SAP SD Academy

Instructor: Joel Gopfert

TSCM60 4.7 Part 1 – Apostila 1

MySAP Business Solution

Core
• SAP modules, for instance, HR, MM, SD, etc.

SAP NetWeaver
• Web Application Platform – this solution permits other applications, like Java, to interface with
SAP R/3; integration between SAP and non-SAP components;
• People Integration – SAP Portals – Unique password, all the applications you need in the
same place;
• Information Integration – BW (Business Warehouse), MDM;
• Process Integration – XI – BPM (Business Process Management) – possibility to configure the
system using processes-based methodology. Drawning processes in R/3. Flexibility.

SAP R/3 Enterprise

• For companies that already have SAP R/3 installed;
• It is composed by CORE + Application Platform (Web Application Platform);
• This solution is not sold for new customers.

MySAP ERP
• For new customers;
• It is composed by CORE + SAP NetWeaver;

MySAP Business Suite

• The more complete SAP installation;
• It is composed by CORE + SAP NetWeaver + MySAP CRM (Customer Relationship
Management) + MySAP SRM (Supply Relationship Management – E-procurement) + MySAP
PLM (Product Lifecycle Management) + MySAP SCM (Supply Chain Management);

SAP Customer Services Network

• Consulting for business solutions;
• Services for solution operations;
 • Training;
• Support (24x7 supports, Early Watch, Going Live).

MySAP Enterprise Portals

• Enable, with a unique sign-on, users accessing a wide range of applications, such as R/3,
legacy systems, other Internet services, MySAP BI, etc.

SAP BW
• This solution can extract and use data from many sources, including SAP and non-SAP
systems, commercial data services or other BW systems.

Business Transactions
• All data and programs in the SAP R/3 system are stored in the database;
• While online, the system checks the definition of the table fields in the ABAP dictionary and
compares it with the data format of the user’s field entries. This check on R/3 application level
(ABAP Dictionary) guarantees data consistency before the data is transferred to the database.

BAPI – Business Application Programming Interface

• It’s an interface that access processes and data;
• A BAPI is assigned to one and only one business object;
• Business Objects examples: Employee, Sales Order, etc.
• There is a transaction called BAPI that shows all the BAPI’s available in the system.
• The difference between BAPI and Batch Input is that this one is dependent of screen structure.
When an error occurs, the batch input stops the processing. Using BAPI this problem doesn’t
occur.
• Examples: SAP Business Components (modules – FI/CO, SD), Business Objects (sales order,
purchase order), BAPIs (create sales order, create customer master data), Client Components
(like sales component – SD module – running on a laptop external to an R/3 system).

SAP Business Framework

• Using this solution is possible for customers to have a platform to configure and connect
business processes and information flow across all components of business framework, and
also across physically-separated application components (SAP and non-SAP).
ALE
• The ALE concept always relates to an enterprise structure with areas that have central tasks
and areas with tasks that are decentralized.

ATP e APO
• ATP (Available to Promise) – classic R/3 variant – stocks verification in only one plant (the one
that was assigned in sales order);
• APO – fully integrated variant – stocks verification in all plants. Demand Planning (DP), Supply
Network Planning (SNP).

Tips
• Sales Organization is assigned to Company Code;
• Sales Area is NOT assigned to Company Code.

Organization Units in Sales and Distribution

• Organization Units in SD represent the structure of an enterprise organization (the legal and
organizational views of an enterprise);

Company Code
• Legal entity and independent accounting unit (balance sheets required by law, profits and loss
statements);

Sales Organization
• This organization unit is responsible for distributing goods and services, negotiate sales
conditions;
• A sales organization is uniquely assigned to a company code;
• More than one sales organization can be assigned to a company code;
• To use the SD module is necessary at least one sales organization;
• In the sales statistics, the sales organization is the highest summation level;
• All items of an order, an outbound delivery or a billing document belong to a sales
organization;
• Sometimes it is related to a geographic area.

Distribution Channel
• Is a means through which sales materials reach the customers;
• Represents the company strategies to distribute goods and/or services to the customer;
• For instance: wholesale trade, retail trade, internet trade;
 • Several distribution channels can be assigned to a sales organization and for use SD module
at least one distribution channel is needed;
• This organization unit can be used to define responsibilities, achieve flexible pricing and
differentiate sales statistics.

