FD Consignment Process 1.0

206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

SAP Sales Order Management Scenario 1

Consignment Process Functional Design Document Version: 1.0

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process Usage guidelines and Specific Instructions: •

Document Flow- The flow of the document is generic. Specific changes to the flow will be required to be done by the company team to suit the company context.

•

Document Content-The content explains the functional specification in a generic manner. Specific changes are required to be made to meet company requirement.

•

Section 1 – The overall business requirements along with the assumptions, dependencies, target audience, processing method, output type and volume of transactions are to be clearly specified in this section.

•

Section 2 – This section caters to the detailed functional requirement. The process flow diagram is to be compulsorily designed and documented here. Finer details like the section and sorting criteria, SAP transaction are to be furnished in this section.

•

Section 3 - All the configuration steps to carrying out the functional design needs to be documented here.

•

Section 4 – The section needs to cover all the key business test conditions that the design has to satisfy.

•

Section 5 – All issues that have cropped up so far and their present status are to be highlighted in this section.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process Document Information Deliverable Name

Consignment Processing

Author

Guruvayurappan Rajan

Owner

Accenture

Team

SD

Status

Draft

Version

1.0

Document Review & Sign-off Signatories Role

Name

Signature

Date

Name

Comments Received

Date

Reviewers Role

Revision History Version No. 1.0

Date 03/17/2012

Author Guruvayurappan Rajan

Revision Description Draft

Other Related Documents Related Document

Comment

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Contents 1. Overview and Scope.................................................................................................................................................6 1.1 Functional Description..........................................................................................................................................6 1.2 Dependencies / Constraints...................................................................................................................................8 1.3 Assumptions.........................................................................................................................................................8 1.4 Transaction Volume.............................................................................................................................................8 1.5 Frequency and Timing..........................................................................................................................................8 1.6 Processing Type...................................................................................................................................................8 1.7 Output Type (Online/Print/Spreadsheet)................................................................................................................8 1.8 Retention Requirements........................................................................................................................................8 1.9 Audience and Distribution....................................................................................................................................8 2. Detailed Functional Requirements.........................................................................................................................10 2.1 Functional Specification......................................................................................................................................10 2.2 Process Flow Diagram........................................................................................................................................12 2.3 SAP Transaction.................................................................................................................................................20 2.4 Error Handling...................................................................................................................................................22 2.5 Security and Authorization..................................................................................................................................22 2.6 Language details.................................................................................................................................................22 2.7 Processing and Operational Considerations..........................................................................................................22 2.7.1 Performance.................................................................................................................................................22 2.7.2 Batch Requirements......................................................................................................................................22 2.7.3 Data Maintenance Requirements...................................................................................................................22 2.7.4 Re-use Details..............................................................................................................................................22 2.7.5 Multi-company, Multi-jurisdiction Considerations.........................................................................................22 2.7.6 Other............................................................................................................................................................23 2.8 Change Management Requirements....................................................................................................................23 3. Design ....................................................................................................................................................................24 3.1 Design for Consignment Fill-up..........................................................................................................................24 The below configuration need to be carried out:.......................................................................................................24 Sales document ZKB needs to be created from the standard document type KB.....................................................24 Document type ZKB must be made copy relevant for delivery type ZLF and billing type ZF9 (proforma invoice)24 Item category ZKBN created by copying standard item category KBN, this will be made pricing relevant for transferring prices and excise duties in the proforma invoice and further in the excise invoices................................24 3.2 Design for Consignment Issue ............................................................................................................................24 The below configuration need to be carried out:.......................................................................................................24 Sales document ZKE needs to be created from the standard document type KE.....................................................24 Document type ZKE must be made copy relevant for delivery type ZLF and billing type ZF2. .............................24 3.3 Design for Consignment Return .........................................................................................................................24 The below configuration need to be carried out:.......................................................................................................24 Sales document ZKR needs to be created from the standard document type KR....................................................24

