Sap Sd User Training Manual
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End User Manual Title: SAP SD Module: Release: Created by: Created on:
SD User Manual ECC 6.0 Utpal Mishra 11/11/2010
Project Sarthak SAP Implementation at PDIL User Manual Module: Sales & Distribution
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1.
Introduction & Navigation of SAP ........................................................................................ 4
2.
Create Customer Master ................................................................................................... 18
3.
Change Customer Master .................................................................................................. 30
4.
Display Customer Master .................................................................................................. 37
5.
Create Excise Master Data ................................................................................................. 44
6.
Maintain Condition Records .............................................................................................. 47
7.
Create Sales Order ............................................................................................................ 51
8.
Change Sales Order ........................................................................................................... 79
9. Display Sales Order ................................................................................................... 95 9.
List of Sales Orders ........................................................................................... 102
10.
Create Inquiry ..................................................................................................... 110
11.
Change Inquiry ............................................................................................................ 119
12.
Display Inquiry ............................................................................................................ 126
13.
Display List of Inquiries .................................................................................. 131
14.
Create Quotation ................................................................................................ 137
15.
Change Quotation .............................................................................................. 147
16.
Display Quotation .............................................................................................. 154
17.
Display List of Quotations .............................................................................. 160
18.
Create Contract ................................................................................................... 166
19.
Change Contract ................................................................................................. 177
20.
Display Contract ................................................................................................. 184
21.
Display List of Contracts ................................................................................. 188
22.
Create Invoice ..................................................................................................... 194
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23.
Change Invoice ................................................................................................... 201
24.
Display Invoice ................................................................................................... 207
25.
Display List of Invoice Documents ............................................................. 210
26.
Release Invoice Documents for Accounting ........................................... 216
27.
Create Outbound Delivery .............................................................................. 221
28.
Updation of Registers....................................................................................... 227
29.
Create Excise Invoice ....................................................................................... 237
30.
Extract Excise Registers.................................................................................. 240
31.
Print Excise Registers ...................................................................................... 245
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1. Introduction & Navigation of SAP SAP R/3 is an “integrated and industry-independent standard software” which covers integrates and connects all functional areas in a business. SAP AG defines integration as "defined communication". Although R/3 is designed for complete integration, it can also be used for a couple of business areas.
SAP is the abbreviation for “Systems Applications and Products in Data Processing”.
The purpose of this document is to provide an overview of SAP PM Functionality and the details of how the transactions are carried out in SAP R/3. The document has been organized as follows; Master data maintenance required for PM module is covered first. Master data maintenance is the most important aspect as these data affects all the transaction where that Master data is used. It is very much controlled by authorizations as per the policy of the company. Last changed on:
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As a PM user, you will be using various transactions to replicate day-to-day work in SAP R/3. So all the transactions, which are relevant to you for carrying out Plant Maintenance activities, are covered in this. Master data maintenance and transaction processes are explained with the help of SAP screen Shots. This will help you in executing the same perfectly. Getting Started LOG ON: Select SAP Log in Icon
On PC Desktop & press enter key or double click, Or follow the menu path as shown in following screen:
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The following screen will appear.
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Select Server and click on Log on icon
Logging onto the SAP R/3 system Sap R/3 systems are client systems. The client enables you to run several business operations at the same time in one SAP R/3 system. Client is, in organizational terms, an independent unit in the system. Clients have their own data environment and therefore their own user master and transaction data, assigned user master records and chart off accounts and specific customizing parameters.
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So that you log on to SAP R/3 system, you must have a master record created for you for corresponding client. For reasons of access protection, you must enter a password when you log onto the sap system. The system does not display the password you enter. SAP R/3 system is available in several languages. Use the language input field to select the logon language for each session.
You can place your own text on the initial screen
Elements of the screen layout Command Field: Use command field (hidden as default) to go to applications directly by entering the transaction code. Last changed on:
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Standard Tool Bar: the push buttons in the standard tool bar are found on every screen in an SAP R/3 system. Any push buttons that cannot be used in a particular application are grayed out. If you place your cursor on a push button for a while the system displays a quick info text that explains the push button function. The Application Tool bar: shows which functions are available in the current application. A Tab page: provides a clearer overview of several information screens Status bar: the status bar displays information on the current system status, for example. Warning or error messages Menu bar: the menus shown here depend on which application you are working in. Title bar: the title bar displays the functions that are available for the user. Checkboxes: checkboxes enable you to select several options simultaneously within a group. Radio Buttons: allow you to choose exactly one item form a selection. The below shown screen gives you a detail explanation.
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Menu bar Standard toolbar Title bar Command Application toolbar Tab Page
Input Fields Check boxes, Radio Buttons
Status bar
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SAP Easy Access Sap easy access is the standard entry screen displayed after the logon. You navigate through the system using the tree structure.
You are greeted by your logo in the right-hand part of the window
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Selecting Functions You can call functions in the system as follows o Menu Option o Favourites o Entry in the SAP easy Access menu “/n” ends the current session “/i” delets the current session “/oCV01N” opens a new session and branches out to the transaction specified (CV01N) By entering “ search_sap_menu” in the command field, you can display menu paths for the desired SAP transaction.
Command Field
Menu SAP easy Access and Favorite List Last changed on:
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Field help : F1 and F4 Use F1 to display an explanation of fields, menus, functions and messages. F1 Help also provides technical information on the relevant field.
F1 Help
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Use F4 to display possible inputs . you can also access F4 help for a selected field using the button immediately to the right of that field.
F4 help
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User – Specific Personalization The end user has many possibilities for personalizing the system. For example as shown in the screen below.
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SAP – Symbols or icons
Button
Keyboard Shortcut
Description
Enter Key
Enter/Continue
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Button
Keyboard Shortcut Ctrl + Page Up
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Description First page
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Ctrl + S
Save to database
Page Up
F3
Back
Page Down
Shift + F3
Exit System Task
Ctrl + Page Down
F12
Cancel
None
Ctrl + P
Print
None
Ctrl + F
Find
F1
Ctrl + G
Find next
Alt + F12
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Previous page Next page Last page Create New session Create shortcut on Desktop F1 Help
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Customize Local Layout
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2. Create Customer Master OVERVIEW Trigger: Create a customer master record centrally when the Accounts Receivable functions are shared. Business Process Procedure Overview Customer master contains data that controls how business transactions are recorded and processed by the system. It also includes all the information about a customer that you need to conduct business transaction with them. Customer master data is separate into 3 sections: General Data, Company Code Data and Sales Area Data. The General data contains information that applies to all sales areas such as customer name, address and contact information. The Company Code data is specific to a company code and contain information such as reconciliation account, payment and dunning procedures. The Sales area data contains information relevant to the sales organization and distribution channels of your company. It contains such information as order processing, billing and shipping. This document describes the procedure required to create a customer centrally from either Accounts Receivable or Sales and Distribution. When creating the customer centrally, you may enter some additional information above what you can when creating a customer in A/R noncentrally (FD01) (such as Marketing, Unloading points, Export data and Contact persons, as well as the Sales information). These fields, as well as all of the Company code data, are not available to you when create a regular SD customer in the SD module (VD01). Last changed on:
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Input Required Fields
Field Value / Comments
Company code Account group
Classification of the type of customer.
Customer name/number Sales Area:
Identifier of a customer – acceptable values are defined in customizing by account group
Sales organization Distribution channel
Identifier of an independent unit that is responsible for sales processing of a product or product The way which products or services reachline. a customer.
Division
A way of grouping materials, products or services.
Reference: Customer
Model after an existing customer
Company Sales Organization Distribution Channel Reference Division
Output - Results Centrally created customer master record
Comments
Tips and Tricks : N/A
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Procedural Steps
Via Menus
Accounting Financial Accounting Accounts Receivable Master records Maintain Centrally Create Logistics Sales and Distribution Master Data Business Partners Customer Create Complete
Via Transaction Code
XD01
1.2. On screen “Create Customer: Initial Screen”, enter information in the fields as specified in the below table:
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Field Name
Account group
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Description
R User Action and / Values O / C You must assign each R This field is not account to an account group. required if you The account group ensures decide to use a that only the relevant reference screens and fields are customer/compa displayed and ready for ny code, below. input for each of the customer‟s different partner functions. For example, the address, communication, and bank data fields are omitted for the account group for one-time accounts.
Custome Depending on the r configuration of the customer account, an external number assignment, will allow the user to enter the customer's account number. If internal number assignment is set, the system will assigns a customer number when you save the master data.
C Enter an appropriate assignment if required
Compan y code
C This field is not required if you decide to use a reference customer/compa
The company code ID
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Comments
Use the drop down menu.
Use the drop down menu.
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ny code, below. O Enter a value if you You can assign wish to maintain any the number of sales informationdistribution now channels and divisions to a sales organization. A particular combination of sales organization, distribution channel, and division is known as a sales area.
Sales organiza tion
An organizational unit responsible for the sale of certain products or services. The responsibility of a sales organization may include legal liability for products and customer claims.
Distribut ion channel
The way in which O For each products or services reach combination of the customer. Typical sales examples of distribution organization and channels are wholesale, distribution retail, or direct sales. channel, you can further assign one or more of the divisions that are defined for the sales organization. You can, for example, assign "Food" and "Non-food" divisions to the "Wholesale" distribution channel. A
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You can maintain information about customers and materials by sales organization and distribution channel. Within a sales organization you can deliver goods to a given customer through more than one distribution channel. You can assign a distribution channel to one or Page: 22 of 252
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particular combination of sales organization, distribution channel, and division is known as a sales area.
Division
A way of grouping materials, products, or services. The system uses divisions to determine the sales areas and the business areas for a material, product, or service.
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O
more sales organizations. If, for example, you have numerous sales organizations, each sales organization may use the "Wholesale" distribution channel. A product or service is always assigned to just one division. From the point of view of sales and distribution, the use of divisions lets you organize your sales structure around groups of similar products or product lines. This allows the people in a division who process orders and service customers to specialize within a manageable area of expertise.
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Example: If a sales organization sells food and nonfood products through both retail and wholesale distribution channels each distribution channel could then be further split into food and non-food divisions. Referenc e Custome r
The customer account that is being used as a reference as an alternative way in which to create a customer account
Referenc The company code associated with the Last changed on:
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O The system copies the master data from the reference master record. However, not all data is copied, address information is not copied over. The data from the referenced customer is used for default values and it is suggested that all screens be reviewed before saving any data. O Select if you want to copy the Version: 0
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e Compan y code
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referenced customer
default values
Referenc The sales org associated with the referenced e Sales customer org
O Select if you want to copy the defaults
Referenc The distribution channel associated with the e Distribut referenced customer ion channel
O Select if you want to copy the defaults
Referenc The division associated with the referenced e Division customer
O Select if you want to copy the defaults
Note: In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C” = Conditional Press
to continue.
On screen “Create Customer: General Data”, enter information in the fields as specified in the below table but keep in mind that the fields that are displayed and required will vary depending on the account group chosen and the configuration of the system:
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Address Information Grouping Field Description R/O/ Name C R Name Customer name
User Action and Values Enter a proper name
Search term
Short name which is used to set up a match code for search criteria
R
Enter a search term
Street
Street address
R
Postal code or PO box
Zip code
R
Enter proper address information Enter complete address information
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Comments
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code Country
Two digit country identifier
R
Enter appropriate country code
Region (state)
Two letter state abbreviation
R
Enter the region or state (US)
R
Use the drop down menu to select a valid language code
Languag e
Use the tab control to toggle between the ”General Data” information groups: Address, Control data, Payment transactions, Marketing, Uploading points, Export data, Contact persons. Alternatively, the menu paths Goto Next tab (F8) and Goto Previous tab (F7) can be used. The “Company Code Data” button can be clicked to view the company code information groups: Account management, Payment transactions, Correspondence, Insurance. Alternatively, the menu path Goto Company code data (Ctrl + F2) can be used. With the exception of the Reconciliation account, all the fields on the other tabs are optional.