Division
• Represents a product line (motorcycles, spare parts, etc);
• It has influence on material and customer master data and manager accounting;
• It is used to group materials and services;
• Several divisions can be assigned to a sales organization and for use SD module at least one
division is needed;
• It is possible to restrict price agreements with a customer to a certain division and also conduct
statistical analysis by it.

Sales Area
• Sales Organization + Distribution Channel + Division;
• Each SD document is assigned to exactly one sales area and this assignment cannot be
changed manually;
• A sales area can belong to only one company code and the assignment is done through the
sales organization ONLY.

Plant and Storage Location

• The organization unit DIVISION is not directly assigned to a plant;
• The plant is the location where materials stock is kept;
• It can represent a production facility or a group of storage locations in physical proximity; To
SD, a plant is the location from where materials and services are distributed and corresponds
to a distribution center;
• At least one plant should be created in order to be able to use SD;
• It must be uniquely assigned to a company code;
• The assignment between sales organizations and plants does not have to be unique;
• The plant is essential for determining the shipping point.

Shipping Point
• Controls the shipping activities;
• Each outbound delivery is processed by one shipping point;
• The shipping point is assigned at plant level;
• It is a physical place and should be near the delivering plant;
 • More than one shipping point can be assigned to a plant and it is possible to assign several
plants to a shipping point.

Tips
• Company > Company Code – non-mandatory structure; it is used when the company wants to
consolidate balance.

Sales Processes Overview

Pre-sales activities > Sales order processing > Inventory sourcing > Shipping > Billing > Payment.
1 2 3 4 5 6

1 – Pre-sales activities
• Creating and tracking customer contacts;
• Mailing campaigns;
• Answering customer questions;
• Inquiries;
• Quotations.

2/3 – sales order processing

• Contains all the information for sales processes;
• Check the availability of the ordered goods and publish the demand on materials planning.

4 - Shipping
• Creating outbound deliveries;
• Picking (optional);
• Packing (optional);
• Posting goods issue.

5 - Billing
• It serves as a data source for FI to help the company to monitor and process customer
payments;
• When a user creates a billing document, the G/L accounts is normally automatically updated.

6 - Payment
• Belong to FI;
• It updates GL accounts automatically.
Sales Document Structure (PROVA)
• Sales document has HEADER, ITEM and SCHEDULE LINE (this last one belong
UNIQUELY to an item and only the sales order have this structure);
• In a sales document the data can be displayed and processed in different views. The
views are grouped into overview, header and item screens;
• A new sales document is entered on an overview screen.

Outbound Delivery
• In order to create an outbound delivery document based on various sales order, these one
should have all the same characteristics such as:
o Shipping point;
o Due date;
o Ship-to address.
• The delivery document does not contain schedule lines. Each schedule line in the sales
document can become an item in the delivery document.

Posting Goods Issue

• When the goods issue is posted, the system automatically:
o Updates the quantities in inventory management and delivery requirements in
materials planning;
o Updates the value change in the balance sheet accounts for inventory accounting;
o Generates additional documents for accounting (controlling);
o Generates the billing due list;
o Updates the status in all relevant sales documents.

Billing Documents
• You can create billing documents through the combination of more than one deliveries since
these documents share some essential billing characteristics, such as:
o Payer;
o Billing Date;
o Destination Country
• Billing documents can be created either online or in background.
• To process billing documents efficiently, the data can be read and processed in different views.
The views are grouped in overview, header and item screens.
• Effects of billing document:
o The status in all related sales, delivery and billing documents are updated;
o The sales statistics in SIS are updated;
 o The customer credit account is updated;
o Debit posting on the customer receivables account and credit posting on the revenue
account.

Document Flow
• Only sales order contain schedule lines. Since each schedule line contains its own delivery
date, each deliverable schedule line becomes an item in delivery document. Therefore delivery
documents and billing documents do not need schedule lines.

Master Data
• Data sources in sales documents:
o Customer Master Data;
o Material master data;
o Condition Master Data;
o Other sales documents.

