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Sales and Distribution SAP R/3 Functional Level Training Part II

Nov. 2000

Schedule & Topic

Part II
Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities Sales Process - Sales Order Processing Sales Process - Others

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities Sales Process - Sales Order Processing Sales Process - Others

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Business Process Overview in R/3

Procurement Manufacturing Planning & Execution Sales and Distribution Financial / Management Accounting and Reporting
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R/3 SD Business Process Overview

Sales and Distribution


FI
G/L COS / Inventory AR Invoice / GL Revenue Customer Payment

SD
Pre-Sales Activities Sales Order Processing Inventory Sourcing Delivery Billing

Financial and Managerial Reporting and Analysis

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Sales Overview

Purchase order

Sales order

Shipping point A Shipping point determination Delivery scheduling Plant 1

Pricing Credit Limit Check Trading papers Word processing

Availability check Transfer of requirements

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Functions in Sales and Distribution


SD
Sales& Distribution

Basic Functionalities of SAP R/3


Sales & Distribution (SD module):  Sales Order Processing (SD-SLS)  Shipping (SD-SHP)  Billing (SD-BIL)  Sales Support (SD-CAS)  Sales Information System (SD-IS)  Service Management (SM)
MM
Materials Mgmt.

SD
Sales & Distribution

FI
Financial Accounting

CO
Controlling

PP
Production Planning

R/3
Client / Server ABAP/4
WF PD
Personel Development

TR
Treasury

EC
Enterprise Controlling

QM
Quality ManageManage-ment

PS
Project System Workflow

IM
Investment Management

PM
Plant Main-tenance Main-

IS
Industry Solutions

PA
Personnel Administration

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Sales Order Process in SD


Sales Inquiry

Quotation Returns Sales Order Free Delivery Shipping Billing Debit Memo Credit Memo Delivery

M M

F I
Billing

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Sales Process Comparison

Sales from Plan


Inquiry Quotation Order Receipt Availability Check Order Confirmation Delivery & Invoice AR Sales Plan Production Plan

Sales from Stock


Inquiry Sales Plan Quotation Order Receipt Availability Check Order Confirmation Delivery & Invoice AR Production Plan Stock

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities Sales Process - Sales Order Processing Sales Process - Others

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R/3 Documents in SD

SALES Inquiry Quotation Contract

Sales Information System

Del free of charge

Subsequent del free of charge

Sales Order

Returns

Scheduling agreements

SHIPPING

Delivery

Shipment

BILLING Debit memo Invoice Credit memo

Financial Accounting

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Materials management

Sales Document Flow

Inquiry

Pre-Sales
Free of charge delivery Subsequent delivery free of charge

Quotation

Contract

Order

Returns

Scheduling agreement

Sales Shipping
Debit memo Delivery Goods Issue

Materials management

Invoice

Credit memo

Billing Financial Accounting

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Structure of Sales Documents Overview screen - detail screens


Business data Pricing Partners (sold-to/ship-to/payer) Texts Purchase order data etc.

Header Item 1 Schedule line 1 Item 2 Schedule line 1 Schedule line 2

Business data Pricing Texts Partners etc.

Sales Shipping (point/route/dates) Procurement (MM)

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Some Sales document types in standard SAP system

Inquiry Quotation Standard sales order Contracts Scheduling Agreements Sales Returns Debit/Credit Memo Requests Free of charge Delivery ... Etc

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Functions of Sales Documents


Delivery Scheduling Availability Check Sales Text document Transfer of Requirements

Credit Management

Output

Pricing Sales Information System

 

Each transaction or sales document makes the system perform certain functions. These functions affect how the document flows through the sales process cycle.