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Field Name
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Description
Reconcili When you post items to a subsidiary ation account ledger, the system automatically posts the same data to the general ledger. Each subsidiary ledger has one or more reconciliation accounts in the general ledger. These Last changed on:
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R/O/ C R
User Action and Values
Comments
Enter the appropriate account
Use the drop down menu.
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reconciliation accounts ensure that the balance of G/L accounts is always zero. This means that you can draw up balance sheets at any time without having to transfer totals from the subledgers to the general ledger.
Use the tab control to toggle between the Company Code Data information groups: Account management, Payment transactions, Correspondence, and Insurance. Alternatively, the menu paths Goto Next tab (F8) and Goto Previous tab (F7) can be used. The “Sales Area Data” button can be clicked to view the sales area related information groups (if you have entered the Sales org, Distr channel and Division): Sales, Shipping, Billing document, Partner functions. Alternatively, the menu path Goto Sales Area data (Ctrl + F2) can be used. Use the tab control to toggle between the Sales Area Data information groups: Sales, Shipping, Billing document, Partner functions. Alternatively, the menu paths Goto Next tab (F8) and Goto Previous tab (F7) can be used. To save the customer master record, select Customer Save or select the Save icon. The system will display a message indicating the account number that was created (if this was system generated) and the company code it was created in.
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3. Change Customer Master Overview Trigger: A change needs to be made to the customer master record, specifically billing or accounting information. Business Process Description Overview This document describes the procedure to change a customer master record‟s billing and accounting information.
Input - Required Fields
Field Value / Comments
Customer
Customer number
Company Code
Company Code
Sales Organization
Sales Organization
Distribution Channel
Distribution Channel
Division
Division
Output - Results Screens to change Customer Master Record‟s accounting information. Last changed on:
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Comments
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Tips and Tricks
There are other fields that can be changed. To view or change the additional fields click on the buttons containing that data.
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Procedural Step Access transaction by:
Via Menus
Logistics Sales/distribution Master data Business Partners Customer Change Complete Via Transaction Code XD02 On screen “Change Customer: Initial Screen”, enter the following information in the table below:
Field Name Customer Company
Description Customer number
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R/O/ C R R
User Action and Values
Comments
Needed at Version: 0
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Code
input if company code data exists for customer
Sales organizati on Distributi on channel Division
O
O O Press „Enter‟
Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =Conditional) System will display customer master tabs for maintenance, under 3 separate buttons for general data, sales area data, and company code data. Select the tabs under those buttons containing fields to be changed. Enter changes as required under company code data.
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Tabs Account manageme nt Payment transactions Correspond ence Insurance Payment Transaction s Billing
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A transactions tab under company code data
A payment transactions tab under general data button
Specifically for bank details, payment card info, alternate payer. Specifically for
A billing document
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tab under sales area data button
billing document info, delivery and payment terms defaults, account assignment group, and taxes.
After making changes to the desired fields, click the „Save‟ icon or Ctrl+S. System returns to the initial screen and message „Changes have been made” is displayed in the status line at bottom of screen Exit Change Customer record. (Click on yellow up-facing arrow icon, or Shift-F3)
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4. Display Customer Master Overview
Trigger: Displaying a customer master record centrally. Business Process Procedure Overview Customer master data is the data you require to conduct business relationships with your customers. It includes address data and terms of payment, for example. It also controls how business transactions are posted to a customer account and how the posted data is processed. Master data is stored in master records.
Input – Required Fields Customer Account Number
Output - Results Displaying the Customer Master Record Centrally
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Field Value/Comments
Comments .
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Tips and Tricks There are other fields that can be displayed. The view the additional fields click on the additional fields icon. Procedural Steps o Access transaction by:
Via Menus
Logistics Sales and Distribution Master Data Business Partners Customer Display Complete
Via Transaction Code
XD03
On screen “ Customer Display: Initial Screen ”, enter information in the fields as specified in the table below:
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Field Description Name Custome Unique key used to r identify the customers account number. Compan Independent unit that y Code is responsible for sales processing of a product or product line Sales Independent unit that Organiz is responsible for ation sales processing of a product or product line Distribut Means of getting a Last changed on:
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R/O/ C R
User Action and Values
Comm ents
Select match code to search for specified customer number with other key values.
O
O
O Version: 0
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ion Channel Division
product to the customer Group of products or services All Sales Select this button to Areas view allowable combinations of sales organizations, distribution channels, and divisions. Custome Select this button to r‟s Sales view allowable Areas combinations of sales organizations, distribution channels, and divisions based on a given customer number.
O O
O
Choose this button when you have the customer number, but are not sure about the sales organization, distribution channel, or the division. Press ENTER key
User may also click on the green check mark.
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) On screen “Display Customer: General Header”, view the information below by clicking the desired tabs:
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Select the Sales Area Data Icon (Ctrl + F3) to view data specific associated to the customer and the specified sales area. On screen “Display Customer: Sales Area Data”, select the view the information below by clicking the desired tabs:
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System will display selected customer maintenance. Enter changes as required.
master
tabs
for
o After making changes to the desired fields, click the „Save‟ icon or Ctrl+S. o System returns to the initial screen and message„Changes have been made” is displayed in the status line at bottom of screen. Exit Maintain Hierarchy Node processing. facing arrow icon, or Shift-F3)
(Click on yellow up-
(Add additional steps/screen prints if required. See Sample Template.)
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5. Create Excise Master Data Overview Trigger: In this activity you are going to create excise details of a customer Business Process Procedure Overview Creation of excise details for a customer
Output - Results Excise details of the customer are updated
Comments
Procedural Steps Access transaction by:
Via Menus Via Transaction Code
Indirect Taxes Master Data Excise Rate Maintenance J1ID
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Field Name Customer ECC No. Excise Registration No. Excise Range Excise Division Excise Commissionerate CST number LST number Permanent account number Exc.Tax Ind. Custom. Service Tax Registration Number PAN Reference Number
R/O/ C R R R R R R R R R R R
User Action and Values
Comment s
R
Save your entries after feeding the relevant data.
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6. Maintain Condition Records Overview Trigger: Specific Condition records for conditions like Pricing, Taxes, Excise etc need to be maintained at the backend for be automatic determination in documents Business Process Procedure Overview The Condition records can be maintained for pricing, taxes, excise etc.
Input – Required Fields Condition Type Access Other Condition Specific Parameters eg: Customer/material with release status Sales Organization Distribution Channel Customer Material Amount Valid From Valid To
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Output – Results Condition record for automatic determination is saved.
Comments
Tips and Tricks: N/A Procedural Steps 1.1. Access transaction by: Via Menus
Logistics -> Sales and distribution -> Master data-> Conditions -> Conditions using condition type docs
Via Transaction Code
VK11
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1.2. On screen “Create Condition Records", enter information in the fields as specified in the screen below:
Field Name Sales Organization Distribution Channel Customer Material Amount
R/O/C
User Action and Values
Comments
R R R R R
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Valid From
R
Valid To
R
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(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)
Save the record after feeding data
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7. Create Sales Order OVERVIEW
Trigger:
Customer places a standard sales order.
Business Process Description Overview This document describes the procedure for creating a the following sales orders for a customer: 1. To create a Standard Sales Order 2. To create a Standard Sales Order with Reference to a Contract 3. To create a Sales Order with Reference to a Quotation The sales order is a contractual agreement between a sales organization and a sold-to party about delivering products or providing a service for defined prices, quantities and times.
Input – Required Fields
Field Value / Comments
Sold to Party
A classification that distinguishes between different types of sales document. Independent unit that is responsible for sales processing of a product or product line. The way in which products or services reach the customer. Typical examples of distribution channels are wholesale, retail, or direct sales. A way of grouping materials, products, or services. The customer who orders the goods or services.
Ship-to Party
The party who receives delivery of the goods.
Req.deliv.date Material
The proposed date by which the customer should receive delivery of the goods. Enter the material requested.
Order Quantity
Enter the quantity requested.
Order Type Sales Organization Distribution Channel Division
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Output - Results Creation of a sales order Decrease in available inventory at storage location
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Comments Refer to Business Process Procedure „Display a Sales Order‟ or „Display SD Document Flow‟ for verification Only if system is configured for commitment of inventory at order entry.
Procedural Steps Access transaction by: Via Menus
Logistics Sales and Distribution Sales Order Create Via Transaction Code VA01 On screen “Create Sales Order: Initial Screen”, enter information in the fields as specified in the table below:
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Field Name Order Type
Description
Sales Organiz ation
Independent unit that is responsible for sales processing of a product or product line. Means of getting a product to the customer. Group of products or services. Physical location responsible for sales certain products or services within a given geographical area. Group of sales people that are responsible for a special area of
Distribut ion Channel Division Sales Office
Sales Group
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A classification that distinguishes between different types of sales document.
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R/O /C R
User Action and Values
Comments
Enter the desired order type
“ZORP” – Job Order Products “ZCR” – Credit Memo Request “ZORS”-Job Order Services “ZORM”-Job Order Scrap
R
Enter Sales Organization for the customer.
R
Enter Distribution Channel for the customer. Enter Division for the customer.
R R
R
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processing of a group of products or services within a specific sales office.
(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) Perform one of the following a types of Sales Orders: To create a Standard Sales Order, press the Enter key or click the green check mark icon and go to step 1.4. To create a Standard Sales Order with Reference to a Contract, go to step 2.0. To create a Sales Order with Reference to a Quote, go to step 3.0. To create a Credit Memo Request, go to step 4.0. On screen “Create Standard Order: Overview”, information specified in the fields in the table below:
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Field Name Sold-to party
Ship-to party
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Description The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders. The party who receives delivery of the goods. Last changed by: Utpal Mishra
R/O /C R
User Action and Values
Comments
Enter the Sold-to party‟s customer number or use matchcodes to find the number.
R
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Purch.or der no.
Req. Deliv.da te Material
Order Quantity
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Number that the customer uses to uniquely identify a purchasing document. The proposed date by which the customer should receive delivery of the goods. Alphanumeric key uniquely identifying the material being ordered Amount of material the customer is ordering.
O
R
Enter the Requested Delivery Date.
R
Enter material number being ordered.
R
Enter quantity being ordered. Press ENTER key
Usually defaults to today‟s date
Alternately , click on the green check mark icon
Dialog Box If you identified several unloading points or several ship-to parties in the Customer Master record, the system will display the alternatives in a dialog box. The system can propose alternatives for Unloading Point, Ship-to Party, Payer or Bill-to Party. Select data from these proposals by positioning the cursor on the line and clicking on “Choose”. Availability Check Once you have selected the data, the material data description that you entered is displayed. If the system carries out an availability check and finds that there is insufficient stock for an ordered item to be delivered on the requested date, it displays a screen on which you can choose Last changed on: 12/9/2010
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between several delivery proposals including one-time delivery proposal. A one-time delivery will only ship proposed and no subsequent deliveries will be created. proposal will propose a delivery schedule based on receipt availability.
delivery and the quantity The delivery of goods and
Optional Screens If you want to enter further data for the header or the items, select the corresponding menu entry. If you want to change data for the items, mark the items before you select a menu entry. Enter all necessary data. Save the sales order by clicking on the Save Icon (F11 or Ctrl + S). (Create a standard sales order with reference to a contract) On screen “Create Sales Order: Initial Screen”, press Create with Reference ICON or (F8). On Dialog box “Create With Reference”, select the Contract tab and enter contract number. Click on the Copy Icon (F5) to copy information from contract. On screen “Create Standard Order: Overview”, enter or change the following information:
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Field Name Purch.or der no.
Description
Req. Deliv.
Date customer requires delivery
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Number that the customer uses to uniquely identify a purchasing document.
