SAP Tutorial Workbook

Sales
Sales Order
OrderProcessing
Processing
Inventory
Inventory
Pre-Sales
Pre-SalesActivities
Activities
Invoice
Delivery
Delivery
Payment
Payment
SAP AG
Billing
Billing
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Sourcing
Sourcing
Contents
What is SAP ERP? ................................................................................................................ 8
The Technology behind SAP ERP .................................................................................... 8
SAP Business Processes .................................................................................................... 8
SAP ERP ............................................................................................................................... 8
The Sales and Distribution Module ....................................................................................... 8
SAP ECC Data & Process Integration ............................................................................... 9
SAP ECC Modules ............................................................................................................ 9
SAP Pre-Configured Industry Solutions ........................................................................... 9
Multi-national Configuration............................................................................................. 9
The Underlying Structure of SAP - System Wide Concepts ........................................... 10
Enterprise Structure ..................................................................................................... 10
Organisational Structure Example ................................................................................... 11
What is SD? ......................................................................................................................... 12
Organisational units in SD: Definitions .......................................................................... 12
Sales Organisation ....................................................................................................... 12
Distribution Channel ................................................................................................... 12
Division ....................................................................................................................... 12
Sales Area .................................................................................................................... 13
Other Organisational units used in SD: Definitions ........................................................ 13
Shipping Point ............................................................................................................. 13
Loading Point .............................................................................................................. 13
Integrated Organisational units: Definitions.................................................................... 14
Company Code ............................................................................................................ 14
Plant ............................................................................................................................. 14
Warehouse/Storage Location....................................................................................... 14
Getting Started with SAP ERP - Logging On and Navigation ............................................ 15
How to access SAP .......................................................................................................... 15
Logging on to the ECC system ....................................................................................... 16
SAP EASY ACCESS - Standard Menu .......................................................................... 17
The SAP ECC Window ................................................................................................... 18
The Command Field .................................................................................................... 18
The Menu Bar .............................................................................................................. 18
Toolbars ....................................................................................................................... 19
Title Bar ....................................................................................................................... 19
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Status Bar..................................................................................................................... 19
Sessions & Transaction Codes ........................................................................................ 19
Common Transaction Codes ........................................................................................... 20
User Profiles .................................................................................................................... 21
Getting Help .................................................................................................................... 21
Exercises ...................................................................................................................... 22
Using this booklet. ........................................................................................................... 22
Exercise 1 .................................................................................................................... 22
The Sales & Distribution Process within the Customer Order Management Cycle............ 25
Creating a Sales Order ..................................................................................................... 25
Data Types in SAP ECC...................................................................................................... 28
Transactional Data ........................................................................................................... 28
Master Data...................................................................................................................... 28
Table Data........................................................................................................................ 28
Customer Order Management Cycle ................................................................................... 29
Sales Orders ......................................................................................................................... 29
Types of Sales Document ................................................................................................ 29
The Structure of the Sales Order ..................................................................................... 30
Stock Overview ............................................................................................................... 30
Document Flow in the SAP ECC system ........................................................................ 31
Tutorial Exercise - Sales Order Processing ......................................................................... 32
Create A Sales Order Document Based On A Customer Purchase Order ...................... 32
The Sales & Distribution Process within the Customer Order Management Cycle - ......... 35
Creating a Delivery.............................................................................................................. 35
PART 1
Creating An Outbound Delivery Document .................................................. 35
Delivery Options: ........................................................................................................ 35

The Structure of a Delivery ......................................................................................... 36
PART 2
Picking ........................................................................................................... 37
PART 3
Posting Goods Issue ...................................................................................... 37
Tutorial Exercises ............................................................................................................ 38

Delivery Process Part 1 - Create an Outbound Delivery Document ........................... 38
View the processing status of the Delivery and Order via the Document Flow Tool . 39
Check the Stock levels and inventory status of the an item in the delivery ................ 39
Part 2 - Picking ............................................................................................................ 40
Delivery Process Part 3 - Post Good Issue .................................................................. 40
Check the Stock levels of a material after goods issue has been posted ..................... 41
The Sales & Distribution Process within the Customer Order Management Cycle............ 42
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Billing the Customer............................................................................................................ 42

Creating A Billing Document .......................................................................................... 43
The Structure of a Billing Document .............................................................................. 43
Single or collective processing of documents ................................................................. 44
Create an Invoice for the delivery you have released to your customer...................... 45
Display the Billing Document and find details about the invoice. .............................. 46
The Sales & Distribution Process within the Customer Order Management Cycle - ......... 47
Customer Payment ............................................................................................................... 47
Master Data.......................................................................................................................... 49
The origins of data in Sales Documents .......................................................................... 49
Customer Master Data ..................................................................................................... 50
Business Partners and Partner Functions ......................................................................... 51
Types of Partner Function include: ............................................................................. 51
Partner Functions of the Customer Master .................................................................. 51
Customer Master Data and Customer Account Groups .................................................. 52
Material Master Data ........................................................................................................... 53
Material Master Data and Material Type ........................................................................ 53
Customer-Material Master Data .......................................................................................... 54
Item Proposals ..................................................................................................................... 54
Incompletion Log ................................................................................................................ 55
Create a Customer Master Record ............................................................................... 56
Customer Data Sheet ................................................................................................... 57
Change the Customer Master Record .......................................................................... 58
Test the Customer Master Data by creating an Order for the new customer .............. 58
Test the Customer Master Data by creating an outbound Delivery for this customer 59
Create a New Material ................................................................................................. 59
Add Stock of a material into the Warehouse ............................................................... 61
Check the material data is correct by creating a Sales Order for the new material ..... 61
Making Changes to the Material Master ..................................................................... 62
Modifying a Sales Order to maintain incomplete data ................................................ 62
Create a Customer-Material Information Record ........................................................ 63
Check that details from the Customer Material Information Record filter through to
the Sales Order ............................................................................................................ 63
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Check the Master Data you have created works properly by proceeding through the
remaining processes of the COM cycle ....................................................................... 64
Pricing Conditions, Stock Availability and Delivery Scheduling ....................................... 66
Stock Availability ................................................................................................................ 67
Shipping Point Determination ............................................................................................. 67
Route Determination ........................................................................................................... 70
Stock Availability and Delivery Scheduling ....................................................................... 73
Calculating Stock Availability: Backwards Scheduling ................................................. 74
Forward Scheduling............................................................................................................. 75
Sales from Stock Available: Sales Order Processing ...................................................... 77
Exercises .......................................................................................................................... 77
Sales from Stock Available: Inventory Sourcing ............................................................ 79
Exercises .......................................................................................................................... 79
Customisation of SAP ECC................................................................................................. 82
Controlling Sales Documents with Sales Document Type, Item Category and Schedule
Item Categories .................................................................................................................... 82
Sales Document Type ...................................................................................................... 83
Functions of the Sales Document Type ........................................................................... 84
Item Category .................................................................................................................. 85
Assigning Item Categories to Sales Document Types..................................................... 86
Schedule Line Categories ................................................................................................ 87
Assigning Schedule Line Categories to Item Categories ................................................ 88
Blocking Documents ........................................................................................................... 89
Delivery Blocks ............................................................................................................... 89
Bill Of Materials .................................................................................................................. 90
Exercises .......................................................................................................................... 91
Configure a new Sales Document type based on the Standard Order (OR) .................... 91
Controlling Sales Documents with the Item Category .................................................... 93
Item Category: Definition and Control........................................................................ 93
Check Item Category configurations in the IMG to see the settings for each category
..................................................................................................................................... 94
Check Item Category configurations in the IMG to see how the system automatically
determines an Item category in a sales document. ...................................................... 94
Schedule Line Category................................................................................................... 95
Create a Sales Document to see the automatic Schedule Line Category Determination
..................................................................................................................................... 95
Customisation of SAP ECC................................................................................................. 97
Business Partners and Partner Determination ..................................................................... 97
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Business Partners ................................................................................................................. 97

Partner Type .................................................................................................................... 97
Partner Function .............................................................................................................. 98
Account Group ................................................................................................................ 99
Exercises ........................................................................................................................ 100
Create a New Partner Function.................................................................................. 100
Create a Partner Determination Procedure and Assign it to the Customer Master. .. 101
Assign the Partner Procedure to an Account Group .................................................. 102
Test your new Partner Determination Procedure ...................................................... 102
Create a Partner Determination Procedure and Assign it to a Sales Document ........ 103
Customisation of the SAP ECC ......................................................................................... 105
Interface Modification ....................................................................................................... 105
Controlling the Customer Master .................................................................................. 105
Controlling the Material Master .................................................................................... 106
Table Control ................................................................................................................. 106
Exercises ........................................................................................................................ 107
Create and Configure the Customer Master so that certain fields are set as required
entry on creation ........................................................................................................ 107
Assign a Number Range to the New Account Group ................................................ 108
Assign a Partner Determination Procedure to the New Account Group ................... 108
Customisation of the SAP ECC ......................................................................................... 110
Incompletion Log .............................................................................................................. 110
Exercises ........................................................................................................................ 111
Configure the Incompletion Log for a Sales Document ............................................ 111
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Useful Icons
ICON
PROPERTIES
White tick on green circle
Green tick with white clock

in background
Orange floppy disk
White back arrow on green

circle
White up arrow on yellow
circle
White cross on red circle
DESCRIPTION
Enter - accepts data input
and enables progression to
the next screen
Execute - used instead of
Enter on certain screens to
progress to the next screen
Save - saves the current data
you are working on.
Back - takes you back the
previous screen
Exit - returns you to the
SAP Easy Access Menu
Cancel - cancels the current
processing being carried out
and returns you to the
previous screen
Find - used to search for text
Find Next - finds the next

matching text item in the list
WARNING
Do not change any of the standard configurations within SAP ECC as this will affect
everyone else's set up. If you wish to make changes to anything, take a copy of the
original and make any modifications to the copy, leaving the original in tact.
Remember, any configurations you make to the IMG should be stored with the Prefix Z so
they can be identified as non-standard.
Do not change anything in the system unless you are instructed to do so in the workbook
and you are sure what you are doing. If in doubt, ASK!
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SAP ERP
The Sales and Distribution
Module
What is SAP ERP?
SAP ERP is an Enterprise Resource Planning software package which provides the
facilities for managing and integrating major business functions such as production,
distribution, sales, finance and human resources within an organisation. It is purchased as
an off the shelf package which is tailored by a team of consultants to fit the specific needs
of an organisation. It replaces the need to buy numerous different pieces of software to
manage the individual functional areas of an organisation
The aim of SAP ERP is to help companies link their business processes, tying together
disparate business functions to synchronise an entire enterprise so that it runs more
smoothly.
The Technology behind SAP ERP

The SAP ERP system provides a comprehensive, scalable platform with which companies
can conduct their business operations. Strengths in SAP technology that facilitate interenterprise collaboration and interoperability include
an inherently thin-client, three-tier Internet architecture,

more than 1,500 open interface definitions openly published on the Web,
an open and flexible component-based architecture.
Platform support for parallel application and database servers provides for high scalability.
At the same time, the SAP architecture offers customers world-class reliability and security
as well as the reassurance of accepted industry standards such as the Extensible Mark-up
Language (XML).
SAP Business Processes

The SAP Enterprise Central Component provides more than 1,000 predefined "bestpractice" business processes spanning broad functional software requirements. These
processes are assembled to create a solution tailored to the user's exact requirements; new
business processes and technologies regularly become available through partnership with
customers, enabling SAP customers to respond quickly to ever-changing business
demands. Processes are organised into "business scenarios," which are the one-step
business solutions that integrate process functionality, industry-specific knowledge and the
necessary services for users to succeed in their particular job role and business endeavour.
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SAP ECC Data & Process Integration

The SAP ECC components are fully integrated and data is held in a central database shared
by all SAP ECC applications. This is enabled through the use of common organisational
structures throughout the systems. Application data is shared between the individual
modules and each time an application module changes, the SAP ECC system automatically
updates the data in the other application modules that are affected.
SAP ECC Modules

Some of the modules currently supported are: Sales & Distribution, Production Planning,
Materials Management, Human Resources, Financial Accounting and Plant Maintenance,
SAP Pre-Configured Industry Solutions

Aligned with customer requirements, SAP software also offers solutions specific to 19
different industries with functionality designed to address requirements unique to each of
those industries' business objectives. These industry solutions cover sectors such as
Aerospace and Defence; Automotive; Banking; Healthcare; Higher Education; Oil and
Gas; Pharmaceuticals;Utilities.
Multi-national Configuration
The presence of the Country Program in each project also allows for multi-lingual, multicurrency processing. If a company is based in several different countries, transactions can
be carried out in the appropriate local language and local currency, enabling a company to
serve the global marketplace more effectively.
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The Underlying Structure of SAP - System Wide Concepts

Enterprise Structure
The enterprise structure of an organisation is mapped to SAP applications using
organisational units, e.g. Company Code, Sales Organisation, Distribution Channel.
Different organisational units take precedence in each SAP ECC system module making it
possible to represent your enterprise and structure your system using terms that make sense
to each particular segment of the organisation. The organisational units applicable to SD
are shown on the following page.
The Enterprise Structure is organised hierarchically in the SAP system and the client is at
the highest level and may cover several company codes. Several plants may be assigned to
one company code and several warehouses may be assigned to one plant.
SAP
ENTERPRISE STRUCTURE
Group
Client
Company
Code
Subsidiary
Company
Plant
Plant
Service
Company
Sales
Organisation
Distribution
Channel
Distribution
Channel
Product
Line
Department
Division
Storage
Location
Storage
Location
- 10 -
S
A
L
E
S
A
R
E
A
Organisational Structure Example

An organisation's own internal structure is mapped onto the organisational units defined
within SAP
Client
Company Code
1000
Plant 1000
Plant 1100
Company Code
1100
Plant 1200
Controlling Area
2000
Warehouse
0001
Warehouse
0003
Warehouse
0002
- 11 -
What is SD?
SAP ECCs SD module addresses the sales and distribution needs of an enterprise and
covers the areas of pre-sales activity, sales order processing, inventory sourcing, delivery
(including transportation), billing and payment. The Sales & Distribution process consists
of a series of linked documents (transactions) which generate a process workflow
beginning with an initial pre-sales inquiry and culminating in the billing of shipped
products.
Presales
Enquiry
Quotation
Order
Delivery
Billing
Transportation
The SD module also enables flexible pricing strategies through rule based pricing; allows
customers to make orders using their own product item numbers; checks stock availability
and has the ability to initiate purchase requisitions through the Materials Management
(MM) module due to integration between modules; has credit checking facilities; provides
an EDI interface; has a Sales Information System allowing extensive data analysis etc.
Organisational units in SD: Definitions