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Item Categories

AFN AGN TAN AFX AGX TAX AFTX AGTX TATX

Standard item Non-stock item Text Item

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Item Category Determination

Material Master Item Category group Item Category Line item category

Sales Document Document Type

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Service and Rebate items

Item 10 20 30

Higher level item

Material Z123 Z123 S145

Qty 10 5 3

Item category TAN TANN TAX

10

Non-stock item Free of charge Item

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Schedule Lines

. Delivery creation is based on the schedule line . Each schedule line has a category attached to it . The essential distinguishing criteria - Whether customer requirement considered - Is availability check required - Considered for Delivery or not ? - ...... . You can define new schedule line categories

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Schedule line Categories

AT BN CN BP CP BT CT DN

Inquiry schedule line No MRP ----do--Deterministic MRP ----do--No inventory Management & No goods issue Returns
A -Inquiry B -Quotation C -Order D -Returns

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Category Determination For Schedule Lines

MRP type of the Material

Item category of the Material

Schedule Line Category

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Overview of Screens in the sales Documents

Header

Overviews

Item

Business Data

Data Entry

Business Data Pricing

Partner Pricing .......Other Views

Business View Texts

......Other Views

......Other Views

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Creating Document With Reference Document

Sales Document Edit Overview......... create change Display Create with reference

Inquiry Quotation Order Contract Billing Document

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Creating with Reference

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Complete Reference

If the copying requirement is complete then You can not change the Quantity or Delete a Item If you try to delete or change a item the system will prompt you with the error message

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Reference status update

Reference is complete as soon as the item is referenced Only when the entire quantity is copied

If the item is rejected then the status will be updated with not referenced/updated

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Texts

Texts can be stored in the master data and proposed in the sales documents automatically Texts can be copied from reference documents Texts can be language specific You can specify the copying requirements If the text is copied with reference then you can not change the text. If you want to change then release the text This case the text is duplicated

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities -- Sales Support -- Inquiry and Quotation --Outline Agreement Sales Process - Sales Order Processing Sales Process - Others

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Sales Support

How Sales Support is Integrated in SD Processing


VertriebsVertriebsunterst zung unterst zung
Materialwirtschaft Produktionsplanung PM Sales prospects Instandhaltung Sales prospects Verkauf Contact persons Verkauf Contact persons Controlling CO Finanzwesen Competitors, competitor products FI Competitors, competitor products Projektsystem Sales activities Sales activities PS
PP Sales Support Sales Support MM

Master data Master data

Mailing campaigns Mailing campaigns


MM

Shipping Shipping
FI

Materials Mgmt. Financial Accounting

FI

Billing Billing
CO

Financial Accounting Controlling

DATA DATA WAREHOUSE WAREHOUSE


SAP AG

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Sales Support vs. Sales Process

SALES SUPPORT
Sales Support Maintain Master Data Maintain Sales activities Follow up activities Call Notes Sales Rep. call lists Sales Info

SALES PROCESS
Sales & Distribution Inquiry Quotation Sales Order Delivery Billing

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Sales Support Functions

Master data Customers -Contact persons Sales prospects Competitors Products

Sales promotions Direct mailing

Sales activities Sales calls Telephone calls Sales letters

Customer

Sales employee

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities -- Sales Support -- Inquiry and Quotation --Outline Agreement Sales Process - Sales Order Processing Sales Process - Others

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PrePre-Sales

Inquiry

Pre-Sales
Free of charge delivery Subsequent delivery free of charge

Quotation

Contract

Order

Returns

Scheduling agreement

Sales
Delivery Goods Issue

Materials management

Shipping
Debit memo Invoice Credit memo

Billing Financial Accounting

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Inquiry and Quotation Processing

 Inquiry A declaration without obligation, giving information about prices, terms of payment, etc..  Quotation A declaration of intention to sell products in a certain period of time under certain conditions

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Inquiry Definitions
Master Data Contract

Inquiry

Quotation

Sales Order

Inquiry: An inquiry is a customers request that we provide sales information without obligation or a quotation. An inquiry can relate to materials or services, conditions and, if necessary, delivery dates.

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Inquiry Function
    As in the case of contracts and quotations, inquiries can be entered in the system. Pricing can be performed directly from the Inquiry document. Texts can be entered in the inquiry for information purposes. Inquiries entered in the system can be changed, e.g. updated, edited or rejected.