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R/O /C R
User Action and Values
R
Enter/verify requested delivery date.
Enter/verify customer P.O. number.
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Date Order Quantity
Amount of material the customer is ordering
R
Enter/verify quantity ordered.
SU
Sales unit of Measure
R
Enter/verify the unit of measure for the material.
to today‟s date Defaults to target amount in
Defaults of U of M in contract Press ENTER key Alternat ely, click on the green check mark Data from the contract will be defaulted into the appropriate fields. Customer number and material may not be changed as the contract was prepared for a specific customer and material and may have special pricing which is valid for that customer and material combination only. Only specific data may be over-ridden. A contract is binding and states specific products at specific prices that cannot be changed. Common examples of data that may be changed are delivery dates and quantities. If specified in the contract, partial quantities may be delivered as long as the contract total is not exceeded. Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).
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On screen “Create Sales Order: Initial Screen”, press Create with Reference ICON or (F8). On Dialog box “Create with reference”, select the Quotation tab and enter the quotation number. Click on the Copy Icon (F5) to copy information from quotation. On screen “Create Standard Order: Overview”, the Sold-to party, material, quantity, unit of measure and value will be displayed. Enter or change the following information:
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Field Name Purch.or der no.
Req. Deliv.da te
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Description Number that the customer uses to uniquely identify a purchasing document. The proposed date by which the customer should receive delivery of the goods.
R/O /C O
User Action and Values
R
Enter the date the customer requests for delivery.
Enter the Customer‟s PO number
Order Quantity
The total order quantity for this item.
R
The order quantity may be adjusted
SU
Sales unit of measure
R
The Unit of measure may be changed
Press ENTER key
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Commen ts
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Data from the quotation will be defaulted into the appropriate fields on the order. The Customer number and material numbers may not be changed, since the quotation was prepared for a specific customer and material and may have special pricing which is valid for that customer and material combination only. All other data may be over-ridden as deemed necessary. Common examples of these types of changes are delivery dates and quantities. Additional products may be added to the order as required to fulfill customer requirements. Review data on this screen and any of the optional screens as appropriate. Make changes or additions according to normal sales order processing. Save the sales order by clicking on the Save Icon (F11 or Ctrl + S). (Add additional steps/screen prints if required. See Sample Template.) (Create a Credit Memo Request) On screen “Create Sales Order: Initial Screen”, press Create with Reference ICON or (F8). On Dialog box “Create with reference”, select the Bill Doc tab and enter the billing document number. Click on the Copy Icon (F5) to copy information from billing document. System will default data from billing document into credit request fields. On “Create Credit Memo Request: Overview” screen, enter the below information:
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Field Name Sold-to party
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Description The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders. Last changed by: Utpal Mishra
R/O /C R
User Action and Values
Comments See section 1.3.1
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Ship-to party Purch.or der no.
Billing block
Order reason Material
Target quantity
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The party who receives delivery of the goods. Number that the customer uses to uniquely identify a purchasing document. Indicates if the entire sales document is blocked for billing.
R
Indicates the reason for creating the sales document. Alphanumeric key uniquely identifying the material being ordered A target quantity represents the total quantity of an item for which you want to issue a credit memo request.
R
See section 1.3.1
R
O
Billing block 08 „Check credit memo‟ will default for credit memo requests
R
See section 1.3.1
R
See section 1.3.1
Press ENTER key
Alternately, click on the green check mark icon
If the credit request is being created with reference to an order, these fields will contain data defaulted from the order. This data can be changed if necessary. Save the Credit memo Request. (Click on the diskette icon, or F11) Last changed on: 12/9/2010
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System validates document. If document is complete, system returns to “Create Credit Memo Request: Overview” and displays message „Credit Memo Request (Document number) has been saved‟, in status line at bottom of screen If document is incomplete, system displays dialog box asking if user wants to save incomplete document or wants to process missing data. Choose desired option. (Enter data as required to complete document and save or save as incomplete. See Create Standard Order document for details on incomplete order processing.) Exit Credit Memo processing. (Click on the yellow up-facing arrow icon, or Shift-F3)
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8. Change Sales Order OVERVIEW Trigger: Customer requires changes to an existing sales order. Business Process Description Overview This document describes the following: (1) how to change an existing Standard Sales Order. (2) how to change or cancel an existing Return Order for a customer. (3) how to release a Billing Blocked Order. (4) how to release a Delivery Blocked Order. (5) how to delete a Sales Order. (6) how to change a Credit Memo Request. If a purchase order already exists for the business transaction and you make changes in the sales order, you must also make these changes manually in the purchase order as it is not updated automatically. Alternately, you can change the quantities and dates in the purchase order and the system will then copy them automatically into the sales order. When you change a sales order you can either change the data for individual items in the order or you can make changes simultaneously to more than one item by using the fast change function. With the fast change function, you can carry out certain changes for several or all items at the same time. Using this function, you can change the following data: · Reason for rejection · Delivery block · Billing block · Delivery date · Delivery priority · Plant
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Input - Required Fields Order Number
Output - Results Updated sales order
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Field Value / Comments Enter order number or use match codes to find order number.
Comments Refer to Business Procedure document „Display Sales Order‟ to verify changes
Tips and Tricks If you do not have the sales order number, you can use the search function. This function allows you to search by Purchase order no., Soldto party, Delivery document, Billing document, or WBS element.
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Procedural Steps Access transaction by:
Via Menus
Logistics Sales and Distribution Order Change
Via Transaction Code
VA02
Sales
On screen “Change Sales Order: Initial Screen”, enter the specified information in the fields in the table below:
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Field Name Order Number
Purchas e Order No.
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Description The number that was assigned to the return order when created. Customer‟s purchase order number. This number establishes a link between the customers purchase order and the sales document. The number that Last changed by: Utpal Mishra
R/O/ C R
User Action and Values Comments Enter the return order number or use matchcodes to find the number.
O
This number can be used to select the return document. This
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Party
identifies the customer.
Delivery
The number that identifies the delivery.
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O
Press ENTER key
number can be used to select the return document. This number can be used to select the return document. User may also click on the green check mark
Perform one or more of these changes to a sales order: Changing a Standard Sales Order, proceed to step 1.3. Changing or canceling an existing Return order, proceed to step 2.0. Releasing a Billing Blocked Order, proceed to step 4.0. Releasing a Delivery Blocked Order, proceed to step 5.0. Deleting a Sales Order, proceed to step 6.0. Changing a Credit Memo Request, proceed to step 9.0. On screen “Change Standard Order #####: Overview”, enter changes to the information fields below:
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Field Name Ship-toParty Purchas e Order Number Pricing Date
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Description
R/O /C O
User Action and Values
Comme nts
The party that receives the delivery of goods Customer‟s Purchase O Order Number This date is used for date related prices and foreign exchange rates.
O
Defaults to the current date. The date can be changed manuall y. The pricing will recalcul ated automat ically.
Material (s)
Material Number of O the product being ordered Order Amount of material O Quantity the customer is ordering Make changes as needed to the data on the screen. Fields open for change are white. Fields not open for change are gray. To access additional header information for the order, click on the Display doc. header details button or Goto Header. Select the tab that contains the information that needs to be changed. Last changed on: 12/9/2010
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To access additional item information for the order, select the item wanted by marking the box to the left of the item line, then click on the Display item details button the bottom of the screen or Goto Item. Select the tab that contains the information that needs to be changed. If your change is to delete an ordered item from the order, select the item to be deleted and select the delete line icon. Save the sales order. (Click on the diskette icon, or F11) Exit Sales Order processing. (Click on the yellow up-facing arrow icon, or Shift-F3) (Change or Cancel a Return Order) On screen “Change Return Order: Overview - “Single Line Entry”, enter the below information:
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Field Name Ship-toParty Purchas e Order Number Pricing Date
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Description
R/O /C O
User Action and Values
Comme nts
The party that receives the delivery of goods Customer‟s Purchase O Order Number This date is used for date related prices and foreign exchange rates.
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O
Defaults to the current date. The date Version: 1.0
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can be changed manuall y. The pricing will recalcul ated automat ically. Material (s) Order Quantity
Material Number of the product being ordered Amount of material the customer is ordering
O O
o Make changes as needed to the data on the screen. Fields open for change are white. Fields not open for change are gray. o To access additional header information for the order, click on the Display doc. header details button or Goto Header. Select the tab that contains the information that needs to be changed. o To access additional item information for the order, select the item wanted by marking the box to the left of the item line, then click on the Display item details button the bottom of the screen or Goto Item. Select the tab that contains the information that needs to be changed. o If your change is to delete an ordered item from the order, select the item to be deleted and select the delete line icon. o Save the changes. (Click on disk icon, or F-11) o Exit Return Order processing. (Click on yellow up-facing arrow icon, or Shift-F3)
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o Cancel the Return Order - To cancel the Return Order, each item must be rejected. This can be accomplished by using fast change as follows: o Mark all of the items on the overview screen of the sales document. To select all of the items use the menu path “Edit Select Select all.” o To enter the rejection reason for all of the items use the menu path “Edit Fast change of... Reason for rejection.” o Enter the reason for rejecting the order. o Select Copy. o Save the changes. (Click on diskette icon, or F11) o Exit Return Order processing. (Click on yellow up-facing arrow icon, or Shift-F3) (Release Billing Blocked Orders) On screen “Change Standard Order: Overview,” enter information in the following steps below: In the header section, delete the data in the field „Billing block‟ to release the entire order for billing. To release a specific line item only, go to step 4.2. Select the item to be released by clicking on the button next to the item. Click the Display item details button. Goto the Billing tab and delete the data in the field „Billing block‟. Save the sales order. (Click on the diskette icon, or F11) Exit Sales Order processing. (Click on the yellow up-facing arrow icon, or Shift + F3) (Release a Delivery Blocked Orders) On screen “Change Standard Order: Overview”, enter or change the following information:
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In the header section, delete the data in the field „Delivery block‟ to release the order for delivery. This releases the entire order for delivery. To release a specific line item only, go to 5.2. Select the line item. Then click on the Display item details button and go to the Schedule Line tab. Remove the delivery block from the Delivery block column. This releases that specific item for delivery. Delivery block and removal at the header level is only effective if this block is assigned to the corresponding delivery type in the customizing table TVLSP. In contrast, the block at the schedule line level does not require the block to be assigned to the corresponding delivery type in Customizing. Save the sales order. (Click on the yellow diskette icon, or F11) Exit Sales Order processing. (Click on the yellow up-facing arrow icon, or Shift-F3)
(Delete Sales Orders) On screen “Change Sales Order: Overview,” enter the following information: From the menu line at top of screen select: Sales document Delete The system will respond with the message „Do you really want to delete Order (order number)?‟ Confirm your intention to delete the sales order by clicking the Yes button. Exit Sales Order Deletion processing. (Click on the yellow up-facing arrow icon, or Shift-F3)
(Change Credit Memo Request) On screen “Change Credit Memo Request: Overview - …………….”, enter the below information:
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R/O /C O
User Action and Values
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Party Purchase Order Number Pricing Date
Material( s) Order Quantity
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receives the delivery of goods Customer‟s Purchase Order Number
O
This date is used for date related prices and foreign exchange rates.
O
Material Number of the product being ordered Amount of material the customer is ordering
O
Defaults to the current date. The date can be changed manuall y. The pricing will recalcul ated automat ically.
O
Make changes as needed to the data on the screen. Fields open for change are white. Fields not open for change are gray. To access additional header information for the order, click on the Display doc. header details button or Goto Header. Select the tab that contains the information that needs to be changed. To access additional item information for the order, select the item wanted by marking the box to the left of the item line, then click on the Last changed on: 12/9/2010
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Display item details button the bottom of the screen or Goto Item. Select the tab that contains the information that needs to be changed. If your change is to delete an ordered item from the order, select the item to be deleted and select the delete line icon. Save the changed credit memo request. (Click on the yellow diskette icon, or F11) System returns to the initial change screen and the message „Credit Memo Request (request number) has been saved” is displayed in the status line at bottom of screen. Exit Credit Memo Request processing. (Click on the yellow up-facing arrow icon, or Shift-F3)
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9. Display Sales Order OVERVIEW Trigger: The need to review order documents. Business Process Description Overview This document describes the procedure required for displaying any type of order for a customer and for reviewing various aspects of the order.
