lesson Summary You should now be able to: • Explain how the delivering plant, shipping point and route are determined automatically

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Lesson: Shipment Scheduling

Lesson: Shipment Scheduling Lesson Overview This lesson explains the shipment scheduling process.

Lesson Objectives After completing this lesson, you will be able to: •

Give the customers delivery dates automatically determined in the system and be able to look at scheduling in detail

Business Example •

Customers order goods with different delivery dates.

Shipment Scheduling

Figure 69: Shipment Scheduling

In shipment and transportation scheduling, you define the time at which the receipt of the goods at the customer can be acknowledged (confirmed delivery date). Different lead times are taken into account: the preparation time, loading time, transportation lead time, and transit time.

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The following data is used in shipment scheduling: • • •

• •

Order date: date on which the order is placed Material availability date: date by which a sufficient quantity of goods must be available for picking and packing Loading date: date on which the goods picking and packing process is completed (and the mode of transport is available) so that loading can begin on time Goods issue date: the date on which the goods must leave the delivering plant so that they reach the customer on the agreed date Delivery date: date on which the goods arrive at the customer. A differentiation is made between: – –

Requested delivery date: date on which the customer would like the goods to arrive Confirmed delivery date: date on which the goods receipt is confirmed for the customer.

Figure 70: Shipment Scheduling

When a delivery date is determined, you can also take into account the times required for delivering goods to a customer via a particular route.

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Lesson: Shipment Scheduling

The total time includes: •

The transit time: The time required for transporting the goods to the customer

Transportation lead time: The time required for preparing the goods for transportation

Figure 71: Backward Scheduling

The goal of shipment and transportation scheduling is to confirm a delivery date for a material requested by a customer. For backwards scheduling, the customer's requested delivery date is used to calculate the material availability date and the transportation lead time. The delivery must be created on the earliest of the two dates (selection date for outbound delivery). •

If both dates are after the order date and the material is available on the material availability date, the customer's requested delivery date can be confirmed. A schedule line is created for the sales document item. The date of the schedule line displays the confirmed delivery date that is the same as the customer's requested delivery date.

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If one of the two dates is before the order date, confirmation of the requested delivery date cannot take place. Therefore, the system attempts to determine the next possible date (forward scheduling).

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Figure 72: Forward Scheduling

If the result of backward scheduling means that the delivery date required by the customer cannot be confirmed, the system executes forward scheduling. •

Forward scheduling takes into consideration the time parallels of the work flows for transportation planning and picking/packing of materials. The longer of the two periods is relevant for scheduling. The selection date of the outbound delivery is the earlier of the material availability or the transportation planning date. The earliest date at which the material is available in the warehouse is the new material availability date. This is the outgoing point for new delivery scheduling.

Two schedule lines are generated for the sales line item:

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The date of the first schedule line corresponds to the customer's required delivery date and has no confirmed quantity.

The date of the second schedule line shows the confirmed delivery date and the confirmed amount.

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Lesson: Shipment Scheduling

Exercise 7: Shipment Scheduling Exercise Objectives After completing this exercise, you will be able to: • Start the different sales and distribution processes by choosing the appropriate sales document type • Find important information for inventory sourcing and the outbound delivery in the sales documents and identify the sources of this data • Provide your customers with detailed information from the sales documents, for example, on the shipping and transportation scheduling dates.

Business Example A company has a range of sales and distribution processes. Before every sale, one of your employees decides which sales and distribution process will best serve the customer’s needs. When a customer orders a material, there are a range of decisions to be made for the whole sales and distribution processing chain. This includes obtaining relevant information on inventory sourcing and the outbound delivery, such as the plant from which the goods will be delivered or the location responsible for shipping processing. In order entry, the customer service representative determines whether the material is to be delivered from stock or whether the material must first be manufactured or procured from a vendor. It is important to consider whether the material is delivered from stock or whether it must be manufactured or procured from an external source. IDES, Inc. tries to meet most of its sales orders using existing stock. If possible, orders are combined into one outbound delivery to reduce freight costs. If the required delivery date cannot be confirmed, the customer is offered the first possible delivery date. As a member of the project team for sales order processing, it is your responsibility to test the sales and inventory sourcing processes in the system. You will enter orders and verify the shipping point for the product, the transportation route to the customer, and the scheduling dates for the items in the sales orders.

Task 1: Create a sales order. 1.

Enter a trade fair order for the following purchase order. Use document type Trade fair##-order. Continued on next page

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Purchase order Customer:

T-S50B##

Purchase order number:

6-111

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

7

T-AS2##

8

Hint: Use the F4 help in the order type field. Save the order and write down the document number. _______________________________________________

Continued on next page

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Task 2: Name other sales document types. 1.

Name a sales document type used for sales from the plant.

2.

Name a sales document type used for sending free-of-charge goods samples.

Task 3: By choosing the sales document type, you are choosing the basic requirements of the sales and distribution process. 1.

Name sales document functions that may be affected by the choice of sales document type.

Task 4: Identify the important information from the sales order that is used in the outbound delivery. 1.

Display the previously entered sales order. Which delivering plants have been specified for the two items? Item 10: ___________________________________________ Item 20: ___________________________________________

2.

Which shipping points have been specified for the two items? Item 10: ___________________________________________ Item 20: ___________________________________________ Continued on next page

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Which routes have been specified for the two items? Item 10: ___________________________________________ Item 20: ___________________________________________ Hint: In the sales document, you can view (or change) the delivering plant, the shipping point and the route from the Shipping tab page for the corresponding document item. You can use the black arrows on the application toolbar to navigate easily between the Shipping tabs of the two items.

4.

What is the purpose of the shipping point?

5.

What is the purpose of the route? Hint: You can use the F1 help to get information on the tasks and the use of the shipping point and the route.

Continued on next page

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Task 5: The system tries to determine the delivering plant automatically for an item in the sales document. 1.

The system checks three sources in which the delivering plant can be specified. What are these sources?

2.

Which delivering plant is set for the item, if there is no entry in these sources?

3.

From which master record does the delivering plant in item 10 come?

Task 6: The system tries to determine the shipping point responsible for executing the shipping activities of an item in the sales document. 1.

The system uses three types of information from the sales order for determining the shipping point. What are they?

2.

What values are used for automatically determining the shipping point for item 10? ________________________________________________ Continued on next page

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________________________________________________ ________________________________________________ Hint: The shipping conditions come from the customer master record of the sold-to party. It can be viewed or changed in the sales document header by choosing Display doc. header details then choosing the Shipping tab page. The loading group comes from the material master record. It can be checked and maintained on the detail screen Sales: General/Plant. The loading group is not displayed in the sales document.

Task 7: Explain on what dates the individual work stages for shipping and transportation processing should begin, so that the product ordered gets to the customer on time. 1.

Enter a standard order for the following purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

6-411

Requested delivery date:

Today

Material

Quantity

Ship-to party

T-AS1##

5

T-S50A##

T-AS3##

1

T-S50B##

To change the ship-to partner on a line item, select Goto -> Item -> Partner. Type the new ship-to party number over the existing one. The system will then re-determine critical fields automatically. Save the order and write down the document number. _______________________________________________ 2.

Display the previously entered sales order. Determine the shipping dates for item 10. Delivery date: _________________________________ Goods issue date: _________________________________ Loading date: _________________________________ Continued on next page

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Lesson: Shipment Scheduling

Material availability date: _________________________________ Transportation planning date: _________________________________ Hint: You can display a detailed list of the shipping dates for the confirmed schedule line of a sales document item. Call up the schedule line for the item and go to the detail for confirmed schedule line. Then choose the Shipping tab page. 3.

When must the responsible shipping point start shipping processing so that the goods arrive at the customerâ&#x20AC;&#x2122;s location on time?

4.

Which of the steps for shipping and transportation processing must be completed so that the goods can be loaded on the correct loading date? ____________________________________________________________ ____________________________________________________________ Hint: You can use the F1 help to get information on the tasks and the use of the different dates in delivery and transportation scheduling.

Task 8: Create an outbound delivery for the first item in the above order. 1.

Select the shipping point responsible. Use todayâ&#x20AC;&#x2122;s date as the selection date. Restrict the selection to the first item in the sales document. Can you deliver the order? Why?

2.

If you could not create a delivery in the previous step, make the same selection again but use the material availability date as a selection date. Can you deliver the order item this time? Why? ____________________________________________________________ Continued on next page

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____________________________________________________________ Do NOT save the outbound delivery. Hint: If you have accidentally saved the outbound delivery, delete the delivery document with the menu path: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document → Outbound Delivery → Delete

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Lesson: Shipment Scheduling

Solution 7: Shipment Scheduling Task 1: Create a sales order. 1.

Enter a trade fair order for the following purchase order. Use document type Trade fair##-order. Purchase order Customer:

T-S50B##

Purchase order number:

6-111

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

7

T-AS2##

8

Hint: Use the F4 help in the order type field. Save the order and write down the document number. _______________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Create Choose Save. The document number is assigned internally by the system.

Task 2: Name other sales document types. 1.

Name a sales document type used for sales from the plant. Answer: Rush order, cash sale

2.

Name a sales document type used for sending free-of-charge goods samples. Answer: Free of charge delivery document is an example of an order type used to send free samples.

Continued on next page

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Task 3: By choosing the sales document type, you are choosing the basic requirements of the sales and distribution process. 1.

Name sales document functions that may be affected by the choice of sales document type. Answer: Pricing, delivery scheduling, transfer of requirements, availability check, texts, output, credit check, update in Sales Information System are some functions influenced by the document type

Task 4: Identify the important information from the sales order that is used in the outbound delivery. 1.

Display the previously entered sales order. Which delivering plants have been specified for the two items? Item 10: ___________________________________________ Item 20: ___________________________________________ a)

Item 10: 1000 Item 20: 1000

2.

Which shipping points have been specified for the two items? Item 10: ___________________________________________ Item 20: ___________________________________________ a)

Item 10: Z0## Item 20: Z0##

3.

Which routes have been specified for the two items? Item 10: ___________________________________________ Item 20: ___________________________________________ Hint: In the sales document, you can view (or change) the delivering plant, the shipping point and the route from the Shipping tab page for the corresponding document item. You can use the black arrows on the application toolbar to navigate easily between the Shipping tabs of the two items. a)

Item 10: R00030 Item 20: R00030 Continued on next page

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Lesson: Shipment Scheduling

4.

What is the purpose of the shipping point? Answer: Place the cursor on the field and choose F1. The shipping point is the organizational unit, whose employees are responsible for the complete shipping processing.

5.

What is the purpose of the route? Hint: You can use the F1 help to get information on the tasks and the use of the shipping point and the route. a)

The route establishes the path and the method of transportation a delivery item takes to reach the customer location. The route is also an important criteria for the selection of orders for shipping worklists.

Task 5: The system tries to determine the delivering plant automatically for an item in the sales document. 1.

The system checks three sources in which the delivering plant can be specified. What are these sources? Answer: The master record in the customer-material info record, the master record of the ship-to party, and the material master record.

2.

Which delivering plant is set for the item, if there is no entry in these sources? Answer: No delivering plant Exception: if a default value is entered manually in the Delivering plant field in the header of the sales document, a default value will be proposed for each line item.

3.

From which master record does the delivering plant in item 10 come? Answer: Ship-to party master record determines the plant.

Task 6: The system tries to determine the shipping point responsible for executing the shipping activities of an item in the sales document. 1.

The system uses three types of information from the sales order for determining the shipping point. What are they? Answer: Delivering plant, shipping conditions, loading group

2.

What values are used for automatically determining the shipping point for item 10? ________________________________________________ Continued on next page

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________________________________________________ ________________________________________________ Hint: The shipping conditions come from the customer master record of the sold-to party. It can be viewed or changed in the sales document header by choosing Display doc. header details then choosing the Shipping tab page. The loading group comes from the material master record. It can be checked and maintained on the detail screen Sales: General/Plant. The loading group is not displayed in the sales document. a)

Delivering plant 1000, shipping conditions ##+50 (70 for group 20, for example), and loading group 0003.

Task 7: Explain on what dates the individual work stages for shipping and transportation processing should begin, so that the product ordered gets to the customer on time. 1.

Enter a standard order for the following purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

6-411

Requested delivery date:

Today

Material

Quantity

Ship-to party

T-AS1##

5

T-S50A##

T-AS3##

1

T-S50B##

To change the ship-to partner on a line item, select Goto -> Item -> Partner. Type the new ship-to party number over the existing one. The system will then re-determine critical fields automatically. Save the order and write down the document number.

Continued on next page

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Lesson: Shipment Scheduling

_______________________________________________ a)

Creating an Order Logistics → Sales and Distribution → Sales → Order → Create Choose Save. The document number is assigned internally by the system.

2.

Display the previously entered sales order. Determine the shipping dates for item 10. Delivery date: _________________________________ Goods issue date: _________________________________ Loading date: _________________________________ Material availability date: _________________________________ Transportation planning date: _________________________________ Hint: You can display a detailed list of the shipping dates for the confirmed schedule line of a sales document item. Call up the schedule line for the item and go to the detail for confirmed schedule line. Then choose the Shipping tab page. a)

3.

Logistics → Sales and Distribution → Sales → Order – Change → Select item 10 → Schedule lines for item → Shipping

When must the responsible shipping point start shipping processing so that the goods arrive at the customer’s location on time? Answer: On the material availability date

4.

Which of the steps for shipping and transportation processing must be completed so that the goods can be loaded on the correct loading date? ____________________________________________________________ ____________________________________________________________ Hint: You can use the F1 help to get information on the tasks and the use of the different dates in delivery and transportation scheduling. a)

Preparation (picking and packing) and transportation planning must be completed so that loading can begin on time.

Continued on next page

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Task 8: Create an outbound delivery for the first item in the above order. 1.

Select the shipping point responsible. Use today’s date as the selection date. Restrict the selection to the first item in the sales document. Can you deliver the order? Why? Answer: No. If you cannot create delivery, it means that scheduling in the order had the result that shipping processing must begin in several days and not today. If you can create a delivery, the material availability date is today.

2.

If you could not create a delivery in the previous step, make the same selection again but use the material availability date as a selection date. Can you deliver the order item this time? Why? ____________________________________________________________ ____________________________________________________________ Do NOT save the outbound delivery. Hint: If you have accidentally saved the outbound delivery, delete the delivery document with the menu path: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document → Outbound Delivery → Delete a)

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Yes. You must begin shipping processing on the material availability date, so that the goods arrive at the customer’s location on the confirmed delivery date that was determined during delivery and transportation scheduling.

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Lesson: Shipment Scheduling

Lesson Summary You should now be able to: â&#x20AC;˘ Give the customers delivery dates automatically determined in the system and be able to look at scheduling in detail

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Lesson: Collective Processing in Sales and Distribution Lesson Overview This lesson introduces the collective processing options in sales and distribution.

Lesson Objectives After completing this lesson, you will be able to: • •

Combine and collectively process sales orders due for outbound delivery in one step Combine and collectively process documents due for billing in one step

Business Example •

To reduce the number of documents, IDES, Inc. wants to create different documents for collective processing.

Delivery Creation

Figure 73: Collective Processing in Shipping

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Lesson: Collective Processing in Sales and Distribution

To make shipping faster and easier, you can use the delivery due list to create more than one outbound delivery simultaneously. The system automatically combines the items in the selected sales orders to minimize the number of outbound deliveries. This function can be used as follows: â&#x20AC;˘ â&#x20AC;˘

Online processing of the delivery due list Creating a background job to be executed during off-peak hours

The system controls the creation of outbound deliveries via the shipping point, the selection data (picking date) and other criteria grouped on various tab pages. By defining this criteria, you can control which orders due for delivery are selected. The selection options change depending on the delivery scenario and user role. You receive a list of the orders that meet your selection criteria. In this list, you can make your selection more precise using sorting and filtering. From the list, you can create outbound deliveries online or in the background and call up the documents. Hint: In collective processing, you can use the selection date to define up to which date items due for delivery are taken into account. Shipping processing must begin on this date at the latest so that the goods reach the customer at the agreed time, which is either the material availability date or the transportation planning date.

Figure 74: Outbound Delivery Options

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There are fields in master data and in the sales document where you can store customer defaults for processing deliveries. •

• •

If the customer requires complete delivery, the order should be delivered in one single delivery. All items should be delivered at the same time. When creating an outbound delivery, if all of the order items cannot be shipped with the full order quantity, you receive a warning that the customer requires complete delivery. If the customer does not require complete delivery, you can define a partial delivery agreement with the customer. If the customer allows orders to be combined, the R/3 System combines orders when creating the Delivery Due List. Combining items from different sales orders is only possible if the items have several common characteristics, for example: – –

– – –

Shipping point (goods issue from the same place in your enterprise) Date that delivery is due (date on which shipping processing should begin, either materials availability date or transportation planning date) must be within the selection dates on the delivery list initial screen. Ship-to party (outbound deliveries have the same destination) Route (same method of transport and route) Incoterms (“International Chamber of Commerce” terms of liability for freight in-transit)

Picking

Figure 75: Picking in Shipping Processing

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Lesson: Collective Processing in Sales and Distribution

You can control an item in an outbound delivery in such a way that picking is required. Picking is carried out when transfer orders for triggering and monitoring stock movements are generated. The items in the transfer orders contain the materials and quantities to be picked, which correspond to the delivery quantities. At the same time, the delivery quantities are used as pick quantities in the outbound delivery. From the transfer order, you can print the pick list for use in the warehouse. Picking can be confirmed automatically or in a separate processing step.

Figure 76: Collective Processing in Picking

You can also introduce picking via collective processing. To do this, you select a worklist from all the outbound deliveries ready for picking and create several transfer orders at the same time. The system automatically combines the outbound delivery items into as few transfer orders as possible. Collective processing can be executed as follows: â&#x20AC;˘ â&#x20AC;˘

manually (online) Creating a background job (batch) to be executed during off-peak hours

The system controls the creation of transfer orders via the shipping point, the selection data (picking date) and other criteria. You receive a list of the deliveries that meet your selection criteria. In this list, you can make your selection more precise using sorting and filtering.

