Availability check

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AVAILABILITY CHECK

1. INTRODUCTION

1.1. Availability Check

Availability Check in SAP is determining if the desired delivery quantity can be met on the requested delivery date.

1.2. Requirements

Requirements are planned outward movements of stock. Sales transfers the information on materials ordered as requirements to material requirements planning.

1.3. Transfer of Requirements

The transfer of requirements informs production that goods must be produced, or advises purchasing that purchase requisitions have been created for which purchase orders must be created and sent to the suppliers. An availability check can only be carried out if these requirements are transferred.

1.4.

Available to Promise [ATP]

The ATP quantity is calculated from the warehouse stock, the planned inward movements of stock (production orders, purchase orders, planned orders) and the planned outward movements of stock (sales orders, deliveries, reservations).

1.5. Replenishment Lead Time [RLT]

Replenishment lead time is the time required to make the material available. That is it is the time needed to order or produce the requested material. It is defined in MRP 3 view of MMR.

2. TYPES OF AVAILABILITY CHECKS

2.1.

Types of Availability Checks

There are three types of availability checks in SAP.

1.

Check against ATP quantities

2. Check against product allocation 3. Rule based Availability Check

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This type of check is performed dynamically for each transaction, taking into account the relevant stock and planned goods movements with or without replenishment lead time. Planned independent requirements are not taken into account here.

2.3. Check against Product Allocation

This type of check is based on certain predefined distribution quantity of products to Customers. Product allocation facilitates period-based distribution of products for certain customers or regions. This ensures, for example, that when production is low, the first customer does not get the full amount, resulting in following sales orders not being confirmed or being confirmed far too late.

2.4. Rule based Availability Check

Rule based Availability Check is based on certain rules like carrying out an availability check in several plants and with several alternative materials. This availability check takes place in the stand-alone APO planning system (Advanced Planner and Optimizer) from SAP.

2.5. Availability Check Including Replenishment Time

Replenishment lead time is only included in the check performed on the basis of the ATP quantity. Availability is only checked up to the end of replenishment lead time. If the material availability date is calculated on the basis of the current date to lie after the replenishment lead time for the item, the item itself can be confirmed despite insufficient stock being available. In this case, the system assumes that any quantity requested by the customer can be procured by the material availability date and considers the goods to be available.

3. SCHEDULING FOR AVAILABILITY CHECK IN SD

3.1

Requested Delivery Date

Requested delivery date is the date on which the material should be delivered to the customer at his location.

3.2

Date for Availability Check

Availability is checked on the material availability date.

3.3

Material Availability Date

Material Availability date is the date on which the material should be available in order to confirm the customer’s requested delivery date. On this date, you must begin picking, packing, labeling, and loading the goods.

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It is determined by carrying out backward scheduling from the customers requested delivery date.

3.4

Backwards Scheduling

Backward Scheduling is the scheduling of delivery related activities in the backward direction from the requested delivery date to determine Material Availability date.

3.5 Forward Scheduling

Forward Scheduling is the scheduling of delivery related activities in the forward direction from Material Availability Date to the requested delivery date.

4. PREREQUISITES FOR CARRYING OUT AVAILABILITY CHECK IN SD

4.1

Requirements Class

i.

The availability check must be switched on at requirements class level.

ii. The requirements class contains all control features for planning such as relevance for planning, requirements planning strategy and requirements consumption strategy.

4.2

Requirements type

i. A requirements type must exist by which the requirements class can be found.

ii.

Various requirements are identified by their requirements type. The requirements type refers to the requirements class and its control features.

4.3 Delivering Plant

A plant must be defined at document item level

4.4 Schedule Line Category

Av. Ch. must be switched on at Schedule Line Category [only for Sales Documents]

4.5 Checking Group

i.

A checking group must be defined in the material master record on the Sales/plant data screen in the Availability check field.

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ii.

The checking group controls whether the system is to create individual or collective requirements in sales and shipping processing.

4.6 For Deliveries

The delivery item category can be used to control whether an availability check takes place in deliveries.

4.7 Checking Rule

Checking rule is used to control the scope of the availability check for each transaction in sales and distribution.

4.8 Other General Controls

Strategy Group, MRP Group and Planning Strategies are other controls used in the process of Availability Check.

5. CONFIGURATION FOR AVAILABILITY CHECK IN SD

Configurations at IMG level [Basic Functions/TOR & Av. Ch]

S.No

Configuratio

n Description Examples/ Remarks

01

Checking

Group Define Checking Group and specify whether check to be carried out and set for Individual/Collective requirements.

Ex : 01 for Coll. Req. 02 for Ind. Req. etc.

02

Requirement Class

Switch on Availability Check for the Requirement Class.

Ex – For

Requirement Class 041.

03

Schedule Line

Category Switch on Availability Check at Schedule Line Category level. Ex : For CP, C1 etc.

04

Control for

Availability Check

Assign Checking Rule to Checking Group and define the scope of Availability Check. The scope includes various stock [safety, transfer etc], Inward/Outward movements, RLT etc.

Checking Rules are predefined in SD. Ex : A for SD Order B for SD Delivery etc. Other Settings

01

Default Value Checking Group set for [Material Type + Plant ] as default value. Used only if not mentioned in MMR.

Ex : FERT + Plant1000

= Ch. Gr. 01.

02

Material Block Block indicator can be activated if

others have to be blocked from carrying out Av. Ch while it is being checked. A –Order, B – Delivery Note, C-Reservation. These initiators cannot be changed.

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03

Item Category Availability Check can be activated or deactivated at Item Category level.

Ex : REN can be switched off.

04

System

Responses Based on Sales Area, system responses can be set in Av. Ch.

Rule, should there be

no/insufficient stock[after Av. Ch].

Ex : A dialog box for selecting one time / complete / delevery proposal.

6. SCOPE OF AVAILABILITY CHECK

6.1

Factors for defining the Scope of Availability Check

Checking rule in combination with the checking group controls the scope of the availability check.

6.2

Elements that can be considered in the Scope

The following elements can be included in the availability check: a. Stock

 safety stock  stock in transfer  quality inspection  blocked stock

b. Inward/Outward movement of goods  purchase orders  purchase requisitions  planned orders  production orders  reservations  dependent reservations  dependent requirements  sales requirements  delivery requirements

6.3

Replenishment Time in Scope

Replenishment lead time can be included in the check performed on the basis of the ATP quantity. Availability is only checked up to the end of replenishment lead time.

