SD - User Manual - 1.2

KC SAP Implementation Project
USER MANUAL
SALES AND DISTRIBUTION
USER MANUAL
Date: 4-Nov-12 End user Manual Version 1.2

Author: Joby C. K Confidential Page 1 of 140
USER MANUAL
Table of Content
1 Objective .............................................................................................................................. 6
2 Sales and Distribution in SAP ERP .......................................................................................... 6
3 SD Organisation Structure ..................................................................................................... 6
4 Definitions ............................................................................................................................ 7
Sales Area A combination of sales organization, distribution channel, and division .................................. 7
5 MASTER DATA IN SALES AND DISTRIBUTION ......................................................................... 8
5.1 Customer Master ................................................................................................................................. 8
5.1.1 Create Customer Master (All view) .............................................................................................. 8
5.1.2 Change Customer Data (All view) .............................................................................................. 12
5.1.3 Display Customer Data (All view) ............................................................................................... 13
5.1.4 Extend Customer Data to different Company code ................................................................... 14
5.1.5 Extend Customer Data to different Sales area........................................................................... 15
5.1.6 Change Customer Sales Area data ............................................................................................. 16
5.1.7 Display Customer Sales Area data ............................................................................................. 17
5.2 Material Master Data ......................................................................................................................... 17
5.2.1 Create Material Master Data Sales view ................................................................................. 17
5.2.2 Change/Display Material Master Data Sales view .................................................................. 22
5.3 Sales Price master .............................................................................................................................. 23
5.3.1 Create Pricing condition record - KC Price with tax ................................................................... 23
5.3.2 Create Pricing condition record - Agreed price.......................................................................... 24
5.3.3 Change /Display pricing condition record .................................................................................. 25
5.4 Sales Discount Master........................................................................................................................ 27
5.4.1 Create discount condition record Percentage ........................................................................ 27
5.4.2 Create discount condition record Value ................................................................................. 28
5.5 Free Goods ......................................................................................................................................... 29
5.5.1 Setup Free Goods Buy n Material Get m same free ............................................................ 30
5.5.2 Setup Free Goods Buy n Material Get m different free ....................................................... 32
5.5.3 Change Free Goods .................................................................................................................... 32
5.5.4 Display Free Goods..................................................................................................................... 33
5.6 Customer credit master ..................................................................................................................... 33

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5.6.1 Create/change customer credit master total credit limit ....................................................... 34

5.6.2 Create/change customer credit master Individual credit limit ............................................... 35
5.6.3 Create/change customer credit master Overview.................................................................. 36
5.6.4 Display customer credit master ................................................................................................. 37
6 Transaction processing in SD ............................................................................................... 39
6.1 Inquiry Process ................................................................................................................................... 39
6.1.1 Create Inquiry............................................................................................................................. 39
6.1.2 Reprint Inquiry ........................................................................................................................... 46
6.1.3 Change Inquiry ........................................................................................................................... 46
6.1.4 Display Inquiry............................................................................................................................ 46
6.2 Quotation Process.............................................................................................................................. 47
6.2.1 Create Quotation ....................................................................................................................... 47
6.2.2 Change Quotation ...................................................................................................................... 51
6.2.3 Display/Print Quotation ............................................................................................................. 51
6.3 Proforma Invoice (PFI) process .......................................................................................................... 52
6.3.1 Create Proforma Invoice ............................................................................................................ 52
6.3.2 Display/Print Proforma Invoice .................................................................................................. 53
6.4 Standard Sales Order Process ............................................................................................................ 54
6.4.1 Create Sales Order ..................................................................................................................... 54
6.4.2 Change Sales Order .................................................................................................................... 61
6.4.3 Display Sales Order .................................................................................................................... 61
6.4.4 Sales Order Header details copy from customer .................................................................... 61
6.4.5 Sales Order - Credit Management ............................................................................................. 63
6.4.6 Release sales order from credit block ........................................................................................ 65
6.4.7 Reject Sales order ...................................................................................................................... 66
6.4.8 Status overview of Sales order................................................................................................... 67
6.5 Outbound Delivery Process................................................................................................................ 68
6.5.1 Create Delivery........................................................................................................................... 68
6.5.2 Change Delivery ......................................................................................................................... 71
6.5.3 Display/Print Delivery ................................................................................................................ 71
6.6 Serial number profile in Delivery ....................................................................................................... 71
6.7 Automatic Batch determination in delivery....................................................................................... 73
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6.7.1 Display Warehouse stock ........................................................................................................... 73

