1 Right Solution, Right Time, Right Price Sales Order Processing

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Transcript of 1 Right Solution, Right Time, Right Price Sales Order Processing

  • Right Solution, Right Time, Right PriceSales Order Processing

  • Agenda

    General Information for Sales Order ProcessingSales InquiryQuotationsSales OrdersInventory/Availability ReportingConsignment OrdersReports/ListsComplaints ProcessingPro-Forma Invoice CreationQuestions / Review

  • I. General Information for Sales Order Processing

  • Organizational Elements Quick ReviewGeneralMotion(02)MachineTool(03)ServiceHouseAccounts(05)Columbus(06)Switch(07)DISTRIBUTIONCHANNELDIVISIONPARTS SALESSERVICE ORDERREPAIR ORDERSALESORGANIZATIONSales AreaPARTS SALESSERVICE ORDERREPAIR ORDERPARTS SALESSERVICE ORDERREPAIR ORDERPARTS SALESSERVICE ORDERREPAIR ORDERPARTS SALESSERVICE ORDERREPAIR ORDERPARTS SALESSERVICE ORDERREPAIR ORDERPARTS SALESSERVICE ORDERREPAIR ORDERSPECIAL REPORTTOTAL PARTS SALESTOTAL SERVICE ORDERSTOTAL REPAIR ORDERS SalesOrganization(0010 Americas)DistributorDistributionChannel(02)DirectDistributionChannel(01)

  • Business Processes CycleQuotationPre-Sales ActivitiesSales Order ProcessingSales Order ProcessingInventory SourcingInventory SourcingDeliveryDeliveryBillingBillingPaymentPaymentInvoice

  • During sales order processing, the system carries out basic functions, such as:

    Determines PricingDecides Delivery RequirementsDecides Requirements for creating invoicesUpdates Document FlowUpdates Sales reportingCarries out availability checkBasic Functions Within Sales Order Processing

  • Sales Documents

  • There are four distinct groups of sales documents:

    Pre-Sales Activity: Inquiries, and Quotations Sales orders Complaints, encompassing Subsequent Delivery Free of Charge order, Credit /Debit memo requests and Return Orders.

    Sales Documents

  • There are three distinct control elements within a sales documents:Order type controls:Number range for the orderIncompletion procedure at the headerOutput determination procedureItem number incrementDocument pricing procedure

    Item category controls:Should pricing be carried outIs item to be invoicedWhich fields appear on the incompletion logPartner determination

    Schedule item category controls:The correct A/R account cost will hitEspecially important in internal order processing

    Sales Documents

  • From the sales document, you can create and process deliveries and billing documents.

    In addition, some sales documents, such as rush orders, automatically trigger the creation of delivery documents.

    Sales Documents

  • All sales documents have basically the same structure.

    They are made up of:Header Line Item Schedule Line

    How Sales Documents are Structured Sales DocumentHeaderItem 1Schedule line 1Item 2Schedule line 1Schedule line 1Schedule line 1

  • Header data

    The general data that is valid for the entire document is recorded in the document header. For example,

    Number of the sold-to, ship-to partyPurchase OrderSales Area DataPayment TermsPricing elements for the entire documentOrder Status Industry (add. data Acustomer group 1)Application (add. data Acustomer group 2)

    Sales DocumentHeaderItem 1Schedule line 1Item 2Schedule line 1Schedule line 1Schedule line 1Sold-to party: 1000006 Req. Delivery Date: 7/28/00Ship-to party: 1000006

    Currency: USD

  • Item data

    Whereas data in the document header applies to all items in the document, some data applies only to specific items or can be overridden by the item. This data is stored at item level and includes the following:

    Material number and dataFirst delivery dateReason for rejectionPartner determination (an alternative ship-to party or forwarding agent (carrier) can be defined for a particular item)Item level textItem level statusPlant and storage location specificationsPricing conditions for the individual itemsItem Category

    Sales DocumentHeaderItem 1Item 2

  • Schedule line data

    The schedule line contains all the data that is needed for a delivery.

    For example, a customer orders 20 units of a particular material which you enter as one item in the sales order. However, you can only deliver 10 pieces now and the remaining 10 pieces next month so you will confirm two delivery dates. The data for these deliveries (dates, confirmed quantities) are stored in two separate schedule lines. (Automatic line splits)

    In sales documents where delivery data is not relevant, for example, contracts, credit and debit memo requests, the system does not create any schedule lines.

