Tscm62 en Col92 Fv Part a4

TSCM62 Order Fulfillment II SAP ERP - Sales and Services

Date Training Center Instructors

Education Website

Participant Handbook Course Version: 92 Course Duration: 10 Days Material Number: 50094949

An SAP course - use it to learn, reference it for work

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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

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About This Handbook

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Contents Course Overview .......................................................... ix Course Goals ........................................................... ix Course Objectives ...................................................... x

Unit 1: Condition Technique in Pricing ............................... 1 Basics of Pricing ........................................................2 Introduction to Condition Technique ................................ 18

Unit 2: Pricing Configuration.......................................... 45 Overview of Pricing Configuration .................................. 46 Customizing Pricing Components .................................. 54

Unit 3: Working with Condition Records ........................... 79 Pricing Reports and Maintenance .................................. 80

Unit 4: Special Functions ............................................. 115 Special Pricing Functions ........................................... 116 Data Determination in Access......................................139

Unit 5: Condition Types ............................................... 149 Special Condition Types ............................................150 Statistical Condition Types..........................................173

Unit 6: Taxes, Pricing Agreements, and Rebates................ 183 Taxes ..................................................................184 Pricing Agreements..................................................189 Introduction to Rebate Processing.................................199

Unit 7: Overview of Billing ............................................ 231 Course Overview.....................................................232 Integration of the Billing Document in the SD Process Chain..234

Unit 8: Billing Overview ............................................... 245 Working with Organizational Units in Customizing ..............246

Unit 9: Controlling the Billing Process ............................ 253 Billing Type Controls.................................................254

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Unit 10: Special Billing Types ........................................ 267 Billing Types in Complaint Processing ............................268 Special Business Transactions - Pro Forma Invoice and Cash Sale ................................................................279

Unit 11: Data flow ....................................................... 287 Data Flow and Copying Control....................................288

Unit 12: Creating Billing Documents ............................... 303 Options for Creating Billing Documents...........................304

Unit 13: Types of Settlement ......................................... 317 Invoice Combination and Invoice Split ............................318 Invoice List ............................................................327

Unit 14: Special Business Transactions........................... 331 Billing Plans - Periodic Billing and Milestone Billing .............332 Down Payment Processing in Sales and Distribution ...........343 Installment Payments ...............................................356

Unit 15: Account Determination ..................................... 363 Account Determination Process and Areas ......................364 Account Assignment for Business Areas .........................373

Unit 16: SD/FI Interface ................................................ 379 Selected SD/FI Interface Fields ....................................380

Unit 17: Copying Control.............................................. 397 Copying Control ......................................................398

Unit 18: Text Control ................................................... 423 Text Control ...........................................................424

Unit 19: Output .......................................................... 455 Output Determination................................................456 Output Processing (Example: SAPscript) ........................469 PDF-Based Forms in the Sales Process..........................488

Unit 20: System Modifications ....................................... 493 Techniques for Avoiding System Bottlenecks ....................494

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Contents

Appendix 1: Appendix section 1 “Pricing in Sales Order Management” Data Model and Optional Exercise ............ 517 Appendix 2: Exercise Data

......................................... 525

Appendix 3: Important SAP Notes about Pricing

............. 527

Appendix 4: Additional Technical Information for Section 2 “Billing” ................................................................. 529 Appendix 5: Basic Accounting Principles

..................... 537

Appendix 6: Interface Between Sales and Distribution and Profitability Analysis (CO-PA) ..................................... 543 Index ....................................................................... 551

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Course Overview This course first provides an overview of the system configuration for pricing in sales order management. In addition, this training course deals with the procedure and configuration of processes in billing. The unit begins with the basic principles of billing, such as the control settings, the data flow for billing, and how to create different types of billing documents and settlements. The next unit covers special business transactions, such as billing plans and down payment processing. It concludes with an in-depth discussion of the features in the interfaces for financial accounting. This course then covers complex Customizing settings that have a cross-functional use in the sales process. You will be introduced to copying control, text control, output determination, and adjustment of the system interface. You will consolidate and develop your knowledge of the SAP system by working through an integrated case study.

Target Audience This course is intended for the following audiences: •

Solution consultants who are responsible for implementing order fulfillment with SAP ERP.

Course Prerequisites Required Knowledge • •

Participation in the course TSCM60 or SCM600 Processes in Sales and Distribution, SCM605 Sales, and SCM610 Delivery Processes. Completion of the following e-learning course: –

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SM001 Introduction to SAP Solution Manager

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Course Overview

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Course Goals This course will prepare you to: • • • • •

Define the necessary system settings for pricing in sales order management Use the billing function in SAP Sales and Distribution Configure the system to meet your company-specific billing requirements Explain the role of the interface between billing in Sales and Distribution and accounts receivable in Financial Accounting Make settings, which require knowledge of cross-application Customizing functions, to map Sales and Distribution (SD) requirements in the SAP system

Course Objectives After completing this course, you will be able to: • • • • • •

x

Describe the elements of the pricing condition technique and the relationships between them Convert your pricing requirements to the necessary pricing strategy Make the necessary Customizing settings to implement your pricing strategy Describe how billing is integrated within the Sales and Distribution process chain and how data is transferred to Financial Accounting Carry out the Customizing configurations for your company-specific billing requirements Make cross-functional Customizing settings for the copying control, text control, output control and adapting the user interface functions

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Unit 1 Condition Technique in Pricing Unit Overview This unit is an overview of pricing and introduces the condition technique.

Unit Objectives After completing this unit, you will be able to: • • • • • • •

Explain how to use conditions in pricing Demonstrate how to use condition records Locate condition types in Customizing Explain the meaning of pricing procedures for pricing Describe pricing procedures and access sequences Describe the special features of header conditions Control new pricing using the pricing type

Unit Contents Lesson: Basics of Pricing .........................................................2 Exercise 1: Condition Records ..............................................7 Exercise 2: Condition Type Configuration................................ 15 Lesson: Introduction to Condition Technique................................. 18 Exercise 3: Condition technique terms ................................... 27 Exercise 4: Adding and Changing Conditions ........................... 29 Exercise 5: Conditions in the Document Header........................ 31 Exercise 6: New Pricing and Pricing Types .............................. 35

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Unit 1: Condition Technique in Pricing

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Lesson: Basics of Pricing Lesson Overview This lesson describes the conditions used in pricing. It also explains how to use the condition records and locate the condition types in Customizing.

Lesson Objectives After completing this lesson, you will be able to: • • •

Explain how to use conditions in pricing Demonstrate how to use condition records Locate condition types in Customizing

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have to learn about the pricing configuration options to develop solutions for your company requirements in the pricing area. In pricing, conditions such as prices, discounts, surcharges, freight, and taxes, must be determined automatically for business transactions.

Condition Master Data Master data for conditions is stored in condition records. The levels at which pricing is most commonly carried out have been predefined and shipped in the standard version.

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Lesson: Basics of Pricing

Figure 1: Examples of Important Condition Groups

Generally, however, conditions can be defined at any key level. Therefore, you can add additional key levels if required. A standard field catalog containing the fields commonly used in pricing is provided within Customizing for this purpose. You can add any other fields to the field catalog release-independently.

Structure of Condition Records Condition records are always defined for a key combination that is assigned to the respective condition type. We will learn about these key combinations later, as a condition table, when we discuss configuration. A condition type can also be assigned several possible key combinations, for example, in the standard condition type PR00, “Price”.

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Figure 2: Structure of Condition Records

In addition, you can specify a validity period to limit a pricing agreement to a specific period as shown: Example: • •

Different price lists for different years Discounts given only for the duration of a special offer

The values in a condition record, such as price, surcharge, and discount, can be defined according to a scale. There is no limit to the number of scale levels. You can specify an upper and lower limit for each condition record. Manual changes to pricing elements determined by the system can be made only within these limits.

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Condition Types: Examples

Figure 3: Condition Types

The condition type determines the category of a condition and describes how the condition is used. The calculation type and the scale base type can be controlled for each condition type. Possible scale bases

Possible calculation types

Values

Percentage of an initial value Fixed amount

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Quantity

Amount by unit of measure

Weight

Amount per unit of weight

Volume

Amount per unit of volume

Period

Quantity per unit of time

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Unit 1: Condition Technique in Pricing

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Condition Maintenance

Figure 4: Condition Maintenance

An additional maintenance interface is provided for condition maintenance in SAP R/3 Release 4.6A and later. The new interface allows mass maintenance of conditions based on characteristics, for example, for customers. This means that condition records can now be maintained across all condition types and condition tables. You can, for example, display and maintain the material prices and the discounts and surcharges for a customer in one step. You can also call up the previous maintenance transaction for conditions by choosing Select Using Condition Type.

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Lesson: Basics of Pricing

Exercise 1: Condition Records Exercise Objectives After completing this exercise, you will be able to: • Check pricing data and understand system messages • Create and use condition records with and without scales

Business Example You will be testing the basic pricing concepts dealing with the creation and use of condition records. In addition, you need to gain familiarity with the pricing data shown in the order.

Task 1: You need to create a simple order to determine what happens when pricing information is missing from the system. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67A##

PO number:

##-1-1

Requested delivery date:

In one week

Material

T-AT1##

Quantity

10

2.

Why does this cause an error message?

3.

What needs to be done to correct the error?

4.

Exit without saving the order.

Continued on next page

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Task 2: To supply the missing pricing information, you need to create a price condition record, test the record by entering the same order as before, and check the pricing information in the order. 1.

Create a material price condition record (PR00) for material T-AT1## for your sales organization 1000 and distribution channel 10. The price is 280 EUR. Use the default validity period. Hint: In this introductory unit, use the maintenance transaction that is called through the Select using condition type node.

2.

Save the condition record.

3.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67A##

PO number:

##-1-2

Requested delivery date:

In one week

Material:

T-AT1##

Quantity:

10

4.

Display the pricing conditions for the order item and record the gross price determined automatically during pricing.

5.

Can you save the order now?

Task 3: Occasionally, your company gives special prices and discounts to particular customers. You need to create condition records, which include the scale values for your customers. Then, you need to test these new records by creating the orders and viewing the results. 1.

Create a customer-specific price condition record (PR00) for material T-AT1## and customer T-L67A## for your sales organization 1000 and distribution channel 10. Use the default validity period. Use the following scale values for the condition record:

Continued on next page

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Lesson: Basics of Pricing

from

1

piece

250

EUR

10

pieces

240

EUR

100

pieces

230

EUR

2.

Save the condition record.

3.

Create a customer-specific discount condition record (K007) with scale values for customer T-L67A## for your sales area (1000/10/00). Use the default validity period. Use the following scale values for the condition record: from

100

EUR

2

%

1000

EUR

3

%

5000

EUR

5

%

4.

Save the condition record.

5.

From the customer purchase order shown below, create a standard sales order: TELEFAX

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Customer:

T-L67A##

PO number:

##-1-3

Requested delivery date:

In one week

Material

T-AT1##

Quantity

10

6.

Display the pricing condition for the order item and note all the conditions determined automatically during pricing.

7.

Save the order and record the document number.

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Solution 1: Condition Records Task 1: You need to create a simple order to determine what happens when pricing information is missing from the system. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67A##

PO number:

##-1-1

Requested delivery date:

In one week

Material

T-AT1##

Quantity

10

a)

To create a standard order, select Logistics → Sales and Distribution → Sales → Order → Create. Order Type: OR

2.

Why does this cause an error message? a)

3.

What needs to be done to correct the error? a)

4.

The system displays an error message because the mandatory pricing condition record PR00 is missing for the material.

To correct the error, you need to create a material price condition record for the material.

Exit without saving the order. a)

Continued on next page

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Task 2: To supply the missing pricing information, you need to create a price condition record, test the record by entering the same order as before, and check the pricing information in the order. 1.

Create a material price condition record (PR00) for material T-AT1## for your sales organization 1000 and distribution channel 10. The price is 280 EUR. Use the default validity period. Hint: In this introductory unit, use the maintenance transaction that is called through the Select using condition type node. a)

To create a material price, select: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create. Choose condition type PR00. Choose the key combination Material with release status.

2.

Save the condition record. a)

3.

Choose Save

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67A##

PO number:

##-1-2

Requested delivery date:

In one week

Material:

T-AT1##

Quantity:

10

a)

To create a standard order, select: Logistics → Sales and Distribution → Sales → Order → Create.

4.

Display the pricing conditions for the order item and record the gross price determined automatically during pricing. a)

5.

Select the item and choose Item conditions. Pricing automatically determined the material price PR00 as EUR 280 per piece.

Can you save the order now? a)

Yes, you can now save the order. Continued on next page

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Task 3: Occasionally, your company gives special prices and discounts to particular customers. You need to create condition records, which include the scale values for your customers. Then, you need to test these new records by creating the orders and viewing the results. 1.

Create a customer-specific price condition record (PR00) for material T-AT1## and customer T-L67A## for your sales organization 1000 and distribution channel 10. Use the default validity period. Use the following scale values for the condition record: from

a)

1

piece

250

EUR

10

pieces

240

EUR

100

pieces

230

EUR

To create customer-specific price condition records, select: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create. Choose condition type PR00. Choose the key combination Customer/material with release status. To enter the scale values, select the condition line and choose Scales.

2.

Save the condition record. a)

3.

Choose Save

Create a customer-specific discount condition record (K007) with scale values for customer T-L67A## for your sales area (1000/10/00). Use the default validity period. Use the following scale values for the condition record:

Continued on next page

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from

a)

100

EUR

2

%

1000

EUR

3

%

5000

EUR

5

%

To create a customer-specific discount condition record (K007), select: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create. Choose condition type K007. Choose the key combination Division/Customer. To enter the scale values, select the condition line and choose Scales.

4.

Save the condition record. a)

5.

Choose Save

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67A##

PO number:

##-1-3

Requested delivery date:

In one week

Material

T-AT1##

Quantity

10

a)

To create a standard order, select: Logistics → Sales and Distribution → Sales → Order → Create.

6.

Display the pricing condition for the order item and note all the conditions determined automatically during pricing. a)

7.

Save the order and record the document number. a)

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Click the Item Overview button. Select the item and choose Item conditions. Pricing automatically determined the material price PR00 as EUR 240 per piece and the customer discount (K007) as 3%.

a) Document number: _____________________

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Exercise 2: Condition Type Configuration Exercise Objectives After completing this exercise, you will be able to: • Use the IMG to access pricing settings in Customizing • View the Customizing settings for a condition type

Business Example As a member of the pricing implementation team, you will be using the IMG to view all forms of pricing configuration.

Task: You must verify that the configuration settings for certain condition types are appropriate.

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1.

Display the settings for condition type K007 in Customizing. What calculation type and scale base type are assigned to this condition type?

2.

What effects do these settings have?

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Solution 2: Condition Type Configuration Task: You must verify that the configuration settings for certain condition types are appropriate. 1.

Display the settings for condition type K007 in Customizing. What calculation type and scale base type are assigned to this condition type? a)

Calculation type: A Percentage Scale base type: B Value scale Tools → Customizing → IMG → Execute Project → SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Condition Types. Choose Maintain Condition Types. Select K007 and click the Details button.

2.

What effects do these settings have? a)

Effects: The discount is calculated as a percentage of the item’s value and the discount scale entries are based on the value of the order item, instead of its weight or volume.

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Lesson: Basics of Pricing

Lesson Summary You should now be able to: • Explain how to use conditions in pricing • Demonstrate how to use condition records • Locate condition types in Customizing

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Lesson: Introduction to Condition Technique Lesson Overview This lesson first introduces the pricing procedure used in pricing and enables you to understand the task of the access sequence. It then explains several aspects of handling conditions, for example, in the document header, and describes the significance of pricing types. This lesson prepares you for the next unit, on configuring pricing.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain the meaning of pricing procedures for pricing Describe pricing procedures and access sequences Describe the special features of header conditions Control new pricing using the pricing type

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options, to provide solutions for your company requirements. Since requirements differ from one company to another, pricing must be configurable.

Introducing the Pricing Procedure All condition types permitted for a transaction in pricing are contained in the pricing procedure. The pricing procedure is determined in Customizing according to: • • •

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Sales area Sales document (document pricing procedure) Sold-to party (customer pricing procedure)

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Lesson: Introduction to Condition Technique

Figure 5: Pricing Procedure - Examples of Control Fields

Customizing for pricing procedures contains a variety of attributes that can influence processing of the individual condition types. • •

•

• •

The level in the pricing procedure determines the sequence in which the conditions are processed and placed in the sales document (where applicable). The pricing procedure can contain any number of subtotals. To define subtotals, leave “Condition Type” field blank and enter a name for the subtotal in the “Description” field. The reference level lets you define an alternative base for calculating the condition value (the default base is the current value resulting from processing the previous condition types) and for consolidating conditions for subtotals. You can also specify requirements to determine how the system is to use the individual condition types. You can mark a condition type in the pricing procedure as being: – – –

A mandatory condition A condition that can only be entered manually (any existing access sequence is ignored in this case) A condition used for statistical purposes only

There are also several technical attributes, such as calculation formula, base formula, and print indicator, which we will learn about later in the course.

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Task of the Access Sequence An access sequence is a search strategy that the system uses to find valid condition records for a condition type. This search strategy defines the sequence in which the system reads the condition records for a condition type.

Figure 6: Access Sequence

An access sequence can be assigned to a condition type (except for condition types configured as a header condition). Every access in an access sequence is defined using a condition table.A condition table is a combination of fields that form the key for a condition record. If an access sequence contains more than one access, they are usually arranged from specific to general in descending order. An access can also be made contingent on requirements in the access sequence.

Overview of the Pricing Process Flow

Figure 7: Pricing Overview (1)

In this example, an order for 120 pieces of a material is created. The system must determine the price automatically.

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Lesson: Introduction to Condition Technique

Figure 8: Pricing Overview (2)

First, the relevant pricing procedure is determined based on the sales area, customer, and sales document type.

Figure 9: Pricing Overview (3)

The system reads the condition type of the first step. It then determines the access sequences assigned to this condition type.

Figure 10: Pricing Overview (4)

The system reads the access sequence. The sequence of condition tables represents the search strategy for finding the relevant condition record. Each condition table represents one access, which can be made for a condition record with the specified key.

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Figure 11: Pricing Overview (5)

The system searches for valid condition records with the key specified by the condition table (accesses). If the first access does not find a valid condition record, then the system searches for the next access using the next condition table.

Figure 12: Pricing Overview (6)

Once the system finds a valid condition record for an access, it reads the condition record and copies the value that corresponds to the scale into the sales document.

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Lesson: Introduction to Condition Technique

The whole process is repeated for each condition type until the system has finished the entire pricing procedure.

Several Aspects of Using Conditions Before we examine pricing configuration in the next unit, we will prepare first by examining a few selected aspects of using conditions.

Changing Prices Manually

Figure 13: Changing Prices Manually in Documents

The prices, surcharges, and discounts determined automatically by the system can be changed manually and are then marked as such. In the condition records, you can specify limits within which a manual change can be made, for example, defining a discount that can only be changed between the range 1% and 3%. In addition to determining conditions automatically, conditions can be entered manually in the sales document. Conditions are marked as having been entered manually. You can change or create conditions on the condition screen. You can prevent one condition type from being changed manually by making the appropriate settings in Customizing.

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Maintaining Header Conditions

Figure 14: Conditions in the Document Header

Conditions can also be entered at the document header level. These are known as header conditions and are valid for all items. These header conditions are automatically distributed among the items based on net value. The basis for distributing the header conditions can be changed in the pricing procedure by selecting the appropriate routine, for example, weight and volume, in the Alternative formula for Condition Base Value (AltCBV) field.

Figure 15: Creating Conditions in the Document Header (1)

In this example, the header condition amount is copied into each item of the order.

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Lesson: Introduction to Condition Technique

Figure 16: Creating Conditions in the Document Header (2)

In the second example, the header condition amount is distributed among the items based on its portion of the total net value.

New Pricing and Pricing Types

Figure 17: New Pricing and Pricing Types

You can configure the pricing behavior in the Pricing type.

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You have two options to control the New pricing function in the sales document: • •

Update prices on the condition screens is available at the header and item levels. You can choose the pricing type in the dialog box that appears. To use the new pricing document function for the sales document (→ Edit → New Pricing Document), assign a pricing type to the pricing procedure in Customizing. If you do not maintain an entry, the system uses pricing type B (Carry out new pricing).

These functions are supported for both the sales and billing documents.

Figure 18: Pricing in the Billing Document

Copying control makes it possible to handle repricing of billing documents based on several different scenarios. While all customers will not use every pricing type, the ability to specify what will happen to pricing calculations during billing is a decision each customer must make.

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Lesson: Introduction to Condition Technique

Exercise 3: Condition technique terms Exercise Objectives After completing this exercise, you will be able to: • Differentiate the use of some important condition technique terms

Business Example As a member of the project team, you have been given the task of examining the pricing configuration options.

Task: Before viewing several configuration tables in this unit, review the use of these condition technique terms.

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1.

In pricing, what object stores the condition types and the sequence in which they are executed in the sales document during pricing?

2.

What criteria influence pricing procedure determination during pricing?

3.

What pricing element is used to control pricing so that you can specify that a customer-specific price rather than a material price is to be used during automatic pricing?

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Solution 3: Condition technique terms Task: Before viewing several configuration tables in this unit, review the use of these condition technique terms. 1.

In pricing, what object stores the condition types and the sequence in which they are executed in the sales document during pricing? a)

2.

The pricing procedure.

What criteria influence pricing procedure determination during pricing? a)

The following criteria influence how pricing procedures are determined: • • •

3.

What pricing element is used to control pricing so that you can specify that a customer-specific price rather than a material price is to be used during automatic pricing? a)

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The sales area, which includes the sales organization, distribution channel, and division The document pricing procedure code in the document type The customer pricing procedure code in the customer master record

The access sequence determines the sequence in which the condition records for a condition type are found and read.

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Lesson: Introduction to Condition Technique

Exercise 4: Adding and Changing Conditions Exercise Objectives After completing this exercise, you will be able to: • Explain how the system records new order conditions • Change existing order conditions

Business Example Your company manufactures consumer goods. The project team that implements the SAP R/3 Enterprise Sales and Distribution (SD) module must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. To meet these requirements, the condition technique combines certain elements, which also perform various tasks.

Task: Occasionally, order entry personnel need to manually adjust the pricing on an order. You can add additional conditions manually and change automatic conditions at the item level of the order. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer: T-L67A## PO number: ##-2-3 Requested delivery date: In one week Material Quantity T-AT1## 10

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2.

Go to the condition screen for the item and manually add a quantity discount of EUR 10- per piece. Use condition type RC00.

3.

In the order, change the K007 customer discount manually to a rate of 4% discount.

4.

View the item condition detail screen for K007. How can you determine whether or not the condition has been edited manually?

5.

Save the order and record the document number.

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Solution 4: Adding and Changing Conditions Task: Occasionally, order entry personnel need to manually adjust the pricing on an order. You can add additional conditions manually and change automatic conditions at the item level of the order. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer: T-L67A## PO number: ##-2-3 Requested delivery date: In one week Material Quantity T-AT1## 10 a)

To create a standard order, select: Logistics → Sales and Distribution → Sales → Order → Create.

2.

Go to the condition screen for the item and manually add a quantity discount of EUR 10- per piece. Use condition type RC00. a)

Click the Item overview tab. Select the line item and click the Item conditions button. Click the Insert Row button. After entering the values, activate the condition by clicking the Enter button.

3.

In the order, change the K007 customer discount manually to a rate of 4% discount. a)

To determine manually changed values: Select the K007 line on the item condition screen and click the Condition detail button.

4.

View the item condition detail screen for K007. How can you determine whether or not the condition has been edited manually? a)

5.

Save the order and record the document number. a)

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On the Item Condition Detail screen, the Cond. control field is set to C if the condition has been changed manually.

Document number: _____________________

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Lesson: Introduction to Condition Technique

Exercise 5: Conditions in the Document Header Exercise Objectives After completing this exercise, you will be able to: • Enter header level conditions and see their effect on the line items of an order

Business Example When pricing conditions apply to all the items of an order, these conditions can be entered in the header of the order. You need to test how header conditions are entered and how they are distributed among the line items of a sales document.

Task: Header level pricing conditions apply to all the items in the order. You can create header discounts and view their effect at the item level of the order. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer: T-L67A## PO number: ##-2-4 Requested delivery date: In one week Material Quantity T-AT1## 10 T-AT2## 10

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2.

Go to the header condition screen of the order and create two discounts manually. The first discount is condition type HB00 with a rate of 100-. The second discount is condition type RB00 with a rate of 100-.

3.

Activate the header pricing. Record the results at the item level.

4.

Save the order and record the document number.

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Solution 5: Conditions in the Document Header Task: Header level pricing conditions apply to all the items in the order. You can create header discounts and view their effect at the item level of the order. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer: T-L67A## PO number: ##-2-4 Requested delivery date: In one week Material Quantity T-AT1## 10 T-AT2## 10 a)

To create a standard order, select: Logistics → Sales and Distribution → Sales → Order → Create.

2.

Go to the header condition screen of the order and create two discounts manually. The first discount is condition type HB00 with a rate of 100-. The second discount is condition type RB00 with a rate of 100-. a)

Click the Display document header details button at the top right of the screen. Select the Conditions tab. Click the Insert Row button. Enter the condition types and their rates.

3.

Activate the header pricing. Record the results at the item level. a)

Activate the new header conditions by clicking the Activate button. Go back to the Overview screen and select both the line items. Go to the item condition screen. Absolute discount RB00 was copied directly into each item. Absolute discount HB00 was distributed proportionally between the items because it is a group condition. Hint: Click the Next item button to see line item 20 without returning to the Overview screen. Continued on next page

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Lesson: Introduction to Condition Technique

4.

Save the order and record the document number. a)

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Document number: _____________________

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Exercise 6: New Pricing and Pricing Types Exercise Objectives After completing this exercise, you will be able to: • Check the copy control tables to locate the pricing type field and examine its effect on pricing during billing

Business Example In your business environment, prices for many materials change frequently. You will need to verify how you can adjust the pricing during billing to meet various requirements.

Task: When prices or discounts change from the time the order is taken to the time the invoice is created, you require the system to handle the changes automatically in an appropriate way. You will test the effect of pricing types on pricing and view the related tables in Customizing to learn where this function is controlled. 1.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer: T-L67A## PO number: ##-2-5 Requested delivery date: In one week Material Quantity T-AT1## 10

2.

Enter a manual discount at item level using condition type RC00 for a rate of 100-.

3.

Save the order and record the document number.

4.

Create an outbound delivery for this order, pick the entire quantity, and then post goods issue. Note the document number. Use shipping point 1200 and a selection date of 10 days from today. When creating the transfer order for picking, choose warehouse number 012.

5.

Create an invoice for this outbound delivery, but DO NOT SAVE IT. What billing type is used by default?

6.

Examine the pricing details in the invoice and determine what conditions were used to arrive at the net price. Note the net price. Continued on next page

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7.

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You will implement new pricing for the item using pricing type B. Hint: You can choose entries for your personal list of values from the variety of pricing types proposed in the dialog box. This allows the selection screen to be structured more clearly.

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8.

Examine the pricing details again and note the difference in the condition types that are used now. What is the effect on the net price of the invoice? What caused this to happen? Save the invoice and record the document number.

9.

In the IMG, view the Pricing type field in the copying control table for billing types F1 and F2. View the entries for these billing documents when they are created with reference to an LF delivery document and an item category of TAN. Record your answers.

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Lesson: Introduction to Condition Technique

Solution 6: New Pricing and Pricing Types Task: When prices or discounts change from the time the order is taken to the time the invoice is created, you require the system to handle the changes automatically in an appropriate way. You will test the effect of pricing types on pricing and view the related tables in Customizing to learn where this function is controlled. 1.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer: T-L67A## PO number: ##-2-5 Requested delivery date: In one week Material Quantity T-AT1## 10 a)

2.

Enter a manual discount at item level using condition type RC00 for a rate of 100-. a)

Select the line item and click the Item conditions button. Click the Insert Row button. Enter the condition type and rate.

3.

Save the order and record the document number. a)

Document number: ___________________

Continued on next page

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4.

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Create an outbound delivery for this order, pick the entire quantity, and then post goods issue. Note the document number. Use shipping point 1200 and a selection date of 10 days from today. When creating the transfer order for picking, choose warehouse number 012. a)

Creating an outbound delivery, a transfer order to do the picking, and then posting goods issue. Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. Enter the Shipping point: 1200 Enter the Selection date: Today's date + 10 days. Choose Enter. To pick the required quantity from directly within the delivery, choose: Subsequent functions → Create transfer order. Verify that the warehouse number is 012. In the Adopt Pick Quantity field, choose function 2 (copy the picking quantity to the delivery and post goods issue). Save the transfer order.

5.

Create an invoice for this outbound delivery, but DO NOT SAVE IT. What billing type is used by default? a)

Creating a billing document: Logistics → Sales and Distribution → Billing → Billing Document → Create. If necessary, enter your delivery document number. Click the Execute button. An F2 invoice document is created. You can see the document type in the title bar.

6.

Examine the pricing details in the invoice and determine what conditions were used to arrive at the net price. Note the net price. a)

Select the line item and click the Item Pricing Condtn button. The condition types PR00, K007, and RC00 are shown.

Continued on next page

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Lesson: Introduction to Condition Technique

7.

You will implement new pricing for the item using pricing type B. Hint: You can choose entries for your personal list of values from the variety of pricing types proposed in the dialog box. This allows the selection screen to be structured more clearly. a)

Select the line item and click the Item Pricing Condtn button. Click the Update prices button at the bottom of the screen. Choose pricing type B (carry out new pricing).

8.

Examine the pricing details again and note the difference in the condition types that are used now. What is the effect on the net price of the invoice? What caused this to happen? Save the invoice and record the document number. a)

Select the line item and click the Item Pricing Condtn button. Only condition types PR00 and K007 are used to calculate the net price. The RC00 discount entered manually is not used because pricing type B discards manual discounts when recalculating pricing.

9.

In the IMG, view the Pricing type field in the copying control table for billing types F1 and F2. View the entries for these billing documents when they are created with reference to an LF delivery document and an item category of TAN. Record your answers. a)

Checking the copying control: Tools → Customizing → IMG → Execute Project → SAP Reference IMG → Sales and Distribution → Billing → Billing Documents → Maintain Copying Control For Billing Documents → Copying control: Delivery document to billing document. Select the line with F1 as Tgt and LF as Source and double click the Item node in the Dialog Structure. Select item category TAN and click the Details button. Pricing type C (copy manual pricing elements and redetermine those remaining) is used. Repeat the process for F2 as Tgt and LF as Source with item category TAN. Pricing type G (copy pricing elements unchanged and redetermine taxes) is used.

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Lesson Summary You should now be able to: • Explain the meaning of pricing procedures for pricing • Describe pricing procedures and access sequences • Describe the special features of header conditions • Control new pricing using the pricing type

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Unit Summary

Unit Summary You should now be able to: • Explain how to use conditions in pricing • Demonstrate how to use condition records • Locate condition types in Customizing • Explain the meaning of pricing procedures for pricing • Describe pricing procedures and access sequences • Describe the special features of header conditions • Control new pricing using the pricing type

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

You can limit a pricing agreement to a certain period by specifying a . Fill in the blanks to complete the sentence.

2.

With the additional maintenance interface since SAP R/3 Release 4.6A, condition records can be maintained across all condition types and condition tables. Determine whether this statement is true or false.

□ □ 3.

True False

You can mark a condition type in the pricing procedure as being: Choose the correct answer(s).

□ □ □ □ 4.

A B C D

A mandatory condition A manually entered condition For statistical purposes only An automatically entered condition

A condition table is a combination of fields, which form the key for a . Fill in the blanks to complete the sentence.

5.

The header conditions are distributed manually among the items based on the net value. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

You can limit a pricing agreement to a certain period by specifying a validity period. Answer: validity period

2.

With the additional maintenance interface since SAP R/3 Release 4.6A, condition records can be maintained across all condition types and condition tables. Answer: True With the additional maintenance interface since SAP R/3 Release 4.6A, condition records can be maintained across all condition types and condition tables.

3.

You can mark a condition type in the pricing procedure as being: Answer: A, B, C You can mark a condition in the pricing procedure as being a mandatory condition, a manually entered condition, and for statistical purposes only.

4.

A condition table is a combination of fields, which form the key for a condition record. Answer: condition record

5.

The header conditions are distributed manually among the items based on the net value. Answer: False The header conditions are automatically distributed among the items based on the net value.

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Unit 2 Pricing Configuration Unit Overview This unit discusses how to change and add to the different pricing elements and implement customizing settings for pricing.

Unit Objectives After completing this unit, you will be able to: • • •

Create or supplement the different pricing elements Explain pricing configuration Implement Customizing settings for pricing

Unit Contents Lesson: Overview of Pricing Configuration ................................... 46 Lesson: Customizing Pricing Components ................................... 54 Exercise 7: Pricing Procedure Determination ........................... 57 Exercise 8: Controls in Pricing Elements................................. 61 Exercise 9: Comprehensive Pricing Exercise ........................... 65

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Lesson: Overview of Pricing Configuration Lesson Overview This lesson enables you to create and add to the different pricing elements. You will learn how to configure pricing by creating all the basic elements needed to implement a new pricing requirement and then putting them together to form a solution.

Lesson Objectives After completing this lesson, you will be able to: • •

Create or supplement the different pricing elements Explain pricing configuration

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. In pricing, price discounts, surcharges, freights, and taxes must be determined automatically for business transactions. You must also be able to alter these conditions manually.

Sequence of Configuration Steps You carry out the configuration of pricing in the reverse order of the pricing process in the application in the sales document described in the previous unit. Therefore, when you create a new pricing procedure, you have to be aware of the ultimate objective - the condition record to be found later - from the start, to determine the necessary key components. This means the first step involves creating a new condition table if the required key combination (= condition table) is not already available in the standard system.

Condition Table Let us start with the condition table.

Figure 19: Overview: Pricing Configuration (1)

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Lesson: Overview of Pricing Configuration

A condition table defines the structure of the key that can be used to create dependent condition records. To create your own condition tables, use the customer namespace from 501 to 999.

Figure 20: Condition Tables

Condition records are always created using a specific key. You use condition tables to define the structure of the keys for a condition record. The most important fields used in pricing at the header and item levels are available in the standard system. (In SAP R/3 Release 4.5 and later, you can also add non-key fields to the condition tables for special purposes. This is explained in condition table 144, for example, which is used in the price book (condition type PBUD).) The key fields of a condition table must appear at the start of the table. In the condition table you can determine whether a field appears in the header or in the item part of the generated fast entry screen for the maintenance of condition records.

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Access Sequences

Figure 21: Overview: Pricing Configuration (2)

An access sequence consists of one or more condition tables.

Figure 22: Creating an Access Sequence

You can define prices, discounts, and surcharges at various levels. Each level is defined by a condition table. The hierarchy of the different levels is determined by the sequence of entries in an access sequence. The system determines the condition records in the specified sequence.

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Lesson: Overview of Pricing Configuration

Special Case: Assigning Alternative Source Fields

Figure 23: Determining Source Fields for Access Sequences

Within each access of an access sequence, you can specify the document field or source field with which an access is performed. Examples: • • •

Material or pricing material? Document currency or local currency? Sold-to party or ship-to party?

The access sequence of standard condition type PR00, “Price”, has a third access that is only carried out when restriction 3, “Document in Foreign Currency” (that is, “document currency is not local currency”) is fulfilled. This third access involves a repeat access of the price list condition records with a different “local currency” source field.

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Figure 24: Restrictions in Access Sequences

You can use restriction-dependent accesses to avoid unnecessary accesses and reduce the system load.

Condition Types

Figure 25: Overview: Pricing Configuration (3)

Once you create the access sequence, you assign it to a condition type. You can also create your own condition types. You can determine the characteristics of each condition type, for example, whether or not the condition type represents surcharges or discounts and whether or not it should be dependent on values or quantities.

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Lesson: Overview of Pricing Configuration

Pricing Procedures

Figure 26: Overview: Pricing Configuration (4)

The condition types are combined in the required sequence in the pricing procedure.

Figure 27: Impact of the Counter Field in a Pricing Procedure

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Procedure Determination

Figure 28: Overview: Pricing Configuration (5)

You now have to maintain determination of the pricing procedure, which is determined based on the following factors: • • •

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The sales area The Customer Pricing Procedure field in the customer master The Document Pricing Procedure field, which is assigned to the sales document type

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Lesson: Overview of Pricing Configuration

Lesson Summary You should now be able to: • Create or supplement the different pricing elements • Explain pricing configuration

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Lesson: Customizing Pricing Components Lesson Overview This lesson provides an overview of how to implement pricing strategies.

Lesson Objectives After completing this lesson, you will be able to: •

Implement Customizing settings for pricing

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options, to provide solutions for your company requirements.

Customizing Pricing Components As we have seen, the options for Customizing pricing are restricted through the catalog of allowed fields for condition tables. If a particular situation requires an exception to this rule, you can use the release-neutral procedure for adding additional fields to this catalog of allowed fields.

Figure 29: Adding New Fields for Pricing

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Lesson: Customizing Pricing Components

The information required to add new pricing fields is available in the IMG documentation. Search for Sales and Distribution → System Modification → Create New Fields (Using Condition Technique). •

To solve particular problems, you need to build and link all the pricing components creatively. You can characterize the individual elements concisely as follows: – – – – –

Condition table – defines key fields of the condition records Access sequence – Contains the hierarchy for condition record access Condition type – Represents the properties of the pricing conditions Pricing procedure – Defines how the condition types are linked Procedure determination – Selects the correct pricing procedure

Meeting particular pricing requirements may require one or more new pricing components. Understanding the purpose and capabilities of each component and the relationships between pricing components is critical to meet pricing requirements. •

The following elements may be necessary to implement complex scenarios: – – –

Adding new fields for pricing – Creates new fields to meet customer requirements Requirements – Defines dependencies and improves performance Formulas – Enables expanding the limits of standard configuration

New fields may be added to the pricing field catalog. This allows you to use the new field to define any condition tables. Requirement routines and formulas provide a method for modifying the standard pricing logic to meet unique user requirements. SAP provides tools to create these pricing elements. These tools are accessed through the IMG.

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Lesson: Customizing Pricing Components

Exercise 7: Pricing Procedure Determination Exercise Objectives After completing this exercise, you will be able to: • Check all the fields that are used to determine the pricing procedure • Understand the table to determine the pricing procedure in the IMG

Business Example Your company uses several pricing procedures, depending on the combination of customer, order type, and organizational units. You need to verify whether or not the proper pricing procedure is used in all the cases.

Task: As a team member of the project, you need to ensure that the correct pricing procedure is being used in all cases. You need to access all the relevant data used in this process and use the IMG to view the pricing procedure determination tables. 1.

In the table in exercise 1-1-3, note the value of the Customer pricing procedure field found in the sales area data of the master record for customer T-L67A##.

2.

In the table in exercise 1-1-3, note the value of the Document pricing procedure field for document type OR using the IMG.

3.

What pricing procedure does the system determine if you create a standard order for the following values? Sales organization

1000

DistrChannel

10

Divis.

00

Document pricing procedure Customer pricing procedure Pricing procedure for the order

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Solution 7: Pricing Procedure Determination Task: As a team member of the project, you need to ensure that the correct pricing procedure is being used in all cases. You need to access all the relevant data used in this process and use the IMG to view the pricing procedure determination tables. 1.

In the table in exercise 1-1-3, note the value of the Customer pricing procedure field found in the sales area data of the master record for customer T-L67A##. a)

To find the customer pricing procedure, select: Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Sales and Distribution. Enter the customer number and the sales area. Click Continue. Choose Sales Area Data. The Customer pricing procedure field is on the Sales tab and has a value of 1.

2.

In the table in exercise 1-1-3, note the value of the Document pricing procedure field for document type OR using the IMG. a)

To find the document pricing procedure, select: SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose the Assign document pricing procedures to order types. Use the Position button to find document type OR. The document pricing procedure field (DoPr) has a value A.

3.

What pricing procedure does the system determine if you create a standard order for the following values? Sales organization

1000

DistrChannel

10

Divis.

00

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Lesson: Customizing Pricing Components

Document pricing procedure Customer pricing procedure Pricing procedure for the order a)

Pricing procedure determination: Sales organization

100

DistrChannel

10

Divis.

00

Document pricing procedure

A

Customer pricing procedure

1

Pricing procedure for the order

RVAA01

SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose Define Pricing Procedure Determination. Click Position and enter the appropriate data using the values in the table above. Pricing procedure RVAA01 is determined.

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Exercise 8: Controls in Pricing Elements Exercise Objectives After completing this exercise, you will be able to: • Check the various control fields in each element of the pricing condition technique

Business Example To meet the pricing demands of your business, you need to identify and use the control fields within each pricing element.