6.7.2 Display batches .......................................................................................................................... 73
6.7.3 Batch determination in Delivery ................................................................................................ 73
6.8 Post Goods Issue (PGI) Process .......................................................................................................... 77
6.8.1 Perform PGI ................................................................................................................................ 78
6.9 Billing Process .................................................................................................................................... 79
6.9.1 Create Invoice document ........................................................................................................... 79
6.9.2 Change Invoice document ......................................................................................................... 80
6.9.3 Display / Print Invoice document ............................................................................................... 81
6.9.4 Release Invoice to Accounting ................................................................................................... 82
6.10 Return Order Process ......................................................................................................................... 83
6.10.1 Create Return Order .................................................................................................................. 83
6.10.2 Create Return Delivery Order .................................................................................................... 84
6.10.3 Create Credit for Returns ........................................................................................................... 85
6.11 Subsequent Free of Charge Delivery Process .................................................................................... 86
6.12 Free Goods Sales Order Process ........................................................................................................ 89
6.13 Consignment Sales Process ................................................................................................................ 94
6.13.1 Consignment Fill-up ................................................................................................................... 94
6.13.2 Display Consignment Stock ........................................................................................................ 97
6.13.3 Consignment Issue ..................................................................................................................... 97
6.13.4 Consignment Return .................................................................................................................. 99
6.13.5 Consignment Pickup................................................................................................................. 102
6.14 Automobile body building Sales Process ......................................................................................... 103
6.15 Trade In Sales Process ...................................................................................................................... 104
6.16 Credit Memo Process ....................................................................................................................... 105
6.16.1 Credit Memo Request .............................................................................................................. 105
6.16.2 Credit Memo ............................................................................................................................ 106
6.17 Debit Memo Process ........................................................................................................................ 107
6.17.1 Debit Memo Request ............................................................................................................... 107
6.17.2 Debit Memo ............................................................................................................................. 107
6.18 Document Flow ................................................................................................................................ 108
6.19 Customer Line Item Display ............................................................................................................. 108

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6.20 Reverse Goods movement ............................................................................................................... 109

7 Other processes ................................................................................................................ 111
7.1 Stock overview ................................................................................................................................. 111
7.2 Display Warehouse stock ................................................................................................................. 111
7.3 Display batches ................................................................................................................................ 112
7.4 Display Consignment Stock at Customer ......................................................................................... 113
7.5 Block/Unblock customer .................................................................................................................. 114
7.6 Customer credit management KC requirement .............................................................................. 118
7.6.1 Requirement overview............................................................................................................. 118
7.6.2 Overdue Invoice list ................................................................................................................. 119
7.6.3 Automatic Customer Block for all CCA ..................................................................................... 119
7.6.4 Customer partial credit release and automatic customer unblock ......................................... 121
7.7 Set up batch search strategy for automatic batch determination .................................................. 123
7.8 Scaling in discount setup.................................................................................................................. 125
7.9 Group discount................................................................................................................................. 126
7.10 Cancel Invoice .................................................................................................................................. 126
7.11 Check document error log ............................................................................................................... 128
7.12 Process the documents with delivery/billing block ......................................................................... 129
7.13 Free Goods Invoicing........................................................................................................................ 130
7.14 Batch classification view from stock overview ................................................................................ 131
7.15 Batch classification (Ex: Chassis number) search in delivery ........................................................... 134
7.16 Tyre Service Material ....................................................................................................................... 138
7.17 Lists .................................................................................................................................................. 140

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1 Objective
The objective of this user manual is to briefly explain the Kewalram Chanrai SAP ECC6 project
implementation specific sales and distribution master and transaction processes.
2 Sales and Distribution in SAP ERP

SAP Sales & Distribution (SD) is one of the Functional Modules in SAP. It handles all the sales processes right
from an Order to the Invoice (Billing). It is a module which integrates the Order to Cash process in an
Organisation.
Henceforth in this document SAP Sales and Distribution module will be mentioned as SD for convenience
purpose.
3 SD Organisation Structure
FI Company code -> 1001 1002 1003 1004 1005 1006
1001 1002 1003 1004 1005 1006
Sales
ASAHI BRANDS
AGRO NIGERIA
HEALTH CARE
SPRINGFIELD
KEWALRAM
Distribution Organisation - TANZANITE

CHANRAI
CHANRAI
NIGERIA
NIGERIA
NIGERIA
LIMITED
LIMITED
LIMITED
LIMITED
LIMITED
LIMITED
Channel >
Sales done thru
Retail/Showroom showrooms Yes Yes Yes Yes Yes Yes
Sales done thru sales
Dealer/Major teams Yes Yes Yes Yes Yes Yes
SD SR/MR
Sales thru SR/MR at
customer site Yes
AMITS APPLIANCES TYREBS TYRES Fertilizers Pharma (Own Brands)

AFUSO AFOTON TYREFS Agrochemicals Pharma (Strides)
Automobile Service AJMC Batteries Tractors Pharma (BSV)
Appliance Service Spark Plugs Implements Pharma (Others)
Automobile Service Lubricants Nets Cosmetics
Divisions Retreading Seeds Herbals
Tyre Service Grains Health Care
SNL Service
SD DOC
Industrial Chemicals
SD Sales Offices list list list list list list
SD Sales Groups list list list list list list
MM Plant list list list list list list
SD Shipping Point list list list list list list

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4 Definitions
Sales organisation
The sales organization is an organizational unit within logistics, that structures the company according to its
sales requirements. A sales organization is responsible for the sale and distribution of goods and services.
Distribution channel
The distribution channel represents the channel through which materials or services reach customers.
Typical distribution channels include wholesale, retail and direct sales.
Division
Product groups, i.e. divisions, can be defined for a wide-ranging spectrum of products.
Sales Area
A combination of sales organization, distribution channel, and division
Sales office
A sales office can be considered as a subsidiary. A sales office establishes contact between the firm and the
regional market.
Sales group
The staff of a sales office may be subdivided into sales groups. For example, sales groups can be defined for
individual divisions.
Plant
A plant can be a production facility, a material stock location, or even a repair facility. From the point of view
of SAP SD, a plant can be defined as a material stock location from where you can source the delivery of
goods to your customers.
Storage location
A storage location in SAP represents the location in the plant where the goods are stored. The stock is
maintained at this level. When the goods are received, the stock at the storage location goes up in the
quantity received, and when the goods are sold, the stock at storage location is reduced according to the
quantity delivered.
Shipping Point
Shipping points is responsible for scheduling and processing deliveries to customers. A delivery is always
carried out by one shipping point only.
Customer group
Customer group is part of customer master data and can be used to maintain pricing in SAP SD
Credit Control Area

An organizational unit that represents the area where customer credit is awarded and monitored.