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7. REACTIONS TO AVAILABILITY CHECK

7.1 Introduction

If the goods ordered by the customer are not available on the requested date, the system branches automatically during sales document processing to Availability Control screen where the following proposals are offered for selection:

i. One-time delivery on the requested delivery date ii. Complete delivery

iii. Delivery proposal

This is on account of configuration in IMG based on Sales Area and Availability Check Rule.

7.2

One Time Delivery

If stock of the material is available to make a delivery on the requested delivery date, the stock quantity is confirmed here. If there is no stock available, confirmed quantity zero is displayed.

7.3 Complete Delivery

i. If there is sufficient stock available at a later date to cover the required quantity in the sales document, the system proposes the date here.

ii.

If the system determines that complete delivery cannot be made at a later date, no date is proposed in this section.

7.4 Delivery Proposal

The system checks whether and for which dates partial deliveries can be made. Partial deliveries are displayed for different dates. These dates are based on the planned inward and outward movements of stock.

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Batch Management

1.0 Batch

1.1 Definition

Batch is a quantity or partial quantity of a certain material or product that has been produced according to the same recipe. It represents a homogenous unit with unique specifications.

Note :

• Batches are always assigned to a material

• Batches can only be used for materials that are to be handled in batches 1.2 Purpose

In various industries – particularly the process industry – you have to work with homogenous partial quantities of a material or product throughout the logistics quantity and value chain

There are various reasons for this:

• Legal requirements (for example, the guidelines set out by GMP (Good Manufacturing Practice) or regulations on hazardous material

• Defect tracing, callback activities, and regression requirement

• The need for differentiated quantity-and value-based Inventory Management (for example, due to heterogeneous yield/result qualities or varying constituents in Production.

• Differences in usage and the monitoring thereof in materials planning in SD and Production.

• Production or procedural requirements (for example, settlement of material quantities on the basis of different batch specifications).

2.0 Batch Level

and Number Assignment

2.1 Batch Level

In the SAP System, the batch number uniquely identifies the batch. You use the batch level to specify whether the batch number for a material is unique in one plant, or in all plants.

• Plant level

The batch number is unique in connection with the plant and material.

The batch number is only known in the plant in which it was created if the stock is transferred to another plant, the batch is unknown in the recipient plant and the system does not adopt any data. You have to recreate and specify the batch in the receiving plant; that is, the same batch number may have different specifications in several plants.

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• Material level: The batch number is unique in all plants in connection with the material.

The same batch number has the same meaning for the material in all plants. One batch number cannot have different specifications in different plants. During stock transfer to another plant, the specification of the batch is known in the destination plant even if the batch is placed into storage in that plant for the first time.

• Client level:

The batch number is unique in the whole client. A batch number can only be assigned once in the client. You cannot assign the same batch number for different materials

2.2 Batch Number Assignment

The batch number may be assigned at different times, for example: • During manual creation of a batch

• When carrying out goods movements, for example, goods receipt or transfer posting

• During creation of a process or production order

• When a usage decision is made in quality management • During quality analysis (due to aging, for example) • When creating a purchase order

3.0 Batches in Sales Processing

3.1 Sales Documents for Batches

For materials managed in batches individual batch numbers can be entered for the following documents:

• Pre-sales documents (such as inquiries or quotations) • Sales orders

• Delivery 3.2 Batch Checks

If you enter a batch number directly into the sales document, system may carry out the following checks :

a. Availability of Batch b. Expiry Date for Batch etc.

4.0 Copying Batch Numbers

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When a pre-sales document is copied to a sales order, any existing batch numbers are also automatically copied but cannot be changed in the sales order.

For a sales order with materials to be managed in batches that does not have a preceding document, batch numbers can be changed until subsequent documents, such as the delivery, have also been created.

4.2 Copying Batch Numbers from Sales Order to Deliveries

When copying a sales order with batch numbers to a delivery, all batch data is automatically copied. The batch numbers which are copied to the delivery cannot be changed.

when creating a delivery, if the system discovers that the copied batch is not valid, a warning is issued by the system. In this case, the batch specification must be changed in the sales document source

4.3 Automatic Batch Determination in Delivery Documents

If no batch number is proposed in the sales order for an item with material to be handled in batches, automatic batch determination can be carried out in the delivery.

5.0 Splitting Batches in a Delivery

Batch split describes the situation when you want to specify quantities from more than one batch for a particular delivery item.

To carry out batch split in a delivery, proceed as follows:

In the delivery, mark the item for which you want to split batches and choose Goto  Item Batch split.

6.0 Master Data for Materials handled in Batches

6.1 Batch Management Indicator

If a material is managed in batches, you indicate this fact in the material master record in either the Purchasing or Plant data/storage 1 views.

6.2 Availability Check

In the General Sales view, or in the MRP view, choose availability check group CH. The replenishment lead time should not be considered in the dynamic availability check for batches, since batches are not reproducible.

6.3 Classification

A Class must be assigned with Class type 022 or 023.

7.0 Batch Specifications

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7.1 Definition

Batch specifications describe the technical, physical and/or chemical properties of a batch. You store batch specifications, such as batch status or active ingredient potency, as characteristics in the Classification System.

Example : Batches of car paint are specified by color value, viscosity and expiration date. The characteristics color value, viscosity and expiration date for these properties are stored in the classification system and the respective values are assigned to each individual batch.

7.2 Specifications in the Classification System [Characteristics]

You define properties of the material and its batches and store them as characteristics in the classification system.

7.3 Classes

You create classes for the material and the batches and assign the characteristics to the classes.

7.4 Class Type

The class must be assigned to a class type. There are two class types of the category Batch for batches and their materials:

o 022 at plant level

o 023 at client or material level 7.5 Material Master Record

Material master record is to be created and assigned the desired class to the material and assign characteristics to the material. Only one Class may be assigned for the Class type 022 or 023.

The replenishment lead time should not be considered in the dynamic availability check for batches, since batches are not reproducible. In the General Sales view, or in the MRP view, choose availability check group CH.