Customer Master Data

• General Data:
o valid for all organizational units within a client;
o maintained independently of organizational units;
o Tabs: address, control data, payment transactions, MKT, unloading points, export
data, contact persons.
• Sales Area Data
o relevant for SD;
o valid for the respective Sales Area;
o Tabs: Orders, shipping, billing document, partner functions.
• Company Code Data
o relevant for accounting;
o valid for the respective Company Code;
o Tabs: Account management, payment transactions, correspondence, and insurance.

Partners Functions in the Customer Master:

• Mandatory:
o Sold-to-party;
o Ship-to-party;
o Payer;
 o Bill-to-party.
• Non-mandatory:
o Contact persons;
o Forwarding agents;
o Personnel.

Effects of Changes in the Customer Master Data

• The alterations in the customer master data are not automatically changed in sales documents
that are already created, except the address in the customer master. The change of address in
customer data is valid for all partner functions.

Material Master Data

• Tab pages that are valid for SD:
o Basic Data (relevant for all OU);
o Sales Org. 1;
o Sales Org 2;
o Sales: General/Plant;
o Foreign Trade.

Cross Division
• It is possible to use this kind of processing to enter multiple materials with different divisions in
the same sales order.

Customer – Material Information Record

• Combination of certain customers and materials;
• The values informed in the info record are preferred in the sales documents processing to the
values from the customer or the material master data.
• It can be used for:
o Cross-reference of your material number and that one of the customer;
o Specific delivery information.

Output
• Output determination uses the condition technique, as with pricing;
• The layout of an output document is defined by a form in SAP Script; a form is assigned to an
Output Type.

Incompletion Log
 • This log will be showed automatically when the entries in the document are saved;
• It is possible to determine which fields will be part of the incompletion log using customizing;
• The incomplete log functions are available in the sales order and delivery.

Condition Master Data

• It includes prices, surcharges and discounts, taxes and freights;
• Can be percentage, quantity-dependent or amount-dependent;
• It is possible to specify a validity period;
• It is possible to maintain a scale;
• There is no limit to the number of scale levels.

Common Master Data – Distribution Channel

• It is possible to use a general/representative distribution channel if you do not need the master
data to be differentiated according to distribution channels.

Sales from Stock – Available

• It is possible to control the documents in sales using the sales document type. The same
occurs with delivery and billing documents;
• Examples for sales documents types: standard order, free of charge delivery, consignment fill-
up, credit/debit request;
• The sales document type is used to activate or deactivate functions that are automatically
executed depending on the business transactions.

Tips
• The five important things in SD:
1) Organizational Structure;
2) Sales Document Type;
3) Item Category;
4) Schedule Line Category;
5) Copy Control Procedure.

Determining the Delivery Plant Automatically (PROVA)

• 1º - Customer-material info record;
• 2º - Ship-to-party customer master data;
• 3º - Material master record.
• If none of this search steps find the delivering plant, no delivery plant is set in the sales
item.
• An item can not be further processed without a plant. For example, there is no
automatic determining shipping point or tax determination or availability check.
Shipping Point
• The shipping point is normally determined for each document item in sales order.

Determining the Shipping Point Automatically (PROVA)

• 1º - Shipping condition from the sold-to-party (view: shipping)
• 2º - Loading group from the material (view: general/plant data)
• 3º - Delivering plant.

Determining the Route Automatically

• 1º - Departure zone in customizing;
• 2º - Shipping condition in sold-to-party master data (view: shipping);
• 3º - Transportation group in material master data (View: SD);
• 4º - Transportation zone in ship-to-party general data.

Delivery Scheduling
• There are two possibilities:
o Backward Scheduling > the system take into account the Required Delivery Date
and makes the schedule backward according to the settings made by the company.
o Forward Schedule > if the result of the backward schedule means that the delivery
date cannot be confirmed, the system executes a forward scheduling; in this case, two
schedule lines are generated for the sales item: one for the date required by the
customer with no confirmed quantity and another with the confirmed delivery date and
the confirmed amount with the date calculated by the system.

Collective Processing in Shipping

• Selection criteria, for example, shipping point and selection date.
• To combine items from different sales order is possible only when they have several common
characteristics as:
o Shipping point;
o Date that delivery is due – taking into account the date informed in the list;
o Ship-to-party;
o Route;
o Incoterms.