Sales Organisation
This is used to define national or international sales subdivisions e.g. northern sales region
or UK division. A sales organisation represents a selling unit in the legal sense being
responsible for product liability. A business transaction e.g. a sale or a delivery, is
processed within a sales organisation. A sales organisation belongs to one and only one
company code although a company code may have more than one sales organisation
assigned to it.
Distribution Channel
These are used to define how different products reach consumers e.g. wholesale, retail,
industrial, direct sales and allow for different conditions such as differential pricing to be
applied to different market sectors. A distribution channel is linked to one or more sales
organisations. A customer may be supplied from several distribution channels and
different master data can be stored for each distribution channel e.g. price and minimum
order quantity may differ between wholesale and retail channels.
Division
These are used to represent product lines. A division can serve more than one sales
organisation and customer specific agreements can be created for each division e.g.
payment terms, partial delivery rules
- 12 -
Sales Area
All customers are allocated to a sales area. A Sales Area is defined using a combination of
three elements:
Sales Organisation
Division
A sales area can belong to only one company code and any business transactions carried
out can only be linked to a single sales area. By defining sales organisations you can
define independently the circumstances under which a sales organisation may or may not
sell particular product lines. For example, a customer may be assigned different
distribution channels within a sales organisation and different master data and sales
agreements may be defined for each channel. Thus if a customer buys the same product
from a direct sale or from a distributor, they may be charged different prices for that same
item. Although the product is the same we can store different prices, tax rates etc for this
product depending on which distribution channel it is sold through.
Other Organisational units used in SD: Definitions

Shipping Point
A physical or logical location in a warehouse or plant where employees process deliveries
e.g. rail depot or mail room. Each delivery must be allocated one shipping point. A
shipping point can service many plants and a plant may be serviced by multiple shipping
points.
Loading Point
A shipping point may have many loading points, each representing a different location and
type of equipment for loading goods of a particular type e.g. a loading point equipped with
a crane for lifting heavy goods, a loading point equipped with fork lift trucks etc.
- 13 -
Integrated Organisational units: Definitions

Company Code
A Company Code represents an independent accounting unit, for example a company
within a corporate group, for which a balance sheet and profit and loss statement must be
maintained. It is the central organisational unit used in financial accounting. Each
Company Code has a unique four digit numeric identifier.
Plant
A plant produces goods, or renders services or makes goods available for distribution. It
can be a manufacturing facility or a warehouse distribution centre. Planning and inventory
management are carried out at plant level and plant is the central organisational unit for the
SAP ECC Materials Management Module. A plant is linked to a single company code, but
a sales organisation may sell products from many plants or warehouses and a plant may
support many sales organisations. A storage location is where the product is stored within
a plant.
Warehouse/Storage Location
A warehouse is one or more physical storage location within a plant that has inventory.
Each combination of plant and storage location is allocated a warehouse number and a
warehouse can consist of many storage locations.
- 14 -
Getting Started with SAP ERP - Logging On and

Navigation
SAP ERP is a client based system. This enables the operations & business processes of
several independent organisations (clients) to operate on one SAP ECC system. During
each user session, the user will only be able to logon and access the data of one specified
client (organisation) at any one time. Each client has its own data environment and
therefore its own master data (e.g. customer and product information) and transaction data
(e.g. sales orders and deliveries), charts of accounts and customising parameters.
At the end of this unit you will be able to :
Log on to and navigate within SAP ECC

Create Multiple Sessions
Change User Settings
Use the various types of Help
How to access SAP

You should be able to access SAP ECC by doing the following:
From the Start button Select:
Programs,
SAP Front End,
SAP Logon
The SAP login menu will be displayed. Select the IDES system option and Click Log On
- 15 -
Logging on to the ECC system

When you log on to SAP ECC you will be presented with the following screen.
Enter the following information into the first 3 fields :
The Id of the Client data you wish to work on ( _ _ _ )

Your User Id (ES###) where ### is your assigned number
Your Password
(all of the above will be assigned to you by your tutor).
Set the Language to EN (English).
- 16 -
SAP EASY ACCESS - Standard Menu

This is the standard entry screen displayed after logon.
You may choose to customise this to suit your own user requirements including
selecting a transaction of your choice to be the default entry screen after logon e.g.
make the sales order screen the default. [via the menu Extras Set Start
Transaction]
modifying the tree menu structure to change your view of the structure, for example to
display the transaction codes for each operation [via the menu Extras Settings]
creating a Favourites list of the transactions, reports, files and Web sites you use the
most [via the menu Favourites or dragging and dropping]
You will be required to do some of these tasks in the exercises at the end of this section.
- 17 -
The SAP ECC Window

A typical ECC window (this is the one for Create Standard Order VA01) consists of the
following common screen elements in addition to the checkboxes, pushbuttons, radio
buttons and input fields that you may see in many other applications
Command field
Menu Bar
Standard Toolbar
Options Icon
Title Bar
Application Toolbar
Status Bar
The Command Field

This is used when you know the transaction code of a particular operation and want to go
directly to that operation without going via the menu tree. You can find the transaction
code either in the SAP Easy Access Menu tree or in the relevant application under System
Status. Further examples of common transaction codes appear later on in this chapter.
If the Command Prompt is not visible, click on the arrow head
Field should be to reveal the full field.
where the Command
The Menu Bar

SAP ECC uses the term session to describe a window in which a task is being performed
and several sessions may be opened at any one time within a user logon, to allow several
tasks to be processed in parallel.
- 18 -
Toolbars
The icons in the standard toolbar are available on all SAP ECC Screens. Any icons that
you cannot use on a particular screen are dimmed. The application toolbar contains those
functions available in the current application
Title Bar
This shows your current position and activity in the system
Status Bar
This displays information on the current system status such as the client you are logged on
to and the session number, plus any information/warning/error messages. If the Status
detail is not visible, click on the arrow head
where the Status information should
be to display the full details.
Sessions & Transaction Codes

All of the functions and transactions within SAP ECC can be accessed using menu paths.
Due to the vast amount of facilities offered by the software however, the use of menu paths
can be time consuming. An alternative to accessing a particular transaction or facility in
SAP ECC via the menu paths is to use a transaction code.
A Transaction Code (T-Code) is assigned to each function/transaction (not each screen) in
the ECC and can be used to access a transaction from any screen in the ECC system. By
opening up new sessions and specifying the transaction codes you can process several
transactions simultaneously.
From the Standard SAP Easy Access menu you can access a
transaction directly by entering the transaction code at the
command prompt. e.g. VA01.
Once in a transaction you find out its Transaction Code via the
icon on the
menu path Systerm Status or by clicking the
status bar. Here you can also find out information about which
client you are logged on to, which user is logged on and so on.
You can opt to view the transaction code names for all transactions listed in the SAP
Standard menu via the menu path Extras Settings and choosing to Show Technical
Name.
- 19 -
If you are currently working on one transaction and wish to exit that transaction and call up
a new one without having to return to the opening menu type
/n
at the command prompt, followed by the T-Code of the new transaction
If you are currently working on one transaction and wish to open up a new session
(window) to begin processing on a second transaction without closing down the first for
example in order to compare two documents, type
/o
at the command prompt, followed by the T-Code of the second transaction
Common Transaction Codes

Code
VA01
VA02
VA03
VL01N
VL02N
VL03N
VF01
VF02
VF03
MM01
MM02
MM03
Transaction
CREATE Sales Order
CHANGE Sales Order
DISPLAY Sales Order
CREATE Delivery
CHANGE Delivery
DISPLAY Delivery
CREATE Billing Document
CHANGE Billing Document
DISPLAY Billing Document
CREATE Material Master
CHANGE Material Master
DISPLAY Material Master
Code
XD01
XD02
XD03
MMBE
SPRO
Transaction
CREATE Customer Master
CHANGE Customer Master
DISPLAY Customer Master
STOCK OVERVIEW
IMG
You can find out the T-Code of a transaction once the screen for the transaction is open via
the System Status menu path
- 20 -
User Profiles
The User Profiles menu [accessed via System User Profile Own Data] allows you to
change default data settings such as
User address create and maintain personal details such as name, function, room
number, telephone number etc
User defaults such as default printer, decimal notation and date display formats
User parameters which allow the user to default information into frequently used
fields using Parameter Id's (the technical name of an input field determined by
pressing F1 whilst in that field and looking at Technical data) and default values.
Note: To activate the changes you have made to the user defaults you must first log out
and then log back in.
Getting Help
There are many ways of getting help within the SAP system.
F1
provides help on field, menus, functions and messages
F4
provides information on what values you can enter into a field
The Help Menu which contains

The SAP library which is an online library of the entire ECC
documentation
Application Help which gives specific help with the ECC library based
on the screen you are on when it is invoked.
The Glossary which defines technical terms used in SAP ECC
version Release Notes detailing changes between releases of the SAP
system
The internet at http://help.sap.com

- 21 -
Exercises
Using this booklet.

The exercises in this booklet will guide you through a variety of tasks using menu paths.
These are shown in the notes as for example:
Tools Administration Monitor System Monitoring User Overview[SystemStatus]
This tells you which folders in the menu structure you need to open in order to access the
relevant task. You will usually then be asked to provide information about the data/screen
you have been directed to
Exercise 1
1.1
Logging onto SAP ECC

The first time you log on, you will get a prompt in which you must enter your new
password twice. Make a note of the following:
CLIENT:
1.2
USER:
PASSWORD:
LANGUAGE:
Opening Additional Sessions

System Create Session or alternatively, /O
What is the maximum number of sessions you can have open simultaneously?
1.3
Using T- Codes
Identify the screen titles (refer to the SAP ECC window diagram) and find the TCodes that corespond to the following menu paths
Tools Administration Monitor System Monitoring User
OverviewSystemStatus
(Alternatively look at the status bar to see the transaction code once you have
entered the initial screen of the transaction)
Tiltle of Screen
T-Code
- 22 -
Accounting Financial Accounting Customer Master RecordsDisplay

Enter Customer 1000 and Company Code 1000 to access next screen
Title of Screen
T-Code
To help you remember some T-Codes to make navigation easier, choose to display the TCodes in the menu structure via the menu path Extras Settings and choosing to Display
Technical Name.
Help
1.4
Menu Help
If you choose Application Help from the Help menu in the SAP Easy Access
screen, which area of the SAP Library does it take you to?
1.5
Search Help
Go to the Display Customer Initial Screen [T-Code XD03 or via the menu path
Logistics Sales & Distribution Master Data Business Partner
Customer Display Complete]. Use F4 search help or click the
icon on
the Customer field and using the Customers (General) option tab, find the customer
number for the customer whose search term is Becker ## (where ## corresponds to
your assigned user number) based in Berlin.
Customer Number for Becker ##
(Note the space)
1.6
F1 Help
Use F1 Help on the Customer field. What is the purpose of this field? Write a brief
summary of the business-related information
1.7
Use F1 Help on the Company Code field. If you choose the Application Help
button from the F1 help screen, which area of the SAP Library does it take you to?
- 23 -
1.8
Find the parameter Id for the Company Code field using the
Information button in the F1 help screen and make a note of it.
Technical
User Specific Settings

1.9
Assign a parameter value of 1000 to the Company Code field in your User Profile.
[System User Profile Own Data[Parameters]]. This means that whenever
the company code field is displayed, the default value of 1000 will be inserted into
it.
1.10
In your User Profile under the Defaults tab, set your logon language to English and
the decimal notation and date format that you desire this will determine how you
enter dates and currency values in future.
1.11
Define some favourites in your Access Menu which will make it easier for you to
navigate to common transactions or other objects in the future.
1.11.1 Insert at least one new folder under the Favorites folder [Favorites Insert
Folder]
1.11.2 Find and add any two transactions from the Standard Menu to the
corresponding folder(s) by clicking and dragging on the transaction.
Alternatively if you know the code for a transaction you choose to Insert
Transaction from the Favorites menu.
1.11.3 From the same menu, choose to Add other objects and add the Internet
Address http://www.sap.com under the text "SAP Homepage"
In future you will be able to create and use folders and favourite transactions to store your
own frequently used transactions to make system navigation easier.
- 24 -
The Sales & Distribution Process within the

Customer Order Management Cycle
Creating a Sales Order
Effective Sales Order Processing ties all activity to customer demand in a series of tightly
integrated processes. The SD module within SAP ECC gives you precisely this kind of
sales order processing using a series of linked documents (e.g. order, delivery, invoice) to
generate a workflow (predetermined sequence of steps) for sales and distribution.
SD may begin with pre-sales activities such as a response to a Request for a Quotation
from a customer.
As part of Sales Order Processing, a sales document for example an order is created
which captures and records the customer's request for goods or services.
The requirements of the Sales Order are transferred and inventory sourcing is carried
out to determine whether the product is available and how it will be supplied (for
example will each product come from a plant and if so which one, or will it come from
an outside vendor. Do we need to trigger a make-to-order production run to fulfil this
order?).
Following this, a Delivery document is created which signals the start of all shipping
activities for the sales order. This includes picking the product from the warehouse
(creating a transfer order to move goods within the warehouse from the storage
locations to the loading bays), packing the product, planning and monitoring
shipments, preparing shipping papers and posting goods issue (updating the general
ledger by debiting the Cost of Goods sold and crediting the inventory account).
A Billing document is created next resulting in an invoice being output by the system.
This updates the general ledger by debiting the customer's Accounts Receivable
account and crediting the Revenue Account.
The Customer settles the bill and the monies are posted to the general ledger in
Financial Accounting (FI) where the Cash account is debited and the customer's
Accounts Receivable is credited.
SD represents each of these processes with electronic documents (transactions), each

linked both to the preceding and subsequent documents (see the diagrams on the following
2 pages).
- 25 -
WHAT IS SD?
warehouse stock
delivery requirements
CREDIT
CHECK (FI)
ORGANISATIONAL
STRUCTURES
CO-PA
goods issue
packing
SALES
Presales
Enquiry
Quotation
Delivery
Order
Billing
Transportation
LEAN
WAREHOUSE
MANAGEMENT
picking
Transfer of
Requirements
MASTER
DATA
ACCOUNTING
DOC
(FI)
DEMAND
MANAGEMENT
MM
manufacture
PP
Integration points with other
modules
purchase
This diagram shows the flow of transactions in the sales process and the
points of integration with other SAP ECC modules.
- 26 -
Presales
SD Elements
Order Management: Business Process Summary

S
Contact
Contact
Pre-Sales
Pre-
A
Inquiry
Inquiry
L
E
S
I
N
Contract
Contract
Scheduling
Scheduling
agreement
agreement
Sales Order
Processing
Order
Order
F
O
Quotation
Quotation
Inventory
Sourcing
R
M
Delivery/
Transportation
Order
Order
Shipment
Shipment
Billin
Billing
Invoice
Invoice
S
Y
S
T
Goods
GoodsIssue
Issue
Transfer
Transfer
Delivery
Delivery
Customer payment/
Financial Accounting
N
G
N
Accounts
Accounts
Receivable
Receivable
Material
MaterialStock
Stock
Account
Account
E
M
This slide shows the relationships between the processes in sales order processing in the SAP system. The sequence from top to bottom
represents the order of events in the sales process. Each of the boxes represents sales/accounting document.
The sections to the left and right of the diagram represent key interfaces between SD and the Sales Information system, Materials
Management and Production Planning
- 27 -
Data Types in SAP ECC

The SAP ECC system works via a very large shared database, containing data covering
each of the areas within the Sales & Distribution module (and any other modules such as
Financial Accounting, Human Resources etc that have been purchased by the
organisation).
There are 3 categories of data in the ECC system database
Transactional Data
This is the day to day transactional processing information that is put into the system by
users or generated by the system. It includes transactions in all applications such as
Purchase Orders, Sales Orders, Goods Receipts, Invoices. This data is dynamic and is held
in documents
Master Data
This is core information that is stored centrally and shared across applications. It is
generally static in nature (it rarely changes) and includes such things as the Customer
Master, Material Master.
Within the Sales & Distribution module, each set of Master Data is divided into three
areas:
i. General Data (cross company) namely data which is relevant to all modules,
ii. Accounting Data namely data which stores financial information and
iii. Sales & Distribution (module specific) Data namely data which concerns the
Sales and Distribution aspects of the system.
Table Data
This is data that is specially configured to meet the demands of your business. It includes
such things as Payment Terms agreed with customers, Pricing Condition Tables, Route
Planning for goods distribution etc.
- 28 -