8.0 Path for creating various objects

8.1 Characteristics [CT04]

Cross Application Components → Classification → Master Data → Characteristics 8.2 Classes [CL01]

Cross Application Components → Classification → Master Data → Classes 8.3 Batch [MSC1N]

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Logistics → Central Functions → Batch Management → Batch → Create

9.0 Creating a Batch Master Record

9.1 Creating a Batch Master Record Manually

To create a batch master record manually, choose Logistics  Central Functions  Batch Management  Batch  Create

9.2 Creating a Batch Master Record in the Background

The system creates a batch master record in the background in the following procedures:

• The first time goods are received for a batch • During creation of a process or production order

• When a usage decision is made in quality management • During a recurring inspection

• For transfer postings (when you want to split a batch, for example) • When creating a purchase order

10.0 Batch Determination

10.1 Batch determination in Supply Chain Process

Batch determination is used for all types of goods movements from the warehouse to find batches that meet defined specifications. It is used for the following areas :

i.

Inventory Management (IM), ii. Production (PP/PP-PI)

iii. Sales and Distribution (SD)

iv. Warehouse Management System (WM) 10.2 Condition Technique

Condition Technique is used for the determination of Batches.

11.0 Batch Determination in Sales and Distribution

11.1 Points for Batch Determination

There are four points at which you should use batch determination in Sales & Distribution. These are:

• Quotations

• Quantity contracts

• Sales orders (or scheduling agreement) • Delivery

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11.2 Path for Configuration

IMG → Logistics General → Batch Management → Batch Determination and Batch Check

11.3 Path for Condition Records

Logistics → Central Functions → Batch Management → Batch → Create

12.0 Batch Determination – Configuration[for Sales and

Distribution]

12.1 Standard Condition Tables • 001 Material

• 002 Customer/material

• 003 Customer/plant/material

• 004 Destination country/material group

• 005 Destination country

• 006 Material group

12.2 Standard Access Sequences

Access sequences SD01, SD02, and SD03 are defined in the standard SAP R/3 System 12.3 Standard Strategy types [Condition Types]

Strategy types SD01, SD02, and SD03 are defined in the standard SAP R/3 System 12.4 Standard Batch Search Procedure

The standard SAP R/3 System contains search procedure SD0001

12.5 Allocate Batch Search Procedure/Activate Check

Batch search procedures are assigned to the combinations of sales organization, distribution channel, division and sales document type. [1000 10 00 OR → SD0001].

Set indicator Check batch, if the system has to check manually entered batches 12.6 Activate Automatic Batch Determination in SD

Auto batch determination indicator is set for those order and delivery item categories for which

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  

FREE GOODS

1.0

1.0 BASICS

BASICS

FREE GOODS FREE GOODS

S.No

Item

Description

Remarks

1

1 Free GoodsFree Goods Free Goods in SAP is giving certain Free Goods in SAP is giving certain material/quantity as free of material/quantity as free of charge based on Order charge based on Order quantity.

quantity.

This may depend on This may depend on some conditions some conditions 2

2 Types of FreeTypes of Free Goods

Goods Free Goods are of two types in SAP, Free Goods are of two types in SAP,Inclusive Free Goods and Inclusive Free Goods and Exclusive Free Goods Exclusive Free Goods

3

3 Inclusive FreeInclusive Free Goods

Goods

If the Free Goods quantity is a part of Order If the Free Goods quantity is a part of Order quantity, it is said to be Inclusive Free Goods.

quantity, it is said to be Inclusive Free Goods. Also called as Also called as Inclusive Bonus Inclusive Bonus Quantity.

Quantity. Example: Buy 10 get 1 free is the Policy.

Example: Buy 10 get 1 free is the Policy. Customer is charged for 9 qty. only and one is Customer is charged for 9 qty. only and one is given free.

given free.

The total quantity The total quantity customer gets is 10. customer gets is 10.

4

4 Exclusive FreeExclusive Free Goods

Goods

If the Free Goods quantity is in addition to If the Free Goods quantity is in addition to Order quantity, it is said to be

Order quantity, it is said to be Exclusive FreeExclusive Free Goods. Goods. Also called as Also called as Exclusive Bonus Exclusive Bonus Quantity. Quantity. Example: Buy 10 get 1 free is the Policy.

Example: Buy 10 get 1 free is the Policy. Customer is charged for 10 qty. and one is Customer is charged for 10 qty. and one is given extra.

given extra.

The total quantity The total quantity customer gets is 11. customer gets is 11. For Exclusive Free Goods, the material being

For Exclusive Free Goods, the material being given free could be different from Ordered given free could be different from Ordered material. material. For Material X, For Material X, Material Y may be Material Y may be given free. given free. 5 5 ConditionsConditions

Free goods agreement is maintained like a Free goods agreement is maintained like a condition. These agreements are maintained condition. These agreements are maintained as Master Data which is copied into Sales as Master Data which is copied into Sales Documents.

Documents.

Transaction Code for Transaction Code for Master Data : VBN1 Master Data : VBN1 6 6 ConditionCondition Technique Technique

Condition Technique could be used to Condition Technique could be used to determine the Free Goods based on the determine the Free Goods based on the appropriate levels. For example, at appropriate levels. For example, at customer/material level or customer customer/material level or customer hierarchy/material level etc..

hierarchy/material level etc..

In the standard In the standard system, conditions system, conditions may be maintained may be maintained at customer/material at customer/material level. level.

2.0

2.0 MASTER DATA MAINTENANCE

MASTER DATA MAINTENANCE

MASTER DATA FOR FREE GOODS

S.No

Data Entry

Description

Examples/

Remarks

01

01 PathPath Logistics Logistics →→ SD SD →→ Master Data Master Data →→ Conditions Conditions →→ Free Goods

Free Goods →→ Create Create

-02

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-03

03 Initial ScreenInitial Screen Enter Condition TypeEnter Condition Type Ex : Discount. Ex : Discount. Type – NA00 Type – NA00

04

04 Overview ScreenOverview Screen

Select Inclusive or Exclusive as desired by Select Inclusive or Exclusive as desired by clicking on the Button on Application Tool Bar.

clicking on the Button on Application Tool Bar. - -Specify a validity period for the free goods

Specify a validity period for the free goods agreement

agreement -

-Specify a minimum quantity that Customer may Specify a minimum quantity that Customer may Order for Free Goods eligibility

Order for Free Goods eligibility Ex : Min. Order Qty. 20.Ex : Min. OrderQty. 20. Specify Quantity and Unit of measure for which

Specify Quantity and Unit of measure for which free goods will be given.

