SAP R/3 Sales Documents

Documents

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Documents

Definition

 Each transaction in SAP is recorded and stored in the form of a Document in SAP  A quotation created in SD module is recorded electronically as a document

Examples

 A purchase order in MM, sent to a vendor is stored as a document

 Sales Documents

Documents in SD Module

 Delivery Documents  Billing Documents

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General Sales Cycle

ENQUIRY

QUOTATION

ORDER

SHIPPING

INVOICE

PAYMENT
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Documents in SD
S A L E S I N F O R M A T I O N S Y S T E M Pre-Sales

Enquiry Quotation

Sales Order Processing

Order

M A T E R I A L S M A N A G E M E N T

Shipping

Delivery Trnsfer Ord

PGI

Billing

Invoice

Financial Accounting

Receivables Account

Material Stk Account

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Sales Documents
Definition
 Sales-related business transactions are recorded in the system as sales documents  Sales Documents can be grouped into four categories
SALES DOCUMENTS

Categories

Categories

PRE-SALES

SALES ORDER

OUTLINE AGREEMENTS

COMPLIANTS

Examples

INQUIRY QUOTATION

STND. ORDER CASH SALES RUSH ORDER

CONTRACTS SCHEDULING AGREEMENTS

RETURNS CRD. MEMO REQ INV. COR. REQ

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Structure of Sales Documents

 Structure of a document has 3 levels

Structure

 Document Header  Document Item  Schedule Lines

Header has n number of Items

Each Item has n number of Schedule Lines

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Levels of Data
SALES DOCUMENTS

LEVELS

HEADER DATA

ITEM DATA

SCHEDULE LINE DATA

DESCRIPTION

APPLICABLE TO WHOLE DOCUMENT

APPLICABLE TO SPECIFIC ITEM [ DOCUMENT ]

DELIVERY SCHEDULES OF AN ITEM

EXAMPLES

SOLD-TO PARTY DOCUMENT VALUE DOCUMENT DATE CURRENCY SHIPPING POINT

MATERIAL NUMBER QUANTITY & PRICE WEIGHT SHIP-TO PARTY PLANT & STOR. LOC.

DELIVERY QTY. DELIVERY DATES CONFIRMED QTY.

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Controlling Instruments
 Sales Documents are controlled by :

Controls

 Document Type  Item Category  Schedule Line Category

SALES DOCUMENTS

Controlling Instruments

DOCUMENT TYPE

ITEM CATEGORY

SCHEDULE LINE CATEGORY

Control

DOCUMENT HEADER

DOCUMENT ITEM

SCHEDULES LINES

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Document Type

Definition

 A Document Type represents and controls the business processes

Path

 IMG p SD p Sales p Sales Documents p Sales Document Header p Define Sales Document Type

T - Code

 VOV8

Length of Characters

 4 Character Alpha-Numeric Key

Continued

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Control Functions of Document Type

CHECKS ITEM DIVISION QUOT. MESSAGES INFO RECORD .

NUMBER ASSIGNMENT & NUMBER RANGE

DEFAULT VALUES LEAD TIME PO NUMBER PRICING DATE BASIC FUNCTIONS

DELIVERY DELIVERY TYPE IMMEDIATE DEL DELIVERY BLOCK

SALES DOCUMENT TYPE

Pricing Credit Management Material Determination Output Determination Incompleteness Free Goods. ENHANCEMENTS CONTRACTS SCHEDULING AGREEMENTS

BILLING ORDER RELATED DLVRY RELATED BILLING BLOCK

MANDATORY REFERENCE

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Control Elements of Document Type

Document Category

 Controls the behavior of a Document Ex : A Inquiry, B Quotation, C Order H Returns, I - Order w/o Charge

 For Sales Documents both Internal and External number assignments are possible

Number Assignment

 Number Range is a 2 character alpha numeric key  Number ranges can be defined at : IMG p SD p Sales p Sales Documents p Sales Document Header p Define number ranges for Sales Document Type

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Control Elements of Document Type

 Specifies whether and which document is to be referenced as mandatory

Reference Mandatory

 Example : A With reference to an Inquiry B With reference to a Quotation C With reference to an Order M With reference to Billing  Specifies system response if the header division is different from Item division

Check Division

Item Division Read Info Record

 If activated copies Item division into Sales Document

 Specifies whether CMIR is to be read

Continued

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Control Elements of Document Type

Check PO Number Enter PO Number
 Checks whether any PO with the same number already exists for the customer