Sales Orders
Types of Sales Document
There are many different types of Sales Documents (transactions) included in SAP ECC as
standard templates which may be configured to suit the particular needs of an
organisation, such as:
Standard Order
Cash Order
Free of Charge Delivery
Consignment Order
Scheduling Agreement
Rush Order
Return
Credit/Debit memo request
The Sales process typically begins when a customer calls to place an order. When
recording an order, SAP SD requires a minimum of information such as the order type,
customer ID, customer's Purchase Order number, product ID and quantity; it then
calculates and completes the remaining information.
Each Sales Document (of which the Standard Sales Order is one type) is assigned to a
unique Sales Area. If you don't specify the sales area, the system will derive this
automatically using the Sales Area of the Sold-to-Party you enter for the order. If there is
more than one possible Sales Area for this particular customer, you will be presented with
a selection screen. The Sales Area that an order is allocated will determine certain
conditions that are relevant to that order, for example the pricing strategy. If the order is
an internet order the price of the goods may be cheaper than if the order were a standard
order. You may specify in customisation which types of sales order may be used in which
Sales Area.
- 29 -
The Structure of the Sales Order

Each Sales document consists of tabs which represent different views of data grouped
together according to topic.
This Sales document comprises
a header screen containing customer and related data about the entire order e.g. order
date, sold-to party, order number.
an item screen containing details about the particular item ordered e.g. quantity,
description
a schedule line screen containing details about the delivery of the item including
delivery quantity and date. There may be many schedule lines to each item for
example if a product is delivered in several part quantities due to stock shortages
STANDARD ORDER
Header
Item 1
Schedule Line 1
Item 2
Schedule Line 1
Schedule Line 2
Sold-to Party 2387

Ship-to Party 4876
Sales Doc Item Details
Item Material Qty
10
wheel825 20
1
20
1
2
01-Nov
20
light762
50
01-Nov
01 Jan
20
30
Sales
Document
Header
Info
Item Data
Schedule
Line Data
As there is so much information stored about each sales document, SAP groups the data
under different tab headings to make it easier to locate the particular piece of information
you are looking for
Stock Overview
The Stock Overview screen contains detailed information about inventory for each
material by company, plant, storage location and batch. Stock may for example be
allocated as unrestricted use and therefore available for delivery; set aside for quality
inspection; reserved etc. The transaction code for accessing the Stock Overview screen is
MMBE
- 30 -
Document Flow in the SAP ECC system

As transactions are executed throughout the Customer Order Management Cycle, the
progress of a transaction can be checked using the Document Flow facility. Each
transaction executed in SAP ECC is given a document number and the document
flow tool allows you to verify the current status of that document in the COM cycle
and determine which other documents (preceding and proceeding) the document in
question is linked to.
Standard
Order
Outbound
Delivery
Billing Doc
Document
Standard Order 6415

.Delivery 80008765
..WMS Transfer Order 497
..GD Goods Issue:delvy 4900001972
..Invoice 90004182
...Accounting Document 100001429
- 31 -
Accounting
Doc
Tutorial Exercise - Sales Order Processing

At the end of this topic you should be able to:
Create Sales documents.

Access different displays of the order
Answer customer questions relating to an order
Trace an order's status throughout the sales process.
Tip!
You can use Match Codes to locate existing data. Press F4 in a field where
this icon appears (or click on the icon) and the search window will appear.
You can change the matchcode you wish to search on by clicking on the
tabs at the top of the window. You can use wild cards (*?* etc) in the
search just as you would in other software packages.
Create A Sales Order Document Based On A Customer

Purchase Order
When a customer places an order with a company they may send in a purchase order which
details which items they wish to order and on what date they wish to receive the goods.
The Sales Order representative within the company will then translate this purchase order
into an internal Sales Order on the SAP system.
2.1
A customer has sent you a purchase order which is shown below. This customer
exists in Sales Organisation 1000, Distribution Channel 12, Division 00. Based on
this customer purchase order create a Standard Sales Order (of type OR) within
SAP ECC via the menu path:
LogisticsSales &Distribution Sales Order Create
Note: Within SAP, a customer who places an order is referred to as the Sold-to Party.
Purchase Order
Customer Number (Sold-to Party): t-s50a##
Purchase Order (PO) Number:
22-1##
Requested Delivery Date: 10 days after today's date
Material
Quantity
T-AS1##
10
T-AS2##
20
- 32 -
2.2
Save the order and record the document number.
Note: If you omit required data such as the Purchase Order number, you receive a
message stating that the order is incomplete. Click on the edit data button to
display the missing fields on the incompletion log, tick those items you wish to
complete and click the Complete Data button and input the required data.
Displaying a saved Order and locating information about the order
2.3
Once you have saved the order you will be shown a blank Sales Order screen.
Click on the
icon to back out from this screen. Even though the screen is
blank you will be asked if you wish to save the data. You may choose no in this
instance as you have already saved your data (hence the blank screen ready for a
new order to be entered). Once you are returned to the Create Sales Order Initial
Screen, choose to Display the newly created sales order via the Sales Document
menu. Note: SAP will automatically enter the number of the last order you have
created, but if not, enter the number of the order you have saved into the Order
field.
2.3
Once you have the order on the screen, find and record below, the terms of payment
for the entire order.
2.4
Display and record the Plant and Route for the second line item. One method of
viewing this information is by selecting the second line item and then clicking on
the Shipping tab.
Plant:
Route:
2.5
Display and record the confirmed delivery date in the schedule line date for each
item by selecting the item and using the menu path: GotoItemSchedule Lines
or by selecting the line item and clicking on the icon Schedule Line for
Item at the bottom left of the screen.
Item 10:
Item 20:
If only one schedule line appears with a confirmed quantity, it indicates that the
customer's requested date and quantity can be met. If more than one schedule line
exists, the first contains the customer's requested data and quantity, and the
additional schedule lines contain the confirmed date(s) and quantity(ies).
- 33 -
Using the Document Flow tool to determine the current status of a Sales Document
2.6
View the document flow for the sales order and record the overall processing
status using the menu path: Environment
Display Document Flow, or
by clicking the document flow icon.
Order processing status:
- 34 -

Customer Order Management Cycle Creating a Delivery
There are 3 steps involved in creating the documentation required to deliver goods to a
customer (Ship-to Party)
create an outbound delivery document

picking (creating a transfer order/picking list)
post goods issue
PART 1
Creating An Outbound Delivery Document
When a product is available and ready to be processed in the warehouse, a shipping

scheduler organises it (based on criteria such as how the product will be shipped e.g.
express mail, overland freight or rail) by creating "deliveries" so that the warehouse can
efficiently pick, stage and release (or deliver) the product to the customer.
Delivery Options:
A single sales order may be delivered on one delivery.

Several orders may be combined into one delivery if they have a common
SHIPPING POINT, DELIVERY DUE DATE and SHIP-TO PARTY, (for example
several orders are being dispatched from one place to the same destination on the
same day)
A single order may be split across several deliveries if individual items on that
order have for example a different ship-to party from other items on the order (for
example an order contains items which are to be delivered to different places)
Orders with Common
Shipping Point
Delivery Date
Ship-to Party
Order 1
Orders with line items

where Shipping Point,
Delivery Date or
Ship-to Party differ
Order 2
Order 1
Delivery 1
Delivery 1
- 35 -
Delivery 1
The Structure of a Delivery

The Delivery document comprises
a document header containing data relevant to the entire order for example. ship-to
party details, schedules for shipping processing
delivery document item details containing information about the particular item(s) to
be delivered. Each item can be controlled differently for example some items may be
free of charge, other items may be text items and therefore require slightly different
processing to happen
Some of this information may have been copied directly from the corresponding sales
order
Unlike the order, Delivery documents do not contain schedule lines
Header
Item 1
Item 2
Item 3
DELIVERY
Ship-to Party
4876
Sales Doc Item Details
Sales
Document
Header
Info
Item Material Qty

10
wheel12" 20
20
light762a
40
helmet14Rz
- 36 -
50
12
Item Data
PART 2
Picking
Picking is the process via which goods are picked from the shelves or storage locations
within the warehouse and transferred to a loading bay ready to be loaded on to the delivery
vehicle. Once a delivery document has been created, an instruction is sent to the scheduler
in the warehouse to produce a pick list (transfer order) for the goods to be delivered. This
is then given to a warehouse worker who picks the product, notes any discrepancies and
transfers the product to the shipping area. If necessary, the shipping department updates
the delivery and prints the shipping document.
A transfer order is created for a warehouse number and several outbound deliveries may be
combined into a group of transfer orders so long as the deliveries have the same warehouse
number.
PART 3
Posting Goods Issue
This process is carried out at the point where the goods are ready to leave the warehouse
on their way to the customer. Once the product leaves the shipping point the delivery is
marked as released (a process referred to as "posting goods issue"). On Posting Goods
Issue the system will automatically:
update the inventory levels in inventory management and the delivery requirements in
materials planning
update the value of the inventory in the balance sheets
generate the billing due list
- 37 -
Tutorial Exercises
At the end of this topic you should be able to:
Prepare a delivery for the customer
Pick the product for the delivery
Print the shipping documents and post goods issue
Automatically update stock levels when the delivery is released to the customer.
Automatically update the general ledger account for material stock when the order is
released to the customer.
Automatically update the status so the order is ready for billing.
Delivery Process Part 1 - Create an Outbound Delivery Document

8.1
Using Shipping Point Z0##, a selection date of 20 days into the future and the sales
order number created in your last topic, create a delivery.
(Logistics S&D Shipping & TransportationOutbound Delivery
CreateSingle DocumentWith Reference to Sales Order)
NOTE: if you get an error message telling you there are no schedule lines for that
delivery date, you have entered an incorrect delivery date. The default delivery date in the
system is today's date, but it is not possible for a standard order to be delivered on the same
day as you have created the order. Go back and change the delivery date as instructed
above.
8.2
Check the current picking status of this order by switching to the Picking Tab and
record the Delivery quantity and Pick quantity for both line items.
Delivery Quantity:
Pick Quantity:
Currently, the pick quantity should be 0 as you have not yet instructed the warehouse to
pick the goods from the shelves.
8.3
Tip!
Save the Delivery and record the document number.
Note: You can also create a delivery directly from the Create Standard Order
Overview screen by following the menu path: Sales Document Deliver
- 38 -
View the processing status of the Delivery and Order via the Document
Flow Tool
3.4
Display the document flow of the sales order and record the status of the order and
the delivery via the menu path Environment
Display Document Flow or by
clicking the document flow icon.
Order (overall processing status):
Delivery (overall processing status):
Check the Stock levels and inventory status of the an item in the delivery
3.5
Open an additional window (via the menu path system create session or using
/O in the command prompt, or by clicking on the icon
)
Display the Inventory Management for product T-AS1## in plant 1000 and record
below the quantity of stock scheduled for delivery and the quantity of unrestricted
stock currently available in the warehouse. The Stock Overview can be accessed
using the Transaction Code MMBE or via the menu for Materials Management.
Logistics Mat Mgt Inventory Mgt Environment Stock Stock
Overview
In this instance, instead of clicking on the green tick
in the top left corner to
proceed to the next screen, you need to click on the icon beneath this ( a green tick
with a white clock
) to "execute" the transaction.
Use the scroll bar to naviagte the columns, or double click on the table to find
further details about each stock category
Scheduled for Delivery:
Unrestricted:
Return to the main session using
- 39 -
Part 2 - Picking
3.6
Using the data provided below, create a Transfer Order as a basis for goods
movement in the warehouse in order to pick the goods from the storage locations
and transfer them to the loading bay.
Logistics S&D Shipping & TransportationPickingCreate Transfer
OrderSingle Document
Warehouse Number
Plant
Delivery No
Foreground/Background
Adopt Pick.Quantity
3.7
010
1000
system generated from 3.3
Background
1
Save the Transfer Order and record the document number
Note:
Following the Picking process the document flow will have been updated, showing that
the WMS Transfer Order had been completed. The pick quantites (Picking Screen) in the
delivery will also have been updated, now showing that the Pick Quantity matches the
quantity to be delivered (assuming there are sufficient quantities in stock). The inventory
levels will also have changed and the quanity of stock scheduled for delivery will have
been updated
Delivery Process Part 3 - Post Good Issue

3.8
Release the delivery to the customer by Posting Goods Issue for the delivery
number you saved using the menu path
Logistics S&D Shipping & TransportationOutbound Delivery Change
Single Document [Post Goods Issue Button]
or
Logistics S&D Shipping & TransportationPost Goods Issue Outound
Delivery Single Doc. [Post Goods Issue]
.
3.9
Display the document flow [Environment

Display Document Flow] for the
delivery. Verify that inventory movement (goods issue) and accounting documents
have been created as a result of the post goods issue activity. You can do this by
highlighting the Goods Issue document line in the document flow, clicking the
[Display Document]
Documents] button
button and then pressing the [Accounting

.).
- 40 -
Record the processing status of all other documents appearing in this document
flow.
Order (Overall Processing Status):
Delivery (Overall Processing Status):
WMS transfer order (Overall Processing Status):
GD goods issue: delivery (Overall Processing Status):
Accounting document:
The 'GD goods issue:delivery' entry in

document flow is the Inventory
Management document created to adjust
the physical inventory counts from one
category of stock to another. By
displaying the accounting document and
clicking on the detail icon
, you will be
able to see the accounting documents that
were generated and to which accounts in
FI they were posted.
Why is the status for the outbound delivery still "Being Processed?
Check the Stock levels of a material after goods issue has been posted
3.10
Display the stocks again for material T-AS1## in plant 1000, to see how posting
goods issue has affected the stock level in each category. You can do this either by
switching to the second session opened in 3.5 if you still have it open and choosing
REFRESH, or by opening another session (if you've deleted the second session)
and accessing the inventory management function via the menu path.
Logistics Mat Mgt Inventory Mgt Environment Stock Stock
Overview
How many units are now in :
Unrestricted stock?
Scheduled for Delivery:
- 41 -

Billing the Customer
Once an order has been fulfilled and goods issue has been posted, the company is ready to
invoice the customer. The billing department creates the invoice based on company
policies.
Creating a billing document includes copying information from the sales order and the
delivery document onto the billing document.
Billing supports:
The creation of invoices for deliveries and services

The creation of credit and debit memos on the basis of credit/debit requests.
The cancelling of business transactions
The transfer of billing data to financial accounting to aid the monitoring and
management of customer payment.
Upon saving the invoice (billing document), accounting documents are automatically
created which make postings in the relevant areas of Financial accounting to record how
much a customer owes us and what our sales history is. General Ledger accounts are
automatically posted (a debit on the customer receivables and a credit on the revenue
account). The status in all related sales, delivery and billing documents will be updated and
shown in the document flow.
- 42 -
Creating A Billing Document
Deliveries may be combined based on

common criteria such as customer
(payer), billing date, destination country
to produce 1 billing document
Delivery 1
Cust 1
Delivery 2
Cust 1
Deliveries with line items where

customer, billing date, or destination
country differ can be split to produce
separate billing documents
Delivery 3
Cust 2
Bill. Doc 1
F2 90003514
Bill. Doc 2
F2 90003515
Bill. Doc 3
F2 90003527
The Structure of a Billing Document

Billing documents are similar in structure to sales documents consisting of a Header which
contains information for the entire invoice, and line items which contain information about
the material being invoiced for example discounts, taxes etc.
- 43 -
Single or collective processing of documents

An invoice can be created for a single delivery or sales order, or several deliveries or sales
orders may be grouped together and billed on a single invoice for example if it relates to
several deliveries for the same customer.
Delivery
Invoice
Deliveries
Invoice
in much the same way as :

a delivery may be created for a single Order, or may consist of several sales orders with
common characteristics combined to form one delivery;
Order
Delivery
Orders
Delivery
or as a transfer order may be created for a single delivery or multiple deliveries may be
combined on one transfer order;
Transfer
Order
Delivery
Transfer
Order
Deliveries
- 44 -
Tutorial Exercises
To test the billing function of the SAP ECC System, you will review the status of the order
and related delivery you have been processing. You will then invoice the customer. To
ensure that the billing department can locate the invoice information, you will then display
the invoice and verify that the customer is receiving the correct payment terms. You will
then be asked to locate information for a line item on the invoice.
Finally, you will check the document flow for the order to ensure that the accounting
document was created and general ledger accounts were updated.
At the completion of this topic, you should be able to:
Prepare an invoice for a customer delivery.