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Figure 77: Picking Options

From the transfer order, you can print the picking list(s) for use in the warehouse. This step can be carried out automatically. Instead of printing the picking list, you can also forward the transfer order data to an external Warehouse Management System by means of portable data capture (PDC). If automatic confirmation is not used, you can also monitor picking by acknowledging the picked quantities manually. You can also confirm variances in quantities and specify the cause of these by setting a difference indicator. If the total quantity cannot be picked, you can: • •

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Pick the open quantities by means of another transfer order Reduce the delivery quantities in the outbound delivery by coping the picked quantities

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Lesson: Collective Processing in Sales and Distribution

Goods Issue

Figure 78: Collective Processing for Posting Goods Issue

The goods issue can also be posted via collective processing. To do so, select a work list from all the outbound deliveries for which goods issue is ready to be posted and simultaneously post more than one goods issue. The system automatically combines the outbound delivery items to create as few documents as possible. Collective processing can be executed as follows: • •

manually (online) Creating a background job (batch) to be executed during off-peak hours

The system controls the posting of the goods issue via the shipping point, the selection date, and other criteria (forwarding agent or route, for example). You receive a list of the deliveries that meet your selection criteria. If necessary, the list can be drilled down to item level. In this list, you can make your selection more precise using sorting and filtering. Once you have made your selection, post the goods issue.

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Billing

Figure 79: Collective Processing in Billing

To speed up the process of creating billing documents, you can use the billing due list to process more than one billing document simultaneously. The system combines items for billing to create as few billing documents as possible. This function can be used as follows: • •

202

Manual processing of the billing due list (online processing) Collective processing via a background job (batch) at off-peak hours

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Lesson: Collective Processing in Sales and Distribution

Figure 80: Billing Options

When processing the billing due list, the system consolidates as many items as possible onto as few billing documents as possible. Depending on the system setting, these can either be order items or outbound delivery items. To be able to combine successfully, items must have specific common characteristics, for example, the same billing date, the same payer and terms of payment. The list of common characteristics is maintained in Customizing. The system contains a range of options for creating billing documents. You can choose the option that best suits your requirements. Here are a few of the most common options: •

Invoice split: You have a sales order for which one outbound delivery has been processed. Two billing documents are created from the outbound delivery, based on key differences between the line items, for example, different material groups.

Separate billing document for each outbound delivery: You have a sales order for which two outbound deliveries have been processed. Two billing documents are created from the outbound delivery. You would choose this option if your customers typically verify the invoice against a bill of loading, for example.

Collective invoice: You have two sales orders for which three outbound deliveries have been processed (for example, different ship-to party or partial delivery). A single billing document is created from the outbound deliveries.

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Figure 81: Worklists

This slide gives an overview of the options that are available for collective processing to support the sales and distribution process. 1. 2. 3.

The delivery list is used to process many sales documents for outbound deliveries. The picking worklist creates transfer orders for picking. The goods issue worklist for outbound deliveries will post goods issue for many deliveries. Transactions which require picking are only taken into consideration in this list after picking has been successfully carried out.

4.

The billing due list is used to create invoices for outbound deliveries and orders. Outbound deliveries are only taken into consideration in the billing due list if the goods issue has already been successfully carried out.

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Lesson: Collective Processing in Sales and Distribution

Exercise 8: Collective Processing in Sales and Distribution Exercise Objectives After completing this exercise, you will be able to: • Use worklists to identify documents ready for subsequent processing and to process selected documents collectively • Combine orders for one customer • Create and print picking lists • Update stock quantities and stock accounts after the outbound delivery is fully processed • Create collective or individual invoices • Identify receivables and revenues based on billing documents and post to the corresponding accounts in financial accounting

Business Example Although you enter orders one at a time, work packages can be created that allow you to collectively execute shipping and billing activities for many orders at the same time. It is more important to have efficient sales and distribution processing so that for these steps in the process, work packages can be combined and processed together. These work packages often have the same criteria, enabling these steps to be automated and to be executed at specific times by the system. The following activities are frequently a part of the further steps in sales order processing: creating delivery notes, picking, shipping goods to the customer, creating invoices and posting receivables and revenues in financial accounting. As a project team member, you will test the options for processing these work packages.

Task 1: Process the delivery due list for your shipping point. 1.

Select from the sales orders due for shipping, the ones which meet the following criteria: Shipping point: Z0## Delivery creation date: From start of this week to today in four weeks

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Ship-to party: T-S50A## and T-S50B## Hint: Choose: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Collective Processing of Documents Due for Delivery → Sales Orders 2.

Which of the sales documents has been selected as part of the worklist? Hint: The list of transactions for shipping will consist of orders that you have created in this unit, and potentially orders from the previous unit (if you completed all of the optional exercises).

3.

Why does the last order that you created appear in the list twice?

4.

Via which routes will the outbound deliveries be shipped? _____________ _____________

5.

Select only those lines which come from the two orders you created in the previous exercises for this unit. Trigger processing of the selected worklist in the background. Hint: Choose Background.

6.

Display the collective processing log. Record the group number under which the system log is managed. Group number: ________________________________________ Hint: Choose Log for delivery creation.

7.

How many outbound deliveries have been created? Number of outbound deliveries: _____________________________

8.

Determine the document numbers of the outbound deliveries. Continued on next page

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_____________ _____________ _____________ Hint: Choose Documents.

Task 2: Pick the deliveries you have just created using collective processing. 1.

Select from the outbound deliveries for picking, all of those which meet the following criteria: Shipping point: Z0## Pick.date: from From start of this week to today in four weeks Route: see delivery list exercise Hint: Choose: Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order →Via Outbound Delivery Monitor Hint: Alternatively, you can enter the group number that has been defined by the system for the collective processing log for this delivery list.

2.

Select from the list those deliveries that were created during processing of the delivery list. Pick these outbound deliveries without branching into the transfer orders and allow the system to write the picked quantities into the outbound delivery documents automatically. Adopt picking quantity: 1 (include picking quantities in the delivery) Hint: Choose Create TO in background.

3.

Check the outbound delivery and determine whether picking has been carried out successfully. Compare the delivery quantities with the picked quantities in one of your outbound deliveries. Is there a difference between the quantities? ____________________________________________________________

4.

Check the overall status of the outbound delivery. Continued on next page

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Overall picking status: ___________________________ Overall status of WM activities: ___________________________ Overall status of goods issue: ___________________________ Hint: Display the outbound delivery and choose → Goto → Header → Processing

Task 3: Post goods issue for your outbound deliveries using collective processing. 1.

Select from the outbound deliveries ready to post, all of those which meet the following criteria: Shipping point: Z0## Planned goods movement date: from From start of this week to today in four weeks Route: R00025 and R00030 Hint: Choose: Logistics →Sales and Distribution → Shipping and Transportation → Post Goods Issue→ Collective Processing Via Outbound Delivery Monitor

2.

Select from the list those deliveries that were created during processing of the delivery list. Post the goods issue.

3.

View an outbound delivery and determine whether goods issue posting has been carried out successfully. Check the overall status of the outbound delivery. Overall status of goods issue: _________________________________ Hint: Display the outbound delivery and choose → Goto → Header → Processing.

Continued on next page

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Task 4: Process your billing due list. 1.

Select from the outbound deliveries due for billing, the ones which meet the following criteria: Billing date: from start of this week to today in four weeks Sales organization: 1000 Shipping point: Z0## Sold-to party: T-S50A## and T-S50B## Hint: Choose Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List.

2.

Select from the list those deliveries that were created during processing of the delivery list. Test to see what the result of processing the billing due list would be. Hint: Choose Simulation.

3.

Compare two documents to see why the items from these outbound deliveries cannot be put together into one billing document. Hint: Select two documents and choose Split analysis.

4.

Return to the billing due list and create the billing documents using collective processing.

5.

Record the log number for collective processing. Group number: _________________________________________

6.

Review the log to see how many billing documents have been created. Number: ______________________________________ Record the billing document numbers: _____________ _____________ _____________

7.

Display one of the billing documents created, to see whether the sales process could be completed as requested. Use the document flow for the billing document. Is the sales process completed? Continued on next page

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____________________________________________________________ Why? ____________________________________________________________ ____________________________________________________________

Task 5: Issue an invoice on the screen. 1.

Review the invoice printout to determine whether the delivery conditions and payment conditions are correct on the form. Choose output type RD00 and printer LP01.

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Solution 8: Collective Processing in Sales and Distribution Task 1: Process the delivery due list for your shipping point. 1.

Select from the sales orders due for shipping, the ones which meet the following criteria: Shipping point: Z0## Delivery creation date: From start of this week to today in four weeks Ship-to party: T-S50A## and T-S50B## Hint: Choose: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Collective Processing of Documents Due for Delivery → Sales Orders a)

2.

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Collective Processing of Documents Due for Delivery → Sales Orders

Which of the sales documents has been selected as part of the worklist? Hint: The list of transactions for shipping will consist of orders that you have created in this unit, and potentially orders from the previous unit (if you completed all of the optional exercises). a)

3.

All orders due for delivery that match the selection criteria: these are the two orders you have created in this course.

Why does the last order that you created appear in the list twice? Answer: As they have different ship-to parties (and routes), the two items in the order must be processed further using two separate outbound deliveries.

4.

Via which routes will the outbound deliveries be shipped? _____________ _____________ a)

5.

R00025 and R00030

Select only those lines which come from the two orders you created in the previous exercises for this unit. Continued on next page

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Trigger processing of the selected worklist in the background. Hint: Choose Background. a) 6.

Select the relevant lines and choose Background.

Display the collective processing log. Record the group number under which the system log is managed. Group number: ________________________________________ Hint: Choose Log for delivery creation. a)

7.

The group number is displayed in the log. Choose Log for delivery creation.

How many outbound deliveries have been created? Number of outbound deliveries: _____________________________ a)

8.

Three outbound deliveries have been created.

Determine the document numbers of the outbound deliveries. _____________ _____________ _____________ Hint: Choose Documents. a)

Choose Documents and record the document numbers.

Task 2: Pick the deliveries you have just created using collective processing. 1.

Select from the outbound deliveries for picking, all of those which meet the following criteria: Shipping point: Z0## Pick.date: from From start of this week to today in four weeks

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Lesson: Collective Processing in Sales and Distribution

Route: see delivery list exercise Hint: Choose: Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order →Via Outbound Delivery Monitor Hint: Alternatively, you can enter the group number that has been defined by the system for the collective processing log for this delivery list. a)

Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order →Via Outbound Delivery Monitor Routes: R00025 and R00030

2.

Select from the list those deliveries that were created during processing of the delivery list. Pick these outbound deliveries without branching into the transfer orders and allow the system to write the picked quantities into the outbound delivery documents automatically. Adopt picking quantity: 1 (include picking quantities in the delivery) Hint: Choose Create TO in background. a)

3.

Choose Create TO in background.

Check the outbound delivery and determine whether picking has been carried out successfully. Compare the delivery quantities with the picked quantities in one of your outbound deliveries. Is there a difference between the quantities? ____________________________________________________________ a)

4.

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Display → Picking

Check the overall status of the outbound delivery. Overall picking status: ___________________________ Overall status of WM activities: ___________________________

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Overall status of goods issue: ___________________________ Hint: Display the outbound delivery and choose → Goto → Header → Processing a)

Overall picking status: C fully picked Overall status of WM activities: C WM trnsf order confirmed Overall status of goods issue: A not yet started

Task 3: Post goods issue for your outbound deliveries using collective processing. 1.

Select from the outbound deliveries ready to post, all of those which meet the following criteria: Shipping point: Z0## Planned goods movement date: from From start of this week to today in four weeks Route: R00025 and R00030 Hint: Choose: Logistics →Sales and Distribution → Shipping and Transportation → Post Goods Issue→ Collective Processing Via Outbound Delivery Monitor a)

2.

Logistics →Sales and Distribution → Shipping and Transportation → Post Goods Issue→ Collective Processing Via Outbound Delivery Monitor

Select from the list those deliveries that were created during processing of the delivery list. Post the goods issue. a)

3.

Select the relevant outbound deliveries and choose Post goods issue.

View an outbound delivery and determine whether goods issue posting has been carried out successfully. Check the overall status of the outbound delivery.

Continued on next page

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Lesson: Collective Processing in Sales and Distribution

Overall status of goods issue: _________________________________ Hint: Display the outbound delivery and choose → Goto → Header → Processing. a)

Overall status of goods issue: C completed

Task 4: Process your billing due list. 1.

Select from the outbound deliveries due for billing, the ones which meet the following criteria: Billing date: from start of this week to today in four weeks Sales organization: 1000 Shipping point: Z0## Sold-to party: T-S50A## and T-S50B## Hint: Choose Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List. a)

2.

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List

Select from the list those deliveries that were created during processing of the delivery list. Test to see what the result of processing the billing due list would be. Hint: Choose Simulation. a)

Choose Simulation.

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3.

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Compare two documents to see why the items from these outbound deliveries cannot be put together into one billing document. Hint: Select two documents and choose Split analysis. a)

Select two documents and choose Split analysis. The following document information are examples of fields that can affect a billing split: • • • •

4.

Return to the billing due list and create the billing documents using collective processing. a)

5.

Sold-to party and payer Reference and assignment number Sales tax – identification number Incoterms parts 1 and 2

Go back to the Process billing due list screen and choose Save.

Record the log number for collective processing. Group number: _________________________________________ a)

6.

Record the group number from the log.

Review the log to see how many billing documents have been created. Number: ______________________________________ Record the billing document numbers: _____________ _____________ _____________ a)

7.

Three billing documents have been created. Choose Documents.

Display one of the billing documents created, to see whether the sales process could be completed as requested. Use the document flow for the billing document. Is the sales process completed? ____________________________________________________________ Why? ____________________________________________________________

Continued on next page

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____________________________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Display Choose Display document flow. The sales and distribution portion of the process is now completed because the accounting documents were created automatically by the system. Clearing the accounting documents is part of the process in financial accounting.

Task 5: Issue an invoice on the screen. 1.

Review the invoice printout to determine whether the delivery conditions and payment conditions are correct on the form. Choose output type RD00 and printer LP01. a)

Logistics → Sales and Distribution → Billing → Billing Document → Display Billing document → Issue output to Output type: RD00 → Print preview Payment conditions and delivery conditions are shown above the items in the invoice.

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Lesson Summary You should now be able to: • Combine and collectively process sales orders due for outbound delivery in one step • Combine and collectively process documents due for billing in one step

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Unit Summary

Unit Summary You should now be able to: • Trigger different sales processes by choosing suitable sales document types • Explain how the delivering plant, shipping point and route are determined automatically • Give the customers delivery dates automatically determined in the system and be able to look at scheduling in detail • Combine and collectively process sales orders due for outbound delivery in one step • Combine and collectively process documents due for billing in one step

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Unit Summary

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Unit 6 Availability Check Unit Overview This unit describes the role of the availability check within sales and distribution documents. It also provides a brief overview of “transportation processing”.

Unit Objectives After completing this unit, you will be able to: • • • • •

Describe the basic principles and function of the availability check Use the availability check as part of order processing Explain how deliveries are shipped Describe how shipment costs are billed to the customer Explain how financial information is transferred from the billing document into the accounting document

Unit Contents Lesson: Basics ..................................................................222 Lesson: Sample Scenarios ....................................................229 Exercise 9: Availability Check ............................................237 Lesson: Transportation Processing ..........................................253 Exercise 10: Transportation Processing.................................257

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Lesson: Basics Lesson Overview This lesson introduces you to the basic principles of the availability check.

Lesson Objectives After completing this lesson, you will be able to: •

Describe the basic principles and function of the availability check

Business Example • •

You want to create orders for materials, for which there is insufficient stock To be able to do this, you need to check the available stock and may require information on the earliest possible delivery dates

Basics

Figure 82: Availability Check in the Sales Order

In the Availability Check field on the Gen./Plant tab page in the material master, enter which and/or what type of availability check should be carried out for this material during order processing. There are also various tables in Customizing, on which the availability check is also dependent.

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Lesson: Basics

Figure 83: Material Availability Date Check

The material availability date is determined from delivery scheduling. On this date, enough material has to be available in time for delivery to the customer for their requested delivery date. The system calculates this date, working backwards from the customer's required delivery date. The system calculates the time required for picking, packing, loading and transporting the goods.

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Figure 84: Check at Plant Level

The system accesses information in the following order to propose the standard delivering plant: 1. 2. 3.

Customer-Material Information Ship-to party customer master record Material master record

If you enter the delivering plant manually during order processing, your entry will overwrite the default value. In customer-material info, you can maintain the value proposal for a specific material for a customer. You can find the delivering plant in the material master on the Sales: Sales Org. 1. Delivering plant tab page. You can find the delivering plant in the customer master on the Shipping tab page:

Figure 85: Control of Availability Check

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Lesson: Basics

In Customizing, you can configure which elements are included in an availability check, according to the transaction you are using. In this way, you define which types of stock (for example, safety stock, stock in transfer or stock in quality inspection), which inward movements (for example, purchase or production orders), and which outward movements (for example, sales orders, reservations from Materials Management) should be included in the check.

Figure 86: Transfer of Requirements

Communication between sales and distribution and procurement is carried out via requirements. The transfer of requirements type can influence the availability check. The employee responsible for materials planning receives information about sales orders in the system and the quantities that SD needs in order to deliver these orders. The material for the order can come from in-house production or external procurement. If there is insufficient material available, purchase orders can be made via materials planning.

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Figure 87: Complete and Partial Deliveries

Any agreements you made with the customer about deliveries also affect the result of the availability check. Depending on the agreements for partial/complete delivery in the customer sales order, you can deliver an order in one complete delivery or several partial deliveries. In a complete delivery, all items with the order quantities are delivered. For partial deliveries you can distribute items or quantities of one order on several deliveries.