Input - Required Fields Order Number
Field Value / Comments Enter order number or use matchcodes to find order number.
Output - Results Screen display of an order
Comments This process will only display a sales order. No changes can be made in „Display‟ mode. See Business Process Procedure “Change Order” if changes need to be made.
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Procedural Steps Access transaction by: Via Menus Logistics Sales and Distribution Order Display Via Transaction Code VA03 On screen “Display Sales Order: Initial Screen”, enter the information below:
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Field Name Order Number
Purchas e Order No.
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Description The number that uniquely identifies the sales document. This number was assigned at order creation. The number used by the customer for unique identification of the purchasing document. This number establishes a link between the customer‟s purchase Last changed by: Utpal Mishra
R/O /C R
User Action and Values
Commen ts
Enter the Order number.
O
This number can be used to select the documen t. Version: 0
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Sold-to Party
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order and the sales document. The customer who orders the goods or services.
O
Delivery
The number that uniquely identifies the delivery.
O
Billing Docume nt
The number that uniquely identifies the billing document.
O
WBS Element
Key identifying a O WBS (Work Breakdown Structure) element.
This number can be used to select the documen t. This number can be used to select the documen t. This number can be used to select the documen t.
(Note: On above table, in column “R/O/C”; R = Required, O = Optional, and C = Conditional) Note: If you are printing a sales order, do not press the enter key after entering the sale order number. Use the following menu path Sales document -> Issue output to, and go to step 1.3.
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You can print the order confirmation from this screen. Use the menu path Sales Document > Issue Output to. In the dialog box “Output Output” select the output type and click on the Print options pushbutton. Confirm the information in the “Issue Output” dialog box and select Execute. You return to the “Output Output” dialog box. Click on the Printer icon. System returns to the ”Initial Screen” and the message „Output was successfully issued‟ is displayed in status line. On screen “Display ###### Order ######: Overview”, view the order information displayed.
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From this screen you can choose any of the following tabs to review specific information: Sales, Item Overview, Item details, Ordering Party, Procurement, Shipping, and Reason for rejection. To view additional header information displayed for the order, click on the icon buttons at the top of the screen: Document Flow, Status Overview, Sales Summary, Sold-to Party, Header Output View or List of Sales Orders or use their corresponding F-Keys. You can also follow the menu path Goto -> Header to obtain additional header information. To view Document Flow, click on the Document Flow icon button or use the menu path Environment > Display Document Flow. There are informational buttons displayed at the top of the document flow screen which do the following: Details (F2): Click on the doc line to be displayed, then click the details button (magnifying glass). The system displays the ordered materials and quantities, unit of measure, value of the order and its status. Select an item and select Status overview to see the “Sales Order – Status Overview” screen, showing the status for the item you selected. Status Overview (Shift + F6)): Click on the doc line to be displayed, then click the button. The screen “Sales Order – Status Overview” shows Ord. no., Processing status and completeness data. Display Document (F8): Click on the doc line to be displayed, then click the button. System displays the doc in full. Service Documents (Shift + F7): Can be used with sales or service documents.
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Graphic (Shift + F4): Provides a graphical representation of the document flow and status. Additional Links (F9): Will display links to other documents. To view additional item information, select the desired line item box, and follow the menu path Goto > Item and select the addition line item information to view. To display purchase requisition information for a third party order, select the item and click on the Schedule lines for item icon. Choose the Procurement button to determine if a purchase requisition is linked. Choose the Purchase Requisition button to view the actual purchase requisition. Exit “Display (Order Type) Order” processing. (Click on yellow upfacing arrow icon, or Shift + F3)
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9. List of Sales Orders Overview Trigger: The end-user wants to view a list of sales orders by customer or material.
Business Process Procedure Overview This document describes the procedure required for listing sales orders.
Input – Required Fields Sold to party Material
Field Value/Comments The customer that placed the order. Alphanumeric key identifying the material.
Output - Results Listing of Sales Orders
Comments
Tips and Tricks There are numerous ways to list Sales Orders. Last changed on: 12/9/2010
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In the List of Sales Orders Screen, enter information in one or a combination of these fields to narrow the search if applicable: 1. 2. 3. 4.
Sold to party Material Open sales orders All sales orders
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Procedural Steps Access transaction by: Via Menus
Logistics Sales and Distribution Sales Information System Orders List Of Sales Orders
Via Transaction Code
VA05
On screen “List of Sales Orders”, enter information as specified in the fields in the table below:
Field Name Sold-to party
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Description The customer who placed the order.
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R/O/ C O
User Action and Values
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Material
Alphanumeric key identifying the material.
O
Purchas e Order No.
Number that the customer uses to uniquely identify a purchasing document The date that begins the period for which you want to generate the list of sales documents.
O
The date that ends the period for which you want to generate the list of sales documents.
C
Docume nt date from
Docume nt date to
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this field or a combina tion of other fields. You can search only on this field or a combina tion of other fields.
C
If you enter this field, you should enter the docume nt to field If you enter this field, you should enter the Version: 0
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docume nt from field Selectio n Criteria
R
Select „Open orders‟, „My orders‟, or „All orders‟ Press ENTER key
User may also click on the green check mark
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
NOTE: Depending upon the selection of search criteria as listed above, as the selection is completed, a Pop-Up box may appear with the following prompts:
Field Name Sales Organiz ation
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Description
R/O /C Independent unit that R is responsible for sales processing of a product or product line Means of getting a R product to the customer Group of products or R services Last changed by: Utpal Mishra
User Action and Values
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Comments
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Press ENTER key Sales Office
Sales Group
Organizational Unit that reflects the geographical aspects of a sales organization A subdivision of the distribution chain
O
O
Alternately, click on green check mark Enter a known value for a more detailed search
Enter a known value for a more detailed search
On screen “List of Sales Orders” and screen “List of Sales Orders By SOLD TO PARTY”, a list of Sales Orders are displayed below:
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Perform one of the following:
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If you need to make changes to a Sales Order, double click on the desired Sales Order. It will take you to the “Change Sales Order: Overview screen. Exit the List of Sales Order. (Click on yellow up-facing arrow icon, or Shift F-3)
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Create Inquiry Overview
Trigger: Customer communicates a need for information about a product or service. Business Process Description Overview This document describes the process for creating a sales inquiry. An inquiry is the first step in the order cycle and allows for faster entry and storage of sales related information used for sales order processing. Inquiries can be entered from scratch or can be copied from previously enter inquiries. Information on an inquiry can be copied into subsequent sales documents such as a quotation or a sales order. This is not a legally binding document. Input - Required Fields Inquiry Type
Sales organization Distribution Channel Division Sold-to party Material
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Field Value / Comments „Inquiry‟ is the only inquiry type that comes with the pre-configured system. If other inquiry types are needed, the system administrator must be advised. An organizational unit that is responsible for the sale of certain products and services. The way in which products and services reach the customer. A way of grouping products, materials, and services. The customer who orders the goods or services. This field is optional, however, without it the inquiry has no basis for further SD documents and is merely a skeletal document.
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Creation of a customer inquiry document
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Refer to document „Display an Inquiry‟ for verification
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Procedural Steps Access transaction by: Via Menus Logistics Sales and distribution Sales Inquiry Create Via Transaction Code VA11 On screen “Create Inquiry: Initial Screen”, enter the information in the fields as specified in the table below:
Field Name Inquiry Type
Description
Sales
4 char identifier of an
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2 char code used to define the type of document to create and determine the kind and sequence of screens to be used.
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R/O/ C R
User Action and Values Comments Enter „Inquiry‟
R Version: 0
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organiza tion Distribut ion Channel Division Sales office
Sales group
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organizational unit responsible for sales of a specific product or service 2 char identifier for the method in which a product reaches customers 2 char identifier used to group products or services. 4 char identifier for a physical location with responsibility for sales of specific product(s) or service(s) within a given geographic area. 4 char identifier for a group of sales people within a sales office responsible for specific areas of sales processing for a product(s) or service(s).
R
R R
O
Press ENTER key
Alternately, click on the green check mark ( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional ) On screen “Create Inquiry: Overview”, enter the information in the fields as specified in the table below:
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Field Name Sold-to party Ship-to Party Purchas e Order Number PO date Valid from
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Description Number of the customer for whom the inquiry is created The party who receives the delivery of the goods Number customer uses to uniquely identify a purchasing document The that appears on the customer‟s purchase order Date this inquiry goes into effect
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R/O/ C R
User Action and Values Comments
O O
O O
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Date this inquiry ceases to be in effect Date customer requests delivery
O
Number of the material the inquiry is based on Amount of material the customer is inquiring about
O
O
Enter if availability is an issue
O
If entry of additional information is desired, use the following menu paths: o Bus.Data: Goto Header Sales Displays screen “Create Inquiry: Header Data” (Sales Tab) Allows for entry of order header data such as document date, price date, currency and rate, order reason, etc. o Partner: Goto
Header
Partners
Displays screen “Create Inquiry: Header Data” (Partners Tab) Allows for entry of new partner data o Bus.Data: interest)
Goto
Item
Sales A (or selected area of
Displays screen “Create Inquiry: Item Data” (Sales A Tab) Allows for entry of Billing data, Shipping data and Sales data such as payment terms, billing block, shipping point, route, etc. o Schedule line: Goto
Item
Schedule Lines
Displays screen “Create Inquiry: Item Data” (Schedule Lines Tab) Allows for entry of quantities and delivery dates for each item
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o
Pricing:
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Goto Item Conditions Displays screen “Create Inquiry: Item Data”
(Pricing Tab) Lists existing condition records for item and/or customer and allows for manual entry of new pricing o Save the inquiry. (Click on „Save‟ icon, or „Ctrl +S‟) Message “Inquiry (Inquiry no.) is saved” is displayed in the status bar at bottom of screen. Exit Inquiry processing. (Click on yellow up-facing arrow icon, or Shift-F3)
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Change Inquiry Overview
Trigger: Customer requires change to an existing Inquiry document. Business Process Description Overview This document describes the procedure required for changing an existing sales inquiry.
Input - Required Fields Inquiry number
Field Value / Comments Number that uniquely identifies the sales document.
Output - Results Update to an existing Inquiry document
Comments Refer to document „Display an Inquiry‟ for verification
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Procedural Steps Access transaction by: Via Menus Logistics Sales and distribution Sales Inquiry Change Via Transaction Code VA12 1.2. On screen “Change Inquiry: Initial Screen”, enter the information in the fields as specified in the table below:
Field Name Inquiry Number P.O. no.
