SCM650

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I n t e r n a l U s e S A P P a r t n e r O n l y

Cross-Functional Customizing in

Sales and Distribution

mySAP ERP Sales and Services

Date Training Center Instructors Education Website

Participant Handbook

Course Version: 2006 / Q2 Course Duration: 3 Days Material Number: 50078123

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This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions

American English is the standard used in this handbook. The following typographic conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.

Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet).

Example text Emphasized words or phrases in body text, titles of graphics, and tables

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, names of variables and parameters, and passages of the source text of a program.

Example text Exact user entry. These are words and characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Icons in Body Text

The following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point Exception or caution

Procedures

Indicates that the item is displayed in the instructor’s presentation.

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Course Overview ... vii

Course Goals. ... . .. . ... ... ... .. .... .... . ... .. ... .... .. ... .. .... .. ... .. .... .. ... .. ... ...vii

Course Objectives ... ... ... .. .. . ... ... ... ... .. .... .. ... .... ... .... ... . ... ..vii

Unit 1: Understanding Organizational Structures ... 1

Understanding Organizational Structures ... 2

Unit 2: Copying Control ... 25

Copying Control.. .. ... ... ... .. ... ... .. . .. .. ... . ... .... ... ... . ... .. ... ... .. . .. .. ... .... . 26

Unit 3: Text Control ... 53

Text Control. .. . ... .. ... ... ... ... .. .. ... .... .. .. ... .... .. ... ... ... ... ... .... ... . ... . 54

Unit 4: Output ... 85

Output Determination ... .. ... ... .. ... .... ... .. ... ... ... .. ... ... ... ... .... ... . .. .. 86

Output Processing ... ... .. . .. .. .... ... .. .. ... . ... .... . .. . .... ... . .. . .. .. ... ... . 102

Unit 5: System Modifications ...121

Basics of System Modification ... .... .. ... .. .... .. ... ... . .. ... .. ... .... .. .. ... 123

Adapting Lists ... 149

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C o n te n ts S C M 6 5 0

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This training course deals with complex Customizing settings that apply across all the functions in the Sales and Distribution area and that frequently cross over into the area of system modification.

Target Audience

This course is intended for the following audiences:

• Members of the project team who work with all aspects of Customizing for Sales and Distribution.

Course Prerequisites

Required Knowledge

• SCM600

• and at least one of the following training courses: SCM605, SCM610 or SCM615

Course Goals

This course will prepare you to:

• Make settings that require knowledge of cross-application Customizing functions, to map Sales and Distribution (SD) requirements in the SAP system.

Course Objectives

After completing this course, you will be able to:

• understand complex relationships when mapping organizational structures • adapt copying control

• configure text control • implement output control

• explain the options for system modification in any release

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SAP Software Component Information

The information in this course pertains to the following SAP Software Components and releases:

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Unit 1

Understanding Organizational

Structures

Unit Overview

This unit provides a compact, deeper understanding of the organizational structure in Sales and Distribution, to enable the participants to make the correct decisions when creating the organizational model.

Unit Objectives

After completing this unit, you will be able to:

• describe the main organizational elements in SD and their relationships to one another

• create organizational elements and use them to build organizational structures • define shared master data to reduce the effort required for creating and

maintaining master data

• make Customizing settings that affect the use of organizational elements

Unit Contents

Lesson: Understanding Organizational Structures .. . .. . .. . .. .. . .. . .. .. . .. . .. . .. .. 2 Exercise 1: Defining Organizational Structures . . .. . .. . .. .. . .. . .. .. . .. . .. . .. 13 Exercise 2: Understanding Organizational Structures. .. .. . .. . .. .. . .. . .. . .. 17

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Lesson: Understanding Organizational Structures

Lesson Overview

An overview of the significance of organizational structures in Sales and Distribution is provided as a reminder, to avoid unnecessary errors in this first, important step in the implementation project.

Lesson Objectives

After completing this lesson, you will be able to:

• make Customizing settings that affect the use of organizational elements

Business Example

An essential step in implementing an SAP system is representing the structure of your company in the system.

Before creating the SD organizational structures, you have to decide how much master data will need to be maintained.

As this will have a far-reaching effect on the productive system, you must consider the different ways of defining shared data.

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Sales Organization

Figure 1: Sales Organization

A sales organization is the organizational element in Logistics that represents the company structure according to its sales and distribution requirements.

A sales organization is the business unit that is legally responsible for product liability and rights of recourse, and has an address.

You can define your own master data within a sales organization. A sales organization can therefore have its own customer and material master data as well as its own conditions and pricing.

