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1

OTC
Letter of Credit

Presenter : Aaditya Bajoria (OTC, LE, CIN, GATP) Cognizant-426869


Order Intake (Part 2) 2

Preparation & Transport


Order intake Delivery Picking Check in
Maintenance Planning

Shipment Shipment
Cash in Billing Check out Load
Cost Settlement costing

Changes

Capture Process Order


order order confirmation

Standard Backorder
Sample
FOC
Return
Rush order
ATP
Product
allocation
Order Intake (Part 2) 3

Letter of Credit Order


With claiming ATP
Without claiming ATP
Transaction Codes
Letter of Credit 4

Order type used : OR


Data to be entered : Sold to party
Price fixed in the price list will be picked up automatically.
Requested delivery date is automatically triggering the pricing date.
Workflow L/C directly linked to SD (claim ATP) 5

USER

Linked
VA01 USER Enter order Financial USER VA01
directly
in order
Document

FD Status A
L/C not yet received USER VX12N
Reassign

FD Status B
USER VX12N
VXA3 FICO L/C received not yet
approved

FD Status C
L/C received approved USER VX12N
by Finance

FD Status D
L/C received approved USER VX12N
commercially

Transaction codes :
VA01 Create orders
VX11N Create Financial Document
VX12N Change Financial Document
VXA3 Financial Documents : Blocked SD Documents
Process L/C directly linked to SD (claim ATP) 6

Process Proposal :

USER is entering the order in the system and creates the financial document (FD)
directly out of the order to claim ATP. Status of the FD will be set to A = Document
has been created
Customer sends L/C draft which is checked by USER. In case further information is
needed, USER1 will be contacted to support USER
Once the Letter of Credit is received by, USER will process the financial document B +
C + D = Notification that document has been sent is reached.
After status D is set Document is available and can be used) , USER will inform FICO
accordingly
FICO will reassign the financial document to the order
L/C directly linked to SD (claim ATP) 7

Before entering an order, the customer master data of an L/C customer has to be adjusted:

Payment Method to be put on K (Letter of credit)


Payment guarantee procedure to be put on 0001 (Letter of credit)

The last one will trigger the Financial Document process for this customer.

If this is an exceptional L/C order for a normal customer, the payment guarantee
procedure 0001 can also be entered directly in the order to trigger the financial
document process.
Change Customer Master Data 8
Transaction code VD02 (Logistics -> sales & distribution -> master data -> business partner -> customer
-> change -> sales & distribution)
Customer Master Data 9
Transaction code VD02 (Logistics -> sales & distribution -> master data -> business partner -> customer ->
change -> sales & distribution)

In the customer master data, the L/C customer


has to be linked to L/C
a) by entereing the payment method K
for L/C
b) By entereing the payment guarantee
procedure 0001 for L/C in the SALES
AREA DATA BILLING DOCUMENT
L/C directly linked to SD (claim ATP) 10
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)
L/C directly linked to SD (claim ATP) 11
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

2
1. Insert Sold to Party
2. Insert Requested
Delivery Date
3. Press Enter button

3
1. Insert order type OR
2. Insert Sales
organization 2720
3. Insert Distribution 1. If the Customer Sales
Channel 01 Info text has been
4. Insert Division 01 defined in the CMR,
5. Press Enter button information will come
up
Attention : make sure sales 2. Press Enter button
office is not filled !!!

1. In case the sold to party


4 5
has more than one ship
to party, a pop-up screen
would come up and the
corresponding ship to 1. Information will come
party has to be selected up
2. Press Enter button 2. Just Press Enter
button
L/C directly linked to SD (claim ATP) 12
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

1. System will come up


with product proposal

1. Enter the order


quantity in the
requested material
2. Press the Product
Proposal button
product proposal
active inactive

1. Information will come


up
2. Just Press Enter
button
L/C directly linked to SD (claim ATP) 13
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

9
10

1. Insert Purchase
Order number
2. Insert PO date
(optional)
3. To check if price is
triggered, mark the
line
4. Press Condition
button 1. Check prices
2. Press the Go
back button
L/C directly linked to SD (claim ATP) 14
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

11
12

Go to :
GOTO HEADER BILLING

Go to :
EXTRAS FINANCIAL DOCUMENT CREATE
There you see the Payment guarantee
procedure for letters of credit which you can
also enter manually if this is an exceptional
L/C delivery to a customer
L/C directly linked to SD (claim ATP) 15
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