Figure 88: Partial Delivery Agreement

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Lesson: Basics

The indicator for controlling complete/partial deliveries is proposed from the customer master record. The proposal for the item level comes from the customer-material info, if a customer and material agreement has been maintained there. These indicators can be manually changed during sales order entry. The customer may require, for example, a complete delivery which means that all the items in the sales order should be delivered together. If the customer agrees to a partial delivery, the order can be met in several deliveries. If you choose "Complete delivery", you can determine that all the items in a whole order must be delivered together. At item level, you can also decide whether you can split the delivery quantities. The following partial delivery agreements exist: • • • • •

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_ Partial delivery allowed A Create a delivery with qty greater than zero B Create only one delivery (also with quantity = 0) C Only complete delivery allowed D No limit to subsequent deliveries

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Lesson Summary You should now be able to: â&#x20AC;˘ Describe the basic principles and function of the availability check

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Lesson: Sample Scenarios

Lesson: Sample Scenarios Lesson Overview This lesson provides a number of sample scenarios to illustrate how the availability check works. You will also be introduced to backorder processing.

Lesson Objectives After completing this lesson, you will be able to: •

Use the availability check as part of order processing

Business Example • • •

You want to create orders for materials, for which there is insufficient stock. To do this, you need to check the available stock and may require information on the earliest possible delivery dates. In some cases, the customer also allows partial deliveries if the full amount cannot be delivered on the requested date.

Sample Scenarios

Figure 89: 1. Confirmation on Requested Delivery Date

Using delivery scheduling, the system checks whether the goods will be available for the material availability date.

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The availability check includes: • • •

Current stock Planned inward movements (such as purchase orders, purchase requisitions, planned orders) Forecast outward movements (such as existing sales orders, deliveries).

In case 1, the situation regarding outward movements is as follows: The existing inward movements are: • •

Stock: 100 pieces Existing purchase orders with quantities of 50 and 60 pieces

The following future outward movements also already exist: •

Existing sales orders with quantities of 100, 40 and 50 units.

In this outbound situation, you now enter another sales order for 10 units. The system carries out delivery scheduling (backward scheduling) based on the customer's requested delivery date and determines the material availability date. It then runs an availability check for this date.

Figure 90: Result for Scenario 1: Confirmation on Requested Delivery Date

The availability check shows that the system can confirm the 10 units for the requested delivery date.

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Figure 91: 2. Confirmation for a Later Date

The original situation in Scenario 2 is the same as the first: The existing inward movements are: • •

Stock: 100 pieces Existing purchase orders with quantities of 50 and 60 pieces

The following future outward movements also already exist: •

Existing sales orders with quantities of 100, 40 and 50 pieces.

In this case, however, the customer requires a "complete delivery" In this outbound situation, you now enter another sales order for 20 units. The system carries out delivery scheduling (backward scheduling) based on the customer's requested delivery date and determines the material availability date. It then runs an availability check for this date.

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Figure 92: Result for Scenario 2: Confirmation for a Later Date

In case of stock shortage, the system uses the availability check and delivery scheduling to determine the next possible date on which the goods can be confirmed for the customer. Due to the complete delivery agreement, the quantities cannot be split up. You have to confirm the 20 units for a later date. Based on the materials availability date, the system uses delivery scheduling (forward scheduling) to calculate the confirmation date for the 20 units.

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Figure 93: 3. Scenario 3: Partial Deliveries

If the customer and type of sales document allow it, the required sales order quantity can also be split into several partial deliveries. The situation in case 3 is the same as for 1 and 2: The existing inward movements are: • •

Stock: 100 pieces Existing purchase orders with quantities of 50 and 60 pieces

The following future outward movements also already exist: •

Existing sales orders with quantities of 100, 40 and 50 pieces.

In case 3, however, the customer needs the goods as soon as possible and allows you to split the delivery quantities up in partial deliveries, if necessary. In this outbound situation, you now enter another sales order for 20 units. The system carries out delivery scheduling (backward scheduling) based on the customer's requested delivery date and determines the material availability date. It then runs an availability check for this date.

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Figure 94: Result for Scenario 3: Partial Deliveries

When there is not enough stock, the system uses the availability situation and delivery scheduling to determine the next possible date for which the goods can be confirmed to the customer. The â&#x20AC;&#x153;partial deliveries permittedâ&#x20AC;? agreement means that the quantity can be split up. You can confirm the 20 units for two later dates, each with 10 units. Using the material availability date, the system uses delivery scheduling (forward scheduling) to calculate two partial deliveries, each with 10 units.

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Figure 95: 4. Check with Replenishment Lead Time

You can take into account all inward and outward movements. It is recommended, however, that you only implement an availability check at the end of the replenishment lead time. The replenishment lead time can be specified for each material. â&#x20AC;˘ â&#x20AC;˘

Trading goods: planned delivery time + goods receipt processing time, Finished goods: in-house production time.

The system assumes that the material will be available at the end of the replenishment lead time by the latest. The availability check is only run until the end of the replenishment lead time. If you check availability in case 4 without including replenishment lead time, the result is the same as for case 2. The customer requires a complete delivery. You cannot make 20 units available until the same date on which the last purchase order for 60 units arrives (inward movement). However, if the system checks availability using the replenishment lead time, you can make 20 units available for the date on which the purchase order with 50 units arrives (inward movement). Only the inward and outward movements that take place within the replenishment lead time are included in this check.

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Backorder Processing

Figure 96: Backorder Processing

There are two types of backorder processing: Manual with backorder processing â&#x20AC;˘

You can use backorder processing to list sales documents for materials and to process them manually with reference to the confirmation. This means that ATP quantities can be reassigned and any shortfall can be cleared.

Via rescheduling â&#x20AC;˘

236

You can use the delivery priority (proposed from the customer master record for the sales order) as a sorting criteria in automatic rescheduling.

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Lesson: Sample Scenarios

Exercise 9: Availability Check Exercise Objectives After completing this exercise, you will be able to: â&#x20AC;˘ Process orders with a shortage of available stock â&#x20AC;˘ Check available stock

Business Example You began marketing a new product two months ago. Demand for this product has been greater than originally anticipated, resulting in stock shortages.

Task 1: Is the implementation of an availability check dependent on the material? 1.

You want to determine whether an availability check takes place for the material with the number T-AS5## during order entry in plant 1000. Hint: Display the material master. In the Availability check field on the Sales: general/plant tab page, you can see whether an availability check should be carried out for this material during order entry, and if so, what type of availability check.

Task 2: You want to determine for which delivering plant the availability check takes place during order entry. 1.

Check which delivering plant is proposed during order entry for sales organization 1000, distribution channel 12 from customer master T-AS5##. ___________________________________________________________ Hint: Display the material master. In the Delivering plant field on the Sales: sales org. 1 tab page, you can see which delivering plant is proposed from the material master during order entry.

2.

Check which delivering plant is proposed during order entry for sales organization 1000, distribution channel 12, division 00 from material master T-S50B##.

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___________________________________________________________ Hint: Display the customer master. In the Delivering plant field on the Shipping tab page, enter the delivering plant, proposed during order entry from the customer master. 3.

In what sequence is the master data accessed during order processing for the plant proposal? ___________________________________________________________ ___________________________________________________________ ___________________________________________________________

4.

Can the availability check be carried out in another plant as the one proposed? ___________________________________________________________

Task 3: You receive a purchase order. 1.

Create a standard order based on the purchase order. Purchase order:

2.

Customer:

T-S50B##

Purchase order number:

7-311

Requested delivery date:

in 5 days

Material:

T-AS5##

Quantity:

10

As there is not enough material available for the requested delivery date, the system remains on the availability control screen during order entry. Hint: If you have already left the availability control screen, you can call it up again by selecting Check item availability. For which plant is availability checked? ___________________________________________________________ Continued on next page

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3.

How many pieces can be confirmed for the requested delivery date? ___________________________________________________________

4.

How long is it until the complete quantity can be confirmed? ___________________________________________________________

5.

Why can the complete quantity not be confirmed on this date? ___________________________________________________________

6.

You decide to confirm that a complete delivery will be made to the customer at a later date.

7.

Display the schedule lines for item 10. Which lines with schedule lines are displayed? ___________________________________________________________

8.

Save the order and write down the order number. ___________________________________________________________

Task 4: You receive another purchase order. 1.

Create another standard order based on the purchase order. Purchase order:

2.

Customer:

T-S50B##

Purchase order number:

7-411

Requested delivery date:

in 5 days

Material:

T-AS5##

Quantity:

15

As there is not enough material available again for the requested delivery date, the system remains on the availability control screen during order entry. Hint: If you have already left the availability control screen, you can call it up again by selecting Check item availability.

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You know that the material can also be taken from plant 1400 in Stuttgart. You therefore want to see if the material could be made available earlier there. Check the availability for plant 1400. Hint: To check availability for another plant, choose Other plants on the availability control screen. 3.

How many pieces can be confirmed from plant 1400 for the requested delivery date ? ___________________________________________________________

4.

Why can the full amount be confirmed from plant 1400 on the requested delivery date? ___________________________________________________________

5.

You decide to deliver the materials to the customer from plant 1400 and make the full delivery from plant 1400. Save the order and write down the number. ___________________________________________________________

Task 5: You want to display the scope of the check from the previous order. 1.

You want to know if purchase orders entered in the system were taken into account during the availability check for the previous order. Display the previous order and check the elements for inward/outward movements that have been taken into consideration during the availability check. Hint: You can display the scope of the check in the sales order from either the availability control screen or the availability overview screen. Choose Scope of check.

2.

You also want to determine whether the replenishment lead time has been taken into account during the availability check.

Task 6: You receive another purchase order for another material. 1.

You want to gain an overview, first of all, of the actual stock and requirements situation for the other material. Display the current stock and requirements list for material T-AS4##. Write down how many pieces are in stock in plant 1000.

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Lesson: Sample Scenarios

___________________________________________________________ Hint: Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock/Requirements List. 2.

Create a standard order based on the purchase order. Purchase order: Customer:

T-S50A##

Purchase order number:

7-621

Requested delivery date:

in 10 days

Material:

T-AS4##

Quantity:

25

Save the order and write down the order number. ___________________________________________________________ 3.

You want to gain an overview of the actual stock and requirements situation for the this material in plant 1000. Display the current stock and requirements list for material T-AS4##. Record how many units were required in the sales order. ___________________________________________________________

4.

On what date was the requirement transferred? Which date in the sales order corresponds to this date? ___________________________________________________________ ___________________________________________________________

Task 7: When are Backorders Created? 1.

When is a backorder created for an order item? ___________________________________________________________

2.

What are the two different types of backorders?

3.

Which field from the customer master can be used as a sorting criterion for rescheduling? ___________________________________________________________ Continued on next page

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Task 8: Questions on the availability check 1.

Why can the result of an availability check in the sales order dependent on a partial delivery agreement differ from a normal availability check? ___________________________________________________________

2.

Why is the completion of delivery scheduling a prerequisite for the availability check in the sales order. ___________________________________________________________

3.

Why is delivery scheduling carried out after the availability check, if the item cannot be confirmed for the required delivery date. ___________________________________________________________

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Lesson: Sample Scenarios

Solution 9: Availability Check Task 1: Is the implementation of an availability check dependent on the material? 1.

You want to determine whether an availability check takes place for the material with the number T-AS5## during order entry in plant 1000. Hint: Display the material master. In the Availability check field on the Sales: general/plant tab page, you can see whether an availability check should be carried out for this material during order entry, and if so, what type of availability check. a)

Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Display Choose Sales: General/Plant Data. Plant 1000 An availability check takes place for this material (checking group 01 daily requirement).

Task 2: You want to determine for which delivering plant the availability check takes place during order entry. 1.

Check which delivering plant is proposed during order entry for sales organization 1000, distribution channel 12 from customer master T-AS5##. ___________________________________________________________ Hint: Display the material master. In the Delivering plant field on the Sales: sales org. 1 tab page, you can see which delivering plant is proposed from the material master during order entry. a)

Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Display Choose Sales: sales org. 1. Sales organization 1000 Distribution channel 12 Delivering plant 1400 is proposed from the material master for this material. Continued on next page

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2.

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Check which delivering plant is proposed during order entry for sales organization 1000, distribution channel 12, division 00 from material master T-S50B##. ___________________________________________________________ Hint: Display the customer master. In the Delivering plant field on the Shipping tab page, enter the delivering plant, proposed during order entry from the customer master. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Sales/Distribution Select the Sales Area Data: Shipping tab page. Delivering plant 1000 is proposed from the customer master for this customer.

3.

In what sequence is the master data accessed during order processing for the plant proposal? ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ a)

During order entry, the plant proposal accesses the master data in the following sequence: 1. 2. 3.

Customer-Material Information Customer Master Material Master

If different delivering plants have been specified in the master data, the proposal which corresponds to this sequence will be transferred for the sales order items. 4.

Can the availability check be carried out in another plant as the one proposed? ___________________________________________________________ a)

You have the option of overwriting the proposal manually in the customer sales order. As part of the availability check, you also have the option of checking in other plants.

Continued on next page

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Lesson: Sample Scenarios

Task 3: You receive a purchase order. 1.

Create a standard order based on the purchase order. Purchase order: Customer:

T-S50B##

Purchase order number:

7-311

Requested delivery date:

in 5 days

Material:

T-AS5##

Quantity:

10

a) 2.

Logistics → Sales and Distribution → Sales → Order → Create

As there is not enough material available for the requested delivery date, the system remains on the availability control screen during order entry. Hint: If you have already left the availability control screen, you can call it up again by selecting Check item availability. For which plant is availability checked? ___________________________________________________________ a)

3.

Plant 1000

How many pieces can be confirmed for the requested delivery date? ___________________________________________________________ a)

4.

Nothing can be confirmed for the required delivery date.

How long is it until the complete quantity can be confirmed? ___________________________________________________________ a)

5.

Only at the latest data proposed under Complete delivery/delivery proposal.

Why can the complete quantity not be confirmed on this date? ___________________________________________________________ a)

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This is the date on which replenishment time ends. Continued on next page

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6.

You decide to confirm that a complete delivery will be made to the customer at a later date. a)

7.

SCM600

Complete delivery: choose Copy.

Display the schedule lines for item 10. Which lines with schedule lines are displayed? ___________________________________________________________ a)

Choose Schedules lines for item. There are two schedule lines. The first has the required delivery date, the order quantity and the confirmed quantity 0. The second schedule line has the confirmed delivery line and the confirmed quantity.

8.

Save the order and write down the order number. ___________________________________________________________ a)

→ Save The document number is assigned internally by the system.

Task 4: You receive another purchase order. 1.

Create another standard order based on the purchase order. Purchase order: Customer:

T-S50B##

Purchase order number:

7-411

Requested delivery date:

in 5 days

Material:

T-AS5##

Quantity:

15

a) 2.

Logistics → Sales and Distribution → Sales → Order → Create.

As there is not enough material available again for the requested delivery date, the system remains on the availability control screen during order entry. Hint: If you have already left the availability control screen, you can call it up again by selecting Check item availability.

Continued on next page

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SCM600

Lesson: Sample Scenarios

You know that the material can also be taken from plant 1400 in Stuttgart. You therefore want to see if the material could be made available earlier there. Check the availability for plant 1400. Hint: To check availability for another plant, choose Other plants on the availability control screen. a)

Availability control screen Choose Other plants â&#x2020;&#x2019; Plant 1400 â&#x2020;&#x2019; Check plants. The complete quantity can be confirmed on the required date from plant 1400.

3.

How many pieces can be confirmed from plant 1400 for the requested delivery date ? ___________________________________________________________ a)

4.

15 units

Why can the full amount be confirmed from plant 1400 on the requested delivery date? ___________________________________________________________ a)

5.

There is sufficient stock in plant 1400 and the replenishment lead time is shorter.

You decide to deliver the materials to the customer from plant 1400 and make the full delivery from plant 1400. Save the order and write down the number. ___________________________________________________________ a)

Choose Copy plant. Choose Save. The document number is assigned internally by the system.

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Task 5: You want to display the scope of the check from the previous order. 1.

You want to know if purchase orders entered in the system were taken into account during the availability check for the previous order. Display the previous order and check the elements for inward/outward movements that have been taken into consideration during the availability check. Hint: You can display the scope of the check in the sales order from either the availability control screen or the availability overview screen. Choose Scope of check. a)

Logistics → Sales and Distribution → Sales → Order → Display. Choose Display availability Choose Scope of check. In this case, purchase orders are also checked alongside other inward and outward movements.

2.

You also want to determine whether the replenishment lead time has been taken into account during the availability check. a)

When you display the Scope of check, the field Check without RLT is not selected. This means that in this case the replenishment lead time has been taken into account.

Task 6: You receive another purchase order for another material. 1.

You want to gain an overview, first of all, of the actual stock and requirements situation for the other material. Display the current stock and requirements list for material T-AS4##. Write down how many pieces are in stock in plant 1000. ___________________________________________________________ Hint: Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock/Requirements List. a)

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock/Requirements List. You can see the plant stock in the line with the MRP element W-BEST, in the Available qty column. Continued on next page

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Lesson: Sample Scenarios

2.

Create a standard order based on the purchase order. Purchase order: Customer:

T-S50A##

Purchase order number:

7-621

Requested delivery date:

in 10 days

Material:

T-AS4##

Quantity:

25

Save the order and write down the order number. ___________________________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Create → Save The document number is assigned internally by the system.

3.

You want to gain an overview of the actual stock and requirements situation for the this material in plant 1000. Display the current stock and requirements list for material T-AS4##. Record how many units were required in the sales order. ___________________________________________________________ a)

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock/Requirements List. You can see the requirement from the sales order in the line with the MRP element K-AUFT, in the Rec./reqd quantity column. 25 units

4.

On what date was the requirement transferred? Which date in the sales order corresponds to this date? ___________________________________________________________ ___________________________________________________________ a)

The requirements date (date in the first column) corresponds to the material availability date from the sales order.

Task 7: When are Backorders Created? 1.

When is a backorder created for an order item? Continued on next page

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___________________________________________________________ a)

2.

What are the two different types of backorders? a)

3.