Display payment terms for an invoice.
Automatically create an accounting document that will post to appropriate general
ledger accounts.
Update document status.

Create an Invoice for the delivery you have released to your customer
4.1
Using the delivery number created in your last topic, create an invoice (billing
document), via the menu path
LogisticsS&DBilling Billing documentCreate.
Once at the create billing screen, enter your saved delivery number in the document
field and press
4.2
Save the billing document and record the resulting document number.
- 45 -
Display the Billing Document and find details about the invoice.
4.3
Display the invoice (billing document) you have just created and record from the
document header, which company code the data has been posted for in accounting
( LogisticsS&D Billing Billing documentDisplay)
4.4
Display the document flow for this invoice and record the number of the accounting
document that has been generated.
Accounting Doc:
4.5
Display the accounting document and record which accounts in financial

accounting have been posted to by selecting the Accounting Document in the
document flow and pressing the button [Display Document]
- 46 -

Customer Order Management Cycle Customer Payment
The is the final step of the COM cycle. When a customer payment is posted against an
invoice in the SAP ECC system, the General Ledger account is updated automatically - the
Cash account being debited and the customer's Accounts Receivable account being
credited.
Tutorial Exercises
At the completion of this topic you should be able to:
Post Payments manually

The accounting department reviews its outstanding payments for customers on a daily and
monthly basis. After making any payment adjustments, customer payments are posted
against invoices and each customer account is cleared automatically.
Whenever a customer payment and payment advice is received, the accounting department
applies the cash (and any cash discounts) to the account which generates an accounting
document.
Determine the amount the customer needs to pay using their invoice
4.6
Display the billing document created in 4.1 to check the invoiced amount that the
customer has to pay. Assume the customer has paid immediately and therefore
according to their Terms of Payment will receive a cash discount. Check and
record the final amount and the cash discount amount by viewing the pricing
conditions in the billing document header via the GOTO menu
Final amount owing:
Cash discount amount:
Note: in a real life situation you wouldn't do this manually. You need to do it for the
purpose of this exercise to ensure you pay the full amount owed so that the invoice is
settled in full. We are to assume therefore that the customer has sent us the correct monies
to cover the invoiced amount minus the appropriate discount for early payment.
- 47 -
Record the Payment in Financial Accounting

The customer pays the final amount of the invoice minus the cash discount. This process
actually takes place in the financial accounting module rather than Sales & Distribution,
but completes the customer order management cycle.
4.7 Using the data provided below, enter the incoming payment via the menu path
Accounting Financial Accounting Customers Document entry
Incoming Payment and choose to Process Open Items. The customer pays the
final amount of the invoice minus the cash discount
Document Date
Posting Date
Company Code
Currency
Bank Data
Today's Date
Today's Date
1000
EUR
Account
Amount
Open Item Selection
100009
final amount - cash discount (see 4.9)
Account
T-S50A##
The invoice can only be completed successfully when the values from both fields on the
bottom right match: Amount entered and assigned
If several open items exist for that customer, you can deactivate these by double clicking
on the corresponding amount field.
4.8 Save the transaction and record the payment document number
4.9 Display the document flow for the billing document again.
What is the overall processing status for the accounting document?
- 48 -
Master Data
Master data is data that is relatively static and typically remains in the database for an
extended period of time. Data such as customer and product details are typical stored in
master data and is shared by the various modules that make up an SAP ECC system,
feeding into many of the documents produced by the Sales & Distribution and other
modules
The origins of data in Sales Documents

There are several sources from which data may be copied into a sales order, including data
from:
Customer Master
Material Master
Condition Records (e.g. pricing conditions, customer discount, freight charges)
Previous Sales Documents e.g. quotations
Control Tables e.g. shipping and route determination tables set up in configuration.
Output master data determines the format in which information is output e.g. mails,
EDI, fax, print specifications
Control Tables
ORDER
Customer Master
Data
Sold -to Party

Ship-to Party
2300
788
Customer Master Data
Material Master
Data
Customer-Master
Info. Record
Item
Material
Qty
10
wheel124
10
20
helmet45A
15
30
helmet45C
20
Control Tables
- 49 -
Output Master
Data
Condition Master
Record

The customer master data is stored centrally and shared across application modules
between the accounting and sales and distribution departments. It includes all data
necessary for processing orders, deliveries, invoices and customer payments. Customer
master records are specific to one sales area therefore a customer may have several
records in master data pertaining to them, each in different sales areas. This will allow for
customers making purchases for example in the retail sales area and the wholesale sales
area and will facilitate such things as differential pricing in different market segments.
The customer master comprises more than 10 screens of data and these screens are grouped
into three categories as shown below:
Customer Master
Accounting Data
General Data
(unique to
Company Code
& relevant to FI)
Account Mgt
Payment
Transactions
Correspondence
(common within a
Client & relevant to
FI & SD)
Address
Control Data
Marketing
Unloading Points
Contact person
Sales Data
(unique to Sales
Area & relevant
to SD)
Sales
Shipping
Billing
Partner functions
For ease of use the customer master data is grouped into tabs of related information.
- 50 -
Business Partners and Partner Functions

Instead of using the term customer, SAP uses the term Business Partner, to describe a
person or organisation with whom you have a business relationship.
A Partner Function is a SAP term and describes the type of relationship you have with a
Business partner. For example, instead of just categorising all customers as the same, SAP
differentiates between them depending on the type of interaction they have with the
organisation. Customers who place an order for example are referred to as a Sold-to Party.
Those who take delivery of goods are the Ship-to party. This is useful in situations where
the "customer" is a large organisation and someone in the purchasing department places an
order which is to be delivered to a contact in a distribution centre and the bill is to be sent
to accounts in head office. Details will be stored in master data about all the business
partners relating to one transaction so if the company needs to contact someone regarding
the transaction, they will contact the relevant person depending on whether it is regarding
billing, delivery, an order or some other matter.
Types of Partner Function include:

Ship To Party*
Bill To Party*
Sold To Party*
Contact Person
Forwarding Agent
Personnel
Payer*
* Mandatory partner functions
Partner Functions of the Customer Master

When creating Customer Master records you must create a Sold-to-Party. When you
create this mandatory Business Partner, the system assumes that the Ship to Party, Bill to
Party, and Payer are the same as the Sold-to-Party. These defaults may be overridden if
this is not the case.
When you create an Order, there are 4 mandatory Business Partner Functions which must
be specified. These are
Sold to Party (the person placing the order)

Ship to Party (the person receiving the goods)
Bill to Party (the person who receives the invoice)
Payer (the person who pays for the goods or services)
- 51 -
When you specify the Sold-to Party in an order SAP ECC will go to the Master Data for
this customer and retreive the default Bill-To, Ship-to and Payer partner functions.
Information which is specific to each business partner function may be recorded in its own
mater data record, for example the ship-to party is not open to receive deliveries on
Sundays.
Customer Master Data and Customer Account Groups

A Customer Master record can contain data which is specific to all the different partner
functions for example a Sold-to Party master record will contain information about
shipping requirements, payment terms, delivery restrictions etc. Some customers however
will have a specific role (function ) in a transaction for example a Bill-to Party and
therefore we will not need to store information such as delivery restrictions and shipping
information for them as the goods are not being delivered to them. In order to overcome
the problem of storing irrelevant data unnecessarily about a customer, each customer that is
created can be assigned to a specific account group which determines what views/fields
are displayed, suppressed, required or optional when inputting the details of a business
partner. For example, if you are creating a Bill-to-Party master record, you don't want to
concern yourself with those screens/fields which are only relevant to the Ship-to-Party.
Therefore the account group acts as a template dictating which views and fields SAP ECC
presents to the user including:
Field Selection (which fields are displayed and whether they are required or optional)
Number assignment (which number range will be used for each partner function) and
whether or not it will be assigned internally by the system or input externally by the
user.
For example, if you are creating a customer master for a Ship-to-Party, you can assign that
customer to Account Group Ship-to Party which dictates that only information (fields)
relevant to shipping is displayed to the user, and also dictates that the customer will be
given an ID in the range of 30000-39999 for example, and that the output for this customer
will be a goods delivery document.
Some standard Account groups come as part of the SAP ECC system, but these are
configurable and you may create additional account groups if necessary, specifying which
fields will be presented to a user when a particular type of customer is created.
Whenever changes are made to customer master records, the changes do not affect
documents already created - the changes only apply to new documents. The exception to
this is the address field which if changed, is immediately reflected in any sales documents
which are not yet completed. This will prevent deliveries and invoices being sent to the
wrong address.
- 52 -
Material Master Data

The Material Master contains all data required to define and manage materials within the
organisation and is used as a source of data for sales order processing throughout the
customer order management cycle. It integrates data from engineering, manufacturing,
sales and distribution, purchasing, accounting and other departments presented through a
series of screens in a similar way to that of the customer master.
Material Master records are shared by different sales organisations and distribution
channels (e.g. retail/wholesale) and plants, therefore when displaying, changing or creating
a material master record, you must specify which organisational element (for example
which distribution channel) you wish to do this for; this will determine the views/fields
presented to you and the authorisation level.
Material Master Data and Material Type

Material Type works in a similar way for the Material Master as the Account Group works
for the Customer Master - it is the template for material master records.
The Material Type controls which views and data fields the SAP ECC system presents to
you for example if the material type is Raw Material, the user will not be presented with
the Sales view for this material as it is a material used as a basis for manufacturing
products, this material would never be sold.
Material type specifies:
The views available for this type of material
The default Item Category Group for materials of this type
The types of purchase orders available (i.e. the POs we use to buy this product in)
The default costing method
The method of quantity control and value updates of your stock e.g. at company level
for all plants, at plant level, or not at all
etc.....
Examples of some material types are

Material Type
FERT
HAWA
ROH
DIEN
VERP
Description
Finished Goods (goods we manufacture)
Trading Goods (goods we buy in for resale)
Raw Materials (used in manufacturing process)
Services
Shipping Materials (packaging)
- 53 -
Customer-Material Master Data

In addition to the Customer Master and Material Master records, you can record
information that relates to a specific combination of Customer & Material through the use
of the Customer-Material Information record.
Any data stored at this level overrides the data stored in the individual customer master
and material master. For example, although a customer may specify that they want all
their materials to come from the same plant (for instance the one closest to them), they
may wish to specify that for one particular material they want it to come from a different
plant. In such a case a Customer-Material Information record could be set up to store a
different Plant ID for that material when ordered by that particular customer
The Customer Material Information may be used to:
Cross-reference your customer's material number to your material number, allowing a

customer to refer to products using their own catalogue numbers rather than those used
by the selling company. Sales Orders may then be placed using the customer's own
material number (instead of the material id of the selling company). This is achieved
by entering the product details via the Ordering Party Overview tab in the Create Sales
Order Overview screen
Record your customer's description of that particular material
Record specific shipping information for this customer and material e.g. if the customer
will accept partial deliveries of this material or whether the delivering plant will be the
same as the default plant in the material master or whether it will be delivered from an
alternative plant.
Item Proposals
Another useful function provided by the SAP ECC system is that of Item Proposal. If a
Sold-to-Party typically orders the same materials (and quantities if required) on a fairly
regular basis, rather than type out the same order every time, you can store the information
in an item proposal, transfer the data into an order and amend it as necessary. An Item
Proposal is essentially an order template which is set up against the Customer Master
record of the Sold-to-Party and whenever an order is created for that Sold-to-Party the Item
Proposal may be referenced.
- 54 -
Incompletion Log
Each type of sales document has fields that require data to be entered into them. Through
configuration you can specify exactly which fields on a document are required to be
completed and also determine how incomplete data affects further processing of the
document. For example, if the payment terms are missing from the order, you can
configure the incompletion log such that you will be allowed to deliver the order but you
will not be allowed to invoice it. The default set-up is for a missing purchase order number
to prevent further processing of an order, but this can be changed so that the missing data is
listed in the incompletion log but doesn't affect further processing of the data if for
example the purchase order is not an essential element in your ordering process.
If you attempt to save an incomplete document, SAP ECC will allow you to do this but
will also prompt you to check the incompletion log and check/complete the missing
entries. If you choose not to complete the missing entries, the document will be saved but
will still be considered incomplete which may affect further processing of the document.
- 55 -
Tutorial Exercises
At the completion of this topic you should be able to:
Create a customer master record for a Sold-to-Party and a Bill-to-Party

Associate the Bill-to-Party with the Sold-to-Party
Create a Material Master record
Stock Inventory for a material
Create a Customer Material Information record
The Problem
In line with its new focus on customer satisfaction, IDES requires that a customer data
sheet be completed for every new customer.
This customer has specified that they will want their deliveries to be sent to a variety of
addresses.
Create a Customer Master Record

5.1
Using the following data, create a Customer Master record
LogisticsS&DMaster DataBusiness PartnersCustomerCreateComplete

Customer Number
Account Group
Company Code
Sales Area
234##
Sold-to Party - 0001
1000
1000,12,00
- 56 -
5.2
Complete the Master record for this sold-to-party using the following data. The
data is stored in tabbed sheets in the areas of General Data, Company Code Data
and Sales Area Data. You can toggle between these areas by clicking the buttons at
the top of the Create Customer screen and then completing the data entry by
clicking on the tabs specified.
Customer Data Sheet

Address
Control Data
Account Management
Sales
Shipping
Billing
5.3
GENERAL DATA
Name
Search Term
City
Street/House No
Postal Code
Country
Language
Transportation Zone
VAT reg. No
COMPANY CODE DATA
Reconciliation Account
SALES AREA DATA
Customer Group
Shipping Condition
Delivery Plant
Incoterms
Payment Terms
Tax Classification
Miller
Mil##
Hamburg
Venusstr. 12
20111
Germany
English
Region North
DE##1234567
140000
Trading Companies
02 Standard
Werk Hamburg
CFR Hamburg
Pay Immediately Due Net
Liable For Tax
At the Billing screen, review the on-line help for incoterms and write down a brief
description in the space provided below
- 57 -
5.4
Click on the partner functions tab in Sales Area Data and record the customer who
is currently listed as the bill-to-party for this new sold-to-party.
5.5
Save this Customer master record .
Change the Customer Master Record

5.6
Your new customer informs you of an alternative Ship-to Party to whom he will
sometimes have goods delivered. This additional Ship-to Party must be added to
the partner functions of the existing Sold-to Party customer. A Customer Master
record (T-S50B##) has already been created for this Ship-To-Party , but they need
to be included as an additional Ship-to Party in the customer master of the Sold-to
Party.
Change the Customer Master record of the Sold-to Party created in 5.5 so that it
includes T-S50B## as an additional ship-to party in the partner functions tab and
save these changes.
LogisticsS&DMaster DataBusiness PartnersCustomerChangeComplete

Alternatively you can click on the
Screen to switch to change mode
icon at the bottom of the Customer Create: Initial
Test the Customer Master Data by creating an Order for the new
customer
5.7
Create a Standard Order for the new customer in Sales Area 1000, 12, 00, based on
the following purchase order received from the customer.
Purchase Order
Customer Search Term: Mil##
Ship-To Party: T-S50B##
PO Number: 55-7##
Requested Delivery Date: Ten Days from Today
Material
Quantity
T-AS2##
2
- 58 -
Test the Customer Master Data by creating an outbound Delivery for

this customer
5.8
Create on outbound delivery for this order using the PO number 55-7## shipping
point 1000, and a selection date of 20 days into the future.
LogisticsS&DShipping and TransportationOutbound Delivery
CreateSingle DocumentWith Reference to Sales Order
5.9
Note down the customer number of the ship-to party and check the address of the
ship-to party.
5.10
Save this delivery document.
Create a New Material

5.11
IDES has recently taken stock of a new headlight but currently no material master
data exists for this new item. Create a new material master record of category
Trading Goods via the following menu path and using the data below.
LogisticsS&DMaster DataProducts MaterialTrading GoodsCreate
5.12
The new headlight will exist in the Industry Sector Retail.