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Quotation Definition
Master Data Contract

Inquiry

Quotation

Sales Order

Quotation: A quotation presents the customer with a legally binding offer for delivering a product or providing a service within certain fixed conditions. This offer is legally binding within a specified time period.

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Quotation Function
 If a quotation has been registered and a sales order is created for the same combination of customer/material, the system issues a message.  The sales order can then be created with reference to the quotation. The open quantity of the quotation is decreased with the same amount as the order quantity of the sales order.

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Quotation Function (cont.)

You can create a quotation with reference to an inquiry. You can perform pricing in the quotation document. You can add information texts for internal or external use. You can list all the open quotations for a customer/material combination. You can reject a quotation partially or entirely. A reason for rejection is entered but the quotation remains in the system for follow-up reasons. You can enter an order probability for each item in the quotation. Depending on the probability, an estimated order value is calculated. You can enter a quotation for a non existing material. This can be done using a division-specific material called Miscellaneous Material N or K. There is also one common Miscellaneous Material. It is possible to enter a partner function called Contact Person as reference at the customers site.

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Exercise 3: Create Quotation

Now let us do an exercise. Please use the Exercise Book as reference.

Then please take a rest.

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities -- Sales Support -- Inquiry and Quotation --Outline Agreement Sales Process - Sales Order Processing

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Outline Agreements

There are two types of outline agreement:  Contract For a contract, only the total quantity that the customer would like to order within a certain period is known.  Scheduling agreement For a scheduling agreement, the order quantities and delivery dates are known and can be entered.

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Outline Agreement

Contract (CQ/MV/WV)
Validity period Material Total quantity (CQ) Conditions

Release Orders
Quantity Delivery date

Outline agreements
Scheduling Agreement
Validity period Material Total quantity Conditions

Delivery Schedules
Quantity Delivery date/time

Specific dates or quantities for individual deliveries are not set out in the Outline Agreement. This information is provided separately in Release Orders or Delivery Schedules.

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Processing Outline Agreements

Contract Scheduling agreement

___________ ___________ Order ___________

___________ ___________ Deliveries ___________

___________ ___________ Deliveries ___________

Delivering a scheduling agreement


Master Data Contract

Releasing a contract

Inquiry

Quotation

Sales Order

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Contract Definition Quantity Contract (CQ):


A quantity contract is an agreement that the customer will order a certain quantity of a product from us during a specified period. The contract contains basic quantity and price information but no schedule of specific delivery dates and quantities (if the customer provides delivery information, a scheduling agreement is created instead).

Service Contract (WV):


You can use service contracts to record the details of the service package that you have agreed to provide a service recipient with over a specified period of time.

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Contract Definition

Contract Release Orders:


Because the contract does not contain any schedule lines with delivery dates, the released goods are issued using an order.
Contract Header
Item 1 Schedule line 1 Schedule line 2

Order Header
Item 1 Schedule line 1 Schedule line 2

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Contract Functions
 When you create a contract release order, you refer to the relevant contract and the system automatically updates the released quantity in that contract.  When you create a release order, the system checks whether:
 the release order is within the contracts validity period  the released quantity exceeds the remaining open quantities in the contract
Order Contract

 If you have a contract with a customer and you create a sales order without referring to the contract, the system is set to propose the contract (as in the case with quotations).

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Contract Functions (cont.)

 A quantity contract is complete when there are no more items to be delivered.  If there are still outstanding items in the contract but you nevertheless want to complete it, you can assign a reason for rejection to these items. The system then sets the status of the contract to complete.  You can edit proposed pricing.  You can add information texts for internal or external use.

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Create a Contract

1. Initial screen

Contract type Sales Org. Division

2. Header data
Material Quantity Delivery date

Sold-to party Validity date Terms etc.

4. Item detail

Price Conditions etc.

3. Item overview

Vendor number

Material Target quantity Net value Customer mtrl. R.F.R. etc

5. Additional data

Customer group

Save

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PrePre-sales Activities Summary

R/3 Sales process


Contract Master Data Inquiry Quotation Sales Order Pricing Texts

 The R/3 documents are linked together sharing the same Master Data.  Pricing is carried out and can be edited directly in the sales document.