A sales organization is the highest summing level (after the client) for sales and distribution statistics, with its own statistics currency.

You must create at least one sales organization in your SAP system. A sales organization is assigned to only one company code.

You can use the sales organization as a selection criterion for listing all sales documents as well as for creating delivery and billing worklists.

You can define how the output is printed for sales and billing documents differently for each sales organization.

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Figure 2: Distribution Channels

A distribution channel reflects the means by which your products or services reach your customers.

You can assign a distribution channel to one or more sales organizations. You can assign one or more plants to a distribution channel.

Within the distribution channel, you can define your own customer or material master data as well as conditions and pricing.

You can create master data for a model distribution channel that can then be used in other distribution channels. To do this, you also have to assign the model distribution channel to the other channels.

You can define your own sales document types for a distribution channel. You can determine sales offices for a distribution channel.

All the items in a sales document belong to one distribution channel. The entire sales document is therefore created for a distribution channel.

The items in a delivery can belong to different distribution channels. All the items in a billing document belong to one distribution channel. You can use the distribution channel as a selection criterion for creating lists.

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Figure 3: Division

You assign a division to one or more sales organizations. You assign a division to one or more distribution channels.

A material always belongs to one specific division. You enter the division in Sales and Distribution screen 1 in the material master record.

Within the division, you can define your own master data for the customer as well as conditions and pricing.

You can also create shared customer master data as well as conditions using a model division which are then valid for several divisions.

You can define sales offices for a division.

You can determine that all the items in a sales document belong to the same division for each sales document type.

The items in a delivery or billing document can belong to different divisions. You can use the division as a selection criterion for listing sales documents and creating a delivery worklist.

You can define different ways of printing the output based on the sales documents for each division.

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Figure 4: Division and Business Area Account Assignment

Figure 5: Sales Area

The sales area is a combination of a particular sales organization, distribution channel and division.

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Within customer master data there are views with data that is specific to the sales area. The sales documents are assigned to a sales area.

Hint: A simple organizational structure often has more advantages than

a complex structure.

For example, the user can gain a clearer overview of master data maintenance or order entry.

Figure 6: Optional Organizational Elements in SD

Sales office:

• An organizational unit that is responsible for sales and distribution within a geographical area.

• A sales office establishes contacts between the company and the regional market. • You can assign a sales office to one or more sales areas

• A sales office can be subdivided into several sales groups. Sales group:

• An organizational unit that carries out sales and is responsible for the sales process internally.

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Salespersons:

• A sales group consists of a certain number of salespersons. A salesperson is assigned to a sales office and group in the sales employee master record. You can carry out sales analyses for different levels of the organizational structure using the Sales Information System.

Figure 7: Shared Master Data Concept

Shared master data minimizes the effort required to create and maintain master data. You can specify which sales areas can use the shared master data in Customizing. At “sales organization/distribution channel” level, you can define which distribution channel should be used for accessing the condition records and which should be used for accessing customer and material master data.

At “sales organization/division” level, you can define which division should be used for accessing condition records and which should be used for accessing the customer master data.

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Figure 8: Shared Master Data - Example

In the above example, settings have been made in Customizing so that the sales area data (1000, 10, 01) for the customer master and the sales area data (1000, 10) for the material master can also be used as shared master data for the following sales areas: • 1000 10 01

• 1000 10 02 • 1000 12 01 • 1000 12 02

In this example, the condition records are not shared, enabling you to create different pricing structures for each organizational unit.

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Figure 9: Shared Master Data - Limits

It is not possible to define shared master data for all sales organizations. Improper use of the sales organization when mapping the organization here, for example, as a level for mapping the distribution channel, would have serious consequences, as you would not be able to use the shared master data functions at this level. Under certain circumstances this would then lead to an increase in the number of SD views that need maintaining in the master data.

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Even if you are using the shared master data function, the specific organizational data transferred to the Sales Information System (SIS) comes from the sales, delivery and billing documents.

This allows detailed reporting for all organizational structures while minimizing the amount of master data that needs to be created and maintained.

Figure 11: Cross-Divisional Sales Documents

If you want the division at item level to be proposed from the material master record for the item, the “Item Division” field must be selected in Customizing for the sales document type.

If you select this field, the system proposes the division from the material master record for the item. If you leave the field blank, the division in the sales document header applies to all the items.

You may have to take account of the effect of this setting in the SIS update rules by defining the source field you require for the division.

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Exercise 1: Defining Organizational

Structures

Exercise Objectives

After completing this exercise, you will be able to:

• extend and organizational structure in Sales and Distribution

Business Example

To improve the evaluation of sales and distribution statistics, the management of your company has decide to add a distribution channel to sales organization 1000 to make the subdivisions more exact.