free goods will be given. Ex : For every 5

Ex : For every 5 PCs free some PCs free some qty. is given qty. is given Specify the quantity of Goods being given as

Specify the quantity of Goods being given as free along with Unit of measure

free along with Unit of measure Ex : 1 PC is free Ex : 1 PC is free Maintain Calculation Rule

Maintain Calculation Rule By default 1 is By default 1 is maintained. maintained. For Exclusive Free Goods additional Material,

For Exclusive Free Goods additional Material, different from Ordered Material, being given different from Ordered Material, being given free can also be maintained

free can also be maintained

Not applicable for Not applicable for Inclusive Free Inclusive Free Goods

Goods If required maintain other information and click

If required maintain other information and click on save button

on save button -

-3.0

3.0 FIELDS IN THE MASTER DATA SCREEN

FIELDS IN THE MASTER DATA SCREEN

FIELDS IN THE MASTER DATA OVERVIEW SCREEN

Field description

Field description ContentsContents

Material

Material Material, for which free goods is to be grantedMaterial, for which free goods is to be granted Minimum quantity

Minimum quantity Minimum quantity for which free goods can be grantedMinimum quantity for which free goods can be granted From

From Quantity of sales materialQuantity of sales material FGQ

FGQ Quantity unit of Sales materialQuantity unit of Sales material

Free Goods

Free Goods Quantity of free goods with reference to the quantity and quantity unit of Quantity of free goods with reference to the quantity and quantity unit of the sales material

the sales material AQU

AQU Quantity unit of the free goods additional quantityQuantity unit of the free goods additional quantity Rule

Rule Calculation ruleCalculation rule D

D Delivery ControlDelivery Control Additional Material

Additional Material Additional material (only available for entry in exclusive free goods)Additional material (only available for entry in exclusive free goods)

4.0

4.0 CALCULATION RULE

CALCULATION RULE

CALCULATION RULE FOR FREE GOODS

S.No

Item

Description

Examples/

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01

01 Calculation RuleCalculation Rule The calculation rule defines the manner in which The calculation rule defines the manner in which the free goods amount is calculated from the free the free goods amount is calculated from the free goods quantity, additional quantity and the goods quantity, additional quantity and the document quantity. document quantity. -02 02 StandardStandard Calculation Calculation Rules Rules Calculation Rules

Calculation Rules DescriptionDescription

-Rule 1

Rule 1 Proportional [pro-rata]Proportional [pro-rata] Rule 2

Rule 2 Unit ReferenceUnit Reference Rule 3

Rule 3 Whole UnitWhole Unit 03

03 Enhancements /Enhancements / Routines

Routines We can enhance the rules for determining the We can enhance the rules for determining the free goods quantity by modifying existing free goods quantity by modifying existing routines or adding new routines

routines or adding new routines

Transaction : Transaction : VOFM VOFM 04

04 Example forExample for Calculation Rule Calculation Rule

10 pieces of a material are granted as exclusive 10 pieces of a material are granted as exclusive free goods for an order of 100 pieces. A free goods for an order of 100 pieces. A customer orders 150 pieces. Depending on the customer orders 150 pieces. Depending on the rule used, the customer receives the following rule used, the customer receives the following free goods quantity:

free goods quantity:

-Calculation Calculation Rules Rules Description

Description Free Goods Free Goods Quantity Quantity Rule 1

Rule 1 Proportional [pro-rata]Proportional [pro-rata] 1515 Rule 2

Rule 2 Unit ReferenceUnit Reference 1010 Rule 3

Rule 3 Whole UnitWhole Unit 1010

5.0

5.0 LIMITATIONS OF FREE GOODS

LIMITATIONS OF FREE GOODS

LIMITATIONS LIMITATIONS

S.No

Item

Description

Remarks

1

1 1:1 Ratio1:1 Ratio [Exclusive]

[Exclusive] Free goods can only be supported on a 1:1 Free goods can only be supported on a 1:1 ratio. For an order item another different Item ratio. For an order item another different Item may be given free.

may be given free.

Not Possible : Not Possible : For X and Y, Z is For X and Y, Z is free etc. free etc. 2 2

_Material

Material

Structures

Free goods are not supported in combinations Free goods are not supported in combinations with material structures.

with material structures. Ex : Product

Ex : Product selection, BOM, selection, BOM, variants with BOM variants with BOM explosion explosion 3 3

_Document

_Deliveries

Deliveries

Free goods are not supported for deliveries Free goods are not supported for deliveries without reference to a sales order.

without reference to a sales order. Order Reference Order Reference Mandatory Mandatory 5 5

_Special

Special

Business

Processes

Free goods cannot be used for certain special Free goods cannot be used for certain special business processes.

business processes. Ex : MTO, TPO,

Ex : MTO, TPO, Scheduling Scheduling Agreements etc. Agreements etc.

6.0

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6.1 CONDITION TABLE

S.No

Item

Description

Remarks

1

1 DefinitionDefinition A Condition Table is a combination of fieldsA Condition Table is a combination of fields which form a key for a Condition Record.

which form a key for a Condition Record. - -2

2 PathPath IMG

IMG →→ SD SD →→ Basic Functions Basic Functions →→ Free Goods Free Goods → → Condition Technique for Free Goods Condition Technique for Free Goods →→ Maintain Condition Tables

Maintain Condition Tables

-3

3 T-CodeT-Code V/N2V/N2 -

-5

5 Entry ScreenEntry Screen In the entry screen, enter the desired Table In the entry screen, enter the desired Table number otherwise system generates a number number otherwise system generates a number automatically

automatically

-5

5 Table NumberTable Number Users can create table from 501 to 999.Users can create table from 501 to 999. - -6

6 Standard TableStandard Table Standard Condition Table used is Table 10 which Standard Condition Table used is Table 10 which has fields Sales Organization, Distribution has fields Sales Organization, Distribution Channel, Customer and Material

Channel, Customer and Material

Assigned to Assigned to Access Sequence Access Sequence NA00. NA00. 6 6 ProcessProcess

Select the fields from the list of allowed fields Select the fields from the list of allowed fields [Field Catalogue] by double clicking the required [Field Catalogue] by double clicking the required fields which are reflected on the selected fields fields which are reflected on the selected fields and click on Generate Icon on Application Tool and click on Generate Icon on Application Tool Bar.

Bar.

-Note : The tables are created from the List of allowed fields. Note : The tables are created from the List of allowed fields.