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Description Number of the existing inquiry to be changed Customer‟s P.O. number
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R/O/ C R
User Action and Values Comments Enter inquiry number
O
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known Can be used if Inquiry no. is not known. If multiple Inq‟s exist for the customer, list is displayed to choose from. WBS Work Breakdown O Can be Element Structure element used if Inquiry no. is not known Press ENTER key Alternately, click on the green check mark ( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional ) 1.3. On screen “Change Inquiry Number Overview”, enter the information in the fields as specified in the table below: Sold-to party
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Number of customer for whom the Inquiry was created
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O
Enter customer number
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Adding One more Line Item
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Field Name P.O. No
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Description Customer‟s purchase order number Date of customer‟s purchase order number Date customer requests delivery
P.O date Req.Deli v.date Pricing data
R/O/ C O
User Action and Values Comments
O
Today‟s date defaults Enter if availability is an issue
O
Date to use to O determine price of items Number of the O material the inquiry is based on Amount of material O the customer is inquiring about
Material Quantity
If entry of additional information is desired, use the following menu paths: o Bus.Data: Goto Header Sales Displays screen “Change Inquiry: Header Data” (Sales Tab) Allows for entry of order header data such as document date, price date, currency and rate, order reason, etc. o Partner: Goto Header Partners Displays screen “Change Inquiry: Header Data” (Partners Tab) Allows for entry of new partner data
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o Bus.Data: Goto Item Sales A (or selected area of interest) Displays screen “Change Inquiry: Item Data” (Sales A Tab) Allows for entry of Billing data, Shipping data and Sales data such as payment terms, billing block, shipping point, route, etc. o Schedule line: Goto Item Schedule Lines Displays screen “Change Inquiry: Item Data” (Schedule Lines Tab) Allows for entry of quantities and delivery dates for each item o Pricing: Goto Item Conditions Displays screen “Change Inquiry: Item Data” (Pricing Tab) Lists existing condition records for item and/or customer and allows for manual entry of new pricing . Save the changed inquiry. (Click on the „Save‟ icon, or „Ctrl +S‟) Message “Changes have been saved” is displayed in the status bar at bottom of screen. Exit Inquiry processing. (Click on the „Save‟ icon, or „Ctrl +S‟)
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Display Inquiry Overview
Trigger: This is a display function and as such there is no trigger. Business Process Description Overview This document describes the procedure required to display a sales inquiry. As a display function, this is for informational use only. Changes or updates are not allowed.
Input - Required Fields Inquiry number
Field Value / Comments Number that uniquely identifies the sales document.
Output - Results Display of a customer inquiry document
Comments
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Procedural Steps o Access transaction by: Via Menus Via Transaction Code
Logistics Sales and distribution Inquiry Display VA13
Sales
o On screen “Display Inquiry: Initial Screen”, enter the information in the table below:
Field Name Inquiry Number P.O. no.
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Description Number of the existing inquiry to be changed Customer‟s P.O. number
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R/O /C R
User Action and Values Enter inquiry number
O
Comment s
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Sold-to party
Number of customer for whom the Inquiry was created
O
WBS Element
Work Breakdown Structure element
O
Enter customer number
Press ENTER key
known Can be used if Inquiry no. is not known. If multiple Inq‟s exist for the customer, list is displayed to choose from. Can be used if Inquiry no. is not known Alternately, click on the green check mark
( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional ) o On screen “Display Inquiry Number: Overview”, enter the information in the table below:
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Field Name Sold-to party Valid from Valid to Req.Deli v.date Material Quantity
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Description Number of the customer for whom the inquiry is created Date this inquiry goes into effect
R/O/ C
User Action and Values Comments Enter customer number Today‟s date defaults
Date this inquiry ceases to be in effect Date customer requests delivery
Enter if availability is an issue
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o
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If entry of additional information is desired, use the following menu paths: o Bus.Data: Goto Header Sales Displays screen “Display Inquiry: Header Data” (Sales Tab) Allows for entry of order header data such as document date, price date, currency and rate, order reason, etc. o Partner: Goto Header Partners Displays screen “Display Inquiry: Header Data” (Partners Tab) Allows for view of partner data. o Bus.Data: Goto Item Sales A (or selected area of interest) Displays screen “Display Inquiry: Item Data” (Sales A Tab) Allows for view of Billing data, Shipping data and Sales data such as payment terms, billing block, shipping point, route, etc. o Schedule line: Goto Item Schedule Lines Displays screen “Display Inquiry: Item Data” (Schedule Lines Tab) Allows for view of quantities and delivery dates for each item. o Pricing: Goto Item Conditions Displays screen “Display Inquiry: Item Data” (Pricing Tab) Lists existing condition records for item and/or customer. Exit Display Inquiry processing. (Click on „Save‟ icon, or „Ctrl+S‟)
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Display List of Inquiries Overview
Trigger: Customer Service Rep. or Order Entry person wishes to investigate existing Inquiries for a sold-to. Prompted by either the customer or business requirements. Business Process Procedure Overview This document describes the process for displaying the list of Inquiry documents.
Input – Required Fields Sold to party Valid From Date Valid To Date Document Date From Document Date To Selection Criteria Organizational Data Sales Organization Distribution Channel Division Output - Results Listing of existing Inquiries
Field Value/Comments
Radio buttons , select Open Inquiries or All Inquiries Click on Radio Button
Comments
Tips and Tricks Make sure to enter the correct Organizational Data for the inquiry list you wish to see. To get Totals and Subtotals, click on a currency or quantity field, and then click on either the total or subtotal button. Last changed on: 12/9/2010
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Procedural Steps Access transaction by: Via Menus
Logistics Sales and Distribution Sales Information System Inquiries List Inquiries
Via Transaction Code
VA15
On screen “List of Inquiries”, enter information in the fields as specified in the table below:
List of Enquiries With respect to customer
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Field Name Sold to party Material Valid From Date Valid To Date Docume nt Date From Docume nt Date To Selectio n Criteria Organiz ational data (Radio button) Sales Organiz ation Distribut ion Channel Division Last changed on: 12/9/2010
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Description Number of the customer for whom the listing is created Number of the material for the inquiry Date inquires are in effect Date inquires cease to be in effect Beginning date range for which document was created Ending date range for which document was created Radio button to select All or Open Inquires
R/O/ C R
User Action and Values
Comme nts
O R R O O R Click on Radio Button
Organizational unit responsible for the sale of certain products/services Means of distributing goods
O
Product Level
O
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Sales Office Sales Group
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Physical location with responsibility for sale of certain products/services Group of sales people responsible for processing sales of certain products/services
O
O
Press the ENTER Key twice to display list of inquiries. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Note: Additional selection fields are available through the radio button marked “Further selection criteria”. An example of a choice available with this radio button is “SD Document (type)” which would allow a search by specific sales document type(s).
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Create Quotation Overview
Trigger:
Customer requests information on prices for a product. Business Process Description Overview This document describes the procedure required to create a quotation for a customer. A quotation is used to determine material, their quantities and prices and payment terms that are valid for a given sold-to customer during a specified time period. The customer can then place sales orders, or setup a contract, with reference to the quotation. This offer is a legal binding document.
Input Required Fields
Field Value/Comments
Quotation Type
The sales document type you enter determines the kind and sequence of screens that follow. Number of the customer for whom the quotation is created. The number of the material that the quotation is based on The amount of material the customer receives the quote about.
Sold to Party Material Quantity
Output - Results Creation of a quotation document
Comments Refer to Business Process Procedure „Display a Quotation‟, to verify this result.
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Quote screen. If the customer is assigned to more that one Sales Area a selection box will appear during the creation of the quote.
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Procedural Steps Access transaction by: Via Menus Logistics Sales/Distribution Sales Quotation Create Via Transaction Code VA21 Note: To create a quotation with reference, use the selections in the table below to copy in the desired information from the customer’s inquiry. On screen “Create Quotation: Initial Screen”, enter the information in the fields as specified in the table below:
Field Name Quotatio n Type
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Description The sales document type you enter determines the kind and sequence of Last changed by: Utpal Mishra
R/O /C R
User Action and Values
Commen ts
You can choose the type of quote you would like to use by placing your cursor in the field and Version: 0
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screens that follow. Sales Organiz ation
4 char identifier of an independent unit that is responsible for sales processing of a product or product line 2 char identifier of a means of getting a product to the customer
O
Division
2 char identifier of a group of products or services
O
Sales Office
4 char identifier of a physical location (for example, a branch office) that has responsibility for the sale of certain products or services within a given geographical area.
O
Sales Group
3 char identifier of a group of sales people who are responsible for processing sales of certain products or services.
O
Distribut ion Channel
O
clicking the drop-down arrow or by pressing F4. This fields can also be defaulted from the user‟s parameters or left blank to be populated by the customer‟s sales area assignment. This fields can also be defaulted from the user‟s parameters or left blank to be populated by the customer‟s sales area assignment. This fields can also be defaulted from the user‟s parameters or left blank to be populated by the customer‟s sales area assignment. This fields can also be defaulted from the user‟s parameters or left blank to be populated by the customer‟s sales area assignment.
This fields can also be defaulted from the user‟s parameters or left blank to be populated by the customer‟s sales area assignment. Press ENTER key
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ely, click on the green check mark ( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional ) 1.3. On screen “Create Quotation: Overview”, enter the information in the fields as specified in the table below:
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Field Name Quotatio n Net Value Sold-to Ship-to PO Number Valid From Valid To Last changed on: 12/9/2010
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Description Number of quotation. Net Value of quotation. Will appear in „gray‟ and remained unchanged. Customer you are selling to. Where items in quote will be shipped to. Customer supplied PO number. Date on which quotation become effective. Date on which Last changed by: Utpal Mishra
R/O/ C R O
R R O
User Action and Values
Comments
Number is populated when the quotation is saved. When user enters material items within the quotation the net value is reflected. Enter Customer number. Populated when soldto is entered. Enter a PO number.
O O Version: 0
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Material (s)
Order Quantity Req. Delivery Date Sales (Tab)
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quotation becomes null and void. Material Number of the product the customer is requesting a quotation for. Amount of material the customer has Requested the quote for. Date customer requires delivery General Sales information can be changed here.
Item Overvie w (Tab)
Use this area to delete/add items to the quotation. Some individual item changes can be made here, but the Details Tab is better for individual item changes. Item Individual item Details changes are made (Tab) here. Ordering Ordering Party Party changes are made (Tab) here.
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R
Enter material number
R
Enter order quantity
O
O
System default current date Click on this tab to change information such as delivery date, incoterms and billing/delivery blocks may be changed here.
O
O
O
Click on this tab to change information such as customer internal material number. Version: 0
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Procure ment (Tab)
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Procurement (materials) changes are made here.
O
Shipping Shipping changes are (Tab) made here.
O
Reason for Rejectio n (Tab)
O
If quotation is rejected, the rejection and reason are entered here.
Click on this tab to change information relevant to procurement such as load dates, etc. Click on this tab to change shipping information such complete deliveries and delivery blocks. Click on this tab to change reason for rejection information such as delivery date, incoterms and billing/delivery blocks may be changed here.
Press ENTER key
This „closes‟ the quotation and further documents are unable to be created with reference to this document. Alternately, click on the green check mark
Change/Add Data o If you want to change default data at the item level, mark the item(s) to be changed, then select the appropriate menu entry. o If you want to enter additional information in the header, select the appropriate menu entry. Save the quotation. (Click on the yellow file folder icon, or F-11)
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Message will be displayed confirming that the quotation has been saved and will display system assigned quotation no. If document is incomplete, dialog box will be displayed allowing the user to save the quotation as is or will „process data‟ which walks user through screens where additional data is required. Exit Create Quotation processing. (Click on yellow up-facing arrow icon, or Shift-F3)
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Change Quotation Overview
Trigger: Customer requires change to existing quotation or there was an entry error made during creation. Business Process Description Overview This document describes the procedure required to make changes to an existing quotation document. Customer may request another material be added or a delivery date change, etc.
Input - Required Fields
Field Value / Comments
Quotation Number
Enter existing quotation number.
Output - Results Changed/updated quotation document
Comments Refer to Business Process Procedure „Display Quotation‟, to verify this result.
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Procedural Steps
Logistics Quotation VA22
Sales/Distribution Change
Sales
On screen “Change Quotation: Initial screen”, enter the information in the fields as specified in the table below:
Field Name Quotatio n Number PO Number, Sold-to and WBS Last changed on: 12/9/2010
Description Number of the quotation to be displayed. Additional fields used for selection if quotation number is not readily known.
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R/O/ C R
User Action and Values Comments
O
Enter PO Number, Sold-to or WBS element.
Enter quotation number, if known.