It is your job to set up this distribution channel in the SAP system.

Task:

1. Define the new distribution channel for your activity group according to the following table, using the description “VTWEG Group ##”:

Group number Distribution channel

Group number Distribution channel 01 D1 11 E1 02 D2 12 E2 03 D3 13 E3 04 D4 14 E4 05 D5 15 E5 06 D6 16 E6 07 D7 17 E7 08 D8 18 E8 09 D9 19 E9 10 D0 20 E0

2. Assign your new distribution channel to sales organization 1000.

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3. Set up two new sales areas:

Sales organization: 1000

Distribution channel: See table

Divisions: 00 and 02

4. Maintain the business area account assignment for your sales areas by assigning rule 1 “Business area account assignment from plant/division” to them.

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Solution 1: Defining Organizational

Structures

Task:

1. Define the new distribution channel for your activity group according to the following table, using the description “VTWEG Group ##”:

Group number Distribution channel

Group number Distribution channel 01 D1 11 E1 02 D2 12 E2 03 D3 13 E3 04 D4 14 E4 05 D5 15 E5 06 D6 16 E6 07 D7 17 E7 08 D8 18 E8 09 D9 19 E9 10 D0 20 E0

a) Menu path: Tools ! Customizing ! IMG ! Execute Project ! Display SAP Reference IMG ! Enterprise Structure ! Definition ! Sales and Distribution ! Define, copy, delete, check distribution channel

Choose Define distribution channel. Choose New Entries.

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2. Assign your new distribution channel to sales organization 1000.

a) Menu path: Display SAP Reference IMG ! Enterprise Structure ! Assignment ! Sales and Distribution ! Assign distribution channel to sales organization

Select sales organization 1000 and choose Assign. Select your new distribution channel and choose Copy. Choose Save.

3. Set up two new sales areas:

Sales organization: 1000

Distribution channel: See table

Divisions: 00 and 02

a) Display SAP Reference IMG ! Enterprise Structure ! Assignment ! Sales and Distribution ! Set up sales area

Select sales organization 1000 and choose Assign. Select your new distribution channel and choose Copy. Now select your new distribution channel and choose Assign. Select the divisions 00 and 02 and choose Copy.

Choose Save.

4. Maintain the business area account assignment for your sales areas by assigning rule 1 “Business area account assignment from plant/division” to them.

a) Menu path: Display SAP Reference IMG ! Enterprise Structure ! Assignment ! Sales and Distribution ! Business Area Account Assignment ! Define Rules By Sales Area

Locate the entry for sales organization 1000 and your distribution channel D# or E#.

Enter rule 1 in both the sales areas. Choose Save.

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Exercise 2: Understanding Organizational

Structures

Exercise Objectives

After completing this exercise, you will be able to: • define shared master data

Business Example

To reduce the workload required for creating and maintaining data, your new sales area should use the data from sales area 1000,12,00. It is your job to create the necessary prerequisites in Customizing.

Task:

1. Define distribution channel 12 as the shared (common) distribution channel for conditions and customer/material master data for your distribution channel. 2. Now try to create a new standard order for the following purchase order in your

new sales area (1000, D# or E#, 00).

FAX

Customer: T-S50A##

PO number: ##-2-2

Req. delivery date: In one week

Material: T-AS1##

Quantity: 10

How does the system respond?

______________________________________________________

3. You still have to assign the permitted sales document types to your sales area.

You should copy existing agreements for sales organization 1000 and distribution channel 10.

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In Customizing for sales document types, configure the system so that the settings for distribution channel 10 are used for assigning the sales document types to the sales areas for distribution channel D# or E#.

4. Copy the pricing determination procedure for sales area (1000,10,00) to your sales area (1000, D# or E#, 00).

5. Repeat exercise 2.

Create the new sales order.

Display the condition record for condition PR00 in the condition screen. For which distribution channel has the condition record been created? ___________________________________________________

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Solution 2: Understanding Organizational

Structures

Task:

1. Define distribution channel 12 as the shared (common) distribution channel for conditions and customer/material master data for your distribution channel. a) Menu path: Display SAP Reference IMG ! Sales and Distribution !

Master Data ! Define Common Distribution Channels

Locate the entry for sales organization 1000 and your distribution channel D# or E#.

Enter 12 in the “DCh-Conds” and “DCh-Cust/Mt” fields. Choose Save.