A backorder can be executed if an order item is backdated. An order item is backdated if the order quantity is not complete or the required delivery date has not been confirmed in time. A backorder can be implemented using manual backorder processing or rescheduling.

Which field from the customer master can be used as a sorting criterion for rescheduling? ___________________________________________________________ a)

The delivery priority is taken from the customer master in the sales order and can be used as a sort criterion for orders during rescheduling.

Task 8: Questions on the availability check 1.

Why can the result of an availability check in the sales order dependent on a partial delivery agreement differ from a normal availability check? ___________________________________________________________ a)

If only part of the required quantity is available on the required delivery date and the customer agrees to a partial delivery, then a delivery split can be carried out and a partial quantity can be confirmed for the required delivery date. If the customer does not allow partial delivery, the complete amount can only be confirmed for a later date.

2.

Why is the completion of delivery scheduling a prerequisite for the availability check in the sales order. ___________________________________________________________ a)

3.

The availability check takes place on the material availability date. The materials are required on this date, so that there is enough time remaining for packing, loading and so on before the required delivery date. This means the material availability date must be determined in the sales order before the availability check is carried out. It is determined using delivery scheduling.

Why is delivery scheduling carried out after the availability check, if the item cannot be confirmed for the required delivery date.

Continued on next page

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Lesson: Sample Scenarios

___________________________________________________________ a)

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If the item could not be confirmed for the required delivery date, then the system carries out delivery scheduling from the earliest possible date available (forward scheduling), in order to determine the delivery date (confirmation date).

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Lesson Summary You should now be able to: â&#x20AC;˘ Use the availability check as part of order processing

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SCM600

Lesson: Transportation Processing

Lesson: Transportation Processing Lesson Overview This lesson provides a brief overview of transportation processing options.

Lesson Objectives After completing this lesson, you will be able to: • • •

Explain how deliveries are shipped Describe how shipment costs are billed to the customer Explain how financial information is transferred from the billing document into the accounting document

Business Example • • •

You want to transport materials from more than one delivery on one truck. Freight costs are incurred, which you bill to the customer. You want to check which accounts have been posted in the account document belonging to the billing document.

Transportation Processing

Figure 97: Document Flow with Outgoing Shipment

The shipment function is optional.

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You can use it to combine deliveries with the same transportation requirements, such as forwarding agent, destination, route or means of transport. Normally, you create a shipment before you post goods issue. The settlement of shipment costs from the shipment is also optional.

Figure 98: Creating Shipment Documents

Using the “Create shipment” function, the system determines the deliveries due for transportation and creates the shipments required. The individual deliveries can be assigned to the shipments manually. The sequence of the deliveries within a shipment is determined automatically from the sequence in which they are listed.

Figure 99: Loading and Packing Shipments

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Lesson: Transportation Processing

At the time of shipment, items which were not already packed in the delivery, can be packed in shipping units using shipping materials. The functionality used here is basically the same as for loading in the delivery. However, items cannot be generated or entered manually for inventory management/billing. Packed items are assigned to the required means of transport (trucks, for example). Shipping units from the delivery are copied and can no longer be changed. Unlike packing in the delivery, packing in the shipment can be carried out for several deliveries.

Figure 100: Billing Shipment Costs to the Customer

You can invoice the customer for shipment costs, which are based on effective shipment costs, that have been calculated in the transportation and shipment cost processing areas for settlement with the forwarding agent. The freight costs then appear as an additional entry in the customer billing document.

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Figure 101: Connection to Financial Accounting

The system transfers billing document data in invoices, credit and debit memos to financial accounting and posts this to the determined accounts. You can set account determination to be dependent on various different criteria in Customizing, so that the corresponding accounts can be determined. The following criteria are defined in the standard system: • • •

Chart of accounts Sales organization Account assignment group of the payer (customers can be categorized, for example, according to whether they are domestic or foreign customers)

Account assignment group of the material (materials can be categorized, for example, according to whether they are services or retail goods)

Account key (it is possible to divide this up into the different price, surplus and discount elements)

Setting account determination requires agreement from financial accounting and cost accounting, for the reasons mentioned above.

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Lesson: Transportation Processing

Exercise 10: Transportation Processing Exercise Objectives After completing this exercise, you will be able to: • Edit partial deliveries • Describe transportation processing • Carry out account determination for a billing document in the accounting document.

Business Example Although you are able to deliver the complete quantity on the requested delivery date, the customer only wants to receive part of the delivery at this point. As there are other customer outbound deliveries to make on the day that the delivery is due, which are on route to this particular customer, you can put several outbound deliveries together in one shipment. The shipment costs can then be divided accordingly amongst the individual customers. After the process has been completed and the invoices are created, you want to ensure that the right accounts have been posted in accounting.

Task 1: A sales order should be partially delivered. 1.

Display the standard order from the last exercise on the screen. Determine whether the order could be partially delivered. Which agreement referring to a complete delivery can be seen in the order header? Hint: The Complete Delivery field in the order header is on the Sales overview screen and on the Shipping tab page. __________________________________________________________

Continued on next page

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2.

What master data is used for proposing the Complete Delivery flag in the order header?

3.

Do you have the option of distributing individual order items (with the corresponding item order quantity) to different deliveries, if the field Complete Delivery is not checked in the order header?

4.

Do you have the option of distributing the full amount of order items to different deliveries, if the Complete Delivery field is not checked in the order header?

5.

What agreements referring to partial deliveries can be found in item 10 of the order? ___________________________________________________________ Hint: You can find the Part.dlv./item field for the order item on the Shipping tab page.

6.

What master data is used for proposing the Partial Delivery flag in the order item? __________________________________________________________

Continued on next page

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Lesson: Transportation Processing

7.

Create an outbound delivery for the previous sales order (from exercise 6-2). In this delivery, only 10 units from the total of 25 units should be delivered initially. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Change the quantity to be delivered to 10 pieces. Save the outbound delivery and write down the order number. _______________________________________________

Task 2: You want to examine possible methods of transport for the delivery. 1.

Check whether the outbound delivery you have already created (from exercise 1-7) can be processed for transport. What is the transportation planning status of the delivery? Hint: Display the outbound delivery on the screen. On the Transport tab page, you can see whether this delivery can be processed for transport in the Trns.plan.stat. field. Use F1 help to see an explanation of the status. ________________________________________________________

Continued on next page

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2.

You want to load several items from different deliveries, that all have the same ship-to party, into the container. Do you have the option of doing this in the shipment document and entering which items are to be loaded into which container?

3.

You have put together several deliveries for different customers in Hamburg into one shipment document for one lorry load. Do you have the option of dividing the shipping costs to the customer depending on the number of items being delivered to them?

4.

What is the difference between a shipment document and a transfer order?

Task 3: You want to pick your delivery, post goods issue and bill the transaction. You then want to check which accounts have been found in the accounting document. 1.

First enter the transfer order for picking for the previous delivery for warehouse number 010 in plant 1000. Write down the document number. ________________________________

2.

Post goods issue for the outbound delivery.

3.

Enter a billing document for the outbound delivery and write the document number. ________________________________

Continued on next page

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Lesson: Transportation Processing

4.

Display the accounting document for the billing document and write down which accounts have been posted for which amounts. Hint: You can display the accounting document for the billing document with the transaction Display billing document: Choose Accounting overview and select the accounting document. _________________________________________________________ _________________________________________________________ _________________________________________________________

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Solution 10: Transportation Processing Task 1: A sales order should be partially delivered. 1.

Display the standard order from the last exercise on the screen. Determine whether the order could be partially delivered. Which agreement referring to a complete delivery can be seen in the order header? Hint: The Complete Delivery field in the order header is on the Sales overview screen and on the Shipping tab page. __________________________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Display Choose the Shipping tab page. The Complete dlv. field is not selected. This means that individual items can be split up into separate deliveries.

2.

What master data is used for proposing the Complete Delivery flag in the order header? Answer: The indicator for Complete delivery in the order header is proposed from the customer master.

3.

Do you have the option of distributing individual order items (with the corresponding item order quantity) to different deliveries, if the field Complete Delivery is not checked in the order header? Answer: Yes. Items can be split up into separate deliveries.

4.

Do you have the option of distributing the full amount of order items to different deliveries, if the Complete Delivery field is not checked in the order header? Answer: If the Complete delivery field is not selected in the order header, then it is still dependent on the partial delivery agreement at item level, whether the amount ordered can be divided up.

5.

What agreements referring to partial deliveries can be found in item 10 of the order?

Continued on next page

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Lesson: Transportation Processing

___________________________________________________________ Hint: You can find the Part.dlv./item field for the order item on the Shipping tab page. a)

6.

On the Shipping tab page for item 10, the Part.dlv./item field is empty (Partial deliveries allowed). This means that partial deliveries are allowed.

What master data is used for proposing the Partial Delivery flag in the order item? __________________________________________________________ a)

7.

The proposal for the Part.dlv./item field in the order item comes from the customer master. If a customer-material info already exists for the customer and the material, and the proposal here is different to that in the customer master, then this proposal has priority.

Create an outbound delivery for the previous sales order (from exercise 6-2). In this delivery, only 10 units from the total of 25 units should be delivered initially. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Change the quantity to be delivered to 10 pieces. Save the outbound delivery and write down the order number. _______________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order Change quantity to be delivered to 10 units. → Save The document number is assigned internally by the system.

Task 2: You want to examine possible methods of transport for the delivery. 1.

Check whether the outbound delivery you have already created (from exercise 1-7) can be processed for transport. Continued on next page

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What is the transportation planning status of the delivery? Hint: Display the outbound delivery on the screen. On the Transport tab page, you can see whether this delivery can be processed for transport in the Trns.plan.stat. field. Use F1 help to see an explanation of the status. ________________________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Display Choose the Transport tab page. A is entered in the Trns.plan.stat. field. This means that the outbound delivery has not yet been processed in a shipment document. It may also be the case that a delivery is not relevant for a shipment document (depending on the delivery type).

2.

You want to load several items from different deliveries, that all have the same ship-to party, into the container. Do you have the option of doing this in the shipment document and entering which items are to be loaded into which container? Answer: You can specify which items are to be loaded together into a container in the shipment document. You can also load items for different deliveries together into one container.

3.

You have put together several deliveries for different customers in Hamburg into one shipment document for one lorry load. Do you have the option of dividing the shipping costs to the customer depending on the number of items being delivered to them? Answer: Yes. You can enter the shipment costs into a shipment cost document and distribute these accordingly amongst customers.

4.

What is the difference between a shipment document and a transfer order? Answer: The shipment document is created and used to group together several deliveries for one shipment to a customer. For example, for one lorry driver. The transfer request acts as a basis for picking. It is created for a delivery, to control internal material movements.

Continued on next page

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Lesson: Transportation Processing

Task 3: You want to pick your delivery, post goods issue and bill the transaction. You then want to check which accounts have been found in the accounting document. 1.

First enter the transfer order for picking for the previous delivery for warehouse number 010 in plant 1000. Write down the document number. ________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document The document number is assigned internally by the system.

2.

Post goods issue for the outbound delivery. a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document Choose Post Goods Issue.

3.

Enter a billing document for the outbound delivery and write the document number. ________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Create Choose Execute → Save. The document number is assigned internally by the system.

4.

Display the accounting document for the billing document and write down which accounts have been posted for which amounts. Hint: You can display the accounting document for the billing document with the transaction Display billing document: Choose Accounting overview and select the accounting document. _________________________________________________________ _________________________________________________________

Continued on next page

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_________________________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Display Choose Accounting. Select the accounting document. Debit posting is posted for the customer account and credit posting is booked for the output tax and sales revenue accounts. The debit postings are made on the payer's account. The offsetting postings are made on the revenue accounts, sales deduction accounts and, in some cases, the output tax accounts.

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Lesson: Transportation Processing

Lesson Summary You should now be able to: • Explain how deliveries are shipped • Describe how shipment costs are billed to the customer • Explain how financial information is transferred from the billing document into the accounting document

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Unit Summary

SCM600

Unit Summary You should now be able to: • Describe the basic principles and function of the availability check • Use the availability check as part of order processing • Explain how deliveries are shipped • Describe how shipment costs are billed to the customer • Explain how financial information is transferred from the billing document into the accounting document

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Unit 7 Make-To-Order Unit Overview This unit first explains the function of the item category. It then looks at the inquiry/quotation presales documents and provides a sample process illustrating sales order processing.

Unit Objectives After completing this unit, you will be able to: • • • • •

Describe presales activities Use inquiries and quotations Explain key functions of item categories Track the status of assembly orders for make-to-order sales orders Pack items in an outbound delivery

Unit Contents Lesson: Presales Processing .................................................270 Lesson: Function of the Item Category ......................................274 Exercise 11: Presales Processes and the Item Category .............277 Lesson: Assembly Processing ................................................288 Exercise 12: Assembly Processing ......................................293

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Lesson: Presales Processing Lesson Overview This lesson covers inquiries and quotations.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe presales activities Use inquiries and quotations

Business Example • • •

Before placing an order, the customer wants to find out about material prices and delivery times. You make the customer a quotation for the materials offered. The customer accepts the quotation and places an order.

Presales Processing

Figure 102: Sales Support Tasks

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Lesson: Presales Processing

Support for the employees in Sales and Distribution and Marketing for all the activities involved in acquiring and taking care of customers. You can implement the following activities in the Sales Support System: • • • •

Prepare information about customers, prospective customers, contact people, competitors, and their products. Manage sales activities, such as telephone calls and customer visits Carry out direct mailing campaigns Direct access to the Sales Information System (SIS) with a wide range of evaluations for things such as sales volume figures and the number of incoming orders.

Figure 103: Presales Documents

You receive inquiries from customers asking, for example, about prices or delivery times for certain goods. You offer your customer a quotation for a certain material with information about prices, delivery times, etc.

Figure 104: Document Flow in the Presales Phase

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In the standard system, the inquiry is taken as being completely referenced as soon as the customer receives a quotation referring to the inquiry. A quotation can be referenced for as long as it takes for the full amount or the validity date to be reached. The document flow in the presales phase can comprise both inquiries and quotations. If a customer accepts a quotation, the sales order follows. You can also create quotations without having an inquiry from a customer.

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Lesson: Presales Processing

Lesson Summary You should now be able to: • Describe presales activities • Use inquiries and quotations

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Lesson: Function of the Item Category Lesson Overview This lesson introduces you to the item category, which is a key control instrument.

Lesson Objectives After completing this lesson, you will be able to: •

Explain key functions of item categories

Business Example •

The item category is a key instrument for controlling sales and distribution processes.

Function of the Item Category

Figure 105: Item Categories

Item categories provide additional control functions for the sales documents. By using an item category, the system can process a material differently in each sales document type. The item category in the sales document is defined using the sales document type and the material.

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Lesson: Function of the Item Category

An item category can influence, for example: • • • • • • •

Whether the system runs automatic pricing Whether the item appears on an invoice Which fields are recorded in the incompletion log if they were not entered in the order Which partner functions belong to the item Which text types belong to the item Whether the item appears on a delivery Whether you can create schedule lines for the item

Figure 106: Item Category Determination Normal Item

The item category in the sales document is found using the sales document type and the item category group from the material master. The item category group is maintained in the material master on the Sales: sales org. 2 tab page. Another item category from the one in the standard order is found for the material with the item category group Norm.

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Figure 107: Item Category Determination in the Standard Order

The item category in the sales document is found using the sales document type and the item category group from the material master. The item category group is maintained in the material master on the Sales: sales org. 2 tab page. Another item category than that for a material with item category group 0001 is found for a material with the item category group Norm.

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Lesson: Function of the Item Category

Exercise 11: Presales Processes and the Item Category Exercise Objectives After completing this exercise, you will be able to: • Process inquiries and quotations • Understand item category determination.

Business Example You receive a customer inquiry about motorbikes. You can use this inquiry to create a quotation. Information defined in the quotations, such as prices and delivery conditions, is binding and valid for a specific period.

Task 1: Create an inquiry. 1.

You receive a written inquiry from a customer for a motorbike. You want the inquiry to be processed by the end of the month. Inquiry Customer: T-S50A## Motomarkt Heidelberg We purchased motorbike T-AS3## from you last year. We are interested in purchasing 3 more. Would you please make a quotation for us?

Hint: To create inquiries, choose Logistics → Sales and Distribution → Sales → Inquiry → Create. During inquiry creation the field Valid to is entered as a processing deadline and is also used later in quotation processing. Create the inquiry and write down the number. ___________________________________

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Task 2: Create a quotation. 1.

The next day you process the inquiries received. First of all you create a list of all inquiries for customer T-S50A##, that need to be processed by the end of the month. Hint: To create quotation lists, choose Logistics → Sales and Distribution → Sales → Information System → Inquiries → Inquiries List

2.

Create a quotation for the inquiry. As there is currently a lot of demand for this motorbike, you only want to offer the customer 2 units. The quotation should be valid from today until the end of the month after next. Create the inquiry and write down the number. ___________________________________ Hint: To enter the quotation with reference to the inquiry, choose Logistics → Sales and Distribution → Sales → Quotation → Create. Choose Create with Reference.

Task 3: Create an order with reference to the quotation. 1.

Customer T-S50A## orders 1 unit of motorbike T-AS3## as a result of the quotation. Purchase order from the quotation Customer: T-S50A## Purchase order number: 8-131 Requested delivery date: in 10 days Material

Quantity

T-AS3##

1

Create the standard order and write down the number. ___________________________________ Continued on next page

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Lesson: Function of the Item Category

Task 4: Determine the reference status for the items in the inquiry and the quotation from the previous exercises. Hint: The status overview for the individual documents can be displayed from the document flow. 1.

Display the reference status for the item in the inquiry. __________________________________________________

2.

Display the reference status for the item in the quotation. __________________________________________________

Task 5: Questions on the presales documents. 1.

Name some of the differences between an inquiry and a quotation. __________________________________________________________ __________________________________________________________ __________________________________________________________

2.

Does an inquiry have to be set up before a quotation can be created? __________________________________________________________ __________________________________________________________

3.