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element Press Enter key
Alternately, click on green check mark
( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional ) On screen “Change Quotation Number: Overview”, enter the information in the fields as specified in the table below:
Adding One More Line Item –Site Supervision to existing Quotation
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Field Name Quotatio n
Description
Net Value
Net Value of quotation. Will appear in „gray‟ and remained unchanged.
O
Sold-to
Customer number.
R
Ship-to
Where items in quote will be shipped to. Customer supplied PO number.
R
Valid From
Date on which quotation become effective.
O
Valid To
Date on which quotation becomes null and void.
O
Material (s)
Material Number of the product the customer is requesting a quotation for. Amount of material the customer has Requested the quote for. Date customer
R
PO Number
Order Quantity Req. Last changed on: 12/9/2010
Number of quotation to be changed.
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R/O/ C R
O
R
O
User Action and Values Comments Quotation is brought over from initial selection screen. When user changes items within the quotation the reflected change is made in net value. Quotation is made to a particular customer and will carry through from the initial screen. Carried over from initial selection screen. Brought over from the quotation entered into the initial selection screen. Brought over from the quotation entered into the initial selection screen. Brought over from the quotation entered into the initial selection screen. Brought over from the quotation entered into the initial selection screen. Brought over from the quotation entered into the initial selection screen. Brought over from the Version: 0
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Delivery Date
requires delivery.
Sales (Tab)
General Sales information can be changed here.
Item Overvie w (Tab)
O
Use this area to delete/add items to the quotation. Some individual item changes can be made here, but the Details Tab is better for individual item changes. Item Individual item Details changes are made (Tab) here. Ordering Ordering Party Party changes are made (Tab) here.
O
Reason for Rejectio n (Tab)
O
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If quotation is rejected, the rejection and reason are entered here.
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quotation entered into the initial selection screen. Click on this tab to change information such as delivery date, incoterms and billing/delivery blocks may be changed here.
default current date
O O
Click on this tab to change information such as customer internal material number. Click on this tab to change reason for rejection information such as delivery date, incoterms and billing/delivery blocks may be changed here.
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If quotation number is unknown, use customer‟s PO number used to create the quote and/or the customer number. If there are multiple quotes for the customer, a selection will be displayed for the user to choose from. Use buttons: Availability, Pricing, Sched. Lines and Config to access detailed information on items within the quotation. Save the changes. (Click on the yellow file folder icon, or Ctrl-S) Message will be displayed confirming that the changes have been saved. If data is missing, system will display dialog box indicating document is incomplete. This is a warning message. System will allow quotation to be saved as is or will walk user through data screens required to complete the quotation. Exit Change Quotation processing. (Click on the yellow up-facing arrow icon)
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Display Quotation Overview
Trigger: End-user wishes to display a quotation. Business Process Description Overview This document describes the procedure required to display an existing quotation. This is a display function and is for informational use, by system users, only.
Input - Required Fields
Field Value / Comments
Quotation Number
Output - Results Screen display of an existing quotation
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Comments
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Procedural Steps
Logistics Sales/Distribution Sales Quotation Display Via Transaction Code VA23 On screen “Display Quotation: Initial screen”, enter the information in the fields as specified in the table below:
Field Name Quotatio n Number PO Number, Sold-to and WBS element
Description Number of the quotation to be displayed. Additional fields used for selection if quotation number is not readily known.
R/O/ C R
User Action and Values Comments
O
Enter PO Number, Sold-to or WBS element.
Enter quotation number, if known.
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click on green check mark ( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional ) If the quotation number is not known, the customer number or the relevant customer‟s purchase order number may be entered. If there are multiple quotes for the customer, a selection will be displayed. Choose the one to be displayed. On screen “Display Quotation “30000045”: Overview”:
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Field Name Quotatio n Net Value Sold-to Ship-to PO Number Valid From Valid To
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Description
R/O/ C
User Action and Values Comments
Number of quotation to be changed Net Value of quotation. Will appear in „gray‟ and remained unchanged. Customer number Where items in quote will be shipped to. Customer supplied PO number Date on which quotation become effective Date on which quotation becomes null and void.
Display Only.
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Display Only.
Display Only. Display Only. Display Only. Display Only. Display Only.
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Material (s)
Order Quantity
Req. Delivery Date Sales (Tab) Item Overvie w (Tab)
Item Details (Tab) Reason for Rejectio n (Tab)
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Material Number of the product the customer is requesting a quotation for. Amount of material the customer has Requested the quote for. Date customer requires delivery
Display Only.
General Sales information can be changed here. Use this area to delete/add items to the quotation. Some individual item changes can be made here, but the Details Tab is better for individual item changes. Individual item changes are made here. If quotation is rejected, the rejection and reason are entered here.
Display Only.
Display Only.
Display Only.
Display Only. Display Only.
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Procurement, Shipping and Reason for Rejection. To display additional data, use click on appropriate buttons displayed at bottom of screen: Display Availability, Pricing, Schedule Lines For Items, Item Conditions and Item Details: Configuration. Exit Display Quotation processing. (Click on yellow up-facing arrow icon)
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Display List of Quotations Overview
Trigger: Customer Service Rep. or Order Entry person wishes to investigate existing Quotations for a sold-to. Prompted by either the customer or business requirements. Business Process Procedure Overview This document describes the process for displaying the list of Quotation documents.
Input – Required Fields Sold to party Valid From Date Valid To Date Document Date From Document Date To Selection Criteria Organizational Data Sales Organization Distribution Channel Division Output - Results Listing of existing Quotations
Field Value/Comments
Radio buttons , select Open Quotations or All Quotations Click on Radio Button
Comments
Tips and Tricks Make sure to enter the correct Organizational Data for the quotation list you wish to see.
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To get Totals and Subtotals, click on a currency or quantity field, and then click on either the total or subtotal button.
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Procedural Steps
Via Menus
Logistics Sales and Distribution Sales Information System Environment Document Information Quotations List
Via Transaction Code
VA25
On screen “List of Quotations”, enter information in the fields as specified in the table below:
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Field Name Sold to party Material Valid From Date Valid To Date Docume nt Date From Docume nt Date To Selectio n Criteria Organiz ational data (Radio button) Sales Organiz ation Distribut ion Channel Division Sales Last changed on: 12/9/2010
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Description Number of the customer for whom the listing is created Number of the material for the quotation Date inquires are in effect Date inquires cease to be in effect Beginning date range for which document was created Ending date range for which document was created Radio button to select All or Open Quotations
R/O/ C R
User Action and Values
Comme nts
O R R O O R Click on Radio Button
Organizational unit responsible for the sale of certain products/services Means of distributing goods
O
Product Level Physical location with
O O
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Office Sales Group
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responsibility for sale of certain products/services Group of sales people responsible for processing sales of certain products/services
O
Press the ENTER Key twice.
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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Create Contract Overview:
Trigger: Customer requests commitment to a certain quantity of materials and/or delivery schedule over a period of time. Business Process Description Overview This document describes the process required to create a contract for a customer. A contract is used to determine material, their quantities, prices and payment terms that are valid for a given sold-to customer during a specified time period. The customer can then pre-schedule deliveries or place sales orders with reference to the contract.
Note: This BPP is written using the Create Quantity Contract as an example. System provides for Master, Quantity, Value and Rental contracts. Screen views and descriptions may vary between contracts. Input - Required Fields Contract Type Sales organization Distribution channel Division Sold to Party
The date the validity period for the contract begins. The date the validity period for the contract ends. Alphanumeric key identifying the material.
Valid From Valid To Material Last changed on: 12/9/2010
Field Value / Comments Contracts are created with the contract type “CQ.” Enter the sales organization responsible for the products and services being ordered. The channel through which the materials are reached to the customer. The division that the products and/or service belong to. The customer that is placing the order.
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Target Quantity
The target quantity for an item in the Contract
Output - Results Creation of a valid contract document
Comments Refer to Business Process Procedure “Display a Contract”, to verify this result.
Procedural Steps 1.1. Access transaction by: Via Menus Logistics Sales/distribution Sales Contract Create Via Transaction Code VA41 1.2. On screen “Create Contract: Initial Screen”, enter the below information:
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Description User may choose Master, Quantity, Rental contract Sales Organization
R/O /C R R
User Action and Values
Commen ts
For Quantity contract select NMS – Quantity Contract. Enter Sales Organization.
O O O O
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) If creating contract with reference to a quote, order, another contract or billing document, after entering in contract type and organizational data select the reference button at top of screen.) On screen “Create Quantity Contract: Overview”, enter the below information:
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Create Contract –Product
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Create Contract –Services
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Field Name Quantity Contract
Description
Net Value
Net Value of quotation. Will appear in „gray‟ and remained unchanged.
Sold-to
Customer number
Ship-to
Where items in quote will be shipped to. Customer supplied PO number Customer supplied PO date
PO Number PO Date
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Uniquely identifies sales document
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R/O/ User Action and Values C O Enter master contract number or leave blank. O When user changes items within the quotation the reflected change is made in net value. R Quotation is made to a particular customer and will carry through from the initial screen. R Carried over from initial selection screen. O
Comments
O
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Sales (Tab)
General Sales information can be entered here. Use this area to enter start and end dates on the contract. Item Individual item Overvie changes are made w (Tab) here. Use this area to delete/add items to the quotation. Ordering Ordering Party Party information is (Tab) entered here.
R
Procure ment (Tab)
Procurement (materials) changes are made here.
O
Shipping Shipping details are (Tab) entered here.
O
Reason for Rejectio n (Tab)
O
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If quotation is rejected the rejection and reason is entered here.
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R
O
Click on this tab to change information such as delivery date, incoterms and billing/delivery blocks may be changed here. Click on this tab to change information particular to the items on the sales quotation. Click on this tab to change information such as customer internal material number. Click on this tab to change information relevant to procurement such as load dates, etc. Click on this tab to change shipping information such complete deliveries and delivery blocks. Click on this tab to change reason for rejection information such as delivery date, incoterms and billing/delivery blocks may be changed here.
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to this document. Dialog Box System will display the material descriptions and validate your entries. Error messages will be displayed in the message line at the bottom of the screen Save the contract. (Click on „Save‟ icon, or „Ctrl + S‟) If data is missing, system will display dialog box indicating document is incomplete and allow the document to be saved or will walk user thru data screen(s) required to complete contract. Exit Contract processing. (Click on yellow up-facing arrow icon, or ShiftF3)
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Change Contract Overview
Trigger:
Business Process Description Overview This document describes the procedure required to change an existing contract. Examples of changes to a contract are: increasing the value of the contract, changing validity dates of the contract, or reducing the quantity of the contract. One can also delete a contract within this transaction. Deleting a contract makes it invalid and unavailable for sales analysis reporting.
Input - Required Fields Contract Number
Output - Results Changing a contract Deletion of a contract
Field Value / Comments Enter contract number for customer or use matchcodes to find the number.
Comments Refer to Business Process Procedure, “Display a Contract”, to verify the change has been made to the contract. Refer to Business Process Procedure, “Display a Contract”, to verify this result. Message should be displayed stating the contract does not exist.
Tips and Tricks Use matchcodes to find contract numbers when contract numbers are not known. Last changed on: 12/9/2010
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Procedural Steps Access transaction by: Via Menus Logistics Sales/distribution Sales Contract Change Via Transaction Code VA42 On screen “Change Contract”, enter the below information:
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R/O/
User Action and Values Comments Version: 0
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Name Contract Number
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Contract number to be changed/deleted
C R
Custome Number of r‟s PO Customer‟s PO. Number
O
WBS Element
O
Work Breakdown Structure Element.
Enter the contract number or use matchcodes to find the contract number. Enter PO number Used only to narrow search further. Enter WBS number Used only to narrow search further. Press ENTER key Alternately, click on the green check mark.
(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) On screen “Change Contract: Overview”, enter changes in the contract as desired.