2. Now try to create a new standard order for the following purchase order in your new sales area (1000, D# or E#, 00).

FAX

Customer: T-S50A##

PO number: ##-2-2

Req. delivery date: In one week

Material: T-AS1##

Quantity: 10

How does the system respond?

______________________________________________________ a) Create a standard order:

Menu path: Logistics ! Sales and Distribution ! Sales ! Order ! Create

Chose order type “Standard order” and enter the data for your sales area. b) With the following error message: Order type OR is not defined for sales

area 1000 (D# or E#) 00.

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3. You still have to assign the permitted sales document types to your sales area.

You should copy existing agreements for sales organization 1000 and distribution channel 10.

In Customizing for sales document types, configure the system so that the settings for distribution channel 10 are used for assigning the sales document types to the sales areas for distribution channel D# or E#.

a) Menu path: Display SAP Reference IMG ! Sales and Distribution ! Sales ! Sales Documents ! Sales Document Header ! Assign Sales Area to Sales Document Types

Choose Combine distribution channels:

Locate the entry for sales organization 1000 and your new distribution channel D# or E#.

Enter 10 in the “RefDistCh” field. Choose Save.

4. Copy the pricing determination procedure for sales area (1000,10,00) to your sales area (1000, D# or E#, 00).

a) Menu path: Display SAP Reference IMG ! Sales and Distribution ! Basic Functions ! Pricing ! Pricing Control ! Define and Assign Pricing Procedures

Choose Define Pricing Procedure Determination. Place your cursor on sales area (1000,10,00)

Select the entry for document procedure “A” and customer procedure “1” and choose Copy As.

Overwrite the distribution channel with your new distribution channel. 5. Repeat exercise 2.

Create the new sales order.

Display the condition record for condition PR00 in the condition screen. For which distribution channel has the condition record been created?

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___________________________________________________ a) Menu path:

Select the item and choose Conditions Item.

Select the line PR00 in the condition screen for the item and choose Master

data condition record.

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Lesson Summary

You should now be able to:

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Unit Summary

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U n it S u m m a ry S C M 6 5 0

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Unit 2

Copying Control

Unit Overview

This unit deals with making copying control settings to meet special requirements. To do this, you will need to create a customer-specific data transfer routine, for example.

Unit Objectives

• modify copying control to meet special requirements

Unit Contents

Lesson: Copying Control.. ... .... .. ... .. ... ... ... .... ... . ... .. .. ... ... ... .. . .. 26 Exercise 3: Sales Document - Header . .. . .. . .. .. . .. . .. . .. .. . .. . .. .. . .. . .. . .. 35 Exercise 4: Sales Document - Item ... . .. . .... ... ... ... ... .. ... ... ... .. ... 45

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Lesson: Copying Control

Lesson Overview

Lesson Objectives

• modify copying control to meet special requirements

Business Example

SD business processes are reflected by the flow of documents in the system.

You can use copying control to define the requirements and options when transferring data from a reference document to its subsequent document.

When creating customer-specific sales document types in particular, you can use the copying control assigned to that sales document type to determine which functions should be available.

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A business process is composed of individual process steps that are recorded as documents. Data is copied from the preceding to the subsequent document in the process. This process chain is captured in the document flow.

The document flow is updated at full document level. If the “Update Document Flow” indicator is set in copying control, the document flow is updated for individual items too.

You can branch from the document flow into the document display screen. You can also display additional data about the status of a document listed in the document flow.

• Example:

– Order - delivery status – Delivery - picking status

– Billing document - billing document status

Figure 13: Creating with Reference (1)

You can create sales documents with reference to documents that were created previously.

You can enter a different requested delivery date for all the items in the new document. In addition you can call up a selection screen for the referenced document.

In this way you can transfer individual items and partial quantities from the reference document into the new document.

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Figure 14: Creating with Reference (2)

The items and quantities that you select in the selection screen are copied to the new document.

Before the data is copied, the system can check whether certain requirements have been met. Examples of these requirements are:

• Do the reference document and copied document have the same sold-to party? • Was the item being copied rejected ?

• Have the items being copied already been referenced ?

• Has the validity period of the reference document been exceeded ? •

Hint: You cannot copy incomplete sales documents.

You can control which data should be copied when referencing, such as header data, partner data or conditions.

The “Create with Reference” function is available on the initial entry screen as well as during document entry so that you could, for example, combine several quotations for one customer in one sales order.

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Figure 15: Copying Control - Overview

The copying control tables are an important element in Customizing for your SAP system.

• These tables control many of the functions that are executed when you create a document that references a preceding document.

There are copying control tables for sales, delivery and billing documents. • There are control tables for all levels of the sales document.