The new headlight has many features similar to those proposed for material TAS1##. therefore instead of creating a brand new material from scratch, you should
create this new material with reference to the existing material using the copy from
facility. Enter the material you wish to copy from into the Copy From field. This
will mean that the values assigned to old material will be copied into the new
material.
5.13
You need to maintain the following views for this material

Basic Data 1
Sales: Sales Org Data 1
Sales: General/Plant Data
Sales text
Accounting 1
- 59 -
5.14
When you copy from one material to another, you need to specify the plant, sales
organisation and distribution channels that you are copying from and to.
When prompted to enter this information, make sure you enter the details of the
material you are copying from and those you are copying to before you press enter,
otherwise you may lose some vital information that may prevent your data from
working correctly.
Organisational Elements
Plant
Sales Org
Industry
5.15
New Material
1000
1000
12
Retail
Reference Material
1000
1000
12
Retail
Enter the following data into the appropriate fields for this new material (the
data fields are distributed across the several views(tabs) you specified in 5.14.
You can click on them or select them by clicking on the list icon
right of the input area.
Basic Data 1
Material Description
Weight
Sales: Sales Org Data 1
Tax Classification
Minimum Order Quantity
Minimum Delivery
Quantity
Price
Sales: General/Plant Data
Loading Group
Sales Texts
Sales text
Accounting 1
Price Control
Moving Price
5.16
at the top
Headlight Simple ## (bear in mind, your customer is

German and you can maintain the description for different
languages by clicking the [Additional data] button]
not yet known therefore delete the proposed entries for this
Full tax
10
5
Fr(om) 1 PC(piece): 1 PC(piece) is 20 EUR (this can be
entered directly via the Conditions button)
Crane
"Material is Fragile"
V (moving average price)
10
Save the material master and note down the material number assigned to it
- 60 -
Add Stock of a material into the Warehouse

5.17
As stocks of this new material have arrived into the warehouse associated with
plant 1000 they need to be entered into the inventory as being available for use.
Create a goods receipt for 200 pieces of this new product
LogisticsMaterials ManagementInventory ManagementGoods Movement
Goods ReceiptOther
Enter the Good receipt using movement type 561 in plant 1000, storage location
0001, followed by the material number and quantity.
Your Own material number

should appear. This is just my
example
5.18
Save the Goods receipt and note the document number
Check the material data is correct by creating a Sales Order for the new
material
5.19
Create a standard sales order for the new material and your new customer based on
the the following customer purchase order
Purchase Order
Customer: 234##
Ship-to: 234##
PO Number: 55-20##
Requested Delivery Date: Ten Days after Today's date
Material
Quantity
Headlight Simple ##
10
Search on this material
description if you dont know
the material number
- 61 -
5.20
Save the order (you will be informed that the order is incomplete as the weight of
the material has not yet been entered but opt to save it anyway) and note down the
order number
5.21
Create an outbound delivery for this order using a selection date 20 days into the
future and shipping point 1000
LogisticsS&DShipping and TransportationOutbound Delivery
5.22
Why is it not possible to create

the outbound delivery?
Making Changes to the Material Master

5.23
Change the material master record for your material so the gross and net weights in
the Basic Data 1 tab are both 10 Kg
LogisticsS&DMaster DataProducts MaterialTrading
GoodsChange
Modifying a Sales Order to maintain incomplete data

5.24
Change the incomplete order. Set both the gross and net weights for the simple
headlight to 10 Kg (click on the item and choose to view the item detail
, then
enter the weights in the Shipping tab). Remember the changes you made to the
material master will not be reflected in this sales order as it had already been
created before the changes were to the weight in the material master were made,
thus we have to enter them directly in the sales order
5.25
Try to create the outbound delivery again. Save the delivery and note the delivery
number.
- 62 -
Create a Customer-Material Information Record

5.26
Your customer, also wants to be able to order another material T-AS1## using their
own material number rather than the material number used by IDES which will
make ordering easier for them as they wont have to cross-reference the two
numbers.. Create a Customer-Material Information Record for your customer for
the aforementioned material, in Master Data using the following data and menu
path:
LogisticsS&DMaster DataAgreements Customer-Material
Information Create
Customer Number
Sales Org
Customer Material Description
Customer Material Number
234##
1000
12
Headlight 4711
K-4711-##
To enter the customer material description for this customer you will need to click
on the magnifying glass icon.
Check that details from the Customer Material Information Record filter
through to the Sales Order
5.27
Create a standard sales order for the new material based on the the following
customer purchase order. In order to enter an item using the customer's own
material number, you have to go to the Ordering Party tab entry
screen.(alternatively the Customer Material Number field is further to the right in
the standard Sales entry screen)
Purchase Order
Customer: 234##
PO Number: 5-1911##
Our Material Number
Quantity
K-4711-##
10
5.29
What number displays in the Material field?
5.30
What description appears in the Description field?
- 63 -
5.31
Save the order and note down the order number
Check the Master Data you have created works properly by proceeding
through the remaining processes of the COM cycle
5.32
Using the order created in the previous exercise, a selection date 20 days into the
future and shipping point 1000 create an outbound delivery
Logistics S&D Shipping & TransportationOutbound Delivery
5.33
Who are the partners associated with this delivery and what is the function of each
partner? Goto HeaderPartners
5.34
Save the delivery and record the document number
5.35
Using warehouse number 010 and plant 1000, create a transfer order to pick the
goods and post goods issue.
Logistics S&D Shipping & TransportationPickingCreate Transfer
OrderSingle Document
(An alternative method of doing this is to click on the Subsequent Functions menu
and choose Create Transfer Order)
5.36
Save the transfer order and record the document number
5.37
When you created the transfer order, if you didnt set the Adopt Pick Qty to 2 you
will not have Posted Goods Issue and will therefore not be able to proceed to the
next stage in the business process. If this is the case you can go back to Change
Delivery and click the button to Post Goods Issue.
- 64 -
5.38
Using the delivery created in the previous exercise, Create an invoice.

LogisticsS&DBilling Billing documentCreate.
5.39
Who are the partners associated with this invoice and what are their associated
partner functions?
GotoHeaderPartners
5.40
Save the invoice and record the document number.
5.41
Choose to display this invoice (VF03), but before pressing the green tick to enter
the document, select Issue Output To menu from the Billing Document menu.
Using Output Type RD00 click the print preview icon at the bottom of the
Output dialogue box. The actual invoice will be displayed on the screen.
Verify the address to which this invoice will be sent.
- 65 -
Pricing Conditions, Stock Availability and Delivery

Scheduling
There are 3 kinds of master data that are used in sales order processing

Material Master Data
Pricing Master Data
When an order is created, pricing of the requested items is carried out automatically based
on predefined pricing conditions created and stored in the system. A company can specify
the criteria on which prices, surcharges, discounts and taxes are to be determined, for
example. individual customers may qualify for particular discounts, or certain customers
will only qualify for discounts on certain materials they purchase. These discounts and
surcharges may be dependent on the quantity of a product ordered, or the total value of an
order etc.
The details of these pricing conditions are held in condition records in master data.
CONDITIONS
PRICES
Price List
Material Price
Customerspecific price
Other
DISCOUNTS/
SURCHARGES
Customer
Material
Price
Material Pricing
Group
Customer/Material
Pricing Group
Customer/Material
Others
- 66 -
TAXES
Stock Availability
Whenever a customer makes an order and requests a specific delivery date, SAP ECC
needs to check the system to determine whether or not there is sufficient stock available to
complete the customer's order by the specified date. This process is known as Backwards
Scheduling which takes into account several factors including:
the Shipping Point where the goods will be processed

the Route the goods will take in getting to the Customers Shipping Point
both of which will affect the time the delivery will take to reach the customer. Both the
Shipping Point and Route need to be determined before Backwards Scheduling can take
place.
Shipping Point Determination

A shipping point is the highest organisational unit in Shipping and may be the location
where deliveries are processed or may represent a group of employees who process the
deliveries. A delivery can leave from only ONE shipping point. Shipping point is
determined for each line item in the sales order.
SAP ECC determines the Shipping Point for an order item by taking into account the
Shipping Conditions specified by the customer, the Loading Group of the material and
the Plant. The user may define alternatives which can be used to override the SAP ECC
proposed shipping point but generally, the system will give us the best shipping point
based on what is best for the company and what the customer has requested (see the
diagram overleaf)
Shipping Conditions
The Shipping screen of the Customer Master contains the Shipping Conditions
(level of service offered) for that particular customer, that is, how the customer
would like orders to be delivered for example as soon as possible, daily, twice
weekly, cheapest possible method; it may be the case that express deliveries are all
processed at one particular shipping point.
Loading Group
The Sales:General/Plant screen of the Material Master contains the Loading
Group for that material that is how the product is to be loaded for delivery for
example crane, fork lift, dependant largely on the type/size of product. If a crane is
needed to load a material it may be the case that this can only be done at certain
shipping points
Plant
The Plant at which a material is manufactured or stored is determined in the Sales
Order. Plant may be specified in 3 different areas, and in determining which
Plant a material will be supplied from SAP ECC looks firstly in the CustomerMaterial Information record, then in the Customer Master and finally in the
- 67 -
Material Master. Plant is always specified as the default in the Material Master,
when a material is created, but a customer may nominate a specific Plant in their
Customer Master or may request that particular materials are delivered from a
particular plant which will be stored in their Customer-Material Information record.
There is a priority ordering for plants specified in different areas of the master data
which is why SAP ECC conducts its search for plant in this order.
- 68 -
SHIPPING POINT DETERMINATION

SHIPPING
CONDITIONS
LOADING
GROUP
PLANT
As Soon As
Possible
PLANT 1000
Lowest Cost
PLANT 1400
- 69 -
PROPOSED
SHIPPING
POINT
ALTERNATIVE
SHIPPING
POINTS
Route Determination
A Route is the line of travel from a beginning point (shipping point) to an end point
(customer). A route may be composed of several Stages. A Stage may be one of several
different Types. There are 3 different types of stage: a Leg; a Load Transfer Point; a
Border Crossing Point. Each of these may require their own special services for example
a leg may require a haulier to transport the goods, a border crossing may require a customs
agent and so on.
In the example below, the route comprises several stages. Stage 1 may be of type leg
which involves a haulier taking the goods from the plant in London to the docks at
Liverpool. Stage 2 is of type Load Transfer Point where the goods are moved from Lorry
to Ship. Stage 3 is another Leg involving the goods going from Liverpool to Dublin by
boat where the customer will take delivery of them.
Stage 3
Stage 2
Liverpool
Dublin
Stage 1
London
- 70 -
In determining the route a shipment will take, SAP ECC takes into account the following:
The Departure Zone of the Shipping Point (taken from the Shipping Point
Determined in the Sales Order) detailing which Shipping Point the goods will depart
from
The Shipping Conditions (stored in the Shipping Screen of the Customer Master)
detailing the customers requirements regarding delivery for example as soon as
possible, or at the lowest cost irrespective of delivery time
The Transportation Group of the material (stored in the material master on the
Sales/General Plant Data screen) which details how the material should be transported
for example in liquid form, on palettes, by air.
The Transportation Zone of the Ship-to Location (stored on the Control Data screen
in the Customer Master as part of the customers address) details where the goods are to
be transported to.
Taking these 4 factors into account it will determine (based on the configuration previously
set up by a qualified consultant) the stages which make up a route, the stage types and
roughly how long the journey will take. This route is then stored at Item level in the Sales
Order.
- 71 -
ROUTE DETERMINATION
DEPARTURE ZONE
OF SHIPPING POINT
SHIPPING
CONDITIONS
TRANSPORTATION
GROUP
TRANSPORTATION
ZONE OF SHIP-TO
LOCATION
ROUTE
As Soon As
Possible
London
Edinburgh
South/North
Train Route
Lowest Cost
Bristol
Birmingham
- 72 -
Mid/Southwest
Truck Route
Stock Availability and Delivery Scheduling

When a customer places an order, they may request a specific delivery date. SAP ECC
will take this date and determine, (based on stock availability and the time taken to process
the order and transport the delivery), whether or not the full order can be met by the
requested delivery date. It does this using a process known as Backward Scheduling to
determine the Material Availability date, that is the date by which sufficient quantities of
an item must be available for picking in order for the delivery process to begin so that the
goods can reach the customer on the date requested.
As part of Backward Scheduling, SAP ECC performs the following calculation starting
with the Requested Delivery Date of the order given by the customer (see diagram
overleaf)
SAP ECC takes the Delivery Date requested by the
customer and subtracts from this date the Transit
Backwards Scheduling
Lead Time (the amount of time it will take to
Calculation
transport the goods to the customer given the route
determined previously). This gives us the Goods
Requested Delivery Date
Issue Date which is the date by which the goods
must physically leave the shipping point in order to
reach the customer on time. The Loading Time
Transit Lead Time
(the time taken to load the goods influenced by the
shipping point, the route and the loading group) is
then subtracted from the Goods Issue Date to give
Goods Issue Date
us the Loading Date which is the date by which
picking and packing must be complete in order for
the goods to be ready for loading and delivery to
the customer, including any special transportation
Loading Time
packaging which may be required. The
Transportation Lead Time (the time taken to
arrange transport and any special services required
Loading Date
for the goods as determined by the route) is then
subtracted from the Loading Date to give the
Transportation Planning Date (the date by which
Transportation Lead Time you must begin to arrange transportation so that the
delivery will reach the customer in time). Finally,
the Pick/Pack Lead Time (the time taken to pick
and pack the goods from the warehouse) is
Transport Planning Date
subtracted also from the Loading Date (as
pick/pack and transportation planning can usually
be carried out simultaneously and therefore SAP
ECC uses the longer of these two times) to give us
Pick/Pack Lead Time
the Material Availability Date which is the date
by which sufficient quantities of an item must be
available for picking to begin in order for the
Material Availability
goods to reach the customer by their requested
delivery date.
Date
=
-
=
-
=
-
- 73 -
Calculating Stock Availability: Backwards Scheduling