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process Document type ZKR must be made copy relevant for delivery type ZLR and billing type ZRE (Credit memo for Returns)........................................................................................................................................................................24 3.4 Design for Consignment Pick-up.........................................................................................................................25 The below configuration need to be carried out:.......................................................................................................25 Sales document ZKA needs to be created from the standard document type KA....................................................25 Document type ZKA must be made copy relevant for delivery type ZLR................................................................25 4. Testing Requirements.............................................................................................................................................26 4.1 Key Business Test Conditions.............................................................................................................................26 4.2 Technical Test Conditions...................................................................................................................................26 4.3 Risk and Controls Test Conditions......................................................................................................................26 4.4 Testing Considerations/Dependencies ................................................................................................................26 5. Outstanding Issues..................................................................................................................................................27 6. Appendix................................................................................................................................................................28 6.1 Glossary of Terms..............................................................................................................................................28 Sales Document Header - The sales document types represent the different business transactions in sales, such as inquiry processing, quotation processing, and consignment stock processing. (For example, Document types ZKB, ZKE, ZKR and ZKA has been created from the standard document types KB,KE,KR,KA)....................................28 Sales Document Item - Item categories together with the sales document types represent the different business transactions in the SAP system. The item categories contained in the standard SAP R/3 System, together with sales document types; represent the most common business transactions. (For example, Item category ZKBN has been created from the standard item category KBN)...........................................................................................................28 Schedule line - The division of an item in a sales document according to date and quantity. For example, if the total quantity of an item can only be delivered in four partial deliveries, the system creates four schedule lines and determines the appropriate quantities and delivery dates for each schedule line........................................................28 Schedule line category - A classification that distinguishes between different kinds of schedule line. The category determines how the system processes the schedule line. .......................................................................................................................................................................................28 Number ranges - A number range is provide for all document type and will be unique for each of them. (For example, Sales order document type can have 4000000000 to 4999999999). .......................................................................................................................................................................................28 Movement type - A classification key indicating the type of material movement (for example, goods receipt, goods issue, physical stock transfer). .......................................................................................................................................................................................28 Goods movement - A physical or logical movement of materials leading to a change in stock levels or resulting in the consumption of the material. .......................................................................................................................................................................................28 Availability check for sales - The indicator is determined as a proposal in conjunction with the respective requirements type. It can be changed in individual shipping transactions. However, only one restriction is effective. .......................................................................................................................................................................................28 6.2 Additional Supporting/Reference Documentation................................................................................................28

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

1. Overview and Scope 1.1 Functional Description [Provide a high-level description of the business requirement that will be addressed.] Consignment stock is merchandise that is stored at the customer location. The customer is not obliged to pay for the stock because consignment stock remains the property of company until they are withdrawn from the customer special stock. The consignment process is divided into following 4 actions. 1. Consignment fill-up: Consignment fill-up is stock transfer from company’s warehouse to customer location owing to shortage of stock at the customer location. The stock needs to be seen and controlled by SAP due to that the stock remains the property of company even it exists physically at the customer location. The stock also needs to be distinguished from other stock located at company warehouses in SAP. 2. Consignment issue: Consignment issue is stock withdrawal from consignment stock for customer’s use. This action obliges the customer to pay for the consumed stock. That means that company can create invoices once the withdrawal is agreed by both parties. 3. Consignment pickup: Consignment pickup is stock transfer back to company’s warehouse from customer location. 4. Consignment returns: Consignment return is a return from consumption to consignment stock. The returned stock is controlled as consignment stock once again. And credit memo is involved to pay the amount back to the customer. Client would like SAP to support the whole consignment process. In order to support this scenario, client needs following functions. 1. Transaction to send the stock from a client warehouse to a customer place as consignment stock. Other consignment processes than consignment fill-up are as below: 1. Consignment issue 2. Consignment pickup and returns Individual requirements for Consignment fill-up Sales order type ZKB will be created by copying standard SAP sales order type KB and make use of it as template for this scenario. 