Does automatic pricing take place during entry of quotations or inquiries? __________________________________________________________ __________________________________________________________

4.

Do you have the option of carrying out the availability check in an inquiry or a quotation as you do in the sales order? __________________________________________________________ __________________________________________________________

Task 6: How is the item category found in the sales document? 1.

Display the last inquiry processed and write down which item category has been found. __________________________________________________________ Continued on next page

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What does item category determination in the sales document depend on? __________________________________________________________ __________________________________________________________

3.

Can different items be created in an order with different item categories? __________________________________________________________

4.

Can you set an item in an inquiry so that it is not relevant for billing and that an item in a sales order is relevant for billing, depending on the item category? __________________________________________________________

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Lesson: Function of the Item Category

Solution 11: Presales Processes and the Item Category Task 1: Create an inquiry. 1.

You receive a written inquiry from a customer for a motorbike. You want the inquiry to be processed by the end of the month. Inquiry Customer: T-S50A## Motomarkt Heidelberg We purchased motorbike T-AS3## from you last year. We are interested in purchasing 3 more. Would you please make a quotation for us?

Hint: To create inquiries, choose Logistics → Sales and Distribution → Sales → Inquiry → Create. During inquiry creation the field Valid to is entered as a processing deadline and is also used later in quotation processing. Create the inquiry and write down the number. ___________________________________ a)

Logistics → Sales and Distribution → Sales → Inquiry → Create Choose Save. The document number is assigned internally by the system.

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Task 2: Create a quotation. 1.

The next day you process the inquiries received. First of all you create a list of all inquiries for customer T-S50A##, that need to be processed by the end of the month. Hint: To create quotation lists, choose Logistics → Sales and Distribution → Sales → Information System → Inquiries → Inquiries List a)

Logistics → Sales and Distribution → Sales → Information System → Inquiries → Inquiries List Sold-to party T-S50A##

2.

Create a quotation for the inquiry. As there is currently a lot of demand for this motorbike, you only want to offer the customer 2 units. The quotation should be valid from today until the end of the month after next. Create the inquiry and write down the number. ___________________________________ Hint: To enter the quotation with reference to the inquiry, choose Logistics → Sales and Distribution → Sales → Quotation → Create. Choose Create with Reference. a)

Logistics → Sales and Distribution → Sales → Quotation → Create Choose Create with Reference. Enter the inquiry number. Choose Selection list. Change the quantity to 2 units. Choose Copy. Choose Save. The document number is assigned internally by the system.

Task 3: Create an order with reference to the quotation. 1.

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Customer T-S50A## orders 1 unit of motorbike T-AS3## as a result of the quotation. Continued on next page

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Lesson: Function of the Item Category

Purchase order from the quotation Customer: T-S50A## Purchase order number: 8-131 Requested delivery date: in 10 days Material

Quantity

T-AS3##

1

Create the standard order and write down the number. ___________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Create Choose Create with Reference. Enter the quotation number. Choose Selection list. Change the quantity to 1 unit. Choose Copy. Choose Save. The document number is assigned internally by the system.

Task 4: Determine the reference status for the items in the inquiry and the quotation from the previous exercises. Hint: The status overview for the individual documents can be displayed from the document flow. 1.

Display the reference status for the item in the inquiry.

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__________________________________________________ a)

Logistics → Sales and Distribution → Sales → Inquiry → Display → Environment → Display document flow Position the cursor on Inquiry and then choose Status overview. Expand Item 10 Reference status: fully referenced The reference status for the inquiry states that it is completely referenced, although only 2 from the 3 units have been copied into the quotation. An inquiry is indicated as being completely referenced in the standard system, as soon as a quotation (regardless of the quantity) has been created for the inquiry.

2.

Display the reference status for the item in the quotation. __________________________________________________ a)

Logistics → Sales and Distribution → Sales → Quotation → Display → Environment → Display document flow Position the cursor on Quotation and then choose Status overview. Expand Item 10 Reference status: partially referenced The reference status for the quotation is partially referenced. Only one piece was copied from the quotation amount (2 pieces) into the sales order. A quotation is indicated as partially referenced in the standard system until the full amount has been transferred into the orders.

Task 5: Questions on the presales documents. 1.

Name some of the differences between an inquiry and a quotation. __________________________________________________________ __________________________________________________________ __________________________________________________________ a)

Inquiries are customer requests for quotations. Inquiries come from customers. Quotations are made to customers. For inquiries, the validity date is used in the system as a processing deadline for an answer to the inquiry. Quotations are legally binding during the customer validity period.

2.

Does an inquiry have to be set up before a quotation can be created? Continued on next page

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__________________________________________________________ __________________________________________________________ a) 3.

No. Quotations without reference to an inquiry can also be created.

Does automatic pricing take place during entry of quotations or inquiries? __________________________________________________________ __________________________________________________________ a)

4.

Yes. Automatic pricing takes place (dependent on Customizing) during inquiry and quotation creation.

Do you have the option of carrying out the availability check in an inquiry or a quotation as you do in the sales order? __________________________________________________________ __________________________________________________________ a)

Yes. An availability check is carried out during inquiry and quotation entry in the same way as during sales order entry (dependent on Customizing).

Task 6: How is the item category found in the sales document? 1.

Display the last inquiry processed and write down which item category has been found. __________________________________________________________ a)

Logistics → Sales and Distribution → Sales → Inquiry → Display The item category AFN for Inquiry item is on the Sales tab page.

2.

What does item category determination in the sales document depend on? __________________________________________________________ __________________________________________________________ a)

3.

The item category is found in the material master and is dependent on the sales document type (inquiry, quotation, standard order,...) and the item category group.

Can different items be created in an order with different item categories? __________________________________________________________ a)

Yes. Different items can be created in an order with different item categories. Continued on next page

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Can you set an item in an inquiry so that it is not relevant for billing and that an item in a sales order is relevant for billing, depending on the item category? __________________________________________________________ a)

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Yes. Billing relevance, pricing, delivery relevance and the incompletion log, for example, can be set in Customizing, dependent on item categories.

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Lesson: Function of the Item Category

Lesson Summary You should now be able to: • Explain key functions of item categories

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Lesson: Assembly Processing Lesson Overview This lesson contains a sample process to demonstrate collaboration between Sales and Distribution and Production.

Lesson Objectives After completing this lesson, you will be able to: • •

Track the status of assembly orders for make-to-order sales orders Pack items in an outbound delivery

Business Example • • •

The customer orders a petrol tank that is specially manufactured for his own requirements. This requires cooperation between Sales and Distribution and Manufacturing. Before the petrol tank is delivered, it must be packed.

Assembly Processing

Figure 108: Make-To-Order Flow

Make-to-order production is characterized by the fact that materials are not stored in the warehouse but produced especially for a particular sales order.

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Lesson: Assembly Processing

An individual customer requirement is generated from the sales order item and transferred to materials planning. You can use materials planning to plan requirements. Once this has been done, production is carried out. After the product has been manufactured, you post it by goods receipt to sales orders stock specifically for this sales order item. As soon as the delivery is due, you can enter the delivery in SD and post goods issue. This reduces the sales order stock. Then you enter a billing document in SD.

Figure 109: Make-To-Order Production without Assembly Processing

The requirement quantity (planned independent requirements), delivery date and configuration specifications are transferred from the sales order to materials planning as an individual customer requirement. You then use a planning run to generate a planned order. Here, bills of material are exploded and dependent requirements for the assemblies and components are generated. As soon as production can start, you create a production order from the planned order. The system returns the confirmed quantity and delivery date from the production order to the sales order.

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Figure 110: Make-To-Order Production with Assembly Processing

The individual components for the final product have already been produced for make-to-order production with assembly production. You then only need to assemble the components according to the customer's wishes. This means you need just a one-level bill of material explosion and you do not need to generate dependent requirements. This means that you do not need a planning run at this point for make-to-order production with assembly processing. You can create a production order directly from the sales order. The system returns the confirmed quantity and delivery date from the production order to the schedule lines in the sales order. Any changes made to the confirmed schedule lines or the delivery date are immediately visible in the sales order and/or in the production order.

Figure 111: Cost Management per Item

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Lesson: Assembly Processing

In sales order processing, the costs and sales revenue for a sales order item are collected in a controlling object for that item and settled in a profitability analysis. Pricing in the sales order determines the planned sales revenues (net value 2) and the actual sales revenue is posted in the billing document. The planned costs are compared to the revenues. They arise from product or unit costing, or from the valuation price in the material master (standard price or moving average price). The actual costs are calculated from the withdrawal, production orders, internal activity allocation and surcharges. The accrued actual sales revenues and costs are settled in the profitability analysis to determine the profit or loss.

Figure 112: Packing

During packing, delivery items can be assigned to packaging materials. The handling units created by this can then be packed in additional packaging materials.

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Figure 113: Delivery from Sales Order Stock

After the material has been produced, it is posted as a goods receipt to the sales order stock. Sales order stock is special stock which can be used only for the special sales order. During goods issue of the delivery, the sales order stock is reduced accordingly.

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SCM600

Lesson: Assembly Processing

Exercise 12: Assembly Processing Exercise Objectives After completing this exercise, you will be able to: • Understand the make-to-order process • Pack items into the outbound delivery.

Business Example A customer orders a specially lacquered petrol tank from you in accordance with his own personal requirements. You also send him assembly instructions and go-faster stripes for his car. The individual materials should be packed into a carton for shipping.

Task 1: Process make-to-order production. 1.

The customer orders a petrol tank for his motorbike. He has requested that you lacquer and assemble the tank before it is delivered. The material master T-FS1##, a bill of material and a work plan have already been created. Create a standard order based on the existing purchase order. Purchase order Customer: T-S50A## Purchase order number: 8-311 Requested delivery date: in 10 days Material T-FS1## Quantity: 1 Hint: Do not save the order yet!

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2.

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You give out assembly instructions T-AS7## and go-faster stripes T-AS8## free of charge with the petrol tank. Therefore, enter both materials in the above sales order as well. Hint: As you want to make it clear in the sales order that both materials belong to petrol tank T-FS1##, enter both items under the higher-level item 10. For lower-level items, enter 10 in the Item Overview field.

3.

What item categories do the three items have?

4.

What is the net price of the three items?

5.

Save the sales order and write down the number. ________________________________________

Task 2: 1.

Display the sales order that you created in the previous task. Check the procurement data for petrol tank T-FS1## on the schedule line for item 10. Hint: To reach the procurement data for the schedule line, choose Schedule line for item and then Procurement. Write down the number of the assembly order. ______________________________________

2.

Display the assembly order header. Note the basic dates for the start and finish of the assembly order. Continued on next page

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Lesson: Assembly Processing

______________________________________ ______________________________________ 3.

Which date in the sales order corresponds to the end date in the assembly order?

Task 3: The customer informs you that he would like to have petrol tank T-FS1## delivered 8 days later. Change the requested delivery date for item 10 accordingly in the sales order. 1.

Write down what effects the assigned items 11 and 12 will have on the requested delivery date. _________________________________________________________ _________________________________________________________

2.

Display the assembly order header for petrol tank T-FS1## (item 10). Write down how the end date has changed. _______________________________________________________ Hint: To display the assembly order from the sales order, choose Schedule lines for item â&#x2020;&#x2019; Procurement â&#x2020;&#x2019; Header in the sales order.

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Task 4: Enter goods receipt. 1.

Production gives you notice that the petrol tank is assembled. In materials management, enter the goods receipt for the assembly order in the sales order stock in plant 1000, storage location 0001. Hint: To enter the goods receipt in materials management, choose: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Order Movement type 101 Order Assembly order number (see exercise 2-1) Plant 1000 Storage location 0001

2.

Display the sales order stock in the stock overview for material T-FS1## in plant 1000. Hint: To display the stock overview in materials management, choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. How many pieces are there in the sales order stock? __________________________

Task 5: Process shipping. 1.

Enter the outbound delivery for the previous sales order and pack the items. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Pack three items in packaging material PK-096. Save the outbound delivery and write down the delivery number. _______________________________________________

2.

Pick the delivery and post the goods issue. (Warehouse number 010) Continued on next page

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Lesson: Assembly Processing

3.

To conclude, display the sales order stock in the stock overview for material T-FS1## in plant 1000. How many pieces are there in the sales order stock? ___________________________ Hint: To display the stock overview in materials management, choose: Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview

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Solution 12: Assembly Processing Task 1: Process make-to-order production. 1.

The customer orders a petrol tank for his motorbike. He has requested that you lacquer and assemble the tank before it is delivered. The material master T-FS1##, a bill of material and a work plan have already been created. Create a standard order based on the existing purchase order. Purchase order Customer: T-S50A## Purchase order number: 8-311 Requested delivery date: in 10 days Material T-FS1## Quantity: 1 Hint: Do not save the order yet! a)

2.

Logistics → Sales and Distribution → Sales → Order → Create

You give out assembly instructions T-AS7## and go-faster stripes T-AS8## free of charge with the petrol tank. Therefore, enter both materials in the above sales order as well. Hint: As you want to make it clear in the sales order that both materials belong to petrol tank T-FS1##, enter both items under the higher-level item 10. For lower-level items, enter 10 in the Item Overview field. a)

Enter sub-items. For sub-items, enter 10 in the Item Overview field.

Continued on next page

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Lesson: Assembly Processing

3.

What item categories do the three items have? Answer: Item 10: make-to-order production TAK Item 11: free item TANN Item 12: free item TANN

4.

What is the net price of the three items? Answer: Item 10: 297 Item 11: 0 Item 12: 0

5.

Save the sales order and write down the number. ________________________________________ a)

Choose Save. The document number is assigned internally by the system.

Task 2: 1.

Display the sales order that you created in the previous task. Check the procurement data for petrol tank T-FS1## on the schedule line for item 10. Hint: To reach the procurement data for the schedule line, choose Schedule line for item and then Procurement. Write down the number of the assembly order. ______________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Display Item 10: Choose Schedule lines for item. Choose Procurement. The document number for the assembly order has been assigned internally.

2.

Display the assembly order header. Note the basic dates for the start and finish of the assembly order. ______________________________________

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______________________________________ a)

Choose Header. The end and start dates have been calculated by the system. Backward scheduling for the assembly order is carried out on the basis of the work plans for the material (petrol tank). Backscheduling is carried out from the sales order material staging date.

3.

Which date in the sales order corresponds to the end date in the assembly order? Answer: The end date of the assembly order corresponds to the material staging date in the sales order.

Task 3: The customer informs you that he would like to have petrol tank T-FS1## delivered 8 days later. Change the requested delivery date for item 10 accordingly in the sales order. 1.

Write down what effects the assigned items 11 and 12 will have on the requested delivery date. _________________________________________________________ _________________________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Change Item 10: Change requested delivery date to 8 days later. The required delivery date for items 11 and 12 changes according to the date in item 10, as they are subordinate to this item.

2.

Display the assembly order header for petrol tank T-FS1## (item 10). Write down how the end date has changed.

Continued on next page

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Lesson: Assembly Processing

_______________________________________________________ Hint: To display the assembly order from the sales order, choose Schedule lines for item → Procurement → Header in the sales order. a)

Logistics → Sales and Distribution → Sales → Order → Display Item 10: Choose Schedule lines for item. Choose Procurement. Choose Header. As the required delivery date was changed in the previous exercise, a new material staging date was determined in the sales order. This new material staging date has been transferred to the assembly order as a new end date.

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Task 4: Enter goods receipt. 1.

Production gives you notice that the petrol tank is assembled. In materials management, enter the goods receipt for the assembly order in the sales order stock in plant 1000, storage location 0001. Hint: To enter the goods receipt in materials management, choose: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Order Movement type 101 Order Assembly order number (see exercise 2-1) Plant 1000 Storage location 0001 a)

Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Order Movement type 101 Order Assembly order number (see exercise 2-1) Plant 1000 Storage location 0001 Choose Adopt + Details. Choose Save.

2.

Display the sales order stock in the stock overview for material T-FS1## in plant 1000. Hint: To display the stock overview in materials management, choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. How many pieces are there in the sales order stock? __________________________ a)

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview 1 unit exists in the sales order stock. Continued on next page

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Lesson: Assembly Processing

Task 5: Process shipping. 1.

Enter the outbound delivery for the previous sales order and pack the items. Hint: To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Pack three items in packaging material PK-096. Save the outbound delivery and write down the delivery number. _______________________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order Choose Pack. Packaging material PK-096 Select the shipping unit and the items to be packed. Choose Pack. Choose Save. The document number is assigned internally by the system.

2.

Pick the delivery and post the goods issue. (Warehouse number 010) a)

Picking: Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document The document number is assigned internally by the system. Goods issue: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document Choose Post Goods Issue.

3.

To conclude, display the sales order stock in the stock overview for material T-FS1## in plant 1000. How many pieces are there in the sales order stock?

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___________________________ Hint: To display the stock overview in materials management, choose: Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview

a)

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview There is no longer any sales order stock.

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Lesson: Assembly Processing

Lesson Summary You should now be able to: • Track the status of assembly orders for make-to-order sales orders • Pack items in an outbound delivery

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Unit Summary

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Unit Summary You should now be able to: • Describe presales activities • Use inquiries and quotations • Explain key functions of item categories • Track the status of assembly orders for make-to-order sales orders • Pack items in an outbound delivery

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Unit 8 Complaints Processing Unit Overview This unit focuses on the complaints processing options available for sales and distribution processes.

Unit Objectives After completing this unit, you will be able to: • • • • • • •

Process a complaint with reference to a previous sales and distribution process Carry out and explain in detail credit memo processing Process a complaint with reference to a previous sales and distribution process Carry out and explain in detail returns processing Process a complaint with reference to a previous sales and distribution process Use an invoice correction request and explain the process in detail Cancel a billing document

Unit Contents Lesson: Credit Memo Requests ..............................................308 Lesson: Returns.................................................................312 Lesson: Invoice Correction Requests ........................................315 Exercise 13: Complaints Processing ....................................319

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Lesson: Credit Memo Requests Lesson Overview This lesson explains how credit memos are processed.