Starting Point
1
MAR
Order Date
6
MAR
Material Availability
Date
Transport Planning
Date
Loading
Date
Pick/Pack Lead Time
Transportation
Lead Time
- 74 -
Goods Issue
Date
Load Time
Requested Delivery
Date
Transit Lead Time
Forward Scheduling
If the goods are NOT available by the Material Availability Date, the company will not be
able to meet the customer's Requested Delivery date and FORWARD SCHEDULING
will need to be carried out to determine on which date sufficient quantities of the items will
be available for delivery to the customer and when the customer can expect the
delivery(ies) to arrive. Backwards Scheduling is ALWAYS carried out first and if the
requested delivery date cannot be met then Forward Scheduling will be used.
Forward Scheduling is essentially the backward scheduling process in reverse. If the
material the customer ordered is not available on the Material Availability Date calculated
using backward scheduling, the SAP ECC System attempts to determine a date when the
material will be available. This date is the predicted material availability date (Available
to Promise date ATP). SAP ECC then uses the predicted Material Availability Date as a
starting point to carry out delivery scheduling again to determine a new delivery date, in
this method adding on the lead times instead of subtracting them (see diagram overleaf).
Forward Scheduling may result in multiple schedule lines for an order item if, for example,
some of the items can be delivered by the requested delivery date and the rest will be
delivered at a later confirmed delivery date. In all cases, the date of the first schedule line
corresponds to the customer's required delivery date and has no confirmed quantity. The
other schedule line(s) shows the confirmed delivery date(s) and the confirmed amount(s)
- 75 -
CALCULATING STOCK AVAILABILITY: FORWARD

SCHEDULING
Requested Delivery Date
Starting Point
6
MAR
1
MAR
Order Date
10
MAR
New Material
Availability Date
Transport Planning
Date
Pick/Pack Lead Time
- 76 -
Transportation
Lead Time
Loading
Date
Goods Issue
Date
Load Time
Confirmed Delivery
Date
Transit Lead Time
Sales from Stock Available: Sales Order Processing

Exercises
Create a pricing condition record to be used in sales orders where price is based on
quantity of a material ordered by a specific customer
6.1
IDES rewards repeat customers with special discounts for which the sales manager
may specify a future start date. Rather than entering these discounts each time the
customer places an order, these agreements will be stored in master data and pricing
will be carried out automatically at order creation. You have agreed with your
customer 234## that from now on they can purchase material T-AS1## at a
quantity-dependent reduced price as shown below:
from 1 piece
from 10 pieces
from 100 pieces
30 EUR per 1 PC
28 EUR per 1 PC
25 EUR per 1 PC
These will be valid until the end of the financial year.

Create the condition master record for the customer-specific price for sales
organisation 1000 and distribution channel 12 via the menu path
LogisticsS&DMaster Data Conditions Select using condition
typeCreate
Condition type:
PR00 (Price)
Key Combination:
Customer/Material with release status
Enter the Sales Area, Customer and Material Data
Enter the discount rate via the Scales screen either by pressing F2, or via the menu
Goto Scales or by clicking on the scales icon
)
6.2
Save the condition.
- 77 -
Create a discount condition for a specific customer whereby a discount is given based
on order value
6.3
Create a discount record of type K007 for Customer 234## (Sales Area
1000,12,00) in master data using the menu path LogisticsSales &
DistributionMaster DataConditionsSelection using condition
typeCreate. The customer is to be granted a percentage discount for all materials
depending on the item value, which can be entered via the scales option in the Goto
menu. This discount will take effect from today and will be valid until the end of
the year.
Scale Value
from 100 EUR
from 500 EUR
from 1000 EUR
6.4
Amount
-1%
-2%
-3%
Save the condition.
Test your pricing/discount conditions

6.5
Create a standard order based on the following purchase order to check that your
new pricing and discount conditions are working.
Purchase Order
Customer : 234##
PO Number: 66-5##
Material
Quantity
T-AS1##
20
6.6
Check that automatic pricing has incorporated the discount by looking at the
Conditions at the Item Detail level
6.7
Which price per piece was determined by the system?
6.8
6.9
Click on the Item and go to the Conditions tab and check that the discount has been
included in the pricing.
Save the order and note down the order number.
- 78 -
Sales from Stock Available: Inventory Sourcing

Exercises
When entering an order, if the order can be met on the requested delivery date, IDES must
determine whether the items can be delivered from Stock made within the plant, or
procured from an outside source.
Following changes in the system configuration, you need to test the Inventory Sourcing
Process in the SAP ECC System by verifying the inventory available. You need to verify
the shipping point, transportation route, and scheduling dates of the line items on the orders
you created.
Determine the critical dates in delivery scheduling
6.14
Display the order created in exercise 6.5. Identify the following important
information for the outbound delivery in the Shipping detail screen (Goto Item
Shipping)
Delivering Plant:
Item 10
Shipping Point:
Item 10
Route:
Item 10
6.15
What is the purpose of a shipping point
6.16
What is the purpose of a route?
- 79 -
6.17
What values are used for automatically determining the shipping point for item 10
(check the relevant areas in master data for this)
Delivering Plant
Shipping Condition
Loading Group
6.18
Display the order and note down the following shipping dates for item 10 by
looking at the schedule lines for an item, looking at the detail for that schedule line
item and then clicking on the shipping tab.
Item Schedule Lines or Select the Schedule line
Either Select the item Goto
and choose to look at the detail by clicking on the
Delivery Date:
Definition:
Goods Issue Date:
Definition:
Loading Date:
Definition:
Transportation Planning Date:

Definition:
Material Availability Date:

Definition:
- 80 -
6.19
At what point must the responsible shipping point start shipping processing in order
for the goods to arrive at the customer's on time?
Answer the following question before going on to the next topic

6.20
An order has been placed on Jan 5th with a customer requested delivery date of Jan
10th. If the transit time is two days, loading time is one day, pick/pack time is one
day and transportation time is one day, can IDES guarantee delivery?
- 81 -
Customisation of SAP ECC

Controlling Sales Documents with Sales Document
Type, Item Category and Schedule Item Categories
A Sales document in SAP ECC represents a business transaction in the sales department.
Typical transactions within the Sales department include things such as inquiries,
quotations, sales orders, contracts, credit requests etc. Each of these transactions require
different information and need to respond to this data in different ways, for example a
credit memo request to credit a customer's account based on goods returned, will not
contain the same information as an order. It will not for example contain schedule lines
nor will it display the material availability.
In much the same way as the account group works for the customer master and the material
type for the material master, each sales document will have a specific template which
determines which fields are displayed, which are mandatory, what functionality is
available within that document, what further processing is allowed and so on.
The way in which a sales document behaves is controlled in Customising, via the IMG
(Implementation Guide). Customisation may be done at the header, item or schedule line
level depending on the structure of the document. The instruments for control (or
templates) for these 3 areas are Sales Document Type (which controls the way the
document header behaves), Item Category (which controls the way the document
behaves at the item level) and Schedule Line Category (which controls the way the
Schedule Lines in the sales document behaves). The Item and Schedule Line Categories
that appear automatically in the sales document when a material code is entered are
determined as a result of configuration of the rules that sit behind the sales document.
- 82 -
Sales Document Type

There are numerous Sales Document Types which are delivered as standard with the
system which can be copied and then configured using the IMG (customising tool). The
one you will be most familiar with is the Standard Order (OR) document type.
RO
CS
Rush Order
Cash Sale
OR
Standard Order
DF
QT
Free of Charge Del
Quotation
IN
Inquiry
RC
RE
Rental Contract
CR
Credit Memo Request
Returns
The configuration of the standard system document types that come as part of the standard
SAP ECC should never be changed. Instead you should take copies of existing tried and
tested standard documents that come with the SAP ECC and configure these newly copied
documents in a way that meets the requirements of the user. This will reduce the amount
of time taken to create a new sales document type in addition to preventing valuable
original data being overwritten.
The industry accepted naming convention for user created SAP ECC documents (that is
non-standard) is to prefix them with the letter Z (e.g. ZK99) and SAP have promised not
to use this letter in the naming of standard documents which come with the system which
means when you update the system, your own configurations will not be overwritten by
SAP documents with the same name.
- 83 -
Functions of the Sales Document Type
Partners
Pricing
Procedure
Texts
Delivery
Scheduling
Number
Assignment
Output
Incompletion
Check
Mandatory
Reference
In Customising the Sales Document Type, you can influence/determine each of the areas
listed above which the sales document type controls. For example you can determine :
the number range that documents of this type must fall into e.g. all documents
of type Sales Order will be allocated a document number between 1000 and 9999.
whether or not the document must reference a proceeding or preceding
document
whether certain functions will be carried out automatically, such as pricing and
credit checks, or delivery scheduling (delivery scheduling for example would be
bypassed in the case of Rush Orders as the delivery should be delivered
immediately where possible, and credit checks may not be required on an inquiry).
the sales partners included in the sales documents and whether or not they are
mandatory (e.g. ship to party may not appear in the invoice as it only concerns the
sold-to party and the bill-to party)
any default values such as today's date to be included in certain fields.
the type of output that would be produced for this type of document (e.g.
printed invoice format for billing documents) and the incompletion checks that are
carried out before the document is saved.
In Customising a document type you may also specify which Sales Areas, Sales
Organisations, Distribution Channels, and Divisions a document type may be used in or
restricted to.
- 84 -
Item Category
The Item Category controls the behaviour of the line items in the sales document and in
any later processing for that business transaction. The essential characteristics of an item
category determine:
whether business data in the item can differ to that of the document
header, item level data takes priority over that at header level (e.g. can an
item have a different shipping point from that specified at header level)
whether the item needs to be priced (or is it a free of charge item)
whether and how an item is billed
whether the item refers to an actual product or whether it is just a text
item (e.g. a note on the sales document)
which incompletion log is used to check the item data
whether or not an item without schedule lines is relevant for delivery (for
example you could choose to make a text item relevant so that it is copied
from the sales order into the delivery document)
The standard system contains several item categories (some examples of which are shown
below) that represent different business processes which can be used as they are or copied
and configured to meet the specific requirements of the user.
TAN
AFN
Standard Item in
Inquiry
Standard Item in
Standard Order
TAD
Service in Standard
Order
AGTX
REN
Text Item in
Quotation
Standard Item in
Returns
AGN
Standard Item in
Quotation
BVNN
Free of Charge
Item in Cash Sales
TANN
Free of Charge
Order Item
WVN
Standard Item in
Maintenance Contract
Item Category AGN (a standard item in a quotation) for example would be
relevant for pricing,
schedule lines would be allowed
not be relevant for billing as it is only part of a quotation.

Item Category TANN (a free of charge order item) would be
not relevant for pricing
schedule lines would be allowed (as it still needs to be delivered)
not relevant for billing

- 85 -
Assigning Item Categories to Sales Document Types

Item Categories are assigned to Sales Document Types through configuration such that
the system will propose an item category for each line item when a sales document is
created
alternative item categories are offered in addition to the default proposed by the system
The Item Category proposed by the system is determined by the following factors:
Sales Document Type
(from the sales
document)
Item Category Group

(from the material
master - Sales Org 2)
Item Usage
(set internally in the
program)
Item Category of
Higher Level Item
Item Category
+ proposed alternatives
Note: Item Usage is only a factor in determining item category if the system is unable to
determine the item category by Sales Doc Type and Item Cat Group alone. For example, if the
material is in Text form, it won't have an Item Category Group so Item Usage is needed. Item
Category of Higher Level Item is only taken into consideration if the item is a sub-item of
something else e.g. in the case of a free item in a buy 10 get 1 free deal. The free item is dependent
on the other 10 items being purchased and therefore needs to take the Item Cat of the Higher level
Items into consideration when determining its own Item Category
- 86 -
Examples of Item Category Determination

Sales Document Type
OR
Item Category
Group
NORM
OR
Usage
TEXT
Item Category
TAN
TATX
The combinations of these factors that determine the Item Category can be configured in
the IMG.
Schedule Line Categories

The Standard system contains several schedule line categories that control which items are
permitted for each schedule line in subsequent processing. A few examples of standard
schedule line categories are given below and once again, these can be copied and modified
to meet the user's requirements.
BN
AT
Inquiry Schedule
Line
Schedule Line in
Quotation (no material
planning
CP
Order Schedule Line
(with material
planning
Schedule lines contain delivery dates and quantities as well as information about the
transfer of requirements and inventory management. They are a prerequisite for delivering
materials.
In Customising an Item Category, you determine whether or not you will allow Schedule
Lines for items of that category. Schedule Line Categories may be assigned to Item
Categories and when you customise the Schedule Line Categories, you are able to control
the following:
whether or not the schedule lines in this category are relevant for
delivery (set an indicator in the IMG if the goods are to be physically
delivered - this wouldn't be present on services for example)
the movement type to control which changes to quantities and values are
posted to inventory accounting.
deactivate requirements transfer and availability checks at schedule line

level
- 87 -
set delivery blocks on the Schedule Line Category which is then

automatically set at schedule line level in the sales document when it is
created.
Item Category BN (Schedule Line in a Quotation) for example would be
Not relevant for delivery
No requirements transfer (i.e. no changes in stock levels as no goods

have actually been sold, only quoted
No Movement type (as no goods have been moved from the

warehouse).
Assigning Schedule Line Categories to Item Categories

Schedule Line Items are assigned to Item Categories via the IMG, the purpose of this being
to allow the system to propose a Schedule line category when you create a document. The
assignment of the schedule line category is also influenced by the Material Requirements
Planning Indicator in the material master record. When determining the schedule line
category the system proceeds in two steps
the system attempts to determine the Schedule Line

Category using the combination of
Item Category
(from the Sales Doc)
Item Category + MRP Indicator

if unsuccessful
MRP Indicator
the system searches for the Schedule Line Category

using only
(from the Material

Master)
Item Category
Schedule Line Category
(+ proposed alternatives)
- 88 -
Blocking Documents
Documents may be prevented from further processing in the COM cycle if they have been
blocked. For example an order may be blocked for delivery based on a number of factors
such as the customer requesting the delivery be delayed due to problems on their receiving
dock. An entire order may be blocked at the Header level, or individual items on an order
may be blocked at Order Line Item level by entering a delivery block reason code at the
correct level in the order. Once an order has been unblocked it can then be rescheduled for
delivery.
Delivery Blocks
A delivery block can be defined for a Schedule Line Category, which is automatically
activated when the schedule line in a Sales Document is generated. This delivery block is
only valid for the schedule line and NOT for the item.
Delivery blocks are used to take certain items out of the normal procedure for particular
reasons such as political instability, insufficient stock, payment difficulties etc and prevent
any further automatic processing of an item. This means the procedure stops until the
employee responsible can clarify the situation and decide on what to do at which point the
delivery block may be deactivated manually.
Delivery Blocks may be defined and customised via the IMG to meet your requirements,
thus you may choose to:
Block Sales Orders

