OVERVIEW Trigger:
Customer places a standard sales order.
Business Process Description Overview
This document describes the procedure for creating a the following sales orders for a customer:
1. To create a Standard Sales Order
2. To create a Standard Sales Order with Reference to a Contract 3. To create a Sales Order with Reference to a Quotation
The sales order is a contractual agreement between a sales organization and a sold-to party about delivering products or providing a service for defined prices, quantities and times.
Input – Required Fields Field Value / Comments
Order Type A classification that distinguishes between different types of sales document.
Sales Organization Independent unit that is responsible for sales processing of a product or product line.
Distribution Channel The way in which products or services reach the customer. Typical examples of distribution channels are wholesale, retail, or direct sales.
Division A way of grouping materials, products, or services.
Sold to Party The customer who orders the goods or services.
Ship-to Party The party who receives delivery of the goods.
Req.deliv.date The proposed date by which the customer should receive delivery of the goods.
Material Enter the material requested.
Order Quantity Enter the quantity requested.
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Output - Results Comments
Creation of a sales order Refer to Business Process Procedure „Display a Sales Order‟ or „Display SD Document Flow‟ for verification
Decrease in available inventory at storage location
Only if system is configured for commitment of inventory at order entry.
Procedural Steps Access transaction by:
Via Menus Logistics Sales and Distribution Sales Order Create
Via Transaction Code VA01
On screen “Create Sales Order: Initial Screen”, enter information in the fields as specified in the table below:
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Field
Name Description R/O
/C User Action and Values Comments Order
Type A classification that distinguishes
between different types of sales document.
R Enter the desired order
type “ZORP” – Order Scrap Sales
Organiz ation
Independent unit that is responsible for sales processing of a product or product line.
R Enter Sales Organization for the customer.
Distribut ion Channel
Means of getting a product to the customer.
R Enter Distribution Channel for the customer.
Division Group of products or
services. R Enter Division for the customer.
Sales
Office Physical location responsible for sales certain products or services within a given geographical area.
R
Sales
Group Group of sales people that are
responsible for a special area of
R
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processing of a group of products or
services within a specific sales office.
(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional)
Perform one of the following a types of Sales Orders:
To create a Standard Sales Order, press the Enter key or click the green check mark icon and go to step 1.4.
To create a Standard Sales Order with Reference to a Contract, go to step 2.0.
To create a Sales Order with Reference to a Quote, go to step 3.0.
To create a Credit Memo Request, go to step 4.0.
On screen “Create Standard Order: Overview”, enter the information specified in the fields in the table below:
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Field
Name Description R/O
/C User Action and Values Comments Sold-to
party The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders.
R Enter the Sold-to party‟s customer number or use matchcodes to find the number.
Ship-to
party The party who receives delivery of the goods.
R
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Purch.or
der no. Number that the customer uses to uniquely identify a purchasing
The proposed date by which the customer should receive
delivery of the goods.
R Enter the Requested
Delivery Date. Usually defaults to today‟s date Material Alphanumeric key
uniquely identifying the material being ordered
R Enter material number being ordered.
Order
Quantity Amount of material the customer is ordering.
R Enter quantity being ordered.
Press ENTER key Alternately ,
If you identified several unloading points or several ship-to parties in the Customer Master record, the system will display the alternatives in a dialog box. The system can propose alternatives for Unloading Point, Ship-to Party, Payer or Bill-to Party. Select data from these proposals by positioning the cursor on the line and clicking on “Choose”.
Availability Check
Once you have selected the data, the material data description that you entered is displayed. If the system carries out an availability check and finds that there is insufficient stock for an ordered item to be delivered on the requested date, it displays a screen on which you can choose
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between several delivery proposals including one-time delivery and delivery proposal. A one-time delivery will only ship the quantity proposed and no subsequent deliveries will be created. The delivery proposal will propose a delivery schedule based on receipt of goods and availability.
Optional Screens
If you want to enter further data for the header or the items, select the corresponding menu entry. If you want to change data for the items, mark the items before you select a menu entry.
Enter all necessary data.
Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).
(Create a standard sales order with reference to a contract)
On screen “Create Sales Order: Initial Screen”, press Create with Reference ICON or (F8).