Task: You can view the various control fields in a pricing procedure, condition type, and an access sequence to learn what control is possible at this level.

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1.

How can you control whether or not a condition is determined during automatic pricing or whether or not the condition is entered manually?

2.

How can you configure a condition type so that it can no longer be edited manually in the document?

3.

How can you configure a condition type during Customizing so that only discount condition records and not those yielding surcharges can be entered?

4.

Which access sequence is assigned to condition type PR00?

5.

Which condition tables are used by access sequence PR02?

6.

What is the difference between the second and third access in the access sequence PR02?

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Solution 8: Controls in Pricing Elements Task: You can view the various control fields in a pricing procedure, condition type, and an access sequence to learn what control is possible at this level. 1.

How can you control whether or not a condition is determined during automatic pricing or whether or not the condition is entered manually? a)

In Customizing, when defining the pricing procedure, you can mark a condition type as manual only (Man). As a result, the condition is not determined automatically during pricing but can only be entered manually. SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose Maintain pricing procedures. Choose the standard pricing procedure RVAA01 and select the Control data node in the Dialog Structure.

2.

How can you configure a condition type so that it can no longer be edited manually in the document? a)

During Customizing, you can specify whether or not a condition type can be edited manually in the Changes which can be made fields. If the Manual entries field is set to D, then the condition type cannot be manually edited in the sales document. SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Condition Types. Choose Maintain Condition Types. Select the K007 condition type and click the Details button to view the field.

3.

How can you configure a condition type during Customizing so that only discount condition records and not those yielding surcharges can be entered? a)

4.

In Customizing for condition types, you can enter X in the Plus/minus field to indicate that only discounts can be created with this condition type.

Which access sequence is assigned to condition type PR00? a)

In the details screen of condition type PR00, access sequence PR02 is assigned to condition type, PR00.

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5.

Which condition tables are used by access sequence PR02? a)

Access sequence PR02 uses the condition tables, 305, 306, and 304. SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Access Sequences. Choose Maintain Access Sequences. Select PR02 and choose the Accesses node in the Dialog Structure.

6.

What is the difference between the second and third access in the access sequence PR02? a)

The document fields for the two accesses are different. In access 20, the document currency WAERK is the source field for the access and in access 30, the document currency is the local currency HWAER. In addition, access 30 is performed only if there is a foreign currency document. This requirement (3) improves performance by eliminating unnecessary accesses. Select access 20 and double-click the Fields node to view the document fields. Repeat this process for access 30.

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Exercise 9: Comprehensive Pricing Exercise Exercise Objectives After completing this exercise, you will be able to: • Build and link all the pricing elements into a working pricing model

Business Example After you have explored each of the elements of the pricing condition technique, you will use these elements to create a working pricing model that includes a new freight condition type.

Task: Your project team has been asked to create and test a complete pricing strategy for the company. You need to create all the necessary pricing elements and ensure that they function properly together. You must complete this exercise before trying the exercises in later units. 1.

Quick review of terms: Describe and give an example of the following terms in your own words without using any of the written definitions. If you are working with a partner, explain these terms to them. Condition table: Access sequence: Condition type: Pricing procedure: Condition records:

2.

The design phase: You will be building a pricing strategy from the bottom up. Your management has asked you to implement a new freight charge, which will only be applicable to particular customers.

3.

Condition table: Create and save a new condition table named 7##. This table can be created with reference to the condition table created earlier by the instructor and should include the fields, sales organization, incoterms, and destination country. Include your group number in the name of the new condition table.

4.

Generate the table. If you see a warning stating that a table with the same fields already exists, click the Enter button to proceed. Use package Z001 when prompted and save the table. Continued on next page

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Access sequence: Create and save a new access sequence, ZA##, which includes your new condition table 7##. Caution: When creating the access sequence, go to the Fields level to generate it correctly. If you do not perform this step, the system issues an error message, 301 fields missing for access sequence, during the pricing analysis.

6.

Condition type: Create and save a new condition type, ZF##, by copying condition type KF00. Enter a description, which includes your group number. Change the access sequence to ZA##.

7.

Pricing procedure: Create and save a new pricing procedure called Z##PRC by copying the existing pricing procedure RVAA01.

8.

Add your new condition type ZF## to your new pricing procedure Z##PRC by replacing the KF00 condition type with ZF##. Save the pricing procedure.

9.

Creating a new customer pricing procedure key for your group: From the table below, find your customer pricing procedure key and create an entry for it in the Customer pricing procedure configuration table: Group number

CuPP value (customer pricing procedure)

01

A

02

B

03

C

04

D

05

E

06

F

07

G

08

H

09

I

10

J

11

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10. Pricing procedure determination: Modify the pricing procedure determination in Customizing to select your new pricing procedure automatically. A new entry must be made for your sales area (1000/10/00), the document pricing procedure key A, and the customer pricing procedure key of your group that you created in the last step (see table above). 11. Changing your customer to use the new pricing procedure: For customer T-L67A##, change the customer pricing procedure key to the key that you created for your group earlier. 12. Condition records: Create and save a freight condition record using your ZF## condition type for sales organization 1000, incoterms EXW, and destination country DE. The rate should be EUR 10 per KG. 13. Testing: From the customer purchase order shown below, create a standard order: TELEFAX Customer: T-L67A## PO number: ##-3-3 Requested delivery date: In one week Material Quantity T-AT1## 10 If the item condition screen does not show condition type ZF## with the proper values, analyze the problem using the Analysis button.

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Solution 9: Comprehensive Pricing Exercise Task: Your project team has been asked to create and test a complete pricing strategy for the company. You need to create all the necessary pricing elements and ensure that they function properly together. You must complete this exercise before trying the exercises in later units. 1.

Quick review of terms: Describe and give an example of the following terms in your own words without using any of the written definitions. If you are working with a partner, explain these terms to them. Condition table: Access sequence: Condition type: Pricing procedure: Condition records: a)

Condition table: The definition of the key of the condition record. Access sequence: A search strategy to locate the proper condition record. Condition types: A calculation or formula to calculate a component of pricing. Pricing procedure: A sequential list of condition types and subtotals. Condition records: The data used by condition types to calculate pricing.

2.

The design phase: You will be building a pricing strategy from the bottom up. Your management has asked you to implement a new freight charge, which will only be applicable to particular customers. a)

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3.

Condition table: Create and save a new condition table named 7##. This table can be created with reference to the condition table created earlier by the instructor and should include the fields, sales organization, incoterms, and destination country. Include your group number in the name of the new condition table. a)

To create condition table 7##, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Condition Tables. Choose Create condition tables. Enter 7## in the Table field and the condition table number created by the instructor in the Copy from condition field. Select Validity period. Choose Propose/Maintain text and enter a description including your group number in the appropriate field. Ensure that the Sales organization, Incoterms, and Destination country fields are selected.

4.

Generate the table. If you see a warning stating that a table with the same fields already exists, click the Enter button to proceed. Use package Z001 when prompted and save the table. a)

5.

Click the Generate button.

Access sequence: Create and save a new access sequence, ZA##, which includes your new condition table 7##.

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Caution: When creating the access sequence, go to the Fields level to generate it correctly. If you do not perform this step, the system issues an error message, 301 fields missing for access sequence, during the pricing analysis. a)

To create the access sequence, ZA##, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Access Sequences. Choose Maintain Access Sequences. Click the New Entries button. Enter access sequence ZA## and a name for the access sequence. Press Enter. Select your access sequence and choose the Accesses node in the Dialog Structure. Click the New Entries button. Enter access number 10 and table 7##. ChooseEnter. Select your access and choose the Fields node in the Dialog Structure Hint: If you see a warning stating that no field assignment has been made, click the Enter button to proceed. Save your entries.

6.

Condition type: Create and save a new condition type, ZF##, by copying condition type KF00. Enter a description, which includes your group number. Change the access sequence to ZA##. a)

To create the condition type, ZF##, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Condition Types. Choose Maintain Condition Types. Select condition type KF00 and click the Copy as button. On the next screen, change the condition type to ZF##, description to Group ## Freight, and the access sequence to ZA##. Click the Enter button to copy the new condition type. Save the new condition type.

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7.

Pricing procedure: Create and save a new pricing procedure called Z##PRC by copying the existing pricing procedure RVAA01. a)

To create the pricing procedure, Z##PRC, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose Maintain pricing procedures. Select pricing procedure RVAA01 and click the Copy As button. On the next screen, change the procedure to Z##PRC and the description to Group ## Procedure. Click the Enter button. On the next screen , click the copy all button.

8.

Add your new condition type ZF## to your new pricing procedure Z##PRC by replacing the KF00 condition type with ZF##. Save the pricing procedure. a)

To insert the condition type ZF## in the pricing procedure Z##PRC, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose Maintain pricing procedures. Select the pricing procedure Z##PRC and choose the Control data node in the Dialog Structure. Place the pointer on line KF00 and overwrite KF00 with ZF##. Save your pricing procedure.

9.

Creating a new customer pricing procedure key for your group: From the table below, find your customer pricing procedure key and create an entry for it in the Customer pricing procedure configuration table: Group number

CuPP value (customer pricing procedure)

01

A

02

B

03

C

04

D

05

E

06

F Continued on next page

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a)

To create customer pricing procedure keys, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose Define customer pricing procedures. Click the New Entries button. On the next screen, enter your customer pricing procedure key and a description, GROUP ## CUPP. Save your entries.

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10. Pricing procedure determination: Modify the pricing procedure determination in Customizing to select your new pricing procedure automatically. A new entry must be made for your sales area (1000/10/00), the document pricing procedure key A, and the customer pricing procedure key of your group that you created in the last step (see table above). a)

To determine the pricing procedure, select SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures. Choose Define Pricing Procedure Determination. Click the New Entries button. On the next screen, enter the appropriate values and Z##PRC in the Pricing procedure field. Enter PR00 in the Condition type field. Save your entries.

11. Changing your customer to use the new pricing procedure: For customer T-L67A##, change the customer pricing procedure key to the key that you created for your group earlier. a)

To change the customer to use the new pricing procedure, select Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Change → Sales and Distribution. Enter the customer number and the sales area (1000/10/00). Click the Continue button. Choose Sales Area Data. Change the Customer pricing procedure field to the value you created earlier.

12. Condition records: Create and save a freight condition record using your ZF## condition type for sales organization 1000, incoterms EXW, and destination country DE. The rate should be EUR 10 per KG. a)

To create condition records, select Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create. Choose condition type ZF##. Enter the appropriate values and save the condition record.

13. Testing: From the customer purchase order shown below, create a standard order: Continued on next page

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TELEFAX Customer: T-L67A## PO number: ##-3-3 Requested delivery date: In one week Material Quantity T-AT1## 10 If the item condition screen does not show condition type ZF## with the proper values, analyze the problem using the Analysis button. a)

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If the item condition screen does not show condition type ZF## with the proper values, analyze the problem using the Analysis button.

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Lesson: Customizing Pricing Components

Lesson Summary You should now be able to: • Implement Customizing settings for pricing

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Unit Summary

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Unit Summary You should now be able to: • Create or supplement the different pricing elements • Explain pricing configuration • Implement Customizing settings for pricing

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Test Your Knowledge

Test Your Knowledge 1.

A condition records.

contains keys used to create dependent

Fill in the blanks to complete the sentence.

2.

An access sequence only consists of one condition table. Determine whether this statement is true or false.

□ □ 3.

True False

Requirement and provide a method to modify the standard pricing logic to meet unique user requirements. Fill in the blanks to complete the sentence.

4.

New fields may be added to the pricing field catalog. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

A condition table contains keys used to create dependent condition records. Answer: condition table

2.

An access sequence only consists of one condition table. Answer: False An access sequence consists of one or more condition tables.

3.

Requirement routines and formulas provide a method to modify the standard pricing logic to meet unique user requirements. Answer: routines, formulas

4.

New fields may be added to the pricing field catalog. Answer: True New fields may be added to the pricing field catalog. This allows you to use the new field to define condition tables.

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Unit 3 Working with Condition Records Unit Overview This unit explains how to work with condition records. It provides an overview of pricing reports and describes how to create, change, and copy condition records. It also describes how to create net price lists and how to use the release procedure for condition records.

Unit Objectives After completing this unit, you will be able to: • • • • •

Maintain conditions using pricing reports Create, change, and copy condition records Creating net price lists Use a condition index to find condition records Use the release procedure for condition records

Unit Contents Lesson: Pricing Reports and Maintenance ................................... 80 Exercise 10: Maintaining Conditions Using Pricing Reports........... 93 Exercise 11: Creating Condition Records with Reference ............. 99 Exercise 12: Mass Change for Conditions ..............................101 Exercise 13: Copying Condition Records ...............................103 Exercise 14: Pricing Reports..............................................105

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Lesson: Pricing Reports and Maintenance Lesson Overview This lesson provides an overview of pricing reports. It describes how to maintain conditions using pricing reports and how to create, change, and copy condition records. It also describes how to create net price lists and how to use the release procedure for condition records.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Maintain conditions using pricing reports Create, change, and copy condition records Creating net price lists Use a condition index to find condition records Use the release procedure for condition records

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have to learn about the pricing configuration options to develop solutions for your company requirements in the pricing area. In addition to all other master data, the condition records of the departments must also be maintained. These tasks include changing prices, copying condition records, and creating pricing reports and net price lists.

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Pricing Reports

Figure 30: Pricing Reports - Customer-Specific Prices

To provide an overview of existing condition records, you can generate a list of conditions for analysis. You might ask the following questions: • • •

What customer-specific price agreements are made within a certain period? Which Incoterms condition records are stored in the system? Which price lists were created with scale prices?

You make settings in Customizing to determine how the lists should be structured, and which condition records should be evaluated.

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Figure 31: Pricing Reports - Tables

When creating a new program for pricing reports, you first decide the views in which you want to analyze the condition records. To do this, you need to select specific fields from the existing condition tables. Depending on which fields are selected, the system generates a list of tables, which contain at least one of the selected fields. From this list of tables, you can select specific tables that will appear in the report. The list layout is specified by positioning and sorting the fields, which appear in the selected tables in one of the three report sections: • • •

82

Page header – A page break occurs when a value changes. Group header – A new line heading is generated for each table analyzed. Items – Detailed record information is provided.

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Maintaining Condition Records

Figure 32: Condition Maintenance via Condition Lists (1)

Condition maintenance has two maintenance interfaces. The new interface allows mass maintenance of conditions based on characteristics (such as the customer). This means that condition records can now be maintained across all condition types and condition tables. You can, for example, display and maintain the material prices and the discounts and surcharges for a customer in one step. You can also call up the previous maintenance transaction for conditions by choosing Select using condition type. This means that only condition records of the type chosen can be maintained through this interface.

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Figure 33: Condition Maintenance via Condition Lists (2)

The newer condition maintenance function can be configured using area menus. The standard area menu for condition maintenance has the technical name COND_AV. To add a user-specific area menu, choose Environment → Assignment Area Menu. These user-specific area menus can be created using transaction SE43, for example, by copying the user menu, COND_AV, and changing it to meet specific requirements.

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Creating New Validity Intervals with “Create with Reference”

Figure 34: Creating Condition Records with Reference

New condition records can be created with reference to existing condition records. During the process, changes can be made to the rate, validity period, and additional sales data in the newly created records. This function provides an efficient method to update condition records simultaneously.

Mass Maintenance of Condition Records

Figure 35: Changing Condition Records

Individual condition records can be maintained manually.

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The price change function allows you to maintain multiple condition records simultaneously. Use the change documents to review and monitor changes made to condition records.

Figure 36: Copying Condition Records

Multiple condition records can be created by copying an existing condition record. When copying a condition record, you may select from a range of copying rules. If, for example, you are copying a customer-specific price condition record, the standard system provides the following options: • •

Create the target conditions over a specified range of customer numbers. Create the target conditions over a specified range of material numbers.

Copying rules are maintained in Customizing and you may create your own.

Long Texts in Condition Records • •

Can be maintained for condition records Can be maintained for agreements – – –

Promotion Sales deal Rebate agreements

You can maintain long texts in the condition records for pricing and agreements (rebates, sales deals, and promotions).

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These provide information about: • • •

Creating condition records Approvals Invalidity

If required, long texts in the rebate agreement can be copied to the documents. For example, long text can be copied to the credit memo request for rebate payments and then to the rebate credit memo. However, text control Customizing offers no possibility to copy the long texts from condition records to the documents. Text is not copied when you create condition records with reference.

Net Price Lists

Figure 37: Net Price Lists

The net price list offers the option of creating price information for a customer on a selected quantity of materials. The net prices are determined by simulating a billing document. The list is displayed using the ABAP list viewer. For that reason it is easy for you to create customer-specific display variants. All fields in the VBRP table are available for this purpose.

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Condition Indexes

Figure 38: Condition Indexes

You can create and use condition indexes to search for condition records that were created for a variety of condition types and condition tables. For example, you can view all the condition records that apply to a particular customer or product. The activation function displays a list of all the available condition indexes and indicates which indexes are active. The system can use a condition index only when it is activated. Before you can use the indexes that are delivered in the standard system, you must first activate the indexes in Customizing for sales. If you create your own indexes, the system automatically activates each new index when you generate it. In addition, you must specify an update requirement for each condition index. You can configure for each condition type whether or not the system updates the condition indexes when you post the condition records for the corresponding condition type.

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Release Procedure

Figure 39: Release Procedure for Conditions

You can allow a release procedure to be used when a condition table is created by selecting the With release status checkbox. This adds the following fields to the condition table automatically: • •

KFRST: Release status as last key field KBSTAT: Processing status as a field of the variable data part (non-key field)

The release status is predefined. The following statuses are currently defined: • • • •

Released Blocked Released for pricing simulation (net price list) Released for planning and price simulation (planning in CO-PA)

The release status is set indirectly by defining a processing status in Customizing for pricing and assigning a release status to the processing status. Business Transaction Event 00503303 Maintain Conditions: Transfers are available to define individual processing logic for the processing status.

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Calculation Type

Figure 40: Changeable Calculation Type

The calculation type for a condition type is defined in Customizing. This calculation type determines how prices or discounts and surcharges are calculated for a condition. When creating new condition records, you can select a calculation type that differs from the one set in Customizing.

New Feature in SAP ERP 6.0 Enhancement Package 4 Starting in SAP ERP 6.0 Enhancement Package 4 (SAP_APPL 604), you can use the Simplified Sales Processes in Sales & Distribution 02 (LOG_SD_SIMP_02) business function to enable additional functions for order processing in the ERP system. This includes editing predefined price elements in the item overview table control.

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You can edit frequently used price elements of a document type (such as prices and discounts) directly in the item overview for RfQs, quotations, and sales orders. This saves you from a potential extra step on the Conditions tab page. • •

•

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Enabled after activation of business function LOG_SD_SIMP_02. Settings in the Implementation Guide (IMG -> Sales and Distribution -> Basic Functions -> Pricing -> Predefined Price Elements) make it possible for your sales employees to see the exact predefined price elements in the item overview table control that they frequently edit for a document type. In addition, you can define which data is displayed for a predefined price element, such as condition amount, condition currency, price unit, and condition unit. If your sales employees often have to enter a certain discount condition in quotations manually, for example, you can use a predefined price element instead.

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Exercise 10: Maintaining Conditions Using Pricing Reports Exercise Objectives After completing this exercise, you will be able to: • Adjust the condition maintenance to suit individual user needs via pricing reports with configurable area menus

Business Example To simplify the condition maintenance for certain groups of customers, provide colleagues involved with an area menu, which allows them to maintain all conditions for the selected customers at once “at the touch of a button”.

Task: The default area menu for condition maintenance via pricing reports is area menu COND_AV. You will add your own nodes to the overview tree at the user level in this area menu. 1.

Determine first which pricing report is assigned to the Conditions → By customer node in the COND_AV area menu. Hint: You can maintain area menus by choosing: Tools → ABAP Workbench → Development → Other Tools → Area Menus.

2.

Create a variant called “Customer ##” for the report found and enter the following selection data in its selection screen: Sales organization

1000

DistrChannel

10

Customer number

T-L67A## and T-L67B##

Hint: You can create variants in Reporting. (System → Services → Reporting) 3.

Create your own area menu called ZZCOND_## with the description Customer group ##.

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Insert a My customers node to which you will assign the variant created in Step 2 for the pricing report in Step 1. Save your area menu as a local object. 4.

Assign the area menu ZZCOND_## that you just created to your user SCM620-##. Hint: You can assign the area menu by maintaining the conditions and by choosing Environment → Assignment Area Menu. Note: A newly assigned area menu only takes effect when you return to the SAP Easy Access overview tree and call up condition maintenance again.

5.

The standard area menu for maintaining conditions is no longer displayed. To make this and your own area menu available, you must also assign area menu COND_AV to your user, SCM620-##. Hint: If you are assigning several area menus, you can use the Number field to control the display order.

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Solution 10: Maintaining Conditions Using Pricing Reports Task: The default area menu for condition maintenance via pricing reports is area menu COND_AV. You will add your own nodes to the overview tree at the user level in this area menu. 1.

Determine first which pricing report is assigned to the Conditions → By customer node in the COND_AV area menu. Hint: You can maintain area menus by choosing: Tools → ABAP Workbench → Development → Other Tools → Area Menus. a)

Assigned pricing report: /1SDBF12L/RV14AK28 Tools → ABAP Workbench → Development → Other Tools → Area Menus. Enter COND_AV in the Area menu field. Click the Display Area Menu button. Select the node Conditions → By Customer. Choose System → Status. You will find the name of the pricing report in the field Program.

2.

Create a variant called “Customer ##” for the report found and enter the following selection data in its selection screen:

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Sales organization

1000

DistrChannel

10

Customer number

T-L67A## and T-L67B##

Hint: You can create variants in Reporting. (System → Services → Reporting) a)

Creating variants: System → Services → Reporting. Enter in the Program field: /1SDBF12L/RV14AK28 Choose Goto → Variants. Enter in the Variants field: Customer ##. Choose Create. Enter the selection data. Note: Use the Multiple Selection to enter the two customer numbers. Select the Attributes button. Enter "GR ## Variant" in the Meaning field. Choose Save.

3.

Create your own area menu called ZZCOND_## with the description Customer group ##. Insert a My customers node to which you will assign the variant created in Step 2 for the pricing report in Step 1.

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Save your area menu as a local object. a)

Creating area menus: Tools → ABAP Workbench → Development → Other Tools → Area Menus. Enter in the Area menu field: ZZCOND_##. Choose Create Area Menu. Enter the description: Customer Group ##. Select the Customer Group ## node. Choose: Edit → Insert menu Entry → Insert as Subnode. Choose Add report. Enter in the Report field: /1SDBF12L/RV14AK28. Choose in the Variant field: Customer ##. Save your entry as a local object.

4.

Assign the area menu ZZCOND_## that you just created to your user SCM620-##. Hint: You can assign the area menu by maintaining the conditions and by choosing Environment → Assignment Area Menu. Note: A newly assigned area menu only takes effect when you return to the SAP Easy Access overview tree and call up condition maintenance again. a)

Assigning area menus: Logistics → Sales and Distribution → Master Data → Conditions → Change. Choose: Environment → Assignment Area Menu. Click the New Entries button Enter your area menu: ZZCOND_## Save your entry. Save your entry. Exit from the transaction then re-enter the Change transaction to see your area menu.

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The standard area menu for maintaining conditions is no longer displayed. To make this and your own area menu available, you must also assign area menu COND_AV to your user, SCM620-##. Hint: If you are assigning several area menus, you can use the Number field to control the display order. a)

Assigning additional standard area menus: Logistics → Sales and Distribution → Master Data → Conditions → Change. Choose: Environment → Assign Area Menu. Click the New Entries button. Enter: COND_AV Save your entry. Save your entry. Exit from the transaction then re-enter the Change transaction to see your area menu and the standard area menu.

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Exercise 11: Creating Condition Records with Reference Exercise Objectives After completing this exercise, you will be able to: • Create condition records for new validity periods on the basis of existing condition records

Business Example In many cases, entire groups of prices expire after a certain time, with the result that new records must be created to replace them. You will learn how to create new condition records with validity dates in the future that can be used automatically at the start of the validity period.

Task: In preparation for a new pricing strategy, which will take effect next year, you will create a new pricing condition from existing records. 1.

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Create a new pricing condition with reference to the material price condition records for material T-AT2## and material T-AT3##. Change the validity period for the new records to be for 1 year, beginning January of next year.

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Solution 11: Creating Condition Records with Reference Task: In preparation for a new pricing strategy, which will take effect next year, you will create a new pricing condition from existing records. 1.

Create a new pricing condition with reference to the material price condition records for material T-AT2## and material T-AT3##. Change the validity period for the new records to be for 1 year, beginning January of next year. a)

Creating condition records with reference: Logistics → Sales and Distribution → Master Data → Conditions → Create with Template → Prices → Material Price. Enter the appropriate values for the reference conditions by choosing the Multiple selection button. Click the Copy button at the bottom of the pop up screen and then click Execute. Select the condition records. Choose Change validity. Change the validity period to start next January for a duration of 1 year. Choose Copy date. Save the new condition records.

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Exercise 12: Mass Change for Conditions Exercise Objectives After completing this exercise, you will be able to: • Change multiple condition records simultaneously

Business Example Changing several condition rates simultaneously is a practical and efficient way to manage condition records. You will be testing this function while implementing pricing.

Task: Using the price change function, you can implement a price increase for the new condition records created earlier.

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1.

Select the condition records created earlier and increase the price by 5%. Save the changed records.

2.

Display the corresponding changed documents.

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Solution 12: Mass Change for Conditions Task: Using the price change function, you can implement a price increase for the new condition records created earlier. 1.

Select the condition records created earlier and increase the price by 5%. Save the changed records. a)

To increase the price by 5%, select Logistics → Sales and Distribution → Master Data → Conditions → Change → Prices → Material Price. Enter the appropriate values to select material 2 and material 3. Ensure that the date in the Valid on field falls within the validity period during which you want to execute the price increase. Choose Execute. Select the condition records. Choose Change amount. Enter 5 in the Percentage field and choose Copy. From the Log for Price Change screen, choose Back to return to the previous screen and save the changed records.

2.

Display the corresponding changed documents. a)

To display the changed documents, select Logistics → Sales and Distribution → Master Data → Conditions → Change → Prices → Material Price. Enter the appropriate values to select material 2 and material 3. Choose Execute. Select the displayed records and select. Environment → Changes → Per Condition Record. The display shows the author of the condition record and the date of creation. You can use the OldVal and NewVal columns to see the before and after values.

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Exercise 13: Copying Condition Records Exercise Objectives After completing this exercise, you will be able to: • Practice copying one condition record to another with different key values

Business Example Occasionally, you may need to create several new condition records using one record as the source. This saves time and helps eliminate mistakes.

Task: You will now copy one of your condition records using two different strategies. 1.

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Copy the customer-specific pricing condition for customer T-L67A## and material T-AT1## to a new record for customer T-L67B## and material T-AT1##. Save the condition record.

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Solution 13: Copying Condition Records Task: You will now copy one of your condition records using two different strategies. 1.

Copy the customer-specific pricing condition for customer T-L67A## and material T-AT1## to a new record for customer T-L67B## and material T-AT1##. Save the condition record. a)

To copy the condition records, select Logistics → Sales and Distribution → Master Data → Conditions → Change → Prices → Individual Prices. Enter the appropriate data to select the key combination of Customer T-L67A## and Material T-AT1##. Choose Execute. Select the condition line and choose Select Rule. Select rule 1 and choose Continue. Enter customer T-L67B## as the target customer on the next screen. Remove flag Display list at the bottom of the selection screen. Choose Execute. Save the condition records.

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Exercise 14: Pricing Reports Exercise Objectives After completing this exercise, you will be able to: • Use pricing reports to produce a list of specific condition records

Business Example Being able to manage the large number of condition records, as business typically requires, needs easy-to-use reporting tools. The pricing reports provided in SAP R/3 cover most reporting requirements. Additionally, more tailored reports are easily developed.

Task: You will use a standard pricing report to gain experience with this reporting function. Additionally, you may create your own pricing report tailored to your specific requirements. 1.

Using the pricing report function, create a list of all currently valid customer-specific prices for customer T-L67A## (use list report 16).

2.

Create your own pricing report, entitled “Group ## Pricing Report”. The following table contains the short name of your list report: Group number

List report

01

C1

02

C2

03

C3

04

C4

05

C5

06

C6

07

C7

08

C8

09

C9

10

C0

11

D1

12

D2

13

D3 Continued on next page

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14

D4

15

D5

16

D6

17

D7

18

D8

19

D9

20

D0

Your report should list condition records, which contain the fields Customer, Material or Sales Organization. Select at least tables 304, 305, and 007 to appear on your report. Position the fields and select formatting options as desired. 3.

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Run your report for customer T-L67A##.

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Solution 14: Pricing Reports Task: You will use a standard pricing report to gain experience with this reporting function. Additionally, you may create your own pricing report tailored to your specific requirements. 1.

Using the pricing report function, create a list of all currently valid customer-specific prices for customer T-L67A## (use list report 16). a)

Executing pricing reports: Logistics → Sales and Distribution → Master Data → Conditions → List → Pricing Report. Enter 16 in the Pricing Report field and choose Execute. Specify your customer. Leave all other fields blank. Choose Execute.

2.

Create your own pricing report, entitled “Group ## Pricing Report”. The following table contains the short name of your list report: Group number

List report

01

C1

02

C2

03

C3

04

C4

05

C5

06

C6

07

C7

08

C8

09

C9

10

C0

11

D1

12

D2

13

D3

14

D4

15

D5

16

D6 Continued on next page

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17

D7

18

D8

19

D9

20

D0

Your report should list condition records, which contain the fields Customer, Material or Sales Organization. Select at least tables 304, 305, and 007 to appear on your report. Position the fields and select formatting options as desired. a)

Creating your own pricing report: SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Maintain Pricing Report → Create Pricing Report. Enter the short description and the title of your pricing report and choose Enter. Select the fields Customer, Material, and Sales Organization. Choose Selected Tables That Contain at Least One Selected Field (OR) Select the Table column. Choose Sort in Ascending Order. De-select the Table column. Select tables 007, 304 and 305 from the list. Choose Continue to list structure. Use the Positioning column to place each field in the Page header, Group header or Item level of the report. Use the Sort field to sequence each group of fields as desired. Use the Text field to choose if the description of the item should be shown in addition to the key. From the Default values for the selection screen, choose the additional options that you want to include. When finished, save your report definition. The name generated for the pricing report is /1SDBF12L/RV14AKxx.

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3.

Run your report for customer T-L67A##. a)

Executing pricing reports: Logistics → Sales and Distribution → Master Data → Conditions → List → Pricing Report. If necessary, enter your List report code in the Pricing Report field. Choose Execute. Specify customer T-L67A##. Leave all other fields blank. Choose Execute.

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Lesson Summary You should now be able to: • Maintain conditions using pricing reports • Create, change, and copy condition records • Creating net price lists • Use a condition index to find condition records • Use the release procedure for condition records

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Unit Summary

Unit Summary You should now be able to: • Maintain conditions using pricing reports • Create, change, and copy condition records • Creating net price lists • Use a condition index to find condition records • Use the release procedure for condition records

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Test Your Knowledge

Test Your Knowledge 1.

The release status is set indirectly by defining a release procedure in Customizing for pricing and assigning a release status to it. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

The release status is set indirectly by defining a release procedure in Customizing for pricing and assigning a release status to it. Answer: False The release status is set indirectly by defining a processing status in Customizing for pricing and assigning a release status to it.

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Unit 4 Special Functions Unit Overview This unit is an overview of the special functions. It describes the use of group conditions and condition supplements. It also explains how to compare condition types. In addition, it explains hierarchy accesses and the techniques of data determination in access.

Unit Objectives After completing this unit, you will be able to: • • • • •

Use group conditions for carrying out pricing for several items in an order Compare condition types with several methods and outcomes Set conditions for a maximum value, quantity, or number of orders Describe how and when to use condition supplements Understand that the techniques for data determination in access were developed to realize the price book price determination strategy.

Unit Contents Lesson: Special Pricing Functions............................................ 116 Exercise 15: Creative Use of Condition Type Attributes ..............123 Exercise 16: Exclusion Groups ...........................................129 Exercise 17: Updating Conditions – Tracking Cumulative Values ...133 Lesson: Data Determination in Access ......................................139

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Lesson: Special Pricing Functions Lesson Overview This lesson describes how to use group conditions to carry out pricing for several items in an order. It also explains how to compare condition types and how to use condition update. In addition, it explains how and when to use condition supplements.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Use group conditions for carrying out pricing for several items in an order Compare condition types with several methods and outcomes Set conditions for a maximum value, quantity, or number of orders Describe how and when to use condition supplements

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. In addition to the basic pricing elements, you need to use special functions that allow dependencies between condition types or groups of condition types to be mapped and cumulative values in selected condition records to be updated.

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Group Conditions

Figure 41: Group Conditions

In Customizing, you can set a condition type to be a group condition. The condition base value, such as weight, is then calculated as the sum of the individual items within a group.

Figure 42: Group Conditions with Varying Keys

For group conditions with varying keys, item quantities are accumulated for scale point determination purposes but the rate for each item is calculated from its individual condition record. Control: Entry for condition type

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Group condition: X Unit of measure for accumulation, for example, pieces GrpCond.routine: 1, 2, or 3 (see explanation below) •

1. Complete document: Formula '1' adds up the quantities / values of all of the line items in the sales document that have the same condition type as the group condition currently being processed.

•

2. For all condition types: Formula '2' adds up the quantities / values of all of the line items in the sales document independent of which condition types have been applied.

•

3. Material group: Formula '3' adds up the quantities / values of all of the line items in the sales document that have the same material pricing group (KONDM field) as the current sales document line item.

Excluding Conditions

Figure 43: Excluding Conditions

Conditions can be linked to requirements in the pricing procedure. A requirement can evaluate the condition exclusion indicator and ignore the condition if set.

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The condition exclusion indicator can be set in either the condition type or the condition record. You may create your own exclusion indicators and test for the existence of the indicator in the requirement routines.

Comparing Condition Types

Figure 44: Determining Best Price Using Condition Exclusion

Condition types to be compared are first placed in an exclusion group. During pricing, the conditions that result in the best price (lowest charge or highest discount) are selected from this group. All other conditions are deactivated.

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There are several comparison methods that may be used: • •

•

•

• • •

A: All conditions found within the first exclusion group are compared and the condition with the best price is chosen. All other conditions are deactivated. B: All condition records found for one condition type are compared and the condition with the best price is selected.All other conditions are deactivated. This method can be used with condition type PR00. C: The total of condition records found in the first exclusion group is compared to the total of condition records found in the second exclusion group. The group resulting in the best price is chosen. The conditions of the other groups are deactivated. D: If a condition record is determined for the condition types of the first exclusion group, all the condition records for the second exclusion group are deactivated. E: Similar to method B, except that the worst (highest charge or lowest discount) price is chosen. F: Similar to method C, except that the group with the worst overall price is chosen. The conditions of the other group are deactivated. L: Similar to method A, except that the worst (highest charge or lowest discount) price is chosen.

Condition Update

Figure 45: Updating Conditions - Tracking Cumulative Values

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Lesson: Special Pricing Functions

Values can be accumulated in condition records and tested against limits. In this way, you can set a maximum condition value, condition base value, or number of orders for a condition. These cumulative values in the condition record can be displayed.

Condition Supplements

Figure 46: Condition Supplements

Condition supplements do not have their own access sequence. They are maintained and found together with the underlying condition record. You define the set of allowed condition supplements in Customizing for the main condition type by assigning a different pricing procedure that lists the desired condition supplements.

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Exercise 15: Creative Use of Condition Type Attributes Exercise Objectives After completing this exercise, you will be able to: • Solve pricing problems by combining various condition type attributes

Business Example Certain pricing requirements can be met by combining a few standard configuration settings. You will be presented with a new pricing scenario for your company. You need to analyze and solve the problems in this pricing scenario.

Task: Your company has signed an agreement with a new carrier, Walldorf Parcel. They will be your carrier of choice for all orders weighing 30 kg or less. All orders exceeding 30 kg will continue to have freight calculated using the ZF## condition type. The proper determination of the freight should happen automatically. This requires changes in the pricing model you constructed in the previous exercises. 1.

Configure a new condition type ZW## to calculate the freight for Walldorf Parcel. You can use ZA## as the access sequence for this condition type. In addition you need to add together the gross weight of all the order items and handle the following scale in the condition type: from

0

kg

8

EUR

0.5

kg

10

EUR

1

kg

12

EUR

2

kg

14

EUR

5

kg

16

EUR

10

kg

20

EUR

20

kg

30

EUR

up to a maximum weight of 30 kg. 2.

Add the new condition type to your pricing procedure Z##PRC immediately before condition type ZF## (freight).

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3.

Create a condition record for the ZW## condition type for your sales organization, incoterms EXW, and destination country DE. Use the scale values shown before. Save the condition record.

4.

To test the new condition, enter an order from the customer purchase order shown below. Check the header and item pricing to ensure that ZW## is calculated properly. At this point, you should see both the conditions ZW## and ZF## in the order. Save the order. Hint: Note that at present – depending on your procedures – the test can still be correct if both condition types ZW## and ZF## are effective TELEFAX Customer: T-L67A## PO number: ##-5-1 Requested delivery date: In one week Material Quantity T-AT1## 2 T-AT3## 1

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Solution 15: Creative Use of Condition Type Attributes Task: Your company has signed an agreement with a new carrier, Walldorf Parcel. They will be your carrier of choice for all orders weighing 30 kg or less. All orders exceeding 30 kg will continue to have freight calculated using the ZF## condition type. The proper determination of the freight should happen automatically. This requires changes in the pricing model you constructed in the previous exercises. 1.

Configure a new condition type ZW## to calculate the freight for Walldorf Parcel. You can use ZA## as the access sequence for this condition type. In addition you need to add together the gross weight of all the order items and handle the following scale in the condition type: from

0

kg

8

EUR

0.5

kg

10

EUR

1

kg

12

EUR

2

kg

14

EUR

5

kg

16

EUR

10

kg

20

EUR

20

kg

30

EUR

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up to a maximum weight of 30 kg. a)

Condition type ZW##: SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define Condition Types. Choose Maintain Condition Types. Select condition type KF00 and click the Copy As button. On the next screen, change the condition type to ZW##, and the description to Group ## Parcel, Ensure that the access sequence of the condition type is ZA##. In order to use the values in the scale properly, the Calculation type must be set to B, Fixed amount. Because you will be adding the gross weight of all items, the condition type must be set as a group condition with the Scale base type D, Gross weight. To test for the maximum weight of 30 kg, the condition record must have a final line in the scale section of: From 30.001 kg 0 EUR. To allow this type of scale which is first ascending, and then descending, change the Check value field in the ZW## condition type to blank (scale rates are not checked). Choose Enter and then Save to create the new condition type.

2.

Add the new condition type to your pricing procedure Z##PRC immediately before condition type ZF## (freight). a)

3.

In your pricing procedure Z##PRC, click the New Entries button to insert a new line. Choose Step and Counter values that will place the new line immediately before condition type ZF##. Enter the same values for the requirements and other fields that you find for condition type ZF##.

Create a condition record for the ZW## condition type for your sales organization, incoterms EXW, and destination country DE. Use the scale values shown before. Save the condition record. a)

To create condition records, select: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create.. Choose condition type ZW##. Enter the appropriate values and save the condition record. Continued on next page

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4.

To test the new condition, enter an order from the customer purchase order shown below. Check the header and item pricing to ensure that ZW## is calculated properly. At this point, you should see both the conditions ZW## and ZF## in the order. Save the order. Hint: Note that at present – depending on your procedures – the test can still be correct if both condition types ZW## and ZF## are effective TELEFAX Customer: T-L67A## PO number: ##-5-1 Requested delivery date: In one week Material Quantity T-AT1## 2 T-AT3## 1 a)

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Document number: _____________________

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Exercise 16: Exclusion Groups Exercise Objectives After completing this exercise, you will be able to: • Use condition exclusion for groups of conditions

Business Example Exclusion groups allow you to compare the results of pricing calculations and take appropriate pricing actions. You will test the use of exclusion groups for the new freight pricing strategy.

Task: Only one of the two possible freight conditions should be used on an order. One way to accomplish this is to use exclusion groups. 1.

In the IMG, create and save two new exclusion groups, Z1## and Z2##.

2.

Assign condition type ZW## to exclusion group Z1##. Assign condition type ZF## to exclusion group Z2##.

3.

Assign these exclusion groups to your pricing procedure Z##PRC. Use a comparison type that will deactivate group Z2## if the condition type in group Z1## is found.

4.

Test your new freight pricing strategy by creating an order from the customer purchase order shown below. Vary the quantities to test both the ZW## and the ZF## conditions. TELEFAX Customer: T-L67A## PO number: ##-5-2 Requested delivery date: In one week Material Quantity T-AT1## 2 T-AT3## 1 Hint: You can simplify testing by checking whether or not the condition screen of the header data is functioning properly.