Block Requirements
Block Printing
Block Picking
Block Goods Issue
Block Delivery Due List
Delivery blocks may also be set at Header (applies to the entire order) or Item level (only
applies to that item).
- 89 -
Bill Of Materials
Many products that are sold by companies are actually made up of lots of different
components. Some customers prefer to see a list of the individual components rather than
just the packaged item and to facilitate this you can create what is known as a Bill of
Materials for a particular product. Whenever this product is ordered, the bill of materials
will automatically be copied across to the order. It appears in the order as one MAIN item
with several SUB ITEMS, the user provides the material number for the main item and the
system explodes the Bill of Materials in the sales order by automatically generating subitems for the components The Item Category Group of this type of product would either
be ERLA (pricing by assembly is carried out here therefore the pricing is done based on
the packaged product, not the individual components) or LUMF (pricing by component,
where the prices of the individual components is carried out, rather than their being one
overall price for the main packaged item).
Example of a BOM for a Computer
Packaged Computer
Main Item
Mouse
Monitor
Screen
Hard Drive
Keyboard
Floppy drive
Casing
Sub Items
In determining the item category of a sub item such as those shown in the Bill of Materials
above, the system, in addition to looking at Sales Doc Type, Item Category Group and
Usage, would also need to take into account the Item Category of the Higher Level Item
i.e. the item category of the main item for which this is the sub item so that it knows for
example, whether or not this item is relevant for pricing.
- 90 -
Sub
Items
Many of the exercises you are required to complete in this section use the
IMG. To access the IMG use the transaction code SPRO in the
command box and then press F5 or the menu
ToolsCustomising Execute Project
Exercises
Configure a new Sales Document type based on the Standard
Order (OR)
IDES wishes to control and evaluate sales activities for trade shows separately from its
everyday orders. To do this, you need to create a new sales document type (rather than
having to use the standard order type OR) which you can set up in customising to meet
these requirements. You need to limit the use of this sales document type to the sales area
specified, meaning that this document may only be used to create orders at Trade Fairs.
7.1
Sales document type ZA## is a COPY of the standard order (order type OR) that
has already been created for you to configure. From the IMG, using the menu path
below go to your ZA## sales document type and configure it to meet the following
requirements:
Sales &Distribution
Sales
Sales Documents
Sales Document
Header
Define Sales Document Types
Field Description
Settings
Sales Doc Type Description
Set this to Fair##-order
No.range ext.assignment field
remove the value in this box. This will mean the number
assigned to the sales doc on saving will be assigned internally
by the system not the user, using number range 01
Item increment set to 1 - this will mean the line items in the
order will be labelled 1, 2 etc instead of 10,20 etc
Set this to Items Overview Screen so that when the user
enters the order they will be taken directly to this screen
make this blank, as the checking open quotations for contracts
field is not needed
Change the default billing type from F2 to F1 - a billing type
that re-prices at invoicing
The default requested delivery date should be set to 2 making
the default delivery date 2 days after the current date
Pricing should be based on the current date.
Item no. increment

FCode for overview screen
Quotation Messages Field
Dlv-related billing type field
Order-related billing type field
Lead time in days field
Prop.for pricing date field
You can locate your sales document by pressing

Select your sales document type and click on the details icon
- 91 -
and typing in ZA##.

to view it. If you are
prompted for a customising request, click on the create icon

to generate a change
request (this would be required in a development system to keep an audit trail of any
changes made by developers). Enter a short description of the change and choose to save
it. For all future changes you can simple press the green tick to accept the message on this
dialog box.
IMPORTANT!!
Any customising in SAP ECC should not affect the original standard set-up/facilities
that come with the original system. You should always take a copy of the original
transaction type and modify the copy to meet your requirements rather than
modifying the original. As standard practice, any user created transactions are
generally named using the letter Z as an initial character as in the example above.
Check your configurations work by creating a sales order of type ZA##

7.2
Create the customer T-S50A## as a Sold-to

Party 0001 in sales area Z000,Z0,00. As this
customer already exists in sales area
1000,12, 00 there is no need to create the
customer from scratch; you can use the
REFERENCE function at the bottom of the
create customer screen to copy the majority
of the customer details across thus
minimising data entry. The following entries
will require changing for this new
customer. Orders will be processed by staff
in sales office Z00 and sales group Z0 (sales
screen), the tax classification for this
customer is 1 (billing screen) and
transportation zone for this customer is
Region North (if you are unable to change this immediately, save the customer and
change this detail via change mode).
7.3
In order for this customer to be able to order a product, that particular product must
exist in the same sales area. Check that Material T-ATA## exists in sales org Z000
and distribution channel Z0 (do this via display material if you can see it, it must
exist).
7.4
Check to see if your order configuration has worked by creating an order of type
ZA## in sales area Z000,Z0,00 based on the following purchase order.
Purchase Order
Customer: T-S50A##
PO Number: 77-4##
Requested Delivery Date: Today's date
Material
T-ATA##
- 92 -
Quantity
10
7.5
Save the order, then check the overview screen for the requested delivery date and
item number for this order to determine whether or not your customisation of an
order type was successful.
7.6
Compare the settings in the standard order with those of the rush order using the
Customising Execute Project Sales
menu path, Tools
&Distribution
Sales
Sales Documents
Sales Document Header
Define
Sales Document Types and selecting the RO and OR document types in turn.
7.7
Record the differences between these two sales document types in the table below.
Fields
Immediate Delivery
Shipping Conditions
Lead time in days
Standard Order field settings
Rush Order field settings
7.8
Change order type ZA## so that it reflects the Rush Order in terms of the
immediate delivery, shipping conditions and lead time in days settings.
7.9
Create an order using the newly modified ZA## order type in sales area
Z000, Z0, 00 based on the purchase order below:
Purchase Order
Customer: T-S50A##
PO Number: 77-9##
Requested Delivery Date: Today's date
Material
T-ATA##
7.10
Quantity
2
Save the order and check in the document flow whether the delivery was
created automatically as is one of the requirements of a rush order.
Delivery doc number
IMPORTANT: Before continuing with the exercises, make sure you return your order
type ZA## back to the standard settings, that is set the immediate delivery field, shipping
conditions field and lead time in days field back to the values associated with a standard
order rather than a rush order. SAVE these changes.
Controlling Sales Documents with the Item Category

Item Category: Definition and Control
7.11
Go to the order with purchase order number 77-4## and find the item category that
was automatically determined for the line item in the order.
Item 1:
- 93 -
Check Item Category configurations in the IMG to see the settings for
each category
7.12
Complete the table below and note the differences in set-up of each of the different
types of line item category. Click on F1 to find out what each of the things mean.
DO NOT SAVE any changes you make to these Item Categories. Use the
following menu path to access the item category configurations,
IMG
Sales &Distribution
Sales
Sales Documents
Sales Document
Item
Define Item Categories
Item
Category
Description
TAN
TANN
TATX
TAD
Standard Item
Free of charge item
Text Item
Service
Item
Type
Schedule
Line
Allowed
Item
Relevant
for
Delivery
Pricing
Billing
Relevance
Check Item Category configurations in the IMG to see how the system
automatically determines an Item category in a sales document.
7.13
Using the menu below to access the relevant configuration table in the IMG,
complete the following table to show how different combinations of the elements
used to determine Item Category affect the Item Category proposed in a sales
document.
Sales
Sales Documents
Sales Document
IMG
Sales &Distribution
Item
Assign Item Categories
Sales
Document
Type
Item
Category
Group
IN
QT
OR
OR
ZA##
ZA##
ZA##
ZA##
DIEN
Usage
Higher
Level
Item
Category
TEXT
NORM
NORM
ERLA
ERLA
LUMF
LUMF
TAN
TAQ
TAP
- 94 -
Default
Item
Category
Manual
Item
Category
Manual
Item
Category
7.14
Why is the item category in the order automatically proposed by the system? What
are the key fields used to automatically determine the item categories?

Create a Sales Document to see the automatic Schedule Line Category
Determination
7.19
Create a quotation (not an order) of type QT for customer T-S50A## in Sales Area
1000 12 00, for 10 units of material T-AS1##, and a purchase order number of 7719##. The quotation should be valid for a month.
7.20
What date has the delivery of the schedule line been confirmed for?
Click on the Schedule Line icon
then the schedule lines tab
7.21
, or select the item and look at the detail and
Which item and schedule line categories were determined? Check the ItCa field in
the sales tab of the overview screen and the Sch field in the Schedule Line tab.
Item Category
- 95 -
7.15
Go to the Schedule Line Category definition area of the IMG using the menu path
IMG
Sales &Distribution
Sales
Sales Documents
Schedule
Lines
Define Schedule Line Categories. Find the Schedule Line Category for
the above quotation, highlight it and look at the detail using the appropriate icon.
How is the schedule line controlled by this schedule line category?
Item Relev. for delivery
Req./Assembly
Availability check
7.22
Try and deliver the quotation. Can you deliver it? Why?
- 96 -
Customisation of SAP ECC

Business Partners and Partner Determination
Business Partners
Within a given market place, different business partners exist who have different types of
business relationship with one another.
Customer
Vendor
3
Contact
Person
(1)
(2)
Vendor-Customer
Contact Person-Customer
(3)
(4)
Employee-Customer
Customer-Customer
Employee
Customer
vendor acts as forwarding agent for customer

contact person is employed at the customer's
company
customer manager
sold-to party and ship-to party are different people
Partner Type
Each business partner whose data is stored within the system is given a Partner Type in
SAP ECC such as KU (customer), LI (vendor) or PE(personnel), depending on the type of
relationship they have with us. For example if they are supplying us with goods they will
be a vendor, but if they are receiving goods from us they may be a customer. If they are
employed by us and used as a customer contact they may be of type personnel.
- 97 -
Partner Function
Within these Partner Types are a set of Partner Functions which define the roles and
responsibilities of each partner in a business transaction. For example, within partner type
Customer there are various Partner Functions such as Sold-to Party (the person who places
the order), Ship-to Party (the persons who receives delivery of the goods), Bill-to Party
(the person who is invoiced for the goods), and the Payer (the person who pays for the
goods received). In certain instances these individual functions may be carried out by
several different people within one transaction as shown in the order processing example
below. In other business transactions, one individual may take on several or all of these
roles.
PARTNER TYPE: CUSTOMER
Partner Functions
Sold-to Party e.g.

M&S Purchasing
dept.
purchase order
Sales &
Distribution:
Order
Processing
goods delivery
invoice
Ship-to Party
e.g. M&S
department
store
Bill-to Party e.g.

M&S purchasing
dept.
payment
Payer e.g. M&S

accounts dept.
- 98 -
Account Group
In order to overcome the problem of storing irrelevant data about a customer (partner
function), each customer that is created in master data can be assigned to a specific
account group which acts as a template determining what views/fields are displayed,
suppressed, required or optional when inputting the details of a business partner into the
system. For example, if you are creating a Bill-to-Party master record, you don't want to
concern yourself with those screens/fields which are only relevant to the delivery and the
Ship-to-Party. Therefore the account group acts as a template dictating which views and
fields SAP ECC presents to the user as part of the General Data, Company Code Data and
Sales Data in the customer master.
Partner Functions are assigned to an Account Groups via the IMG. When new master
data is entered for a business partner you have to specify which Account Group this
business partner belongs to. This in turn will determine which Partner Functions they can
be allocated, and therefore, which data/fields/views are presented for input purposes in
their customer master.
For example, when creating a new Customer (partner type) whose partner function is
Sold-to Party you may assign them to account group Sold to Party - 0001. This account
group will determine via the specifications in the IMG that this customer can also take on
the roles of Ship-to party, Bill-to Party and Payer if required. Alternatively you could
assign a different customer to take on any of the partner functions created via this account
group or to add additional ones, so long as that customer has been created in appropriate
account group. For example Customer B could be assigned to the Ship-to partner function
for Sold-to Part Customer A, so long as Customer B has already been created in SAP ECC
in an account group which specifies him as a Ship-to partner function.
Partner functions appear in the system at different levels such as the customer master, sales
document header, or sales document items and you can define your own partner
determination procedures for each of these levels, specifying whether or not a partner
function should or must appear in the document.
Partner relationships may be maintained both in the sales document and in master data.
Typically, they are saved in master data and then copied automatically to the sales
document header. Through customising you may specify
whether partner function data may be changed or supplemented manually via

the partner screen in the sales document, for example if you wish to change the
address of partner (this will not be updated to master data).
whether or not several partners may be assigned to one partner function in the
customer master e.g. allow more than one person to act the Ship to Party for a
particular Sold-to Party
whether or not Partners may be defined at item level in a sales document or
only defined at header level.
whether a partner function is mandatory
that a partner that has already been entered cannot be changed at a later
time.(e.g. the sold-to party once entered into a sales document cannot be
changed at a later time)
- 99 -
Exercises
Your company wants to improve their customer care. Therefore, you would like to assign
a new partner function called a personal representative to important customers, such as
customer T-S62C## who would then be responsible for the smooth running of business
transactions with that customer.
8.1 Try and change the customer master record for customer T-S62C## (Sales Area
1000,10, 00) to add a new personal representative partner function PE with the
Employee number 1701 in the partner screen. You should be informed that this is
not possible as the entry does not exist. This is because the partner function PE has
not been assigned to the account group of this customer.
Create a New Partner Function

8.2 Using the table below, find the Key allocated to your user Id e.g. user id 06 has the
key 8F.
User Id
Key
User Id
Key
User Id
Key
8.3
01
8A
11
8K
21
8U
02
8B
12
8L
22
8V
03
8C
13
8M
23
8W
04
8D
14
8N
24
8X
05
8E
15
8O
25
8Y
06
8F
16
8P
26
8Z
07
8G
17
8Q
08
8H
18
8R
09
8I
19
8S
10
8J
20
8T
Using this key as the identifier, create a new partner function for the personal
representative using the following menu path:
IMGSales and Distribution Basic Functions Set up Partner
Determination Set Up Partner Determination for Customer Master
Double click the Partner Functions folder
on the left hand side
Click the New Entries button

information below
Key:
Description:
Partner Type:
and create a new partner function using the
8# (or 9#) where group 01 = 8A (see table above)

Representative ##
PE
- 100 -
Create a Partner Determination Procedure and Assign it to the Customer

Master.
8.4
You need to create a new partner determination procedure Z## with the
description Procedure ## for the object Customer, which includes not only the 4
standard partner functions, but which also includes the new Personal Representative
Partner Function you created in the previous exercise. :
Using the Menu path IMGSales and Distribution Basic Functions Set up
Partner Determination Set Up Partner Determination for Customer Master
Click on the Partner Determination Procedures folder. Enter a new partner
procedure Z## with the description Procedure ##
Select your new Partner Determination Procedure (Z##) and click on the Partner
Functions in Procedure folder. In the Partner Function Column, enter the following
Partner functions
SP
SH
BP
PY
key of representative created in 8.2 (e.g. 9F)
Sold-to party
Ship-to party
Bill-to party
Payer
Representative ##
The first 4 partner functions are mandatory, the fifth (representative ##) is optional.
In addition, the sold-to party cannot be changed. Use the check boxes to make
these selections. Save your entries and return to the Maintain Partner Procedures
Customer Master window.
- 101 -
Assign the Partner Procedure to an Account Group