Number range: o ZKB (Consignment fill-up): 0000000001 - 0499999999



Form: o Order confirmation:　

Individual requirements on consignment issue Sales order types “ZKE“ will be created by copying standard SAP sales order type “KE” and make use of it as global template for the scenario.  Number range: o ZKE (Consignment Issue): 0000000001 – 0499999999

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Individual requirements for Consignment Return We will create following order types for sales, delivery, and billing by copying standard SAP and make use of them as template for the scenario.  Sales order type: o ZKR copied from KR. 

Delivery order type: o ZLR copied from LR.



Billing document type: o ZRE copied from RE.



Number range for sales order: o ZKR (Consignment return): 0600000000 - 0649999999



Number range for delivery order: o ZLR (Return delivery): 0900000000 - 0999999999



Number range for billing document: o ZRE (Credit for Return): 0900000000 - 0999999999



Billing block o Billing block should not be set by default because approval is performed outside the system..

Individual requirements for Consignment pick-up Order types for sales and delivery below will be created by copying standard SAP and make use of them as template for the scenario.  Sales order type: o ZKA copied from KA. 

Delivery order type: o ZLR copied from LR.



Number range for sales order: o ZKA (Consignment pickup): 0600000000 - 0649999999



Number range for delivery order: o ZLR (Returns delivery): 0900000000 - 0999999999 Delivery block o Delivery block should not be set by default because approval is performed outside the system. Status of picked up stock o Picked up stock should be returned to COMPANY with blocked status. Personnel of the sales department needs to specify storage location for return at PGR.





SAP does not have a proper movement type to realize this requirement. Hence, personnel of logistics department manually changes stock status from unrestricted to block by using a function of transfer posting as workaround.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

1.2 Dependencies / Constraints [Indicate any dependencies or constraints that may impact development, in terms of requirements from internal or external applications or teams, limited access to legacy system, time constraints or data restrictions. Also, please specify schedule dependencies e.g., interface or batch jobs that must run prior to execution.] Not applicable.

1.3 Assumptions [Describe any assumptions made while completing this design. What functionality is expected of configuration or other developments that pass information to this development and/or retrieve the information processed by it (e.g., performance, triggers, exceptions, etc.)?] For sales department, it makes heavy workload to manage this consignment process due to following reasons. 1. The place is physically far from Plant and stock movements cannot be seen. 2. Many activities are involved for consignment process especially for consignment issue such as calculating actual goods issue quantity, creating sales order and deliver order, post good issue and etc.

1.4 Transaction Volume [What is the expected volume of data expected to be read and outputted through the form? ]

1.5 Frequency and Timing [What is the expected frequency and timing of processing ]

1.6 Processing Type [Please indicate the type of processing used by the report; i.e. Batch, Real Time etc]

1.7 Output Type (Online/Print/Spreadsheet) [Please indicate the type of output required for the form; i.e. file format, printout, excel export etc] Save to File X

Send to Print Download to Excel (Note: This requires a Real time, not Batch report)

1.8 Retention Requirements [Identify any requirement to retain the form, for what period of time, and in what format. Also indicate any archiving requirements.] There is no retention period for the document itself.

1.9 Audience and Distribution [Indicate who the intended audience is for the forms, and if known, the expected number of users and distribution methods employed. Also include any security/access restrictions.]

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process Audience Group

Use/Distribution

Estimated Number Users

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

2. Detailed Functional Requirements 2.1 Functional Specification [Provide a high-level description of the functional requirements and steps] The business delivers stock to a customer on consignment. This process is called the consignment fill-up. The consignment fill-up process is used to replenish the customer’s consignment stock. Consignment stock is monitored in the system by individual customer and material. This type of stock is referred as special stock. Client Company maintains ownership of consignment inventories. Consignment processing offers the participating partners several advantages. Customers store the consignment goods at their own warehouses. The customer can access the goods in the consignment warehouse at any time. They are only billed for the goods when they are removed from the special stock.