On Dialog box “Create With Reference”, select the Contract tab and enter contract number. Click on the Copy Icon (F5) to copy information from contract.
On screen “Create Standard Order: Overview”, enter or change the following information:
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Field
Name Description R/O
/C User Action and Values Commen ts
Purch.or
der no. Number that the customer uses to uniquely identify a purchasing
document.
R Enter/verify customer
P.O. number. Docume
nt may not be complete without a P.O.
number Req.
Deliv. Date customer
requires delivery R Enter/verify requested
delivery date. Usually defaults
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Date to
today‟s date Order
Quantity Amount of material the customer is ordering
R Enter/verify quantity
ordered. Defaults
to target amount in SU Sales unit of Measure R Enter/verify the unit of
measure for the material. Defaults of U of M in
contract Press ENTER key Alternat
ely, click on the green check mark Data from the contract will be defaulted into the appropriate fields.
Customer number and material may not be changed as the contract was prepared for a specific customer and material and may have special pricing which is valid for that customer and material combination only. Only specific data may be over-ridden. A contract is binding and states specific products at specific prices that cannot
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On screen “Create Sales Order: Initial Screen”, press Create with Reference ICON or (F8).
On Dialog box “Create with reference”, select the Quotation tab and enter the quotation number. Click on the Copy Icon (F5) to copy information from quotation.
On screen “Create Standard Order: Overview”, the Sold-to party, material, quantity, unit of measure and value will be displayed.
Enter or change the following information:
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Field
Name Description R/O
/C User Action and Values Commen ts
Purch.or
der no. Number that the customer uses to uniquely identify a purchasing
The proposed date by which the customer should receive
delivery of the goods.
R Enter the date the customer requests for delivery.
Quantity The total order
quantity for this item. R The order quantity may
be adjusted Defaults
to the
be changed Defaults
to Unit
Press ENTER key Alternat ely, click on the green check mark
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Data from the quotation will be defaulted into the appropriate fields on the order.
The Customer number and material numbers may not be changed, since the quotation was prepared for a specific customer and material and may have special pricing which is valid for that customer and material combination only.
All other data may be over-ridden as deemed necessary. Common examples of these types of changes are delivery dates and quantities.
Additional products may be added to the order as required to fulfill customer requirements.
Review data on this screen and any of the optional screens as appropriate. Make changes or additions according to normal sales order processing.
Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).
(Add additional steps/screen prints if required. See Sample Template.)
(Create a Credit Memo Request)
On screen “Create Sales Order: Initial Screen”, press Create with Reference ICON or (F8).
On Dialog box “Create with reference”, select the Bill Doc tab and enter the billing document number.
Click on the Copy Icon (F5) to copy information from billing document. System will default data from billing document into credit request fields.
On “Create Credit Memo Request: Overview” screen, enter the below information:
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Field
Name Description R/O
/C User Action and
Values Comments
Sold-to
party The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders.
R See section 1.3.1
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Ship-to
party The party who receives delivery of the goods.
R See section 1.3.1
Purch.or
der no. Number that the customer uses to uniquely identify a purchasing
document.
R
Billing
block Indicates if the entire sales document is blocked for billing.
O Billing block 08
„Check credit memo‟ will
default for credit memo requests Order
reason Indicates the reason for creating the sales document.
R
Material Alphanumeric key uniquely identifying the material being ordered
R See section 1.3.1
Target
quantity A target quantity represents the total quantity of an item for which you want to issue a credit memo request.
R See section 1.3.1
Press ENTER key Alternately, click on the green check mark icon
If the credit request is being created with reference to an order, these fields will contain data defaulted from the order. This data can be changed if necessary.
Save the Credit memo Request. (Click on the diskette icon, or F11)
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System validates document.
If document is complete, system returns to “Create Credit Memo Request: Overview” and displays message „Credit Memo Request (Document number) has been saved‟, in status line at bottom of screen
If document is incomplete, system displays dialog box asking if user wants to save incomplete document or wants to process missing data. Choose desired option. (Enter data as required to complete document and save or save as incomplete. See Create Standard Order document for details on incomplete order processing.)
Exit Credit Memo processing. (Click on the yellow up-facing arrow icon, or Shift-F3)
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