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PrePre-sales Activities Summary (cont.)

Inquiry

Quotation

Sales Order

 You can create a quotation by referring to an inquiry  You can create a sales order by referring to a quotation or inquiry  A sales document is closed when it is fully referenced or rejected

Reason For Rejection

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PrePre-sales Activities Summary (cont.)

 There are two types of outline agreements: contract and scheduling agreements
Outline agreements

Contract
Validity period Material Total quantity (CQ) Conditions

 The contract does not provide information about deliveries, which is done in the delivery schedule part of the scheduling agreement

Scheduling Agreement
Validity period Material Total quantity Conditions

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Exercise 4: Create Contract

Now let us do an exercise. Please use the Exercise Book as reference.

Then please take a rest.

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities Sales Process - Sales Order Processing Sales Process - Others

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Sales Process: Functions

Shipping point A Purchasing order Sales


Shipping point determination Delivery scheduling

Pricing Trading papers Word processing checking credit limits calculating taxes

Plant 1

Availability check Transfer of requirements to materials planning

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Sales Document Flow

Inquiry

Pre-Sales
Free of charge delivery Subsequent delivery free of charge

Quotation

Contract

Order

Returns

Scheduling agreement

Sales
Delivery Goods Issue

Materials management

Shipping
Debit memo Invoice Credit memo

Billing Financial Accounting

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Create a sales order


Customer master record Business partners Pricing Tax determination Shipment scheduling Billing Printing Material master record Pricing Tax determination Determination of weights / volumes Availability check Shipment scheduling Shipping control

Sold-to party: C1 Sales order


Item 1 2 3 Material 6301 6412 1507 Qty 10 20 15

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SD.0294.ppt. - 28

Create Order : Function Overview       Order entry Credit Limit Check Availability Check / Scheduling Shipping point / Routing determination Pricing Sales order completeness check

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Create Order: Create with Reference

Sales document Create Change Display Create w/reference

Edit

To inquiry To quotation To order To contract

Inquiry --> Order --> Order --> Order --> Order -->

Quotation --> Order Order Subsequent delivery, free of charge Credit memo request Contract

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Sales Order Structure  The sales order structure consists of three levels : header, items and schedule lines
Header
Item 1 Schedule line 1 Schedule line 2 Administrative data about customers, conditions, partner functions etc. Information about material, conditions, partner functions, texts etc. information about confirmed quantity, dates etc.

 Item Categories control the individual items in a sales order  Item Categories are automatically assigned based on order types, item category groups, and higher-level item determination  whether pricing should be carried out for the item  whether it is a Third Party item  whether it is a Free of Charge item etc.

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Order Types

 There are various order types to choose between when creating an order:
 Standard Order  Returns  Credit/Debit Memo Request  Returnable Packaging Issue/Pickup

 The order type controls the document on header level and generally on item level
 e.g. partner functions linked to the document  e.g. defaulted Item Category

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Availability Check

 The availability of a material is automatically checked when a sales order is entered  Since the availability check is done online it is possible that different users block each other from performing the check  In this case the order can still be saved, and the availability check performed at a later stage

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Availability Check (cont.)

There are three types of availability checks:


 Check against Product Allocation (N-division):
 This is the first check done by the system, whether there are allocations made for a particular material and customer. This ensures, for example, that when production is low, the first customer does not get the full amount.

 Check on the basis of the Available To Promise (ATP) quantities:


 Is calculated from the warehouse stock, the planned inward movements of stock (production orders, purchase orders, planned orders) and the planned outward movements of stock (sales orders, deliveries, reservations).

 Check against planning:


 Is performed against independent requirements which are usually created for an anonymous customer rather then being customer specific. The requirements result from demand program planning and are used for planning expected sales quantities independent of orders.