5.

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Instead of exclusion groups, what alternative methods could have been used in this condition to accomplish the same purpose?

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Solution 16: Exclusion Groups Task: Only one of the two possible freight conditions should be used on an order. One way to accomplish this is to use exclusion groups. 1.

In the IMG, create and save two new exclusion groups, Z1## and Z2##. a)

To create exclusion groups, select: SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Condition Exclusion → Condition Exclusion For Groups Of Conditions. Choose Define Condition Exclusion Groups. Click New Entries to add exclusion groups, Z1## and Z2##. Save your entries.

2.

Assign condition type ZW## to exclusion group Z1##. Assign condition type ZF## to exclusion group Z2##. a)

To assign condition types to the exclusion groups, select: SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Condition Exclusion → Condition Exclusion For Groups Of Conditions. Choose Assign condition types to the exclusion groups. Click New Entries to add assignments of condition type ZW## to exclusion group Z1## and condition type ZF## to exclusion group Z2##. Save your entries.

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3.

Assign these exclusion groups to your pricing procedure Z##PRC. Use a comparison type that will deactivate group Z2## if the condition type in group Z1## is found. a)

To assign exclusion groups to the pricing procedure, select: SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Condition Exclusion → Condition Exclusion For Groups Of Conditions. Choose Maintain condition exclusion for pricing procedures. Select your pricing procedure Z##PRC and double-click the Exclusion node in the Dialog Structure. Click New Entries to add the necessary entries. Use a sequence number of 10, a condition exclusion procedure of D, an exclusion group 1 value of Z1##, and an exclusion group 2 value of Z2##. Save your entries.

4.

Test your new freight pricing strategy by creating an order from the customer purchase order shown below. Vary the quantities to test both the ZW## and the ZF## conditions. TELEFAX Customer: T-L67A## PO number: ##-5-2 Requested delivery date: In one week Material Quantity T-AT1## 2 T-AT3## 1 Hint: You can simplify testing by checking whether or not the condition screen of the header data is functioning properly. a)

Test result: If the weight of all the items is 30 kg or less, ZW## should be an active condition. When the combined weight of both the items exceeds 30 kg, ZF## should be an active freight condition. For the test to function correctly, condition type ZF## must also be marked as a group condition.

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5.

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Instead of exclusion groups, what alternative methods could have been used in this condition to accomplish the same purpose? a)

Alternative procedures: The condition record for ZF## could use a scale that starts at 30.001 kg. Similarly, a new exclusion indicator could possibly be created and used on the ZW## and ZF## conditions. A new pricing procedure requirement would have to be created to check for the existence of this new exclusion indicator.

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Exercise 17: Updating Conditions – Tracking Cumulative Values Exercise Objectives After completing this exercise, you will be able to: • Verify that cumulative conditions handle special pricing situations correctly

Business Example Some of your pricing conditions are only good for the first order, or for a specified quantity of material. Using the condition update function for cumulative condition records, you will test this function.

Task: Marketing has implemented a new customer/material discount, which is only good for the first order. 1. Hint: Make sure that the instructor has activated the condition update function for condition type K005 before you begin the exercise. Create a K005 customer/material discount record for customer T-L67B## and material T-AT2## and a rate of 100 EUR when buying from your sales organization 1000 and distribution channel 10. Use the defaults for the validity period. 2.

Change the K005 discount record so that it will only be valid for the next order. Save the changes.

3.

From the customer purchase orders shown below, create two standard sales orders. Do not create the second order with reference to the first. Enter each order separately. Save each order. TELEFAX Customer: T-L67B## PO number: ##-5-3a Requested delivery date: In one week Material Quantity

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T-AT2## 10 Hint: When creating the following order, do not Create with reference to the first order because it will "inherit" the conditions. TELEFAX Customer: T-L67B## PO number: ##-5-3b Requested delivery date: In one week Material Quantity T-AT2## 10 4.

Is the customer discount K005 used on the second order?

5.

In the IMG, what setting is required in the condition type to enable the system to retain accumulated amounts? Use condition type K005 to determine your answer.

6.

Change your condition record for condition type K005 so that it is only active for the first 15 pieces of material 2.

7.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer: T-L67B## PO number: #-5-3-7 Requested delivery date: In one week Material Quantity T-AT2## 15

8.

134

Examine the item pricing and determine how many of the pieces received the K005 discount. Why?

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Solution 17: Updating Conditions – Tracking Cumulative Values Task: Marketing has implemented a new customer/material discount, which is only good for the first order. 1. Hint: Make sure that the instructor has activated the condition update function for condition type K005 before you begin the exercise. Create a K005 customer/material discount record for customer T-L67B## and material T-AT2## and a rate of 100 EUR when buying from your sales organization 1000 and distribution channel 10. Use the defaults for the validity period. a)

Creating a condition record: Logistics → Sales and Distribution → Master Data → Conditions → Create → Discounts/Surcharges → By Customer/Material. Choose condition type K005. Enter the appropriate values and save the condition record.

2.

Change the K005 discount record so that it will only be valid for the next order. Save the changes. a)

Changing a condition record: Logistics → Sales and Distribution → Master Data → Conditions → Change → Discounts/Surcharges → By Customer/Material. Choose Execute. Enter the value 1 in the Number of orders field. Save the condition record.

3.

From the customer purchase orders shown below, create two standard sales orders. Do not create the second order with reference to the first. Enter each order separately. Save each order. TELEFAX Customer: T-L67B## PO number: ##-5-3a Continued on next page

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Requested delivery date: In one week Material Quantity T-AT2## 10 Hint: When creating the following order, do not Create with reference to the first order because it will "inherit" the conditions. TELEFAX Customer: T-L67B## PO number: ##-5-3b Requested delivery date: In one week Material Quantity T-AT2## 10 a) 4.

Is the customer discount K005 used on the second order? a)

5.

In the IMG, what setting is required in the condition type to enable the system to retain accumulated amounts? Use condition type K005 to determine your answer. a)

6.

The second order does not include the K005 discount since it was valid for only one order.

The Condition update indicator must be set.

Change your condition record for condition type K005 so that it is only active for the first 15 pieces of material 2. a)

Changing a condition record: Logistics → Sales and Distribution → Master Data → Conditions → Change → Discounts/Surcharges → By Customer/Material. Choose Execute. Enter the value 15 in the MaxCondBaseVal. field and clear the Number of orders field. Save the condition record.

7.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer: T-L67B## PO number: #-5-3-7 Continued on next page

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Lesson: Special Pricing Functions

Requested delivery date: In one week Material Quantity T-AT2## 15 a) 8.

Examine the item pricing and determine how many of the pieces received the K005 discount. Why? a)

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Only a quantity of 5 received the K005 discount because the condition record already had a cumulative value of 10 pieces from the first order in Exercise Step 3.

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Lesson Summary You should now be able to: • Use group conditions for carrying out pricing for several items in an order • Compare condition types with several methods and outcomes • Set conditions for a maximum value, quantity, or number of orders • Describe how and when to use condition supplements

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Lesson: Data Determination in Access

Lesson: Data Determination in Access Lesson Overview This lesson explains the techniques of data determination in access.

Lesson Objectives After completing this lesson, you will be able to: •

Understand that the techniques for data determination in access were developed to realize the price book price determination strategy.

Business Example Your company produces consumer products. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have to learn about the pricing configuration options to develop solutions for your company requirements in the pricing area. In addition to the basic pricing elements, you need to use special functions that allow dependencies between condition types or groups of condition types to be mapped and cumulative values in selected condition records to be updated. These special functions allow you to expand the pool of solution options in the pricing configuration.

Data Determination in Access The graphic below shows new techniques to obtain additional pricing information that is not contained in the sales document during the pricing step. The access type field at the field level of the access sequence configures these functions. • •

B Key field to be determined in access C Data field from condition table

These techniques are used in the example, Price Book, which was determined from the projects implemented in the tire industry.

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Figure 47: Data Determination in Access

We will now briefly introduce the basic functions, to tie them into the grand total of pricing options available to us. Hint: For a detailed examination of a specific project, see the price book information in the ERP online documentation under http://help.sap.com. The two steps used to determine and use the data in access differ in the way they collect data, which means that a distinction must be made between three data determination procedures, such as: • • •

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Data determination using the communication structure KOMPAZD Data determination using routines (condition 202, base value calculation formula 202) Data determination for sales deals (condition class H)

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Lesson: Data Determination in Access

Figure 48: Data Determination in Access - Price Book

The term price book refers to a price determination strategy. Pricing procedure RVAA02 is delivered in the SAP standard system as an example of this. • • •

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The aim here is to set certain prices for a group of customers. Special agreements are also to be set for these prices, depending on the material. However, this is based on a price book whose prices are defined customer-independently.

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This can be achieved using a two-step data determination process, as shown: • •

Step 1: A sales deal number (condition type PBU) is determined, depending on the customer group. Step 2: Using the material group as a basis, special agreements are determined, which take: Pricing date Scale quantity Item price list into account (condition type PBUD).

• •

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The special agreements that are determined are used in the condition type, PBBS. As a result, the base prices are read. On the basis of these prices, the gross price is calculated in the condition type, PBUP, using the percentage value from condition type, PBUD.

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Lesson: Data Determination in Access

Lesson Summary You should now be able to: • Understand that the techniques for data determination in access were developed to realize the price book price determination strategy.

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Unit Summary

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Unit Summary You should now be able to: • Use group conditions for carrying out pricing for several items in an order • Compare condition types with several methods and outcomes • Set conditions for a maximum value, quantity, or number of orders • Describe how and when to use condition supplements • Understand that the techniques for data determination in access were developed to realize the price book price determination strategy.

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Test Your Knowledge

Test Your Knowledge 1.

For group conditions with varying keys, item quantities are accumulated for scale point determination purposes but the rate for each item is taken from its individual condition type. Determine whether this statement is true or false.

□ □ 2.

True False

When values are accumulated in condition records, you can set a minimum condition value. Determine whether this statement is true or false.

□ □ 3.

True False

Multiple conditions cannot be grouped together in a condition supplement procedure. Determine whether this statement is true or false.

□ □

True False

4.

What are the several comparison methods that can be used for condition types?

5.

The term price book refers to a strategy. Fill in the blanks to complete the sentence.

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Answers 1.

For group conditions with varying keys, item quantities are accumulated for scale point determination purposes but the rate for each item is taken from its individual condition type. Answer: False For group conditions with varying keys, item quantities are accumulated for scale point determination purposes but the rate for each item is taken from its individual condition record.

2.

When values are accumulated in condition records, you can set a minimum condition value. Answer: False When values are accumulated in condition records, you can set a maximum condition value, condition base value, or number of orders for a condition.

3.

Multiple conditions cannot be grouped together in a condition supplement procedure. Answer: False Several conditions can be grouped together in a condition supplement procedure.

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Test Your Knowledge

4.

What are the several comparison methods that can be used for condition types? Answer: The several comparison methods that can be used for condition types are: •

•

•

•

• •

5.

A: All conditions found within the first exclusion group are compared and the condition with the best price is chosen. All other conditions are deactivated. B: All condition records found for one condition type are compared and the condition with the best price is selected. All others are deactivated. This method can be used with condition type PR00, for example. C: The total of condition records found in the first exclusion group is compared to the total of condition records found in the second exclusion group. The group resulting in the best price is chosen. The conditions of the other group are deactivated. D: If a condition record is determined for the condition types of the first exclusion group, all the condition records for the second exclusion group are deactivated. E: Similar to method B, except that the worst (highest charge or lowest discount) price is chosen. F: Similar to method C, except that the group with the worst overall price is chosen. The conditions of the other group are deactivated.

The term price book refers to a price determination strategy. Answer: price determination

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Unit 5 Condition Types Unit Overview This unit explains special condition types. In addition, it describes some statistical condition types.

Unit Objectives After completing this unit, you will be able to: • • • • • • • •

Create order values and net prices manually Set a minimum price for a material or a minimum value for an order Set interval scales for conditions Use customer hierarchies for price agreements Describe the effect of condition formulae Round final amounts Determine costs and cash discount amounts statistically in pricing Describe how expected customer prices transferred using EDI are used

Unit Contents Lesson: Special Condition Types .............................................150 Exercise 18: Selected Condition Type Configuration ..................161 Lesson: Statistical Condition Types ..........................................173

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Lesson: Special Condition Types Lesson Overview This lesson describes some standard condition types and explains how to use the various special condition types, such as manual order value and customer hierarchy discount.

Lesson Objectives After completing this lesson, you will be able to: • • • • • •

Create order values and net prices manually Set a minimum price for a material or a minimum value for an order Set interval scales for conditions Use customer hierarchies for price agreements Describe the effect of condition formulae Round final amounts

Business Example Your company manufactures consumer goods. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. The SAP system comes with a lot of condition types that can be used immediately. You need to observe the configuration of these individual condition types, so that you can profit from the experience when designing your own condition types.

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Lesson: Special Condition Types

Manual Pricing

Figure 49: Manual Order Value HM00

The header condition type HM00 allows you to enter the order value manually. The new order value is then distributed proportional between the items, taking into account the previous net item value. Taxes are determined again for each item.

Figure 50: Net Price PN00

The PN00 condition in the standard system allows you to specify the net price for an item manually. The original conditions are deactivated.

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Minimum Price Value

Figure 51: Minimum Order Values AMIW and AMIZ

You may create a minimum value for each order using condition type AMIW. If the value in the order header is less than this minimum order value during pricing, the system uses the minimum as the net order value automatically. The minimum order value is a statistical condition. Condition type AMIW is a group condition and is divided among the different items according to value. Calculation formula 13 is assigned to condition type AMIZ in the pricing procedure. This formula calculates the minimum value surcharge by subtracting the net item value from the minimum order value, AMIW.

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Lesson: Special Condition Types

Figure 52: Minimum Price PMIN

You can create a minimum price for a material using condition type PMIN. If the minimum price is not met during pricing, the system determines the difference using condition type PMIN.

Scale Pricing

Figure 53: Interval Price PR02

You can maintain condition records with interval scales if the condition type is set to scale type D in Customizing. Interval scales cannot be used for group conditions.

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Customer Hierarchy Pricing

Figure 54: Customer Hierarchy

Customer hierarchies are available in Sales Order Management so that you can create flexible hierarchies to reflect the structure of customer organizations. For example, if your customer base includes multi-level buying groups, cooperatives, or chains of retail outlets, you can create hierarchies to reflect the structure of these groups. Use customer hierarchies during sales order processing and billing to determine pricing and running statistics. A customer hierarchy consists of nodes. To create a customer hierarchy: 1. 2. 3.

Create master records for each node. Assign the nodes to each other. Assign the customer master records to the relevant nodes.

Customer hierarchies are valid for a certain period of time. Hierarchy nodes may also be moved. If a node is moved, the system automatically reassigns all related nodes and customer master records.

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Lesson: Special Condition Types

Figure 55: Hierarchy Path

With customer hierarchies, you can assign price or rebate agreements to a higher level node. The agreements are then valid for customers at all subordinate levels of this node. You can create pricing condition records for each node indicated as relevant for pricing. If one or more nodes in the hierarchy path of a sales order contain pricing information, the system takes these nodes into account automatically during pricing according to the underlying access sequence. The customer hierarchy above represents the multi-level buying group Miller. The headquarters, Miller Head office, is the highest node defined in the hierarchy. The southern, northern, central, and north-eastern regional offices are also defined as nodes. A price agreement is reached with the Miller buying group for a particular product line. You offer a discount valid for all regions and offices in the buying group. In addition, you grant a promotional discount for the northern zone. You create the appropriate condition records for the Miller head office and northern nodes. An order for customer 2742 is received and granted the cross-regional discount. When you receive orders from customers, 2743 and 2744, the system uses the pricing data stored for Miller North and grants the exclusive promotional discount.

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Figure 56: Hierarchy Discount HI01

Customer 2743 belongs to the Miller northern office. As a result, a discount of 8% has been assigned. In the standard system, the access sequence is set in Customizing so that the discount is initiated at the lowest hierarchy level.

Discounts and Surcharges

Figure 57: Pallet Discount KP00

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Lesson: Special Condition Types

The pallet discount grants the customer a discount for whole units of measure only, such as a complete pallet. This is controlled by basic formula 22 in the pricing procedure, which only takes the number of complete pallets into account.

Figure 58: Incomplete Pallet Surcharge KP01

In this case, the customer pays a surcharge for an incomplete pallet. This is controlled in basic formula 24 in the pricing procedure, which tests the quantity for a fractional portion.

Figure 59: Mixed Pallet Discount KP02

The mixed pallet discount accumulates the quantities of the individual items and calculates the discount for complete pallets only. This is controlled by condition type KP02 (group condition = X, unit of measure = PAL) and the corresponding condition record.

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Figure 60: Surcharge for Incomplete Mixed Pallets KP03

The mixed pallet surcharge accumulates the quantities of the individual items and calculates the surcharge on any fractional portion of the total quantity. This is controlled by condition type KP03 (group condition = X, unit of measure = PAL and scale formula 23), which calculates the fractional proportion of the total quantity.

Rounding Diff

Figure 61: Rounding DIFF

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Lesson: Special Condition Types

You can maintain a rounding unit in Table T001R (SAP NetWeaver → General Settings → Currencies → Define rounding rules for currencies) for each company code and currency. If the final amount in the order header differs from the rounding unit, the system rounds the amount up or down as specified. Condition DIFF determines the difference amount. Condition type DIFF is a group condition and is distributed among the different items according to value.

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Lesson: Special Condition Types

Exercise 18: Selected Condition Type Configuration Exercise Objectives After completing this exercise, you will be able to: • Test several calculations which can be accomplished using the special condition types • Examine what Customizing settings enable the actions of each special condition type

Business Example SAP ERP provides special condition types which enable a wide range of calculation variations. You will analyze the special needs of your business to determine whether or not any of these condition types will be useful.

Task 1: You will test the ability of order entry personnel to specify the total net value for the order and view the effect that has on the order items. 1.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-1

Requested delivery date:

In one week

Material

Quantity

T-AT1##

1

T-AT2##

1

2.

You have come to an agreement with the customer that the total net value for this order will be EUR 400. Using a header condition, enter this data into the order using condition type HM00.

3.

Activate the header pricing changes.

4.

Review condition type HM00 for each item. What has been done with the header amount for HM00?

5.

Save the order and record the document number. Continued on next page

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Task 2: Your company also requires that the person entering the order be able to override the net price of any line item. You will test this function of the system. 1.

In an exceptional case, you agree with your customer on a one time net price of EUR 200 per piece of material T-AT1##. From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-2

Requested delivery date:

In one week

Material

Quantity

T-AT1##

10

2.

Manually enter the item net price of EUR 200 with condition type PN00.

3.

What happens during pricing?

4.

Save the order and record the document number.

Task 3: For certain materials, there is a price floor which is set regardless of the discounts applicable. You will create this condition type for one of your materials and then test the condition type with an order. 1.

You require that material T-AT1## not be sold for less than a net price of EUR 300 for the next three months. With this information, create and save a minimum price condition record for this material with condition type PMIN.

2.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-3

Requested delivery date:

In one week

Material

Quantity

T-AT1##

10

Continued on next page

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3.

What happens during pricing for the item?

4.

Save the order and record the document number.

5.

Delete the PMIN condition record you created.

Task 4: You will explore the behavior of interval scales by creating a special price condition record and then test its use in an order. 1.

Create and save a PR02 price condition record with an interval scale for customer T-L67A## and material T-AT2##. Use the default validity period. Use the following scale values for the condition record: to

2.

10

pieces

300

EUR

20

pieces

290

EUR

999999

pieces

280

EUR

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-4

Requested delivery date:

In one week

Material

Quantity

T-AT2##

25

3.

What gross price and value is determined in automatic pricing?

4.

Save the order and record the document number.

5.

What settings are necessary to use interval scales for the condition type in Customizing? Check these settings for condition type PR02.

Continued on next page

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Task 5: Being able to negotiate pricing at various levels in the organization of your larger customers is important to your company. You will test customer hierarchy pricing by assigning one of your customers to an existing hierarchy, creating the necessary condition record and viewing the effect on pricing for customer orders. 1.

Assign your customer T-L67A## to the TOPCO Buying Group customer hierarchy under the Western Europe division, node 6222.

2.

An agreement is reached with TOPCO’s European region for a blanket discount on material T-AT2##. Create an HI02 Hierarchy/Material discount condition record for customer hierarchy node 6220 and material T-AT2## with a rate of EUR 50.

3.

From the customer purchase order shown below, create a standard sales order. TELEFAX

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Customer:

T-L67A##

PO number:

##-6-5

Requested delivery date:

In one week

Material

Quantity

T-AT2##

1

4.

Examine the item pricing to determine whether or not the HI02 discount was taken into account.

5.

Save the order and record the document number.

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Lesson: Special Condition Types

Solution 18: Selected Condition Type Configuration Task 1: You will test the ability of order entry personnel to specify the total net value for the order and view the effect that has on the order items. 1.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-1

Requested delivery date:

In one week

Material

Quantity

T-AT1##

1

T-AT2##

1

a) 2.

Document number: _____________________

You have come to an agreement with the customer that the total net value for this order will be EUR 400. Using a header condition, enter this data into the order using condition type HM00. a)

To enter data into the order, click the Display document header details button at the top right portion of the screen. Select the Conditions tab. Click the Insert Row button. Enter the condition type and rate.

3.

Activate the header pricing changes. a)

4.

Review condition type HM00 for each item. What has been done with the header amount for HM00? a)

5.

Activate HM00 by choosing Activate: new document pricing. Original prices become inactive and condition HM00 becomes active.

The total net order value is divided among the items according to their proportional value.

Save the order and record the document number. a)

Document number: _____________________ Continued on next page

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Task 2: Your company also requires that the person entering the order be able to override the net price of any line item. You will test this function of the system. 1.

In an exceptional case, you agree with your customer on a one time net price of EUR 200 per piece of material T-AT1##. From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-2

Requested delivery date:

In one week

Material

Quantity

T-AT1##

10

a) 2.

Enter the data from the table above

Manually enter the item net price of EUR 200 with condition type PN00. a)

On the Overview screen, select Item conditions. In the Item Data screen, select Insert Row. Enter the PN00 data. Choose Enter.

3.

What happens during pricing? a)

4.

All the original conditions on the condition screen up to order PN00 become inactive. You can identify this change either by the colors of the display or in the detail screen for each condition (Inactive field = Y).

Save the order and record the document number. a)

Document number: _____________________

Continued on next page

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Task 3: For certain materials, there is a price floor which is set regardless of the discounts applicable. You will create this condition type for one of your materials and then test the condition type with an order. 1.

You require that material T-AT1## not be sold for less than a net price of EUR 300 for the next three months. With this information, create and save a minimum price condition record for this material with condition type PMIN. a)

To Create a minimum price condition record: Select Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create. Choose condition type PMIN

2.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-3

Requested delivery date:

In one week

Material

Quantity

T-AT1##

10

a) 3.

What happens during pricing for the item? a)

4.

Enter the data to create the sales order. Go to the Item Data view and select the Conditions tab.

If the item net value determined is less than the minimum price, the system calculates the condition value of minimum price PMIN as the difference between the minimum price and the gross amount after subtracting any discount amount. The net value per piece of the item will then correspond to the minimum price per piece.

Save the order and record the document number. a)

Document number: _____________________

Continued on next page

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5.

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Delete the PMIN condition record you created. a)

To Delete a condition record: Select Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Change. Enter condition type PMIN and choose Enter. Enter the appropriate values for your condition record and choose Execute. Select the condition record. Choose Delete Row. Choose Save.

Task 4: You will explore the behavior of interval scales by creating a special price condition record and then test its use in an order. 1.

Create and save a PR02 price condition record with an interval scale for customer T-L67A## and material T-AT2##. Use the default validity period. Use the following scale values for the condition record: to

a)

10

pieces

300

EUR

20

pieces

290

EUR

999999

pieces

280

EUR

To Create prices with an interval scale: Select Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create. Choose condition type PR02. To enter the scale values, select the condition line and choose Scales.

2.

From the customer purchase order shown below, create a standard sales order. TELEFAX Customer:

T-L67A##

PO number:

##-6-4

Requested delivery date:

In one week

Continued on next page

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Material

Quantity

T-AT2##

25

a) 3.

What gross price and value is determined in automatic pricing? a)

4.

Gross: EUR 292 per piece = EUR 7300

Save the order and record the document number. a)

5.

Enter the data above to create the sales order.

Document number: _____________________

What settings are necessary to use interval scales for the condition type in Customizing? Check these settings for condition type PR02. a)

Scale type D (graduated-to interval scale) must be used.

Continued on next page

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Task 5: Being able to negotiate pricing at various levels in the organization of your larger customers is important to your company. You will test customer hierarchy pricing by assigning one of your customers to an existing hierarchy, creating the necessary condition record and viewing the effect on pricing for customer orders. 1.

Assign your customer T-L67A## to the TOPCO Buying Group customer hierarchy under the Western Europe division, node 6222. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer Hierarchy →Edit. Enter: Customer hierarchy type A. and: Customer 6200 Choose Execute. Select Expand all. Select the hierarchy node 6222 TOPCO Western Europe. Choose Create assignment. Enter the data given below. "Customer" field group

Input data

Customer

T-L67A##

Sales organization

1000

DistrChannel

10

Divis.

00

Choose Transfer. Customer T-L67A## is now assigned to TOPCO’s "Western Europe" division. Save the assignment. 2.

An agreement is reached with TOPCO’s European region for a blanket discount on material T-AT2##. Create an HI02 Hierarchy/Material discount condition record for customer hierarchy node 6220 and material T-AT2## with a rate of EUR 50. a)

Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type→Create. Create the condition record from the data above.

3.

From the customer purchase order shown below, create a standard sales order.

Continued on next page

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Lesson: Special Condition Types

TELEFAX Customer:

T-L67A##

PO number:

##-6-5

Requested delivery date:

In one week

Material

Quantity

T-AT2##

1

a) 4.

Examine the item pricing to determine whether or not the HI02 discount was taken into account. a)

5.

The HI02 hierarchy/material discount created for node 6220 is used by customer T-L67A## who is assigned to a lower node in that hierarchy.

Save the order and record the document number. a)

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Create the sales order using the data in the table above

Document number: _____________________

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Lesson Summary You should now be able to: • Create order values and net prices manually • Set a minimum price for a material or a minimum value for an order • Set interval scales for conditions • Use customer hierarchies for price agreements • Describe the effect of condition formulae • Round final amounts

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Lesson: Statistical Condition Types

Lesson: Statistical Condition Types Lesson Overview This lesson describes how to determine costs and cash discount amounts statistically in pricing. It also explains how expected prices transferred via EDI are used.

Lesson Objectives After completing this lesson, you will be able to: • •

Determine costs and cash discount amounts statistically in pricing Describe how expected customer prices transferred using EDI are used

Business Example Your company manufactures consumer goods. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. When processing a pricing procedure, it is often necessary to determine values and make these values in the procedure available for various purposes. However, these values must not change the net value of the item. This can be achieved by marking a condition type as statistical. For example the cost from the material master and the maximum cash discount amount are determined as statistical conditions in the sales document.

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Statistical Condition Types

Figure 62: Cost VPRS

In the standard version, condition type VPRS is used to retrieve the standard cost of the material. The pricing procedure uses this condition type as a statistical value. Using condition category G, VPRS accesses the valuation segment of the material master locating either the standard cost or the moving average cost, as specified in the material master. Condition category S always accesses the standard cost, whereas condition category T always accesses the moving average cost. The profit margin is calculated using formula 11 in the pricing procedure. This formula subtracts the cost from the net value.

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Figure 63: Cash Discount SKTO

In the standard system, condition type SKTO is used to retrieve the cash discount rate. The pricing procedure uses this condition type as a statistical value. Table T052 is accessed using condition category E and an amount is calculated from the first percentage rate of the item payment terms.

Figure 64: Customer Expected Prices – EDI1 and EDI2

You can either enter the customer expected price manually in the order or retrieve the price from the incoming IDoc in an EDI environment.

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You can use condition type EDI1 to compare the net price for each item. You can use condition type EDI2 to compare the overall item value, which is obtained by multiplying the net price and the quantity. Calculation formula 9 is assigned to condition type EDI1 in the pricing procedure. This formula tests for a maximum deviation of 0.05 currency units. Calculation formula 8 is assigned to condition type EDI2 in the pricing procedure. This formula tests for a maximum deviation of 1.0 currency units. If the customer expected price differs from the automatically determined price or value by more than the maximum difference allowed, the system considers this order as incomplete when the order is saved. You can process lists of orders having differences in prices, allowing the system to use or correct the price it determined.

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Lesson: Statistical Condition Types

Lesson Summary You should now be able to: • Determine costs and cash discount amounts statistically in pricing • Describe how expected customer prices transferred using EDI are used

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Unit Summary

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Unit Summary You should now be able to: • Create order values and net prices manually • Set a minimum price for a material or a minimum value for an order • Set interval scales for conditions • Use customer hierarchies for price agreements • Describe the effect of condition formulae • Round final amounts • Determine costs and cash discount amounts statistically in pricing • Describe how expected customer prices transferred using EDI are used

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Test Your Knowledge

Test Your Knowledge 1.

Which of the following is a group condition and is divided among the different items according to value? Choose the correct answer(s).

□ □ □ □ 2.

A B C D

PN00 AMIW PMIN AMIZ

You can maintain condition records with condition type is set to scale type D in Customizing.

if the

Fill in the blanks to complete the sentence.

3.

With rebate agreements to a higher level node.

, you can assign price or

Fill in the blanks to complete the sentence.

4.

What is the function of mixed pallet discount KP02 condition type?

5.

If the final amount in the order differs from the rounding unit, the system rounds the amount up or down as specified. Determine whether this statement is true or false.

□ □ 6.

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True False

What is the use of condition category G?

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Test Your Knowledge

7.

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Describe the use of calculation formulae 8 and 9.

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Test Your Knowledge

Answers 1.

Which of the following is a group condition and is divided among the different items according to value? Answer: B Condition type AMIW is a group condition that is divided among the different items according to value.

2.

You can maintain condition records with interval scales if the condition type is set to scale type D in Customizing. Answer: interval scales

3.

With customer hierarchies, you can assign price or rebate agreements to a higher level node. Answer: customer hierarchies

4.

What is the function of mixed pallet discount KP02 condition type? Answer: The mixed pallet discount accumulates the quantities of the individual items and then calculates the discount for complete pallets only. This is controlled by condition type KP02 and the corresponding condition record.

5.

If the final amount in the order differs from the rounding unit, the system rounds the amount up or down as specified. Answer: True If the final amount in the order header differs from the rounding unit, the system rounds the amount up or down as specified.

6.

What is the use of condition category G? Answer: Using condition category G, VPRS accesses the valuation segment of the material master locating either the standard cost or the moving average cost, as specified in the material master.

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Describe the use of calculation formulae 8 and 9. Answer: Calculation formula 9 is assigned to condition type EDI1 in the pricing procedure. This formula tests for a maximum deviation of 0.05 currency units. Calculation formula 8 is assigned to condition type EDI2 in the pricing procedure. This formula tests for a maximum deviation of 1.0 currency units.

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Unit 6 Taxes, Pricing Agreements, and Rebates Unit Overview This unit explains how tax is calculated in SD. It also explains how sales deals and promotions are managed using agreements. In addition, it describes how to process rebates, create rebate agreements, and settle rebates.

Unit Objectives After completing this unit, you will be able to: • • • • • • •

Describe the criteria taken into account to determine taxes Describe how taxes are determined for each order item Use agreements to implement and evaluate marketing projects Describe the entire rebate processing procedure Create rebate agreements Perform rebate settlements Localize rebate processing in Customizing

Unit Contents Lesson: Taxes ...................................................................184 Lesson: Pricing Agreements ..................................................189 Exercise 19: Promotions and Sales Deals ..............................193 Lesson: Introduction to Rebate Processing .................................199 Exercise 20: Creating Rebate Agreements ............................. 211 Exercise 21: Processing Rebate Agreements ..........................215 Exercise 22: Settling Rebates ............................................221

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Lesson: Taxes Lesson Overview This lesson describes the criteria to be considered to determine taxes. It discusses the factors affecting tax determination. In addition, it describes how taxes are determined for each order item.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe the criteria taken into account to determine taxes Describe how taxes are determined for each order item

Business Example Your company produces consumer goods. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. Ttaxes should be determined automatically within pricing in your company. Valid tax categories and tax determination rules must be defined for every country where you do business.

Criteria to Determine Tax

Figure 65: Criteria to Determine Tax

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Lesson: Taxes

You can assign a rule, blank, A, B, at the sales organization level to determine the sales tax identification number in the order and billing document (the tax classification determination is linked to this). For the status BLANK, the standard priority rules are as follows: •

1. If PY has a sales tax ID and a different SP: –

•

The tax number and tax classification are taken from PY (SH is then not relevant). The tax number is determined according to the tax destination country. 2. If rule 1 does not apply: –

•

If SH has a sales tax ID or SP has no sales tax ID, the tax number and tax classification are taken from SH. 3. If rule 2 does not apply: –

The tax number and tax classification are transferred from the sold-to party.

With status A, the tax number and tax classification are transferred from the sold-to party. The tax number is transferred according to the tax destination country. With status 'B', data is transferred from the payer in the same way as in rule A.

Figure 66: Tax Classification

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The system determines a tax rate in the order/billing document on the basis of three criteria: • • •

Business transaction-domestic or export/import Tax liability of the ship-to party Tax liability of the material

Determining Taxes

Figure 67: Pricing Procedures for Tax

Taxes may be calculated in Sales and Distribution using the normal condition techniques. The condition type for tax is entered into the pricing procedure. The access sequence is used to find the appropriate condition record for the current situation.

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Lesson: Taxes

Figure 68: Tax Interfaces (Example – United States)

You need to decide when taxes are to be calculated. The tax procedure is assigned in the defaults for Financial Accounting according to country. For the United States, you have the following options: • • •

TAXUS (taxes are calculated in Sales and Distribution) TAXUSJ (taxes are calculated in the central tax procedure using the tax jurisdiction value stored in the master data for the ship-to party) TAXUSX (taxes are calculated through an RFC and a central tax procedure)

For jurisdictional and third-party tax calculations, after the procedure has been determined, the corresponding pricing procedure in SD uses the appropriate condition types. For example, if the tax procedure assigned to the country is TAXUSJ, the pricing procedure RVAJUS uses the condition types, UTXJ, JR1, JR2, JR3, and JR4. If the central tax procedure is TAXUSX, the pricing procedure RVAXUS uses the condition types, UTXJ, XR1, XR2, XR3, XR4, XR5, and XR6. The condition type UTXJ initiates the tax calculation. JR1-4 and XR1-6 are condition types that receive the jurisdictional breakdown of the TAX amounts returned from the central tax procedure.

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Lesson Summary You should now be able to: • Describe the criteria taken into account to determine taxes • Describe how taxes are determined for each order item

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Lesson: Pricing Agreements

Lesson: Pricing Agreements Lesson Overview This lesson describes how to use agreements to analyze marketing projects. It also explains how to use various agreement types, such as promotions and sales deals.

Lesson Objectives After completing this lesson, you will be able to: •

Use agreements to implement and evaluate marketing projects

Business Example Your company produces consumer goods. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. Marketing programs are used in your company, for example, special conditions are set for particular periods for individual products or product groups. To analyze these special conditions later, the system provides various agreement types, such as promotions and sales deals, within which these condition records can be created.

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Promotion and Sales Deal

Figure 69: Validity Period

You can define a promotion or general marketing plan for a product line for a certain period of time. You can then link this promotion with specific sales deals, which are then linked to special condition records used for promotional pricing or discounts.

Figure 70: Sales Deal: Example

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Lesson: Pricing Agreements

This example depicts a summer sales promotion, which contains several sales deals for various product lines. Condition records for discounts are linked to the corresponding sales deals.

Figure 71: Sales Deals and Promotions in the Billing Document

The sales deal number and promotion number fields are displayed in the detail screen of the billing item. The Sales Information System can be used to capture and report the statistics for the sales deals and promotions with a user-defined information structure.

Figure 72: Release Status for Sales Deals

The release status of a sales deal controls where you can find the condition records for a sales agreement. If, for example, the activity has status B, the activity records are included in pricing simulation (net price list) but are not used in the current documents. If the activity has status C, the condition records are also considered while planning in the CO-PA module.

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Lesson: Pricing Agreements

Exercise 19: Promotions and Sales Deals Exercise Objectives After completing this exercise, you will be able to: • Create promotions and sales deals • Link condition records to agreements • Display agreement information in the billing document

Business Example Your sales department needs to report the pricing information. As a result, your implementation team needs to check the promotion and sales deal agreement function to see if it meets the requirement.

Task 1: You have been asked to test the capability of promotions and sales deals to ensure that the necessary information flows from the order to the invoice for reporting purposes. 1.

Create and save a promotion using your group number in the description. Enter a description, which includes your group number.

2.

Create a sales deal with reference to your promotion. Any sales orders placed by your customer using this sales deal will be offered special payment terms of 20 days 2%, 30 days net.

3.

Your sales deal is specific to certain customers. Customer T-L67B## will receive an additional 5% discount for the entire sales deal. Create and save a K007 condition record for your sales deal.

Task 2: For reporting purposes, management needs to link customer invoices to a particular promotion/sales deal combination. You need to test the ability of the system to meet this requirement. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67B##

PO number:

##-9-2

Requested delivery date:

In one week

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Material

Quantity

T-AT2##

10

2.

View the pricing for the item. Was the sales deal discount used on the order?

3.

Save the order and record the document number.

4.

Create a delivery for the order, pick the required quantity, and then post goods issue. Use shipping point 1200 and a selection date of 10 days from today. Choose warehouse number 012 for the transfer order. Note the document number.

5.

Create an invoice for the delivery.

6.

View the item details in the invoice and locate the promotion number and sales deal number.

7.

Save the invoice and record the document number.

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Lesson: Pricing Agreements

Solution 19: Promotions and Sales Deals Task 1: You have been asked to test the capability of promotions and sales deals to ensure that the necessary information flows from the order to the invoice for reporting purposes. 1.

Create and save a promotion using your group number in the description. Enter a description, which includes your group number. a)

To create a promotion, select: Logistics → Sales and Distribution → Master Data → Agreements → Promotion → Create. Choose promotion type 0030.

2.

Create a sales deal with reference to your promotion. Any sales orders placed by your customer using this sales deal will be offered special payment terms of 20 days 2%, 30 days net. a)

To create a sales deal, select: Sales Deal Number: ______________________ Logistics → Sales and Distribution → Master Data → Agreements → Sales deal → Create. Choose sales deal type 0020. Choose Reference promotion. Enter your promotion number and choose Copy. Enter a description and payment terms (ZB03). Save the sales deal and record the agreement number.

3.

Your sales deal is specific to certain customers. Customer T-L67B## will receive an additional 5% discount for the entire sales deal. Create and save a K007 condition record for your sales deal. a)

To creating a condition record for sales deal, select: Logistics → Sales and Distribution → Master Data → Agreements → Sales deal → Change. Enter your sales deal number and choose Enter. Choose Conditions. Select K007 Customer discount and click the Choose button. Enter the appropriate values and save the condition record. Continued on next page

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Task 2: For reporting purposes, management needs to link customer invoices to a particular promotion/sales deal combination. You need to test the ability of the system to meet this requirement. 1.

From the customer purchase order shown below, create a standard sales order: TELEFAX Customer:

T-L67B##

PO number:

##-9-2

Requested delivery date:

In one week

Material

Quantity

T-AT2##

10

a) 2.

View the pricing for the item. Was the sales deal discount used on the order? a)

3.

Pricing automatically calculates a customer discount (K007) of 5% from the sales deal.

Save the order and record the document number. a)

Document number: _____________________

Continued on next page

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Lesson: Pricing Agreements

4.

Create a delivery for the order, pick the required quantity, and then post goods issue. Use shipping point 1200 and a selection date of 10 days from today. Choose warehouse number 012 for the transfer order. Note the document number. a)

To creating an outbound delivery order, use a transfer order to pick the required quantity, and then to post goods issue, select: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. To pick the required quantity directly from within the delivery document, select: Subsequent functions → Create transfer order. If necessary, enter the Warehouse Number 012. In the Adopt Pick Quantity field, enter/select code 2 (Include pick. quantities in delivery and post GI) Choose Enter. Save the transfer order.

5.

Create an invoice for the delivery. a)

To create a billing document, select: Logistics → Sales and Distribution → Billing → Billing document → Create. Verify your delivery document number and click the Execute button.

6.

View the item details in the invoice and locate the promotion number and sales deal number. a)

Select the line item and click the Display item details button. In the Item Data view, in the Item Details tab, the promotion and sales deal numbers are displayed.