• Example:

• There are three levels for copying control for sales documents: – Header

– Item

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Figure 16: Copying Requirements

Before data is copied from the reference document to the target document, certain requirements must be met.

These requirements are contained in ABAP/4 routines and selected in the copying control tables using their ID number.

You can use transaction VOFM to create customer-specific routines by copying existing routines and modifying them accordingly.

You can find transaction VOFM in the Implementation Guide under the following path:

Sales and Distribution ! System Modifications ! Routines ! Define Copying Requirements

Once the copying requirements are satisfied, the specified data transfer routines are executed.

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Figure 17: Copying Control - Header Level

In copying control at header level, you define which source document types may be copied into which target document types.

The system will not allow you to create a sales document that references another sales document if the relevant sales document types are not contained in copying control. The details screen for a selected “Target document type / Source document type” pair contains:

• Copying requirements • Data transfer routines

• The agreement on whether or not item numbers are copied to the target document • The “Full reference” agreement (that is; the system only copies the whole source document into the target document, and issues system messages later if someone tries to change the order quantity or delete an item)

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Figure 18: Copying Control - Item Level (1)

In copying control, the item level controls are defined for each item category for every “Target document type / Source document type” pairing.

The details screen for an item category contains: • Copying requirements

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and includes the following important entries: • Quantity/value pos/neg:

Controls how the completed quantity in the item in the source document is affected by the copying action.

• Copy quantity:

Determines the quantity that is copied to the target document

(for example, blank = best possible quantity = open order quantity for sales document type SP).

• Pricing type:

Specifies how pricing data should be handled when copying. • Update document flow:

Specifies whether the system updates the document flow when a document is copied.

Figure 19: Copying Control - Item Level (2)

The item category determination rules also apply when you create sales documents with reference.

If an item category has been set manually in the source document, you must fill the “Default Item Category” field so that the corresponding item category is activated in the target document.

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Figure 20: Updating the Reference Status

You can control when an item from the reference document is complete: • An item is complete as soon as it is referenced.

In the above example, the inquiry is completely referenced even if only a partial quantity has been copied to the quotation.

• An item is only completed once the full quantity has been copied into a subsequent document.

The quotation item is only partially referenced in the above example. This means that it is possible to enter several orders from this item until the quantity is completely used up.

• You can make these settings in Customizing when controlling the item categories. If an item is rejected, it is given "not referenced/completed" status in the reference document.

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Exercise 3: Sales Document - Header

Exercise Objectives

• set your own requirements at header level when copying “from sales document to sales document”.

Business Example

In your company, you often create a quotation for a certain customer, but the actual sales order for this quotation is issued to a sold-to party with a different customer number.

Check your SAP system and, if necessary, configure it so that you are allowed to create orders with reference to a quotation for different customers. If the customer is the same for the quotation and sales order, the system should copy the purchase order data in the quotation to the sales order.

Task 1:

First, test order creation with reference to a quotation.

1. Create a quotation with quotation type “QT” based on the following customer inquiry.

The quotation should be valid until the end of the following month.

FAX Inquiry

Customer: T-S50A##

Clerk: Mr. Miller

Inquiry Number: ##-1-1.1

Req. delivery date: In one week

Material: T-AS3##

Quantity: 10

(Motorcycle 1200 cm3)

2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of the employee who responded to the inquiry in the purchase order data.

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3. Save the quotation and note the quotation number.

_______________________________________________________

4. The customer's branch places an order with reference to the quotation from activity 1-1.1.

Try to create an order with your order type ZA## with reference to this quotation.

FAX

Customer: T-S50B##

Quantity: 6

5. How does the system respond?

_______________________________________________________

Task 2:

Configure your order type ZA## in copying control so that you are allowed to create orders with reference to quotations for different customers, and so that the purchase order data is also copied from the quotation to the order.

1. In copying controls from sales document type QT to ZA##, assign copying requirement 002 to your order type ZA##.

2. Assign the data transfer routine 951 (created by the instructor) to your order type. This means that the system also copies purchase order data.

3. Now test the new configuration for order type ZA## by repeating activity 1-4. 4. Save the order and note the order number.

________________________________________________________ 5. Look at the quotation you created earlier. Check the status in the header data

and note the reference status.

________________________________________________________

6. Customer T-S50A## also places an order with reference to the quotation from activity 1-1.1 (purchase order number ##-1-1).

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FAX

Quantity: 4

7. Create the order and look at the purchase order data. 8. Save the order and note the order number.

________________________________________________________

9. Look at the quotation you created earlier. Check the status in the header data and note the overall status.

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Solution 3: Sales Document - Header

Task 1:

First, test order creation with reference to a quotation.