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5 MASTER DATA IN SALES AND DISTRIBUTION

Master Data forms the backbone in Sales and distribution module (hereafter will be shortly called as SD)
as any other modules in SAP. The Primary level of Masters in SD is:
1. Customer Master
2. Material Master (Sales Views)
3. Pricing Conditions
4. Customer credit master
5.1 Customer Master

Customer master record contains information about the customers to whom we supply the materials to. It is
subdivided in to three different data areas.
General data : Customers name, address and contact details etc. This data applies to
all company codes in the client (client level).
Company code data : Reconciliation account and other company code related date. This data
applies to the specified company code.
Sales Area Data : Sales area related data is captured and maintained in sales area data like
terms of Payment, currency, pricing, tax, account assignment group, etc.
5.1.1 Create Customer Master (All view)

This process will create a new customer master record for a company and given sales area.
General data can be maintained using this process.
Company code data and Sales Area data sections will be available, if company code and sales are is provided,
respectively.
Transaction code (TCODE) XD01
Input /nxd01 in the command prompt and press ENTER
Input Details like Account Group, company code, Sales Organization, distribution channel and Division. If
required, a customer can be created from details of another customer (reference customer).
Refer FI user manual for company code related data.

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Input details in address page like Customer Name, Search term, Address, Country, Region, Telephone, Fax
etc.
RC number has to be entered in search term 1.

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Click company code data and input details like reconciliation account, payment term, dunning proc etc

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Click sales area data and input details as shown below

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Click Save button. System responses with the following message.
Note down the customer number created internally.
5.1.2 Change Customer Data (All view)
TCODE XD02
Input TCODE and press ENTER.
Input the customer code, company code & sales area and press ENTER.

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Click Company Code data/Sales Area Data/General Data button to maintain respective data.
Click Save button. System responds with
---- if no changes were made
---- If changes were made.
5.1.3 Display Customer Data (All view)
TCODE XD03
Input the customer code, company code & sales area and press ENTER.

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Select the required data section and view the details.
5.1.4 Extend Customer Data to different Company code
TCODE XD01
Input the customer code, company code to extend & sales area and press ENTER.

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Input Compnay code and Sales Area data as required. (refer section 1.1.1 for details).
Save the extended customer.
5.1.5 Extend Customer Data to different Sales area
TCODE VD01
Input TCODE press ENTER
Input Sales Area data as required. (refer section 1.1.1 for details).

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5.1.6 Change Customer Sales Area data
TCODE VD02
Input TCODE and press ENTER
Input customer code and click customers sales area button
Select the required sales area to change

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Change the values as required and click Save button.
5.1.7 Display Customer Sales Area data
TCODE VD02
Input customer code and sales area (select sales area) and view
5.2 Material Master Data

Material master has the details of the products and services we offer to our customers.
5.2.1 Create Material Master Data Sales view
TCODE MM01

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Enter material and copy from material. Press ENTER.
Note the message.
Select the views as below and press ENTER.

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Input Plant, sales organisation and DC. You may input the same for copy from. Press ENTER.
Input the details as below demonstrated

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Input the required long description to be printed on the output forms in Sales text view.
Save.

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5.2.2 Change/Display Material Master Data Sales view
TCODE MM02 / MM03
Input TCODE, press ENTER and input material code and ENTER.
Select the relevant views and input values.
Maintain/display the values.
Click Save.

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5.3 Sales Price master

Sales price can be maintained in various levels called key combinations. Each material should have two
different price records.
- a fixed list price and

- a changeable agreed price
Prices can be maintained in the following key combinations.
5.3.1 Create Pricing condition record - KC Price with tax
TCODE VK11
Input condition type as ZPR1.
Select the key combination and ENTER.
Input material code, price and ENTER.

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Verify and Save.
5.3.2 Create Pricing condition record - Agreed price
Input condition type as ZPB0.
Input material code, price and ENTER.

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Select the material and press F6.
Maintain upper/lower limits and Save.
5.3.3 Change /Display pricing condition record

TCODE VK12 / VK13
Input TCODE, press ENTER
Input condition type and select key combination.

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Input combination values and material code.
Or multiple values can be input using multiple selection
Maintain the values and Save.

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5.4 Sales Discount Master

Various levels of percentage and value discounts can be maintained for sales process.
TCODE VK11
5.4.1 Create discount condition record Percentage

Input TCODE and ENTER
Input condition type for discount as ZK05
Select key combination.
Input key combination values, material, discount percentage value and calculation type as A for
percentage. Press ENTER.
Select line and press F6

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Maintain the ranges
Save.
5.4.2 Create discount condition record Value

In the previous process, input combination values and amount.
Press ENTER.
This will be treated as value discount. Verify the calculation type as C.
Select the line, press F6 and maintain the ranges.