6.2 ACCESS SEQUENCE

S.No

Item

Description

Remarks

1

1 DefinitionDefinition

An Access Sequence is a search strategy which An Access Sequence is a search strategy which SAP system uses to search for condition records SAP system uses to search for condition records valid for a condition type.

valid for a condition type.

The access The access sequence consists sequence consists of one or more of one or more accesses accesses It determines the sequence in which the system

It determines the sequence in which the system searches for data.

searches for data. 2

2 PathPath IMG

IMG →→ SD SD →→ Basic Functions Basic Functions →→ Free Goods Free Goods →→ Condition Technique for Free Goods

Condition Technique for Free Goods →→ Maintain Maintain Access Sequence

Access Sequence

-3

3 CharactersCharacters Access Sequence is a 4 digit Alpha Numeric keyAccess Sequence is a 4 digit Alpha Numeric key - -4

4 New AccessNew Access Sequence

Sequence In the Application Tool bar select New Entries In the Application Tool bar select New Entries and define the desired Access Sequence.

and define the desired Access Sequence. A text can also be A text can also be added.

added.

5

5 AccessesAccesses

Select the new Access Sequence and double click Select the new Access Sequence and double click on Accesses. System may not display any on Accesses. System may not display any Accesses here.

Accesses here. An Access is like

An Access is like serial number serial number which is to be which is to be numbered with numbered with some gaps. some gaps. Again click on new Entries on Application Tool

Again click on new Entries on Application Tool Bar.

Bar.

Now we can add the desired condition tables Now we can add the desired condition tables against each access.

against each access. 6

6 FieldsFields

Select the first Access double click on fields. Select the first Access double click on fields. System may display all the fields in the condition System may display all the fields in the condition table maintained for that Access. Similarly each table maintained for that Access. Similarly each access is selected and fields are initialized.

access is selected and fields are initialized.

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-7

7 Standard AccessStandard Access Sequence

Sequence Standard Access Sequence maintained is NA00.Standard Access Sequence maintained is NA00. It has Table 10.It has Table 10. 8

8 TablesTables arrangement

arrangement Tables in an Access Sequence are to be arranged Tables in an Access Sequence are to be arranged from the most specific to the most general table.

from the most specific to the most general table. -

-6.3 DISCOUNT TYPE [CONDITION TYPE]

6.3 DISCOUNT TYPE [CONDITION TYPE]

S.No

Item

Description

Remarks

1

Discount Types in Free Goods similar to

Condition Types in Pricing.

-

-2

2 PathPath IMG

IMG →→ SD SD →→ Basic Functions Basic Functions →→ Free Goods Free Goods →→ Condition Technique for Free Goods Condition Technique for Free Goods →→ Maintain Condition Type.

Maintain Condition Type.

-3

3 CharactersCharacters Condition TypeCondition Type is a 4 digit Alpha Numeric key is a 4 digit Alpha Numeric key -

-4

4 New ConditionNew Condition Type

Type

Select a Condition Type which is similar to the Select a Condition Type which is similar to the desired condition Type and click on New Entries desired condition Type and click on New Entries in the Application Tool bar.

in the Application Tool bar. A text can also be A text can also be added.

added. Define a new Condition Type with 4 characters

Define a new Condition Type with 4 characters and assign the new Access Sequence to it.

and assign the new Access Sequence to it. 5

5 StandardStandard Condition Type

Condition Type Standard Condition Type maintained is NA00.Standard Condition Type maintained is NA00. It has Access It has Access Sequence NA00. Sequence NA00.

6.4 PRICING PROCEDURE [FREE GOODS PROCEDURE]

S.No

Item

Description

Remarks

1

Pricing procedure is the collection of desired Pricing procedure is the collection of desired Condition Types along with other control Condition Types along with other control features. features. Free Goods Free Goods Procedure is also Procedure is also called as Pricing called as Pricing Procedure Procedure 2

2 PathPath Condition Technique for Free Goods MaintainCondition Technique for Free Goods Maintain IMG IMG →→ SD SD →→ Basic Functions Basic Functions →→ Free Goods Free Goods →→ Pricing Procedures

Pricing Procedures

-3

3 CharactersCharacters Pricing Procedure Pricing Procedure is a 6 digit Alpha Numeric keyis a 6 digit Alpha Numeric key -

-4

4 New New PricingPricing Procedure Procedure

Select a standard

Select a standard Pricing Procedure Pricing Procedure which iswhich is similar to the desired

similar to the desired Pricing Procedure Pricing Procedure and clickand click on Copy As Icon in the Application Tool bar.

on Copy As Icon in the Application Tool bar. A text can also be A text can also be added.

added. Define a new

Define a new Pricing Procedure Pricing Procedure with 6 characterswith 6 characters and assign the new Condition Types and also and assign the new Condition Types and also retain the required standard condition Types. retain the required standard condition Types. 5 5 Standard Free Standard Free Goods Goods Procedure

Procedure SAP Standard Free Goods Procedure is NA0001

SAP Standard Free Goods Procedure is NA0001 It has Condition It has Condition Type NA00. Type NA00.

6.5 CUSTOMER PRICING PROCEDURE

S.No

(18)

1

Customer Pricing procedure is a single digit Customer Pricing procedure is a single digit alpha-numeric key assigned to customer master alpha-numeric key assigned to customer master record and is used in Pricing Procedure record and is used in Pricing Procedure determination determination -2 2 PathPath IMG

IMG →→ SD SD →→ Basic Functions Basic Functions →→ Pricing Pricing →→ Pricing Control

Pricing Control →→ Define and Assign Pricing Define and Assign Pricing Procedures

Procedures →→ Define Customer Pricing Define Customer Pricing Procedure

Procedure

-3

3 T-CodeT-Code OVKPOVKP -

-4

4 CharactersCharacters Single digit alpha-numeric keySingle digit alpha-numeric key Ex : 1 - StandardEx : 1 - Standard

5

5 New CustomerNew Customer PricingPricing Procedure Procedure

Select a standard Customer

Select a standard Customer Pricing ProcedurePricing Procedure and click on Copy As Icon in the Application and click on Copy As Icon in the Application Tool bar.

Tool bar. A text can also be A text can also be added.

added. Enter any single digit number or a character and

Enter any single digit number or a character and give a meaningful name and save.

give a meaningful name and save. 6

6 CMRCMR This Customer This Customer Pricing Procedure is to bePricing Procedure is to be assigned to the required customer master records. assigned to the required customer master records.