7.

Save the invoice and record the document number. a)

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Document number: _____________________

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Lesson Summary You should now be able to: • Use agreements to implement and evaluate marketing projects

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Lesson: Introduction to Rebate Processing

Lesson: Introduction to Rebate Processing Lesson Overview This lesson describes the rebate processing procedure. It explains how to create rebate agreements and perform rebate settlements.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe the entire rebate processing procedure Create rebate agreements Perform rebate settlements Localize rebate processing in Customizing

Business Example Your company produces consumer goods. The project team that implements the SAP system must meet the company's pricing requirements. As a member of the project team, you have been given the task of examining the pricing configuration options to provide solutions for your company's pricing requirements. A rebate is a discount, which is granted subsequently to a rebate recipient on the basis of a defined sales volume within a certain period. Rebate agreements are created to determine the values required for a rebate settlement within the validity period of the rebate agreement.

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Create rebate agreements

Figure 73: Rebate Agreement Types

You may define rebates on as many levels as you require, just as for any other pricing condition. The standard system provides the following rebate agreement types: • • • • •

Material rebate Customer rebate Customer hierarchy rebate Material group rebate Independent of sales volume Hint: The Extended Rebate Processing component is an extension of SAP ERP Rebate Processing. You can use Extended Rebate Processing to process business transactions that occur frequently in and are typical of the consumer goods sector (for example, the beverage industry). This includes indirect sales, which are frequent practice in the beverage industry. In the “Extended Rebate Processing” component, the system can model and settle rebates for each specific article. The system allocates the defined rebate levels to the individual articles and provides a wide range of analyses in SAP CO-PA.

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Lesson: Introduction to Rebate Processing

Caution: Restrictions: Make sure that you use either the “Extended Rebate Processing” component or the SAP ERP Rebate Processing component. To use the “Extended Rebate Processing” component, you have to activate extended rebate processing in Customizing for billing (for example, activate information structure S469).

Figure 74: Creating Rebate Agreements (1)

The rebate agreement is created with a specific rebate agreement type. The features of each rebate agreement type are set in Customizing.

Figure 75: Creating Rebate Agreements (2)

Condition records are linked to the rebate agreement specifying the rebate rate and the accrual rate. With the rebate agreement, you can specify: • •

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The condition types used with this rebate agreement type A validity period proposal

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Rebate Processing

Figure 76: Rebate Processing

Rebates are different from other discounts in that they are based on the sales volume generated by the customer within a specified period and are paid retrospectively. The rebate details are defined in a rebate agreement. A settlement run creates the required credit memo request automatically. When the rebate-relevant billing documents are processed, accruals can be determined and posted automatically. You can use the rebate credit memo to reverse these accruals, if required.

Figure 77: Prerequisites for Rebate Processing

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Lesson: Introduction to Rebate Processing

To function properly, rebate processing must be activated for: • • •

The sales organization The payer master The billing document type

To improve performance, you should deactivate rebate processing if it is not necessary.

Figure 78: Rebate Processing (1)

Rebate processing begins by creating a rebate-relevant billing document.

Figure 79: Rebate Processing (2)

The valid rebates are determined by the pricing procedure using the “rebate basis” subtotal.

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Figure 80: Rebate Processing (3)

Each rebate condition type has an assigned access sequence.

Figure 81: Rebate Processing (4)

The system uses the access sequence to search for the valid rebate condition records. If valid condition records are found, the accrual rate is read. Requirement 24 in the pricing procedure enforces that the rebate conditions are used only in billing documents. Requirement 25 in the pricing procedure enforces that the rebate conditions are used only in rebate-relevant billing documents.

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Lesson: Introduction to Rebate Processing

Figure 82: Rebate Processing (5)

The rebate accrual amount is calculated using the rebate basis.

Figure 83: Rebate Processing (6)

The system posts an accrual to financial accounting as soon as the rebate-relevant billing document is released to accounting. At the same time, the system updates the rebate basis and the accrual amount in the rebate agreement sales volume screen.

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Settling Rebates

Figure 84: Creating Rebate Settlements (1)

The system uses the accumulated amounts in the rebate agreement to create a rebate settlement. Status A refers to an open rebate agreement.

Figure 85: Creating Rebate Settlements (2)

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Lesson: Introduction to Rebate Processing

The system generates a rebate credit memo request for the rebate payment amount specified.

Figure 86: Creating Rebate Settlements (3)

You can display the sales volume and drill-down in the rebate agreement. You can perform a final settlement for the rebate agreement in the following ways: • • •

Manually Automatically In the background (batch programs: RV15C001 and RV15C002)

Accruals are reversed as soon as the rebate agreement is settled by credit memo.

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Figure 87: Partial Rebate Settlement

Partial rebate settlements can be limited for each rebate agreement type as follows: • • •

Up to the accumulated accrual amount Up to the calculated payment amount for the current date Unlimited

Accruals are canceled automatically when a credit memo is created, provided that the rebate agreement type is set accordingly in Customizing.

Figure 88: Settlement Material (1)

You may have a rebate that does not refer to a particular material, but rather to a group of materials or to a customer. In this case, you must refer to a settlement material in order to provide information at the material level. Maintain the rebate material in the material master in the Sales and Accounting views.

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Lesson: Introduction to Rebate Processing

Figure 89: Settlement Material (2)

When creating a credit memo, the settlement material is the source for important material master data, for example, account determination.

Retroactive rebate agreements

Figure 90: Retroactive Rebate Agreements (1)

Retroactive rebate agreements allow you to take into account billing documents created before the rebate agreement is created.

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Figure 91: Retroactive Rebate Agreements (2)

The rebate basis for the billing documents created previously is accumulated and recorded in the rebate agreement. The accrual amount is not automatically updated for previously created billing documents. This amount must be entered manually.

Figure 92: Retroactive Rebate Agreements (3)

Rebate-relevant billing documents created after the rebate agreement is created update both the rebate basis and accrual fields automatically.

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Lesson: Introduction to Rebate Processing

Exercise 20: Creating Rebate Agreements Exercise Objectives After completing this exercise, you will be able to: • Create rebate agreements and rebate condition records

Business Example Rebates are offered to customers to promote sales and build customer loyalty. You must explore the rebate function to ensure that it meets your needs.

Task 1: In order to use the rebate functionality of the system, certain parameters must be set in the system. You need to ensure that these parameters are set properly in the system. 1.

Check whether rebate processing is active for customer T-L67B##, billing type F2, and your sales organization. Activate it, if necessary.

Task 2: Now that rebate processing is active, you will create rebate agreements and rebate condition records for one of your customers to reward them for buying a certain material. 1.

Create a material rebate agreement for rebate recipient customer T-L67B##.

2.

Enter the rebate conditions on your rebate agreement. You will be offering customer T-L67B## a rebate on material T-AT3## purchased using the following scale: from

1

Piece

20

EUR

20

Piece

30

EUR

Use EUR 20 as the accrual rate. 3.

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Save the rebate agreement and record the document number.

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Solution 20: Creating Rebate Agreements Task 1: In order to use the rebate functionality of the system, certain parameters must be set in the system. You need to ensure that these parameters are set properly in the system. 1.

Check whether rebate processing is active for customer T-L67B##, billing type F2, and your sales organization. Activate it, if necessary. a)

Verify that the Rebates field is selected on the Billing Document tab. Choose Logistics → Sales and Distribution →Master Data → Business Partner→ Customer → Display → Sales and Distribution Enter the customer number and the sales area (1000/10/00). Click Continue. Choose Sales Area data. To check the billing type in Customizing, select SAP Reference IMG → Sales and Distribution → Billing → Rebate processing → Activate Rebate Processing → Select billing documents for rebate processing. The Relevant for Rebate field should be marked for document type F2. To check the sales organization in Customizing, choose SAP Reference IMG → Sales and Distribution → Billing → Rebate processing → Activate Rebate Processing → Activate rebate processing for sales organizations The Rebate proc.active field should be marked for sales organization 1000.

Continued on next page

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Lesson: Introduction to Rebate Processing

Task 2: Now that rebate processing is active, you will create rebate agreements and rebate condition records for one of your customers to reward them for buying a certain material. 1.

Create a material rebate agreement for rebate recipient customer T-L67B##. a)

To create a material rebate agreement, select: Logistics → Sales and Distribution → Master Data → Agreements → Rebate Agreement → Create Choose agreement type 0002, material rebate. Enter the relevant data.

2.

Enter the rebate conditions on your rebate agreement. You will be offering customer T-L67B## a rebate on material T-AT3## purchased using the following scale: from

1

Piece

20

EUR

20

Piece

30

EUR

Use EUR 20 as the accrual rate. a)

Enter rebate conditions Choose Conditions. Enter the values specified. Select the condition line and choose Scales. Enter the scale values.

3.

Save the rebate agreement and record the document number. a)

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Rebate agreement number: _______________

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Lesson: Introduction to Rebate Processing

Exercise 21: Processing Rebate Agreements Exercise Objectives After completing this exercise, you will be able to: • Test the calculation and updating of rebate accruals

Business Example For rebates to function properly, the billing values must be accumulated accurately in the rebate agreement. You will test the updating of these accrual amounts.

Task: You will test your rebate agreement functionality by creating orders for the applicable material, shipping, and then billing the orders. 1.

Create two separate orders from the customer purchase orders shown below. FAX Customer:

T-L67B##

PO Number:

##-10-3a

Requested delivery date:

In one week

Material

Order Quantity

T-AT3##

3

FAX

2.

Customer:

T-L67B##

PO Number:

##-10-3b

Requested delivery date:

In one week

Material

Order Quantity

T-AT3##

3

Save both orders and record the document numbers.

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3.

Create separate outbound deliveries for the orders. Use shipping point 1200 and a selection date of 10 days from today. Pick the required quantities for the two deliveries and then post a goods issue. Write down the document numbers.

4.

Create and save a billing document separately for each outbound delivery. Write down the document numbers.

5.

Display the rebate agreement. View the payment data screen and record the accruals, rebate payments, and maximum payable amount. Hint: If you see the message: “The sales volume for agreement xy is not current.” Choose Logistics → Sales and Distribution → Billing → Rebates → Update Billing Documents to run report SDBONT06 for your payer T-L67B##.

6.

216

When were the accruals and business volume updated in the rebate agreement?

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Lesson: Introduction to Rebate Processing

Solution 21: Processing Rebate Agreements Task: You will test your rebate agreement functionality by creating orders for the applicable material, shipping, and then billing the orders. 1.

Create two separate orders from the customer purchase orders shown below. FAX Customer:

T-L67B##

PO Number:

##-10-3a

Requested delivery date:

In one week

Material

Order Quantity

T-AT3##

3

FAX Customer:

T-L67B##

PO Number:

##-10-3b

Requested delivery date:

In one week

Material

Order Quantity

T-AT3##

3

a) 2.

Save both orders and record the document numbers. a)

Document numbers: _________________ _________________

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Create separate outbound deliveries for the orders. Use shipping point 1200 and a selection date of 10 days from today. Pick the required quantities for the two deliveries and then post a goods issue. Write down the document numbers. a)

Create the outbound delivery, pick the goods, and post the goods issue. Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order To pick the required quantity from directly within the delivery, choose: Subsequent Functions → Create Transfer Order If necessary, enter Warehouse Number 012. In the Adopt Pick Quantity field, enter/select code 2 (Include pick. quantities in delivery and post GI) Choose Enter. Save the transfer order.

4.

Create and save a billing document separately for each outbound delivery. Write down the document numbers. a)

Create a billing document: Logistics → Sales and Distribution → Billing → Billing Document → Create Enter your delivery number and choose Execute. Save the billing document and record the number. (The accounting document is automatically created at the same time). Repeat this process for the second delivery document.

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Lesson: Introduction to Rebate Processing

5.

Display the rebate agreement. View the payment data screen and record the accruals, rebate payments, and maximum payable amount. Hint: If you see the message: “The sales volume for agreement xy is not current.” Choose Logistics → Sales and Distribution → Billing → Rebates → Update Billing Documents to run report SDBONT06 for your payer T-L67B##. a)

Accruals: 120 EUR Rebate payments: 0 EUR Max. payable amount: 120 EUR Logistics → Sales and Distribution → Master Data → Agreements → Rebate Agreement → Display Enter the agreement number and choose Enter. Choose Conditions. Select the condition line. Choose Goto → Payment Data.

6.

When were the accruals and business volume updated in the rebate agreement? a)

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The accruals and business volume are updated when the accounting document for billing is created.

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Lesson: Introduction to Rebate Processing

Exercise 22: Settling Rebates Exercise Objectives After completing this exercise, you will be able to: • Test the calculation of rebate amounts and the settlement of the rebate agreement

Business Example Typically, once rebates have been accrued in the rebate agreement, payment can be made to the rebate recipient according to a payment schedule. You need to test this function.

Task: You will test the settlement function of rebates by settling your rebate agreement with a partial payment credit memo. You will also view various screens in the rebate agreement to ensure that the settlement transaction has been recorded properly.

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1.

Carry out a manual partial settlement for the rebate agreement. Create a credit memo request for EUR 80. (You do not have to change the status of the rebate agreement for a partial settlement.)

2.

Save the document. The credit memo request document is generated automatically.

3.

Find and record the number of the credit memo request created from the agreement.

4.

Release the billing block on the credit memo request and save your changes.

5.

Create and save the credit memo from the credit memo request.

6.

What happened with regard to the accrual amount in the rebate agreement?

7.

Call up the 1) Business volume, 2) Rebate documents and 3) Rebate payment drill-down screens and review the information.

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Solution 22: Settling Rebates Task: You will test the settlement function of rebates by settling your rebate agreement with a partial payment credit memo. You will also view various screens in the rebate agreement to ensure that the settlement transaction has been recorded properly. 1.

Carry out a manual partial settlement for the rebate agreement. Create a credit memo request for EUR 80. (You do not have to change the status of the rebate agreement for a partial settlement.) a)

To execute manual partial settlements, choose: Logistics → Sales and Distribution → Master Data → Agreements → Rebate Agreement → Change Enter the agreement number and choose Enter. Choose Create Manual Rebate Payment or press Shift+F12. Enter the amount to be paid. Save the rebate agreement.

2.

Save the document. The credit memo request document is generated automatically. a)

3.

Document number: ______________________

Find and record the number of the credit memo request created from the agreement. a)

To view settlement documents, select: Logistics → Sales and Distribution → Master Data → Agreements → Rebate Agreement → Display Enter the agreement number and choose Enter. Choose Rebate Payments → Rebate Documents Choose Partial settlement. Click Choose. View the credit memo request number.

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4.

Release the billing block on the credit memo request and save your changes. a)

To remove the billing block, select: Logistics → Sales and Distribution → Sales → Order → Change Enter the credit memo request number and press Enter. Select the Item Overview tab. Release the billing block by selecting the blank line from the entries and save the document.

5.

Create and save the credit memo from the credit memo request. a)

To create a rebate credit memo, choose: Logistics → Sales and Distribution → Billing → Billing Document → Create Enter the credit memo request number and choose Execute. Save the credit memo document.

6.

What happened with regard to the accrual amount in the rebate agreement? a)

The accruals are canceled as soon as the rebate agreement is settled in a credit memo. Choose Logistics → Sales and Distribution → Master Data → Agreements → Rebate Agreement → Display Enter the agreement number and choose Enter. Choose Conditions. Select the condition line. On the Overview Material Rebate (BO02) screen, Choose Goto --> Payment Data

7.

Accruals:

120

EUR

Accruals reversed:

80

EUR

Rebate payments:

80

EUR

Max. payable amount:

40

EUR

Call up the 1) Business volume, 2) Rebate documents and 3) Rebate payment drill-down screens and review the information. a)

To check the data: 1. 2. 3.

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Choose Rebate Payments → Sales Volume Choose Rebate Payments → Rebate Documents Choose Rebate Payments → Drill-Down

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Lesson Summary You should now be able to: • Describe the entire rebate processing procedure • Create rebate agreements • Perform rebate settlements • Localize rebate processing in Customizing

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Unit Summary

Unit Summary You should now be able to: • Describe the criteria taken into account to determine taxes • Describe how taxes are determined for each order item • Use agreements to implement and evaluate marketing projects • Describe the entire rebate processing procedure • Create rebate agreements • Perform rebate settlements • Localize rebate processing in Customizing

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Test Your Knowledge

Test Your Knowledge 1.

Discuss the factors that play a role in determining tax rates.

2.

The tax procedure is assigned in the defaults for Financial Accounting according to country. Determine whether this statement is true or false.

□ □ 3.

True False

The release status of a sales deal controls where you can find the condition records for a sales agreement. Determine whether this statement is true or false.

□ □ 4.

True False

What are the prerequisites for rebate processing?

5.

refers to an open rebate agreement. Fill in the blanks to complete the sentence.

6.

Accruals are canceled automatically when a credit memo is created, provided that the rebate agreement type is set accordingly in Customizing. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

Discuss the factors that play a role in determining tax rates. Answer: The following factors play a role in determining tax rates: • • •

2.

Business transaction – domestic or export/import Tax liability of the ship-to party Tax liability of the material

The tax procedure is assigned in the defaults for Financial Accounting according to country. Answer: True The tax procedure is assigned in the defaults for Financial Accounting according to country. For example, for the United States, the options are TAXUS and TAXUSJ.

3.

The release status of a sales deal controls where you can find the condition records for a sales agreement. Answer: True The release status of a sales deal controls where you can find the condition records for a sales agreement. For example, if the sales deal has status B, the condition records are included in pricing simulation but are not used in the current documents.

4.

What are the prerequisites for rebate processing? Answer: To function properly, rebate processing must be activated for: • The sales organization • The payer master • The billing document type To improve performance, you should deactivate rebate processing if it is not necessary.

5.

Status A refers to an open rebate agreement. Answer: Status A

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Test Your Knowledge

6.

Accruals are canceled automatically when a credit memo is created, provided that the rebate agreement type is set accordingly in Customizing. Answer: True Accruals are canceled automatically when a credit memo is created, provided that the rebate agreement type is set accordingly in Customizing.

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Unit 7 Overview of Billing Unit Overview This unit provides an overview of billing within the Sales and Distribution (SD) process chain.

Unit Objectives After completing this unit, you will be able to: • • • • • •

Apply the billing functionality in Sales and Distribution Configure the system to meet your company-specific billing requirements Describe the integration of the billing document within the SD process chain Explain the transfer of data from Sales and Distribution to Financial Accounting Describe the structure of a billing document Access the different information contained in the billing document

Unit Contents Lesson: Course Overview .....................................................232 Lesson: Integration of the Billing Document in the SD Process Chain ..234 Exercise 23: Billing Document Screens and Information..............239

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Lesson: Course Overview Lesson Overview This lesson provides an overview of the objectives, contents, and structure of the SCM615 course.

Lesson Objectives After completing this lesson, you will be able to: • •

Apply the billing functionality in Sales and Distribution Configure the system to meet your company-specific billing requirements

Business Example Once your company has taken orders from customers and delivered on them, you will then want to invoice customers for the services provided. The resulting receivables, sales revenues, sales deductions, and taxes are automatically posted to the relevant accounts in Financial Accounting.

Figure 93: Course Content

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Lesson: Course Overview

Lesson Summary You should now be able to: • Apply the billing functionality in Sales and Distribution • Configure the system to meet your company-specific billing requirements

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Lesson: Integration of the Billing Document in the SD Process Chain Lesson Overview This lesson provides an overview of billing documents. It explains how billing documents are structured and how information they contain is retrieved. This represents the basic knowledge that is required for the billing process.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe the integration of the billing document within the SD process chain Explain the transfer of data from Sales and Distribution to Financial Accounting Describe the structure of a billing document Access the different information contained in the billing document

Business Example

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Lesson: Integration of the Billing Document in the SD Process Chain

Integration of the Billing Document in the SD Process Chain

Figure 94: Integration of the Billing Document in the SD Process Chain

The billing document represents the final function in the SD process chain. The billing document has different effects on various areas of the system. An important part of billing is the interface to Financial Accounting. This allows documents to be created automatically in Financial Accounting and Controlling when you create billing documents.

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Billing Document Structure

Figure 95: Billing Document Structure

All billing documents have the same structure. They are made up of the header and any number of items. The header contains the general data that is valid for the entire billing document. This includes: • • •

Customer number of the payer Billing date Net value of the entire billing document

The items contain the data relevant for each individual item. This includes: • • •

236

Material number Billing quantity Net value of the individual items

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Lesson: Integration of the Billing Document in the SD Process Chain

Figure 96: Billing Document Screens

The data in the billing document can be displayed on different screens. These screens are divided up as follows: •

Overview screens:

•

– Overviews with header and item data Detail screens: – –

Screens at header level with general data Screens at item level with specific data for the items

The graphical user interface of the programs for processing billing documents has been ergonomically improved. Tab pages at header and item level and the use of flexible tables are an important part of these improvements. You can go directly to the tab page you want by choosing Goto on the Overview screen and thus switch between the Overview, Header, and Item screens.

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Lesson: Integration of the Billing Document in the SD Process Chain

Exercise 23: Billing Document Screens and Information Exercise Objectives After completing this exercise, you will be able to: • Locate various information found in billing documents • Access an automatically-generated accounting document

Business Example You are a sales representative in your company and you are to provide the head of your department with information regarding an automatically-generated invoice for a certain customer.

Task 1: The head of your department would like specific information about the standard order (OR) billing document with purchase order number ##LO615-A3. This order has already been entered in the system. 1.

Determine the invoice number using the order document flow. ___________________________________________________________

2.

Which delivery served as a reference for creating this billing document (hint: check the billing item)? ___________________________________________________________

3.

Check the posting status of the billing document (hint: check the billing header). ___________________________________________________________

4.

What are the terms of payment agreed with the customer? ___________________________________________________________

5.

What is the price of the material in the first item? ___________________________________________________________

6.

What division does the material in the first item belong to? ___________________________________________________________

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Task 2: Your superior is also interested in accounting document information. 1.

Describe how to access the accounting document directly from the billing document. ___________________________________________________________

2.

Look at the overall processing status in the document flow. What status is noted here and why? ___________________________________________________________

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Solution 23: Billing Document Screens and Information Task 1: The head of your department would like specific information about the standard order (OR) billing document with purchase order number ##LO615-A3. This order has already been entered in the system. 1.

Determine the invoice number using the order document flow. ___________________________________________________________ a)

Logistics → Sales and Distribution → Sales → Order → Display Choose F4 Help (information on possible input values) at order and use search help: Sales document according to customer PO number, to select the order using the PO number. Choose the corresponding document and go to the document flow by choosing Environment → Display document flow. Place the cursor on the billing document and choose Display document.

2.

Which delivery served as a reference for creating this billing document (hint: check the billing item)? ___________________________________________________________ a)

3.

Select an item and choose Goto → Item → Item details, tab page Item details, screen area Billing data, field Reference doc.

Check the posting status of the billing document (hint: check the billing header). ___________________________________________________________ a)

4.

Choose Goto → Header → Header, tab page Header: screen area Accounting data, field Posting Status: POSTING DOCUMENT HAS BEEN CREATED.

What are the terms of payment agreed with the customer? ___________________________________________________________ a)

5.

Goto → Header → Header, tab page Header: screen area Price data, field Terms of Payment

What is the price of the material in the first item? ___________________________________________________________ a)

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Select the first item and choose Goto → Item → Item conditions, tab page Conditions, Price: EUR 1680.00. Continued on next page

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What division does the material in the first item belong to? ___________________________________________________________ a)

Select the first item and choose Goto → Item → Item details, tab page Item details, screen area Billing data, field Division: 07 (=High Tech).

Task 2: Your superior is also interested in accounting document information. 1.

Describe how to access the accounting document directly from the billing document. ___________________________________________________________ a)

2.

In the billing document, choose Goto → Accounting overview and choose the Accounting document.

Look at the overall processing status in the document flow. What status is noted here and why? ___________________________________________________________ a)

Go back to the billing document and choose Environment → Display document flow: Overall processing status of billing document: COMPLETED The overall processing status for the billing document is completed because the accounting document has already been created. You can also see that this is the case in the status overview. If you choose the status overview, the system displays a message: Posting status: Posted to FI . This means that the data has been transferred to Financial Accounting. Accounting document overall processing status: NOT CLEARED The overall processing status of the accounting document is not cleared because an incoming payment has not been created for this receivable.

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Lesson: Integration of the Billing Document in the SD Process Chain

Lesson Summary You should now be able to: • Describe the integration of the billing document within the SD process chain • Explain the transfer of data from Sales and Distribution to Financial Accounting • Describe the structure of a billing document • Access the different information contained in the billing document

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Unit Summary

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Unit Summary You should now be able to: • Apply the billing functionality in Sales and Distribution • Configure the system to meet your company-specific billing requirements • Describe the integration of the billing document within the SD process chain • Explain the transfer of data from Sales and Distribution to Financial Accounting • Describe the structure of a billing document • Access the different information contained in the billing document

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Unit 8 Billing Overview Unit Overview The “Billing Overview” unit presents the organizational units that are relevant for billing in relation to SAP ERP.

Unit Objectives After completing this unit, you will be able to: • •

Describe the relevant organizational units in Sales and Distribution and Financial Accounting Explain the assignment of these organizational units to one another

Unit Contents Lesson: Working with Organizational Units in Customizing ...............246

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Lesson: Working with Organizational Units in Customizing Lesson Overview This lesson focuses on the organizational units that are relevant to billing and accounting.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe the relevant organizational units in Sales and Distribution and Financial Accounting Explain the assignment of these organizational units to one another

Business Example The project team has to make changes at various points in Customizing in order to represent company-specific modifications. The first step is to examine the necessary organizational units in Sales and Distribution and Financial Accounting. Then you can make Customizing settings for the definitions and assignments.

Customizing - How to Proceed

Figure 97: Customizing - How to Proceed

In the first step, you define your own organizational structure in the relevant data views. In the next step, you assign the various organizational units to each other. Set up your organizational structure carefully and consistently, making sure that you take into account all the areas of your company.

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Try to set up your organizational structure as efficiently as possible. This will avoid extra work, when maintaining master data, for example. You have several evaluation options.

Assigning Organizational Units

Figure 98: Assigning Sales Organizations and Plants

The company code represents an independent company in the legal sense, for which a complete set of accounts can be drawn up for purposes of external reporting. Sales organizations and plants are assigned uniquely to one company code. For each sales organization, the system determines allowed plants on the basis of the distribution channel, so a sales organization can sell goods from more than one plant. A plant can also be assigned to several sales organizations. All of these sales organizations can sell from this plant. In the sales order, the system automatically creates a delivering plant on the basis of a priority rule. A sales organization can also sell products supplied by a plant that is assigned to a different company code (inter-company sales processing). By making the plant dependent on the distribution channel, you can differentiate further between plants within a sales organization from a sales view. The distribution channel Direct sales, for example, may be allowed for certain plants in a sales organization but not for others.

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Figure 99: Organization in Accounting

Each company code in the system uses general ledger accounts from exactly one chart of accounts. General ledger accounts within a chart of accounts are unique. You can name the chart of accounts to meet your specific requirements. In Financial Accounting, the business transactions are created, saved, processed and posted at company code level. You can create several company codes for each client, in order to carry out accounting for several independent companies. There must always be at least one company code. Because a unique assignment is made between the sales organization and company code, the company code is automatically determined when you enter the relevant sales organization in the sales order. The business area represents an organizational unit for which you can carry out internal reporting. A company code may be divided into multiple business areas. A business area may also be shared by several company codes. For this reason, business areas must have the same description in all company codes. Defining a business area is optional. You can use the business areas to prepare balance sheets and profit and loss statements not only for company codes, but also for other internal areas (for example, division-related areas). The relevant business area is determined for each order item according to defined rules.

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Lesson Summary You should now be able to: • Describe the relevant organizational units in Sales and Distribution and Financial Accounting • Explain the assignment of these organizational units to one another

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Unit Summary

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Unit Summary You should now be able to: • Describe the relevant organizational units in Sales and Distribution and Financial Accounting • Explain the assignment of these organizational units to one another

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Test Your Knowledge

Test Your Knowledge

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1.

How do you make Customizing settings to create new organizational units in the system?

2.

Can a sales organization be assigned to more than one company code?

3.

Can business areas be defined for more than one company code?

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Answers 1.

How do you make Customizing settings to create new organizational units in the system? Answer: There are two steps: • •

2.

First, you define the new organizational unit. You then make the relevant assignments for the organizational unit.

Can a sales organization be assigned to more than one company code? Answer: No A sales organization is always assigned to only one company code.

3.

Can business areas be defined for more than one company code? Answer: Yes Business areas are used for internal reporting and are optional. A business area may also be shared by several company codes.

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Unit 9 Controlling the Billing Process Unit Overview In this unit, you get to know basic Customizing of billing document business transactions.

Unit Objectives After completing this unit, you will be able to: • •

Describe different business transactions in the context of billing and billing types Demonstrate the importance of the item category within billing

Unit Contents Lesson: Billing Type Controls .................................................254 Exercise 24: Billing Type Controls .......................................259

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Lesson: Billing Type Controls Lesson Overview The billing type maps different business processes. In this lesson, you will become familiar with the most important control instruments, using the invoice billing type as an example. You will also learn about the interaction between the item category and billing.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe different business transactions in the context of billing and billing types Demonstrate the importance of the item category within billing

Business Example Within your company, some transactions are billed with reference to an order, while others are billed with reference to a delivery. You also want to set up a separate billing type to represent your trade fair sales, for which the numbers are taken from a special number range interval. This new billing type should be the default when billing trade fair orders.

Billing Type Controls

Figure 100: Billing Types

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Lesson: Billing Type Controls

The billing type controls the whole billing document. The billing types are used to cover the full range of business transactions during billing processing. The following is a list of billing types in the SAP system: F2 Invoice F8 Pro forma invoice G2 Credit memo L2 Debit memo RE Returns S1 Cancellation invoice S2 Cancellation credit memo LR Invoice list LG Credit memo list IV Intercompany billing (invoice) IG Intercompany billing (credit memo) CS Cash sale

Figure 101: Billing Type Controls

You can create new billing types or redefine existing ones in the standard system to meet the requirements of your company installation. Many of the control parameters in the billing type influence further processing in Financial Accounting (posting block, account determination).

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Using new fields in the billing type, you can map special features of the Sales and Distribution/Financial Accounting interface, such as document type, negative posting, branch/head office, and value dated credit memos (see the unit Special Features of the SD/FI Interface). You can also use the report SDCHECKVOFA to check various settings within billing types for accuracy and consistency. Hint: This report does not perform a complete check of all settings. You can find information about it in the relevant report documentation.

Importance of the Item Category Within Billing

Figure 102: Billing Type Proposal

In Customizing for the item category, you can determine whether billing is to be carried out with reference to a delivery or an order. The system proposes a relevant billing type from the underlying sales document type. •

Example: For example, in delivery-related billing, a standard order (order type OR) is invoiced using billing type F2.

You can change the proposed value when creating billing documents by entering the required billing type in default data.

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Figure 103: Delivery-Related Invoices

You can reference either an order or a delivery when creating an invoice. If you want to ensure that goods have already been shipped before an invoice is created, create an invoice with reference to a delivery. •

Example: Delivering a carpet

You can use an invoice to refer to an order and a delivery simultaneously. •

Example: You can create one invoice for goods (the carpet) and service (laying the carpet), as long as the corresponding requirements for combining the two are met (see the unit Types of Settlements).

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Figure 104: Order-Related Invoices

If you want to invoice a customer for services rendered, normally you create an invoice with reference to the sales order because deliveries are not usually created for services, such as laying a carpet. •

Example: Laying a carpet

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Exercise 24: Billing Type Controls Exercise Objectives After completing this exercise, you will be able to: • Define how item categories and billing are interrelated • Set up and organize a new billing type

Business Example You are to create the billing document for a completed delivery. You also need to set up a new billing type for billing trade fair orders at your company. This new billing type should be the default when billing trade fair orders.

Task 1: Display the document flow for the order with purchase order number ##LO615-A1. Note the delivery number. 1.

Create an invoice for this delivery.

2.

Display the invoice. What billing type is it?

3.

What type of document is the sales order that began this process?

4.

Go back to the billing document and determine which item category is determined for the items and also note how items of this nature are billed?

5.

Look up these aspects in Customizing and note how they are related.

Task 2: Now configure a trade fair invoice, which currently exists, with the following data: 1.

Call up the trade fair billing type ZF## provided for you in the system.

2.

Numbers assigned to trade fair invoices should fall between 70000000 and 74999999.

3.

The new trade fair billing type should be the default when trade fair orders with the sales document type ZA### are billed (where order-related and delivery-related items are included in the billing). Assign this default in Customizing. Now check your Customizing settings by taking your trade fair order through a whole sales process: Trade fair## order (ZA##), customer T-S66A##, and material T-ASA## (5 pieces), purchase order number: Lo615-ZF##.

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(Additional information: To create the delivery, choose the shipping point: 1200 and create the transfer order under Subsequent Functions → Create Transfer order with the warehouse number: 012, Process: Background; adopt pick. quantity: 2) Hint: The system should automatically use your trade fair order type Trade fair## billing document (ZF##) and your invoice should begin with 7000....

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Solution 24: Billing Type Controls Task 1: Display the document flow for the order with purchase order number ##LO615-A1. Note the delivery number. 1.

Create an invoice for this delivery. a)

Logistics → Sales and Distribution → Billing → Billing Documents → Create: Enter the delivery number as the document to be billed and choose Execute. Save the document.

2.

Display the invoice. What billing type is it? a)

Logistics → Sales and Distribution → Billing → Billing Document → Display title bar Invoice no., Billing type F2

3.

What type of document is the sales order that began this process? a)

Choose Environment → Display document flow and display the order document. Choose Goto → Header → Sales, tab page Sales, field Order type: Standard Order (OR)

4.

Go back to the billing document and determine which item category is determined for the items and also note how items of this nature are billed? a)

Select an item and choose Display item details, field Item category: Normal item (TAN) In the standard system, item category TAN is used for stock material items. These are billed with reference to the delivery.

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Look up these aspects in Customizing and note how they are related. a)

Tools → Customizing → IMG → Execute Project, choose Display SAP Reference IMG : Sales and Distribution → Sales → Sales Documents → Sales Document Item → Define Item Categories, choose item category TAN, detail screen for TAN, screen area Business Data, field Billing Relevance A (= Delivery-related billing document) Sales and Distribution → Sales → Sales Documents → Sales Document Header → Define Sales Document Types, choose sales document type OR, detail screen for OR, screen area Billing → Field Dlv-rel.billing type F2

Task 2: Now configure a trade fair invoice, which currently exists, with the following data: 1.

Call up the trade fair billing type ZF## provided for you in the system. a)

Call up the trade fair billing type ZF##. Customizing: •

Sales and Distribution → Billing → Billing Documents → Define Billing Types Choose the detail screen for billing type ZF##.

2.

Numbers assigned to trade fair invoices should fall between 70000000 and 74999999. a)

Assigning numbers to trade fair invoices (number range 70000000 to 74999999). Customizing: •

Sales and Distribution → Billing → Billing Documents → Define Number Range For Billing Documents → choose Display intervals: Interval 15 uses the number range specified.

• •

Now assign interval 15 to your trade fair billing type ZF##. Sales and Distribution → Billing → Billing Documents → Define Billing Types Choose the detail screen for billing type ZF##., field: No. range int. assgt: 15

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3.

The new trade fair billing type should be the default when trade fair orders with the sales document type ZA### are billed (where order-related and delivery-related items are included in the billing). Assign this default in Customizing. Now check your Customizing settings by taking your trade fair order through a whole sales process: Trade fair## order (ZA##), customer T-S66A##, and material T-ASA## (5 pieces), purchase order number: Lo615-ZF##.

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(Additional information: To create the delivery, choose the shipping point: 1200 and create the transfer order under Subsequent Functions → Create Transfer order with the warehouse number: 012, Process: Background; adopt pick. quantity: 2) Hint: The system should automatically use your trade fair order type Trade fair## billing document (ZF##) and your invoice should begin with 7000.... a)

The trade fair billing type should be the default when trade fair orders with the sales document type ZA## are billed. Assign this default in Customizing. Customizing: • • •

Sales and Distribution → Sales → Sales Documents → Sales Document Header → Define Sales Document Types: Detail screen for sales document type ZA##: Enter your trade fair billing type ZF ## as the default in screen area Billing and the fields Dlv-rel. billing type and Order-rel. bill. type.

Application: • •

Logistics → Sales and Distribution → Sales → Order → Create: Order type: ZA## (Trade fair##-Sales order) Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order Shipping point: 1200 Selection date: Today + 10 days

•

In the Create Outbound Delivery application, choose Subsequent Functions → Create Transfer Order Select Confirm to save the outbound delivery. Warehouse number: 012 Foreground/Background: Background Adopt Pick Quantity: 2 (so GI is posted immediately)

•

Logistics → Sales and Delivery → Billing Billing Document → Create:

•

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Billing type ZF## should automatically be selected, and your billing document should begin with 7000...

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Lesson: Billing Type Controls

Lesson Summary You should now be able to: • Describe different business transactions in the context of billing and billing types • Demonstrate the importance of the item category within billing

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Unit Summary You should now be able to: • Describe different business transactions in the context of billing and billing types • Demonstrate the importance of the item category within billing

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Unit 10 Special Billing Types Unit Overview The previous unit discussed the basic aspects of billing document control. This unit deals with some of the billing types for special business transactions. Both the application and Customizing are examined here.

Unit Objectives After completing this unit, you will be able to: • •

Explain the process flow and methods of control for various business transactions within the context of billing Explain the process flow and methods of control for various business transactions within the context of billing.

Unit Contents Lesson: Billing Types in Complaint Processing .............................268 Exercise 25: Billing Types for Complaint Processing ..................275 Lesson: Special Business Transactions - Pro Forma Invoice and Cash Sale ...............................................................................279 Exercise 26: Special Business Transactions – Pro Forma Invoice and Cash Sale....................................................................283

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Lesson: Billing Types in Complaint Processing Lesson Overview Several different business processes and billing types are available for use in complaint processing. These are described in this unit.

Lesson Objectives After completing this lesson, you will be able to: •

Explain the process flow and methods of control for various business transactions within the context of billing

Business Example • •

Every now and then one of your customers complains about the goods they have been sent. Naturally, you want to give the customer a credit memo. In exceptional cases, bills have to be canceled due to incorrect entries.

Figure 105: Cancellation

To cancel a billing document, you must create a cancellation document. The system copies data from the reference document into the cancellation and offsets the entry in Accounting.

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The reference document of the billing document (for example, the delivery for the canceled invoice) can now be billed again. Credit memos can be cancelled with billing document type S2 in the standard system. You do not need to make an entry in copying control for cancellations. The parameters to be changed (for example, assignment number and reference number) are stored for each billing type directly in the Cancellation area of the screen. You also have the option of canceling individual items in a billing document. When you select cancellation, you branch to an overview screen containing the original billing document as well as the cancellation. Before updating, you can compare both documents in order to avoid any discrepancies during cancellation. During the update, the system also attempts to complete the billing document and the cancellation billing document, provided that forwarding of data to Financial Accounting has not yet been carried out. In this way, the entire process remains within Sales and Distribution and data does not need to be forwarded to Financial Accounting.

Figure 106: Credit and Debit Memos

You can create credit and debit memos either with reference to credit or debit memo requests (sales documents), or, if your company does not require a release procedure in the case of complaints, directly with reference to a billing document.

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You can create credit and debit memo requests: • • •

Without reference to a previous business transaction With reference to an order With reference to a billing document

You can control in Customizing whether the system is to set a billing block automatically for a credit or debit memo request. The employee responsible can: • •

Release the credit or debit memo request after review. The employee can decide the amount or quantity to be credited or debited. Reject items in the credit or debit memo request and enter a reason for rejection

Figure 107: Releasing or Rejecting Credit Memo Requests

You can release a credit memo request or return by removing the billing block. If the complaint has not yet been justified you can enter a reason for rejection for each item. The value of these items will not be copied into the billing document. Using the reason for rejection allows you to control whether the item: • •

Is copied into the credit memo with a zero value (see above) Appears in the credit memo at all

Debit memo requests are processed in exactly the same way.

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Figure 108: Workflow for Credit Memo Requests

Credit memo requests are usually blocked for billing (that is, credit) upon creation until the employee responsible releases this block. Within your company, you can make the definition of the point at which the check is carried out and the employee responsible dependent upon the value of the credit memo request. If the value of the credit memo request is below a certain minimum limit, then it can be released automatically by the system. The workflow within the framework of credit memo processing now guarantees that the employee responsible is automatically determined and informed when a credit memo request is created, depending on the value involved. The employee responsible can either reject, release, or process the credit memo request.