1. Create a quotation with quotation type “QT” based on the following customer inquiry.

The quotation should be valid until the end of the following month.

FAX Inquiry

Clerk: Mr. Miller

Quantity: 10

(Motorcycle 1200 cm3) a) Create order:

Menu path:

Logistics ! Sales and Distribution ! Sales ! Quotation ! Create

Choose quotation type “QT” and enter your data.

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2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of the employee who responded to the inquiry in the purchase order data.

a) Menu path:

Select the item and choose Conditions Item. Choose Add line in the lower part of the screen.

After entering the corresponding data, choose “Enter” to activate the condition.

Return to the main screen.

Choose the Display details for document header pushbutton in the upper right-hand part of the screen.

Choose the Purchase data tab page. Enter your data.

3. Save the quotation and note the quotation number.

_______________________________________________________ a)

4. The customer's branch places an order with reference to the quotation from activity 1-1.1.

Try to create an order with your order type ZA## with reference to this quotation.

FAX

Customer: T-S50B##

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FAX

Quantity: 6

a) Create order:

Menu path:

Logistics ! Sales and Distribution ! Sales ! Order ! Create

Choose order type ZA## and enter the sales area data.

Enter Customer 2 with the number T-S50B## as the sold-to party in the order header.

Choose: Sales Document ! Create with reference. Choose the Quotation tab page.

Enter the quotation number or look for your quotation using the purchase order number ##-1-1.1

5. How does the system respond?

_______________________________________________________ a) The system outputs the error message: Sold-to parties are different.

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Task 2:

Configure your order type ZA## in copying control so that you are allowed to create orders with reference to quotations for different customers, and so that the purchase order data is also copied from the quotation to the order.

1. In copying controls from sales document type QT to ZA##, assign copying requirement 002 to your order type ZA##.

a) Set copying requirement 002:

Menu path:

Tools ! Customizing ! IMG ! Execute Project ! Display SAP Reference IMG ! Sales and Distribution ! Sales ! Maintain Copy Control for Sales Documents

Choose Copying Control: Sales Document to Sales Document. Choose: Table View ! Display -> Change

Select Target: ZA##, Source: QT Choose Detail (magnifying glass).

Enter routine 2 in the Copying requirements field.

2. Assign the data transfer routine 951 (created by the instructor) to your order type. This means that the system also copies purchase order data.

a) Set data transport routine 951:

Menu path: See solution to 2-1

Enter routine 951 in the VBAK field. Save your entries.

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3. Now test the new configuration for order type ZA## by repeating activity 1-4. a) Menu path:

Logistics ! Sales and Distribution ! Sales ! Order ! Create

Choose order type ZA## and enter the sales area data.

Enter Customer 2 with the number T-S50B## as the sold-to party in the order header.

Choose: Sales Document ! Create with reference Choose the Quotation tab page.

Enter the quotation number or look for your quotation using the purchase order number ##-1-1.1

Choose Item selection.

Reduce the quantity to the required value and choose Copy. 4. Save the order and note the order number.

________________________________________________________ a)

5. Look at the quotation you created earlier. Check the status in the header data and note the reference status.

________________________________________________________ a) Reference status: partly referenced

Menu path:

Logistics ! Sales and Distribution ! Sales ! Quotation ! Display

Choose Display details for document header. Choose the Status tab page.

6. Customer T-S50A## also places an order with reference to the quotation from activity 1-1.1 (purchase order number ##-1-1).

FAX

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FAX

Quantity: 4

a)

7. Create the order and look at the purchase order data.

a) The name of the purchaser was taken from the quotation. 8. Save the order and note the order number.

________________________________________________________ a)

9. Look at the quotation you created earlier. Check the status in the header data and note the overall status.

________________________________________________________ a) Overall status: completed.

Menu path:

Logistics ! Sales and Distribution ! Sales ! Quotation ! Display

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Exercise 4: Sales Document - Item

Exercise Objectives

• set your own requirements at item level when copying “from sales document to sales document”.

Business Example

The marketing department has requested a “sample quotation” sales document type for special promotions, which the individual sales offices can use as a template when they create quotations for selected customers. This will make the process of creating quotations more efficient.

Task 1:

Create a new sales document type “sample quotation group ##”, which can be used as a template for creating quotations.

1. Create quotation type ZQ## by copying quotation type ZAG.

2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the following material.