Sales view of Sales view of Sales Area in Sales Area in CMR. CMR.

6.6 DOCUMENT PRICING PROCEDURE

S.No

Item

Description

Remarks

1

1 DefinitionDefinition Document Pricing procedure is a single digit Document Pricing procedure is a single digit alpha-numeric key assigned to Document Type alpha-numeric key assigned to Document Type and is used in Pricing Procedure determination

and is used in Pricing Procedure determination

-2

2 PathPath

IMG

Procedures →→ Define Document Pricing Define Document Pricing Procedure

Procedure

-3

3 T-CodeT-Code OVKIOVKI -

-4

4 CharactersCharacters Single digit alpha-numeric keySingle digit alpha-numeric key Ex : A - StandardEx : A - Standard

5

5 New

New DocumentDocument Pricing

Pricing Procedure Procedure

Select a standard

Select a standard DocumentDocument Pricing Procedure Pricing Procedure and click on Copy As Icon in the Application and click on Copy As Icon in the Application Tool bar.

Tool bar. A text can also be A text can also be added.

added. Enter any single digit number or a character and

Enter any single digit number or a character and give a meaningful name and save.

give a meaningful name and save.

6.7 ASSIGNING DOCUMENT PRICING PROCEDURES

S.No

Item

Description

Remarks

1

1 DefinitionDefinition Document Pricing procedure is to be assigned toDocument Pricing procedure is to be assigned to required sales and billing document types.

required sales and billing document types. Ex : A – OREx : A – OR 2

2 PathPath

IMG

Procedures →→ Assign Document Pricing Assign Document Pricing Procedure

Procedure

-3

(19)

6.8 PRICING PROCEDURE [FREE GOODS PROCEDURE] DETERMINATION

S.No

Item

Description

Remarks

1

1 DefinitionDefinition Pricing procedure is determined based on Sales Pricing procedure is determined based on Sales Area, Customer Pricing Procedure and Document Area, Customer Pricing Procedure and Document Pricing Procedure. Pricing Procedure. -2 2 PathPath IMG

Procedures →→ Define Pricing Procedure Define Pricing Procedure Determination Determination -3 3 New

New PricingPricing Procedure Procedure Determination Determination

Select a standard combination of sales area, Select a standard combination of sales area, Customer Pricing Procedure and Document Customer Pricing Procedure and Document Pricing Procedure

Pricing Procedure and click on Copy As Icon in and click on Copy As Icon in the Application Tool bar.

the Application Tool bar. . . This is similar to This is similar to General Pricing General Pricing Procedure Procedure Determination. Determination. Enter the desired values and the new Pricing

Enter the desired values and the new Pricing Procedure.

Procedure.

(20)

MATERIAL DETERMINATION

7.0

7.0 BASICS

BASICS

MATERIAL DETERMINATION MATERIAL DETERMINATION

S.No

Item

Description

Remarks

1

1 MaterialMaterial Determination Determination

Material determination enables the automatic Material determination enables the automatic substitution of materials in sales documents substitution of materials in sales documents during sales order processing

during sales order processing

It is triggered when a It is triggered when a material is entered in material is entered in the order. the order. 2 2 ExamplesExamples 1.

1. As sales promotion the system can,As sales promotion the system can, during sales order entry, automatically during sales order entry, automatically substitute a material that has substitute a material that has promotional packaging.

promotional packaging.

2. Customer-specific product numbers Customer-specific product numbers with your own material numbers with your own material numbers etc.etc. 3. International Article Numbers (EANs) International Article Numbers (EANs)

with your own material numbers with your own material numbers.. 4.

4. Substituting discontinued materials Substituting discontinued materials with newer materials.

with newer materials.

In the case of In the case of International Article International Article Numbers, you must Numbers, you must also enter a unit of also enter a unit of measure for the measure for the substitute material substitute material 3 3 Displaying Displaying Material Material Entered Entered

The material entered can be viewed in Sales A The material entered can be viewed in Sales A view in a Sales Document.

view in a Sales Document. Overview Screen : Overview Screen : Goto

Goto → Item → Sales→ Item → Sales A

A 4

4 ConditionsConditions

Master Data for Material Determination is Master Data for Material Determination is maintained like conditions. Master Data maintained like conditions. Master Data contains the details like the substitute materials contains the details like the substitute materials and original materials etc.

and original materials etc.

Transaction Code for Transaction Code for Master Data : VB11 Master Data : VB11 5 5 ConditionCondition Technique Technique

Condition Technique could be used for Material Condition Technique could be used for Material Determination based on the appropriate levels. Determination based on the appropriate levels. For example, at material level or customer For example, at material level or customer material level etc.

material level etc.

In the standard In the standard system, conditions system, conditions may be maintained at may be maintained at material level. material level.

2.0 CREATION OF MASTER DATA

Master Data

S.No Item

Description

Examples/

_Remarks

01

01 PathPath Logistics →

Logistics → Sales and distribution →Sales and distribution → Master data → Products

Master data → Products →→ MaterialMaterial Determination

Determination →→ CreateCreate

T-Code - T-Code - VB11VB11

02

02 Initial ScreenInitial Screen Enter desired Determination TypeEnter desired Determination Type Ex : A001Ex : A001 03

03 Overview ScreenOverview Screen Enter the following data: Enter the following data:

– Validity period for the master record – Validity period for the master record – Material entered (the material you want – Material entered (the material you want the system to substitute with another) the system to substitute with another) – Substitute material. – Substitute material. In the case of In the case of International International Article Numbers, Article Numbers, a unit of measure a unit of measure must be entered must be entered

(21)

– Optionally, a reason for the substitution – Optionally, a reason for the substitution (the reason may appear in system (the reason may appear in system messages during sales order processing) messages during sales order processing) – If more than one Substitute materials are – If more than one Substitute materials are to be maintained by double clicking on the to be maintained by double clicking on the Substitute Material field

Substitute Material field - Click on Save Button - Click on Save Button

for the substitute for the substitute material.

material.