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Revising the Quantity to 150 Kg and Validity date of the Contract Last changed on: 12/9/2010
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After changes have been made, Save the Sales Order. (Click on disk icon, or F11). On screen “Change Contract: Overview”, enter the below information to Delete the contract:
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Select menu path: Sales document Delete System will display dialog box asking user to confirm deletion of document. Click on „Yes‟, a message will be displayed stating contract has been deleted. Exit Delete Contract processing. (Click on yellow up-facing arrow icon, or Shift-F3)
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Display Contract Overview
Trigger:
Business Process Description Overview This document describes the procedure required to display an existing contract.
Input - Required Fields Contract Number
Field Value / Comments Enter contract number for customer or use matchcodes to find the number.
Output - Results Screen display of existing contract.
Comments Used to verify correct contract creation or display existing terms of contract.
Tips and Tricks When contract number is entered and user presses enter to advance to the next screen, system may display warning message, “consider subsequent documents”. To view these documents, press “document flow” button at top of the “Display Contract XXXXX: Overview” Screen.
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Procedural Steps Access transaction by: Via Menus
Logistics Sales/distribution Sales Contract Display Via Transaction Code VA43 On screen “Display Contract: Initial Screen”, enter the below information:
Field Name Contract Number Purchas e Order Number
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Description Number of contract to be changed. Number of Customer‟s PO.
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R/O/ C R
User Action and Values Comments
O
Enter PO number
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Used only to narrow search further.
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WBS Element
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Work Breakdown Structure Element.
O
Enter WBS number
Press ENTER key
Used only to narrow search further. Alternately, click on the green check mark.
(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) On screen “Display Contract e.g. 40000030: Overview” contract is displayed.
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Move between various „tabs‟ to view contract specifics. Tabs at top of screen are listed as: Sales, Item Overview, Item Detail, Ordering Party, Procurement, Shipping and Reason for Rejection. Exit “Display Contract e.g. 40000030: Overview”. (Click on yellow upfacing arrow icon, or Shift-F3)
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Display List of Contracts Overview
Trigger: Customer Service Rep. or Order Entry person wishes to review existing contracts for a sold-to party. Prompted by either the customer or business requirements. Business Process Procedure Overview This document describes the process for displaying the list of Contracts documents.
Input – Required Fields Sold-to party Material Purchase Order
Field Value/Comments The customer who placed the order.
Valid from
The date the validity period for the contract began The date the validity period for the contract ends Indicates whether you want the system to list only the documents that remain open
Valid to Open contracts All contracts
Indicates whether you want the system to list all documents, regardless of whether they have been completely processed or whether they still remain open for processing.
Output - Results Listing of existing contracts
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Alphanumeric key identifying the material. Number that the customer uses to uniquely identify a purchasing document
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Comments
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Tips and Tricks Make sure to enter the correct Organizational Data for the contract list you wish to see. To get Totals and Subtotals, click on a currency or quantity field, and then click on either the total or subtotal button.
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Access transaction by:
Procedural Steps
Via Menus
Logistics Sales and Distribution Information System Contracts Contracts
Via Transaction Code
VA45
Sales List of
On screen “List of Contracts”, enter information in the fields as specified in the table below:
Field Name Sold-to party Material Last changed on: 12/9/2010
Description The customer who placed the order. Alphanumeric key Last changed by: Utpal Mishra
R/O/ C R
User Action and Values
Comme nts
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Valid from Valid to Open contract s
All contract s
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identifying the material. Number that the customer uses to uniquely identify a purchasing document
O
The date the validity period for the contract began The date the validity period for the contract ends Indicates whether you want the system to list only the documents that remain open
O
Indicates whether you want the system to list all documents, regardless of whether they have been completely processed or whether they still remain open for processing.
O
R O
Press the ENTER . On screen “List of Contracts”, a list of contracts are display below:
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Perform one of the following: Last changed on: 12/9/2010
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If you need to make changes to a contract, double click on the desired Contract. It will take you to the “Change ##### Contract ######: Overview” screen. Refer to Change Contract BPP. Exit the List of Contracts. (Click on yellow up-facing arrow icon, or Shift F-3)
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Create Invoice Overview
Trigger: The requirement to invoice the customer after the order has been delivered and post goods issued. Business Process Procedure Overview Create an individual billing document after the order has been delivered and post goods issued. Typically the delivery document is the reference document. A sales document may be the reference document for items which are not relevant for delivery (for example service items not relevant for delivery or credit memo requests).
Input – Required Fields Document
Field Value/Comments Enter the delivery document for creating the billing document. In some instances the sales document may be relevant for billing (see above).
Output - Results Creation of a billing document
Comments After Saving the billing document, the billing number is generated into the system for Services this number has to released to accounting, For this we have to go to Change Billing Document Screen (T- Code VF02) and Click on the Flag Symbol. This will result to generation of accounting document for that billing number.
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Tips and Tricks Normally invoices are created using the billing due list (transaction vf04 – see corresponding BPP), which is used to create invoices in bulk which are due for billing. This transaction is used to create an individual invoice. The pull down menu Settings -> Default Data is used to change the default billing type. Standard SAP settings ZF2S ZF2P F1 F5 F8 IV ZG2 ZL2
invoice referencing delivery note invoice referencing delivery note invoice referencing order pro forma for order pro forma for delivery intercompany invoice credit memo debit memo
If a message is generated when saving the invoice indicating to review messages in the log, use the Edit -> Log menu path to review informational messages.
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Procedural Steps
Logistics Sales and distribution Billing document Create VF01
Billing
On screen “Create Billing Document”, enter the information in the specified fields in the table below:
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Field Name Docume nt
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Description Enter the delivery document for creating the billing document and execute.
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R/O/ C R
User Action and Values Delivery document
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of a delivery ) (Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) The screen “Invoice (F2) Create: Overview of Billing Items” will appear. Save the Invoice. (Click on the yellow save icon, or Ctrl + S) Message Document xxxxxxx has been saved will appear. Exit Create Billing Document processing. (Click on the yellow up-facing arrow icon, of Shift-F3
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Change Invoice
Overview: Trigger: After a billing document is created, changes are required to the text fields, output type and/or pricing. Business Process Description Overview This document describes the procedure for making changes to a billing document. The changes allowed to billing documents are very limited. For documents that have not been sent to accounting, changes can be made to text fields, output type and new pricing can be carried out. For documents that have been sent to accounting, changes can be made to text fields and output type. If additional changes are required, the document must be canceled and a new document created.
Input - Required Fields Billing document number
Output - Results Update to text fields, change of output or new pricing of an existing billing document
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Field Value / Comments
Comments Refer to Business Process Procedure „Display Billing Document‟, to verify this result.
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Procedural Steps Access transaction by: Via Menus
Logistics Sales/distribution Billing Billing document Change Via Transaction Code VF02 On screen “Change Billing document”, enter the information in the fields as specified in the table below:
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Field Name Docume nt
Description
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R/O/ C R
User Action and Values Comments
Number of the billing Enter Document Press document to be number Enter key changed (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =Conditional) On screen “Invoice (Billing Document Number) (F2) Change: Overview of Billing Items” the basic information of the document is displayed.
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Double Click as in above screen‟s Line Item it will open the below screen and changes can be made to Partner, Pricing and Texts from Header
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Enter changes as required. No changes can be made on this screen, click on the Partner, Pricing and Texts from Header. You may branch to the appropriate screens to allow changes to be made. Changes can be made to Partner and Pricing information if the document has not been sent to Accounting. Otherwise, only the text can be changed. Output and Foreign Trade data can also be accessed from the Header. Details can be accessed by selecting a line item clicking on the Details icon or by selecting Details from the Item menu option. Click on yellow diskette (Ctrl + S) icon System returns to the initial change screen and displays message confirming changes made to document. Click on yellow up facing arrow (Shift + F3)
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System exits change processing screens.
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Display Invoice Overview:
Trigger: This is a display function, and as such there is no trigger. Business Process Description Overview This document describes the procedure to display a billing document.
Input - Required Fields Billing document number
Field Value / Comments
Output - Results Display text fields, output or new pricing of an existing billing document
Comments
Procedural Steps Access transaction by: Via Menus
Logistics Sales/distribution Billing Billing document Display Via Transaction Code VF03 On screen “Display Billing document”, enter the information in the fields as specified in the table below:
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Field Description Name Documen Number of the billing t document to be changed
R/O/ C R
User Action and Values Comments Enter Document number
Press Enter key
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =Conditional) On screen “Invoice (Billing Document Number) (F2) Display: Overview of Billing Items” the basic information of the document is displayed. You can view Header or Item details by going to the menu under Goto.
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Click on yellow arrow (Shift + F3) to exit. Last changed on: 12/9/2010
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Display List of Invoice Documents Overview
Trigger: A desire to view billing documents (all or open only) by payer or by material.
Business Process Procedure Overview To research Billing documents for a payer partner or a material, this functionality allows the user to view all or open billing docs. Also, once a list of billing documents is displayed, the user may review a billing document by double clicking on it.
Input – Required Fields Payer Material Open Billing Docs
Field Value/Comments Either a payer and/or a material must be entered. Select either open billing documents OR all billing documents pushbutton.
All Billing Docs
Output - Results Comments List of all billing documents The billing document may be reviewed in detail satisfying the selection by double clicking on the document number. criteria. Once in the billing document, Document Flow may be used to research the events. (Pulldown menu Environment -> DocumentFlow)
Tips and Tricks Make sure the Organizational data is correct when running this report. Last changed on: 12/9/2010
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Pulldown Settings -> OrganizationalData on the first screen should be used to verify that the sales organization is correct. You can narrow your list by using the Billing docs from – to fields.
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Via Transaction Code
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Procedural Steps
Logistics Sales and Distribution Billing Information Systems Billing Documents List Billing Documents VF05
On screen “List of Billing Documents”, enter information in the fields as specified in the table below:
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Field Name Payer
Material
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Description The number that uniquely identifies the partner. Alphanumeric key uniquely identifying the material.
R/O/ C C
C
Billing Docs From Billing Docs To Open Billing Docs
O
All Billing Docs
C
User Action and Values
Comm ents
A payer and/or a material is required
A payer and/or a material is required
O C
Select either open billing docs OR All billing docs pushbutton. Select either open billing docs OR All billing docs pushbutton. Press Enter key or click the Green Checkmark
Optional Screens Display Variants (Ctrl+Shift+F8) represent various options in the way the output list of billing documents is displayed. Further Selection Criteria (Shift+F8) may be used to add more fields to the normal selection criteria. Up to 3 additional fields may be added. Organization Data (Ctrl+F9) is used to specify the Sales Organization for the payer. Last changed on: 12/9/2010
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Partner Function (Ctrl+F10) is used to specify a different partner to search by. Additional partner functions must first be set up in customizing.
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Release Invoice Documents for Accounting Overview
Trigger: Billing documents are created but have not been passed to accounting due to a block of some kind. Business Process Procedure Overview This document describes the process for releasing a list of blocked billing documents.
Input – Required Fields Sales organization Incomplete due to
Output – Results List of blocked billing documents
Field Value/Comments Required At least one of these fields must be selected to produce a list of blocked billing documents.
Comments
Tips and Tricks To speed up searches, create variants for frequent combinations (ex. By Payer, by billing type, etc.)