 If activated, Sales Order number is copied as PO Number

Screen Seq. Group

 Specifies the screens and the sequence in which they appear Ex : AG Inquiry/ Quotation, AU Order

Fcode for Overview Screen

 Specifies which Overview screen is

displayed after the initial screen Ex : VER1 General View VER2 Item Overview VBST Ordering Party Overview
Continued

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Control Elements of Document Type

Incomplete Messages

 If activated does not allow to save an Incomplete Sales Document

Delivery Type

 Specifies whether and which delivery type is used by Document Type Ex : LF [Standard Delivery] - for OR LR [Returns Delivery] - for RE

Immediate Delivery

 If activated creates a delivery document automatically during sales order processing

Shipping Conditions

 Can be maintained, has priority over CMR

Continued

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Control Elements of Document Type

 Blocks delivery unless removed from Sales Order Ex : For Free material, delivery block may be used for checking by an authorized person  Specifies the Billing Type to be used which refer to deliveries Ex : F2 for OR  Specifies the Billing Type to be used which refer to Orders Ex : G2 for RK

Delivery Block

Delvry related Billing Type

Order related Billing Type

 Blocks Billing unless removed from Sales Billing Block

Order Ex : While issuing a Credit memo, Billing Block may be used for checking by an authorized person

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Control Elements of Document Type

Lead Time in Days

 Proposes the requested delivery date after the number of days from the current date

Propose Delivery Date

 If activated system proposes current date as the requested delivery date

Propose PO Date

 If activated system proposes current date as the PO date

Proposal for Pricing Date

 Proposes the pricing date for a Sales

Document

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Assigning Sales Areas to Sales Document Types

Definition

 Sales Areas can be assigned to permitted Document Types

Path

 IMG p SD p Sales p Sales Documents p Sales Document Header p Assign Sales Areas to Document Type

Common Sales Areas

 If only allowed Sales Document Types are to be used then Common Sales Area is to be setup

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Item Categories
 Controls the behavior of an Item in a Sales Document  Specifies the extent an Item is processed  IMG p SD p Sales p Sales Documents p Sales Document Item p Define Item Categories

Definition

Path

T - Code

 VOV7

Length of Characters

 4 Character Alpha-Numeric Key

Continued

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Control Functions of Item Category

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Determination of Item Category

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Item Category - Example

SALES DOCUMENT

ITEM CATEGORY FOR NORMAL ITEM

ITEM CATEGORY FOR FREE OF CHARGE ITEM

INQUIRY

AFN

AFNN

QUOTATION

AGN

AGNN

SALES ORDER

TAN

TANN

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Item Category - Example

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Item Category Determination

 Item Category is automatically determined in a Sales Document  These may be changed manually based on customizing setting  Item Category is determined based on Document Type, Item Category Group, Usage and Higher Level Item Category  IMG p SD p Sales p Sales Documents p Sales Document Item p Assign Item Categories

Automatic

Determination

Path for Assigning

Manual Item Category

Default Item Category

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Factors for Item Category Determination

Specified in Sales Document DOCUMENT TYPE

+
ITEM CATEGORY GROUP Copied from Sales Org 2 View of MMR

+
Generally an Internal Program USAGE

+
HIGHER LEVEL ITEM CATEGORY Proposed in Sales Document For Main Item

ITEM CATEGORY

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Process for Item Category Determination

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Schedule Line Categories

Definition
 Controls Schedule Lines and specifies whether an Item is relevant for delivery  IMG p SD p Sales p Sales Documents p Schedule Lines p Define Schedule Line Categories [VOV6]

Path

2 Character Key
FIRST CHARACTER A - INQUIRY B - QUOTATION C - ORDER D -RETURNS

 Ist Character indicates the Business Process  IInd Character indicates as to what happens in logistics
SECOND CHARACTER P - MATERIAL REQ. PLANNING N - NO PLANNING T - NO INVENTORY MGMT. X - NO INV. MGMT. WITH GI

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Control Functions of Schedule Line Categories

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Movement Type
 Specifies pre-defined rules for updating stock levels and values in Inventory Accounting  Each Goods movement has a specific Movement Type  Generally Movement Types in SD are within 601 to 699  Movement Type 601 [CP] reduces stock level and values as the material is delivered to the customer as Sales  Movement Type 651 [RE] used when the customer returns the material and it increases the stock level and values

Definition

Movement Types in SD

Example 1

Example 2

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Example for Schedule Line Categories

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Schedule Line Category Determination

 Schedule Line Category is automatically determined in a Sales Document based on Item Category and MRP Type

Determination

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