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Figure 109: Invoice Correction Process Flow

The invoice correction request represents a combination of credit and debit memo requests. On the one side, credit is granted fully for the incorrect billing item while it is simultaneously debited (automatically created as a debit memo item). The difference created represents the final full amount to be credited. The invoice correction request must be created with reference to the corresponding billing document (no reference to order or inquiry). When creating an invoice correction request, the items are automatically duplicated (this means that for every item in the billing document, a second item is created). The resulting item categories must have opposite +/- values. First all credit memo items are listed, followed by all debit memo items. The reference to the corresponding billing document is created when you specify the preceding document and the preceding item. The credit memo item cannot be changed. The corresponding debit memo item, however, can be updated according to new characteristics (for example, new pricing, change in quantity). You can delete the credit and debit memos in pairs (unchanged pairs of items can be deleted all at once in this way).

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Figure 110: Quantity Difference

Quantity difference is used when a customer complaint is being processed due to a certain amount of damaged or sub-standard goods. The system corrects the quantity to be billed via the debit memo item. If other item pairs arise from the relevant billing document and these item pairs are unchanged, they can be deleted in one step, using the Delete unchanged items function.

Figure 111: Price Difference

Price difference is used when a customer complaint is being processed for incorrect pricing of goods. A correction of the pricing elements must be carried out in the debit memo.

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Figure 112: Returns

You create a return for goods sent back from a dissatisfied customer. Returns are processed in the same way as credit memo requests. Hint: The credit memo is billed with reference to the order, which means it refers to the return request document, not to the return delivery.

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Exercise 25: Billing Types for Complaint Processing Exercise Objectives After completing this exercise, you will be able to: • Carry out the invoice correction process flow as a form of complaint processing.

Business Example Your customer T-S66A## files a complaint about the price of the first item being too high in the order invoice with the purchase order number ##LO615-A4. Since you failed to consider the special agreement made with this customer, you agree that the complaint is valid. The credit memo amount should be calculated automatically.

Task:

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1.

Determine the invoice number using the document flow of the order with purchase order number ##LO615-A4.

2.

Create an invoice correction request with reference to this invoice.

3.

How many items were created as a result and why?

4.

Reduce the price of the first debit memo item by 10 EUR per piece.

5.

Delete the items that have not been changed and enter an order reason.

6.

Create a credit memo for the invoice correction request.

7.

What feature in copying control for invoice correction requests allows both a debit and memo item to appear in the document? Check these settings in Customizing.

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Solution 25: Billing Types for Complaint Processing Task: 1.

Determine the invoice number using the document flow of the order with purchase order number ##LO615-A4. a)

2.

Logistics → Sales and Distribution → Sales → Order → Display. Call the input help (F4) for the Order field Search help: Sales document according to customer PO number, and enter the purchase order number ##LO615-A4, Environment → Display document flow.

Create an invoice correction request with reference to this invoice. a)

Logistics → Sales and Distribution → Sales → Order → Create: Choose the Invoice Correction Request (RK) order type. Enter the billing number determined above as the reference document and choose Copy.

3.

How many items were created as a result and why? a)

4.

The invoice correction request contains six items. A credit memo and a debit memo are created in the invoice correction request for each of the three items in the reference billing document.

Reduce the price of the first debit memo item by 10 EUR per piece. a)

Select the debit memo item from the first item in the billing document (item number 40) and go to the condition screen: Change the price per piece to EUR 1,670. => current value to be credited after this change: EUR 100 (see field: Net value)

5.

Delete the items that have not been changed and enter an order reason. a)

Choose the Delete unchanged items button. On the Sales tab page, select an Order Reason (100 - Price discrepancy: price was too high)...

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6.

Create a credit memo for the invoice correction request. a)

First, you need to delete the billing block in the invoice correction request, by choosing: Logistics → Sales and Distribution → Sales → Change, On the tab page:Item overview, remove the billing block by selecting the blank field entry in the field Billing Block and save your changes. Logistics → Sales and Distribution → Billing → Billing Document → Create: If necessary, enter the number of the invoice correction request as the document to be billed. Choose Execute, then Save.

7.

What feature in copying control for invoice correction requests allows both a debit and memo item to appear in the document? Check these settings in Customizing. a)

Customizing: Sales and Distribution → Sales → Maintain Copy Control for Sales Documents → Copying Control: Billing Document to Sales Document Use the Position button to choose RK as SalesDocType and F2 as Billing Type, click on Item in the dialog structure area, choose the Item category TAN, choose Details: Þ You can find another item category proposal and another pricing type for invoice correction procedures in the copying control. These entries form the basis for the debit memo items that are created in the invoice correction request.

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Lesson Summary You should now be able to: • Explain the process flow and methods of control for various business transactions within the context of billing

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Lesson: Special Business Transactions - Pro Forma Invoice and Cash Sale Lesson Overview You often require a billing document for the customs authority. A special billing type Pro Forma Invoice is available for this purpose in Sales and Distribution. A separate billing type, cash sale, is provided for direct street trading or cash sales to customers.

Lesson Objectives After completing this lesson, you will be able to: •

Explain the process flow and methods of control for various business transactions within the context of billing.

Business Example You must be able to create pro forma invoices for your foreign trade transactions. You also make over-the-counter sales, which means that customers pay immediately and take the goods away with them.

Figure 113: Pro Forma Invoices

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Billing types for pro forma invoices are available for export transactions. You can create pro forma invoices with reference to orders or deliveries. You do not need to post the goods issue before creating a delivery-related pro forma invoice. You can create as many pro forma invoices as required, since the billing status in the reference document is not updated. Data from pro forma invoices is not transferred to Accounting. Hint: In copying control, the Quantity/value pos./neg. field is not available for entry in order to avoid the possibility of a pro forma invoice updating the quantity that has already been billed in the reference document.

Figure 114: Cash sale

For cash sales, payment is made when the goods are ordered. The invoice is also printed at this time. The SAP system offers a cash sale transaction for business transactions of this type. Cash sales have the following characteristics: • •

280

The order and the delivery are created in one step, although you receive a document for each. The goods issue is posted at a later time as a separate transaction so the customer does not have to wait.

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Order type CS is used for cash sales. It has its own output type RD03 which allows you to print an invoice (receipt) from the order. The actual billing document can be created later after the goods issue has been posted. To do this, use billing document type CS. Type CS is configured as follows: • • • • •

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Order-related billing No output determination, as this has already been carried out in the order No new price determination, as the pricing should not differ from the printed invoice Posting in Financial Accounting is made to a cash settlement account, not to the customer Billing type SV is used for cancellations in cash sales

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Exercise 26: Special Business Transactions – Pro Forma Invoice and Cash Sale Exercise Objectives After completing this exercise, you will be able to: • Demonstrate the process of over-the-counter sales using the cash sales billing type.

Business Example Customer T-S66A## purchases a screen from you (material number: T-ASD##), picks it up immediately, and pays the invoice.

Task: Process the above sale using the cash sales billing type.

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1.

Create an order with the order type CS. The cash sale takes place in sales organization 1000, distribution channel 10, and division 00. Customer T-S66A## orders one piece of the material T-ASA## under the purchase order number ##LO615-CS.

2.

What message does the system display after you save the order?

3.

Display the output for your customer invoice on the screen.

4.

There is one more step that you must carry out to create the actual invoice in the system. What step is it?

5.

Execute this step as well as the necessary preceding steps (posting goods issue) and check the results in the document flow.

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Solution 26: Special Business Transactions – Pro Forma Invoice and Cash Sale Task: Process the above sale using the cash sales billing type. 1.

Create an order with the order type CS. The cash sale takes place in sales organization 1000, distribution channel 10, and division 00. Customer T-S66A## orders one piece of the material T-ASA## under the purchase order number ##LO615-CS. a)

Logistics → Sales and Distribution → Sales → Order → Create: Choose the Cash Sale (CS) order type.

2.

What message does the system display after you save the order? a)

“Cash Sale ... has been saved (delivery ... created).” A delivery was also created at the same time as the order.

3.

Display the output for your customer invoice on the screen. a)

Logistics → Sales and Distribution → Sales → Order → Display, enter the order number of the cash sale document you have just created. Choose Sales Document → Issue Output To. The system issues a message in a dialog box: Output type RD03, cash sales invoice. Choose Print Preview to display the document.

4.

There is one more step that you must carry out to create the actual invoice in the system. What step is it? a)

5.

Create the invoice using the Create Billing Document transaction.

Execute this step as well as the necessary preceding steps (posting goods issue) and check the results in the document flow. a)

Logistics → Sales and Distribution → Shipping and Transportation → Post Goods Issue → Outbound Delivery Single Document Outbound delivery: Enter the document number. Choose: Post Goods Issue. Logistics → Sales and Distribution → Billing → Billing Documents → Create In Billing, enter the order number as the document. Choose Execute, then Save.

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Lesson Summary You should now be able to: • Explain the process flow and methods of control for various business transactions within the context of billing.

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Unit Summary You should now be able to: • Explain the process flow and methods of control for various business transactions within the context of billing • Explain the process flow and methods of control for various business transactions within the context of billing.

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Unit 11 Data flow Unit Overview Since billing is the final function in the sales process, you must specify which of the preceding documents can be billed and how. This unit contains details about this basic question. It also provides information about the options available with the application for monitoring the business process (document flow).

Unit Objectives After completing this unit, you will be able to: • • • • •

Name the documents that can form the basis of the billing document Describe the way the process chain is mapped in the document flow Demonstrate the different sources for the data in the billing document Name the requirements that must be met in order for billing to be carried out Describe the different control parameters within the framework of copying control

Unit Contents Lesson: Data Flow and Copying Control ....................................288 Exercise 27: Data Flow and Copying Control ..........................295

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Lesson: Data Flow and Copying Control Lesson Overview Billing requirements vary from business process to business process. For example, there are different requirements regarding the circumstances under which billing is allowed, which quantity is to be billed, and how the sales price is determined. Since the new trade fair billing documents in the course have different requirements, this unit will show the options within data flow.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Name the documents that can form the basis of the billing document Describe the way the process chain is mapped in the document flow Demonstrate the different sources for the data in the billing document Name the requirements that must be met in order for billing to be carried out Describe the different control parameters within the framework of copying control

Business Example Your sales employees need a quick and clear way of calling up information on the process chain and the status of individual documents. When invoicing trade fair transactions, you want to copy over prices from the order, whereas freight should be redetermined.

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Figure 115: The Billing Process

Each billing document requires a reference document (exception: billing of external transactions). This may be: • • •

Sales document Outbound delivery Billing document

When billing explicitly, you must enter the number of the reference document as the transaction to be billed.

Figure 116: Reference Document

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You must always refer to an existing document when creating a billing document. Data will then be copied from the reference document to the billing document. For delivery-based billing, the quantities to be billed, for example, can be taken from the delivery; the prices, however are taken from the underlying order. The reference document is displayed as the source at header level in the copying control table.

Figure 117: Data Flow

You can, to a certain extent, influence the data flow from reference documents to billing documents. This is done using: • • •

Billing types (for example, for texts, partners) Copying control; the control options are as follows: At header level:

•

– Foreign trade data – Allocation number – Reference number – Item number assignment At item level: – –

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Quantity Pricing

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You can also use data transfer routines to influence the data flow to meet your individual requirements. For example, terms of payment can be copied from the customer master instead of the preceding sales document.

Figure 118: Copying Control

The system administrator can define how data is transferred in the billing process in the copying control table. Controls are determined for: • •

The header (target: billing type, source: sales document type) The item (target: billing type, source: sales document type, item category)

The following controls are found at header level: • •

Reference document: Which documents may be used as reference for billing? Determination of foreign trade data, allocation numbers, reference numbers, and item numbers

The following controls are found at item level: • • • • •

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Billing quantity: Which quantity should be invoiced - the order or delivery quantity? Pricing and exchange rate Should pricing, for example, be carried out again or should prices from the order be copied over, and at what exchange rate? Updating the quantity and value in the reference document Where should the conditions in the billing document be carried over from (for example, copying over shipment costs from the shipment cost document)?

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Figure 119: Copying Requirements

You can specify the requirements for billing a sales document under requirements in copying control. You can determine copying requirements for: • •

The header The item

With the requirements in copying control you can, for example, specify whether goods issue has to be posted before billing can be carried out. You can define your own requirements using transaction VOFM.

Figure 120: Billing Quantity

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Delivery and order quantities are referenced in billing. You can also take into account the quantity already billed (depending on the area for which the relevant billing type is used). The above examples have been defined in the standard version. This makes it possible, for example, to create an order-related billing document for quantities already delivered.

Figure 121: Pricing Overview

The system determines a pricing procedure based on document information (document determination procedure from the transaction type, customer determination procedure from the customer master). Individual condition types are stored in this pricing procedure in a corresponding sequence. These condition types define the different elements in pricing, such as prices, special offer discounts, and freight surcharges. An access sequence is stored for every condition type. This defines the search strategy the system utilizes when searching for valid condition records. For each access, the key fields are filled with the document data so that the system can search for available condition records in the condition file. These condition records can be created using scales. When determining a suitable, valid condition record, the scale is read with the number of pieces or the value from the item, and the corresponding price/discount is set in the document. The procedure described above is carried out for every single condition type contained in the pricing procedure.

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Figure 122: Pricing in the Billing Document

At the time of billing, the following possible pricing types may be set for the items: A: The pricing elements are copied from the reference document and updated according to a scale. B: Pricing is carried out again. C: The manual pricing elements are copied, and pricing is carried out again for the others. D: The pricing elements are copied unchanged from the reference document. G: The pricing elements are copied unchanged from the reference document. The tax conditions are determined again. H: The pricing elements are copied unchanged from the reference document. The freight is determined again. The system administrator can assign a pricing type or define new ones for each billing type and item category combination. The system administrator can also define how the rate is determined.

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Exercise 27: Data Flow and Copying Control Exercise Objectives After completing this exercise, you will be able to: • Demonstrate the different sources for the data in the billing document • Name the requirements that must be met in order for billing to be carried out • Describe the different control parameters within the framework of copying control

Business Example Normally, you bill your orders using billing type F2 invoice, which takes prices, surcharges, and discounts directly from the order. According to a customer agreement, however, completely new pricing is to take place when the order is billed. In addition, when your trade fair orders are billed, you want to make sure that the order prices are transferred but that shipment costs are recalculated.

Task 1: Bill a previously-created delivery. 1.

Bill the delivery for the order with the purchase order number 
##LO615-A5 (hint: Choose Execute, notSave.) Which billing type is used? __________________________________________________________

2.

What price is set for the article (material price excluding discounts)? __________________________________________________________

3.

In this particular case, you want to bill with billing type F1. What should you do? Carry out the necessary steps.

4.

What price is used for the material now? Save the invoice. __________________________________________________________

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Task 2: Freight conditions are to be determined again when trade fair orders are billed. 1.

First, create a trade fair order (order type ZA##) in sales organization 1000, distribution channel 10 and division 00 for customer T-S66D## and one piece of material T-ASA##. The purchase order number is ##LO615-ZA20. Note the final price that was calculated. Create the delivery using Shipping Point 1200, and carry out picking and posting for the goods issue in one step under Subsequent Functions → Create Transfer Order with warehouse number: 012, Foreground/Background: Background; Adopt Pick Quantity: 2.

2.

Define for the item category TAN of the delivery type LF, that, in keeping with your trade fair billing type ZF##, prices are to be transferred from the order, but that freight costs are to be recalculated.

3.

Note down the Incoterms (parts 1 and 2) in the customer master for customer T-S66D## .

4.

Create a freight condition record (condition type KF00) in Incoterms parts 1 and 2 for your customer T-S66D## (EUR 10 per kg). (Path: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → 
 Create. Condition type: KF00, choose the key combination: Incoterms, parts 1+2)

5.

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Analyze the result of the setting above by billing the trade fair delivery. What final price is given?

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Solution 27: Data Flow and Copying Control Task 1: Bill a previously-created delivery. 1.

Bill the delivery for the order with the purchase order number 
##LO615-A5 (hint: Choose Execute, notSave.) Which billing type is used? __________________________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Documents → Create: Enter the delivery to be billed and choose Execute. => It is billed using billing type Invoice (F2).

2.

What price is set for the article (material price excluding discounts)? __________________________________________________________ a)

Select the item and choose Conditions. => Price PR00: 1.680.-

b) 3.

In this particular case, you want to bill with billing type F1. What should you do? Carry out the necessary steps. a)

4.

Exit back to the Easy Access menu, DO NOT SAVE.

Go to the Create Billing Document initial screen; in the Default Data area of the screen, in the Billing Type field, enterInvoice (F1).

What price is used for the material now? Save the invoice. __________________________________________________________ a)

Price PR00: 1.700.-

Task 2: Freight conditions are to be determined again when trade fair orders are billed. 1.

First, create a trade fair order (order type ZA##) in sales organization 1000, distribution channel 10 and division 00 for customer T-S66D## and one piece of material T-ASA##. The purchase order number is ##LO615-ZA20. Note the final price that was calculated.

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Create the delivery using Shipping Point 1200, and carry out picking and posting for the goods issue in one step under Subsequent Functions → Create Transfer Order with warehouse number: 012, Foreground/Background: Background; Adopt Pick Quantity: 2. a)

Logistics → Sales and Distribution → Sales → Order → Create: Order type: ZA## (Trade fair##-Sales order) Shipping and Transportation → Outbound Delivery → Single Document → With Reference to Sales Order Shipping point: 1200 Selection date:Today's date + 10 days In the Create Outbound Delivery application, choose Subsequent Functions → Create Transfer Order. Select Confirm to save the outbound delivery. Warehouse number: 012 Foreground/Background: Background Adopt Pick Quantity: 2 (so GI is posted immediately)

2.

Define for the item category TAN of the delivery type LF, that, in keeping with your trade fair billing type ZF##, prices are to be transferred from the order, but that freight costs are to be recalculated. a)

Customizing: Sales and Distribution → Billing → Billing Documents → Maintain Copying Control for Billing Documents → Copying Control: Delivery document to billing document. Switch to change mode, choose Change. Use the Position button to select the Billing Type ZF##, Delivery Type LF. Item → Detail screen for TAN: Select the line. Choose Item in the Dialog Structure. Choose Item Category TAN from the table. Choose Details. Enter 'H' in the Pricing type. Choose Save.

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3.

Note down the Incoterms (parts 1 and 2) in the customer master for customer T-S66D## . a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Complete Customer: T-S66D## -sales area (1000/10/00) – Confirm your entry. Select Sales area data - tab page: Billing Document Incoterms: CFR, Incoterms part 2: ## (= your group number)

4.

Create a freight condition record (condition type KF00) in Incoterms parts 1 and 2 for your customer T-S66D## (EUR 10 per kg). (Path: Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → 
 Create. Condition type: KF00, choose the key combination: Incoterms, parts 1+2) a)

Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create Condition type: KF00. Choose the key combination Incoterms parts 1+2. Enter the following data: Incoterms: CFR, Incoterms 2: ## (your group number), Amount: 10; Unit: EUR, per:1, UoM:KG. Choose Enter, then Save.

5.

Analyze the result of the setting above by billing the trade fair delivery. What final price is given? a)

Logistics → Sales and Distribution → Billing → Billing Documents → Create Your changes in copying control caused the freight surcharge to be raised to EUR 10- per KG (condition type KF00). Billing type ZF## is used for billing of trade fair orders with order type ZA##, because you have already specified this trade fair billing type as the default in a previous exercise.

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Lesson Summary You should now be able to: • Name the documents that can form the basis of the billing document • Describe the way the process chain is mapped in the document flow • Demonstrate the different sources for the data in the billing document • Name the requirements that must be met in order for billing to be carried out • Describe the different control parameters within the framework of copying control

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Unit Summary You should now be able to: • Name the documents that can form the basis of the billing document • Describe the way the process chain is mapped in the document flow • Demonstrate the different sources for the data in the billing document • Name the requirements that must be met in order for billing to be carried out • Describe the different control parameters within the framework of copying control

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Unit 12 Creating Billing Documents Unit Overview In the previous units of the course, billing documents were always created explicity; that is, the document to be billed (order or outbound delivery) was entered manually and billed. However, this is not the established business practice within billing. Billing is normally performed using collective runs or billing transactions in the background (batch).

Unit Objectives After completing this unit, you will be able to: • • • •

Explain the different options for creating billing documents Explain the significance of the billing due list for creating billing documents in collective runs Demonstrate the option of displaying invoice creation for specific dates Describe how to cancel a collective billing run

Unit Contents Lesson: Options for Creating Billing Documents ...........................304 Exercise 28: Options for Creating Billing Documents ................. 311

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Lesson: Options for Creating Billing Documents Lesson Overview This lesson explains the options that are available for creating billing documents in Sales and Distribution. What options are provided by the billing due list and billing in the background (batch)? How can you create billing documents for some customers for specific dates only?

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain the different options for creating billing documents Explain the significance of the billing due list for creating billing documents in collective runs Demonstrate the option of displaying invoice creation for specific dates Describe how to cancel a collective billing run

Business Example Invoices for your customers are normally created once a day. It is possible for you to bill each month's transactions that are relevant for billing at the end of the month, should the customer request this.

Figure 123: Billing on Request

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You can specify explicitly which transactions are to be billed by entering the document numbers manually (order number or delivery note number, depending on whether you want to carry out order-related, or delivery-related billing). If a billing document cannot be created, due to a billing block, for example, the system will issue an error log. You can also select individual items or partial quantities of items to be billed when billing deliveries or orders. To do this you have to choose the Item Selection function in billing. Hint: In delivery-related billing, you can only change the item quantities for item categories that have billing relevance K.

Figure 124: Processing billing due lists

You will not usually bill transactions individually. You are far more likely to carry out periodic collective billing runs (by goods issue posting, for example). If you are working with the billing due list, enter the selection criteria (such as sold-to party, billing date, and destination country). The system uses the selection criteria as a basis for combining the transactions to be billed. When selecting, you can also decide whether the billing due list should only contain documents that are order-related, delivery-related, or both. The figure above displays a case in which creation of billing documents is restricted to those documents that were delivered before May 15 for sold-to party C1. Based on this selection, the system selects the worklist and creates billing documents when processing the billing due list.

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After saving, you can display the log to determine which billing documents were created from a billing due list and whether any errors occurred. You can process the billing due list in simulation mode. The system displays the billing documents without saving the documents. Transactions containing errors are indicated with the corresponding processing status. Further selection data (sales document number, distribution channel, division, and shipping point) and new ways of processing are available when processing the billing due list. The information provided in the error log has also been extended.

Figure 125: Creating Invoices on Specific Dates

You can process invoices periodically. All deliveries due for billing on a certain date can be combined into one collective invoice. To do this, you must first: • •

Maintain individual billing dates in the factory calendar using special rules. Enter the factory calendar in the customer master record of the payer (Billing schedule on the billing screen).

When you create a document, the system copies the next invoice date from the factory calendar to the appropriate document as the billing date. Hint: The calendar is client-independent.

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Figure 126: Billing in the Background

You may decide to create invoices using a background job because it is practical and efficient. You can run the background job automatically in the following ways: • •

Periodically (for example, each Monday at 2 a.m.) At a specific time (for example, June 19 at 8 p.m.)

The system can divide the billing due list into multiple background jobs and start them simultaneously. In this way, you can make better use of your hardware by operating more than one processor. If you do not require a log or a detailed list, SAP recommends that you do not select these options on the selection screen. This will improve performance considerably.

Figure 127: Cancellation of Collective Billing Run

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You can cancel a collective billing run. This cancels all the billing documents in a collective run. The canceled billing documents are combined under a collective processing number in collective processing type S and can be displayed by choosing Billing document → Log. You can then bill the preceding documents for the canceled billing document again. Only users with the correct authorization can cancel collective runs. Hint: To cancel a collective billing run, choose: Billing → Information System → Billing Document → Log of Collective Run. Choose Documents and Reverse All.

Figure 128: General Billing Interface

Using the general billing interface, you can invoice external documents in the SAP system (that is, orders and deliveries not created in the SAP system). To do this, you must first: • • •

Prepare the data in a sequential file of specified format. Specify a minimum number of required fields to be filled from the data records. Specify the remaining fields required for billing either through the data records for the sequential file or through the system (optional fields).

Examples: • •

Required fields: Customer master, sales organization, ... Optional fields: Material master, price components, ...

External reference numbers can be entered in the interface (such as external delivery numbers or external order numbers).

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You can find detailed information about the usage and structure of the general billing interface in the General Billing Interface unit of the online help.

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Exercise 28: Options for Creating Billing Documents Exercise Objectives After completing this exercise, you will be able to: • Carry out the billing process in collective processing • Describe how to create billing documents for specific dates

Business Example In order to filter out documents yet to be billed in the billing process, your company normally uses collective processing specified by selection criteria rather than processing each bill individually. For some customers, you have agreed to hold all invoices for the month and send them at the end of that month.

Task 1: Display the billing due list for customer T-S66B##. It is billed relative to delivery (billing date from the beginning of last month). 1.

What is the billing date that is set for the three deliveries in the billing due list?

2.

Create the billing documents for this list.

3.

Give the number(s) of the billing documents you have created.

Task 2: Now you want to create billing documents for the end of the month for customer T-S66B##.

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1.

Change the master data for customer T-S66B## so that all future invoices will be created at the end of each month.

2.

Customer T-S66B## now orders 2 pieces of material T-ASB##. Create the relevant standard order. The purchase order number is ##LO615-MR.

3.

Create the delivery for this order and also carry out picking and the goods issue posting.

4.

Display the billing due list for customer T-S66B##. It is billed relative to delivery (hint: Billing date from beginning to the last day of the month). What date is set for the delivery you just created?

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Solution 28: Options for Creating Billing Documents Task 1: Display the billing due list for customer T-S66B##. It is billed relative to delivery (billing date from the beginning of last month). 1.

What is the billing date that is set for the three deliveries in the billing due list? a)

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List Billing date from: Beginning of this month to: Current date Sold-to party: T-S66B## Select the Delivery-related field. Choose DisplayBillList. => The billing date is the same as the first day of the course.

2.

Create the billing documents for this list. a)

3.

On the billing due list display screen, choose Save.

Give the number(s) of the billing documents you have created. a)

Select the billing run you have created and choose Documents to display the individual billing documents.

Task 2: Now you want to create billing documents for the end of the month for customer T-S66B##. 1.

Change the master data for customer T-S66B## so that all future invoices will be created at the end of each month. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Change → Complete Customer T-S66B## and sales area (1000/10/00). Confirm your entries. Choose Sales Area Data. Select the tab Billing documents. In the Invoicing dates field, enter the calendar AM for monthly settlement. Choose Save.

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2.

Customer T-S66B## now orders 2 pieces of material T-ASB##. Create the relevant standard order. The purchase order number is ##LO615-MR. a)

3.

Logistics → Sales and Distribution → Sales → Order → Create: Order type: standard order

Create the delivery for this order and also carry out picking and the goods issue posting. a)

Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order. Shipping point: 1200 In the Delivery Create: Overview screen choose Subsequent Functions → Create Transfer Order.. Select Yes to save the outbound delivery. Warehouse number: 012 Foreground/Background: Background Adopt Pick Quantity: 2 (so GI is posted immediately)

4.

Display the billing due list for customer T-S66B##. It is billed relative to delivery (hint: Billing date from beginning to the last day of the month). What date is set for the delivery you just created? a)

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List Billing Date from: beginning of month to: end of month Sold-to party: Customer T-S66B## Select the Delivery-related field. => The billing date is set at the end of the month.

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Lesson Summary You should now be able to: • Explain the different options for creating billing documents • Explain the significance of the billing due list for creating billing documents in collective runs • Demonstrate the option of displaying invoice creation for specific dates • Describe how to cancel a collective billing run

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Unit Summary You should now be able to: • Explain the different options for creating billing documents • Explain the significance of the billing due list for creating billing documents in collective runs • Demonstrate the option of displaying invoice creation for specific dates • Describe how to cancel a collective billing run

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Unit 13 Types of Settlement Unit Overview The previous units did not explain why multiple reference documents may be combined in an invoice or why multiple billing documents may be created from one reference document. This unit presents the programmed logic and options for adjusting company-specific requirements. This unit also presents the invoice list, which is a special type of settlement.

Unit Objectives After completing this unit, you will be able to: • • •

Explain the different types of settlement Give the reasons for splitting an invoice Make the required settings for using invoice lists

Unit Contents Lesson: Invoice Combination and Invoice Split .............................318 Exercise 29: Invoice Combination and Invoice Split ...................321 Exercise 30: Invoice Combination and Invoice Split ...................323 Lesson: Invoice List ............................................................327

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Lesson: Invoice Combination and Invoice Split Lesson Overview This lesson explains the options provided by the different settlement types that are used for billing in Sales and Distribution. In this regard, the lesson examines collective invoices and the reasons for performing an automatic invoice split.

Lesson Objectives After completing this lesson, you will be able to: • •

Explain the different types of settlement Give the reasons for splitting an invoice

Business Example One of your customers would like to receive all transactions to be billed that belong together in a single invoice. Another of your customers requests that you send a separate invoice for each transaction to be billed.

Figure 129: Collective Billing Document

As a rule, the system attempts to combine all compatible transactions in a single billing document. In the SAP system, you can include both order-related and delivery-related items in the same billing document.

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Figure 130: Automatic Invoice Split

If the header partners or data in the header fields are not identical, the system will automatically perform an invoice split. All header partners and header fields in the billing document can cause an invoice split. •

Example: Terms of payment in the two orders are different (see above).

Figure 131: Item-Dependent Invoice Split

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The system administrator can also define additional split requirements in Customizing for copying control to prevent the system from combining sales documents in a billing document. •

Example: Separation based on material group or profit center

Field VBRK-ZUKRI is used in the billing header to store these additional split criteria. Fields that cause a split are displayed in the split analysis.

Figure 132: Individual Billing Documents

You can configure the SAP system to create one billing document for each sales document. To do this, select data transfer routine 3 in Customizing for copying control (the number of the reference document is set in field VBRK-ZUKRI).

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Exercise 29: Invoice Combination and Invoice Split Exercise Objectives After completing this exercise, you will be able to: • Explain the criteria that lead to an invoice combination

Business Example You want to integrate related orders and deliveries into one billing document at your company. This practice can drastically reduce the amount of invoices created.

Task:

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1.

Display the billing due list for customer T-S66C##. It is billed relative to delivery. Enter the billing type Invoice (F1) on the Default Data tab. Select it with a billing date from the start of this month.

2.

Execute the billing process in the simulation (do NOT save).

3.

How many invoices were created and why?

4.

Where are the item number assignment and the corresponding increments generated from?

5.

Do NOT save. Go back into the billing due list and note the number of the second delivery.

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Solution 29: Invoice Combination and Invoice Split Task: 1.

Display the billing due list for customer T-S66C##. It is billed relative to delivery. Enter the billing type Invoice (F1) on the Default Data tab. Select it with a billing date from the start of this month. a)

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List: Restrict the selection Billing date from:Beginning of the month to: Today On the Default Data tab: Choose Invoice (F1) in the billing type default data. Sold-to party: T-S66C## Field: Select Delivery-Related Choose DisplayBillList.

2.

Execute the billing process in the simulation (do NOT save). a)

3.

How many invoices were created and why? a)

4.

Choose Simulation.

One invoice with four items was created, because the resulting header data in the billing document is identical for both deliveries and can therefore be combined.

Where are the item number assignment and the corresponding increments generated from? a)

Customizing: Sales and Distribution → Billing → Billing Documents → Define Billing Types Detail screen for billing type used Billing Type F1 Invoice: Item no. increment field => Increment 1 is used because no value is entered here.

5.

Do NOT save. Go back into the billing due list and note the number of the second delivery. a)

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Document number:

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Exercise 30: Invoice Combination and Invoice Split Exercise Objectives After completing this exercise, you will be able to: • Describe the criteria that trigger an invoice split • Create one billing document per delivery

Business Example Sometimes you need to manually change terms of payment in the order, depending on your agreement with your customer. You want to analyze the effects that changes of this nature have on billing. In trade fair billing, you also want to guarantee that an individual billing document is created for each delivery.

Task 1: Display the document flow for the delivery mentioned in the above activity. 1.

Change the terms of payment in the order that correspond to this delivery to ZB02 (purchase order number: ##LO615-A10).

2.

Display the billing due list for customer T-S66C## again. (Billing date: From beginning of this month). Enter the billing type Invoice (F1) on the Default Data tab. Execute the billing process in the simulation. How many invoices have been created? What are the split criteria?

3.

Save the invoices.

Task 2: For trade fair billing (billing type ZF##), you want to guarantee that an individual billing document is created for each delivery. 1.

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How should you go about doing this? Carry out this step in Customizing (hint: delivery type LF, billing type ZF## and item category TAN).

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Solution 30: Invoice Combination and Invoice Split Task 1: Display the document flow for the delivery mentioned in the above activity. 1.

Change the terms of payment in the order that correspond to this delivery to ZB02 (purchase order number: ##LO615-A10). a)

Logistics → Sales and Distribution → Sales → Order → Change: Change the payment terms to ZB02 and save the order.

2.

Display the billing due list for customer T-S66C## again. (Billing date: From beginning of this month). Enter the billing type Invoice (F1) on the Default Data tab. Execute the billing process in the simulation. How many invoices have been created? What are the split criteria? a)

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List Default data: Billing Type Invoice (F1) Sold-to party: T-S66C## Field: Select Delivery-Related Choose DisplayBillList. Choose Simulation. Þ Two billing documents would be created. Select the two billing documents and choose Split analysis Þ Due to different terms of payment in the orders, you would not be able to combine them in one billing document.

3.

Save the invoices. a)

Choose Save.

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Task 2: For trade fair billing (billing type ZF##), you want to guarantee that an individual billing document is created for each delivery. 1.

How should you go about doing this? Carry out this step in Customizing (hint: delivery type LF, billing type ZF## and item category TAN). a)

The number of the reference document must be copied into the billing document header so that an invoice split can be made due to different delivery numbers. This can be done by entering the number of the reference document in the VBRK-ZUKRI field. Customizing: Sales and Distribution → Billing → Billing Documents → Maintain Copying Control for Billing Documents → Copying Control: Delivery to Billing Document → From source LF to target ZF## → Item → Detail screen for TAN: In the Data VBRK/VBRP field, enter routine 3 (= individual invoice).

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Lesson Summary You should now be able to: • Explain the different types of settlement • Give the reasons for splitting an invoice

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Lesson: Invoice List Lesson Overview This lesson explains in more detail the special settlement type Invoice List. Invoices lists are mainly used by purchasing associations, when the head office settles billing documents for all the stores. The head office is not sent all the stores' individual invoices, but is sent an invoice list on specific dates. This is a billing document that lists all the stores' individual invoices.

Lesson Objectives After completing this lesson, you will be able to: •

Make the required settings for using invoice lists

Business Example The members of a purchasing association should each receive an invoice. The head office, which is responsible for settling invoices, wants to be able to see all of the invoices in an invoice list.

Figure 133: Invoice List

Invoice lists contain various billing documents (invoices, credit and debit memos) and can be sent to a payer on specified days or at certain intervals.

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The system administrator has to maintain the following data in Customizing for Sales and Distribution: • •

If you have agreed upon a factoring discount, maintain condition type RL00 (factoring discount) as well as condition type MW15. Each billing type to be included in an invoice list must be assigned an invoice list type. The standard SAP version includes two invoice list types: LR for invoices and debit memos, LG for credit memos

You also need to maintain the following master data: •

• •

Define a factory calendar, which specifies when invoice lists are to be created. Enter this factory calendar in the payer customer master record (Billing screen, Invoice list sched. field). Maintain condition records for condition type, RL00, for the payer. Create output condition records for the condition types, LR00 and RD01. (You can use communications technology to decide whether invoice documents are sent to the customer when the invoice is created or whether they are not sent until the invoice list is created).

You can cancel invoice lists. In the case of factoring discounts, a corresponding cancellation document is created for FI.

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Lesson Summary You should now be able to: • Make the required settings for using invoice lists

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Unit Summary You should now be able to: • Explain the different types of settlement • Give the reasons for splitting an invoice • Make the required settings for using invoice lists

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Unit 14 Special Business Transactions Unit Overview In service and maintenance scenarios, for example, you often want to enter multiple settlement dates for the billing of one order item. When dealing with orders with large volumes and long periods, you may also want to bill partial amounts on specific dates. These requirements can be mapped with billing plans. This unit also focuses on down payment processing in sales and distribution.

Unit Objectives After completing this unit, you will be able to: • • •

Carry out a business process with periodic billing and milestone billing Describe the process for down payment processing in Sales and Distribution and Financial Accounting Describe the process for installment payments

Unit Contents Lesson: Billing Plans - Periodic Billing and Milestone Billing .............332 Exercise 31: Billing Plans – Periodic Billing and Milestone Billing ...339 Lesson: Down Payment Processing in Sales and Distribution ...........343 Exercise 32: Down Payment Processing in Sales and Distribution..351 Lesson: Installment Payments ................................................356

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Lesson: Billing Plans - Periodic Billing and Milestone Billing Lesson Overview This lesson explains the fundamental differences between periodic billing plans and milestone billing plans. In this regard, the key Customizing settings for these billing plans will be shown.

Lesson Objectives After completing this lesson, you will be able to: •

Carry out a business process with periodic billing and milestone billing

Business Example Some customers have rented a product from you, for example, a computer. You have agreed that the customer will automatically be invoiced for the agreed rental price each month. From another customer, your company has received a contract for a major project. Individual partial amounts are to be billed for this project.

Figure 134: Billing Plan

When processing an order, instead of storing a single billing date, you can store a detailed billing plan with several billing dates in the sales document at item level. You can also define a billing plan at header level, which is then valid for all items assigned to it. These header billing plans are assigned to sales document types. Periodic billing is often used for rental and service agreements, in order to bill the full amount periodically at certain dates.

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Milestone billing is often used in plant engineering and construction, in order to spread billing of the full amount over several dates within a billing plan. Depending on the business transaction you are processing, the system will automatically propose one of the two billing plan types.

Figure 135: Periodic Billing

Periodic billing can be used, for example, for transactions involving rental contracts. The contract data stored in the system can then be used as the basis for creating the billing plan. The start and end dates define the duration of the billing plan. If possible, they are taken from the contract data. You may decide not to set an end date (if the duration is unlimited). In this case, new dates can be extended to the horizon (the horizon specifies the number of settlement periods that are set in the billing plan). You can create new dates either directly in the billing plan, or using the report RVFPLA01. You should schedule the report to run at regular intervals, since new dates are not compiled automatically when individual settlement periods are billed. You can use the billing dates to determine when and how often billing is carried out, for example, on the first day or the last day of every month.

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Figure 136: Milestone Billing

During milestone billing, the total value to be billed is distributed among the individual dates according to certain rules. You can enter as many dates per billing plan as you require. Billing plan dates can be blocked for billing. Changes that occur (for example, to the amounts) after certain milestone billing documents have been created are distributed among the remaining billing plan dates. The amount remaining to be retro-billed for the billing documents already created is included in the final invoice. The system creates an entry in the billing index for each billing date. This means that you will find an entry in the billing index for this milestone billing at the time of the billing date specified. In this case, billing is carried out as order-related. When you create a billing document, the system updates the status of the billing plan dates. Dates that have already been billed can no longer be changed in the billing plan. You can display existing billing documents using the document flow.

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Figure 137: Billing Plan with Link to Milestone Billing

A typical example of milestone billing is the billing of projects in plant engineering and construction. Such projects often include a series of milestones, which represent the completion of various stages of a project. In the SAP system, milestones are stored in a network along with planned and actual project data. Milestones are assigned to the billing plan dates and blocked for billing until the milestone is confirmed as completed. In a milestone billing plan, you can now control whether a billing date is: • • •

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A fixed date Required to be updated with the actual date of the milestone Updated with the actual date of the milestone, if production is completed before the planned billing date

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Figure 138: Billing Rule: Determining Billing Value

A billing rule can be created for each billing plan date. This rule determines how the value to be billed on a particular date is determined. This allows you to define, for example, whether a fixed amount or a percentage of the total amount is to be billed. The system can also determine whether the amount to be billed counts as a final invoice for which as yet unbilled dates must also be taken into account. Within pricing, condition records are created for special condition types, for which monthly prices can be defined (when dealing with rental costs, for example). This allows the value to be billed month by month.

Figure 139: Customizing for Billing Plans

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Lesson: Billing Plans - Periodic Billing and Milestone Billing

The billing plan type is determined from the document item category and the relevance for billing (billing relevance I means relevant for order-related billing billing plan). Date descriptions represent the text description for the corresponding billing dates in the billing plan, for example, 0003 for contract completion or 0005 for assembly. They are of no importance for control purposes. The date categories defined have a control function at billing date level. For example, they determine which billing rule is used to settle the date, whether the billing date is a fixed date and whether a billing block is set for this date. Date rules are required in the billing plan to define the start date and the end date, as well as to determine the relevant billing dates (for example two days before the end of the month). The foundation of every date determination rule is a basis date to which a defined period is added. Differentiation of periodic billing and milestone billing with the relevant controlling parameters is carried out via the billing plan type. The date proposal is used exclusively for milestone billing. It determines a sequence of dates that are used as the reference for date determination during order processing.