Lesson Objectives After completing this lesson, you will be able to: • •

Process a complaint with reference to a previous sales and distribution process Carry out and explain in detail credit memo processing

Business Example • • •

Damaged or faulty goods and incorrect invoices result in complaints. If the complaint is justified, the customers receive a credit memo. It must be ensured here that the correct amount is credited to the customer account. Before a credit memo is issued, it must be approved by an authorized person.

Overview

Figure 114: Processes in Complaints Processing

You create returns, a credit and debit memo request, a credit and debit memo or an invoice correction request after you have: • •

308

Created a sales order Delivered the goods to the customer, and billed the customer for the goods

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Lesson: Credit Memo Requests

Create a return request (authorization) if the customer returns the goods to you. You create an invoice correction request if there is a price or quantity deviation. You can create the returns or a credit or debit memo request with reference to a sales order or a billing document. You create the invoice correction request or credit/debit memo (without credit/memo request) with reference to the billing document. For returns, credit/debit memo request or invoice correction request, billing takes place after checking and approval, by creating a credit or debit memo.

Process

Figure 115: Processing Credit and Debit Memos

Credit memos are processed in a similar manner to debit memos. Credit and debit memo requests can be created with reference to a billing document or a sales order. In this way, the system can determine the correct amount from the preceding document. For evaluation purposes, you must enter an order reason. The credit/debit memo request contains a billing block, which prevents immediate billing. Once the process has been checked, it is approved by removing the billing block. When the billing documents are posted (credit/debit memo), the required accounting documents are generated automatically. In this way, the correct amounts are credited to or debited from the customer account.

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Figure 116: Approving a Credit Memo

Before a credit memo can be created, the process requires that an approval or check step is carried out. This is implemented by means of a billing block. â&#x20AC;˘

The return, credit memo request, debit memo request, and invoice correction request documents contain a billing block.

These documents are checked by an employee with the appropriate authorization. Unjustified complaints are rejected and the reason for the rejection is entered against the item(s) in question. Once all the items have been checked, the document can be released for billing. At this point, the billing block is removed. Rejected items are not copied to billing documents although they are still available for evaluation purposes.

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Lesson: Credit Memo Requests

Lesson Summary You should now be able to: • Process a complaint with reference to a previous sales and distribution process • Carry out and explain in detail credit memo processing

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Lesson: Returns Lesson Overview This lesson provides an overview of returns processing.

Lesson Objectives After completing this lesson, you will be able to: • •

Process a complaint with reference to a previous sales and distribution process Carry out and explain in detail returns processing

Business Example • •

• •

Damaged or faulty goods and incorrect invoices result in complaints. If complaints are made regarding valuable goods, the goods must be returned. The damaged material must first be checked. It is stored in a special area for this purpose. If the complaint is justified, the customers receive a credit memo. It must be ensured here that the correct amount is credited to the customer account. Before a credit memo is issued, it must be approved by an authorized person.

Returns

Figure 117: Returns Processing

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Lesson: Returns

Returns can be created with reference to a billing document or a sales order. In this way, the system receives all the required data about, for example, quantities and price agreements from the original document, thereby ensuring that the correct document is processed further. For evaluation purposes, you must enter an order reason. Returns processing requires that an approval step is carried out, which is implemented by an automatic billing block. When the damaged/defective goods arrive at your warehouse, post the goods receipt on the basis of a returns delivery. It is usually posted to a separate returns stock rather than to the unrestricted-use stock. This posting can be made before or after the credit memo has been created. Once the returns have been approved (that is, the billing block has been removed), the credit memo and the required accounting documents are generated as a result of the billing process. The correct amount is automatically credited to the customer account. This step can be carried out independently of the inbound delivery of the damaged/defective goods.

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Lesson Summary You should now be able to: • Process a complaint with reference to a previous sales and distribution process • Carry out and explain in detail returns processing

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Lesson: Invoice Correction Requests Lesson Overview This lesson explains the function of an invoice correction request.

Lesson Objectives After completing this lesson, you will be able to: • • •

Process a complaint with reference to a previous sales and distribution process Use an invoice correction request and explain the process in detail Cancel a billing document

Business Example • •

Damaged or faulty goods and incorrect invoices result in complaints. If the billing document contains mistakes, the appropriate corrections must be made.

Invoice Correction Requests

Figure 118: Processing Invoice Corrections

The invoice correction is used to correct quantities or values for which the customer has already been billed. An invoice correction request is always created with reference to the incorrect billing document.

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The customer receives a document containing the following information: the quantity and price that were originally calculated, the correct quantity and price, and the amount credited to or debited from the customer account.

Figure 119: Invoice Correction Procedure

In the invoice correction request, a credit/debit memo item is generated for each item on the incorrect billing document. When processing begins, therefore, the net value of the document is zero. All the credit memo items are listed in the document followed by the debit memo items. Changes can only be made to the debit memo items. The net values to be credited are derived from the difference between the credit and debit memo items. Credit/debit memo items are always deleted in pairs. Item pairs that have not been changed can be deleted.

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Canceling a Billing Document

Figure 120: Canceling a Billing Document

A billing document may have to be canceled, for example, if the payment terms or address of the payer have changed. In this case, a separate billing document (cancellation billing document) and a new accounting document are generated. This revises all the postings made as a result of the incorrect billing document by reposting each posting item with the opposite symbol.

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Exercise 13: Complaints Processing Exercise Objectives After completing this exercise, you will be able to: â&#x20AC;˘ Process returns and credit memos

Business Example A customer buys headlights from you. After the headlights have been delivered to the customer and he has paid, the customer sends a complaint to say that one of the headlights does not work. You agree with the customer that he will be given credit for the amount he has already paid. The customer then makes another complaint about another headlight. You ask him to send the headlight back so that you can check it.

Task 1: You sell headlights. Create the sales order, outbound delivery and billing document for this. 1.

Create a standard order for the following customer purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

9-111

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

10

Save the order and write down the document number. ___________________________________ 2.

Create an outbound delivery for the previous sales order. Save the delivery and record the document number. ___________________________________

3.

Pick the delivery and post thegoods issue. Create a transfer request as a basis for goods movement in the warehouse and to print the picking list. Enter the transfer request for the outbound delivery from the previous task: Continued on next page

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Warehouse Number

010

Plant

1000

Foreground/Backgrnd

Background

Adopt pick.quantity 2 (include pick. quantities in delivery and post GI) Record the transfer order number. ___________________________________ 4.

Create the billing document for the outbound delivery from the previous task: Save the billing document and write down the document number. ___________________________________

Task 2: After the customer has received the materials and has paid, he realizes that one of the headlights is defective. You determine that this damage occurred during transportation. You agree with the customer that he can keep the headlight and will be credited with the amount paid. You carry out credit memo processing. 1.

Create a credit memo request (order type CR) with reference to the standard order you created in the first exercise of this unit for a headlight. Hint: You enter a credit memo request with the same transaction as a sales order. Choose Create with Reference to Order. Then choose Selection list, change the quantity to 1, and choose Copy.

2.

On the Sales tab page, enter Damaged in transit as the order reason.

3.

Save the credit memo request and record the document number. ___________________________________

Task 3: The credit memo request is checked and approved by the person responsible. 1.

Release the credit memo request for billing by removing the billing block. Hint: Change the credit memo request and remove the billing block on the Sales or Item overview tab page by choosing Blank from the F4 input help.

Continued on next page

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Task 4: Once the credit memo request has been released, it can be billed and the credit memo can be created. 1.

Create the credit memo for the credit memo request. Hint: To create credit memos, use the same transaction as for creating billing documents.

2.

Save the credit memo and record the document number. ___________________________________

Task 5: The customer later makes a further complaint saying that another headlight is defective. This time, you want the customer to return the headlight so that the damage can be inspected. You agree with the customer that he sends the headlight back and that he will be credited with the amount paid. Carry out returns processing. 1.

Create a return (order type RE) with reference to the standard order you created in the first exercise of this unit for a headlight. Hint: You enter returns with the same transaction as a sales order. Choose Create with Reference to Order. Then choose Selection list and change the quantity to 1 unit.

2.

On the Sales tab page, enter Returns as the order reason.

3.

Save the returns and record the document number. ___________________________________

Task 6: The defective headlight has arrived. Process the delivery and the goods receipt. 1.

Create the returns delivery document for the headlight. Hint: To create a returns delivery document, choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. Use shipping point Z0##.

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Post the goods receipt and make a note of the number of the returns delivery document. ____________________________ Hint: The goods receipt is posted in the Create/Change Delivery transaction. Choose Post Goods Receipt.

3.

Check the stock overview for the headlight in plant 1000 to ensure that the one item in question is located in a separate stock for returns. Hint: Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Choose plant 1000.

Task 7: The returns are checked and approved by the person responsible. 1.

Release the returns for billing by removing the billing block. Hint: Change the returns and remove the billing block on the Sales or Item overview tab page by choosing Blank from the F4 input help.

Task 8: Once the returns have been released, they can be billed and the credit memo for returns can be created. 1.

Create the credit memo for returns for the returned goods. Hint: To create credit memos, use the same transaction as for creating billing documents.

2.

Save the credit memo for returns and record the document number. ___________________________________

Task 9: Questions about returns and credit memo processing 1.

Can you create a delivery document for a credit memo request? ___________________________________________________________ Continued on next page

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2.

Do you have to create a credit memo request or a returns document with reference to a sales order or billing document? ___________________________________________________________

3.

Why would you create a credit memo request or returns document with reference to a sales order? ___________________________________________________________ ___________________________________________________________

4.

Which document would you create if the billing document contains a different quantity or price? ___________________________________________________________

5.

Can an invoice correction request also be created with reference to a sales order? ___________________________________________________________

6.

Why do you have to enter an order reason for returns or credit/debit memo requests? ___________________________________________________________

7.

Before a credit memo can be created as a result of billing, an approval step may be necessary for the credit memo request. What field is used here? ___________________________________________________________

8.

Once you have created a billing document, you find out the address of the payer has changed. What can you do to change the address and carry out billing again? ___________________________________________________________

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Solution 13: Complaints Processing Task 1: You sell headlights. Create the sales order, outbound delivery and billing document for this. 1.

Create a standard order for the following customer purchase order. Purchase order Customer:

T-S50A##

Purchase order number:

9-111

Requested delivery date:

in 10 days

Material

Quantity

T-AS1##

10

Save the order and write down the document number. ___________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Create Choose Save. The document number is assigned internally by the system.

2.

Create an outbound delivery for the previous sales order. Save the delivery and record the document number. ___________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order To be able to enter the outbound delivery at an earlier date, set the selection date 20 days into the future. Use shipping point Z0##. Choose Save. The document number is assigned internally by the system.

3.

Pick the delivery and post thegoods issue. Create a transfer request as a basis for goods movement in the warehouse and to print the picking list. Enter the transfer request for the outbound delivery from the previous task:

Continued on next page

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Warehouse Number

010

Plant

1000

Foreground/Backgrnd

Background

Adopt pick.quantity 2 (include pick. quantities in delivery and post GI) Record the transfer order number. ___________________________________ a)

Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document The document number is assigned internally by the system.

4.

Create the billing document for the outbound delivery from the previous task: Save the billing document and write down the document number. ___________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Create Choose Save. The document number is assigned internally by the system.

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Task 2: After the customer has received the materials and has paid, he realizes that one of the headlights is defective. You determine that this damage occurred during transportation. You agree with the customer that he can keep the headlight and will be credited with the amount paid. You carry out credit memo processing. 1.

Create a credit memo request (order type CR) with reference to the standard order you created in the first exercise of this unit for a headlight. Hint: You enter a credit memo request with the same transaction as a sales order. Choose Create with Reference to Order. Then choose Selection list, change the quantity to 1, and choose Copy. a)

Logistics → Sales and Distribution → Sales → Order → Create Order type Credit memo request. Choose Create with Reference. Choose the Order tab page and enter the order number. Choose Selection list. Change the open quantity to 1 unit. Choose Copy.

2.

On the Sales tab page, enter Damaged in transit as the order reason. a)

3.

Choose the Sales tab page and enter Damaged in transit in the Order reason field.

Save the credit memo request and record the document number. ___________________________________ a)

Choose Save. The document number is assigned internally by the system.

Continued on next page

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Task 3: The credit memo request is checked and approved by the person responsible. 1.

Release the credit memo request for billing by removing the billing block. Hint: Change the credit memo request and remove the billing block on the Sales or Item overview tab page by choosing Blank from the F4 input help. a)

Logistics → Sales and Distribution → Sales → Order → Change Choose the Sales or Item overview tab page and choose Blank from the F4 input help for the Billing block field.

Task 4: Once the credit memo request has been released, it can be billed and the credit memo can be created. 1.

Create the credit memo for the credit memo request. Hint: To create credit memos, use the same transaction as for creating billing documents. a)

2.

Logistics → Sales and Distribution → Billing → Billing Document → Create

Save the credit memo and record the document number. ___________________________________ a)

Choose Save. The document number is assigned internally by the system.

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Task 5: The customer later makes a further complaint saying that another headlight is defective. This time, you want the customer to return the headlight so that the damage can be inspected. You agree with the customer that he sends the headlight back and that he will be credited with the amount paid. Carry out returns processing. 1.

Create a return (order type RE) with reference to the standard order you created in the first exercise of this unit for a headlight. Hint: You enter returns with the same transaction as a sales order. Choose Create with Reference to Order. Then choose Selection list and change the quantity to 1 unit. a)

Logistics → Sales and Distribution → Sales → Order → Create Order type Returns Choose Create with Reference. Choose the Order tab page and enter the order number. Choose Selection list. Change the open quantity to 1 unit. Choose Copy.

2.

On the Sales tab page, enter Returns as the order reason. a)

3.

Choose the Sales tab page and enter Returns in the Order reason field.

Save the returns and record the document number. ___________________________________ a)

Choose Save. The document number is assigned internally by the system.

Continued on next page

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Task 6: The defective headlight has arrived. Process the delivery and the goods receipt. 1.

Create the returns delivery document for the headlight. Hint: To create a returns delivery document, choose Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. Use shipping point Z0##. a)

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order In the Order field, enter the Number of returns.

2.

Post the goods receipt and make a note of the number of the returns delivery document. ____________________________ Hint: The goods receipt is posted in the Create/Change Delivery transaction. Choose Post Goods Receipt. a)

Choose Post Goods Receipt. The document number is assigned internally by the system.

3.

Check the stock overview for the headlight in plant 1000 to ensure that the one item in question is located in a separate stock for returns. Hint: Inventory management is carried out in materials management. Choose Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Choose plant 1000. a)

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview. Choose plant 1000. 1 unit is located in the returns stock.

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Task 7: The returns are checked and approved by the person responsible. 1.

Release the returns for billing by removing the billing block. Hint: Change the returns and remove the billing block on the Sales or Item overview tab page by choosing Blank from the F4 input help. a)

Logistics → Sales and Distribution → Sales → Order → Change Choose the Sales or Item overview tab page and choose Blank from the F4 input help for the Billing block field.

Task 8: Once the returns have been released, they can be billed and the credit memo for returns can be created. 1.

Create the credit memo for returns for the returned goods. Hint: To create credit memos, use the same transaction as for creating billing documents. a)

2.

Logistics → Sales and Distribution → Billing → Billing Document → Create

Save the credit memo for returns and record the document number. ___________________________________ a)

Choose Save. The document number is assigned internally by the system.

Task 9: Questions about returns and credit memo processing 1.

Can you create a delivery document for a credit memo request? ___________________________________________________________ a)

2.

No. In credit memo processing, no deliveries or goods movements occur.

Do you have to create a credit memo request or a returns document with reference to a sales order or billing document?

Continued on next page

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___________________________________________________________ a) 3.

No. A credit memo request or returns document can also be created without reference to another document.

Why would you create a credit memo request or returns document with reference to a sales order? ___________________________________________________________ ___________________________________________________________ a)

4.

If create a credit memo request or returns document with reference to a sales order, the system receives all the required data (customer data, material data, quantity, and price) from the original document.

Which document would you create if the billing document contains a different quantity or price? ___________________________________________________________ a)

5.

An invoice correction request is used for correcting quantities or other values in billing documents.

Can an invoice correction request also be created with reference to a sales order? ___________________________________________________________ a)

6.

No. An invoice correction request is always created with reference to a billing document.

Why do you have to enter an order reason for returns or credit/debit memo requests? ___________________________________________________________ a)

7.

The order reason is entered so that that causes of complaints can later be evaluated.

Before a credit memo can be created as a result of billing, an approval step may be necessary for the credit memo request. What field is used here? ___________________________________________________________ a)

The Billing Block field. The credit memo request is subject to a billing block, which prevents immediate or automatic billing. Once the credit memo request has been approved, the billing block can be removed and the document billed. This step can be avoided, however, by making the appropriate Customizing setting for the 'credit memo request' document type so that the system deactivates the billing block option. Continued on next page

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Once you have created a billing document, you find out the address of the payer has changed. What can you do to change the address and carry out billing again? ___________________________________________________________ a)

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You can cancel the billing document and carry out billing again, whereby the changes become effective.

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Lesson: Invoice Correction Requests

Lesson Summary You should now be able to: • Process a complaint with reference to a previous sales and distribution process • Use an invoice correction request and explain the process in detail • Cancel a billing document

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Unit Summary You should now be able to: • Process a complaint with reference to a previous sales and distribution process • Carry out and explain in detail credit memo processing • Process a complaint with reference to a previous sales and distribution process • Carry out and explain in detail returns processing • Process a complaint with reference to a previous sales and distribution process • Use an invoice correction request and explain the process in detail • Cancel a billing document

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Unit 9 Analyses for Sales and Distribution Processes Unit Overview This unit looks at the different options available for analyzing sales and distribution data.