13

In Partner data enter


Customer
Ship to party

In General Data enter


Bank country
Bank key (if not known, select one of the given
of the bank country)
Financial document value
Letter of credit currency

The Ext. FD number (= actual L/C number) has to


be maintained once the L/C has been received by
the customer.
L/C directly linked to SD (claim ATP) 16
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

14

In Dates/Delivery dates enter


Validity end date (choose a date far behind the
actual delivery date)
L/C directly linked to SD (claim ATP) 17
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

16
15

17
1. In Status
Mark line A

18
2. Press save.

3. The following pop ups will come


up, just click on customer address,
address created will come up,
press enter, adress will come up,
just press enter

4. Then press the save button

19 5. Again, a pop up with document


is complete will come up.

6. Press enter and save again.


L/C directly linked to SD (claim ATP) 18
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

20

21

1. Financial document is created and


linked to the order.

2. Now just save the order and press


enter on the pop up information
L/C directly linked to SD (claim ATP) 19

USER will process the financial document and revert, when status D is reached
Change status of the Financial Document (USER) 20
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)
Change status of the Financial Document (USER) 21
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)

2
1

1. Enter Financial document no. and


press enter
2. Press enter again on the pop up

3. Go to STATUS
4. Mark status B and C
5. Save the document
3

Fill in actual Letter of Credit number


Change status of the Financial Document (USER) 22
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)
Change status of the Financial Document (USER) 23
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)

2
1

1. Enter Financial document no. and


press enter
2. Press enter again on the pop up

3 4

3. Go to STATUS
4. Mark status D
5. Save the document
L/C directly linked to SD (claim ATP) 24

FICO will then reassign it to the order.


Reassign FD to Sales Order 25
Transaction code : VXA3 (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Monitoring -> Blocked Documents)
Reassign FD to Sales Order 26
Transaction code : VXA3 (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Monitoring -> Blocked Documents)

1. Enter the financial document no.


and press execute

2
Reassign FD to Sales Order 27
Transaction code : VXA3 (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment
Guarantee -> Documentary Payments -> Monitoring -> Blocked Documents)

1. Mark the SD document

2. Press Reassign Button


3. Press save

4. Financial document was checked


Change order 28
Transaction code : VA02 (logistics
(logistics -> sales & distribution -> sales -> order -> change order)

Back in the order you will see in


the HEADER STATUS that the
credit status is approved

NOTE : IF you change something


in the order e.g. purchase order no.
the order will be blocked again.
Just change something again and
save and the block will go away.
THIS is an SAP problem and has
already been submitted to SAP
but has not been solved yet. Just
be aware of it !!!!
Order Intake (Part 2) 29

Letter of Credit Order


With claiming ATP
Without claiming ATP
Transaction Codes
Workflow L/C not linked to SD (no ATP) 30

Create
VA01 USER Enter order USER VX11N
Financial
Document

FD Status A
L/C not yet received USER VX12N

FD Status B
USER VX12N
USER L/C received not yet
approved

VA02 Link FD Status C


L/C received approved USER VX12N
by Finance

FD Status D
L/C received approved USER VX12N
commercially
Transaction codes :
VA01 Create orders
VA02 Change orders
VX11N Create Financial Document
VX12N Change Financial Document
Process L/C not linked to SD (no ATP) 31

Process Proposal

USER is entering the order in the system


USER is creating a financial document outside the order (not linked yet) no
ATP claim. Status of the FD will be set to A = Document has been created
Customer sends L/C draft which is checked by USER. In case further information
is needed, USER1 will be contacted to support USER
Once the Letter of Credit is received, USER will process the financial document and
set status B + C + D
Once status D (Document is available and can be used) is set, the financial
document number will be linked to the order
Letter of Credit Order 32
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)
L/C directly linked to SD (no ATP) 33
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

2
1. Insert Sold to Party
2. Insert Requested
Delivery Date
3. Press Enter button

3
1. Insert order type OR
2. Insert Sales
organization 2720
3. Insert Distribution 1. If the Customer Sales
Channel 01 Info text has been
4. Insert Division 01 defined in the CMR,
5. Press Enter button information will come
up
Attention : make sure sales 2. Press Enter button
office is not filled !!!