Creating a consignment fill-up The consignment fill-up process is used to replenish the customer’s consignment stock. Goods issue of the appropriate stock is posted from the unrestricted-use stock to consignment stock (special stock). The goods remain the property of COMPANY. When you ship consignment stock to the customer, you need to create a consignment fill-up order (order type ZKB) as the first step. After saving a document, you can print out an order confirmation and send it to the customer if necessary. The next step is delivery creation. As a result of outbound processing is carried out, the following actions are made. • •

The relevant quantity is transferred under the same plant from regular inventory to special stock for customer. Hence, the total valuated stock for the plant remains the same. The transaction is relevant for pricing as client wants to pass on the excise duties.

The next step is proforma invoice creation and then the last step is to create the Excise Invoice.

Creating a consignment issue Consignment issue represents the customer consumption of consignment goods. This scenario starts from checking quantity consumed from consignment stock. In order to perform this step, personnel of the sales department checks consignment stock information at a customer and stock movements involved. Then he or she prints out the information and sends it to the customer. Once customer receives the report by email, fax, or etc, he or she checks physical stock and fill in the information on the sheet. Then he or she returns it to the personnel of sales department. In some cases, the personnel of the sales department go to the customer place and conducts physical check on current stock with the customer. The personnel of the sales department check the stock and fills in the stock information on the screen or upload an excel sheet and saves the information. Then the add-on program calculates the actual quantity consumed by the customer and creates sales order. Page 10 of 28

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Consignment Pick-up The consignment pick-up process takes place for various reasons such as in the case COMPANY stops trading with a customer. This scenario starts when a customer requests COMPANY sales department the return of consignment stock to COMPANY’s physical location. Authorized personnel of sales department checks the achieved condition for the transaction first and informs to personnel of the sales department whether the authroized personnel approves it. Then the personnel of the sales department creates consignment pickup order. The operator creates delivery order for the consignment pickup order and prints out picking list and delivery note. Picking list is used to check quantity of actual stock picked from customer location and delivery note is sent to the customer as proof of this transaction. This scenario doesn’t involve billing process because the transfer of inventory ownership doesn’t occur.

Consignment Return The consignment return takes place when a customer wants to return product under customer possession to COMPANY as consignment stock and to receive a credit for the return. This scenario starts when a customer requests returning a product to the COMPANY sales department. If COMPANY accepts, then an operator of sales department creates consignment return order, the delivery order, and conducts post goods receipt in sequence based on the agreed return condition such as quantity. The operator needs to check on SAP the increase of consignment stock. For approval process, authorized person needs to verify and approve the return outside the system before COMPANY accepts it. When customer sends a proof which indicates the stock is received properly as consignment once again, the personnel of sales department checks that there is no difference between the proof and SAP post good receipt quantity and forward vouchers to personnel of the billing department. The last step of this scenario is posting a credit memo for the return. Credit memo is manually created in the system by personnel of the billing department and the credit note is printed out automatically. The billing department personnel conducts a final check on the credit note and sends it to the customer.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

2.2 Process Flow Diagram [Insert a flow diagram describing the screen sequences / data retrieval sequences] Process Flow Diagram for Consignment fill-up When you ship consignment stock to the customer, the relevant quantity is removed from regular inventory in your plant and is added to the special stock for the customer. The total valuated stock for the plant remains the same. The transaction is relevant for pricing since the company wants to pass on the excise duties to the customer at this point.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Process Flow Diagram for Consignment issue When the customer removes consignment stock to use or sell , the relevant quantity is deducted from both the customer’s special stock and your own total valuated stock The transaction is relevant for pricing since the goods now become the property of the customer

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Process Flow Diagram for Consignment Return If your customer wants to return goods to the consignment stock, the relevant quantity is added to the customer’s special stock at the plant where the goods are returned Since the ownership of the goods is passed from the customer back to your company, the transaction is relevant for billing. In this case, the customer receives a credit memo for the returned goods To credit a return, you must first approve the request for a credit memo.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Process Flow Diagram for Consignment pick-up If the customer returns consignment stock to you, the relevant quantity is deducted from the customer’s special stock and is added back into your regular stock at the plant where the goods are returned. Your total valuated stock remains the same since the returned stock was regarded as part of your own inventory even while it was at the customer’s premises. This transaction is not relevant for billing.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

2.3 SAP Transaction [SAP transaction that is required to execute this process]

Steps for creating a consignment fill-up: Sr. No. 1.