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Only maximum limit can also be maintained.
Save
5.5 Free Goods

As per the automatic free goods determination setup, system automatically creates free goods item in the
sales order. The item is free of charge. For exclusive free goods, the quantity of the main item remains the
same.
Free goods can be setup at customer/material level.

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5.5.1 Setup Free Goods Buy n Material Get m same free

TCODE VBN1
Input free goods condition type
Input values as shown below
Click the Exclusive button (toggle button) to display the title as Free goods view EXCLUSIVE.
Input values as shown below. Also refer the sample demonstration below.

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Field Value
Material Material, for which free goods is to be granted
Min.Qty Minimum quantity in sales order for which free goods can be granted
For Quantity of material in sales order for which free goods is offered
UnitFG Unit of material
Add.FG Quantity of free goods
AddQtyUnit Unit of free goods
FreeGoods Always value should be 2 for Exclusive
AddMatFrGood If different material is offered as free goods, that material.
FGDelyCont Indicator that controls the delivery of free goods. Value should be B
Example:
Miniumum quantity = 1000 pieces

Free goods quantity = 150 pieces
Free goods agreed =3 pieces
Case:1
Order doc. quantity = 750 pieces : No free goods - See minimum quantity
Case:2
Order doc. quantity = 1200 pieces : 24 pieces free goods
Free goods qty = Order doc. quantity / free goods quantity * free goods
Save

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5.5.2 Setup Free Goods Buy n Material Get m different free
Maintain the different material code in the below field as shown above.
Field Value
AddMatFrGood If different material is offered as free goods, that material.
Save
5.5.3 Change Free Goods

TCODE VBN2
Input TCODE.
Input discount type as NA00
Input details as below

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Execute
Click button
Change the validity period to stop/extend the discount.
Save.
5.5.4 Display Free Goods

TCODE VBN3
Input TCODE, details and review the details.
5.6 Customer credit master

All KC customers are set as credit customers. A default credit limit of 1 Naira will be assigned automatically
by system during customer creation. A credit limit can be maintained at credit control area (CCA) level for
the approved credit customers. As credit control area is assigned to a company code, this credit limit is
effective for that customer to the assigned company.
TCODE FD32

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5.6.1 Create/change customer credit master total credit limit

Input TCODE, input customer and CCA press ENTER.
Select Central data and press ENTER.
For new record the following message will be displayed
Maintain total amount (customers total credit limit in KC), individual amount (individual credit limit for the
selected CCA) and currency.
Save.

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for change the following message will be displayed.
5.6.2 Create/change customer credit master Individual credit limit

Input TCODE, input customer and CCA press ENTER.
Select Status and press ENTER
Input individual credit limit for credit control area (company code) and risk category.
Maintain risk category as explained below.
Risk Category Remarks

High This is the default risk category configured in the system.
System will not save the sales order, if the order value is greater
than customers credit balance.
This is advised for Cash/walk-in customers.

Low System will save the sales order with a block, if the order value is
greater than customers credit balance. Authorised user has to
release the sales order for delivery. Also the user can reject the
order.
This is advised for all normal credit customers.

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Save.
5.6.3 Create/change customer credit master Overview

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5.6.4 Display customer credit master

TCODE FD33

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6 Transaction processing in SD
6.1 Inquiry Process

Customer enquiries can be captured and processed in system in this process
6.1.1 Create Inquiry

TCODE VA11
Input TCODE, input inquiry type as ZGIN, sales area and other details
Use the search help to search for the customer
Select the customer and ENTER
Goto header data and input order type

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Input the details as shown below
Press Enter

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Review the details in sales page
Price can be reviewed in conditions page

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Save the inquiry and system responds with incompletion dialogue
Click Edit
The incompletion log is displayed.Select all and click Complete Data button.

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Input plant and press ENTER, shipping point determined
Click Next Item
Click Extras-Output-Header-Edit
Review the automatically populated output type

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Click Communication method button and review the details
Click Back and select Print Preview

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Click Back
Click Save. System responds with below message with document number.

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6.1.2 Reprint Inquiry

TCODE VA12
Input TCODE and input document number
Select Sales Document-IssueOutputTo
Click Print Preview/Print button to complete the activity
6.1.3 Change Inquiry

TCODE VA12
Input TCODE, Inquiry number and ENTER
Change the details as required
Click Save
6.1.4 Display Inquiry

TCODE VA13
Input TCODE, Inquiry number and ENTER

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Review the details
6.2 Quotation Process

Quotation can be created with or without reference to an Inquiry.
6.2.1 Create Quotation

TCODE VA21
Input quotation type as ZGQT
Click Create with Reference button
Select Inquiry tab, input inquiry number and click Copy

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Also Item selection option can be used to copy specific items from Inquiry.
Input details as shown below
Select the item and click Conditions button to verify price

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Also availability can be verified by Display availability button. Refer availability check in sales order section
for details.
Review output entries

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Check Incompletion log
Quotation valid to data is mandatory and it is missing

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Select all items and click complete data
Fill required info and click Next item
Click Save and note down the number for future reference.
6.2.2 Change Quotation

TCODE VA22
Input TCODE, input document number and ENTER
Review and change document and save.
6.2.3 Display/Print Quotation

TCODE VA23
Input quotation number and click Sales document-IssueOutputTo

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Viewing print preview and printing is possible.
6.3 Proforma Invoice (PFI) process

PFI can be created against quotation.
6.3.1 Create Proforma Invoice
TCODE VF01
Input TCODE & input quotation number and ENTER.
Review pricing, output etc.