1. In case the sold to party


4 5
has more than one ship
to party, a pop-up screen
would come up and the
corresponding ship to 1. Information will come
party has to be selected up
2. Press Enter button 2. Just Press Enter
button
L/C directly linked to SD (no ATP) 34
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

1. System will come up


with product proposal

1. Enter the order


quantity in the
requested material
2. Press the Product
Proposal button
product proposal
active inactive

1. Information will come


up
2. Just Press Enter
button
L/C directly linked to SD (no ATP) 35
Transaction code : VA01 (logistics
(logistics -> sales & distribution -> sales -> order -> create order)

9
10

1. Insert Purchase
Order number
2. Insert PO date
(optional)
3. To check if price is
triggered, mark the
line
4. Press Condition
button 1. Check prices
2. Press the Save
button

11

1. Information will come


up
2. Just Press Enter
button
Create the Financial Document (USER) 36
Transaction code : VX11N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Create)
Create the Financial Document (USER) 37
Transaction code : VX11N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Create)

2
1

1. Enter
Financial doc. cat. C
Financial doc. type 01
Company code 1085
Press Enter

2.
In Partner data enter
Customer
Ship to party

In General Data enter


Bank country
Bank key (if not known, select one of the given
of the bank country
Financial document value
Letter of credit currency
Create the Financial Document 38
Transaction code : VX11N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment
Guarantee -> Documentary Payments -> Financial Documents -> Create)

In Dates/Delivery dates enter


Validity end date (choose a date far behind the
actual delivery date)
Create the Financial Document 39
Transaction code : VX11N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment
Guarantee -> Documentary Payments -> Financial Documents -> Create)

4 5

6
1.
In Status
Mark line A and press enter

7
2. Press save.

3. The following pop ups will come


up, just click on customer address,
address created will come up,
press enter, adress will come up,
just press enter

4. Then press the save button

5. Again, a pop up with document


is complete will come up.
8
6. Press enter and save again.
L/C not linked to SD (no ATP) 40

USER will process the financial document up till status D and link it to the order.
Change status of the Financial Document (USER) 41
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)
Change status of the Financial Document (USER) 42
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)

2
1

1. Enter Financial document no. and


press enter
2. Press enter again on the pop up

3. Go to STATUS
4. Mark status B and C
5. Save the document
3

Fill in actual Letter of Credit number


Change status of the Financial Document (USER) 43
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)
Change status of the Financial Document (USER) 44
Transaction code : VX12N (logistics
(logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee ->
Documentary Payments -> Financial Documents -> Change)

2
1

1. Enter Financial document no. and


press enter
2. Press enter again on the pop up

3 4

3. Go to STATUS
4. Mark status D
5. Save the document
Change order 45
Transaction code : VA02 (logistics
(logistics -> sales & distribution -> sales -> order -> change order)
Change order 46
Transaction code : VA02 (logistics
(logistics -> sales & distribution -> sales -> order -> change order)

Enter order no. and press enter

Go to
GOTO HEADER BILLING
Change order 47
Transaction code : VA02 (logistics
(logistics -> sales & distribution -> sales -> order -> change order)

Enter the Financial Document no.


Save

If you go back into the change


mode and check the status in the
header, you will see tha the credit
status is approved
Order Intake (Part 2) 48

Letter of Credit Order


With claiming ATP
Without claiming ATP
Transaction Codes
Overview Transaction Codes 49

Transaction Code Description

VA01 Create Order


Logistics -> sales & distribution -> sales -> order -> create order

VA02 Change Order


Logistics -> sales & distribution -> sales -> order -> change order

VA03 Display Order


Logistics -> sales & distribution -> sales -> order -> display order

VD02 Change Customer Master Data


Logistics -> sales & distribution -> master data -> business partner -> customer -> change -> sales &
distribution

VXA3 Reassign Financial Document


Logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee -> Documentary
Payments -> Monitoring -> Blocked Documents

VX11N Create Financial Document


Logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee -> Documentary
Payments -> Financial Documents -> Create

VX12N Change Financial Document


Logistics -> sales & distribution -> foreign trade / customs -> Payment Guarantee -> Documentary
Payments -> Financial Documents -> Change