SAP Transaction Code VA01

Description Create a sales order using order type ZKB. Enter the required data on the customer, the consignment goods and the delivering plant. Enter all other relevant data and save the order.

2

VL01N

Create a delivery as the subsequent document for this sales order and, after picking has been completed successfully, post goods issue. The underlying goods movement type is a stock transfer. This ensures that when goods issue is posted, consignment special stock is created for the customer concerned. If special stock of this kind already exists in the delivering plant for this customer, the goods are posted to this special stock.

3.

VF01

Create a proforma invoice using ZF9 billing type to pass on the excise duties.

4.

J1IIN

Create excise Invoice to post the excise duties.

Steps for creating a consignment issue Sr. No. 1.

SAP Transaction Code VA01

Description Create a sales order using order type ZKE. Enter the required data on the customer, the consignment goods and the delivering plant. Enter all other relevant data and save the order.

2

VL01N

Create a delivery as the subsequent document for this sales order and, after picking has been completed successfully, post goods issue. The goods are then reduced by the relevant quantity in the special stock assigned to the customer. This goods issue also reduces your total stock.

3

VF01

Invoice the delivery which issues the consignment goods.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

Steps for creating a consignment return: Sr. No. 1.

SAP Transaction Code VA01

Description Create a sales order using order type ZKR . Enter the required data on the customer and the consignment goods. Enter all other relevant data and save the order.

2.

VL01N

Create a returns delivery for the sales order (the system automatically chooses delivery type ZLR). The goods issue posting cancels the goods issue posting which was carried out when the consignment goods were issued. This posting records the return of the goods to the plant where goods receipt was carried out.

3.

VF01

Create a credit memo for the consignment return you created in 1.

Steps for creating a consignment pick-up: Sr. No. 1.

SAP Transaction Code VA01

Description Create a sales order using order type ZKA . Enter the required data for the customer, the consignment goods and the plant to which the goods are to be returned. Enter all other relevant data and save the order.

2

VL01N

Create a returns delivery for the sales order (the system automatically chooses delivery type ZLR). The transaction is completed by the goods issue posting which initiates a transfer posting from the customer's special stock to your plant stock.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

2.4 Error Handling [Include potential errors, notification procedures, and contingency procedures.]

2.5 Security and Authorization [Detail the security requirements for processing this object, any data integrity issues associated with the object and the teams that will be responsible for processing the object]

2.6 Language details [Specify multi – site requirements here e.g. language requirements]

2.7 Processing and Operational Considerations 2.7.1 Performance [Highlight any performance considerations that should be considered during the design, such as restrictions to expected execution time.] 2.7.2 Batch Requirements [Include details required for batch processing (e.g., variant set-up, reconciliation requirements, etc.).]             

Submission Scheduling Considerations Run Frequency Start Date Start Time Estimated Volume Per Run Parameters / File Dependencies Job Dependencies Constraints Variant Required Field Text Suggested Value Description Not applicable (Online only).