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Click Save
6.3.2 Display/Print Proforma Invoice

TCODE VF03
Input TCODE and document number
Select Billing document IssueOutputTo and process

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6.4 Standard Sales Order Process

Sales order can be created with or without reference to quotation.
6.4.1 Create Sales Order

TCODE VA01
Input TCODE
Input order type as ZGOR, Sales Area and select Create with Reference

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Input quotation number and click Copy
Review sales order details
Input delivering plant in the header. Or input material code, qty and plant then press ENTER.
Select item and click item data
Review plant and shipping point.

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Review payment terms
Change/Review pricing in condition tab

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Change/Review discounts. The condition types should resemble this for a standard order. If not, apply
pricing again for repricing and correcting as below.

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Click condition record button
Review pricing condition records. Press F6 Details

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Click Analysis button to view the available pricing conditions. (Only for info purpose)
Review schedule lines in schedule lines tab. Each schedule line represents a delivery item.

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Click to review header details
Click Save.

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6.4.2 Change Sales Order

TCODE VA02
Input TCODE
Input sales order number, review change and Save.
6.4.3 Display Sales Order

TCODE VA03
Input TCODE
Input sales order number , review and Exit.
6.4.4 Sales Order Header details copy from customer

Sales Office and sales group is not entered in the initial screen
Sales Office and sales group copied from customer setup
Sales office entered in initial screen

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The same is copied to document header

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6.4.5 Sales Order - Credit Management

- If the order value exceeds customers credit balance, system responds with the below message with
exceeded amount and will not save the sales order with the following message, for high risk
customers. Refer credit master for details.
For low risk customers, system responds with the below message, saves the sales order with a credit block.
An approver has to unblock/release the sales order for delivery and further processes.
To check the status of sales order input TCODE VA03 and input sales order number

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Click Goto Header Status and review status.
Cash customer (high risk customer) sales order will not be saved.
Display credit account
Review credit limit and other details.

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Credit balance (allowed order amount) = credit limit credit exposure
Cash customer made advance payment
6.4.6 Release sales order from credit block

TCODE VKM1
Input TCODE
Input credit control area (CCA) and Execute

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Select the required document and click Release/Reject button
Save
6.4.7 Reject Sales order

Successfully created sales order will be remained in open status for delivery. Due to any situation if this has
to be closed this process can be followed. This data can be used for future analysis.
TCODE VA02
Input TCODE, document number and ENTER

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Click Reject document button
Input a reason for rejection and ENTER
Save
6.4.8 Status overview of Sales order

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6.5 Outbound Delivery Process

Outbound delivery to customer will be created with reference to order
6.5.1 Create Delivery

TCODE VL01N
Input TCODE
Input shipping point, date, sales order and ENTER
Review the details

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If item is batch enabled Batch field will be enabled.
Click Batch serach help and search for available batches
Select a Batch

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Enter storage location, pick quantity and select batch. Click Post Goods Issue (PGI).
If item is Batch enabled the following error will be displayed.
Fix the error as above demonstrated and click PGI button.

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Note down the delivery number.
6.5.2 Change Delivery

TCODE VL02N
Delivery can be changed before PGI process.
6.5.3 Display/Print Delivery

TCODE VL03N
Delivery can be displayed/printed.
6.6 Serial number profile in Delivery

Some materials are enabled with serial number profile to capture and track for after sales service purpose.
Goods movement error while PGI.
In delivery, go to Extras-Serial numbers

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Either enter a serial number from the search help or click create serial numbers automatically button to
create a serial number.

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perform PGI.
6.7 Automatic Batch determination in delivery

Batch and shelf life expiry date (SLED) tracking is enabled for CHCL and at the time of delivery system
automatically proposes the batch with shortest shelf life.
6.7.1 Display Warehouse stock

Refer Other processes
6.7.2 Display batches

Refer Other processes
6.7.3 Batch determination in Delivery
6.7.3.1 Sales order created

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6.7.3.2 Create delivery
Click Batch split indicator

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System automatically proposes batch #16 which has a shorter shelf life expiry date. Click display Batch
determination button.
Click New Batch Determination button

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Change the batch for delivery.
Click Back
Click Yes

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Pick the qty to deliver
Click PGI
6.8 Post Goods Issue (PGI) Process

During PGI process actual good movement will be processed. Stocks will be reduced from the plant and the
necessary financial posting documents will be created for cost of goods.
PGI can also be done while delivery creation.

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6.8.1 Perform PGI

TCODE VL06g
Input TCODE
Input shipping point and execute
Select the delivery and click PGI button
Specify actual goods movement date
Document will be saved.