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Create a Sales Order


The order needs to be entered into R/3 in order to create a delivery and an invoice to the customer.
To create a Sales Order Use Menu Path: > Logistics > Sales and distribution > Sales > Order > Create

Customer X Material Y

The most common Order Types


 CR, Credit Memo Request  DR, Debit Memo Request  OR, Standard Order  RE, Returns

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Create a Standard Sales Order Enter Customer Number  When creating a sales order its possible to enter the customer number, or use the search function to find the customer number

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Create a Standard Sales Order Requested Delivery Time

 This is always the proposed date by which the Customer should receive delivery of the goods  From this date, the system counts backwards in order to decide material availability date, loading date etc.  In R/3 there are pre-defined standard routes which are dependent on:
 Where the delivery comes from  Where it is going  Under what conditions it is to be delivered

 The requested delivery date can be set on item or header level

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Create a Standard Sales Order Enter Material

 When creating a sales order its possible to enter the material number, or use the search function to find the material number

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Create a Standard Sales Order Item Category


 Depending on your entries on item level, you control the characteristics of the order  Ways to control the order:
 Select a certain Item Category  Enter a special material created with certain characteristics

Material

ItCa

Item Category  Individual purchase order items  Third-party orders  Free of Charge items  Service items  Non-stock items  Billing plan
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Item Category Individual Purchase Order Items

 In individual purchase order processing, we purchase material from a vendor, who ships the goods to our packing room and bills us. Then we deliver the material to our customer.  A sales order may consist partly or entirely of individual purchase order items  When saving an individual purchase order item, a purchase requisition is automatically generated

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Item Category ThirdThird-party Orders

 In third-party order processing, we do not deliver the items requested by a customer. Instead, you pass the purchasing order along to a third-party vendor who then ships the goods directly to the customer and bills us  A sales order may consist partly or wholly of third-party items  Occasionally, you may need to let a vendor deliver items you would normally deliver yourself  When entering a third-party order the system automatically creates a purchase requisition

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Item Category Free of Charge Items

 When a product should be sent free of charge, this will be defined on item level as a Free of Charge item  The cost for the material has to be assigned to a certain profit center  A record is created in the system but no value is created on the billing documents

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Item Category Service Items

 Technical Service, e.g. development of the new products  Service Item, e.g. implementation, installation or other services

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Item Category NonNon-stock Items

 A non-stock item is useful when we sell a material that is not related to a material number, e.g. exhibition materials  A special material number will be created in R/3 for this purpose

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Item Category Billing Plan

 During certain kinds of sales order processing, you may want to bill a particular item according to a specified schedule  This can be used when billing, for example, implementations (K specific)

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Item Category Special Materials


 Make to Order material, e.g. BMKs  When entering this material the availability check is only made against production plan  A planned production order is created  The responsible planner for the material will run the MRP and inform the order responsible if the requested date can be met  Higher level items  A higher level item is used to show that a material should be sent free of charge, but is connected to another item which has a sales value  This could be, for example, accessories or instructions

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Create a Standard Sales Order Pricing and Conditions  Pricing can be made in two different ways:
 The price is automatically proposed by the system (customer/material price, price list, material price)  The price can be entered/changed manually

 Conditions represent a set of circumstances that apply when a price is calculated  In the pricing screen, in the sales document, you can also manually enter, for example, commissions
 There will be a report for all the commissions entered  According to this report we can create credit memos

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Create a Standard Sales Order Partner Functions


 The following are the most important partner functions that are used when creating a sales order:
    Sold-to-party: The legal customer ordering the goods or service Bill-to-party: The receiver of the invoice Ship-to-party: The delivery address Payer: Who pays the invoice

 A customer master record has to be created for business partners


Sold-to-party Ship-to-party

Payer

Master Data Bill-to-party

Etc.