2.7.3 Data Maintenance Requirements [List any requirements for the maintenance of data, if required.] Not applicable. 2.7.4 Re-use Details [Include any information regarding the re-use of code from other developments on other projects or even within the same project, such as sample code or relevant documents/references.] Not applicable. 2.7.5 Multi-company, Multi-jurisdiction Considerations [Specify multi – site requirements here e.g. language requirements]

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process 2.7.6 Other [List any other special printing requirements like Duplex Printing, Company specific standard header footer etc]

2.8 Change Management Requirements [List any additional training or change management requirements, and describe any special training requirements needed by this development.] Not applicable.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

3. Design • • •

Configuration steps for each sub-processes Options Recommendation and Decision

3.1 Design for Consignment Fill-up [The design or the configuration needed to run this scenario]

The below configuration need to be carried out: o o o

Sales document ZKB needs to be created from the standard document type KB. Document type ZKB must be made copy relevant for delivery type ZLF and billing type ZF9 (proforma invoice) Item category ZKBN created by copying standard item category KBN, this will be made pricing relevant for transferring prices and excise duties in the proforma invoice and further in the excise invoices.

3.2 Design for Consignment Issue [The design or the configuration needed to run this scenario]

The below configuration need to be carried out: o o

Sales document ZKE needs to be created from the standard document type KE. Document type ZKE must be made copy relevant for delivery type ZLF and billing type ZF2.

3.3 Design for Consignment Return [The design or the configuration needed to run this scenario]

The below configuration need to be carried out: o o

Sales document ZKR needs to be created from the standard document type KR. Document type ZKR must be made copy relevant for delivery type ZLR and billing type ZRE (Credit memo for Returns).

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

3.4 Design for Consignment Pick-up [The design or the configuration needed to run this scenario]

The below configuration need to be carried out: o o

Sales document ZKA needs to be created from the standard document type KA. Document type ZKA must be made copy relevant for delivery type ZLR.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

4. Testing Requirements Transaction

Description

Steps

4.1 Key Business Test Conditions [The business level test conditions that should be used to verify successful operations.] ID

Condition

Expected Results

Cycle Ref.

4.2 Technical Test Conditions [Document all technical scenarios associated with this development. Examples would include testing an error-free run, testing the exception processes, and testing the error handling.] ID

Condition

Expected results

Cycle Ref.

4.3 Risk and Controls Test Conditions [Document all control scenarios associated with this development. Examples would include rounding of dollars and cents, audit trail processing, and reconciliation reporting] ID

Condition

Expected results

Cycle Ref.

4.4 Testing Considerations/Dependencies [List any considerations that are essential for application test planning (e.g. test this before ABC along with DEF separate from GHI). If the development encompasses a user interface, explain how it should be tested as well as list any insights as to how this component could be tested the most efficiently.

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

5. Outstanding Issues Issue No

Description

Assigned To

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Status

Impact

Resolution

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206604137.doc Document SAP Sales Order Manangement Scenario 1 - Consignment Process

6. Appendix 6.1 Glossary of Terms Term

Definition

•

Sales Document Header - The sales document types represent the different business transactions in sales, such as inquiry processing, quotation processing, and consignment stock processing. (For example, Document types ZKB, ZKE, ZKR and ZKA has been created from the standard document types KB,KE,KR,KA)

•

Sales Document Item - Item categories together with the sales document types represent the different business transactions in the SAP system. The item categories contained in the standard SAP R/3 System, together with sales document types; represent the most common business transactions. (For example, Item category ZKBN has been created from the standard item category KBN)

•

Schedule line - The division of an item in a sales document according to date and quantity. For example, if the total quantity of an item can only be delivered in four partial deliveries, the system creates four schedule lines and determines the appropriate quantities and delivery dates for each schedule line.

•

Schedule line category - A classification that distinguishes between different kinds of schedule line. The category determines how the system processes the schedule line.

•

Number ranges - A number range is provide for all document type and will be unique for each of them. (For example, Sales order document type can have 4000000000 to 4999999999).

•

Movement type - A classification key indicating the type of material movement (for example, goods receipt, goods issue, physical stock transfer).

•

Goods movement - A physical or logical movement of materials leading to a change in stock levels or resulting in the consumption of the material.

•

Availability check for sales - The indicator is determined as a proposal in conjunction with the respective requirements type. It can be changed in individual shipping transactions. However, only one restriction is effective.

6.2 Additional Supporting/Reference Documentation Standard Text ID

Content

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