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6.9 Billing Process

After creating the delivery, Invoice has to be generated with reference to the delivery.
6.9.1 Create Invoice document

TCODE VF01
Input TCODE and ENTER
Input Delivery number (also multiple deliveries can be input here) and ENTER
Review the pricing and Save
Note down the Invoice number generated.

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6.9.2 Change Invoice document

TCODE VF02
Review/change details and Save.
Due to master data errors if accounting document is not created the following message will be displayed.
Correct the errors and Goto

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.and Save.
6.9.3 Display / Print Invoice document

TCODE VF03
To print goto
To display Accounting document, Click Accounting.

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Double click Accounting document
6.9.4 Release Invoice to Accounting

Accounting document will be generated automatically when Invoice is saved. Any Invoices are not posted to
FI/CO can be monitored and processed using this process.
This process will create financial documents for revenue and reconciliation purpose.
TCODE VFX3
Input TCODE, details and below and Execute.
Select documents and click
Save.
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6.10 Return Order Process

Customer returns will be covered under this process and this will be in reference with an invoice document.
6.10.1 Create Return Order

TCODE VA01
Input TCODE
Input Order Type as ZRE
Input Billing document number
Verify/change the details
Save

USER MANUAL
6.10.2 Create Return Delivery Order

TCODE VL01N
Input TCODE and details
Click PGR

USER MANUAL
6.10.3 Create Credit for Returns

TCODE VF01
Input TCODE and delivery number

USER MANUAL
6.11 Subsequent Free of Charge Delivery Process

This is the scenario, which follows the Returns Order Process, wherein, customer requests for the replacement
of the material / product which has been returned due to some defects, like poor quality, poor packaging
quality, leakage or any other complaint.
TCODE VA01
Input Order type as ZSDF

USER MANUAL
Input return order for reference
Review the pricing

USER MANUAL
Reference document
Create delivery and PGI.

USER MANUAL
6.12 Free Goods Sales Order Process

Free goods sales order is a separate document type to indicate the sales order created for delivering free
goods. These kinds of free goods sales order will have impact on the stock but would not add to the revenue
for the company.
TCODE VA01
Order type is ZFD

USER MANUAL
Review pricing as free
Order reason is mandatory

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Free of charge orders will be blocked for delivery
Authorized person can only be unblock the order for delivery

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Create delivery
Perform PGI

USER MANUAL

USER MANUAL
6.13 Consignment Sales Process

Consignment sale is a process in which the customer/dealer works very closely with the company and the
relationship of the customer/dealer is more like the partner or extended company. In such case of
arrangement, the company stocks some of the goods will be at dealers location but still that stock gets
counted as the company stock and not the dealers / agencys stock. The dealer is liable to pay only to an
extent that is sold in a period even though the stocks are held by the dealer. Consignment goods are goods
which are stored at the customer location but which are owned by your company.
There are four major functions in the Consignment sales.

1. Consignment sales fill up
2. Consignment sales Issue
3. Consignment sales Returns
4. Consignment sales pick up
6.13.1 Consignment Fill-up

Consignment fill up is used to supplement the customers consignment stock.
Goods issue of the appropriate stock is posted from the unrestricted-use stock to consignment stock (special
stock).
TCODE VA01
Order type is KB

USER MANUAL
No pricing carried out
Select sales document Deliver.
Note the message below.

USER MANUAL
Input batches and picked qtys
Click PGI
Perform PGI and review material document. Stock moved with a special stock indicator W for customer
consignment stock.

USER MANUAL
6.13.2 Display Consignment Stock

Refer Other Processes
6.13.3 Consignment Issue

Consignment issue enables the customer to take consignment goods from the special stock for their use or
to sell.
USER MANUAL
Consignment issue involves removing the goods from the special stock and making it the property of the
customer.
When the customer removes consignment stock to use or sell, the transaction is recorded in the system by
creating a consignment issue order (order type KE). As a result, the system carries out the following actions:
When goods issue is posted, the relevant quantity is deducted from both the customers special
stock and your own total valuated stock.
The transaction is relevant for pricing since the goods now become the property of the customer.
TCODE VA01
Input order type as KE

USER MANUAL
Input batch details and click PGI
Consignment Issue updated in stock status (MB58).
6.13.4 Consignment Return

Sometimes the goods supplied by the company may be damaged and hence the Consignee may not be able to
sell the products. This can be handled through the Consignment Returns process.
TCODE VA01
Order type is KR.

USER MANUAL
Input order details, order reason etc.
Select delivery from menu
Input batch details and click PGR

USER MANUAL
Return delivery saved and notified.
Create billing document through VF01
Return Stock updated in consignment stock status.

USER MANUAL
6.13.5 Consignment Pickup

Consignment Pick up is the process by which Customer stock is moved back into Companys stock.
TCODE VA01
Order type is KA.
Input details and Save pickup order.
Create delivery and perform PGR.

