Note- SAP has the standard sales document but as per business requirement we can customize them

as mentioned below.
1. Inquiry
Sales Document – (IN)
Use- Business requires some inquiry about the products, it may convert Quotation.
Transaction Code – VA11 (Create), VA12 (Change), VA13 (Display)

Save the Document and Inquiry number will be created.

 2. Quotation
Sales Documents – (QT)
Use- Business requires some Quotation about the products; quotation can be raised by new or existing
customer.
Transaction Code (T-Code) – VA21 (Create), VA22 (Change), VA23 (Display)

As per above screen shot, flow will remain the same, only need to change the T-code and sales
document.

3. Standard Order
Sales Document – (OR) / (Z01)
Use- Business wants to purchase products; so the sales order is a legal contract between a customer
and company and once the invoice is created customer account is credited
Bussiness Process - {Order→ Delivery→ Post good issue (PGI) →Invoice (Billing)}
Note- in standard order related Billing, invoice will fit the account.
Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)

Save the document and order number is generated

With the reference of Order (400008) create Delivery Document
Transaction Code- VL01N (Create), VL02N (Change), VL03N (Display)

Save the document and delivery document will be generated

Once the delivery document is created, now need to do the Post Good issue (PGI)
T-Code (VL02N)

Now the Goods has been issued

With the reference of Delivery (80015193) create Billing Document (Invoice)
Transaction Code- VF01 (Create), VF02 (Change), VF03 (Display)

Save the document and Billing (invoice) document will be generated, that will fit into the Account
The entire sales cycle is complete now in order to check it and you can see the DOCUMENT
FLOW.

Open the VA02/VA03, and put the sales document number (400008)

Now look at the documents flow, this is shown the process, how documents cycle run..

Here, Accounting Document is showing ‘’Not Cleared, it will be clear once the customer will pay
the amount against raised Invoice.
 4. Free of Charge Delivery
Sales Document – (FD) / (Z10)
Use- Business supply the product free of charge to customer for many purpose (depend on business
process) but not generated any accounting document for the customer, only sample invoice is created
(Pro- forma invoice)
Business Process - {Order→ Delivery→ Post good issue (PGI) →Pro - forma invoice (Billing)}
Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)
NOTE- Free of charge delivery flows the same process as standard sales order, only difference is,
the billing document does not fit to account and create only Pro-forma invoice, it’s just a sample
invoice.

5. Return without Reference

Sales Document – (RE) / (Z30)
Use- Business supply the product to customer and customer return the product (reason can be differ)..
for exp:- Business sell the 100 qty to customer and customer consume only 80 qty out of 100, and
remaining 20 qty now expired with customer …. So that case customer return 20 qty without reference.
Business Process - {Return Order→ Return Delivery→ Post good Receipt (PGR) → Credit Note
(Billing)}
Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)
Returns without ref order (60000088) has been created but along with that there is Return
Delivery (84000033) also created automatically, (so there is no need to create Delivery document)

Because of the Delivery document already being created; hence we just need to create only PGR
T-Code – VL02N (Change), VL03N (Display)

Note- Storage Location needs to Z009 (Block) because its return product, which is not sealable
item again.

As customer return the Product, Hence Credit Note (Billing) needs to be created.
T-Code – VF01(create), VL02 (Change), VL03 (Display)

Here, save the document, Credit Note Document is created and customer will get the credit…
In order to look at the Document Flow Chart- for Z30 (Return without Reference)

6. Return with Reference

Sales Document – (RE) / (Z31)
Use- Business supply the product to customer and customer return the product (reason can be differ)..
for exp:- Business sell the 100 qty to customer and because of some reason he return the complete 100
qty, so in that case return will be done through reference of Billing document.
Business Process - {Return Order with Reference of billing document→ Return Delivery→ Post good
Receipt (PGR) → Credit Note (Billing)}
Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)
Note- Once you click on Copy Tab … System will copy all the relevant data for Return
Delivery with Reference of billing Documents; you don’t need to put any other
information in the order like Customer number, Material Number, Etc.

Delivery + PGR and Credit Note (Billing document) will be done as same as its been
done for Z30 (Return without Ref.)