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Lesson: Billing Plans - Periodic Billing and Milestone Billing

Exercise 31: Billing Plans – Periodic Billing and Milestone Billing Exercise Objectives After completing this exercise, you will be able to: • Explain how to use periodic billing plans and configure settings for them

Business Example Some customers have concluded maintenance contracts for computers with your company. You charge these customers an agreed amount each month.

Task: Create a maintenance contract for customer T-S66E##.

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1.

Use the contract type Service and Maintenance (SC) in sales area sales organization 1000, distribution channel 14 and division 00. 
(Hint: Logistics → Sales and Distribution → Sales → Contract → Create) This service is offered for material T-ZS2## (purchase order number: ##LO615-PF).

2.

Go to the billing plan dates. Determine the calculation rule for the relevant pricing condition record within a settlement period.

3.

Bill the first settlement period (billing date should be set to the last day of the month).

4.

Display the service order you created. What billing status does the first settlement period have now?

5.

Periodic billing items and milestone billing items are organized depending on a certain criterion. Name this criterion.

6.

Which value determines the method of control at settlement period level? What control parameters are defined here? Follow these settings in Customizing.

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Solution 31: Billing Plans – Periodic Billing and Milestone Billing Task: Create a maintenance contract for customer T-S66E##. 1.

Use the contract type Service and Maintenance (SC) in sales area sales organization 1000, distribution channel 14 and division 00. 
(Hint: Logistics → Sales and Distribution → Sales → Contract → Create) This service is offered for material T-ZS2## (purchase order number: ##LO615-PF). a)

Logistics → Sales and Distribution → Sales → Contract → Create Contract type Service and Maintenance (SC)

2.

Go to the billing plan dates. Determine the calculation rule for the relevant pricing condition record within a settlement period. a)

Select the item and choose Bill. plan. Select a settlement period and choose Conditions. Þ The price for the service to be provided is determined using condition type PPSV. Select condition type PPSV and go to the detail screen.

Þ Calculat. type M (= quantity-dependent - monthly price). Save the document. 3.

Bill the first settlement period (billing date should be set to the last day of the month). a)

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List: Billing date to: End of month Sold-to party: T-S66E## Field: Select the Order-related field. Choose DisplayBillList. Save

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4.

Display the service order you created. What billing status does the first settlement period have now? a)

Logistics → Sales and Distribution → Sales → Contract → Display Select the item and go to the billing plan. Þ Status of the first settlement period is set to C (= completed).

5.

Periodic billing items and milestone billing items are organized depending on a certain criterion. Name this criterion. a)

The item category determines whether the item is assigned to a periodic or milestone billing plan. For example, billing plan type 02 (= periodic billing) is assigned to the item category Maintenance Contract Item (WVN). The billing plan type 01 (= milestone billing), on the other hand, is assigned to the Milestone Factor (TAO) item category.

6.

Which value determines the method of control at settlement period level? What control parameters are defined here? Follow these settings in Customizing. a)

The date category is the relevant criterion for controlling at the settlement period level. This is where control parameters such as the billing rule, use of the billing block, and default billing type can be set. Customizing: Sales and Distribution → Billing → Billing Plan → Define and Assign Date Categories → Maintain Date Category for Billing Plan Type Select the entry for billing plan type 02 and date category 01 and take a look at the control parameters set here.

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Lesson Summary You should now be able to: • Carry out a business process with periodic billing and milestone billing

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Lesson: Down Payment Processing in Sales and Distribution

Lesson: Down Payment Processing in Sales and Distribution Lesson Overview This lesson examines in more detail the integration of down payment processing between Sales and Distribution and Financial Accounting. For down payment processing, the system accesses the billing plan functions in Sales and Distribution and the functions are enhanced with functions specifically designed for down payment processing. The integration with Financial Accounting is particularly useful in this area. A number of factors must be taken into account in Financial Accounting for posting purposes. These are described in this unit together with the special features for Sales and Distribution.

Lesson Objectives After completing this lesson, you will be able to: •

Describe the process for down payment processing in Sales and Distribution and Financial Accounting

Business Example Your company has received a contract for a large project. A down payment for this project is due. Individual partial amounts should also be billed in the course of the project.

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Figure 140: Down Payment Processing in Sales and Distribution/Financial Accounting

Down payments are usually arranged with the customer when dealing with plant engineering and construction or capital goods. Down payments are already created in the sales order. At the corresponding due date, a down payment request (billing document in Sales and Distribution) is sent to the customer. The down payment request in Sales and Distribution is automatically posted in Financial Accounting (FI) as a down payment request (posted as a noted item). The item has a special General Ledger (G/L) indicator F, which ensures that posting is statistical. Posting is made to a different reconciliation account, which allows you to differentiate down payment requests from other receivables. When posting an incoming payment for a down payment, the down payment is assigned to the down payment request. The down paid amount is also assigned for the sales order account. The item has a special G/L indicator A. When processing partial/final invoices, the down payments made are transferred as down payments to be cleared. Within Financial Accounting, the down payments are deducted from the special reconciliation account and entered in the standard reconciliation account. The down payments for clearing then appear as open items for the customer and reduce the receivables total.

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Figure 141: Down Payment Agreements in the Sales Order

Down payment processing is carried out with the billing plan function. One or more down payment agreements can be stored as a date in a billing plan. The value of the agreed down payment can be entered either as a fixed amount or as a percentage of the value of the item. Control is carried out via the billing rule: • •

Billing rule 4: Down payment for percentage milestone billing Billing rule 5: Down payment for value-related milestone billing

The down payment agreement can be assigned directly to an item, or it can be defined as valid for all items in the order. Hint: The special condition type AZWR is used for down payment items in sales documents, rather than the usual condition type PR00. Condition category e and calculation rule B (fixed amount) are assigned to condition type AZWR. When condition type AZWR is determined, all the other condition types are set to inactive.

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Figure 142: Down payment request

As soon as the billing date (in the billing plan) for the down payment has been reached, the system creates a down payment invoice and sends it to the customer. Billing type FAZ is used to create the down payment request. This down payment request can be created as follows: • •

Automatically via billing due list processing in a collective run, or Explicitly by specifying the order number via the transaction Create billing document.

Tax is determined and displayed automatically when the down payment request is created. The down payment request in Financial Accounting is created automatically from the down payment request in Sales and Distribution. You can view the down payment requests created in Sales and Distribution and Financial Accounting via the document flow in the sales order.

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Figure 143: Incoming payment for down payment

When a down payment request is settled, the special General Ledger (G/L) indicator A displays the incoming payment in Financial Accounting as a down payment by posting. You can select an incoming payment from the open requests and choose Create down payment to assign it to a process. In the open items of accounts receivable accounting, you can view the down payments using the special G/L indicator (GLI) A. The down payment request is correspondingly set to cleared in the document flow of the sales order.

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Figure 144: Partial Invoice - Full Settlement

For partial and final invoices, the down payments made are transferred to the billing documents as down payments for clearing. When the invoice is being printed, the down payment amount due for clearing is displayed and can be deducted from the receivables. In other words, clearing is carried out automatically during invoice printing.

Figure 145: Partial Invoice - Proportional Settlement

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During partial invoicing, the amount of the down payment to be cleared can be changed (by changing the amount for condition type AZWR on the pricing screen for the item). In this case, the maximum amount for clearing is the amount received as down payments minus the down payments already cleared. During final invoicing, all uncleared down payments are taken into account.

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Lesson: Down Payment Processing in Sales and Distribution

Exercise 32: Down Payment Processing in Sales and Distribution Exercise Objectives After completing this exercise, you will be able to: • Explain the down payment process that takes place between Sales and Distribution and Financial Accounting

Business Example Your company normally requires a down payment in advance when selling more complex equipment. The customer’s down payment is to be figured into future billing documents.

Task: Create a standard order (OR) for customer T-S66F## (sales organization 1000, distribution channel 10, and division 00). This customer orders an elevator (material number: T-FS2##). The purchase order number is ##LO615-AZ. 1.

Go to the billing plan and look at the down payment amount and when it should be paid. Note also the billing dates and the amount to be billed for each date. ____________________________________________________________ ____________________________________________________________

2.

Create an invoice for the down payment request (hint: use a selection date that falls after the down payment due date but before the first partial invoice date). What billing type is used? ____________________________________________________________

3.

The customer paid the down payment that was invoiced. Post the payment. Path: Accounting → Financial Accounting → Accounts Receivable → Document Entry → Down Payment → Down Payment Use the special G/L indicator A and bank account 113100. Choose Requests to assign the down payment to the down payment invoice above.

4.

Now execute the milestone billing process for the first settlement period (hint: first remove the billing block for the corresponding settlement deadline that has been defined in the billing plan. When creating the billing document,

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choose a date that falls after the first but before the second partial billing period). The entire down payment amount that was already paid should be calculated into the invoice. 5.

How could you arrange for the down payment to be only partially cleared in the first partial invoice? ____________________________________________________________

6.

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Check the document flow for this order.

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Lesson: Down Payment Processing in Sales and Distribution

Solution 32: Down Payment Processing in Sales and Distribution Task: Create a standard order (OR) for customer T-S66F## (sales organization 1000, distribution channel 10, and division 00). This customer orders an elevator (material number: T-FS2##). The purchase order number is ##LO615-AZ. 1.

Go to the billing plan and look at the down payment amount and when it should be paid. Note also the billing dates and the amount to be billed for each date. ____________________________________________________________ ____________________________________________________________ a)

2.

Select the item and choose Goto → Item → Billing Plan.

Create an invoice for the down payment request (hint: use a selection date that falls after the down payment due date but before the first partial invoice date). What billing type is used? ____________________________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Documents → Create Enter the order number above and choose Billing date to restrict the dates as described above. => Billing type FAZ is used to bill the down payment request.

b) 3.

Choose Execute, then Save.

The customer paid the down payment that was invoiced. Post the payment. Path: Accounting → Financial Accounting → Accounts Receivable → Document Entry → Down Payment → Down Payment Use the special G/L indicator A and bank account 113100.

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Choose Requests to assign the down payment to the down payment invoice above. a)

Document date: Current date Customer account: T-S66F## Special G/L account indicator: A Bank account: 113100 Rate: Down payment amount + value-added tax Choose Requests. Select the down payment request in the list and choose Create down payments.

b) 4.

Choose Save .

Now execute the milestone billing process for the first settlement period (hint: first remove the billing block for the corresponding settlement deadline that has been defined in the billing plan. When creating the billing document, choose a date that falls after the first but before the second partial billing period). The entire down payment amount that was already paid should be calculated into the invoice. a)

See task 2 for the procedure. => Two items appear in the billing document: The amount from the first partial billing document and the down payments made by the customer that still need to be cleared

5.

How could you arrange for the down payment to be only partially cleared in the first partial invoice? ____________________________________________________________ a)

6.

Check the document flow for this order. a)

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Condition type AZWR is used specially for down payment processing. If you only want to carry out partial settlement, you can select the down payment item to be settled in the billing document, branch to the pricing screen, and change the value of condition type AZWR.

Check the document flow for this order.

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Lesson: Down Payment Processing in Sales and Distribution

Lesson Summary You should now be able to: • Describe the process for down payment processing in Sales and Distribution and Financial Accounting

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Lesson: Installment Payments Lesson Overview Installment payments are used to define the incoming payment for an invoice. Therefore, when installment payments are being processed, an invoice is issued with the full amount of the order. The invoice also specifies what percentage of the amount is payable by which date. In accounting, multiple accounts receivable posting lines are created automatically for this purpose.

Lesson Objectives After completing this lesson, you will be able to: •

Describe the process for installment payments

Business Example A customer orders goods from you. Once the goods have been delivered the customer is then billed; the accounting document is created automatically in Financial Accounting. Your sales representatives are interested in various types of information in the billing document. You can find this information in different screens and views.

Figure 146: Installment Plan

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Lesson: Installment Payments

An installment plan allows the customer to pay in installments. Only one billing document is created for all of the installment payments. The printed invoice is created on the basis of this billing document and includes a list of individual payment dates and exact amounts. Each installment payment creates an accounts receivable line item posting in Financial Accounting. You must define installment payment terms in Customizing. For installment payment terms, you must specify the number and amount of the installment in percentage and payment terms for each installment payment. When you post an invoice with installment payment terms, the system will generate the appropriate number of postings in the accounting document based on these specifications.

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Lesson Summary You should now be able to: • Describe the process for installment payments

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Unit Summary

Unit Summary You should now be able to: • Carry out a business process with periodic billing and milestone billing • Describe the process for down payment processing in Sales and Distribution and Financial Accounting • Describe the process for installment payments

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Test Your Knowledge

Test Your Knowledge

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1.

How is an installment plan implemented?

2.

What is “regulated” in the installment plan? What is the difference between a billing plan and an installment plan?

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Answers 1.

How is an installment plan implemented? Answer: An installment plan is configured via the terms of payment in Financial Accounting. In Sales and Distribution, the respective terms of payment for installment payments are used (installment payment terms).

2.

What is “regulated” in the installment plan? What is the difference between a billing plan and an installment plan? Answer: Incoming payment dates are regulated or stipulated in an installment plan. Settlement dates are regulated or stipulated in a billing plan.

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Unit 15 Account Determination Unit Overview During this course, we will keep returning to the accounting documents that you have created. However, you have not yet learned how the (posted to) accounts are determined. In this unit, you get to know the areas and process of account determination. Lesson 2 presents the options for business area account assignment of sales revenues.

Unit Objectives After completing this unit, you will be able to: • • •

Describe the different areas in which account determination is used Describe the account determination process Explain the use and determination of business areas

Unit Contents Lesson: Account Determination Process and Areas .......................364 Exercise 33: Account Determination Process and Areas .............367 Lesson: Account Assignment for Business Areas ..........................373

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Lesson: Account Determination Process and Areas Lesson Overview This lesson details the different areas in which account determination takes place. The account determination process is described based on revenue account determination.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe the different areas in which account determination is used Describe the account determination process

Business Example You want the sales revenues, sales deductions, and taxes to be automatically posted to the relevant accounts in Financial Accounting, whenever a billing document is created.

Figure 147: Using Account Determination

You will need to determine the accounts to be posted in several different areas: G/L accounts for posting sales revenue, sales deductions, and VAT are to be determined automatically when data is transferred from the billing document to FI. When processing cash sales, a G/L account must be set in the document for cash settlement (no posting to customer account).

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Lesson: Account Determination Process and Areas

In addition, the system can determine a reconciliation account that is different from the account that is entered in the payer master record. When using payment cards, you also need to post to differing G/L accounts.

Figure 148: Account Assignment Criteria in Billing

The sales revenue accounts are created in FI, in order to receive certain evaluations and to be able to carry out reconciliation with the Profitability Analysis. For this reason you can set different criteria for account determination of the relevant accounts. The following criteria are defined in the standard system: • • •

Chart of accounts Sales organization Account assignment group for payer (This allows you to divide customers into different groups, such as domestic and overseas customers.)

•

Account assignment group for material (This allows you to divide materials into different groups, such as services and retail goods.)

•

Account key (Account keys are assigned to condition types in the pricing procedures, so that conditions, such as freight conditions, can be posted to special freight revenue accounts.)

You must ensure that the configurations you make for account determination match the configurations in FI and CO.

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Figure 149: Revenue Account Determination

Account determination is carried out using the condition technique. Depending upon the billing type, an account determination procedure is assigned for G/L accounts. This determination procedure contains one or more condition types to which an access sequence is assigned. This access sequence is composed of individual accesses in the form of condition tables. The condition tables contain the fields and field combinations upon which revenue account determination depends. The key fields are filled with document data, so that the system can search for a corresponding G/L account for the relevant combination. If an access determines a G/L account, then it is set in the accounting document and the search is terminated. Hint: The account for posting VAT is not determined in account determination in Sales and Distribution. The relevant assignment is stored in Customizing for Financial Accounting. (Path: Financial Accounting → Financial Accounting Global Settings → Tax on Sales/Purchases→ Posting → Define Tax Accounts).

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Lesson: Account Determination Process and Areas

Exercise 33: Account Determination Process and Areas Exercise Objectives After completing this exercise, you will be able to: • Describe the criteria for account determination • Carry out the procedure for account determination

Business Example You want to improve account determination at your company for agreements in Financial Accounting. Some of your customers are affiliated companies. In the future, you want sales revenue from these customers to be posted to a special account for sales revenue from affiliated companies. Create a new account assignment group for customers in order to differentiate between your normal customers and your affiliated company customers.

Task 1: Your customer T-S66B## is one of your affiliated companies. The sales revenues that you receive from this customer are to be posted to account 802000 in the future. 1.

In Customizing, save group 80+## (example for group 13: enter 80+13 = 93) as a new account assignment group for customers.

2.

Change the account group for customer T-S66B## in the customer master record to 80+##, in order to create the required differentiation.

Task 2: Display the accounting document for the billing document that you have already created in the unit Creating Billing Documents, that is, the billing document for the standard order with the purchase order number ##Lo615-A6. 1.

Which account have the sales revenues been posted to up to now? ________________________________________________________________

Task 3: In the future, the sales revenue of affiliated companies is to be posted to account 802000. 1.

First check which account key is assigned to the condition type PR00 in the pricing procedure RVAA01, which you are using. Write it down. Continued on next page

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________________________________________________________________ 2.

When the following combination occurs - sales organization 1000, account assignment group of the customer is 80+##, account assignment group of the material is 01, and the account key described above - posting should be made to account 802000. In which condition table do you need to make an entry? Hint: Up to now, G/L account assignment has been made by key fields previously defined during account determination (sales organization, account assignment group customer, account assignment group material, and account key). ________________________________________________________________

3.

Carry this out in Customizing. Note: Application V, condition type KOFI and chart of accounts INT.

4.

368

Have a look at the result of your work by creating and billing a standard order (OR) for your customer T-S66B##, material T-ASA## (1 piece), and purchase order number ##LO615-KO. Carry out all the necessary steps (creating outbound delivery, posting picking, and goods issue). Analyze the posting in Financial Accounting by viewing the accounting document.

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Lesson: Account Determination Process and Areas

Solution 33: Account Determination Process and Areas Task 1: Your customer T-S66B## is one of your affiliated companies. The sales revenues that you receive from this customer are to be posted to account 802000 in the future. 1.

In Customizing, save group 80+## (example for group 13: enter 80+13 = 93) as a new account assignment group for customers. a)

Customizing: Sales and Distribution → Basic Functions → Account Assignment/Costing → Revenue Account Determination → Check Master Data Relevant for Account Assignment → Customers: Account Assignment Groups Enter account assignment group 80+## as a new entry. Description: Revenues Group ##. Example for group 13 Entry: Acc. assign. grp. customer: 93 (80+13), Description: Revenues group 13

2.

Change the account group for customer T-S66B## in the customer master record to 80+##, in order to create the required differentiation. a)

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Change → Complete Customer T-S66B## (Sales area: 1000/10/00). Confirm your entry. Choose the Sales Area Data view: select the Billing Documents tab. Enter your newly created account assignment group in the Acct assgmt group field. Choose Save.

Task 2: Display the accounting document for the billing document that you have already created in the unit Creating Billing Documents, that is, the billing document for the standard order with the purchase order number ##Lo615-A6. 1.

Which account have the sales revenues been posted to up to now?

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________________________________________________________________ a)

Logistics → Sales and Distribution → Billing → Billing Document → Display, choose Accounting and select the accounting document. => All sales revenues have so far been posted to account 800002.

Task 3: In the future, the sales revenue of affiliated companies is to be posted to account 802000. 1.

First check which account key is assigned to the condition type PR00 in the pricing procedure RVAA01, which you are using. Write it down. ________________________________________________________________ a)

Customizing: Sales and Distribution → Basic Functions → Account Assignment/Costing → Revenue Account Determination → Define and Assign Account Keys → Assign account keys Click the standard pricing procedure Procedure RVAA01. => Condition type PR00 is assigned to account key ERL.

2.

When the following combination occurs - sales organization 1000, account assignment group of the customer is 80+##, account assignment group of the material is 01, and the account key described above - posting should be made to account 802000. In which condition table do you need to make an entry? Hint: Up to now, G/L account assignment has been made by key fields previously defined during account determination (sales organization, account assignment group customer, account assignment group material, and account key).

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Lesson: Account Determination Process and Areas

________________________________________________________________ a)

Customizing: Sales and Distribution → Basic Functions → Account Assignment/Costing → Revenue Account Determination → Define Access Sequences and Account Determination Types → Maintain access sequences for account determination Display the accesses for the access sequence KOFI and the selected key fields. You must maintain this entry for condition table 001, which contains the key fields for sales organizations, account assignment groups, material and account keys.

3.

Carry this out in Customizing. Note: Application V, condition type KOFI and chart of accounts INT. a)

Customizing: Sales and Distribution → Basic Functions → Account Assignment/Costing → Revenue Account Determination → Assign G/L Accounts: Select table 001 and make a new entry:

4.

V

Condition type:

KOFI

Chart of accounts:

INT

Sales organization:

1000

Customer account assignment group:

80+##

Material account assignment group:

01

Account key:

ERL

G/L account:

802000

Have a look at the result of your work by creating and billing a standard order (OR) for your customer T-S66B##, material T-ASA## (1 piece), and purchase order number ##LO615-KO. Carry out all the necessary steps (creating outbound delivery, posting picking, and goods issue). Analyze the posting in Financial Accounting by viewing the accounting document. a)

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Application:

The sales revenues should now be posted to account 802000. In the billing document, you can find more detailed information on the account determination by choosing Environment → Account Determination Analysis → Revenue Accounts.

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Lesson Summary You should now be able to: • Describe the different areas in which account determination is used • Describe the account determination process

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Lesson: Account Assignment for Business Areas

Lesson: Account Assignment for Business Areas Lesson Overview This lesson focuses on the process of business area account assignment. You can define business areas by division, for example, to create “internal balance sheets” or for internal reporting purposes. This is carried out in Financial Accounting. The business areas that are determined can be viewed in the accounting document. Determination is carried out per order item in Sales and Distribution, according to specific rules.

Lesson Objectives After completing this lesson, you will be able to: •

Explain the use and determination of business areas

Business Example For the purposes of your company-specific reporting, business areas are defined, for example, by individual sales divisions.

Figure 150: Business Areas

A company code represents an independent accounting unit. The balance sheet and the profit and loss statement required by law are created at this level.

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You can use business areas to report financial information across several company codes with regard to significant fields of activity (for example, division-related). Business area balance sheets and profit and loss statements can only be used for internal reporting. G/L accounts can be posted by business area. The business area has no fixed assignment in Customizing; it is determined per order item according to certain rules.

Figure 151: Determining the Business Area

You can specify the rules you want to use for determining the business area for each sales area. Three rules are available (this cannot be extended): • • •

Business area assignment by plant and item division Business area assignment by sales area Business area assignment by sales organization, distribution channel, and item division

This can lead to different business areas being determined for several items within the same order. The system will automatically create several accounts receivable posting lines for the relevant business areas when this occurs.

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Lesson: Account Assignment for Business Areas

Lesson Summary You should now be able to: • Explain the use and determination of business areas

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Unit Summary You should now be able to: • Describe the different areas in which account determination is used • Describe the account determination process • Explain the use and determination of business areas

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Test Your Knowledge

Test Your Knowledge

2010

1.

Who or which area defines business areas?

2.

Do business areas have to be defined?

3.

How many rules are there for determining business areas?

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Answers 1.

Who or which area defines business areas? Answer: Business areas are defined in Financial Accounting.

2.

Do business areas have to be defined? Answer: No. Working with business areas is optional. It is not required by law.

3.

How many rules are there for determining business areas? Answer: There are three rules.

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Unit 16 SD/FI Interface Unit Overview The previous unit covered a very important aspect of integration for accounting in the form of the automatic determination of accounts. This unit deals with further special features of the interface between Sales and Distribution and Financial Accounting, which was developed for various purposes. Controlling for this is carried out at various locations, such as in copying control or directly in the billing type.

Unit Objectives After completing this unit, you will be able to: • • • •

Explain how to prevent the system from automatically generating accounting documents Describe different fields for transferring data from Sales and Distribution to Financial Accounting (for example, for clearing) Explain how partners are transferred from Sales and Distribution in terms of the relationship between the head office and the branch offices Outline how negative postings, the document type, and value dated credit memos affect the billing type

Unit Contents Lesson: Selected SD/FI Interface Fields ....................................380 Exercise 34: Selected SD/FI Interface Fields...........................389

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Lesson: Selected SD/FI Interface Fields Lesson Overview This lesson focuses on selected fields in the interface between Sales and Distribution and Financial Accounting. It will discuss the option available for preventing accounting documents from being created automatically and describe various fields for transferring data from Sales and Distribution to Financial Accounting.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain how to prevent the system from automatically generating accounting documents Describe different fields for transferring data from Sales and Distribution to Financial Accounting (for example, for clearing) Explain how partners are transferred from Sales and Distribution in terms of the relationship between the head office and the branch offices Outline how negative postings, the document type, and value dated credit memos affect the billing type

Business Example You want to carry out an additional check of the invoice before data is transferred to Financial Accounting. You should also transfer specific information for Financial Accounting with regard to assigning and differentiating transactions within Accounting.

Figure 152: Link to Financial Accounting

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The system sends billing data in invoices, credit memos, and debit memos to Financial Accounting and posts them to the correct accounts. The following data can be changed before an accounting document is created: • • • •

Billing date Pricing Account determination Output determination data

Once the billing document has been released to accounts, you can only change output data.

Figure 153: Posting block

Normally, the system automatically transfers accounting-related data to Financial Accounting. However, you might not want the data to be transferred automatically for certain billing types. In that case you can set a posting block for the billing type concerned. The system will then generate the accounting documents only after you have released the billing documents.

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This allows you to generate Sales and Distribution billing documents first, then print out the billing documents and finally, transfer them to Financial Accounting. In this way you can improve system performance. Hint: The system either generates all or none of the accounting documents. This means that if the posting block is active, or errors have occurred during account determination, the system will not create CO documents. The accounting documents will not be created until you have de-activated the block or corrected the error.

Figure 154: Reference Numbers and Allocation Numbers

You can automatically fill the Reference number and Allocation number fields in the accounting document with numbers from SD documents. The reference number is in the header of the accounting document and is used for clearing. The allocation number is in the customer line item and is used for sorting line numbers.

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In Customizing for copying control in billing, you can define which numbers will be copied as reference or allocation numbers: • • • • • •

A - Purchase order number B - Sales order number C - Delivery number D - External delivery number E - Billing document number F - External delivery number if available, otherwise delivery number

Figure 155: Reference Numbers in Invoice Lists

You must first create billing documents and post them to Financial Accounting before you combine them in an invoice list. The number that was saved as a reference number in copying control is then transferred to Financial Accounting. When the invoice list is created, the reference number from the invoice list overwrites the reference numbers from the individual billing documents. This enables you to post incoming payments with the invoice list number.

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Figure 156: Transaction-Related Document Types

You can differentiate between documents in Financial Accounting by using the document type. This is stored in the document header. Up until now, the system has given all Sales and Distribution documents the Financial Accounting document type RV. You can carry out differentiated evaluations in Financial Accounting and control differentiated number assignments, by using the Document type field within the billing document type configuration. This enables you to transfer the document type for each different billing type. If there is no information in this field, the system will continue to transfer the document type RV to Financial Accounting across the FI/CO interface.

Figure 157: Head Office and Branches

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When maintaining master data, you can represent the relationship between the head office and its branches. You can either represent this relationship with the partner functions in Sales and Distribution, or with the Head office field in the accounting segment of the customer master record. Up until now, you had to maintain the accounting segment completely for this function for both customers. If accounting data was missing for the branch, the system could create billing documents for the branch but could not transfer them to Financial Accounting. The partner functions in Sales and Distribution vary enormously according to customer requirements. For example, the sold-to party can also function as the ship-to party. Customers therefore asked whether it would be possible not to have to maintain the accounting segment if the branch of a company acted as the sold-to party and therefore, as a pure Sales and Distribution customer. You can use the Head office/branch field in the billing type to control which partner functions in the billing document should be transferred to Financial Accounting. The characteristics of this field then decide whether the sold-to party or the payer should be entered in the KUNNR (customer number) field in the billing header. If you leave this field blank, the system will ignore any relationship stored in the Financial Accounting Head office field. For all the other settings, the relationship stored in Financial Accounting has priority over the relationship described by the Sales and Distribution partner functions.

Figure 158: Negative Postings

In the SAP standard system, cancellations and credit memos are posted on the opposite side of the account as compared to posting receivables to the customer. In the totals line for the account, “sales” have been recorded on both account sides. The total is greater than zero but nothing has been sold.

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Customers requested that credit memos and cancellations could be posted on the same side as receivables. This allows the account to have a zero balance. The totals line in the account can also be zero, in other words, a sale does not take place. If you wish to do this, you must activate the Negative postings field for the billing types for credit memos and cancellations. The system transfers this information to Financial Accounting across the FI-CO interface. This setting only changes the display of open items. It has no effect on the processes in Financial Accounting. Note that negative posting only takes place in Financial Accounting if permitted by the company code. (This is controlled in table 001.)

Figure 159: Value Dated Credit Memos

Previously, when creating credit memo requests with reference to a billing document, the billing dates (such as the baseline date for payment) for the two billing documents were different. This made it impossible to reconcile the receivables and payables. The period for the billing document baseline payment date can be used as the basis for value dating the credit memo. Controlling processing of credit memo value dating is carried out via the Value dated credit memo field in billing types. If this indicator is blank, then the procedure continues as usual, that is, the credit memo is due immediately on the billing date. The baseline date for payment is the same as the billing date in the credit memo. The payables are reconciled in the next payment run in Financial Accounting.

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If the Value Dated Credit Memo field is selected in the credit memo billing type, the reference billing document is not cleared, and if the baseline date for payment for the originating billing document is after the billing date in the credit memo, the baseline payment date from the originating billing document is entered in the Value Date field (VALDT) in the credit memo. If the baseline date for payment comes before the current billing date in the credit memo, however, then the billing date is not copied.

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Exercise 34: Selected SD/FI Interface Fields Exercise Objectives After completing this exercise, you will be able to: • Explain the effects of setting a posting block • Describe the significance of - and configuration options for - fields that are used to transfer data from Sales and Distribution to Financial Accounting

Business Example The terms of payment in the trade fair billing documents you created are to be checked before the documents are sent to Financial Accounting. Therefore, you want to make sure trade fair billing documents are individually released rather than automatically transferred into Financial Accounting.

Task 1: Trade fair billing documents should not be forwarded to Financial Accounting immediately after they are created. 1.

Set the parameters for your trade fair billing type ZF## that are necessary to achieve the desired result.

2.

Test the results by setting up a new Sales and Distribution process in the system for processing the trade fair transaction, trade fair##-order, (order type ZA##) (customer: T-S66A##, material:T-ASA## (1 piece), purchase order number: ##LO615-BS). What message appears when you save the billing document?

3.

After you have checked the terms of payment, what step must you take to create the accounting documents? There are two ways to carry out this step. Name both options.

4.

Now, execute this step in one of the two ways you listed above in order to create the accounting documents.

Task 2: In the first step, see which numbers from Sales and Distribution have already been set in the accounting document upon billing of their trade fair orders. 1.

Display an accounting document for a trade fair billing document that has already been created. Which of the two numbers are transferred and at what level are they found? Continued on next page

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2.

Which numbers from Sales and Distribution are used to fill these fields?

3.

Where in Customizing is this setting made? Go there.

Task 3: In future, you want to transfer other information when processing trade fair orders.

390

1.

Configure the system so that the system transfers sales order numbers when billing your trade fair orders with reference to deliveries for clearing purposes.

2.

Use the option for sorting individual items by the billing document number from Sales and Distribution.

3.

Check your settings by creating a full trade fair transaction with billing (trade fair## order, (order type ZA##), customer: T-S66A##, material:T-ASA## (1 piece), purchase order number: ##LO615-Ref). Go to the accounting document to find the relevant information.

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Solution 34: Selected SD/FI Interface Fields Task 1: Trade fair billing documents should not be forwarded to Financial Accounting immediately after they are created. 1.

Set the parameters for your trade fair billing type ZF## that are necessary to achieve the desired result. a)

Customizing: Sales and Distribution → Billing → Billing Documents → Define Billing Types Select your trade fair billing type ZF## and set the posting block.

2.

Test the results by setting up a new Sales and Distribution process in the system for processing the trade fair transaction, trade fair##-order, (order type ZA##) (customer: T-S66A##, material:T-ASA## (1 piece), purchase order number: ##LO615-BS). What message appears when you save the billing document? a)

3.

Document (billing number) saved (accounting documents not created).

After you have checked the terms of payment, what step must you take to create the accounting documents? There are two ways to carry out this step. Name both options.

4.

a)

One way is to call the billing document explicitly in the change mode and start transfer to Financial Accounting by clicking Release to Accounting.

b)

The other way is to transfer blocked billing documents collectively.

Now, execute this step in one of the two ways you listed above in order to create the accounting documents. a)

Transfer blocked billing documents collectively: Logistics → Sales and Distribution → Billing → Billing Document → Blocked Billing Docs Sales organization:

1000

Created by:

(your user ID)

Incomplete due to:

Accounting Block

=> The billing document created above should appear in the list. => Select the billing document and choose Release to Accounting. Continued on next page

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Task 2: In the first step, see which numbers from Sales and Distribution have already been set in the accounting document upon billing of their trade fair orders. 1.

Display an accounting document for a trade fair billing document that has already been created. Which of the two numbers are transferred and at what level are they found? a)

2.

The reference number and the assignment number are both transferred to Financial Accounting. The reference number is found at header level and is used during clearing, the assignment number is saved at item level and is used for sorting line items.

Which numbers from Sales and Distribution are used to fill these fields? a)

3.

Reference number:

Filled with the purchase order number

Assignment number:

Filled with the delivery number (by double-clicking on the customer posting line)

Where in Customizing is this setting made? Go there. a)

Customizing: Sales and Distribution → Billing → Billing Documents → Maintain Copying Control for Billing Documents → Copying control: Delivery document to billing document → From source LF to target ZF##: Header level → Fields: Reference number and Assignment Number

Task 3: In future, you want to transfer other information when processing trade fair orders. 1.

Configure the system so that the system transfers sales order numbers when billing your trade fair orders with reference to deliveries for clearing purposes. a)

2.

In the Reference number field in copying control, enter B (= sales order number).

Use the option for sorting individual items by the billing document number from Sales and Distribution. a)

In the Assignment number field in copying control, enter E (= current billing document number). Continued on next page

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3.

Check your settings by creating a full trade fair transaction with billing (trade fair## order, (order type ZA##), customer: T-S66A##, material:T-ASA## (1 piece), purchase order number: ##LO615-Ref). Go to the accounting document to find the relevant information. a)

The reference number field should now contain the order number and the allocation number field should contain the billing document number. Caution: The accounting block for the trade fair order is still active.

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Lesson Summary You should now be able to: • Explain how to prevent the system from automatically generating accounting documents • Describe different fields for transferring data from Sales and Distribution to Financial Accounting (for example, for clearing) • Explain how partners are transferred from Sales and Distribution in terms of the relationship between the head office and the branch offices • Outline how negative postings, the document type, and value dated credit memos affect the billing type

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Unit Summary

Unit Summary You should now be able to: • Explain how to prevent the system from automatically generating accounting documents • Describe different fields for transferring data from Sales and Distribution to Financial Accounting (for example, for clearing) • Explain how partners are transferred from Sales and Distribution in terms of the relationship between the head office and the branch offices • Outline how negative postings, the document type, and value dated credit memos affect the billing type

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Unit 17 Copying Control Unit Overview This unit deals with making copying control settings to meet special requirements. To do this, you will need to create a customer-specific data transfer routine, for example.

Unit Objectives After completing this unit, you will be able to: •

modify copying control to meet special requirements

Unit Contents Lesson: Copying Control.......................................................398 Exercise 35: Sales Document - Header .................................407 Exercise 36: Sales Document - Item.....................................415

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Lesson: Copying Control Lesson Overview

Lesson Objectives After completing this lesson, you will be able to: •

modify copying control to meet special requirements

Business Example SD business processes are reflected by the flow of documents in the system. You can use copying control to define the requirements and options when transferring data from a reference document to its subsequent document. When you create customer-specific requirements in particular, you can use the assigned copying control to determine which functions should be available. A business process is composed of individual process steps that are recorded as documents. Data is copied from the preceding to the subsequent document in the process. This process chain is captured in the document flow.

Document Flow as a Map of the Process The document flow is updated at document header level by default. If the “Update Document Flow” indicator is set in copying control, the document flow is updated for individual items too. You can navigate from the document flow to the relevant documents display screen. You can also display additional data about the status of a document listed in the document flow.

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Figure 160: Document Flow

Copy Control Tasks and Process The copying control tables are an important element in Customizing for your SAP system. •

These tables control many of the functions that are executed when you create a document that references a preceding document.

Before the data is copied, the system can check whether certain requirements have been met. Examples of these requirements are: • • • •

Do the reference document and copied document have the same sold-to party? Was the item being copied rejected ? Have the items being copied already been referenced ? Has the validity period of the reference document been exceeded ?

You can control which data should be copied when referencing, such as header data, partner data or conditions. The “Create with Reference” function is available on the initial entry screen as well as during document entry so that you could, for example, combine several quotations for one customer in one sales order.

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Figure 161: Copying Control - Overview

There are separate copying control tables for sales documents, deliveries and billing documents. • • •

There are control tables for all levels of the sales document. Example: There are three levels for copying control for sales documents: – – –

Header Item Schedule line

Figure 162: Copying Requirements

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Before data is copied from the reference document to the target document, certain requirements must be met. These requirements are contained in ABAP routines and assigned in the copying control tables using their ID number. You can also use transaction VOFM to create customer-specific routines. You can find transaction VOFM in the Implementation Guide under the following path: Sales and Distribution → System Modifications → Routines → Define Copying Requirements The specified data transfer routines are not executed until the copying requirements are fulfilled.

Copying Control at Header Level

Figure 163: Copying Control - Header Level

In copying control at header level, you define which source document types may be copied into which target document types. The system will not allow you to create a sales document that references another sales document if the relevant sales document types are not contained in copying control.

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The details screen for a selected “Target document type / Source document type” pair contains: • • • •

Copying requirements Data transfer routines The agreement on whether or not item numbers are copied to the target document The “Full reference” agreement (that is; the system only copies the whole source document into the target document, and issues system messages later if someone tries to change the order quantity or delete an item)

Copying Control at Item Level

Figure 164: Copying Control - Item Level

In copying control, the item level controls are defined for each item category for every “Target document type / Source document type” pairing. The details screen for an item category contains: • •

402

Copying requirements Data transfer routines

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and includes the following important entries: •

Quantity/value pos/neg: Controls how the completed quantity in the item in the source document is affected by the copying action.

•

Copy quantity: Determines the quantity that is copied to the target document (for example, blank = best possible quantity = open order quantity for sales document type SP).

•

Pricing type: Specifies how pricing data should be handled when copying.

•

Update document flow: Specifies whether the system updates the document flow when a document is copied.

Connection Between Copying Control and Item Category Determination The item category determination rules also apply when you create sales documents with reference. The system can find only one item category.

Figure 165: Influence of Item Category Determination

If an item category has been set manually in the source document, you must fill the “Default Item Category” field so that by “overriding” the item category determination, the corresponding item category is activated in the target document.

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Influence of the Item Category Completion Rule

Figure 166: Updating the Reference Status

You can control when an item from the reference document is complete: •

An item is complete as soon as it is referenced. In the above example, the inquiry is completely referenced even if only a partial quantity has been copied to the quotation.

•

An item is only completed once the full quantity has been copied into a subsequent document. The quotation item is only partially referenced in the above example. This means that it is possible to enter several orders from this item until the quantity is completely used up.

•

You can make these settings in Customizing when controlling the item categories. If an item is rejected, it is given "not referenced/completed" status in the reference document.

Introduction to the Demonstration and Exercise Scenario From the quotation processing area, new requirements are formed from the user department that make it necessary to access the copying control.

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Figure 167: Converting New Requirements to the Copying Control

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Exercise 35: Sales Document - Header Exercise Objectives After completing this exercise, you will be able to: • set your own requirements at header level when copying “from sales document to sales document”.

Business Example In your company, you often create a quotation for a certain customer, but the actual sales order for this quotation is issued to a sold-to party with a different customer number. Check your SAP system and, if necessary, configure it so that you are allowed to create orders with reference to a quotation for different customers. If the customer is the same for the quotation and sales order, the system should copy the purchase order data in the quotation to the sales order.

Task 1: First, test order creation with reference to a quotation. 1.