USER MANUAL
Check stock status in MB58.
6.14 Automobile body building Sales Process

CNL vehicle body building is covered in this process. Body building is done by outside vendor and a purchase
requisition will be triggered automatically when sales order is created. Purchase process for the same is
done in Material Management module. Once the material is available after this process standard delivery
and billing can be done. Body building material will be setup with item category as BANC in material sales
org2 data page.
TCODE VA01

USER MANUAL
Select body building line item and click display item details
In schedule lines page refer purchase requisition number and schedule line category as CB
6.15 Trade In Sales Process

The customers get their old Appliances / Vehicles and exchange them for New Appliances and Vehicles as per
the schemes existing at that time. The Old Products are inspected and assessed. Based on the report, the
value of the Appliance / Vehicle is arrived at, as per certain set norms and procedures. If the customer is
agreeable to the price quoted / offered for the Old Product, then, this amount is deducted from the Price of
the new product and this amount is collected from the customer for the new Product.
This will be handled as standard sales process with order type as ZTOR with relevant discount types.
TCODE VA01

USER MANUAL
6.16 Credit Memo Process

Credit memos are created in cases where there a need to make a payment to the customer without any
physical goods movement and this is against an invoice.
6.16.1 Credit Memo Request
TCODE VA01
Input TCODE and order type as ZCR
Copy the document, input/modify relevant details and Save.

USER MANUAL
6.16.2 Credit Memo

TCODE VA02 / VF01
Input VA02, document number and ENTER

USER MANUAL
Select billing
Save
6.17 Debit Memo Process

Debit memo is created in cases where there is an additional recovery from the customer but without any
physical goods movement. Debit Memo request is normally made with reference to the Invoice.
Refer Credit Memo process for details
6.17.1 Debit Memo Request

TCODE VA01
Input TCODE and order type as ZDR
6.17.2 Debit Memo

TCODE VA02 / VF01

USER MANUAL
6.18 Document Flow

Document flow shows how far the sales document has been processed and their status in the system. Also it
allows displaying the individual documents. For example, a document flow could contain a quotation, a sales
order, delivery and an invoice. If you displayed the document flow from the sales order, the quotation would
be a preceding document and the delivery and invoice would be subsequent documents.
Click Display Document flow button
Select the individual document and click Display document button.
6.19 Customer Line Item Display

TCODE FBL5N
Refer FI/CO documentation.

USER MANUAL
6.20 Reverse Goods movement

TCODE VL09

USER MANUAL
Select search options and Execute
Select delivery and click Reverse button
Respond to the dialog

USER MANUAL
7 Other processes
7.1 Stock overview
TCODE MMBE
7.2 Display Warehouse stock

TCODE MB52

USER MANUAL
7.3 Display batches

TCODE MSC3N

USER MANUAL
7.4 Display Consignment Stock at Customer

TCODE MB58

USER MANUAL
7.5 Block/Unblock customer

Customer can be blocked for order taking, delivery creation and/or billing process.
TCODE VD05
Input customer details
Relevant sales areas can be listed by clicking Sales Areas by customer button

USER MANUAL
Select a sales area
Press Enter
Customer can be blocked with a reason code.

USER MANUAL
Save
Example:

USER MANUAL
System will notify the user at the time of transaction about the block.

USER MANUAL
7.6 Customer credit management KC requirement

7.6.1 Requirement overview
Credit limit will be setup at company code level for a customer
If customer is defaulted, block customer for all company codes
If customer settles invoice partial, after defaulting allow only upto settled amount as credit balance,
after approval.
Credit Credit Custome

Activity System Credit Balanc exposur r
Activity Value Scope Limit e e Status
Credit limit set for customer, legacy/SA level 100 STANDARD SAP 100 100 100
Customer buys goods 30 STANDARD SAP 100 70 30
Invoice over due and not settled 30 STANDARD SAP 100 70 30
Customer blocked for all SA if defaulted 30 CUSTOM 1 100 70 30 BLOCKED
Unblock customer for all/selected SA by authorised user 30 STANDARD SAP 100 70 30 BLOCKED
Blocked customer unblocked for all SA if fully paid 30 CUSTOM 1 100 70 30 BLOCKED
Defaulted customer made partial payment 10 STANDARD SAP 100 80 20 BLOCKED
Approve partial/full credit limit for blocked customer and
unblock for SA 10 CUSTOM 2 30 10 20
Approve full credit limit for customer 10 CUSTOM 2 100 80 20
Demonstration:
Credit limit setup for the customer
Customer block status

USER MANUAL
7.6.2 Overdue Invoice list
TCODE ZINV_ODUE
7.6.3 Automatic Customer Block for all CCA

TCODE ZCUST_BLK

USER MANUAL
Displays list of overdue invoices due to which the automatic customer block is executed. This will be a batch
job running in the background.
Result of automatic customer blocking due to invoice overdue
System notifies during order creation

USER MANUAL
7.6.4 Customer partial credit release and automatic customer unblock

TCODE ZCR_RELEASE
Customer credit limit can be released after a partial settlement upto the credit limit setup.
If amount released exceeds, system notifies with an error message.

USER MANUAL
Partial credit release with customer unblock.

USER MANUAL
Customer credit limit is updated in credit master.
Once customer settles the amount fully or business decides to release full credit limit, the same can be done
using TCODE ZCR_RELEASE.
7.7 Set up batch search strategy for automatic batch determination

TCODE VCH1
Enter the strategy type SD01 and press ENTER

USER MANUAL
Select Material and press ENTER
Input material code and details as below
Maintain entries for each material.
Then, click on the Selection Criteria button to assign the search class KC_SD_SEARCH_CLASS and ENTER.