3.0

3.0 SUBSTITUTION REASON

SUBSTITUTION REASON

S.No

Item

Description

Examples/ Remarks

01

01 Definition

Definition

A Substitution Reason [or Proposed A Substitution Reason [or Proposed Reason] controls the execution of Material Reason] controls the execution of Material Determination Determination It is assigned in the It is assigned in the master data [ VB11 ] master data [ VB11 ]

02

02 Path for

Path for

Configuration

IMG

IMG →→ SD SD →→ Basic Functions Basic Functions →→ Material Material Determination

Determination →→ Define Substitution Define Substitution Reason

Reason

T-Code - OVRQ T-Code - OVRQ

03

03 New Substitution

New Substitution

Reason

Define a

New Substitution Reason with a

4-Character Alpha Numeric Key and a

description for the Reasons

Reasons : International Reasons : International Article Number, Advt., Article Number, Advt., Special Packing, etc. Special Packing, etc.

04

04 Controls

Controls

Substitution Reason is associated with the Substitution Reason is associated with the controls like Entry, Warning, Strategy, controls like Entry, Warning, Strategy, Outcome etc.

Outcome etc.

Depending on the Depending on the requirement the controls requirement the controls may be set. may be set. 05 05 ControlControl elements elements Entry

Entry Indicates if the system is to print the name Indicates if the system is to print the name or number of the original material, in the or number of the original material, in the output [Order Confirmation etc].

output [Order Confirmation etc].

To be marked for original To be marked for original material reflection in material reflection in output.

output. Warning

Warning Indicates whether the system displays a Indicates whether the system displays a warning message before substituting a warning message before substituting a material material To be marked if warn. To be marked if warn. Message is required. Message is required. Strategy Strategy

Controls whether product selection should Controls whether product selection should occur automatically in the background or occur automatically in the background or whether the alternative materials should whether the alternative materials should be offered for selection in a dialog box. be offered for selection in a dialog box.

Ex : Blank- Auto. Subs Ex : Blank- Auto. Subs A – Disp. Sub list A – Disp. Sub list B - Without ATP B - Without ATP *Av. Ch. done for Prod *Av. Ch. done for Prod Sel. in back ground.* Sel. in back ground.*

Outcome Outcome

Controls whether the outcome of product Controls whether the outcome of product selection should replace the original entry selection should replace the original entry or whether it should be recorded as a or whether it should be recorded as a sub-item of the original entry.

item of the original entry.

Ex : Blank – Replace Ex : Blank – Replace A : Subs.

A : Subs. Prod. Prod. disp as subitem disp as subitem B : As in A, but in B : As in A, but in in sales order in sales order only. only. Note

Note : 1. For Automatic swapping Material Entered need not have MMR. : 1. For Automatic swapping Material Entered need not have MMR.

2. When outcome sub-item is displayed then both the materials should have MMRs. 2. When outcome sub-item is displayed then both the materials should have MMRs.

4.0 MATERIAL DETERMINATION PROCEDURE

(22)

4.1 CONDITION TABLE 4.1 CONDITION TABLE

S.No

Item

Description

Remarks

1

1 DefinitionDefinition A Condition Table is a combination of fieldsA Condition Table is a combination of fields which form a key for a Condition Record.

which form a key for a Condition Record. - -2

2 PathPath

IMG

Determination →→ Maintain Prerequisites for Maintain Prerequisites for Material Determination

Material Determination →→ Define Condition Define Condition Table

Table

-3

3 T-CodeT-Code OV16OV16 -

-4

4 Entry ScreenEntry Screen

In the entry screen enter the desired Table In the entry screen enter the desired Table number and press enter button otherwise system number and press enter button otherwise system assigns number automatically.

assigns number automatically. 5

5 Table NumberTable Number Users can create table from 501 to 999.

Users can create table from 501 to 999. Ex : Table 1 – Ex : Table 1 – Fields Material Fields Material Entered Entered 6 6 ProcessProcess

Select the fields from the list of allowed fields Select the fields from the list of allowed fields [Field Catalogue] by double clicking the required [Field Catalogue] by double clicking the required fields which are reflected on the selected fields fields which are reflected on the selected fields and click on Generate Icon on Application Tool and click on Generate Icon on Application Tool Bar.

Bar.

-7

7 ChangeChange OV17OV17 -

-8

8 DisplayDisplay OV18OV18 -

-Note : The tables are created from the List of allowed fields. Note : The tables are created from the List of allowed fields. 4.2 ACCESS SEQUENCE

4.2 ACCESS SEQUENCE

S.No

Item

Description

Remarks

1

An Access Sequence is a search strategy which An Access Sequence is a search strategy which SAP system uses to search for condition records SAP system uses to search for condition records valid for a condition type.

valid for a condition type.

The access The access sequence consists sequence consists of one or more of one or more accesses accesses It determines the sequence in which the system

It determines the sequence in which the system searches for data.

searches for data. 2

2 PathPath

IMG

Material Determination →→ Maintain Access Maintain Access Sequence

Sequence

-3

3 CharactersCharacters Access Sequence is a 4 digit Alpha Numeric keyAccess Sequence is a 4 digit Alpha Numeric key - -4

4 New AccessNew Access Sequence

Sequence In the Application Tool bar select New Entries In the Application Tool bar select New Entries and define the desired Access Sequence.

and define the desired Access Sequence. A text can also be A text can also be added.

added.

5

5 AccessesAccesses

Select the new Access Sequence and double click Select the new Access Sequence and double click on Accesses. System may not display any on Accesses. System may not display any Accesses here.

Accesses here. An Access is like serial number An Access is likeserial number which is to be which is to be numbered with numbered with some gaps. some gaps. Again click on new Entries on Application Tool

Again click on new Entries on Application Tool Bar.

Bar.

Now we can add the desired condition tables Now we can add the desired condition tables against each access.

(23)

6

6 FieldsFields

Select the first Access double click on fields. Select the first Access double click on fields. System may display all the fields in the condition System may display all the fields in the condition table maintained for that Access. Similarly each table maintained for that Access. Similarly each access is selected and fields are initialized.

access is selected and fields are initialized.

-7

7 TablesTables arrangement

arrangement Tables in an Access Sequence are to be arranged Tables in an Access Sequence are to be arranged from the most specific to the most general table.

from the most specific to the most general table. - -4.3 MATERIAL DETERMINATION TYPE

4.3 MATERIAL DETERMINATION TYPE

S.No

Item

Description

Remarks

1

Material Determination Type is similar to

Condition Type in Pricing.