In order to look at the Document Flow Chart- for Z31 (Return with Reference)
 7. Credit Memo
Sales Document – (G2) / (Z71)
Use- Some time business has to give the credit to customer (can be many factors), and which is not
relevant for number of qty but price difference has a priority.
EX- Product value is 45000 rs but business wants to give the discount to customer, let’s say 20 % so to
get the benefit of 20%, business needs to give that discount in amount (9000rs), Remember:- there is
no physical product involve in the process so No Delivery is required
Business Process - {Credit Memo→ Credit Note (billing document)}
Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)
Double click on Item Line of material, you can see the tab ‘’Conditions’’

Now Put the amount value system will fill the pricing

Save the document and credit memo will be generated.

As already mentioned there is no delivery involve in the process so we can directly create
the Credit Note (Billing Document) to Customer.

T-Code- VF01 (Create), VF02 (Change), VF03 (Display)

Save the document and Credit Note number will be generated and customer will get the
20% (9000 Rs) discount.

In order to look at the Document Flow Chart- for Z71 (Credit Memo)

8. Debit Memo
Sales Document – (L2) / (Z72)
Use- Some time business has to give the Debit to customer (can be many factors), and which is not
relevant for number of qty but price difference has a priority.
EX- Product value is 45000 rs but business gave the discount to customer, let’s say 20 % so to get the
benefit of 20%, business needs to give that discount in amount (9000rs), now business realized that
customer do not deserve the 20% discount, so revert 20% discount from the customer. Remember:-
there is no physical product involve in the process so No Delivery is required
Business Process - {Debit Memo→ Debit Note (billing document)}
Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)

Note- All the Process will remain the same for Creating the Debit Note

Transaction Code (T-Code) – VA01 (Create), VA02 (Change), VA03 (Display)

Double click on Item Line of material, you can see the tab ‘’Conditions’’
Now Put the amount value system will fill the pricing

Save the document and Debit memo will be generated.

As already mentioned there is no delivery involve in the process so we can directly create
the Debit Note (Billing Document) to Customer.

T-Code- VF01 (Create), VF02 (Change), VF03 (Display)

Save the document and Debit Note number will be generated and customer will get the
20% (9000 Rs) discount.

In order to look at the Document Flow Chart- for Z72 (Debit Memo)
  Cancellation for Invoices
Use: - Some time business wants to cancel the invoice (reason can be differ), in that case system has
to cancel the invoice followed by reverse of stock and cancel the delivery and order.
Steps – Invoice Cancel (VF11)>>> Reversal of inventory (VL09)>>> Cancel Delivery (VL02N)>>>
Cancel Order (VA02)

1ST Step
VF11 (Invoice cancel)

2ND Step
VL09 (Reversal of Inventory)

Execute it...

Once reverse the it, the reversal document will be created.

Now need to delete the Item Line from Delivery document, otherwise QTY of material
will show in Open Status.
T-Code- (VL02N)

Now need to delete the Item Line from Order document, otherwise QTY of material will
show in Open Status.
T-Code (VA02)
Process is now completed and whole cycle of document will be eradicated…

 Stock Transfer Order/Note

Use: - when business wants to transfer the stock between the two plants falling into same company
code. (Receiving Plant = Customer), (Delivering Plant = Vendor)

Steps – Create Purchase Order >>> Release the Purchase order by creating delivery documents
(VL04)>>>PGI (Good Issue) (VL02N)>>> received the goods (MIGO)

T-Code – (ME21N)
Save the document and Purchase order number will be created for Stock Transfer order,

Release the Purchase order by creating delivery documents

T-Code (VL04 or VL10B)

Once you save the document … Delivery document 80015195 created against the Purchase
Order..
Now do the PGI for Delivery document
T-Code (VL02N)

By doing the PGI, stock will be in Transit position (to check it MB5T).

Now Need to Receiving plant needs to Receive the Stock

T-Code (MIGO)

Once you save it, material receiving document number will be created…..and receiving plant will
get the asked material QTY…and check it through MMBE
 Some Standard Important Reports
1. VA05 – (Open Order Status/ All Orders including executed Sales Orders)
2. VF05- (Open Billing Document)
3. FBL5N- (To Check the Customer Ledger Account)
4. FBL3N- (To Check the Account through G/L Account)
5. V/LD – (To check the Pricing Report)
6. FB32- (Customer Credit Check Limit)