    Data recorded in the schedule lines includes the:Schedule line quantityDelivery dateConfirmed quantity

    Sales DocumentHeaderItem 1Schedule line 1Item 2Schedule line 1Schedule line 1Schedule line 1

  • Data From Master Records When you create a sales document without referring to a preceding document, the system copies the following data from the master records:

    Data about the sold-to party and other partners from the customer master records

    Item data from the material master record

    Data from any relevant customer-material information records (customer specific part numbers)

  • Data from Preceding Documents If you create a sales document with reference to a preceding document, the system copies nearly all the data from the preceding document, depending on copy control setup for document combinations being referenced.

    The data in the preceding document originally comes from the customer and material master records.

    Because the data is copied from the preceding documents into the sales document, any changes that have been made to the master data records since the preceding document was created are not included in the sales document.

    If, when you create with reference, you add another item to the document that was not in the preceding document, the system determines the data for the new item from the master records, such as the material master or info record.

  • What is the difference between an Inquiry and a Quotation?

    Inquiry Non-Binding AgreementFor example, a customer inquires whether we have a certain product in our warehouse, how much it will cost, or whether the product will be available for a certain date. The inquiry will not be sent to the customer.

    Quotation Binding Agreement from A quotation presents the customer with a legally binding offer for product or service within certain fixed conditions.

  • Reporting and Analysis in SAP R/3Standard ReportingLists documents and master dataProvides analysis through sorting and totalsDisplays details

    List ProcessingLists selected documentsAllows you to branch to documents and return to listHelps organize work

  • Sales Document IconsSales and DistributionThese Icons appear on most Sales DocumentsGeneral IconsStatus OverviewDisplay Sales SummaryDisplay Sold-to Party

    Header Output ViewReject Document

    List Sales OrdersDisplay Item Detail

    Create Item

    Delete Item

    Item to topDisplay Document Flow

    Check Item AvailabilityPage Down

    New SessionView AvailabilityItem Conditions

  • Sales Order Processing What 3 organizational elements make up the Sales Area?Name the 2 distribution channels?Name the 7 different division?Name 2 things order type controls?

  • II. Sales Inquiries

  • Inquiry Used to store pre-sales data.There are a wide range of functions defined for managing and monitoring these documents.Information gained from these documents can be used to gauge different market, sales, inventory trends.Each document has a validity date.

  • Creating a Sales Inquiry

    Menu Path Logistics >> Sales and Distribution >> Sales >> Inquiry >> VA11 - Create

    Transaction Code: VA11

  • Step 1 Initial Screen

    Enter IN for Inquiry Type

  • Step 1 Initial Screen

    Enter IN for Inquiry Type

    Click on the Enter button.

  • Step 2 Completing the Inquiry

    Enter the Customer Code for the Sold-to party. You can also use the Matchcode button to search from a list.

  • Step 2 Completing the Inquirya.Enter Sold-to Partyb.Ship-to Party will default in from the customer master. If there are multiple ship to partners attached to a sold to you will get a selection box.

  • Step 2 Completing the Inquiry

    Enter Sold-to party. Enter the Ship-to Party

    Enter the Requested Delivery Date and the validity dates.

  • Step 2 Completing the Inquiry

    Enter Sold-to party.

    b.Enter the Ship-to Party

    c.Enter the Requested Delivery Date and the validity dates.

    d.Enter Material Numbers or select from a list by using a matchcode search. Enter the requested order quantity.

    d.d.

  • Schedule Lines w/inventory

    Full quantity is available for customers request date.

  • Schedule Lines w/partial availability:75 in stock75 coming in 8/16100 coming in 8/23

  • III. Sales Quotations

  • QuotationUsed to store pre-sales data.There are a wide range of functions defined for managing and monitoring these documents.Information gained from these documents can be used to gauge different market, sales, inventory trends.Each document has a validity date.A Textual description can be used instead of the material #.A quote is a legally binding declaration to the customer containing material specifications, prices and terms of delivery/sales.

  • Step 1 Initial Screen

    Enter Quotation Type

    QT = Sales QuotationAS = Service Quotation

  • Override Application or Industry:

    Menu Path: Go-to Header To change the industry or application for special projects that d