-

-2

2 PathPath

IMG

Material Determination →→ Define Condition Define Condition Types

Types

-3

3 CharactersCharacters Condition TypeCondition Type is a 4 digit Alpha Numeric key is a 4 digit Alpha Numeric key -

-4

4 New ConditionNew Condition Type

Type

Select a Condition Type which is similar to the Select a Condition Type which is similar to the desired condition Type and click on Copy As desired condition Type and click on Copy As button in the Application Tool bar.

button in the Application Tool bar. A text can also be A text can also be added.

added. Define a new Condition Type with 4 characters

Define a new Condition Type with 4 characters and assign the new Access Sequence to it.

and assign the new Access Sequence to it. 4.4 MATERIAL DETERMINATION PROCEDURE

4.4 MATERIAL DETERMINATION PROCEDURE

S.No

Item

Description

Remarks

1

1 DefinitionDefinition Material Determination procedure is the Material Determination procedure is the collection of desired Material Determination collection of desired Material Determination Types [Condition Types].

Types [Condition Types].

-2

2 PathPath

IMG

Determination →→ Maintain Pre-requisites for Maintain Pre-requisites for Material Determination

Material Determination →→ Maintain Procedure Maintain Procedure

-3

3 CharactersCharacters Material Determination Procedure Material Determination Procedure is a 6 digitis a 6 digit Alpha Numeric key

Alpha Numeric key

Ex : A00001 Ex : A00001

4

4 New New PricingPricing Procedure Procedure

Select a standard

Select a standard Material DeterminationMaterial Determination Procedure

Procedure and click on Copy As Icon in theand click on Copy As Icon in the Application Tool bar.

Application Tool bar.

A text can also be A text can also be added.

added. Define a new

Define a new Material Determination ProcedureMaterial Determination Procedure with 6 characters and assign the new Condition with 6 characters and assign the new Condition Types and also if required retain the required Types and also if required retain the required standard condition Types.

standard condition Types.

4.5 ASSIGNING PROCEDURE TO SALES DOCUMENT TYPES 4.5 ASSIGNING PROCEDURE TO SALES DOCUMENT TYPES

S.No

Item

Description

Remarks

1

1 DefinitionDefinition Material Determination procedure is to beMaterial Determination procedure is to be assigned to the desired Sales Document Types.

assigned to the desired Sales Document Types. - -2

2 PathPath IMG

Determination →→ Assign Procedures To Sales Assign Procedures To Sales Document Types

Document Types

(24)

-3

3 ExampleExample Assign the Material Determination Procedure toAssign the Material Determination Procedure to Sales Document Sales Document Ex : A00001 is Ex : A00001 is assigned to OR assigned to OR

5.0 STANDARD ITEM CATEGORIES AND SCHEDULE LINE CATEGORIES

Item Category Determination when sub item is used

S.No

S.No ItemItem Doc. TypeDoc. Type Item Category Item Category Group

Group Usage

Usage Higher Level Higher Level Item Category

Item Category . Item Category . Item Category 01

01 Main ItemMain Item OROR NormNorm PSHPPSHP TAXTAX

02

02 Sub ItemSub Item OROR NormNorm PSELPSEL TAXTAX TAPSTAPS Note : 1. Schedule Line Category for Main Item – CX.

Note : 1. Schedule Line Category for Main Item – CX. 2. Schedule Line Category for Sub Item - PP. 2. Schedule Line Category for Sub Item - PP.

(25)

OUTPUT DETERMINATION

OUTPUT DETERMINATION OUTPUT DETERMINATION

S.No

Item

Description

Remarks

1

1 IntroductionIntroduction The output determinationThe output determination component is used component is used for output control. Output control is used to for output control. Output control is used to exchange information with internal and exchange information with internal and external partners.

external partners.

-2

2 ExamplesExamples 5.5. Order Confirmations.Order Confirmations. 6.

6. Delivery NotesDelivery Notes 7.

7. InvoicesInvoices 8.

8. Shipping Notifications etc.Shipping Notifications etc.

These are also called These are also called as Business Forms. as Business Forms. 3

3 OutputOutput Output is a form of media from a business to Output is a form of media from a business to one of its partners. Outputs are in the form of one of its partners. Outputs are in the form of Order Confirmations, Delivery Notes, Order Confirmations, Delivery Notes, Invoices, and Shipping Notifications.

Invoices, and Shipping Notifications.

Printouts, Faxes, Printouts, Faxes, Telexes, E-Mails, Telexes, E-Mails, and Electronic data and Electronic data Interchange.

Interchange. 4

4 Output TypeOutput Type Output Type is a type of output and contains Output Type is a type of output and contains all the control features for the output. It is all the control features for the output. It is used for output determination.

used for output determination.

-5

5 Output Type –Output Type – Control Features Control Features

1.

1. Kind of OutputKind of Output

Order Confirm. etc

_{Order Confirm. etc}

2.

2. Business TransactionBusiness Transaction

Sales Order etc.

_{Sales Order etc.}

3.

3. Partner receiving the outputPartner receiving the output Sold-to Party etc.Sold-to Party etc. 4.

4. MediaMedia Fax, Email etc.Fax, Email etc. 5.

5. Print ProgramPrint Program - -6.

6. SAPScript Layout for formatting SAPScript Layout for formatting output output -5 5 OutputOutput Determination

Determination

Output Determination can be maintained

_{as Originating from CMR, or as}

Output Determination can be maintained

_{as Originating from CMR, or as}

Originating by using Condition

Technique.

Condition Technique Condition Technique is generally is generally preferred. preferred. 6

6 Print ProgramPrint Program 7

7 FormForm

_{A form in SAPSCRIPT is used for Page}

Layout. A form contains various elements

for Layout control of Individual pages etc.

Elements : Header Elements : Header Data, Paragraphs, Data, Paragraphs, Windows, Pages, Windows, Pages, Page Windows, Page Windows,

SAP SCRIPT FORM SAP SCRIPT FORM

S.No

Item

Description

Remarks

1

1 IntroductionIntroduction Sapscript form is a template which simplifies Sapscript form is a template which simplifies the process of designing the Business Forms. the process of designing the Business Forms. It supplies layout and contents for the It supplies layout and contents for the Business Forms.

Business Forms.

Sapscripts Forms are Sapscripts Forms are needed to print, needed to print, distribute or display distribute or display business forms. business forms. 2

2 ArchitectureArchitecture Layout : The layout is defined by a set ofLayout : The layout is defined by a set of windows.