Create a quotation with quotation type “QT” based on the following customer inquiry. The quotation should be valid until the end of the following month. FAX Inquiry Customer:

T-S50A##

Buyer:

Mr. Miller

Inquiry Number:

##-1-1.1

Req. delivery date:

In one week

Material:

T-AS3##

Quantity:

10

(Motorcycle 1200 cm3) 2.

Enter a net price (PN00) of 12,000 euro per piece and enter the name of the employee who responded to the inquiry in the purchase order data.

3.

Save the quotation and note the quotation number. _______________________________________________________

Continued on next page

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The customer's branch places an order with reference to the quotation from activity 1-1.1. Try to create an order with your order type ZA## with reference to this quotation. FAX

5.

Customer:

T-S50B##

Inquiry Number:

##-1-1.4

Valid to

End of current month

Material:

T-AS3##

Quantity:

6

How does the system respond? _______________________________________________________

Task 2: Configure your order type ZA## in copying control so that you are allowed to create orders with reference to quotations for different customers, and so that the purchase order data is also copied from the quotation to the order. 1.

In copying controls from sales document type QT to ZA##, assign copying requirement 002 to your order type ZA##.

2.

Assign the data transfer routine 951 (created by the instructor) to your order type. This means that the system also copies purchase order data.

3.

Now test the new configuration for order type ZA## by repeating activity 1-4.

4.

Save the order and note the order number. ________________________________________________________

5.

Look at the quotation you created earlier. Check the status in the header data and note the reference status. ________________________________________________________

6.

Customer T-S50A## also places an order with reference to the quotation from activity 1-1.1 (purchase order number ##-1-1). FAX Customer:

T-S50A##

Inquiry Number:

##-1-2.6 Continued on next page

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FAX Req. delivery date:

In one week

Material:

T-AS3##

Quantity:

4

7.

Create the order and look at the purchase order data.

8.

Save the order and note the order number. ________________________________________________________

9.

Look at the quotation you created earlier. Check the status in the header data and note the overall status. ________________________________________________________

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Solution 35: Sales Document - Header Task 1: First, test order creation with reference to a quotation. 1.

Create a quotation with quotation type “QT” based on the following customer inquiry. The quotation should be valid until the end of the following month. FAX Inquiry Customer:

T-S50A##

Buyer:

Mr. Miller

Inquiry Number:

##-1-1.1

Req. delivery date:

In one week

Material:

T-AS3##

Quantity:

10

(Motorcycle 1200 cm3) a)

Create order: Menu path: Logistics → Sales and Distribution → Sales → Quotation → Create Choose quotation type “QT” and enter your data.

2.

Enter a net price (PN00) of 12,000 euro per piece and enter the name of the employee who responded to the inquiry in the purchase order data. a)

Menu path: Select the item and choose Item Conditions. Choose Insert Row in the lower part of the screen. After entering the corresponding data, choose “Enter” to activate the condition. Return to the main screen. Choose the Choose the Display document header details pushbutton in the upper right-hand part of the screen. Choose the Order data tab page. Enter the Buyer name in the Name field.

3.

Save the quotation and note the quotation number. Continued on next page

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_______________________________________________________ a) 4.

The customer's branch places an order with reference to the quotation from activity 1-1.1. Try to create an order with your order type ZA## with reference to this quotation. FAX Customer:

T-S50B##

Inquiry Number:

##-1-1.4

Valid to

End of current month

Material:

T-AS3##

Quantity:

6

a)

Create order: Menu path: Logistics → Sales and Distribution → Sales → Order → Create Choose order type ZA## and enter the sales area data. Enter Customer 2 with the number T-S50B## as the sold-to party in the order header. Choose: Sales Document → Create with reference. Choose the Quotation tab page. Enter the quotation number or look for your quotation using the purchase order number ##-1-1.1

5.

How does the system respond? _______________________________________________________ a)

The system outputs the error message: Sold-to parties are different.

Continued on next page

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Task 2: Configure your order type ZA## in copying control so that you are allowed to create orders with reference to quotations for different customers, and so that the purchase order data is also copied from the quotation to the order. 1.

In copying controls from sales document type QT to ZA##, assign copying requirement 002 to your order type ZA##. a)

Set copying requirement 002: Menu path: Tools → Customizing → IMG → Execute Project → Display SAP Reference IMG → Sales and Distribution → Sales → Maintain Copy Control for Sales Documents Choose Copying Control: Sales Document to Sales Document. Choose: Table View → Display -> Change Select Target: ZA##, Source: QT Choose Detail (magnifying glass). Enter routine 2 in the Copying requirements field.

2.

Assign the data transfer routine 951 (created by the instructor) to your order type. This means that the system also copies purchase order data. a)

Set data transport routine 951: Menu path: See solution to 2-1 Enter routine 951 in the VBAK field. Save your entries.

Continued on next page

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3.

Now test the new configuration for order type ZA## by repeating activity 1-4. a)

Menu path: Logistics → Sales and Distribution → Sales → Order → Create Choose order type ZA## and enter the sales area data. Enter Customer 2 with the number T-S50B## as the sold-to party in the order header. Choose: Sales Document → Create with reference Choose the Quotation tab page. Enter the quotation number or look for your quotation using the purchase order number ##-1-1.1 Choose Item selection. Reduce the quantity to the required value and choose Copy.

4.

Save the order and note the order number. ________________________________________________________ a)

5.

Look at the quotation you created earlier. Check the status in the header data and note the reference status. ________________________________________________________ a)

Reference status: partly referenced Menu path: Logistics → Sales and Distribution → Sales → Quotation → Display Choose Display doc. header details. Choose the Status tab page.

6.

Customer T-S50A## also places an order with reference to the quotation from activity 1-1.1 (purchase order number ##-1-1). FAX Customer:

T-S50A##

Inquiry Number:

##-1-2.6

Continued on next page

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FAX Req. delivery date:

In one week

Material:

T-AS3##

Quantity:

4

a) 7.

Create the order and look at the purchase order data. a)

8.

The name of the purchaser was taken from the quotation.

Save the order and note the order number. ________________________________________________________ a)

9.

Look at the quotation you created earlier. Check the status in the header data and note the overall status. ________________________________________________________ a)

Overall status: completed. Menu path: Logistics → Sales and Distribution → Sales → Quotation → Display Choose Display doc. header details. Choose the Status tab page.

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Exercise 36: Sales Document - Item Exercise Objectives After completing this exercise, you will be able to: • set your own requirements at item level when copying “from sales document to sales document”.

Business Example The marketing department has requested a “sample quotation” sales document type for special promotions, which the individual sales offices can use as a template when they create quotations for selected customers. This will make the process of creating quotations more efficient.

Task 1: Create a new sales document type “sample quotation group ##”, which can be used as a template for creating quotations. 1.

Create quotation type ZQ## by copying quotation type ZAG.

2.

Enter a sample quotation ZQ## for sales area 1000,12,00 for the following material. Sample Quotation

3.

Customer:

OTC-650

PO number:

Sample quotation ##

Valid to:

End of the following month

Req. delivery date:

Default value

Material:

T-AS3##

Quantity:

1

Promotional discount:

30 % (KA00)

Save the sample quotation and note the quotation number. _______________________________________________________

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Task 2: Customer 1 belongs to a selected group of customers that should receive a special quotation based on the sample quotation. 1.

Create a quotation with quotation type QT with reference to the sample quotation created in activity 1-3. Quotation

2.

Customer:

T-S50A##

PO number:

Sample quotation ##

Required delivery date:

In one week

Material:

T-AS3##

Quantity:

1

On the conditions screen check whether the promotional discount has been correctly copied from the sample quotation. Save the quotation and note the quotation number. _______________________________________________________

3.

Look at the sample quotation that you created previously. Check the status in the header data and note the overall status and the reference status. ______________________________________________________

Task 3: 1.

In a final test, try to create an order with reference to the sample quotation. Is it possible? _____________________________________________________________

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Solution 36: Sales Document - Item Task 1: Create a new sales document type “sample quotation group ##”, which can be used as a template for creating quotations. 1.

Create quotation type ZQ## by copying quotation type ZAG. a)

Menu path: Tools → Customizing → Execute Project → Display SAP Reference IMG → Sales and Distribution → Sales → Sales Documents → Sales Document Header → Define Sales Document Types Place your cursor on sales document type ZAG. Select the table entry. Choose Copy As. Overwrite ZAG with ZQ## in the Sales Document Type field. Respond to the system query “Is the entry also relevant for copying control” with YES. Save your entries.

2.

Enter a sample quotation ZQ## for sales area 1000,12,00 for the following material. Sample Quotation Customer:

OTC-650

PO number:

Sample quotation ##

Valid to:

End of the following month

Req. delivery date:

Default value

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Material:

T-AS3##

Quantity:

1

Promotional discount:

30 % (KA00)

a)

Create sample quotation: Menu path: Logistics → Sales and Distribution → Sales → Quotation → Create Choose quotation type ZQ## and enter your data. Promotional discount: Select the item and choose Item Conditions. Choose Insert Row in the lower part of the screen. Choose condition type KA00 and enter 30 in the Amount field. Return to the main screen.

3.

Save the sample quotation and note the quotation number. _______________________________________________________ a)

Task 2: Customer 1 belongs to a selected group of customers that should receive a special quotation based on the sample quotation. 1.

Create a quotation with quotation type QT with reference to the sample quotation created in activity 1-3. Quotation Customer:

T-S50A##

PO number:

Sample quotation ##

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Required delivery date:

In one week

Material:

T-AS3##

Quantity:

1

a)

Create documents with reference: Menu path: Logistics → Sales and Distribution → Sales → Quotation → Create Chose quotation type QT and enter the sales area data. Enter Customer 1 with the number T-S50A## as the sold-to party in the order header. Choose: Sales document → Create with reference Choose the Quotation tab page. Enter the quotation number of the sample quotation, or search for it using purchase order number “sample quotation ##”. Choose Copy.

2.

On the conditions screen check whether the promotional discount has been correctly copied from the sample quotation. Save the quotation and note the quotation number. _______________________________________________________ a)

3.

Look at the sample quotation that you created previously. Check the status in the header data and note the overall status and the reference status. ______________________________________________________ a) Overall status:

Open

Reference status:

Not referenced

Menu path: Choose Display doc. header details. Choose the Status tab page.

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Task 3: 1.

In a final test, try to create an order with reference to the sample quotation. Is it possible? _____________________________________________________________ a)

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Copying from sales document ZQ## to OR is not supported (because the copying control does not contain an entry “Target OR - Source ZQ##”).

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Lesson Summary You should now be able to: • modify copying control to meet special requirements

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Unit Summary You should now be able to: • modify copying control to meet special requirements

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Unit 18 Text Control Unit Overview This unit describes the text control options. The participants will also see how user exits are employed to realize requirements that cannot be met using standard Customizing for tables.

Unit Objectives After completing this unit, you will be able to: • • • •

Identify the source of texts in Sales and Distribution Describe the criteria which influence how texts are determined Define and assign text types in Customizing Edit texts manually in the sales document

Unit Contents Lesson: Text Control............................................................424 Exercise 37: Texts in the Sales and Distribution Process.............437 Exercise 38: Configuring Text Control ...................................441 Exercise 39: Referencing and Copying Texts ..........................449

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Lesson: Text Control Lesson Overview This lesson describes the basic principles of text control in Sales and Distribution. Particular emphasis is placed on text determination in sales documents.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Identify the source of texts in Sales and Distribution Describe the criteria which influence how texts are determined Define and assign text types in Customizing Edit texts manually in the sales document

Business Example Texts are stored in the SAP system with a link to different objects. During order entry, the system uses a configurable logic to access the saved texts and copy them to the document. You can also edit the texts manually or add new texts. You may need new text types in order to implement customer-specific requirements. These new text types also have to be linked to document processing.

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Source of the Texts

Figure 168: Texts

Texts are stored in various objects in documents in the SAP system, such as the customer master record, the material master record, the customer-material-info record and in all documents. The customer master record contains central texts, texts specific to Accounting and to Sales and Distribution as well as texts for contact persons. You can define different text types for each of these areas. Example of sales-specific text types: Sales note, marketing note, shipping specification, etc. The material master record contains a purchase order text and a sales text. Documents contain texts at header and item level. You can enter texts in several different languages.

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Figure 169: Texts in Business Processes

Texts can be stored in the master data and copied from master data into sales and distribution documents. Texts can also be copied from a reference document to another sales and distribution document, for example, from a quotation to an order, or from an order to a delivery document. Texts can be copied in a specific language. You can determine the conditions under which texts are to be copied, for example, whether the text is copied from the customer master record or from a preceding document. You can also copy a standard text into a sales document (for example, Christmas greetings).

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Configuring Text Control

Figure 170: Text Control Overview (Sales Documents)

Text control is used to determine texts automatically when you create a text object. You can define different text determination procedures for each text object (for example, the sales document header or the central texts for a customer). The text determination procedures contain all the text types that can be maintained for a text object. Each characteristic in a text object must be assigned to one of the defined procedures. This means that when you create a customer master record, the system uses the text determination procedure that has been assigned to that customer's account group. Or, in sales order entry, the text determination procedure is assigned to the sales document header that was assigned to the sales document type. You can define an access sequence for every text type in the text determination procedure for documents. This sequence contains the search strategy used by the system to find the required text. You can also define specific controls for each text type, such as including a text type in the incompleteness log.

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Figure 171: Text Control (1) - Text Type

A text type is created for a specific text object. A large number of text types are delivered with the SAP system. In addition to these text types, you can create customer-specific text types.

Figure 172: Text Control (2) - Access Sequence

An access sequence consists of individual access steps. You use the access sequence to determine the search strategy the system uses to try to find a text automatically.

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Every access step contains a specified text object as the text source for the access. You can also specify conditions for each access step to limit the search to: • • •

Specific partner functions Specific languages Any other conditions that you can define yourself

If you set up a new access sequence or change existing ones, you need to generate the access steps in order to activate the new access sequence or the changes.

Figure 173: Text Control (3) - Permitted Text Objects

Every access step contains a specified text object as the text source for the access. The text objects that can be used in the SD module are specified in the allowed values shown above.

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Figure 174: Text Control (4) - Text Determination Procedure

Text types are included in a text determination procedure. The text determination procedures contain all the text types that can be maintained for a text object. The attributes of the text determination procedure vary for customer or document text objects. You can determine whether the text should be copied or referenced. For document text determination procedures you can also specify whether: • • •

430

A text should be mandatory (incompleteness log) The text should be determined automatically Whether the text should be displayed in a text window (popup) when it is transferred to the document.

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Figure 175: Text Control (5) - Procedure Assignment

Each attribute of a text object must then be assigned to one of the defined text determination procedures. This means that when you create a customer master record, the system uses the text determination procedure that has been assigned to that customer's account group. During order entry, the system assigns the procedure that belongs to the sales document type to the sales document header and the procedure that belongs to the item category to the document items.

Determination Analysis for Texts

Figure 176: Text Control (6) - Analysis

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You can use an analysis function for text control in the screens for maintaining sales documents (when creating and changing). Menu path: Goto → Header (or Item) → Texts Choose Log From the analysis function you can go directly to the Implementation Guide to configure the text control.

Referencing and Copying

Figure 177: Using Texts as Reference

For each text type in a text determination procedure, you can determine whether the text adopted is copied (duplicated) or referenced from the source document (template). Using a text as a reference has the following consequences: • • •

432

As long as the text in sales document 2 refers to the text in sales document 1, it cannot be changed. If the text in sales document 1 is changed, the text in sales document 2 will be changed too. If the text in sales document 2 is changed, it is copied automatically. Any changes to the text in sales document 1 will no longer affect the text in sales document 2.

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Figure 178: Copying Texts

For each text type in a text determination procedure, you can determine whether the text adopted is copied (duplicated) or referenced from the source document (template). Copying the text has the following consequences: • •

The duplicated text can be changed in the document. If the text is changed in sales document 1, it does not affect sales document 2.

Copying texts requires more memory than referencing texts from a source document. You should therefore only choose to copy a text if copying is a functional necessary.

Determining the Preceding Document during Text Control and Billing During billing, only one source can be referenced as a preceding document with the text objects VBBK (sales and distribution header texts) and VBBP (sales and distribution item texts). This text source can be selected in the billing type configuration..

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Figure 179: Text Source “Preceding Document” in the Billing Document

If “Text Delivery” is switched off, the corresponding texts are taken from the order. If “Text Delivery” is switched on, the corresponding texts are taken from the outbound delivery.

Converting Non-Configurable Requirements Using Customer-Specific Data Transfer Routines Data transfer routines for texts are also created using transaction VOFM.

Figure 180: Customer-Specific Data Transfer Routine for Texts

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In this case, the namespace for customer-specific routines (2-digit key) is between 50 and 99. You can find the descriptions of available data structures in the sample routines 1 and 2, which are delivered as standard.

Introduction to the Demonstration and Exercise Scenario

Figure 181: Converting Requirements to the Text Control

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Exercise 37: Texts in the Sales and Distribution Process Exercise Objectives After completing this exercise, you will be able to: • Identify the source of texts in Sales and Distribution

Business Example An employee from a sales office has created an order and printed the order confirmation. Here, he finds an additional text about his material that he did not enter. He would like to know from the system administrator why the text has appeared in the document.

Task: 1.

Search for the order in question with the purchase order number “##-1-2.6”.

2.

Display the document and analyze the source of the material sales text for the order item.

3.

Where was the material sales text taken from (object key)? ___________________________________________________________

4.

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Display the sales text in the material master for material T AS3##.

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Solution 37: Texts in the Sales and Distribution Process Task: 1.

Search for the order in question with the purchase order number “##-1-2.6”. a)

Search for the order: Menu path: Logistics → Sales and Distribution → Sales → Order → Display Choose search help “A: Sales Documents by Customer Purchase Order Number”. Enter the purchase order number in the field: ##-1-2.6

2.

Display the document and analyze the source of the material sales text for the order item. a)

Display the text determination log in the order: Menu path: Select the order to be displayed. Select order item 10 Choose Display item details. Choose the Texts tab page. Choose Display Log.

3.

Where was the material sales text taken from (object key)? ___________________________________________________________ a)

The material sales text was taken from object VBBP, ID 0001 (item texts from preceding document, material sales text).

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4.

Display the sales text in the material master for material T AS3##. a)

Display the sales and distribution text in the material master: Menu path: Logistics → Sales and Distribution → Master Data → Products → Material → Trading Goods → Display Choose the sales and distribution text view. Enter the organization levels:

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Sales organization:

1000

Distribution channel:

12

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Exercise 38: Configuring Text Control Exercise Objectives After completing this exercise, you will be able to: • Define and assign text types in Customizing for Sales and Distribution

Business Example The employees in customer service would like to be able to enter a particular quotation header text in quotations. It is your job to set up a relevant text type in the SAP system.

Task 1: 1.

Create a new text determination procedure for the sales document “Header texts group ##” with ID (50 + ##), for example: for ## = 01 → 51), by copying text determination procedure 01.

2.

Add text type Y001, created in the previous demo by your instructor, into your new text determination procedure.

3.

First, create your own access sequence 90## for text type Y001. The quotation header text should be copied from the reference document in the correct language.

4.

Now add text type Y001 into your text determination procedure (50 + ##), and assign your access sequence 90## to the text type.

5.

Assign the new text determination procedure for the sales document header to your document type ZA## (previous assignment: determination procedure 01).

Task 2: Test how your new assignment works. 1.

Create a quotation with quotation type QT for the following customer inquiry: FAX Inquiry Customer:

T-S50B##

buyer:

Mr. Smith

Inquiry Number:

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Valid to:

End of next month

Material:

T-AS3##

Quantity:

1

2.

Create a new quotation header text, for example, “While stocks last. All orders subject to prior sale”.

3.

Create an order with your sales order type ZA## with reference to the quotation above (purchase order number :##-2-4.3).

4.

Check that the quotation header text has been copied into the order. If necessary, use the analysis function for text determination to clear up any problems.

5.

Complete the above order by entering an additional item text for “labels” with the following contents: “Hold for Smith's Motorcycle Center”

6.

Save the order and note the document number. ____________________________________________________

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Solution 38: Configuring Text Control Task 1: 1.

Create a new text determination procedure for the sales document “Header texts group ##” with ID (50 + ##), for example: for ## = 01 → 51), by copying text determination procedure 01. a)

Create a new text determination procedure: Menu path: Display SAP Reference IMG → Sales and Distribution → Basic Functions → Text Control → Define and Assign Text Determination Procedures Select: Sales Document / Header Choose Change In the Dialog Structure, choose theTextprocedure node. Select the entry for the text determination procedure with key 01 Choose Copy As On the next screen, overwrite key 01 with your own determination procedure keys (50 + ##), and change the description to “Header Text – Gr ##” Choose Enter In the following dialog box, choose Copy All Save your entries.

2.

Add text type Y001, created in the previous demo by your instructor, into your new text determination procedure. a)

Menu path: Display SAP Reference IMG → Sales and Distribution → Basic Functions → Text Control → Define and Assign Text Determination Procedures Select: Sales Document / Header Choose Change

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First, create your own access sequence 90## for text type Y001. The quotation header text should be copied from the reference document in the correct language. a)

Create access sequence 90##: Menu path: In the Dialog Structure, choose the node Access Sequences. Choose New Entries. Add the entry 90##. Select the entry and choose the node Access Sequences for Text Ids in the overview tree. Choose New Entries. Enter: SeNo

10

Text Object:

VBBK

ID

Y001

All languages:

checked

Requirement:

1 (Reference document header)

Save the access sequence. 4.

Now add text type Y001 into your text determination procedure (50 + ##), and assign your access sequence 90## to the text type. a)

Include text type Y001 in your own text determination procedure: Menu path: In the Dialog Structure, choose the Textprocedure node. Select the entry for the text determination procedure with your key (50 + ##). In the Dialog Structure, choose the node Text IDs in Text Procedure. Choose New Entries. Enter the text type Y001. Assign your access sequence 90## to text type Y001. Save the text determination procedure.

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5.

Assign the new text determination procedure for the sales document header to your document type ZA## (previous assignment: determination procedure 01). a)

Assign the new text determination procedure for the sales document header to your document type ZA##: Menu path: Display SAP Reference IMG → Sales and Distribution → Basic Functions → Text Control → Define and Assign Text Determination Procedures Select: Sales Document / Header Choose Change In the Dialog Structure, choose the Text procedure assignment node Position the cursor on document type ZA## and assign your text determination procedure (50 + ##) to it. Save the text procedure assignment.

Task 2: Test how your new assignment works. 1.

Create a quotation with quotation type QT for the following customer inquiry: FAX Inquiry Customer:

T-S50B##

buyer:

Mr. Smith

Inquiry Number:

##-2-4.1

Valid to:

End of next month

Material:

T-AS3##

Quantity:

1

a)

Create Quotation: Menu path: Logistics → Sales and Distribution → Sales → Quotation → Create Chose quotation type “QT” and enter the sales area data.

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Create a new quotation header text, for example, “While stocks last. All orders subject to prior sale”. a)

Menu path: Choose Display doc. header details. Choose the Texts tab page. Page to the end of the list of available header text types. Select the text type for the Form Header. Enter the text and save the document.

3.

Create an order with your sales order type ZA## with reference to the quotation above (purchase order number :##-2-4.3). a)

Create an order with reference to the quotation: Menu path: Logistics → Sales and Distribution → Sales → Order → Create Choose the order type ZA## and enter the sales area data. Choose Create with reference. Choose the Quotation tab page. Enter the quotation number or look for your quotation using the purchase order number ##-2-4.1 Choose Copy.

4.

Check that the quotation header text has been copied into the order. If necessary, use the analysis function for text determination to clear up any problems. a)

Check that the quotation header text has been copied into the order. Menu path: Choose Display doc. header details. Choose the Texts tab page.

5.

Complete the above order by entering an additional item text for “labels” with the following contents:

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“Hold for Smith's Motorcycle Center” a)

Create an additional item text: Select order item 10 Choose Display item details. Select the Texts tab. Select the label text. Enter “Hold for Smith's Motorcycle Center”

6.

Save the order and note the document number. ____________________________________________________ a)

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Exercise 39: Referencing and Copying Texts Exercise Objectives After completing this exercise, you will be able to: • Use manual text processing in sales and distribution documents

Business Example You want the system to find as many texts in the sales document as possible automatically. However, sometimes you need to process a text manually in a document.

Task 1: 1.

Create a text module with: Text name:

Z ##

Text ID:

SDVD

Language:

Course language

For up-to-date information, read the test report in the latest issue of “Motorcycle Today”.

Task 2: 1.

Create a QT quotation for the following customer inquiry: FAX Inquiry Customer:

T-S50B##

Buyer:

Mr. Smith

Inquiry Number:

##-3-2

Req. delivery date:

In one week

Material:

T-AS3##

Quantity:

1 Continued on next page

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2.

At the end of the material sales text enter the text module that you created above.

3.

Display confirmation of the quotation on the screen.

4.

Save the quotation and note the document number. ____________________________________________________

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Solution 39: Referencing and Copying Texts Task 1: 1.

Create a text module with: Text name:

Z ##

Text ID:

SDVD

Language:

Course language

For up-to-date information, read the test report in the latest issue of “Motorcycle Today”. a)

Create text module: Menu path: Tools → Form Printout → SAPscript → Standard Text Enter the text name of your group Choose Create. Enter the text and save the text module.

Task 2: 1.

Create a QT quotation for the following customer inquiry: FAX Inquiry Customer:

T-S50B##

Buyer:

Mr. Smith

Inquiry Number:

##-3-2

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Req. delivery date:

In one week

Material:

T-AS3##

Quantity:

1

a)

Create the order: Menu path: Logistics → Sales and Distribution → Sales → Quotation → Create

2.

At the end of the material sales text enter the text module that you created above. a)

Add the text module: Menu path: Select order item 10. Choose Display item details. Choose the Texts tab page. Select text type “Materials sales text”. Choose Detail. Place the cursor at the end of the text on an empty line. Choose: Insert → Text → Standard (You can also access this function by selecting the Standard pushbutton.) Enter your Text Name: Z##, Text ID: SDVD and set the “Expand Immediately” indicator. ChooseContinue. Save the text.

3.

Display confirmation of the quotation on the screen. a)

Menu path: Return to the main screen. Choose Header output preview.

4.

Save the quotation and note the document number. ____________________________________________________ a)

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Lesson Summary You should now be able to: • Identify the source of texts in Sales and Distribution • Describe the criteria which influence how texts are determined • Define and assign text types in Customizing • Edit texts manually in the sales document

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Unit Summary You should now be able to: • Identify the source of texts in Sales and Distribution • Describe the criteria which influence how texts are determined • Define and assign text types in Customizing • Edit texts manually in the sales document

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Unit 19 Output Unit Overview This unit describes the output control options. The unit also goes on to explain how to process printed output with SAPscript, to give the participants an idea of the effort required for enhancements.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • •

Describe the purpose of output types Set up various transmission media for issuing or printing output Select the dispatch times at which the output is issued Adjust the output determination to meet customer-specific requirements Explain how output types are processed in the SAP system Assess the degree of difficulty involved in adjusting the existing layout for output types to meet your requirements Name the steps needed for integrating customer-specific output types List the sales documents for which PDF-based forms are available Specify which business function must to be activated so that these forms can be used

Unit Contents Lesson: Output Determination ................................................456 Exercise 40: Configuring Output Determination........................463 Lesson: Output Processing (Example: SAPscript) .........................469 Exercise 41: Layout Modification for Output Types ....................477 Exercise 42: Processing your Own Output Types......................481 Lesson: PDF-Based Forms in the Sales Process ..........................488

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Lesson: Output Determination Lesson Overview This lesson describes the basic principles of output control in Sales and Distribution. Particular emphasis is placed on the condition technique used.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Describe the purpose of output types Set up various transmission media for issuing or printing output Select the dispatch times at which the output is issued Adjust the output determination to meet customer-specific requirements

Business Example Output in the SAP system is for communication purposes (particularly with the customer). You can set individual requirements (condition technique) to determine whether an output should be generated, who the recipient should be, and which transmission medium should be used. The information that influences output determination is stored as master data, in the form of condition records.

Figure 182: Output Types in SD

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Output is a means of communication for exchanging information between partners and systems. You can transmit output for different sales documents, such as quotations, orders, deliveries or invoices. You can make output determination dependent on different criteria. The condition technique is used for this. We differentiate between header output and item output. Header output issues the whole document while item output is for issuing each individual item in the document.

Figure 183: Transmission Media

The transmission medium determines how output is issued. For example, you can agree with the customer that an order confirmation is sent by EDI or that notification is given beforehand by way of the Internet. Processing the output (in other words, sending the information) is controlled by the relevant processing program. A program with the relevant layout sets can be assigned to each output type and transmission medium.

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Figure 184: Communication Strategy

A communication strategy represents a sequence of communication types. The communication strategy can be used for external transmission. It searches through the sequence of given communication types until it finds the communication data for the required address (taken from Central Address Management). You define the communication strategy used in the additional data for the output condition record.

Figure 185: Timing of Output

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You can determine when an output is to be issued. The following times are available: •

•

•

The output to be sent is selected by a standard program (RSNAST00) that is set to run at regular intervals. You can decide whether an output should be selected the next time the program runs (transmission time-spot 1) or at a time specified by the user (transmission time-spot 2). There is a special selection program for different sales documents (for example, deliveries and billing documents). You use it to process output online or in batches (transmission time-spot 3). You can schedule a batch to ensure regular processing (as for time 1). The output is issued automatically as soon as a document is posted (transmission time-spot 4).

Figure 186: Overview of Output Determination

Output is determined (like pricing and text determination) using the condition technique. A condition record for an output type contains the requirements for that output type. If these are met, then the system proposes that particular output type. You determine the transmission medium, the time and the partner function in the condition record. Output is sent to the partner who matches the partner function in the underlying object (for example, the sales order). It is also possible to create output that is not dependent on a particular partner (for example, labels).

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You can use the analysis function on the output screen in the sales documents to check the output determination and see why a particular output was proposed, or why it was not determined.

Figure 187: Output Determination - Access Sequences

The access sequence is a search strategy used by the SAP system to search for the valid output condition records. Each access step contains the name of a condition table that in turn contains the key fields for the output condition records. The rule that governs the sequence in which the system searches states that it should search “from the specific to the general”. To create a new access sequence, copy a similar existing access sequence and make any necessary changes to the copy. If you define your own access sequences, the keys should start with Y or Z, as these namespaces have been kept free in the standard system by SAP for this purpose.

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Figure 188: Output Determination - Analysis

You can use the Analysis function for output determination in the sales document screens (with the create or change functions). Menu path: Extras → Output → Header (or item) → Process Choose Goto → Determination analysis

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Lesson: Output Determination

Exercise 40: Configuring Output Determination Exercise Objectives After completing this exercise, you will be able to: • Adjust output determination to meet specific requirements

Business Example Your company normally prints out order confirmations. It is now often the case that customers wish to be informed by fax. When you determine the transmission medium for these customers, the system should automatically choose the fax machine.

Task 1: 1.

Find out which output determination procedure is assigned to the sales document header for your order type ZA##. __________________________________________________________

Task 2: Customer T-S50A## wants you to send the order confirmation by fax. 1.

Check the settings for output determination to see whether the SAP system allows you to store this customer request in the master data.

2.

Which key combinations can you use to make output determination for the output type BA00 dependent on the current time? 1.) 2.) 3.)

3.

Create an output condition record for customer T-S50A## with output type BA00 for:

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SORG:

1000

Transmission medium:

Fax

Date/Time:

Send with application own transaction

Task 3: 1.

Create an order with order type ZA## for the following purchase order from customer T-S50A##. FAX Customer:

T-S50A##

PO number:

##-1-3

Req. delivery date:

In one week

Material:

T-AS1##

Quantity:

10

2.

Check whether the output determination has had the desired result. If necessary, use the analysis function for output determination to clarify any problems.

3.

What problem has the determination analysis found? ____________________________________________________

4.

Terminate order entry!

Task 4:

464

1.

Enter the fax number 123456789 for customer 1 in the customer master record.

2.

Repeat Task 3 above.

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Solution 40: Configuring Output Determination Task 1: 1.

Find out which output determination procedure is assigned to the sales document header for your order type ZA##. __________________________________________________________ a)

The output determination procedure V10000 is assigned for the order type ZA#. Menu path: Display SAP Reference IMG → Sales and Distribution → Basic Functions → Output Control → Output Determination → Output Determination Using the Condition Technique → Maintain Output Determination for Sales Documents → Assign Output Determination Procedures → Allocate sales document header Locate entry ZA##.

Task 2: Customer T-S50A## wants you to send the order confirmation by fax. 1.

Check the settings for output determination to see whether the SAP system allows you to store this customer request in the master data. a)

Menu path: Display SAP Reference IMG → Sales and Distribution → Basic Functions → Output Control → Output Determination → Output Determination Using the Condition Technique → Maintain Output Determination for Sales Documents → Maintain Output Types Select output type BA00 and choose Details. Z001 is entered as the access sequence. Go back to the overview tree for output control. Choose: → Maintain Access Sequences Select the access sequenceZ001 and choose Accesses Dialog Structure.

2.

Which key combinations can you use to make output determination for the output type BA00 dependent on the current time?

Continued on next page

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1.) Sales Organization / Distribution Channel / Division / Customer 2.) Sales Organization / Customer 3.) Order Type / Sales Organization / Sold-to Party a) 3.

Create an output condition record for customer T-S50A## with output type BA00 for: SORG:

1000

Transmission medium:

Fax

Date/Time:

Send with application own transaction

a)

Create output condition record for output type BA00: Menu path: Logistics → Sales and Distribution → Master Data → Output → Sales Document → Create Choose BA00 in the “Output type” field Choose the key combination Sales Organization / Customer Number Enter your data.

Task 3: 1.

Create an order with order type ZA## for the following purchase order from customer T-S50A##. FAX Customer:

T-S50A##

PO number:

##-1-3

Continued on next page

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Req. delivery date:

In one week

Material:

T-AS1##

Quantity:

10

a)

Create an order belonging to the order type ZA##: Menu path: Logistics → Sales and Distribution → Sales → Order → Create

2.

Check whether the output determination has had the desired result. If necessary, use the analysis function for output determination to clarify any problems. a)

Menu path: Choose Extras → Output → Header → Edit Choose Goto → Determination analysis

3.

What problem has the determination analysis found? ____________________________________________________ a)

4.

No fax number could be determined for partner T-S50A##.

Terminate order entry! a)

Task 4: 1.

Enter the fax number 123456789 for customer 1 in the customer master record. a)

Enter the fax number in the customer master record: Menu path: Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Change → Sales and Distribution Enter your customer and the sales area data. Select the Address tab page. Enter data in the “Fax” field. Save your entries.

2.

Repeat Task 3 above. a)

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Lesson Summary You should now be able to: • Describe the purpose of output types • Set up various transmission media for issuing or printing output • Select the dispatch times at which the output is issued • Adjust the output determination to meet customer-specific requirements

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Lesson: Output Processing (Example: SAPscript)

Lesson: Output Processing (Example: SAPscript) Lesson Overview This lesson describes the basic principles of processing printed output with SAPscript.

Lesson Objectives After completing this lesson, you will be able to: • • •

Explain how output types are processed in the SAP system Assess the degree of difficulty involved in adjusting the existing layout for output types to meet your requirements Name the steps needed for integrating customer-specific output types

Business Example Changing output types to meet customer-specific requirements is an important part of many implementation projects. These adjustments include providing additional fields, logos and barcodes as well as displaying additional header and item texts. You might also need to add new, customer-specific output types.

Procuring and Preparing Data

Figure 189: Procuring and Preparing Data

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The structure and data in the documents that are processed online are stored in the database. To transmit output, the system procures the data from the database and prepares it for the required transmission medium.

Figure 190: Printing Data

The system procures and prepares data in two separate steps when printing documents. The printing controls are defined in the SAPscript form, independent of the print output program. The output is then transmitted to a printer or other output device.

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Figure 191: Example: Output BA00 (Order Confirmation)

Several communication structures are available for printing documents: • • • • • •

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VBDKA (document header view for inquiry, quotation and order) VBDPA (document item view for inquiry, quotation and order) VBDKL (document header view for delivery note) VBDPL (document item view for delivery note) VBDKR (document header view for billing document) VBDPR (document item view for billing document)

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System Adjustment - New Fields for Printing Documents

Figure 192: New Fields for Printing Documents: Case 1

Simple changes that do not need preparation logic or new fields in the communication structure can be processed directly in the form with SAPscript. A form modification is “pure” if the following prerequisites are met: • • •

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The field exists in the communication structure The field is NOT contained in the form The field can be integrated into the form in an existing format

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Figure 193: New Fields for Printing Documents: Case 2

New fields for printing documents are copied into the following INCLUDES (structures integrated into the communication structures). • • • • • •

Header data for order documents in VBDKAZ (contained in VBDKA) Item data for order documents in VBDPAZ (contained in VBDPA) Header data for delivery documents in VBDKLZ (contained in VBDKL) Item data for delivery documents in VBDPLZ (contained in VBDPL) Header data for billing documents in VBDKRZ (contained in VBDKR) Item data for billing documents in VBDPRZ (contained in VBDPR)

Now the new field can be processed in the form as in Case 1. Occasionally, the system may need to access the processing program (for example, if additional data needs to be read).

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Integrating a New Output Type

Figure 194: Integrating a New Output Type

New output types are normally based on existing document types This means that if you need to create any document data, you can copy most of it from an existing communication structure. The real work starts when writing the processing program and its form definition. This is where you need an ABAP programmer and someone familiar with SAPscript.

Figure 195: Example: Customer's Material Label ZMAT

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A processing program has to be written for procuring the transmission data and controlling the form output. This program should be given a name from the customer’s name range (for example ZZLO650) and be based on the specified communication structures VBDKL (document header view for delivery note) and VBDPL (document item view for delivery note). The processing program, together with the relevant SAPscript form in which the required layout was programmed (name, for example ZZ_MAT_LABEL), is assigned to output type ZMAT in Customizing. You must add output type ZMAT to the output determination procedure for deliveries so that the system includes it during output determination.

Introduction to the Demonstration and Exercise Scenario

Figure 196: Converting Requirements to the Output Control

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Exercise 41: Layout Modification for Output Types Exercise Objectives After completing this exercise, you will be able to: • Understand how output types are processed in the SAP system

Business Example During the implementation project, you made some small changes requested by the Customer Service department to the layout of the forms for quotation and order confirmation: The terms of delivery (Incoterms) together with the description should be printed in the sales documents. Furthermore, when creating quotations, the quotation header text should only be printed in the confirmation document. When a sales order is created with reference to this quotation, this quotation text should not appear in the order confirmation. It is your job to check whether these changes work.

Task 1: 1.

Search for the quotation with the purchase order number ##-2-4.1 and display the print formatting for the quotation on the screen.

2.

Was the quotation header text output? __________________________________________________

3.

Was the description of the Incoterms output? __________________________________________________

Task 2: 1.

Use the document flow to find the order that was created with reference to this quotation and display the print formatting for the order on the screen.

2.

Was the quotation header text output in the order confirmation? __________________________________________________

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Solution 41: Layout Modification for Output Types Task 1: 1.

Search for the quotation with the purchase order number ##-2-4.1 and display the print formatting for the quotation on the screen. a)

Menu path: Logistics → Sales and Distribution → Sales → Quotation → Display Choose search help “Sales Documents according to PO number”. Enter ##-2-4.1 in the purchase order number field. Choose the right document from the hit list. Choose: Sales Document → Issue Output To Choose Print preview.

2.

Was the quotation header text output? __________________________________________________ a)

3.

Yes, the quotation header text was output.

Was the description of the Incoterms output? __________________________________________________ a)

Yes, the description of the Incoterms was output.

Task 2: 1.

Use the document flow to find the order that was created with reference to this quotation and display the print formatting for the order on the screen. a)

Menu path: Logistics → Sales and Distribution → Sales → Quotation → Display Choose Display document flow. Select the order number. Choose Display document. Choose Header output preview.

2.

Was the quotation header text output in the order confirmation? Continued on next page

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__________________________________________________ a)

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No, the quotation header text was no longer output.

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Exercise 42: Processing your Own Output Types Exercise Objectives After completing this exercise, you will be able to: • Name the steps needed for integrating customer-specific output types

Business Example To optimize sales and distribution processing in your company, you have created a special material label (output type ZMAT) in the SAP system. The use of this new item text type “Additional label text”, output with the material label, should make it easier for the customer (retailer) to identify the delivered goods and assign them to the correct end customers.

Task 1: Your colleagues in the programming department have informed you that programming has been completed for the output type ZMAT and is ready for testing. 1.

Check whether output type ZMAT has been correctly configured in Customizing.

2.

Which procedure contains ZMAT (ZMAT should be an item output for deliveries)?

3.

Which access sequence is assigned to the output type?

4.

Which processing program and form has been assigned?