Unit Objectives After completing this unit, you will be able to: • • • •

Use list processing to locate and evaluate information Analyze SD information using the tools available in the Sales Information System (SIS) Define the components of information structures Describe how SAP Business Information Warehouse works

Unit Contents Lesson: Lists and Reports .....................................................336 Exercise 14: Lists and Reports ...........................................343 Lesson: Sales Information System ...........................................353 Exercise 15: Sales Information System .................................361 Lesson: Business Information Warehouse ..................................372

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Lesson: Lists and Reports Lesson Overview This lesson explains list evaluation options.

Lesson Objectives After completing this lesson, you will be able to: •

Use list processing to locate and evaluate information

Business Example • •

IDES, Inc. reviews all areas of its business to identify opportunities to reduce costs and improve efficiency. In order to ensure efficient sales order processing, open operations must be identified quickly and detailed information from documents has to be listed specifically.

Lists and Reports

Figure 121: Sources of SD Information

The Sales Information System (SIS) belongs to Sales and Distribution. With SIS, you can compress data from sales documents to obtain information which will help you make strategic business decisions. SIS contains standard analyses as well as flexible analyses to help you evaluate statistical data.

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Lesson: Lists and Reports

SAP provides list functions to create worklists in sales, delivery, picking, and billing. The Logistics Information Library allows you to integrate standard and flexible analyses as well as your own reports. You can structure and enhance the information library as you require. In case the standard reports do not fulfill your requirements, you can use ABAP queries to extract information from the database into a report.

Figure 122: Lists and Reports

The system provides lists to support the entire sales order management cycle. Lists fall into two categories. •

Online lists: Online lists display, for example, sales, delivery, or billing documents for a customer, a material, or a combination of both. Other online lists display documents with a status that requires processing.

Worklists: (for instance, all documents that are blocked for delivery) Worklists allow you to select certain tasks in sales and distribution and to process them afterwards. You select the tasks according to your area of responsibility and to various selection criteria (such as date, organizational element, or customer).

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Figure 123: Example: List of Orders

Enter the information you want to use to restrict the options, on the selection screen. The system then displays a list of the relevant documents. You can edit the list further by: • •

Using filter, sort, and sum up functions Adding or deleting additional fields (columns)

From the list, you can also: • •

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Display or change a sales order and return to the list Display status information (overall status, delivery status, and so on) for each document

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Lesson: Lists and Reports

Figure 124: Example: Documents with a Specific Status

You can display document lists using the date and some additional selection criteria. For example, you can: • • •

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Display lists of the inquiries or quotations which are to be processed by a specified point in time Display lists of all sales orders that still have to be delivered Display lists of the incomplete sales and distribution documents in which important information for the subsequent process steps is missing

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Figure 125: Processing Worklists

The system provides tools that you can use to process different worklists. In the first step, you use specific criteria (for instance, date, responsible organizational unit, and so on) to select from all documents that need to be processed. By doing this, you can organize the organize the work to meet your business requirements. In the second step, the system processes this worklist. Tasks from various reference documents can be grouped together appropriately and multiple tasks from a previous document can be split into several documents. The Delivery Due List and Billing Due List are just two examples of worklists.

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Figure 126: Document Flow

The document flow is another online list function. It displays the history of related documents. Document flow tracks the progress of a sales order in order to respond to customer inquiries. It shows all documents associated with the sales order. You can select a document to display it and then return to the document flow. You can also display the status of the entire document and of each line item.

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Exercise 14: Lists and Reports Exercise Objectives After completing this exercise, you will be able to: • Use SD analysis tools and adjust them to your requirements • Use lists to organize information on current business processes

Business Example IDES, Inc. must ensure that all phases of sales order management are efficient and effective. To do this, they require instant access to lists and online reporting for customer service, shipping, and invoice processing activities. They also use lists to find important information if, for example, they don’t know the actual document number. Each department has specific lists they use; examples include preparing lists of sales orders ready for delivery creation, lists of deliveries ready for picking and shipping, lists of shipped outbound deliveries ready for billing, and lists of blocked documents requiring special attention. IDES, Inc. must also answer customer questions regarding quotations, sales orders, outbound deliveries and billing documents.

Task 1: The sales and distribution departments require reporting and analysis for the current SD processes on a monthly basis at document level. 1.

Check whether there are any open orders for the material T-AS3## for the current and the past month. Use a suitable list to do this. Hint: Use the menu path: Logistics → Sales and Distribution → Sales → Information System → Orders → List of Sales Orders Choose Open sales orders.

2.

Display a list of all the orders that have been created for material T-AS1## in the course of this month.

3.

Branch to an order and enter the employee Melanie Mayer (personnel number 1701) as a sales representative. Return to the list. Hint: You can branch to an order by double-clicking on the entry. Continued on next page

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Choose the display variant Order item. Hint: Choose Settings → Layouts → Choose.

Task 2: Process the list you executed in the last step according to your management’s requirements. 1.

Sort the list in ascending order based on sold-to party numbers. Hint: Select the Sold-to party column and choose Sort in ascending order.

2.

Restrict the list to standard orders. Hint: Select the Sales Document Type column and choose Set filter. Restrict the list to sales document to OR.

3.

Determine the net value that has been obtained for this material in the given period of time. Hint: Select the Net value column and choose Add up values.

4.

Move the document number column to the left end of the list and delete the purchasing order column from the list. Hint: Choose Current (or → Settings → Layouts → Current). Select the SD document entry and choose Selected row(s) up one position. Alternatively, you can move the items by using drag and drop.

5.

Include the information on order quantity, plant and shipping point at the end of the list. Hint: Choose Current. Select the last line. Select the relevant entries in the right table, choose Show selected fields then Copy.

6.

Display subtotals for each sold-to party. Hint: Mark the Sold-to party column and choose Subtotal. Continued on next page

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7.

Optimize the column width. Hint: Choose → Settings → Columns → Optimize width.

8.

Save your processed list as a user-specific display variant with the name: Layout LO150-## and the description Order list ##. Hint: Choose → Settings → Layouts → Save.

9.

Set your layout as the initial variant. Hint: Choose → Settings → Layouts → Administration. Select your variant and choose Set initial variant and then Save.

10. Return to the list of orders. Send the list to your instructor, and a copy to yourself also, and add a short note to it. Hint: Choose → List → Save → Office. As recipient, enter the instructor’s name and your name. 11. Call up the list using your variant and material T-AS2##.

Continued on next page

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Task 3: Questions on lists and reports

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1.

List examples of types of standard reports.

2.

When would you use the online reporting functions and when would you use the Sales Information System reports?

3.

When you process and display lists, what are some of the key features available when editing?

4.

Name two types of worklists you generated in this course.

5.

What is a display variant?

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Lesson: Lists and Reports

Solution 14: Lists and Reports Task 1: The sales and distribution departments require reporting and analysis for the current SD processes on a monthly basis at document level. 1.

Check whether there are any open orders for the material T-AS3## for the current and the past month. Use a suitable list to do this. Hint: Use the menu path: Logistics → Sales and Distribution → Sales → Information System → Orders → List of Sales Orders Choose Open sales orders. a)

Logistics → Sales and Distribution → Sales → Information System → Orders → List of Sales Orders Choose Open sales orders.

2.

Display a list of all the orders that have been created for material T-AS1## in the course of this month. a)

3.

Enter material number T-AS1##.

Branch to an order and enter the employee Melanie Mayer (personnel number 1701) as a sales representative. Return to the list. Hint: You can branch to an order by double-clicking on the entry. a)

Double-click the order. Choose Display doc. header details. Choose the Partners tab page. Partner function: Sales representative Personnel number: 1701

4.

Choose the display variant Order item. Hint: Choose Settings → Layouts → Choose. a)

Settings → Layouts → Choose

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Task 2: Process the list you executed in the last step according to your management’s requirements. 1.

Sort the list in ascending order based on sold-to party numbers. Hint: Select the Sold-to party column and choose Sort in ascending order. a)

Select the Sold-to party column. Choose Sort in ascending order.

2.

Restrict the list to standard orders. Hint: Select the Sales Document Type column and choose Set filter. Restrict the list to sales document to OR. a)

Select the Sales Document Type column. Choose Set filter. Enter the sales document type OR.

3.

Determine the net value that has been obtained for this material in the given period of time. Hint: Select the Net value column and choose Add up values. a)

Select the Net value column. Choose Add up values.

4.

Move the document number column to the left end of the list and delete the purchasing order column from the list. Hint: Choose Current (or → Settings → Layouts → Current). Select the SD document entry and choose Selected row(s) up one position. Alternatively, you can move the items by using drag and drop. a)

Choose Current. Select the Sales Document Type entry. Choose Selected row(s) up one position several times.

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5.

Include the information on order quantity, plant and shipping point at the end of the list. Hint: Choose Current. Select the last line. Select the relevant entries in the right table, choose Show selected fields then Copy. a)

Choose Current. Select the last line. Select the relevant entries in the table on the right-hand side. Select Show selected fields and then Copy.

6.

Display subtotals for each sold-to party. Hint: Mark the Sold-to party column and choose Subtotal. a)

Select the Sold-to party column. Choose Subtotal.

7.

Optimize the column width. Hint: Choose → Settings → Columns → Optimize width. a)

8.

Choose → Settings → Columns → Optimize width.

Save your processed list as a user-specific display variant with the name: Layout LO150-## and the description Order list ##. Hint: Choose → Settings → Layouts → Save. a)

Choose → Settings → Layouts. Select the User-specific field. → Save.

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Set your layout as the initial variant. Hint: Choose → Settings → Layouts → Administration. Select your variant and choose Set initial variant and then Save. a)

Choose Settings → Layouts → Administration. Select your layout. Choose Default setting.

10. Return to the list of orders. Send the list to your instructor, and a copy to yourself also, and add a short note to it. Hint: Choose → List → Save → Office. As recipient, enter the instructor’s name and your name. a)

Choose List → Save → Office.

11. Call up the list using your variant and material T-AS2##. a)

Logistics → Sales and Distribution → Sales → Information System → Orders → List of Sales Orders. The list is called with your display variant.

Task 3: Questions on lists and reports 1.

List examples of types of standard reports. Answer: List of orders, quotations, inquiries, outbound deliveries, billing documents, list of incomplete documents, list of blocked documents, and so on.

2.

When would you use the online reporting functions and when would you use the Sales Information System reports? Answer: Online reporting functions show you lists of transactions to enable you to access the documents or process the documents further. You use these lists in your day-to-day processing. The Sales Information System allows you to analyze results across several business transactions. You can, for example, compare data for different periods and key figures. Management uses the SIS to generate detailed reports. This data can be used for further planning and development of new or improved sales strategies. Continued on next page

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3.

When you process and display lists, what are some of the key features available when editing? Answer: You can filter (restrict), sort, total and subtotal data. You can also add and delete fields on a list.

4.

Name two types of worklists you generated in this course. Answer: Delivery Due List and Billing Due List

5.

What is a display variant? Answer: A variant is a variation of a report that is either delivered with the R/3 System or that you created and saved. Each variant contains different fields that are populated with data every time you call up the report.

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Lesson Summary You should now be able to: â&#x20AC;˘ Use list processing to locate and evaluate information

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Lesson: Sales Information System

Lesson: Sales Information System Lesson Overview This lesson explains how to carry out strategic analyses using the Sales Information System.

Lesson Objectives After completing this lesson, you will be able to: • •

Analyze SD information using the tools available in the Sales Information System (SIS) Define the components of information structures

Business Example •

The sales order management team must respond to IDES, Inc. management requests for reports on key performance figures and transactions.

Sales Information System

Figure 127: Information Sources in the System

The system allows you to analyze data from different corporate perspectives.

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Decision makers can carry out multi-level analyses on data specific to one application or a variety of applications. The Logistics Information System (LIS) is used to review and analyze key figures throughout the entire Logistics area in the system.

Figure 128: Logistics Information System

In the area of LIS, a series of application-specific information systems are available which have a standardized interface and similar basic functionality. The following information systems are available in Logistics: • • • • • • •

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SIS Sales Information System PURCHIS Purchasing Information System INVCO Inventory Controlling TIS Transportation Information System SFIS Shop Floor Information System QMIS Quality Management Information System PMIS Plant Maintenance Information System

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Lesson: Sales Information System

Figure 129: Data Warehouse Concepts

When you use the transactions in the Logistics applications, LIS-relevant data is updated. You can also update data from other systems in LIS. LIS aggregates and stores this data in the data warehouse. The data can be aggregated with regard to quality or quantity: • •

Quantitative reduction by aggregation at period level Qualitative reduction by the selection of key figures

To analyze the aggregate data, you can use the SIS tools. Aggregation improves response times and the quality of the resulting reports.

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Figure 130: Composition of Information Structures

The Sales Information System is based on information structures. These are special statistical tables that contain data from processes carried out by the different applications. This data is constantly collected and updated by the system. Information structures comprise three basic types of information: •

Characteristics are criteria that you specify to collect data on a certain subject. In SD, you generally require sales information about sales organizations, sales offices, customers, and materials.

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A period unit is also a criterion used in information structures. You can update data for a particular period (a day, week, month, or a posting period, for example). Key figures are metric for services rendered. They provide key corporate information regarding a particular characteristic. In SD, for example, incoming orders, sales, and returns are of key importance.

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Lesson: Sales Information System

Figure 131: Information Structures in SD

The standard system contains a variety of information structures for SD (S001 to S006, for example). You can use the standard analyses to evaluate data without having to make additional settings in Customizing. The standard system also contains information structures for internal use. These include information structures for credit management, rebate processing, sales support, or contract processing. You can also create your own information structures in Customizing in the name range S501 to S999.

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Figure 132: Standard Analyses

Standard analyses offer a wide range of functions for creating complex database presentations and analyses in the LIS. The analysis is based on the information structures. First, select the required data scope depending on the characteristics and period of the information structure. This data is first displayed in a basic list, which can be drilled down to display different characteristics. All analyses can be archived. You can also call up standard transactions from the current evaluation to display, for example, master data or document information. A variety of tools are available that allow you to analyze the selected data further and present your results. These include, for example, cumulative curves, ABC analyses, time series, correlations, top-n evaluations, and other comparison options. You can then display this data graphically. The evaluation results can also be: • • • •

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Printed Downloaded as a file to your local PC Downloaded to a spreadsheet program Sent to one or more employees via your system's office component

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Lesson: Sales Information System

Figure 133: Flexible Analyses

Flexible analyses in LIS allow you to determine which data in which format is combined to create an individual report. To do so, use the menu to define the format and content of your required list. At the touch of a button, the program is generated in the background. The resulting list offers a variety of options for interactive online processing. This procedure offers additional functions: • • •

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You can combine characteristics and key figures from different information structures in one list. You can generate new key figures that can be calculated according to separate formulas on the basis of the existing key figures. You can choose between different layout variants.

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Exercise 15: Sales Information System Exercise Objectives After completing this exercise, you will be able to: • Carry out cross-document analysis of sales and distribution processes • Carry out periodic evaluations using the tools of the Sales Information System • Use the tools for standard analyses

Business Example The management of IDES, Inc. requests analysis reports to analyze buying patterns, and to review the amount of business with each customer. On this basis, the production requirements can be planned. The project team has requested the ability to respond accurately and quickly to these requirements. IDES, Inc. reviews the overall performance of the SD department by analyzing the sales patterns within each sales organization. IDES, Inc. is primarily interested in viewing the total value of incoming orders and the sales orders by customer. For planning and budgeting, IDES, Inc. analyzes the value of sales by divisions and the value of sales by customer and material. As a member of the SD project team, you will verify that the system can meet the requirements of the IDES, Inc. management. You will run standard analyses using the Sales Information System and test the various reporting functions.

Task 1: Selection for a standard analysis 1.

Review the customer sales history for this month by performing a standard customer analysis for all customers in sales organization 1000 and distribution channel 12. Make sure that the entry field Division is blank. Hint: Save your analysis as selection version KA-##. Choose Logistics → Sales and Distribution → Sales Information System → Standard analyses → Customer. You can store your selected data in a selection version for further analysis.

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Task 2: Carry out your customer analysis. 1.

Change the settings in order to display the customer number and the customer name. Hint: Choose Settings → Characteristic display → Key and description.

2.

Note down the value of the incoming orders for customer T-S50A##. Do not leave the analysis. Incoming orders T-S50A##: ______________________________

Task 3: Characteristics and standard drilldown 1.

Drill down the analysis to the bottom level. Note down the criteria by which analysis is carried out. 1. 2. 3. 4. 5. 6. Hint: In order to reach the next level of the drilldown, place the cursor on a characteristic in the left-hand column and choose Detail.

2.

Compare the sequence recorded above with the standard drilldown for this analysis. Hint: Choose Extras → Display standard drilldown.

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Task 4: Key figures Return to the Initial List screen. 1.

Display a list of all possible key figures for your customer T-S50A##. Note down two key figures with values that are not included in your display (for example, costs for incoming orders and sales volume). ___________________: _________________________ ___________________: _________________________ Hint: Place the cursor on a value for a customer key figure for which you need the relevant information. Choose Extras → All Key Figures. (or double-click the key figure)

2.

Add the key figures Incoming orders quantity and Invoiced quantity to your standard analysis. They are important for your analyses. Note down the number of billed units for your customer. Invoiced quantity: _________________________ Hint: Select Choose key figures. To add new key figures, you use the same process that you used to add fields to list displays in the previous topic.

Task 5: Evaluations on standard analysis 1.

Compare the two key figures Sales and Invoiced Sales: Cost. Note down the totals for these two values and the percentage difference from both key figures. Sales: ____________________________________________ Invoiced Sales: Cost: ____________________________________________ %: ______________________________________________ Hint: Select the Sales field. Choose Edit → Comparisons → Two key figures → Sales

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Close the comparison. Change the display to show the data by material. Hint: Choose Switch Drilldown ... → Material

3.

Create a Top 3 list of your materials by Sales; display the results as percentages and using a graphic. Hint: Choose Top N → 3 → Settings → Value display → Percent.

Task 6: Material analysis 1.

Generate a material analysis for your materials in sales organization 1000 and distribution channel 12. Hint: Use the menu path: Logistics → Sales and Distribution → Sales Information System → Standard Analyses → Material To select your materials, you can use the multiple selection screen and then the search term <k>, old material number ##LO150*.