Sample Quotation

Customer: OTC-650

PO number: Sample quotation ##

Valid to: End of the following month

Req. delivery date: Default value

Quantity: 1

Promotional discount: 30 % (KA00)

3. Save the sample quotation and note the quotation number.

_______________________________________________________

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Task 2:

Customer 1 belongs to a selected group of customers that should receive a special quotation based on the sample quotation.

1. Create a quotation with quotation type QT with reference to the sample quotation created in activity 3-3.

Quotation

Quantity: 1

2. On the conditions screen check whether the promotional discount has been correctly copied from the sample quotation.

Save the quotation and note the quotation number.

_______________________________________________________

3. Look at the sample quotation that you created previously. Check the status in the header data and note the overall status and the reference status.

______________________________________________________

Task 3:

1. In a final test, try to create an order with reference to the sample quotation. Is it possible?

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Solution 4: Sales Document - Item

Task 1:

Create a new sales document type “sample quotation group ##”, which can be used as a template for creating quotations.

1. Create quotation type ZQ## by copying quotation type ZAG. a) Menu path:

Tools ! Customizing ! IMG ! Execute Project ! Display SAP Reference IMG ! Sales and Distribution ! Sales ! Sales Documents ! Sales Document Header ! Define Sales Document Types

Place your cursor on sales document type ZAG. Select the table entry.

Choose Copy As.

Overwrite ZAG with ZQ## in the Sales Document Type field. Respond to the system query “Is the entry also relevant for copying control” with YES.

Save your entries.

2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the following material.

Sample Quotation

Customer: OTC-650

Valid to: End of the following month

Req. delivery date: Default value

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Quantity: 1

Promotional discount: 30 % (KA00)

a) Create sample quotation:

Menu path:

Choose quotation type ZQ## and enter your data.

Promotional discount:

Select the item and choose Conditions Item. Choose Add line in the lower part of the screen.

Choose condition type KA00 and enter 30 in the Amount field. Return to the main screen.

3. Save the sample quotation and note the quotation number.

_______________________________________________________ a)

Task 2:

Customer 1 belongs to a selected group of customers that should receive a special quotation based on the sample quotation.

1. Create a quotation with quotation type QT with reference to the sample quotation created in activity 3-3.

Quotation

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Quantity: 1

a) Create documents with reference:

Menu path:

Chose quotation type QT and enter the sales area data.

Enter Customer 1 with the number T-S50A## as the sold-to party in the order header.

Choose: Sales Document ! Create with reference Choose the Quotation tab page.

Enter the quotation number of the sample quotation, or search for it using purchase order number “sample quotation ##”.

Choose Copy.

2. On the conditions screen check whether the promotional discount has been correctly copied from the sample quotation.

Save the quotation and note the quotation number.

_______________________________________________________ a)

3. Look at the sample quotation that you created previously. Check the status in the header data and note the overall status and the reference status.

______________________________________________________ a)

Overall status: Open

Reference status: Not referenced

Menu path:

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Task 3:

1. In a final test, try to create an order with reference to the sample quotation. Is it possible?

_____________________________________________________________ a) Copying from sales document ZQ## to OR is not supported (because the

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Lesson Summary

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Unit Summary

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Unit 3

Text Control

Unit Overview

This unit describes the text control options. The participants will also see how user exits are employed to realize requirements that cannot be met using standard Customizing for tables.

Unit Objectives

• Identify the source of texts in Sales and Distribution

• Describe the criteria which influence how texts are determined • Define and assign text types in Customizing

• Edit texts manually in the sales document

Unit Contents

Lesson: Text Control.. ... .. ... ... . .. .. ... ... ... ... ... . ... ... .. .. ... .. ... ... 54 Exercise 5: Texts in the Sales and Distribution Process .. ... ... ... ... 67 Exercise 6: Configuring Text Control. ... . .. ... ... ... .... . ... .... ... . ... .. 71 Exercise 7: Referencing and Copying Texts ... . ... ... .. .. ... .. . .. ... 79

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Lesson: Text Control

Lesson Overview

This lesson describes the basic principles of text control in Sales and Distribution. Particular emphasis is placed on text determination in sales documents.

Lesson Objectives

• Identify the source of texts in Sales and Distribution

• Describe the criteria which influence how texts are determined • Define and assign text types in Customizing

• Edit texts manually in the sales document

Business Example

Texts are stored in the SAP system with a link to different objects.

During order entry, the system uses a configurable logic to access the saved texts and copy them to the document. You can also edit the texts manually or add new texts. You may need new text types in order to implement customer-specific requirements. These new text types also have to be linked to document processing.