Task 2: Change the settings so that you can also use output type ZMAT for your shipping point Z0# without any problems. 1.

2.

Maintain the print parameters for your shipping point Z0##. Shipping point:

Z0##

Output device:

LP01

Suffix1:

ZMAT

Suffix2:

MAT-LABEL

Create output condition records for your customers T-S50A## and TS50B## for output type ZMAT: Continued on next page

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SORG:

1000

Transmission medium:

Print Output

Date/Time:

Send immediately

Task 3:

482

1.

Search for the order with purchase order number ##-2-4.3 and create an outbound delivery for it.

2.

In the output screen for the item, check that the system finds and sets output type ZMAT. Use the determination analysis to clarify any problems.

3.

If output determination is correct, save the delivery.

4.

Print the label.

5.

Look at the output generated in the spool.

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Solution 42: Processing your Own Output Types Task 1: Your colleagues in the programming department have informed you that programming has been completed for the output type ZMAT and is ready for testing. 1.

Check whether output type ZMAT has been correctly configured in Customizing. a)

Menu path (general): Display SAP Reference IMG → Logistics Execution → Shipping → Basic Shipping Functions → Output Control → Output Determination → Maintain Output Determination for Outbound Deliveries

2.

Which procedure contains ZMAT (ZMAT should be an item output for deliveries)? a)

Output type ZMAT was included in procedure V20001. Menu path (continued): → Maintain Output Determination Procedure Select the entry V20001 and choose the Control Data node in the Dialog Structure.

3.

Which access sequence is assigned to the output type? a)

Access sequence 0003 is assigned to the output type ZMAT. Menu path (continued): → Maintain Output Types Select the entry ZMAT. Choose Detail.

4.

Which processing program and form has been assigned? a)

For medium 1: Program ZZLO650, form ZZ_MAT_LABEL Menu path (continued): → Maintain Output Types Select the entry ZMAT and choose Processing Routines in the overview tree.

Continued on next page

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Task 2: Change the settings so that you can also use output type ZMAT for your shipping point Z0# without any problems. 1.

Maintain the print parameters for your shipping point Z0##. Shipping point:

Z0##

Output device:

LP01

Suffix1:

ZMAT

Suffix2:

MAT-LABEL

a)

Menu path: Display SAP Reference IMG → Logistics Execution → Shipping → Basic Shipping Functions → Output Control → Output Determination → Define Print Parameters Shipping Choose Shipping. Choose ZMAT. Choose New Entries. Enter and save your data.

2.

Create output condition records for your customers T-S50A## and TS50B## for output type ZMAT: SORG:

1000

Transmission medium:

Print Output

Date/Time:

Send immediately

a)

Menu path: Logistics → Sales and Distribution → Master Data → Output → Shipping → Create Choose ZMAT in the “Output type” field Choose the key combination Sales Organization / Customer Enter your data.

Continued on next page

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Task 3: 1.

Search for the order with purchase order number ##-2-4.3 and create an outbound delivery for it. a)

Menu path: Logistics → Sales and Distribution → Sales → Order → Display Choose search help “A: Sales Documents by Customer Purchase Order Number”. Enter ##-2-4.3 in the purchase order number field. Choose the right document from the hit list. Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order Change the selection date to the end of next week.

2.

In the output screen for the item, check that the system finds and sets output type ZMAT. Use the determination analysis to clarify any problems. a)

Menu path: Select delivery item 10. Choose: Extras → Delivery Output → Item Choose Goto → Determination analysis

3.

If output determination is correct, save the delivery. a)

Continued on next page

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4.

Print the label. a)

Menu path: Logistics → Sales and Distribution → Shipping and Transportation → Communication/Printing → Outbound Delivery Output In the selection screen, enter: Output type:

ZMAT

Shipping point:

Z0##

Delivery:

Delivery from last activity

Choose Execute. Select the list of delivery items. Choose Process. 5.

Look at the output generated in the spool. a)

Menu path: System → Services → Output Control Choose Execute. Select the relevant spool request. Choose Display content.

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Lesson Summary You should now be able to: • Explain how output types are processed in the SAP system • Assess the degree of difficulty involved in adjusting the existing layout for output types to meet your requirements • Name the steps needed for integrating customer-specific output types

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Lesson: PDF-Based Forms in the Sales Process Lesson Overview This lesson contains information about the PDF-based forms (PDF = Portable Document Format) in the sales process. These forms are available as of SAP ERP 6.0 Enhancement Package 2.

Lesson Objectives After completing this lesson, you will be able to: • •

List the sales documents for which PDF-based forms are available Specify which business function must to be activated so that these forms can be used

Business Example In the Form Builder, PDF-based forms are defined for the sales process. These forms are used by the portal role internal sales representative for the Web application sales summary, for example. These PDF-based forms can replace the SAPscript forms used up to now.

Prerequisites The following technical prerequisites must apply: • •

SAP ERP 6.0 Enhancement Package 2 The business function SD_01 must be active (transaction SFW5)

Which forms are available? • • • • • •

Order confirmation (SD_SDOC_FORM01) Invoice/billing document (SD_INVOICE_FORM01) Invoice list (SD_BIL_LIST_FORM01) Customer contact (SD_CAS_FORM01) Output form for sales summary (SD_CFS_FORM01) Mailing example for customer contact (SD_CAS_MAIL_FORM01)

Application Example: Order Confirmation The PDF-based forms are defined in the Form Builder SAP Easy Access Menu -> Tools -> Form Printout -> Interactive Forms (transaction SFP)

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These forms can replace the SAPscript forms used up to now. The customer can use these forms to set up their own forms.

Figure 197: Order Confirmation: SAPscript and PDF-Based

The forms are assigned to the output type, just like all other forms. For the order confirmation SD_SDOC_FORM01, the relevant processing program is SD_SDOC_PRINT01.

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Lesson Summary You should now be able to: • List the sales documents for which PDF-based forms are available • Specify which business function must to be activated so that these forms can be used

Related Information • •

490

www.service.sap.com/adobe Documentation in the SAP online help: Search for “SAP Interactive Forms by Adobe” -> PDF-based Print Forms

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Unit Summary

Unit Summary You should now be able to: • Describe the purpose of output types • Set up various transmission media for issuing or printing output • Select the dispatch times at which the output is issued • Adjust the output determination to meet customer-specific requirements • Explain how output types are processed in the SAP system • Assess the degree of difficulty involved in adjusting the existing layout for output types to meet your requirements • Name the steps needed for integrating customer-specific output types • List the sales documents for which PDF-based forms are available • Specify which business function must to be activated so that these forms can be used

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Unit Summary

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Unit 20 System Modifications Unit Overview This unit teaches you about techniques that allow you to adjust the SAP ERP interface to your company-specific requirements.

Unit Objectives After completing this unit, you will be able to: • • •

define account groups for maintaining customer master records adapt screens that use the display element “table control” to meet your specific requirements create transaction variants

Unit Contents Lesson: Techniques for Avoiding System Bottlenecks.....................494 Exercise 43: Account Groups / Field Selection Customer Master Record .......................................................................501 Exercise 44: Table Control and Transaction Variants..................507

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Lesson: Techniques for Avoiding System Bottlenecks Lesson Overview This lesson presents several concepts you could use to adapt the user interface to the requirements of the end user without system modifications.

Lesson Objectives After completing this lesson, you will be able to: • • •

define account groups for maintaining customer master records adapt screens that use the display element “table control” to meet your specific requirements create transaction variants

Business Example An important factor in the success of an implementation project is the ability to modify the interface for screen transactions to meet the requirements of different business transactions and user groups. You can make these modifications in the SD application component in the customer master data. In addition, you can adjust the individual transactions using transaction variants, and users can also define their own views for displaying a large number of tables.

Controlling the Customer Master Using Account Groups

Figure 198: Customer Master

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Lesson: Techniques for Avoiding System Bottlenecks

Sales data constitutes the basic data for Sales and Distribution and Shipping. Company code data constitutes the basic data for Financial Accounting. General data is assigned directly to clients. It is then valid for both the various company codes as well as the different sales areas. The customer number used in Sales and Distribution is thus identical to the customer number used in Accounting.

Figure 199: Customer Master - Account Groups

An account group is a classification within the customer master records. The account group specifies: • • •

Which entries in the master record are required or optional (field selection) The number range for the customer account number Whether the number is assigned by the user or the system (external or internal number assignment)

• •

Whether or not the account is a one-time account (conto pro diverse) Which output determination procedure is used

You can add your own account groups to those that are predefined in the SAP standard system.

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Figure 200: Customer Master - Selecting Fields for Data Groups

You can find general data as well as the data specific to sales and distribution and the company code in the customer master record. You can use field selection for each account group to determine whether field entries are optional or required. Any fields that are not required can be hidden.

Figure 201: Customer Master - Field Selection for Account Groups

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Lesson: Techniques for Avoiding System Bottlenecks

Account groups are already set up in the SAP standard system for the different partner functions, such as: • • • •

Sold-to party Ship-to party Payer Bill-to party

Specific fields are selected for each of these account groups. The field selection depends on the functions within the required partner function.

Figure 202: Customer Master - Additional Influences on Field Selection

In addition to the account group, the transactions for creating, changing and displaying a customer master record also influence which fields are selected. There are transactions which can be used • • • •

from a sales and distribution perspective from an accounting perspective centrally for both perspectives to process a customer master record.

In the SAP standard system, you can maintain banking details using either the accounting or the central transaction, for example.

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Figure 203: Linking Rules for Field Selection

The field status information for the two influencing factors (account group and transaction) are combined in pairs. The status with the highest priority is always chosen first.

Personalization Using Table Controls

Figure 204: Table Control

“Table control” is a display element that enables you to configure the table view to meet customer-specific requirements. This is particularly useful if the table contains a lot of fields.

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Every user can define their own view of the data to make their own work easier, by: • • • •

Changing the sequence of columns Changing the width of columns (including making them invisible) Saving the settings as a display variant Making their display variant the standard setting

An administrator can also make individual fields invisible for the whole system. •

(Authorization object: S_ADMI_FCD in the Basis Administration authorization class.)

Transaction Variants

Figure 205: Transaction Variants / Screen Variants / GuiXT

Transaction processes can be simplified with screen variants. These can: • • •

Enter default values in fields Hide and change the ready for input status of fields Hide whole screens

Hiding and compressing screens as well as hiding fields makes it easier to work with the SAP system and gives you a better overview. A transaction variant is made up of screen variants. A transaction variant is assigned to one transaction alone. Each transaction can have several variants. Transaction variants are only permitted for dialog transactions.

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If you are using batch input (or batch input recording), the system does NOT take account of the values in the transaction variants. The supplementary tool GuiXT allows for flexible design of individual screens. GuiXT uses a script language for scripts that run on the front-end. You can find more information on the homepage for the manufacturers of GuiXT (http://www.synactive.com).

Calling a Transaction Variant Using the Sales Document Type A transaction variant is normally called using a variant transaction that can be incorporated in a user role, for example. With sales document types, an additional option is to assign the transaction variant in Customizing for the sales document type. Dependencies arise as a result of this special feature. These are illustrated in the following graphic.

Figure 206: Calling Transaction Variants for VA01

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Exercise 43: Account Groups / Field Selection Customer Master Record Exercise Objectives After completing this exercise, you will be able to: • define account groups for maintaining customer master records. • describe the most important influencing factors for field selection when maintaining customer master data

Business Example To ensure that order entry is as easy as possible with no system queries about incomplete customer master data, your company has decided that Incoterms must always be entered in the sales and distribution data for a customer master record.

Task 1: You want to maintain your system in such a way that the Incoterms must always be entered in sales and distribution data when customer master data is maintained. The system should also create a sequential customer number automatically when you create a new customer master record. Define a new account group with these characteristics. 1.

Define a new account group by copying existing account group 0001. Key:

Z##

Description:

LO650-## Customers

2.

In the details screen, assign a number range to your new account group so that numbers are issued automatically, as required.

3.

Branch from the details screen for your account group to the field status for the sales data.

4.

Use the subgroup list to find the group that contains the Incoterms. Choose the correct subgroup and set the Incoterms as a required entry field.

Task 2: 1.

Customers with account group Z## should be able to copy the • sold-to party Continued on next page

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• ship-to party • bill-to party • payer partner functions. Make the relevant assignments in Customizing for Sales and Distribution.

Task 3: Create a new customer master record from the sales view with your new account group Z##. 1.

2.

Create a new customer master record from the sales view with your new account group Z##. Sales organization:

1000

Distribution channel:

12

Division:

00

Account group:

Z##

Now try to enter a customer number. Does the system allow you to do this? ________________________________________________________

3.

4.

Choose the following data: Search term:

LO650-##

Country:

Germany

Language:

Language of the course

Transportation zone:

D000020000

Shipping condition:

01

Tax classification:

1

Now try to leave the billing data screen without entering the Incoterms. Does the system allow you to do this? _______________________________________________________

5.

Choose the Incoterms FH, save the customer master record and note down the customer number. _______________________________________________________

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Solution 43: Account Groups / Field Selection Customer Master Record Task 1: You want to maintain your system in such a way that the Incoterms must always be entered in sales and distribution data when customer master data is maintained. The system should also create a sequential customer number automatically when you create a new customer master record. Define a new account group with these characteristics. 1.

Define a new account group by copying existing account group 0001. Key:

Z##

Description:

LO650-## Customers

a)

Menu path: Display SAP Reference IMG → Logistics - General → Business Partner → Customers → Control → Define Account Groups and Field Selection for Customers Select the entry for account group 0001. Choose Copy As. Enter the key Z## and a description.

2.

In the details screen, assign a number range to your new account group so that numbers are issued automatically, as required. a)

Menu path: Select the entry for your new account group Z##. Choose Detail. Choose the number range 02.

3.

Branch from the details screen for your account group to the field status for the sales data. a)

Menu path: Place the cursor on the “Sales data” field in the “Field status” section of the screen. Choose Expand field status.

4.

Use the subgroup list to find the group that contains the Incoterms.

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Choose the correct subgroup and set the Incoterms as a required entry field. a)

Set the Incoterms as a required entry field. Menu path: Choose Subgroup list. Result: the Incoterms are in the “Billing” in the Select Group section of the screen. Enter/Continue. Double-click on Billing in the Select Groupsection of the screen. Select “Req. Entry” for the “Incoterms” field. Save your entries.

Task 2: 1.

Customers with account group Z## should be able to copy the • sold-to party • ship-to party • bill-to party • payer partner functions. Make the relevant assignments in Customizing for Sales and Distribution. a)

Assign the permitted partner functions to account group Z##: Menu path: Display SAP Reference IMG → Sales and Distribution → Basic Functions → Partner Determination → Set Up Partner Determination Choose: Set Up Partner Determination for Customer Master Choose: Account Groups - Function Assignment. Assign your account group Z## to the four functions (SP, BP, PY, SH) by selecting the existing entries for account group 001 and using theCopy as function. Save your assignments.

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Task 3: Create a new customer master record from the sales view with your new account group Z##. 1.

Create a new customer master record from the sales view with your new account group Z##. Sales organization:

1000

Distribution channel:

12

Division:

00

Account group:

Z##

a)

Create customer master record: Menu path: Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Create → Sales and Distribution Select new account group Z## and enter your sales area. Enter your data on the address tab page. Choose Sales Area Data. Complete the required fields and save the master record.

2.

Now try to enter a customer number. Does the system allow you to do this? ________________________________________________________ a)

3.

No, because numbers are issued internally for account group Z##.

Choose the following data: Search term:

LO650-##

Country:

Germany

Language:

Language of the course

Transportation zone:

D000020000

Shipping condition:

01

Tax classification:

1

a)

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Now try to leave the billing data screen without entering the Incoterms. Does the system allow you to do this? _______________________________________________________ a)

5.

No, because the Incoterms are defined as required entries.

Choose the Incoterms FH, save the customer master record and note down the customer number. _______________________________________________________ a)

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Exercise 44: Table Control and Transaction Variants Exercise Objectives After completing this exercise, you will be able to: • adapt screens that use the display element “Table Control” to meet user-specific requirements. • create transaction variants

Business Example Because each person's daily tasks are different, the users would often like to configure the screen transactions themselves according to their individual needs. You want to learn about this option so that you can explain it to the users in your company.

Task 1: 1.

Create an order with order type OR for the following purchase order. FAX Customer:

Search term: Lo650-##

PO number:

##-1-2

Req. delivery date:

Immediately

Material:

T-AS1##

Quantity:

10

Material:

T-AS2##

Quantity:

10

2.

Use table control to reduce the width of the “Order quantity” column in the overview screen.

3.

Change the sequence of columns by putting the “Net value” field behind the “Description” field.

4.

Save your changes as a display variant under the name LO650-##.

5.

Set display variant LO650-## as your standard setting.

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Task 2:

508

1.

Create a transaction variant with the name “ZLO650_##” for the transaction VA01 (Create order).

2.

Create transaction code ZLO650_## for your transaction variants.

3.

Include the transaction in your favorites menu.

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Lesson: Techniques for Avoiding System Bottlenecks

Solution 44: Table Control and Transaction Variants Task 1: 1.

Create an order with order type OR for the following purchase order. FAX Customer:

Search term: Lo650-##

PO number:

##-1-2

Req. delivery date:

Immediately

Material:

T-AS1##

Quantity:

10

Material:

T-AS2##

Quantity:

10

a)

Create an order belonging to the order type OR: Menu path: Logistics → Sales and Distribution → Sales → Order → Create Choose order type “OR” and enter your data.

2.

Use table control to reduce the width of the “Order quantity” column in the overview screen. a)

Menu path: Place your cursor on the dividing line between the “Order quantity” and the “SU” fields. Hold the mouse button down and drag the line to the left.

3.

Change the sequence of columns by putting the “Net value” field behind the “Description” field. a)

Menu path: Place the cursor on the column heading for the “Net value” field. Hold the mouse button down and drag the field to the right of the “Description” field.

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Save your changes as a display variant under the name LO650-##. a)

Menu path: Place the cursor on the symbol in the upper right-hand corner of the table control. Click on the symbol. A dialog box appears. Enter the name for your display variant. Choose Create. Choose Copy.

5.

Set display variant LO650-## as your standard setting. a)

Menu path: Place the cursor on the symbol in the upper right-hand corner of the table control. Click on the symbol. A dialog box appears. Select your display variant as the standard variant. Choose Copy.

Task 2: 1.

Create a transaction variant with the name “ZLO650_##” for the transaction VA01 (Create order). a)

Create transaction variant: Menu path: Display SAP Reference IMG → SAP NetWeaver → General Settings → Field Display Characteristics → Configure Application Transaction Fields Enter the transaction VA01 and the variant ZLO650_##. Run the transaction for the first screens and create a screen variant for the individual screens. Save and test your entries.

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2.

Create transaction code ZLO650_## for your transaction variants. a)

Create transaction code: Menu path: Display SAP Reference IMG → SAP NetWeaver → General Settings → Field Display Characteristics → Configure Application Transaction Fields Enter the transaction VA01 and the variant ZLO650_##. Choose: Goto → Create variant transactions Enter the transaction name ZLO650_##. Choose Continue. Save your entries.

3.

Include the transaction in your favorites menu. a)

Menu path: Favorites → Add Transaction

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Lesson Summary You should now be able to: • define account groups for maintaining customer master records • adapt screens that use the display element “table control” to meet your specific requirements • create transaction variants

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Unit Summary

Unit Summary You should now be able to: • define account groups for maintaining customer master records • adapt screens that use the display element “table control” to meet your specific requirements • create transaction variants

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Unit Summary

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Course Summary

Course Summary You should now be able to: • • • • • •

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Describe the elements of the pricing condition technique and the relationships between them Convert your pricing requirements to the necessary pricing strategy Make the necessary Customizing settings to implement your pricing strategy Describe how billing is integrated within the Sales and Distribution process chain and how data is transferred to Financial Accounting Carry out the Customizing configurations for your company-specific billing requirements Make cross-functional Customizing settings for the copying control, text control, output control and adapting the user interface functions

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Appendix 1 Appendix section 1 “Pricing in Sales Order Management” Data Model and Optional Exercise

Figure 207: Appendix

Figure 208: Table Structure: Conditions in Pricing

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The tables above contain the following information: • • • • • • •

Annn: Condition table KONH: Condition header KONA: Agreement (only with rebate) KONP: Condition item KONM: Quantity scale KONW: Value scale Note: KONM and KONW are never available at the same time.

Figure 209: Table Structure: Sales document:

VBUK: Sales document: Header status and administrative data VBAK: Sales document: Header data VBKD: Sales document: Business data VBUP: Sales document: Item status VBAP: Sales document: Item data VBEP: Sales document: Schedule line date VBPA: Sales document: Partner SADR: Address VBFA: Sales document flow KONV: Conditions

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Appendix 1: Appendix section 1 “Pricing in Sales Order Management” Data Model and Optional Exercise

NAST: Messages STXH: Texts: Header STXL: Texts: Line VBUV: Incompletion Log

Figure 210: Table Structure: Billing document

VBUK: Header status and administrative data VBRK: Billing document: Header data VBRP: Billing document: Item data VBPA: Sales document: Partner SADR: Address VBFA: Sales document flow KONV: Conditions NAST: Messages STXH: Texts: Header STXL: Texts: Line

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Figure 211: Master Data in IDES for SCM620 Pricing

Figure 212: Optional Troubleshooting Exercise

Exercise: Pricing Troubleshooting Exercise duration: 30 minutes Exercise Objectives After completing this exercise, you will be able to: •

Analyze and correct problems in Customizing for pricing.

Company Example Occasionally, problems with pricing configuration may arise. You will practice using the analysis tools available in the SAP system to detect and solve a variety of problems. Task

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Appendix 1: Appendix section 1 “Pricing in Sales Order Management” Data Model and Optional Exercise

As a member of the project team, you have been asked by your project manager to troubleshoot some problems in Customizing for pricing, which have only recently appeared when a standard order was created. You have been given a set of data to use for testing and some requirements that must be taken into account for solving the problems. 1.

Test by creating a standard order from the customer purchase order shown below. FAX Customer: T-L67A## Purchase order number: ##-11 Requested delivery date: In one week Material quantity T-AT3## 100 The test will be successful if the following requirements are met: The order must use the proper pricing procedure, Z##PRC. The price of the material must be determined by a PR00 condition record with a valid rate. The ZF## discount must appear on the line item with a valid rate. Repeat the first step until the requirements in the second step are met. Do not rely on the New pricing button to see the effect of changes you make in the pricing configuration tables. Instead, begin from the Sales menu and re-enter the order each time. This is the only way to ensure that all your improvements are taken into account.

Solution 23: Pricing Troubleshooting Task As a member of the project team, you have been asked by your project manager to troubleshoot some problems in Customizing for pricing, which have only recently appeared when a standard order was created. You have been given a set of data to use for testing and some requirements that must be taken into account for solving the problems. 1.

Test by creating a standard order from the customer purchase order shown below. FAX Customer: T-L67A## Purchase order number: ##-11

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Requested delivery date: In one week Material quantity T-AT3## 100 The test will be successful if the following requirements are met: The order must use the proper pricing procedure, Z##PRC. The price of the material must be determined by a PR00 condition record with a valid rate. The ZF## discount must appear on the line item with a valid rate. Repeat the first step until the requirements in the second step are met. Do not rely on the New pricing button to see the effect of changes you make in the pricing configuration tables. Instead, begin from the Sales menu and re-enter the order each time. This is the only way to ensure that all your improvements are taken into account. a) Caution: Only look at the solutions after you have tried to resolve the problems using the tools available to you. Your instructor has made changes to your group's pricing Customizing tables, which result in a variety of symptoms. Below, there is a list of all the symptoms you may observe and their causes. Symptom: Pricing procedure Z##PRC is not used to price the order. Cause: In the pricing procedure determination table, the procedure selected when using order type OR, sales area 1000 10 00, and customer T-L67A## has been changed to RVAA01. The correct value is pricing procedure Z##PRC. Symptom: PR00 condition record does not appear on the item condition screen. Cause: In pricing procedure Z##PRC, on the PR00 line, the requirement has been changed from 2 to 11. Since the line item does not meet requirement 11, the condition is ignored. The correct value for the requirement field is 2. Symptom: Condition ZF## appears on the order, but with no rate. The pricing condition analysis lists a message for ZF##: “Condition has been found (without condition record)”. Cause: In condition type ZF##, the Access sequence field is blank. The correct value for the Access sequence field is ZA##.

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Appendix 1: Appendix section 1 “Pricing in Sales Order Management” Data Model and Optional Exercise

Symptom: When the correct value (ZA##) is entered into the Access sequence field of condition type ZF##, the system responds with a message: “E: An access sequence has not been assigned for the header condition.” Cause: Condition type ZF## is marked as a header condition. This is an error. It should be marked as an item condition. Symptom: On the pricing detail screen for the item, both PR00 and ZF## are displayed with rates, but the PR00 rate is not being used as the price. Instead, the ZF## rate is being used. Cause: Condition type ZF## has a value of B (Prices) in the Condition class field. This causes it to be used as a price, overriding the PR00 record since ZF## occurs at a later step in the pricing procedure. The correct value for the Condition class field should be A (discounts/surcharges). Recommended Follow-Up Activities • • • •

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Repeat the exercises. using IDES data or your own data Read the online documentation. Read the IMG documentation. Read the release notes.

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Appendix 2 Exercise Data

Data in the Exercises Data for the following exercises has been been created for each group in the system.

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Replace:

With:

##

Your group number (01, 02,.....,19, 20)

Type of data

Data in the Training System

Sales Organization

1000

Distribution channel

10

Division

00

Plant

1200

Shipping Point

1200

Warehouse Number

012

Customer 1

T-L67A##

Customer 2

T-L67B##

Material 1

T-AT1##

Material 2

T-AT2##

Material 3

T-AT3##

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Appendix 2: Exercise Data

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Appendix 3 Important SAP Notes about Pricing

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# 886773

FAQ: General condition technique

# 876617

FAQ: Header conditions/header condition screen

# 844141

FAQ: Cumulated conditions

# 834174

How are 'value related' condition bases determined?

# 836243

Consulting note: How condition exclusion works in R/3

# 363212

'Pricing analysis' mode of operation

# 854978

How cumulated scale base values work

# 900089

Pricing: Processing steps FORM XKOMV_BEWERTEN

# 912145

Pricing: Significance of calculation type "G"

# 886532

Pricing: Displaying and rounding numbers

# 201830

Calculation of the net price of an item

# 930537

Interval scales: Functions and restrictions

# 156230

Requirements: What is permitted, what is not?

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Appendix 3: Important SAP Notes about Pricing

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Appendix 4 Additional Technical Information for Section 2 “Billing”

Figure 213: Roles for Billing in Sales and Distribution

A role is a logically related group of transactions. These transactions represent the functional scope typically required by a user in his or her work. Activity groups (user roles) are set up using the Profile Generator to enable users of the SAP System to work with user-specific and work center-specific menus. Activity groups are also used to assign authorizations to users for the activities contained in the menus. As of Release 4.6, the standard system contains predefined activity groups (user roles) for all application areas. In the above example, you can see the role SAP_LO_SD_BILLING_PROCESSING with the transactions that have been assigned to it. This role is included in the standard system.

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This role groups together all the functions that are available for billing in Sales Processing. It covers creating and changing billing documents, releasing blocked billing documents, list functions for billing documents, output from billing documents and retro-billing.

Figure 214: Standard Roles for Billing in Sales and Distribution

This slide shows you an overview of the roles available for billing in Sales and Distribution in the standard system. Each role contains the main transactions for carrying out the process described.

Frequently Used Menu Paths in this Course

Master Data

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Task

Menu Path

Display sold-to party

Logistics → Sales and Distribution → Master Data → Business Partner → Customer → Display → Complete

Display Material

Logistics → Sales and Distribution → Master Data → Products → Material → Other Material → Display

Display condition records (prices, surcharges, and discounts)

Logistics → Sales and Distribution → Master Data → Conditions → Display → Prices, Surcharges and Discounts, Freight, Taxes

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Appendix 4: Additional Technical Information for Section 2 “Billing”

Task

Menu Path or Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type

Sales order processing

Create/change/display order

Logistics → Sales and Distribution → Sales → Order → Create/Change/Display

Outline agreements

Create/change/display contract

Logistics → Sales and Distribution → Sales → Contract → Create/Change/Display

Shipping processing

Create/change/display outbound delivery

Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Single Document → Create/Change/Display

Create transfer order

Logistics → Sales and Distribution → Shipping and Transportation → Picking → Create Transfer Order → Single Document

Posting the goods issue

Logistics → Sales and Distribution → Shipping and Transportation → Post Goods Issue → Outbound Delivery Single Document

Create/change/display billing document

Logistics → Sales and Distribution → Billing → Billing Documents → Create/Change/Display

Billing document processing

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Task

Menu Path

Cancel billing document

Logistics → Sales and Distribution → Billing → Billing Documents → Cancel

Process billing due lists

Logistics → Sales and Distribution → Billing → Billing Document → Process Billing Due List

Billing in the background Logistics → Sales and Distribution → Billing → Billing Documents → Background Processing

Accounting

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Display list of billing documents created

Logistics → Sales and Distribution → Billing → Information System → Billing Documents → List Billing Documents

Display list of blocked billing documents

Logistics → Sales and Distribution → Billing → Billing Documents → Blocked Billing Documents

Display accounting documents

Logistics → Sales and Distribution → Billing → Billing Document → Display 
→ Button: Accounting

Create/change/display invoice list

Logistics → Sales and Distribution → Billing → Invoice List → Create/Change/Display

Process worklist for invoice lists

Logistics → Sales and Distribution → Billing → Invoice List → Process Worklist for Invoice Lists

Display customer line items

Logistics → Sales and Distribution → Billing → Environment → Accounts Receivable

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Appendix 4: Additional Technical Information for Section 2 “Billing”

Task

Menu Path or Accounting → Financial Accounting → Accounts Receivable → Account→ Display/Change Line Items

Customizing

Incoming payment for down payment request

Accounting → Financial Accounting → Accounts Receivable → Document Entry → Down Payment → Down Payment

Task

Menu Path Tools → Customizing → IMG → Execute Project → Display SAP Reference IMG

Initial Screen

Organizational units

Defining organizational units in SD and FI

Enterprise Structure → Definition → Financial Accounting or Sales and Distribution

Assigning organizational Enterprise Structure → units in SD and FI Assignment → Financial Accounting or Sales and Distribution Sales

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Defining sales document types

Sales and Distribution → Sales → Sales Documents → Sales Document Header → Define Sales Document Types

Define item categories

Sales and Distribution → Sales → Sales Documents → Sales Document Item → Define Item Categories

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Appendix 4: Additional Technical Information for Section 2 “Billing”

Customizing

Task

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Menu Path

Copying control for sales Sales and Distribution documents → Sales → Maintain Copy Control for Sales Documents Billing

Basic SD functions

534

Defining billing types

Sales and Distribution → Billing → Billing Documents → Define Billing Types

Defining number ranges for billing documents

Sales and Distribution → Billing → Billing Documents → Define Number Ranges for Billing Documents

Copying control for billing documents

Sales and Distribution → Billing → Billing Documents → Maintain Copying Control for Billing Documents

Setting up billing plans

Sales and Distribution → Billing → Billing Plan.....

Setting up pricing

Sales and Distribution → Basic Functions → Pricing → Pricing Control

Setting up account determination

Sales and Distribution → Basic Functions → Account Assignment/Costing → Revenue Account Determination ...

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Appendix 4: Additional Technical Information for Section 2 “Billing”

Customizing

Task

Menu Path

Financial accounting

Defining terms of payment

Financial Accounting → Accounts Receivable and Accounts Payable → Business Transactions → Outgoing Invoices/Credit Memos → Maintain Terms of Payment

Controlling

Activating profitability analysis

Controlling → Profitability Analysis → Flows of Actual Values → Activate Profitability Analysis

Assigning quantities and value fields

Controlling → Profitability Analysis → Flows of Actual Values → Transfer of Billing Documents → Assign Value/Quantity Fields

Figure 215: Table Structure: Billing document

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Figure 216: Table Structure: Invoice Lists

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Appendix 5 Basic Accounting Principles

Contents: • • • • •

Double-Entry Accounting Balance sheet accounts P&L accounts Example for Sales and Distribution Example for Materials Management

Figure 217: Double-Entry Accounting

The basic principle of double-entry accounting is that every business transaction is posted to at least two different accounts, and is therefore posted at least twice. In the simplest case, there are only two accounts involved. The most important thing to remember in this context is debit to credit.

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This means that you should post a transaction to the debit side in one account, but to the credit side in another. Basic principle: The total for debit postings is always the same as the total for credit postings, regardless of the number of accounts affected.

Figure 218: Account Types - Balance Sheet Accounts

Business transactions are posted to accounts (double-page invoices that register the movements of the amounts). In a double entry accounting system it is possible to separate the accounts into different types of basic accounts, which themselves are divided into two partial accounts: • •

Balance-sheet accounts (revenue accounts and capital/debt accounts) to which stocks and their changes are posted. P&L accounts (expense/cost and revenue/sales accounts) to which profit activities are posted.

The following basic equation applies to the structure of all accounts: Opening balance + Inflow - Outflow = Closing balance However, the basic accounts above differ in terms of the side that the opening balance, inflow, outflow and closing balance are posted to.

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Appendix 5: Basic Accounting Principles

Figure 219: Account Types - P&L Accounts

Figure 220: Example for Sales and Distribution

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Appendix 5: Basic Accounting Principles

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Figure 221: Sales and Distribution Example: Postings

In the example of a Sales and Distribution business transaction, an accounting document is created at the point of goods issue and/or invoice creation. At the time of the goods issue, the goods physically leave the warehouse. This results in a stock-related and value-related posting. This means that the stock is reduced and the materials usage is increased. The posting is therefore called “materials used to stock”. At the point of billing, receivables are accumulated by the customer, and additions are posted to sales revenues (posting record: Receivables to sales revenues). If the incoming payment is made in Financial Accounting, the receivables are reduced again and the inflow of the monetary amount is posted to a bank account (posting record: bank to receivables). Posting output tax has been ignored for the purposes of this simplified example.

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Appendix 5: Basic Accounting Principles

Figure 222: Example for Materials Management

Figure 223: MM Example: Postings

In the example of an MM business transaction, an inward stock movement follows at the time of the goods receipt. The clearing entry is made against a special goods receipt/invoice receipt clearing account (stock to GR/IR clearing account). If standard prices are used for valuation, it may be necessary to post the difference amount between purchasing and valuation costs to a price difference account. At the point of invoice creation, the GR/IR account is credited and payables accumulated by the relevant creditor (GR/IR clearing account to creditors). The payables are reconciled in the payment run, and a disposal is is entered in the bank account (payables to bank).

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In this simple example, we have ignored the posting of the accrued tax.

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Appendix 6 Interface Between Sales and Distribution and Profitability Analysis (CO-PA)

Figure 224: SD/CO-PA Interface: Course Overview Diagram

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Appendix 6: Interface Between Sales and Distribution and Profitability Analysis (CO-PA)

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Figure 225: Profitability Report in CO-PA

CO-PA = Profitability analysis, and is part of Controlling. A profitability report identifies the profit for a certain market segment during a certain time period. Data such as sales quantity, revenue, shipment and packaging costs, discounts and other sales deductions are transferred from Sales and Distribution. This means that Sales and Distribution sends data to profitability analysis. After deducting various costs, the analysis calculates different results, such as contribution margins.

Figure 226: Objective of Profitability Analysis

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Appendix 6: Interface Between Sales and Distribution and Profitability Analysis (CO-PA)

Every company needs to analyze its profits. For an extensive analysis, you need to describe and evaluate business transactions from a market-oriented viewpoint. Profitability analysis allows you to implement different profitability analyses because it examines the profitability of individual partial markets or market segments. You can define the market segments to match your requirements. They are identified by characteristics such as customer, product, division, sales organization, or distribution channel. The system determines important sales figures for each segment and uses them to calculate the profits. Using the screens in the Information System (drill-down reporting), you can analyze data and generate lists and reports. The evaluations and analyses may form the basis for any future decisions in various areas in the company.

Figure 227: Organizational Units in CO

Controlling uses special organizational units for its evaluations. The first level is the operating concern. This represents the marketing side of the company and describes the sales market in a uniform manner within an operating concern. The operating concern can be subdivided into different partial markets / market segments. An operating concern includes one or more controlling areas. The controlling area is a cost-oriented organizational element used to represent a closed system for cost accounting purposes.

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The controlling area includes one or more company codes. When transferring data from Sales and Distribution to CO, the system finds the relevant operating concern by following the assignment sequence Sales Organization → Company Code → Controlling Area → Operating Concern. Example: Sales organization 'South Germany' is assigned to company code 'Germany'. This, in turn, is assigned to the controlling area "Europe" that belongs to the operating concern "Europe". In this way the “Europe” market is subdivided into separate market segments.

Figure 228: Profitability Segments

Evaluations are carried out by comparing costs and revenues and take place within an operating concern at the level of profitability segments. A profit is calculated for each profitability segment. Profitability segments are partial markets / market segments in the operating concern that are uniquely identified with classifying characteristics. The above example concerns the profile for “motorcycles, southeast region, distribution channel retail”. This means that profit is calculated for selling motorcycles at retail in the southeastern region.

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Appendix 6: Interface Between Sales and Distribution and Profitability Analysis (CO-PA)

Figure 229: Profitability Analysis Procedure

There are two procedures for profitability analysis: costing-based and account-based. Both procedures can be used in parallel. However, before drill-down reporting you must set it to either costing-based or account-based.

Figure 230: Data Transfer Times

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Figure 231: Data Transfer Times

Order processing is the focal point of Sales and Distribution activities and contains three principle stages: •

Order entry, delivery with goods issue, and billing.

In costing-based profitability analysis, data is transferred to CO-PA as soon as an order is entered. The system generates a line item with a profitability analysis document for each sales order item. In the same way, the billing data is also transferred online. The system generates a line item for each billing item. In account-based profitability analysis, data is transferred to CO-PA when it is posted to Financial Accounting from Sales and Distribution. This means that when the accounting documents are generated during goods issue and during billing, the system creates line items in CO-PA. Data is transferred to the accounting valuation base. Data is not transferred when an order is entered because nothing is posted to FI at that stage.

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Appendix 6: Interface Between Sales and Distribution and Profitability Analysis (CO-PA)

Figure 232: Characteristics and Key Figures

CO-PA calculates the profit for a certain profitability segment by transferring data from Sales and Distribution. The profitability segment is defined by certain characteristics and characteristic values and these determine what should be evaluated. • •

Example: An evaluation is made for the profitability segment “motorcycles, retail, southeast region”. These characteristic values can be freely defined. They are taken from the header or the item in the sales document.

The real evaluation of profitability segments takes place using key figures (evaluation sizes). •

•

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In costing-based profitability analysis, the key figures are the quantity and value fields such as price, quantity, discount, and weight. This data comes from Sales and Distribution documents. In account-based profitability segments, the evaluation takes place in account groupings. The data is taken from the relevant accounting documents in Financial Accounting.

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Figure 233: Transferring Data from Sales and Distribution to CO-PA

Different kinds of data are stored at header and item level in the Sales and Distribution document. Some of this data can be used as characteristics; such as customer, sales organization, distribution channel or division. Other characteristics not contained in the document can also be derived from this data; for example, strategic business units. Other data in the Sales and Distribution document is assigned to the quantity and value fields. For example, the price is assigned to the “Revenue” value field, discounts are assigned to the “Sales deductions” value field, and the sales quantity is assigned to the “Quantity” quantity value field.

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Index A access sequences, 20, 48–49, 55

net price lists, 87 new pricing, 26

O

C

Order value, 151

Calculation formula, 152, 176 calculation schema, 18 calculation types, 90 Condition, 151 Condition category, 174 condition indexes, 88 condition maintenance, 6, 83–84 condition records, 2, 4, 47, 85–86, 121 condition supplements, 121 condition tables, 20, 47, 55 Condition type, 5, 152, 176 condition types, 50, 55, 119 conditions, 118 Customer hierarchy, 154–155

P Pallet discount, 157 Partial rebate settlements, 208 price book, 141 Pricing agreement, 4 Pricing procedure, 174–175 pricing procedures, 51, 55 pricing reports, 81–82 pricing type, 25 procedure determination, 52, 55 Promotion, 190–191

R

G

Rebate Agreement Types, 200 Rebate Agreements, 201 Rebate processing, 203 Rebates, 202 release procedure, 89 Retroactive rebate agreements, 209 Rule, 185

group conditions, 117

S

H

Sales deal, 191 Settlement run, 202 Settling Rebates, 206

D data determination, 140, 142 DIFF, 159 document header, 24

Hierarchy nodes, 154

I Interval scales, 153

T

M

Tax rate, 186 Taxes, 186–187

Minimum price, 153 Minimum value, 152

N Net price, 151

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Index

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Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

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