2.

Execute an ABC analysis for sales. Choose the following restriction A segment: 50% of sales B segment: 30% of sales C segment: 20% of sales Hint: Choose Edit → ABC analysis → Total invoiced sales (%)

3.

Display the overview of segments, return to the graphic and then display the total list. Hint: Choose Overview of segments. Choose Complete list.

4.

Display the results as a cumulative frequency curve. Hint: Choose Goto → Cumulative curve Continued on next page

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Task 7: Questions on the Sales Information System

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1.

What is the purpose of an information system?

2.

What three kinds of information comprise an information structure?

3.

Explain the term characteristic.

4.

Explain the term key figure.

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Solution 15: Sales Information System Task 1: Selection for a standard analysis 1.

Review the customer sales history for this month by performing a standard customer analysis for all customers in sales organization 1000 and distribution channel 12. Make sure that the entry field Division is blank. Hint: Save your analysis as selection version KA-##. Choose Logistics → Sales and Distribution → Sales Information System → Standard analyses → Customer. You can store your selected data in a selection version for further analysis. a)

Logistics → Sales and Distribution → Sales Information System → Standard analyses → Customer Enter sales organization 1000 and distribution channel 12. Execute the analysis and save.

Task 2: Carry out your customer analysis. 1.

Change the settings in order to display the customer number and the customer name. Hint: Choose Settings → Characteristic display → Key and description. a)

2.

Settings → Characteristic display → Key and description

Note down the value of the incoming orders for customer T-S50A##. Do not leave the analysis. Incoming orders T-S50A##: ______________________________ a)

The values are in the Total line and the Incoming orders column

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Lesson: Sales Information System

Task 3: Characteristics and standard drilldown 1.

Drill down the analysis to the bottom level. Note down the criteria by which analysis is carried out. 1. Sold-to party 2. Period 3. Sales organization 4. Distribution channel 5. Division 6. Material Hint: In order to reach the next level of the drilldown, place the cursor on a characteristic in the left-hand column and choose Detail. a)

2.

Compare the sequence recorded above with the standard drilldown for this analysis. Hint: Choose Extras → Display standard drilldown. a)

Extras → Display standard drilldown The drilldown corresponds to the standard drilldown.

Task 4: Key figures Return to the Initial List screen. 1.

Display a list of all possible key figures for your customer T-S50A##. Note down two key figures with values that are not included in your display (for example, costs for incoming orders and sales volume). ___________________: _________________________

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___________________: _________________________ Hint: Place the cursor on a value for a customer key figure for which you need the relevant information. Choose Extras → All Key Figures. (or double-click the key figure) a)

Place the cursor on the value for a key figure of the customer. → Extras → All Key Figures (or double-click the key figure)

2.

Add the key figures Incoming orders quantity and Invoiced quantity to your standard analysis. They are important for your analyses. Note down the number of billed units for your customer. Invoiced quantity: _________________________ Hint: Select Choose key figures. To add new key figures, you use the same process that you used to add fields to list displays in the previous topic. a)

Select Choose key figures (key figures are added in a similar manner as with lists).

Task 5: Evaluations on standard analysis 1.

Compare the two key figures Sales and Invoiced Sales: Cost. Note down the totals for these two values and the percentage difference from both key figures. Sales: ____________________________________________ Invoiced Sales: Cost: ____________________________________________ %: ______________________________________________ Hint: Select the Sales field. Choose Edit → Comparisons → Two key figures → Sales a)

Select the Sales field. Edit → Comparisons → Two key figures → Sales Continued on next page

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2.

Close the comparison. Change the display to show the data by material. Hint: Choose Switch Drilldown ... → Material a)

3.

Choose Switch drilldown → Material

Create a Top 3 list of your materials by Sales; display the results as percentages and using a graphic. Hint: Choose Top N → 3 → Settings → Value display → Percent. a)

Choose Top N → 3 → Settings → Value display → Percent. Choose graphic.

Task 6: Material analysis 1.

Generate a material analysis for your materials in sales organization 1000 and distribution channel 12. Hint: Use the menu path: Logistics → Sales and Distribution → Sales Information System → Standard Analyses → Material To select your materials, you can use the multiple selection screen and then the search term <k>, old material number ##LO150*. a)

2.

Logistics → Sales and Distribution → Sales Information System → Standard Analyses → Material

Execute an ABC analysis for sales. Choose the following restriction A segment: 50% of sales B segment: 30% of sales C segment: 20% of sales Hint: Choose Edit → ABC analysis → Total invoiced sales (%) a)

Edit → ABC analysis → Total invoiced sales (%)

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Display the overview of segments, return to the graphic and then display the total list. Hint: Choose Overview of segments. Choose Complete list. a)

Choose Overview of segments. Choose Complete list.

4.

Display the results as a cumulative frequency curve. Hint: Choose Goto → Cumulative curve a)

Goto → Cumulative curve

Task 7: Questions on the Sales Information System 1.

What is the purpose of an information system? Answer: An information system allows you to compress data effectively. This results in specific analyses and reports for the multiple tasks of the various management levels. Using the information reports and analyses, you can manage results effectively and identify problems quickly (for instance, when threshold values are exceeded). On the basis of these reports and analyses, further planning can be carried out and new strategies may be developed.

2.

What three kinds of information comprise an information structure? Answer: Characteristics, key figures, and period

3.

Explain the term characteristic. Answer: Characteristics are what you are analyzing. The system compresses information from sales and distribution documents in the Data Warehouse based on these values. Examples: sales organization ,distribution channel, customer or material.

4.

Explain the term key figure. Answer: Key figures are performance measures or statistics that have a special significance in your business. Examples: incoming orders or sales volume.

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Lesson Summary You should now be able to: • Analyze SD information using the tools available in the Sales Information System (SIS) • Define the components of information structures

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Lesson: Business Information Warehouse Lesson Overview This lesson explains how SAP Business Information Warehouse can be used for sales and distribution analyses.

Lesson Objectives After completing this lesson, you will be able to: •

Describe how SAP Business Information Warehouse works

Business Example •

You want to find out more about SAP Business Information Warehouse

Business Information Warehouse

Figure 134: SAP BW Architecture

This slide provides an overview of the architecture of SAP Business Information Warehouse in a heterogeneous system landscape. The lower level contains the source systems, which include mySAP.com components such as SAP R/3 systems, SAP Business Information Warehouses, SAP Customer Relationship Management systems, or external systems such as non-SAP systems or files.

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The central administration area of the SAP BW contains a staging engine and databases. The staging area controls the loading and processing of data and prepares the data for subsequent processes. The SAP BW databases store not only master data but also metadata. The Administrator Workbench is responsible for the organization of data in SAP BW as well as for the control, monitoring, and maintenance of all data retrieval processes. The Business Explorer and its reporting tools are on the third level. These tools allow you to carry out simultaneous Microsoft Excel and Web-based analyses according to different dimensions, such as time, location and product. As Business Framework components, source systems and Business Information Warehouse communicate via BAPIs (Business Application Programming Interfaces). SAP provides extraction mechanisms for production data with which data from mySAP.com components can be prepared to be extracted to Business Information Warehouse. With SAP-external source systems, the BW BAPI interface allows you to use third-party extraction tools to prepare and extract the data.

Figure 135: Operative/Informative Environment

This diagram highlights the following: SAP Business Information Warehouse allows you to view the transaction-oriented OLTP and the analysis-oriented OLAP environment together. The business process data yields an enormous amount of information that cannot be easily used for targeted analyses. For this reason, the data is first cleaned and, due to its different origins, prepared with regard to technical and semantic

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aspects (homogenized). The resulting analyses provide knowledge that helps the company management team to define their corporate strategy and resulting business processes.

Figure 136: Business Content Development

The Business Content contains many different objects that make it easier to implement SAP BW and set up an effective reporting function. These include: • • •

All the required technical and content-related prerequisites for integrating SAP and non-SAP systems, which reduces the implementation outlay. Work groups are held in which the Business Content is constantly extended by SAP in close collaboration with customers. Predefined analyses and reports can be used in the projects.

The Business Content is structured according to applications and is, therefore, ideal for the mySAP Business Suite solutions.

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Lesson Summary You should now be able to: • Describe how SAP Business Information Warehouse works

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Unit Summary

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Unit Summary You should now be able to: • Use list processing to locate and evaluate information • Analyze SD information using the tools available in the Sales Information System (SIS) • Define the components of information structures • Describe how SAP Business Information Warehouse works

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Unit 10 Integrating SAP ECC and SAP CRM Unit Overview This unit explains the function of the mySAP CRM solution in the sales and distribution environment.

Unit Objectives After completing this unit, you will be able to: •

Explain the function of mySAP CRM in the sales and distribution environment

Unit Contents Lesson: Function of mySAP CRM in the Sales and Distribution Environment .....................................................................378

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Lesson: Function of mySAP CRM in the Sales and Distribution Environment Lesson Overview This lesson explains the function of mySAP CRM and how it can be used for sales and distribution processes.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Explain the function of mySAP CRM in the sales and distribution environment

Business Example The project team wants to find out about the function of mySAP CRM.

Function of mySAP CRM in the Sales and Distribution Environment

Figure 137: What is CRM?

Customer Relationship Management has become a crucial factor for the success of a business. The customer is of central importance to the company and its business processes.

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Lesson: Function of mySAP CRM in the Sales and Distribution Environment

The goal of CRM is to establish, retain and improve long-term relationships with customers.

Figure 138: Traditional direct sales

Traditional direct sales is characterized by decentralized information on customers. In some cases, only one employee has knowledge of the customer and contact information. This information is not typically used collectively within the organization. If information is forwarded, it is often limited and incorrect. Employee fluctuations mean that valuable customer information is often lost.

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Figure 139: Direct sales today using CRM

Every employee who requires information on customer contacts can now use CRM to obtain immediate access to all contact information. By analyzing information, a company obtains broad knowledge of customers. This enables a company to improve the services they offer, process inquiries more quickly, develop relationships and promote stronger customer loyalty.

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Lesson: Function of mySAP CRM in the Sales and Distribution Environment

Figure 140: mySAP CRM as Part of mySAP Business Suite

mySAP Business Suite comprises different applications as well as application and integration platforms. It enables companies to manage their entire value chain right across their corporate network, thereby ensuring greater flexibility. mySAP Business Suite comprises the following SAP solutions: • • • • • • •

mySAP CRM (Customer Relationship Management) mySAP SCM (Supply Chain Management) mySAP PLM (Product Lifecycle Management) mySAP ERP Human Capital Management mySAP ERP Financials SAP Solutions for Mobile Business SAP NetWeaver

The mySAP CRM solution supports marketing, sales/distribution, and service processes across all contact channels and supplies accurate analyses that can be used for decision-making purposes. mySAP CRM is a best-of-breed solution that allows you to optimize customer relations across all phases, from customer acquisition through sales via all available distribution and interaction channels to customer service. mySAP CRM is based on the SAP NetWeaver technology platform, which means that it can be seamlessly integrated into your existing IT landscape right from the start.

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Figure 141: Corporate Departments with Customer Contact

The mySAP CRM solution is divided into the following key function areas: Sales, Service, Marketing, and Analytics. This ensures that all the departments in your company that are in contact with customers have the best possible technology at their disposal. The key area of Sales allows you to structure sales and distribution processes systematically, from the inquiry and quotation phases through to the order and invoicing phases. It also helps you organize and structure your sales and distribution areas and systematically keep track of sales opportunities. The key area of Service allows you to carry out all of your service processes efficiently and intelligently. It supports, among other things, resource planning as well as contract and warranty processing. The key area of Marketing features a wide range of marketing tools such as tools that help you plan campaigns, model your target groups, recommend products, and carry out complex market analyses. The key area of Analytics is based on SAP Business Information Warehouse and allows you to collect all relevant data about your customers and use the resulting knowledge to make operative and strategic decisions.

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Lesson: Function of mySAP CRM in the Sales and Distribution Environment

Figure 142: Customer Contact Channels

mySAP CRM supports your customer relations via all contact channels. The Interaction Center integrates all work processes and tasks in your Contact Center. The E-Commerce area offers a platform that allows your company to use the Internet as a profitable sales and interaction channel for business customers and consumers. The Field Applications area allow you to use marketing, sales, and service functions in an offline environment for the external sales and service force.

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Lesson Summary You should now be able to: • Explain the function of mySAP CRM in the sales and distribution environment

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Unit Summary

Unit Summary You should now be able to: • Explain the function of mySAP CRM in the sales and distribution environment

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Unit 11 IMG Overview Unit Overview This unit provides a brief overview of the SAP Solution Manager. It also looks at potential Customizing settings in sales and distribution and explains how to use the IMG.

Unit Objectives After completing this unit, you will be able to: â&#x20AC;˘

Describe the IMG for implementing SAP ECC (ERP Central Component)

Unit Contents Lesson: Function of the IMG ..................................................388

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Lesson: Function of the IMG Lesson Overview This lesson provides an overview of SAP Solution Manager and a quick look at Customizing in sales and distribution.

Lesson Objectives After completing this lesson, you will be able to: â&#x20AC;˘

Describe the IMG for implementing SAP ECC (ERP Central Component)

Business Example The project team analyzes SAP Solution Manager and the IMG so that the SAP system can be implemented more easily.

SAP Solution Manager

Figure 143: SAP Solution Manager

SAP Solution Manager supports you during the entire implementation phase and helps you run SAP solutions. It is a platform that covers the lifecycle of industry solutions from the business blueprint through configuration to production operation. SAP Solution Manager provides central access to preconfigured content, tools, and methods that you can use when evaluating and implementing your systems.

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Lesson: Function of the IMG

SAP Solution Manager Operations allows you to configure, manage, and monitor systems and business processes for a solution. You can use either comprehensive solutions or individual systems, business processes, and software components. It also allows you to set up your own solution support.

Figure 144: Benefits of SAP Solution Manager

SAP Solution Manager is a customer platform that enables SAP solutions to be implemented and operated efficiently. • • • •

2006/Q2

The platform allows key tasks to be carried out on site during implementation. Covers key ASAP concepts. Improved concepts that take into account the unique features of implementing SAP solutions. Integrated platform that helps you implement and run SAP solutions.

© 2006 SAP AG. All rights reserved.

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Unit 11: IMG Overview

SCM600

Figure 145: Using SAP Solution Manager During Implementation

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Š 2006 SAP AG. All rights reserved.

2006/Q2


SCM600

Lesson: Function of the IMG

SAP Solution Manager supports you during all evaluation and implementation phases. SAP Solution Manager allows you to carry out the following activities in an evaluation and implementation project: •

2006/Q2

1. Project Preparation: The roadmaps contain information and processes covering all phases of the implementation project. SAP Solution Manager is not really used until after the evaluation phase. First, the project is defined in SAP Solution Manager. To do so, you enter administrative data for project administration purposes (details about the project deadline and resources, for example). In the project preparation phase, you define the scope of the project and the system landscape required for implementing the solution. 2. Business Blueprint: You define a business blueprint by documenting the organizational units, master data, business scenarios, and processes required for implementing the solution. While defining the business blueprint, read the documentation provided by SAP and your partners, create your own project documentation, and assign individual project steps to activities. 3. Implementation: You configure your business scenarios in the development system. You check the test scenarios provided with your solution and assign additional test scenarios to the individual processes and process steps. Carry out a consistency check for customizing the business processes, that is, check whether the different application components have been properly aligned with each other. Customizing can be synchronized by distribution. You can also organize tests. During configuration, you can reuse certain test scenarios. You can carry out a project analysis at any time during the project to gain information about the project status, test progress, or configuration. 4., 5. Production Preparation, Go-Live & Support: Execute the remote SAP services and monitor their status. Monitor and administer your systems with real-time warnings that are displayed in a system graphic, with weekly SAP EarlyWatch alert reports, and central system administration tools.

© 2006 SAP AG. All rights reserved.

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Unit 11: IMG Overview

SCM600

IMG Overview

Figure 146: IMG: Tasks

The Implementation Guide (IMG) contains all Customizing activities necessary for implementing application components. You can create Customizing projects in the SAP system. These help you to structure and manage implementation. You can create and save cross-project documentation. You can create a separate IMG for each project. You can work with Customizing transactions, project documentation, cross-project documentation, and product management information using the project IMG.

Figure 147: Customer-Specific Configuration of the IMG

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2006/Q2


SCM600

Lesson: Function of the IMG

The IMG provides a checklist for the Customizing activities that a company should carry out when implementing an SAP system. The IMG is structured hierarchically. The structure of the IMG and the tools contained in IMG management (such as resource management and the interface to Microsoft Project) help the project team to carry out Customizing activities in a systematic sequence. The scope of the Reference IMG can be split up into separate projects that are in turn assigned to Project IMGs. You can use the Project IMG to maintain Customizing activities, project and cross-project documentation, and information relevant for project management. You can create Project IMG views to improve the structure. Similarly to the Project IMG, you can use these views to maintain Customizing transactions, project and cross-project documentation, and information relevant to project management.

2006/Q2

Š 2006 SAP AG. All rights reserved.

393


Unit 11: IMG Overview

SCM600

Lesson Summary You should now be able to: • Describe the IMG for implementing SAP ECC (ERP Central Component)

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© 2006 SAP AG. All rights reserved.

2006/Q2


SCM600

Unit Summary

Unit Summary You should now be able to: • Describe the IMG for implementing SAP ECC (ERP Central Component)

2006/Q2

© 2006 SAP AG. All rights reserved.

395


Course Summary

SCM600

Course Summary You should now be able to: • • •

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Maintain the key master data in Sales and Distribution, and name the required business structures Work with the various documents in Sales and Distribution Describe the points of contact from Sales and Distributionto the materials management, production (for example, make-to-order) and financial accounting areas Perform analyses for Sales and Distribution processes

© 2006 SAP AG. All rights reserved.

2006/Q2


Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

2006/Q2

Š 2006 SAP AG. All rights reserved.

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SD Module  

Sales and Distribution