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Access transaction by:
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Procedural Steps
Via Menus
Logistics -> Sales and distribution -> Billing -> Billing document -> Blocked billing docs
Via Transaction Code
VFX3
On screen “Release Billing Documents for Accounting", enter information in the fields as specified in the table below:
Field Name Payer
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Description Number of the payer
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R/O/ C 0
User Action and Values
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Comm ents
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Sales Organiz ation Created by Created on SD docume nt Billing type
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Organizational unit responsible for the sales of specific products or services User who created the billing document Date billing document created Number of billing document
Identifier for the types of billing documents that require different processing by the system Billing Identifier for the category reference document used to create the billing document With Flag that determines safety if the system should check prompt the user when releasing more than one billing document Release Flag that determines billing if the system should docume release the billing nts document to accounting automatically
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R
0 was 0 0 0
0
0
0
System may require user interven tion before it can release a docume Version: 0
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Account block
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Flag that determines if the system should select billing documents that have not passed to accounting because of a posting block Error in Flag that determines accounti if the system should ng select billing interface documents that have not passed to accounting because of an error in the accounting interface Pricing Flag that determines error if the system should select billing documents that have not passed to accounting because of a pricing problem Foreign Flag that determines trade if the system should data select billing documents that have not passed to accounting because of missing foreign trade data Error in Flag that determines authoriz if the system should ation select billing documents that have Last changed on: 12/9/2010
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0
nt to accounti ng One of the followin g fields must be selected . “
0
“
0
“
0
“
0
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not passed to accounting because of an authorization error in processing at some level Click on green check mark with clock icon, or F8 (Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) To process the list of blocked billing documents, use the following buttons: Edit billing block: Displays selected billing document(s). Allows for changes to billing document(s). Release billing docs: Releases selected billing document(s) to accounting. If the document is in error, a dialog box is displayed stating an error has occurred during document processing and directs user to view the error log. The error log is accessed by the menu path at top of screen: Edit Log. Exit processing of blocked billing documents. (Click on yellow upfacing arrow icon or Shift-F3)
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Create Outbound Delivery Overview
Trigger: Items are due for delivery.
Business Process Description Overview Create an individual outbound delivery for Sales Order such as Standard Order; Free Delivery; Consignment Fill-up, etc.
Input - Required Fields
Field Value / Comments
Shipping Point
Enter shipping point
Selection Date
Enter the material availability date for the confirmed schedule line of an item.
Order
Enter sales order number
From/To Item
Leave blank to create a delivery for all items in the order that are due for delivery. To create a delivery for one item enter the item number in both the from and to fields. Leave blank to use system assigned delivery type (based on order type). In case you want a different delivery type you can enter it here.
Delivery Type
Output - Results Deliveries are created. Notes are generated for items that cannot be delivered.
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Comments A delivery log is produced when processing the delivery due list. The log includes a list of deliveries created and notes for items where a delivery cannot be created. Note the log number in the header area of the screen so that the list of deliveries and notes can be reviewed at a later time.
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Tips and Tricks Creating a delivery using this method should be done on an exception basis only. Process the delivery due list for standard delivery creation. Example: Assume that complete delivery is required for an order with multiple items and that one of the items is not available. When processing the delivery due list, a delivery will not be created and a note about the situation will be logged. However, when executing VL01N for the same order, the delivery will be created for the available items and a warning will be displayed in the log about the complete delivery situation. Also note that log messages or notes are only available while creating the delivery. They cannot be displayed at a later time. You can branch directly from sales order processing to delivery creation. Use the following menu path: Select Sales Document Deliver. This saves the order and brings you directly to the create delivery: overview screen. When the delivery cannot be created, often times the selection date is not correct. Check the material availability date for the confirmed schedule lins of an item in the order and change the selection date if necessary.
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Procedural Steps Access transaction by: Via Menus
Logistics Sales/distribution Shipping and Transportation Outbound Delivery Create Single Document With Reference to Sales Order Via Transaction Code VL01N On screen “Out bound Delivery Create: Overview”, enter the information in the specified fields in the table below:
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Field Name
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Description
R/O/ C
User Action and Values
Comments
Shipping 4 char identifier of point the physical location from which material is to be shipped
R
Enter ship point number
Selectio n date
Date material is available for shipment Defaults to current date
R
Enter material availability date for items to be delivered
Order
Number of sales order this delivery satisfies.
R
Enter sales order number
From item
Material number of the first item on the sales order to be in this delivery
O
Enter the first item number to be delivered
Leave blank if all items in the order are to be delivered. If only one item is to be delivered enter the same item number in both the from and to fields.
To item
Material number of the last item on the sales order to be in this delivery
O
Enter the last item number to be delivered
Leave blank if all items after the from item are to be delivered.
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(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Create delivery After entering selection criteria as noted above press enter or click on the check mark icon. System returns the Outbound Delivery Create- Overview: Quantities screen for the items that are relevant for delivery. Please check the messages in the log when prompted. Note that these messages will only be displayed once. Save the delivery. (Click on the yellow file folder icon, or F11) Make a note of the delivery number for later processing. Exit Create Outbound Delivery processing. (Click on the yellow up-facing arrow icon, of Shift-F3)
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Updation of Registers OVERVIEW
Trigger: Update the RG1 Register for a particular time period Business Process Procedure Overview RG1 register maintained at Manufacturing Plants for excisable finished goods. The register shows goods movements from the factory to a store and stores to customer, specifically for excisable finished goods. The R/3 System generates all the necessary entries in the register. This report only creates register entries for goods movements that have not already been entered. It does not create duplicate entries. Using this activity, you can also update the goods issue into RG23A Part I and RG23C Part I, Register by select the radio button option in the Registers.
Input Required Fields
Field Value / Comments
Company code
1000
Plant
Excisable Plant
Excise Group Excise Group Posting date
As per the plant
Classification
IDH Removal from factory on payment of duty for Home use\ RMA Receipt from manufacture
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Period for which RG1 needs to be updated
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RG1
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Comments Processing over for records
Tips and Tricks : N/A
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Procedural Steps 1.1. Access transaction by: Via Menus
Via Transaction Code
Country India User Menu Indirect Taxes Registers Excise Tax Update RG23A/C Issues and RG1 J1I5
1.2. On screen “Update of RG 1 and RG 23 (Part 1”, enter information in the fields as specified in the below table:
Field Name
Description
R/O/ C
Compan y Code
Company Code
R
Plant
Plant – for which RG1 Register is being maintained
R
Excise Group
Excise Group for which RG1 register is being maintained
R
Posting Date
Date of Material document Posted
R
Classific ation
Pre-defined Classifications
R
User Action and Values
IIM For updation of goods receipts from Manufacturing plant use RMA For updation of Goods issue, i.e. Removal from factory on
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Comments
Receipts RMA- Receipt from manufacture ROP-Receipt from outside under any other provision Issues IDH-Removal from factory on Page: 233 of 252
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payment of duty for home use – IDH
payment of duty for Home use IDE-Removal on payment of duty for export under no bond IWE-Removal without payment of duty for export under bond IWT-Removal without payment of duty for transfers IWO-Removal without payment of duty for other purpose
RG23/ RG1
RG23 / RG1 updation date
R
Select the appropriate radio button to update the RG1 Register. Please select the document entry date radio button
Date to be considered by the system for updation of RG1 Register Document Entry date Document posting date System date
Register s
Register to update
R
Select the RG1 radio button to update the RG1 Register,
By using this Transaction you can update the following Registers RG23A Part1 RG23C Pat1
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RG1
Note: In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C” = Conditional Please choose enter and ignore any messages.
Update the Receipts to RG1 Register and then update the issue to RG1 Registers. Follow the sequence of transactions.
You can update the RG1 Register by selecting material document header values or Material document line item level details or both together. Press
to continue.
System will display the „Update of Registers RG1 and RG23 (Part1‟) screen: Displays all the line items to meet the selection criteria to update the RG1 Register. Select the line items which needs to be updated to RG1 Register by selecting the check box at the beginning of the each line item Simulate the selection by using the Simulate function or use Shift+F10 to simulate the selection System will display the selection Green or Red Traffic lights. The line items which can be updated will be displayed with Green Traffic Lights and the line items which cannot be updated will be displayed with Red Traffic Lights.
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After selecting the right documents select the line item and use the Create button to update the RG1 Register or use CTRL+Shit+F11 to make register entry. Result Processing over for records.
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Create Excise Invoice Overview
Trigger: Creation of Excise Invoice Business Process Description Overview Create an excise Invoice with reference to the Commercial Invoice
Input - Required Fields
Field Value / Comments
Billing document Posting Date
Output - Results
Comments
Excise Invoice is created.
Tips and Tricks: N/A
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Procedural Steps 1.1. Access transaction by: Via Menus Via Transaction Code
J1IIN
1.2. On screen “Create Excise Invoice for Factory Sale”: enter the billing document number and the posting date. The excise details will be captured from the billing document. Save the document.
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Extract Excise Registers Overview
Trigger: This step need to be performed in order to create the RG1 details into the respective tables . Business Process Description Overview Register Extraction
Input - Required Fields
Field Value / Comments
Excise group Start date End date Select Check Box RG1 Output - Results RG1 data has been extracted
Comments
Tips and Tricks: N/A
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Procedural Step 1.1. Access transaction by: Via Menus
Country India User Menu Indirect Taxes Registers Excise Tax Extract
Via Transaction Code
J2I5
1.2. On screen “Excise Register Extraction”, enter the following information in the screen below:
Field Name Excise Group
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Description Excise group for which RG1 Register being generated
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R/O/ C
User Action and Values
Comments
R
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State Date
Starting date of Extraction
R
Starting date of data to be extracted for RG1 registers
End Date
Ending date of Extraction
R
Ending date of data to be extracted for RG1 registers
Selection Registers
Mass extraction of data to all registers
R
Select the radio button User can Select Any Register generate option all the registers together or individual register wise
Select individual Registers
Selection of individual register
R
Activate the RG1 Check box to extract the RG1 Register
Display Last Extracted dates
Displays the previously upto what date the register has been extracted for information
O
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Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =Conditional) Choose on execute icon or Choose F8 or Program Execute If the RG1 Register is being generated for the Period First Time, system will execute the report and display the pop-screen with Register name and Green Tick mark, if it is successfully extracted, otherwise it will show the Red Cross. Result RG1 data has been extracted Using this activity, you can also extract the following Excise Registers in addition to RG1. RG23A Part I RG23A Part II RG23C Part I RG23C Part II PLA RG23D
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In the Registers select option, if you select All registers, the system will create an extract for all registers. If you only want to create an extract for specific registers, select Select any register and then the registers that you want to extract.
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Print Excise Registers Overview
Trigger: The objective of this process is to print the RG1 Register or to display on the screen.
Business Process Procedure Overview Printing of RG1 register The data must be extracted to the RG1 Register for the period to which RG1 Register need to be printed.
Input – Required Fields Selection of RG1 Register radio button
Field Value/Comments
Output values RG1 Register ready to print or you can see on the screen.
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Tips and Tricks: N/A
Procedural Steps 1.1. Access transaction by:
Via Menus Via Transaction Code
Country India User Menu Indirect Taxes Registers Excise Tax Print Utility program J2I6
1.2. On the Print Excise Registers screen, select the RG1 Radio button to print the RG1 Register.
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Choose on Execute icon or Choose F8 or Program --> Execute On the Print RG1 Register screen, make the following entries:
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Field Name Excise Group
Start Date End Date
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Description Excise group for which RG1 Register is being generated
R/O/ C R
Starting date of the R period for which currently RG1Register is being generated Ending date of the R period for which currently RG1Register is being generated
User Action and Values
For example 01.03.2005
Comm ents Enter the Excise Group Starting Date
For example: 31.03.2005
Ending Date
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) Choose on Execute icon or Choose F8 or Program Execute System will prompt you to save the file on your system. Save it on a convenient location.
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On Saving the System will display the following message at the bottom of the screen:
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Open the File and Copy the contents and paste it to the Excise Register Macro. Enable Macros and View them. Last changed on: 12/9/2010
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MACROAPART2.xls
Result RG1 Register ready to print or you can see on the screen. Using this activity, you can also view or print the following Excise Registers in addition to RG1 RG23A Part I RG23A Part II RG23C Part I RG23C Part II PLA RG23D You have to print or see the registers one after another.
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