Picking in Shipment Processing

• Picking confirmation can either be automatic or can be carried out in a separate processing
step (with WM module).
Lists
• Delivery list > outbound deliveries for sales orders;
• Picking work list > picking for outbound deliveries;
• Goods issue work list > post goods issue for deliveries – transactions that require picking are
only taken into consideration after the picking has been successfully carried out;
• Billing due list > billing for outbound deliveries and orders – they are only taken into
consideration if the goods issue has been already successfully carried out.

Sales from Stock – Shortage

• The availability check in sales order is processed according to the information in the material
master record;
• This check is carried out for the plant determined in the sales order at item level;
• The control can be set taking into consideration many elements, such as:
o Which type of stock will be used (safety, quality inspection);
o Which inward movements (purchase or production orders);
o Which outward movements (sales orders, reservations).

Partial Deliveries Permitted – Customer Master Data:

A) Enter a delivery with quantity different from 0;
B) Only create a delivery (also with quantity = 0;
C) Only completed delivery can be carried out;
D) Preferred subsequent delivery.

Shipment Document
• It is optional;
• It is created before you post the goods issue;
• The settlement of shipment costs for the shipment is optional.

Make-To-Order
• In the sales order processing it is possible to determine which material has to be purchased via
Procurement Process according to individual customer requirements. This is a make-to-order
process.

Pre-Sales Documents
• Inquiry (questions from the customer);
 • In the Standard, this document is considered completely referenced as soon as the quotation
referring this document is created;
• Without pricing.

Quotation (answers for the customers)

• This document can be referenced for as long as it takes for the full amount or the validity date
for it to be reached;
• With pricing;
• It is possible to customize the inquiry status for it to be always fully referenced with only one
quotation document referred to it, despite the quotation is partial.

Tips
• The Incompletion Log can be mandatory or not. It depends on a flag that exists in the IMG >
creating new sales documents types;
• During procurement, SAP determines the suppliers of the goods based on the data that has
been stored in the system. Is the supplier from one of yours delivering plants? And, if so, which
one?

Item Categories
• They provide additional control functions for the sales documents;
• It is defined by sales document type and item category group in materials master data;
• An item category can influence:
o Whether the system runs automatic pricing;
o Whether the item appears on an invoice;
o Which fields are recorded in the incompletion log;
o Whether the item appears on a delivery;
o Whether you can create schedule lines for the item.

Item Category Determination Normal Item

• Sales Document Type;
• Item Category Group – material master data.

Tips
• Item Category Group for Make-to-Order Process – 0001;
• The Make-to-Order Process is characterized by the fact that materials are not stored in the
warehouse but produced and assigned especially for a particular sales order.
Process Overview
• Sales Order customer requirements > Materials Planning > Production > Goods Receipt >
Sales Order Specific Stock > Delivery > Goods Issue > Billing.

Cost Management by Item

• The costs are calculated from the withdrawal, production orders, internal activity allocation and
surcharges.

Packing
• It’s possible to combine delivery items and pack items in different shipping units.

Tips (PROVA)
• Goods issue for outbound delivery of an individual made material reduces the sales
order stock.

Returns and Credit Memo Processing

• You create returns, a credit and debit memo request, a credit and debit memo or an invoice
correction request after you have:
o Created a sales order;
o Delivered goods to the customer and billed the customer for the goods.
• Create a return request if the customer returns the goods to you;
• Create an invoice correction request if there is a price or quantity deviation;
• A billing block is automatically assigned when the sales order is created for this process;
• If the credit or debit request is rejected, a reason for rejection for the item is informed in the
system;
• Rejected items are not transferred into billing documents.
TSCM60 4.7 Part 2 – Apostila 2

Sales Order Processing

Sources for Document Data
• Master data – customer and material, pricing;
• Existing document data – document data that has already been entered;
• Customizing – to set default values;
• Hard-coded controls – for instance, proposing plant automatically.

Deriving the Sales Area

• Each sales order is assigned to a unique sales area;
• If the sales area information wasn’t informed by the user, the system derive it from sold-to-
party automatically;
• If one sold-to-party was assigned in several sales areas, a selection screen appears and its
possible to choose the required entry;
• It’s possible to create a new sold-to-party master record from within the document creation
transaction (VA01).