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Create a Standard Sales Order Texts


     Texts can be stored in master data and copied from master data into SD documents Texts can also be copied from a reference document into another SD document Certain text types are set up to be displayed on certain documents Examples of text types are shipping instructions, packing information etc. Texts in the SD documents are not necessarily issued to printed documents

Sales Document 1

Sales Document 2

Header texts

Header texts

Customer and Material Master

Internal text Sales text Delivery text


Item texts

Internal text Sales text

Item texts

Sales text

Sales text

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Create a Standard Sales Order Availability Check  If we are not able to meet required delivery dates or quantities, the system automatically suggests alternative options:

 complete delivery: the first date when we can deliver the complete order quantity  proposed delivery: an alternative delivery plan with several partial deliveries

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Create a Standard Sales Order Schedule Lines

 When an order is entered, the requested and confirmed dates are displayed in the screen Schedule lines  The ordered and delivered quantities are displayed as well

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Create a Standard Sales Order Availability of Material

 Here are ways of checking availability of material:


 In avalability overview you find a total overview of a stock  In Stock requirement list you find e.g. sales orders and production orders  Register an order and let the system perform an availability check (without saving the order)

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Order Acknowledgement

 The order acknowledgement can be printed, automatically faxed or sent by EDI  Information text can be entered on the order acknowledgement, e.g. if the order is changed or cancelled. This can be entered on header and/or item level.

Auto fax

Sales Order

EDI

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Exercise 5: Create Sales Order

Now let us do an exercise. Please use the Exercise Book as reference.

Then please take a rest.

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Schedule & Topic

Sales Process Overview Sales Documents Structure and Functions Sales Process - Pre-sales Activities Sales Process - Sales Order Processing Sales Process - Others

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ThirdThird-Party Business

Order

Customer
5 Invoice

Company

Delivery

2 Supplier Invoice

Purchase order

Supplier
4

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Backorder Processing

Backorder list Backlog list Availability check

Backorder clearing Backlog clearing

Order list
Order Delivery priority

5 3 7

1 2 3

Backorder list Backlog list


Orders are not changed

Backorder clearing Backlog clearing


Orders are changed if necessary

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Cross Company Sales (indirect invoice)

Indirect invoice Company 1 Inter-company invoice Order Invoice Customer Delivery Company 2

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SD.0294.ppt. - 44

Cross Company Sales (direct invoice -- future release)

Direct invoice Company 1 Commission Delivery Order Customer Invoice Company 2

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Consignment Order Processing

Consignment Fill-up
SD Inc. Goods
Property of SD Inc.

Customer

Consignment issue

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Consignment Order Processing (Fill-up and Issue) (Fill-

Consignment fill-up

Delivery

Goods issue

Customer special stock

Consignment issue

Delivery

Goods issue

Billing document

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Consignment Returns

Consignment Issue

Delivery

Billing Doc.

Consignment Returns

Returns Delivery

Credit for Returns

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Returnable Packaging Shipment

Order
Customer 1 M1 P1 100 pc. 10 pal. TAN TAL

Delivery
Customer 1 M1 P1 100 pc. 10 pal.

Billing Document
Customer 1 M1 100 pc.

Goods issue

Goods

Warehouse Customer 1 M1

P1

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PickPick-up of Returnable Packaging

Pick-up of returnable packaging


Customer 1 P1 10 pc

Returns Delivery
Customer 1

P1

10 pc

Goods receipt

Goods

Warehouse Customer 1 M1

P1

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Returnable Packaging Order

Returnable packaging order


Customer 1 P1 5 pc TAL

Delivery
Customer 1 P1 5 pc

Billing Document
Customer 1 P1 5 pc

Goods issue Warehouse Customer 1

P1

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Credit limit check

Sales document Sold-to party : Payer Net value : : 1 P1 $100.00

P1
Credit limit check Open items : $10,000 : $ 9,980

Item 10 20

Mat. 1408 1908

Value $70.00 $30.00

The credit limit is exceeded by $80.

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One-TimeOne-Time-Customer Order Used when?


 The One-Time-Customer is useful when an order is received and no more orders are expected in the future  This is useful when you want to send for example:
 Samples  Promotion material  Exhibition material

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One-TimeOne-Time-Customer Order Differences to Standard Order


 A special customer number in R/3 is used to enter a One-Time-Customer order, which reduces the customer numbers  All information in the screens for creating a customer number, are not necessary to enter  When you create a One-Time-Customer order you only have to enter the address and material  It is only allowed to send material free of charge

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End of Part II

Question & Answer

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