USER MANUAL
Input value for search. Ex:- search only batches with remaining shelflife greater 30days
Click back
Click Sort button and select sort rule KC_SD_SORTSEQ_BAT
Press Enter and Save
7.8 Scaling in discount setup

Scaling can be setup while discount master setup.
Refer sales discount master for details.
Select the item and either click or

USER MANUAL
If sales order qty of the item is
1-4 - no discount
5-9 - 1% discount
10 and above - 1.5% discount
7.9 Group discount

Material pricing group wise discount can be created using condition type ZK20.
Material pricing group can be maintained in sales org 2 against each material to group them into a
combination group.
This discount will be applied if the combination of the item quantity qualifies the discount/scale
requirement.
Refer sales discount master for details.
7.10 Cancel Invoice

TCODE VF11
Input TCODE
Input invoice number to cancel

USER MANUAL
Press ENTER
Save
Same can be achieved by the following menu from the document.

USER MANUAL
7.11 Check document error log
Select menu item Edit-Log

USER MANUAL
Check the log and process the document.
ex:1
ex:2
7.12 Process the documents with delivery/billing block

Input TCODE VA02
Input return order /credit memo request document number

USER MANUAL
Change the delivery/billing block and process the document
7.13 Free Goods Invoicing

If the free goods is configured against a material the following message will appear if the sales qty meets the
free goods requirement.
Continue
USER MANUAL
Line item will be automatically added for free goods as per the setup
Pricing can be reviewed with 100% discount
7.14 Batch classification view from stock overview

Input TCODE MMBE, input material and plant

USER MANUAL
Execute

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USER MANUAL
7.15 Batch classification (Ex: Chassis number) search in delivery

Click search help button or press F4
Select the search option (search for batches via classes)
Input the class name, type and press ENTER
Input the chassis number for search

USER MANUAL
To search multiple chassis numbers, click search help

USER MANUAL
Input chassis numbers
Click Continue or ENTER
Click find in initial class
Material code, batch no and the searched chassis numbers is displayed

USER MANUAL
Click and add other properties
Select the product
Select batch number for the product is copied/displayed

USER MANUAL
7.16 Tyre Service Material

This is handled as service material service material with delivery.
Review the item category as TAX below

USER MANUAL
Verify schedule line category as CX- no inventory management
Save
Create outbound delivery
Perform PGI. Picking is disabled.

USER MANUAL
Perform billing
7.17 Lists
VA15N - Inquiry list
VA25N - Quatations list
VA05N - Sales order list
VF05N - Billing document list
.end for now.


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KC SAP Implementation Project

SALES AND DISTRIBUTION

Date: 4-Nov-12 End user Manual Version 1.2

Date: 4-Nov-12 End user Manual Version 1.2

5.6.1 Create/change customer credit master total credit limit ....................................................... 34

6.7.1 Display Warehouse stock ........................................................................................................... 73

Date: 4-Nov-12 End user Manual Version 1.2

6.20 Reverse Goods movement ............................................................................................................... 109

Date: 4-Nov-12 End user Manual Version 1.2

2 Sales and Distribution in SAP ERP

Distribution Organisation - TANZANITE

AMITS APPLIANCES TYREBS TYRES Fertilizers Pharma (Own Brands)

SD Sales Offices list list list list list list

SD Sales Groups list list list list list list

MM Plant list list list list list list

SD Shipping Point list list list list list list

Date: 4-Nov-12 End user Manual Version 1.2

Credit Control Area

Date: 4-Nov-12 End user Manual Version 1.2

5 MASTER DATA IN SALES AND DISTRIBUTION

2. Material Master (Sales Views)

4. Customer credit master

5.1 Customer Master

5.1.1 Create Customer Master (All view)

General data can be maintained using this process.

Transaction code (TCODE) XD01

Input /nxd01 in the command prompt and press ENTER

Refer FI user manual for company code related data.

Date: 4-Nov-12 End user Manual Version 1.2

RC number has to be entered in search term 1.

Date: 4-Nov-12 End user Manual Version 1.2

Date: 4-Nov-12 End user Manual Version 1.2

Click sales area data and input details as shown below

Date: 4-Nov-12 End user Manual Version 1.2

Click Save button. System responses with the following message.

Note down the customer number created internally.

5.1.2 Change Customer Data (All view)

Input TCODE and press ENTER.

Date: 4-Nov-12 End user Manual Version 1.2

Click Save button. System responds with

---- if no changes were made

---- If changes were made.

5.1.3 Display Customer Data (All view)

Date: 4-Nov-12 End user Manual Version 1.2

Select the required data section and view the details.

5.1.4 Extend Customer Data to different Company code

Input TCODE and press ENTER.

Date: 4-Nov-12 End user Manual Version 1.2

Save the extended customer.

5.1.5 Extend Customer Data to different Sales area

Input TCODE press ENTER

Date: 4-Nov-12 End user Manual Version 1.2

5.1.6 Change Customer Sales Area data

Input TCODE and press ENTER

Input customer code and click customers sales area button

Select the required sales area to change

Date: 4-Nov-12 End user Manual Version 1.2

Change the values as required and click Save button.

5.1.7 Display Customer Sales Area data

Input TCODE and press ENTER.

5.2 Material Master Data

5.2.1 Create Material Master Data Sales view

Date: 4-Nov-12 End user Manual Version 1.2