Order Data from the Customer Master

• The delivery address and the tax information are taken from the ship-to-party’s master record
because it can be located in a different place from sold-to-party;
• The payer conditions in the sales order are taken from the payer’s master record because it is
responsible for the payment of your receivables;
• The bill-to-party contains the address to which the invoice should be sent. This address can be
different from that of the payer.

Business Data
• For instance, payment conditions, incoterms, etc;
• It’s possible to decide in customizing if the business data information from the header can
differ from that one in item level. This control can be set in the item category.

Blocks and Rejections

• The sales order can be blocked:
o For shipping – it’s possible to block the delivery, the picking or the goods issue;
o For billing – it can be set in the header or in the individual items;
• The reason for rejection can be done for one or more items;
 • In the copy control procedure is possible to avoid the rejected item being copied into
subsequent documents.

Changing Sold-to-party in Sales Document

• Re-determined data
o Customer Master;
o Customer-Material Info Record;
o Texts;
o Free Goods;
o Prices;
o Output;
o Plant and Shipping Point.
• There will be no changes if there are status-relevant preceding documents or subsequent
documents.

Controlling Business Process in Sales

• The instruments for control business process in sales are sales document type, item
category and schedule line category.

Functions of Sales Document Type

• Number assignment;
• Assigning basic functions (partner determination, incompletion log, output);
• Mandatory reference (for instance, create a sales order with billing reference for credit
memos);
• Default values (date, blocks);
• Enhancement for contracts;
• Checks (divisions, open contracts, info record).
It’s possible to limit the validity of the sales documents types at the level of sales organization,
distribution channel and division.

Controlling Sales Documents Using Item Category

• Item Category Functions
o Separate business data;
o Schedule line permitted;
o Delivery relevance;
o Billing relevance;
o Pricing;
 o BOMs;
o Completion rule.
• The delivery relevance indicator is only for items without schedule lines. You could indicate
that a text item is relevant for delivery, for example, so that the system copies this item from
the sales order into the delivery document;
• The item category is assigned to the sales document types. This assigned is influenced by:
o The item category group from the material master record;
o Item usage (for instance, TEXT if the user wants to inform materials only with texts instead
of a material number or FREE for controlling free goods items).
o Item category of a higher-level item (in case of a sub-item – BOM).

Schedule Line Category

• Examples
o Pre-Sales Phase – AT (inquiry schedule line), BN (schedule line in quotation w/out MRP);
o Outline Agreements – CV (scheduling agreement with deterministic MRP);
o Sales Phase – CP (order schedule line with MRP), C0 (consignment issue without
availability check);
o Complaints – DN (schedule line in returns w/out MRP), D0 (consignment returns).
• The first character indicates the sales process in which the schedule line is used:
o A = Inquiry;
o B = Quotation;
o C = Order;
o D = Returns.
• The second indicates what happens to the schedule line within logistics:
o T = No inventory management;
o N = No materials planning;
o V = Consumption-based planning;
o X = No inventory management with goods issue;
o P = Material requirements planning.

Schedule Line Category in Customizing

• Goods movement assignment;
• Requirements transfer control;
• Availability check control;
• Delivery relevance.
• Schedule line in quotations is not relevant for delivery.
Assignment: Schedule Line Category to Item Category
• Item Category + MRP Type (material master record);
• 1º - The system tries to determine the schedule line category using the combination above;
• 2º - If no match is found, the system searches for the key combination Item Category + blank
(no MRP type).

Data Flow
• It is possible to create documents with reference to another one, such as: Inquiry, Quotation,
Sales Order, Contract, Scheduling Agreement and Billing Document. NO DELIVERY.
• When it is necessary to create a document with reference, the tab showed by the system in the
dialog box depends on the sales document category and the Mandatory Reference Field;
• It is also possible to choose the items that will be copied by selecting the Item Selection button
in the dialog box;
• It is possible to create with reference from both the initial screen and during the document
entry;
• It is necessary to configure the copying controls to make this function works;
• If a reason of rejection is informed in the sales document, it receives a completed status.

Copying Control in SD
• The copying control can be set up for header, item and schedule line level;
• To control the copying control procedure, at each level is created:
• Data transfer routines – how fields are copied from the preceding document;
• Copying requirements – requirements that are checked when a document is created with
reference;
• Switches – settings specific controls for each transaction. For instance, if item numbers of the
preceding document will be copied or the item numbers will be new.