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Figure 21: Texts

Texts are stored in various objects in documents in the SAP system, such as the customer master record, the material master record, the customer-material-info record and in all documents.

The customer master record contains central texts, texts specific to Accounting and to Sales and Distribution as well as texts for contact persons. You can define different text types for each of these areas.

Example of sales-specific text types:

Sales note, marketing note, shipping specification, etc.

The material master record contains a purchase order text and a sales text. Documents contain texts at header and item level.

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Figure 22: Texts in Business Processes

Texts can be stored in the master data and copied from master data into sales and distribution documents.

Texts can also be copied from a reference document to another sales and distribution document,

for example, from a quotation to an order, or from an order to a delivery document. Texts can be copied in a specific language.

You can determine the conditions under which texts are to be copied, for example, whether the text is copied from the customer master record or from a preceding document.

You can also copy a standard text into a sales document (for example, Christmas greetings).

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Figure 23: Text Control Overview (Sales Documents)

Text control is used to determine texts automatically when you create a text object. You can define different text determination procedures for each text object (for example, the sales document header or the central texts for a customer).

The text determination procedures contain all the text types that can be maintained for a text object.

Each characteristic in a text object must be assigned to one of the defined procedures. This means that when you create a customer master record, the system uses the text determination procedure that has been assigned to that customer's account group. Or, in sales order entry, the text determination procedure is assigned to the sales document header that was assigned to the sales document type.

You can define an access sequence for every text type in the text determination procedure for documents. This sequence contains the search strategy used by the system to find the required text.

You can also define specific controls for each text type, such as including a text type in the incompleteness log.

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Figure 24: Text Control (1) - Text Type

A text type is created for a specific text object.

A large number of text types are delivered with the SAP system. In addition to these text types, you can create customer-specific text types.

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An access sequence consists of individual access steps. You use the access sequence to determine the search strategy the system uses to try to find a text automatically. Every access step contains a specified text object as the text source for the access. You can also specify conditions for each access step to limit the search to: • Specific partner functions

• Specific languages

• Any other conditions that you can define yourself

If you set up a new access sequence or change existing ones, you need to generate the access steps in order to activate the new access sequence or the changes.

Figure 26: Text Control (3) - Permitted Text Objects

Every access step contains a specified text object as the text source for the access. The text objects that can be used in the SD module are specified in the allowed values shown above.

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Figure 27: Text Control (4) - Text Determination Procedure

Text types are included in a text determination procedure. The text determination procedures contain all the text types that can be maintained for a text object. The attributes of the text determination procedure vary for customer or document text objects.

You can determine whether the text should be copied or referenced. For document text determination procedures you can also specify whether: • A text should be mandatory (incompleteness log)

• The text should be determined automatically

• Whether the text should be displayed in a text window (popup) when it is transferred to the document.

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Figure 28: Text Control (5) - Procedure Assignment

Each attribute of a text object must then be assigned to one of the defined text determination procedures.

This means that when you create a customer master record, the system uses the text determination procedure that has been assigned to that customer's account group. During order entry, the system assigns the procedure that belongs to the sales document type to the sales document header and the procedure that belongs to the item category to the document items.

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Figure 29: Text Control (6) - Analysis

You can use an analysis function for text control in the screens for maintaining sales documents.

Menu path:

Goto ! Header (or item) ! Texts

Choose Log

From the analysis function you can go directly to the Implementation Guide to configure the text control.

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Figure 30: Using Texts as Reference

For each text type in a text determination procedure, you can determine whether the text adopted is copied (duplicated) or referenced from the source document (template). Using a text as a reference has the following consequences:

• As long as the text in sales document 2 refers to the text in sales document 1, it cannot be changed.

• If the text in sales document 1 is changed, the text in sales document 2 will be changed too.

• If the text in sales document 2 is changed, it is copied automatically. Any changes to the text in sales document 1 will no longer affect the text in sales document 2.

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Figure 31: Copying Texts

For each text type in a text determination procedure, you can determine whether the text adopted is copied (duplicated) or referenced from the source document (template). Copying the text has the following consequences:

• The duplicated text can be changed in the document.

• If the text is changed in sales document 1, it does not affect sales document 2. Copying texts requires more memory than referencing texts from a source document. You should therefore only choose to copy a text if copying is a functional necessary.

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Figure 32: Text Source “Preceding Document” in the Billing Document

The text source for text objects VBBK (sales and distribution header texts) and VBBP (sales and distribution item texts) can be selected in the configuration for the billing type.

If “Text Delivery” is switched off, the corresponding texts are taken from the order. If “Text Delivery” is switched on, the corresponding texts are taken from the outbound delivery.