Having created a new partner function and included it in a partner determination
procedure, you now need to assign that partner determination procedure to an account
group so that when a customer master is created using that account group, your partner
determination procedure is called and entry of the appropriate partner functions is
requested via the partner functions tab.
8.5
Customer T-S50A##s master record is controlled by account group ZK##, so you

must assign the new partner determination
procedure created in 8.3 to account group ZK##.
From the Customer Master Partner
Determination Area of the IMG, click on the
Partner Determination Procedure Assignment
folder.
Locate account group ZK## and change the assigned procedure to partner
procedure Z## (created in 8.3)
8.6 Finally, select the Account Groups Function Assignment folder and click on New
Entries. Enter the Partner Function key (8# or 9# depending on your user id in the
table 8.1) and the account group ZK##. This will enable the account group ZK##
to use your newly created partner function.
Test your new Partner Determination Procedure

8.7
Change the customer master record for customer T-S62C## (Sales Area 1000, 10,
00) and add a new personal representative partner function with the Employee
number 1701 in the partner screen and save the master record. (Previously you
would not have been able to add this partner type as they would not have been a
valid partner function for this type of customer)
- 102 -
Create a Partner Determination Procedure and Assign it to a Sales

Document
IDES wants to ensure that the new partner in the master record created above will be
automatically controlled in the Sales Order document type ZA##
8.8
In the Partner Determination Procedures folder, create a new partner determination

procedure Y## with the description Order procedure ## for the sales document
header in the IMG by following the menu path below
Determination Set Up Partner Determination for Sales Document Header
8.9
Select your new procedure from the table and click the Partner Functions in
Procedure folder , choose to add New Entries and enter the following partner
functions and click the relevant check boxes to meet the criteria stated below:
SP
SH
BP
PY
8# (or 9#)
SE
Sold-to party (cannot be changed, mandatory)

Ship-to party (mandatory)
Bill-to party (mandatory)
Payer (mandatory)
Representative ## (mandatory) i.e. the
representative key you created in 8.2
Sales employee
8.10
Save your entries and assign the new procedure to sales document type ZA## by
clicking on the Partner Determination Procedure Assignment folder , locating the
sales document type ZA## and setting the Part. Dec. Proc field to Y## (the partner
procedure you created in 8.7)
8.11
To check whether the partner function 9# (or 8#) representative ## was

automatically transferred from the customer master record to the order, Create the
following trade fair order (ZA30) in Sales Area 1000,10,00
Purchase Order
Customer: T-S62C##
PO Number: 88-9##
Requested Delivery Date: 10 days after today's date
Material
Quantity
T-ASA##
10
T-ASA##
20
8.12
Check whether the new representative partner function has been stored as a partner
in the order header (GotoHeaderPartners)
8.13
Enter an employee Hubert Schwarz (Personnel id 91101) as the sales employee.

- 103 -
8.14
Can the Sales employee be determined from the sold-to party's master record?
Why not?
- 104 -
Customisation of the SAP ECC

Interface Modification
Controlling the Customer Master
An account group is a classification in the customer master record which specifies things
such as:
which entries in the master record are required or optional
the number range for the account customer
whether the number is assigned by the user (internal) or by the system (external)
whether it is a one-time account
etc...
The standard account groups provided in SAP ECC such as Sold-to party, Ship-to party,
Payer, Bill-to party may be supplemented with application specific groups containing
specific field selections determined by the nature of the partner function being represented.
In addition to the account group, the transaction types (e.g. create, change, display) will
also influence which fields are shown on the screen when a user enters a transaction.
Account
Group
Transaction
Type
Field
Selection
A field status may be one of four types:

1
2
3
4
Hide
Display
Required
Optional
optional being the lowest priority and Hide the highest priority. The field status is
influenced by both the account group and the transaction type.
- 105 -
Controlling the Material Master

In the same way as the account group controls the customer master, the material type
controls the material master. In this instance, field selection is controlled by the following:
Transaction type
Material Type
Procurement Indicator
Plant
Branch
Table Control
Table control is a display element that enables the customer to configure the table to match
their requirements. This is particularly useful if the table contains a lot of fields. Every
user can define their own view of the data to make their working practice easier by:
changing the column sequence

changing the width of the columns (including hiding them completely)
saving their settings as a display variant.
Transaction processes can be simplified with transaction variants which
enter default values in fields

hide and change which fields can be completed with data
hide whole screens
this makes it easier for the user to work with SAP ECC, variants being assigned to users
according to their job requirements.
A transaction variant is assigned to one transaction only, although each transaction can
have several variants, and are client specific.
- 106 -
Exercises
Create and Configure the Customer Master so that certain fields are set
as required entry on creation
To ensure that order entry is as easy as possible, with no system queries about incomplete
data, IDES has decided that incoterms must always be entered in the sales area data of the
customer master record of a particular customer account group rather than the user having
to enter it at order creation.
9.1
In order to jump to the relevant area of config within the IMG, you can search for
something using the binoculars icon and jump directly to it in the menu via the
search. To locate the area where you need to set up the config described above, go
to the IMG, click on the binoculars and search for the term "account group".
Click on Define Account Group with Screen Layout (Customers) and go to the
detail of this item either by double clicking or by clicking on the detail icon. This
should jump you to the appropriate area in the IMG for configuring the account
group. (The following menu path would also take you to this place)
IMGFinancial Accounting NewAccounts Receivable and Accounts
PayableCustomer Accounts Master Data Preparations for Creating
Customer Master Data Define Account Group with Screen Layout
(Customers)
Enter the transaction Define Account Group with Screen Layout (Customers)
9.2 . Rather than creating a new account group from scratch, choose to COPY an existing
account group and make the necessary modifications to it. Do this my locating and
select the account group 0001 from the list and click the copy icon
9.3
You will be presented with a screen for this new account group. Overtype the
Account Group Key and Description fields with the details given below.
Account Group Id:
Z##
Account Group Name: ES##-Customers
9.4
Double Click on the Sales Data label to view the field listing within the Sales Data
Area of the customer master.
9.5
Click on the subgroup list to find a listing of each field within each of the
subgroups within the customer master. Find the group that contains the Incoterms.
Choose this subgroup and set the Incoterms to required entry. This will make this
field mandatory entry in the order.
9.6
Save this new account group

- 107 -
Assign a Number Range to the New Account Group

9.7
This new account group needs to have a number range assigned to it so that when
we create a new customer in this account group, it will be given a number (either
internally or externally) that falls within a specified range according to pre-defined
business rules. Assign the number range 02 to your account group Z## using the
following menu path so that a customer number in the number range 02 is issued
automatically when a customer is created.
IMGFinancial Accounting NewAccounts Receivable and Accounts
PayableCustomer Accounts Master Data Preparations for Creating
Customer Master Data Assign Number Ranges for Customer Accounts
NOTE: you can check what the number range 02 is, or insert an interval of your
own if required using the menu path
IMGFinancial Accounting NewAccounts Receivable and
Accounts PayableCustomer Accounts Master Data
Preparations for Creating Customer Master Data Define
Number Ranges to Customer Account Groups
Assign a Partner Determination Procedure to the New Account Group

9.8
Click on the folder labelled Partner

Determination Procedure Assignment
and location your account group in the
list (Z##). The partner functions SP,
BP, SH and PY must be shown in this
new customer master. Partner
determination procedure AG contains
all the relevant partner functions therefore assign this procedure to your new
account group Z## using the menu path
Determination Set Up Partner Determination for Customer Master
9.9
Make sure that each of the four partner functions (SP, BP, SH and PY) are
permitted in your account group by clicking on the folder Account Groups
Function Assignment and choosing to add New Entries
- 108 -
. For each of
the four partner functions assign your new account group
Check the Customer Master Configuration

9.10
Create a new customer master record with your new account group Z## using Sales
Org:1000, Distribution Channel: 12, Division:00. (only create the sales view VD01, not create complete)
9.11
Try to enter the customer number 89765. Does the system let you?
9.12
Enter the following data (provide other required data of your own choice)
Search Term
Country
Language
Transportation Zone
Shipping Condition
Tax Classification
ESCUST##
DE
EN
0000000001
01
1
9.13
Now try to leave the billing data screen without entering the Incoterms. Does the
system allow you to do this?
9.14
Enter EXW New York as the Incoterms and save the customer master. Record the
customer number assigned.
- 109 -
Customisation of the SAP ECC

Incompletion Log
An incompletion log is a list of all the data is deemed essential to your company and needs
to be captured in a sales document that the user has not yet entered in the system. The list
of essential data fields can be defined in the IMG.
During the processing of a document or on save, the system can take the user directly from
the incompletion log to the different views containing the missing data to enable the
incomplete data to be submitted.
The incompletion messages field which appears in the configuration screen of the sales
document type allows you to control whether incomplete sales documents can be saved or
not. The subsequent business process(es) that can be carried out depends on the status
groups in the incompletion procedure, which control how incomplete data affects any
further processing in the system. For example if the terms of payment are missing from an
order, the order can progress to delivery but it cannot be billed, and a new document
cannot refer to an incomplete document. If the purchase order number is missing, the
incompletion log will alert you but by pressing enter to clear the alert, you can save the
incomplete document and proceed through the COM cycle.
The incompletion log differentiates between the sales document header, item and schedule
line, and there are different procedures to determine which fields are checked for
completion. A document will also be deemed incomplete if mandatory data specified in
areas such as the customer master e.g. partner functions is missing.
SAP ECC users may list all the incomplete documents they have created or those which
have been blocked for a particular process (e.g. blocked for delivery due to incompletion)
and edit them until they are complete.
- 110 -
Exercises
Configure the Incompletion Log for a Sales Document
10.1
You want to ensure that sales documents of type ZA## cannot be left incomplete
in sales order processing. Create an order of type ZA## for customer T-S50A##
and material T-AS1## (10 units) and save the document without a purchase order
number. Can you do it?
10.2
Activate the Incomplet. messages indicator for the sales document type ZA## via
the menu path and save your settings. This indicator tells the system whether
documents which are deemed to be incomplete are allowed to be saved or not.
IMGSales & DistributionSalesSales DocumentsSales Document
Header Define Sales Document Types
10.3
Now try again to create an order of type ZA## for customer for customer TS50A## and material T-AS1## (10 units) and save the document without a
purchase order number. Can you do it?
10.4 Process the incompletion log by maintaining purchase order number ##PO10-4 and
personnel number 1701 for the personal representative. Save the document.
10.5
Remove the Incomplet Messages indicator for this sales document type.
- 111 -
Create an Incompletion Procedure for use with a Sales Document

You want to ensure that the name of the contact person who is responsible for
taking the sales order is always entered in trade fair orders. Set up an incompletion
procedure to ensure this.
10.6
Using the menu path below, create a NEW Sales - Header Level incompletion
procedure called (see table below to identify the key identifier for your procedure
e.g. SAP11 = 9K).
IMGSales & DistributionBasic functionsLog of Incomplete ItemsDefine
Incompletion Procedures Highlight A Sales - Header in the Incompletion Group
Table. [Double Click] on the Procedures label in the dialogue structure. Make sure
you are in Change Mode (not display) and press the
Grp
No
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
Incompletion
Procedure
Key
8A
8B
8C
8D
8E
8F
8G
8H
8I
8J
8K
8L
8M
8N
8O
Description
Order Procedure 01
Order Procedure 02
Order Procedure 03
Order Procedure 04
Order Procedure 05
Order Procedure 06
Order Procedure 07
Order Procedure 08
Order Procedure 09
Order Procedure 10
Order Procedure 11
Order Procedure 12
Order Procedure 13
Order Procedure 14
Order Procedure 15
Button
Grp Incompletion
No Procedure
Key
16
8P
17
8Q
18
8R
19
8S
20
8T
21
8U
22
8V
23
8W
24
8X
25
8Y
26
8Z
27
9A
28
9B
29
9C
30
9D
Description
Order Procedure 16
Order Procedure 17
Order Procedure 18
Order Procedure 19
Order Procedure 20
Order Procedure 21
Order Procedure 22
Order Procedure 23
Order Procedure 24
Order Procedure 25
Order Procedure 26
Order Procedure 27
Order Procedure 28
Order Procedure 29
Order Procedure 30
10.7
Type in the key and description of your new incompletion procedure and Enter.
10.8
Highlight your new incompletion procedure and drop down the Procedures
dialogue structure. Double Click on the Fields label in the dialogue structure and
Click on the
10.9
button.
Under the table column, enter table name VBAK, (this is the table where sales
header data is stored in the database) under the field column, enter BNAME (the
ordering party's name field id). Enter KBES in the column labelled scr (this
indicates that you want this field to be displayed in the Header - Purchase Order
data of the sales order data screen). If the ordering party's name is missing in the
sales document, you do not want the system to proceed to create a delivery
- 112 -
therefore assign an appropriate status group (one that has a tick in the delivery
column) using the drop down box in the status column.
Note: You can determine the names of tables and fields in the sales document
by placing the cursor on the relevant field, calling up F1 and choosing
Technical Info
10.10 Assign your new incompletion procedure created in 10.7 to the sales document
type ZA## via the menu
IMGSales & DistributionBasic functionsLog of Incomplete ItemsAssign
Incompletion ProceduresAssign procedures to the sales document types
10.11 Create an order with order type ZA## for customer T-S50A## and material
T-AS1## with purchase order number ##10 -11. Save the incomplete
document.
10.12 Try to deliver the order. Set the selection data to a month from today. What
message do you see?
10.13 Change the order and edit the incompletion log by adding a name.
10.14 Try to delivery the order again. Can you do it?
- 113 -

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Sales

Creating An Outbound Delivery Document .................................................. 35

Delivery Options: ........................................................................................................ 35

Posting Goods Issue ...................................................................................... 37

Tutorial Exercises ............................................................................................................ 38

Billing the Customer............................................................................................................ 42

Business Partners ................................................................................................................. 97

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Green tick with white clock

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Find Next - finds the next

The Technology behind SAP ERP

an inherently thin-client, three-tier Internet architecture,

SAP Business Processes

SAP ECC Data & Process Integration

SAP ECC Modules

SAP Pre-Configured Industry Solutions

The Underlying Structure of SAP - System Wide Concepts

Organisational Structure Example

Organisational units in SD: Definitions

Other Organisational units used in SD: Definitions

Integrated Organisational units: Definitions

Getting Started with SAP ERP - Logging On and

Log on to and navigate within SAP ECC

How to access SAP

Logging on to the ECC system

Enter the following information into the first 3 fields :

The Id of the Client data you wish to work on ( _ _ _ )

SAP EASY ACCESS - Standard Menu

The SAP ECC Window

The Command Field

where the Command

The Menu Bar

Sessions & Transaction Codes

at the command prompt, followed by the T-Code of the new transaction

at the command prompt, followed by the T-Code of the second transaction

Common Transaction Codes

The Help Menu which contains

The internet at http://help.sap.com

Using this booklet.

Logging onto SAP ECC

Opening Additional Sessions

Accounting Financial Accounting Customer Master RecordsDisplay

User Specific Settings

The Sales & Distribution Process within the

SD represents each of these processes with electronic documents (transactions), each

Order Management: Business Process Summary

Data Types in SAP ECC

Customer Order Management Cycle

The Structure of the Sales Order

Sold-to Party 2387

Document Flow in the SAP ECC system

Standard Order 6415

Tutorial Exercise - Sales Order Processing

Create Sales documents.

Create A Sales Order Document Based On A Customer

Save the order and record the document number.

The Sales & Distribution Process within the

create an outbound delivery document

Creating An Outbound Delivery Document

When a product is available and ready to be processed in the warehouse, a shipping

A single sales order may be delivered on one delivery.

Orders with line items

The Structure of a Delivery