Special Business Transactions

• Rush Orders
o When the sales order type RO is created and the item delivery data is confirmed, the
system creates the delivery document type DF automatically;
• Cash Sales
o When the sales order type CS is created, the delivery type CS is created automatically
and a document that can be used as an invoice is printed for the customer (output type
RD03). A billing document type CS is created but the system does not print the invoice
during the billing.
• Consignment Process
 o Consignment Fill-up – the goods are delivered to the customer using the order type CF
but remain the property of the company until they are actually used. The goods issue
sets up a special stock at the customer’s, but this stock remains in the valuated stocks
in the delivering plant. This part of the process is not relevant for billing;
o Consignment Issue – is processed using order type CI. At this part of the process, the
special stock and the stock in the delivering plant is reduced. This transaction is
relevant for billing;
o Consignment Pick-up – order type CP. This transaction is not relevant for billing;
o Consignment Returns – order type CR. The goods issue sets up the special stock at
the customer again. A credit memo is generated to the customer.
• Deliveries Free of Charge
o Order type SDF.

Incompleteness Log
• The procedure of incompletion log can be customized in the following levels:
o Sales document header
o Sales document item
o Sales document schedule line
• The incomplete data can affect the further process and it’s possible to control this through the
status groups. This field is responsible for decide what steps should be done to prevent further
problems if data is missing.

Business Partners and Partner Determination

• Partner Types (vendor, customer, employee)
• Mandatory partner functions:
o SP – Sold-to party
o SH – Ship-to party
o BP – Bill-to party
o PY – Payer

• Non-mandatory partner functions:

o AP – Contact person
o FA – Forwarding agent
o ER – Employee responsible
• A partner can be assigned both on customer master and sales document;
• Only one partner can be assigned to each partner function, except for outline agreements
(partner functions AA and AW);
 • The partners can be assigned at header or item level;
• It is possible to determine which partner function must be entered (mandatory);
• The changes in partner functions determination in sales order do not affect the customer
master record.
• Account groups – controls the data that should be displayed, mandatory or optional in the
customer master record. According to the account group assigned to the customer in the
customer master record, the system decides about the information necessary for the customer
and the screen sequence necessary for the master data.

Outline Agreements
• The two main outline agreements in SAP R/3 are:
o Scheduling agreements:
 Document type SA;
 Valid for a certain period of time;
 Fixed delivery dates and quantities;
 No sales order is needed to process the scheduling agreement.

o Contracts
Quantity:
 The contract does not contain any schedule lines, delivery quantities or delivery dates;
 The schedule lines are created when the release order is placed referring the contract
(it is processed like a standard order);
 It is possible to create release orders from the contracts in the following ways:
 Choose create with reference on the initial screen;
 In the sales document menu choose Sales document > Create with reference > Toto
contract…
 Assign an order item to a contract subsequently;
 Use the automatic system search for open outline agreements when the order is being
created.

Value:
 Valid Materials – materials that can be restricted to use, as follows:
 Product hierarchy;
 Assortment module (list of valid materials);
 The contract values must be release, so it is possible to bill it. There is no automatic
billing for contracts.
Partners Authorized to Release Contracts
• Partners authorized to release are only checked at header level;
• It is possible to have more than one partner authorized (sold-to and ship-to). If it happens,
when creating the release order the user has to choose which one will be placed in the release
order.

Material Determination
• The material determination in sales order is done by condition technique;
• It is not necessary to have a material master record for the material number that is being
replaced;
• The item overview for Sales A contains information about the material that was originally
entered as well as the reason for substitution.

Free Goods
• Inclusive – when the free good material is the same material that is being sold;
• Exclusive – when the free good material is not the same material that is being sold; The
exclusive free goods appear in SD document as an individual, free-of-charge item;
• The condition technique is used for free goods;
• The procedure contains a list of the condition types for the free goods;
• One access sequence is assigned to each condition type;
• In the condition technique each access contains exactly one condition table;
• If the search made by the system is successful, it generates a sub-item for the free goods in
the document. The item category assigned is with the item category usage FREE.
• The same explanation about the condition technique is valid for material determination.