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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Last changed on: Last changed by: Version: 0 Page:
12/9/2010 Utpal Mishra 1 of 252
Project Sarthak
SAP Implementation at PDIL
User Manual
Module: Sales & Distribution
Table of Contents
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Last changed on: Last changed by: Version: 0 Page:
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1. Introduction & Navigation of SAP ........................................................................................ 4
2. Create Customer Master ................................................................................................... 18
3. Change Customer Master .................................................................................................. 30
4.
Display Customer Master .................................................................................................. 37
5. Create Excise Master Data ................................................................................................. 44
6.
Maintain Condition Records .............................................................................................. 47
7.
Create Sales Order ............................................................................................................ 51
8. Change Sales Order ........................................................................................................... 79
9.Display Sales Order................................................................................................... 95
9. List of Sales Orders........................................................................................... 102
10. Create Inquiry..................................................................................................... 110
11. Change Inquiry ............................................................................................................ 119
12.
Display Inquiry ............................................................................................................ 126
13. Display List of Inquiries.................................................................................. 131
14. Create Quotation................................................................................................ 137
15. Change Quotation.............................................................................................. 147
16. Display Quotation.............................................................................................. 154
17. Display List of Quotations.............................................................................. 160
18.
Create Contract................................................................................................... 166
19. Change Contract................................................................................................. 177
20. Display Contract................................................................................................. 184
21. Display List of Contracts................................................................................. 188
22. Create Invoice..................................................................................................... 194
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Last changed on: Last changed by: Version: 0 Page:
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23. Change Invoice................................................................................................... 201
24. Display Invoice................................................................................................... 207
25. Display List of Invoice Documents............................................................. 210
26. Release Invoice Documents for Accounting........................................... 216
27. Create Outbound Delivery.............................................................................. 221
28. Updation of Registers....................................................................................... 227
29.
Create Excise Invoice....................................................................................... 237
30. Extract Excise Registers.................................................................................. 240
31. Print Excise Registers...................................................................................... 245
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Last changed on: Last changed by: Version: 0 Page:
12/9/2010 Utpal Mishra 4 of 252
1.Introduction & Navigation of SAP
SAP R/3 is an integrated and industry-independent standard
softwarewhich covers integrates and connects all functional areas in a
business. SAP AG defines integration as "defined communication".
Although R/3 is designed for complete integration, it can also be used for
a couple of business areas.
SAP is the abbreviation for Systems Applications and Products in
Data Processing.
The purpose of this document is to provide an overview of SAP PM
Functionality and the details of how the transactions are carried out in
SAP R/3.
The document has been organized as follows;
Master data maintenance required for PM module is covered first.
Master data maintenance is the most important aspect as these
data affects all the transaction where that Master data is used. It is
very much controlled by authorizations as per the policy of the
company.
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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As a PM user, you will be using various transactions to replicate
day-to-day work in SAP R/3. So all the transactions, which are
relevant to you for carrying out Plant Maintenance activities, are
covered in this.
Master data maintenance and transaction processes are explained with
the help of SAP screen Shots. This will help you in executing the same
perfectly.
Getting Started
LOG ON:
Select SAP Log in Icon
On PC Desktop & press enter key or double click,
Or follow the menu path as shown in following screen:
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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The following screen will appear.
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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Select Server and click on Log on icon
Logging onto the SAP R/3 system
Sap R/3 systems are client systems. The client enables you
to run several business operations at the same time in one
SAP R/3 system.Client is, in organizational terms, an independent unit in thesystem. Clients have their own data environment and
therefore their own user master and transaction data,assigned user master records and chart off accounts and
specific customizing parameters.
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Last changed on: Last changed by: Version: 0 Page:
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So that you log on to SAP R/3 system, you must have a
master record created for you for corresponding client. Forreasons of access protection, you must enter a passwordwhen you log onto the sap system. The system does not
display the password you enter.SAP R/3 system is available in several languages. Use the
language input field to select the logon language for eachsession.
Elements of the screen layout
Command Field: Use command field (hidden as default) to
go to applications directly by entering the transaction code.
You can place your own
text on the initial screen
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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Standard Tool Bar: the push buttons in the standard tool
bar are found on every screen in an SAP R/3 system. Anypush buttons that cannot be used in a particular applicationare grayed out. If you place your cursor on a push button for
a while the system displays a quick info text that explains thepush button function.
The Application Tool bar: shows which functions areavailable in the current application.
A Tab page: provides a clearer overview of severalinformation screens
Status bar: the status bar displays information on thecurrent system status, for example. Warning or error
messagesMenu bar: the menus shown here depend on which
application you are working in.Title bar: the title bar displays the functions that are
available for the user.
Checkboxes: checkboxes enable you to select severaloptions simultaneously within a group.
Radio Buttons: allow you to choose exactly one item form a
selection.
The below shown screen gives you a detail explanation.
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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Menu barStandard toolbar
Title bar
A lication
Tab Pa e
Command
Input FieldsCheck boxes,
Radio Buttons
Status bar
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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SAP Easy Access
Sap easy access is the standard entry screen displayed afterthe logon. You navigate through the system using the tree
structure.
You are greeted by your
logo in the right-hand part
of the window
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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Selecting Functions
You can call functions in the system as follows
o Menu Option
o Favourites
o Entry in the SAP easy Access menu
/nends the current session/idelets the current session/oCV01Nopens a new session and branches out to thetransaction specified (CV01N)
By entering search_sap_menuin the command field,you can display menu paths for the desired SAP transaction.
Command Field
SAP easy Access and Favorite List
Menu
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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Field help : F1 and F4
Use F1 to display an explanation of fields, menus, functions
and messages.
F1 Help also provides technical information on the relevantfield.
F1 Help
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Title: SAP SD
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Use F4 to display possible inputs . you can also access F4help for a selected field using the button immediately to the
right of that field.
F4 help
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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User Specific Personalization
The end user has many possibilities for personalizing the
system. For example as shown in the screen below.
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Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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SAP Symbols or icons
ButtonKeyboardShortcut
Description ButtonKeyboardShortcut
Description
Enter Key Enter/ContinueCtrl + Page
Up
First page
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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Ctrl + SSave to
databasePage Up Previous page
F3 Back Page DownNext page
Shift + F3Exit System
Task
Ctrl + Page
DownLast page
F12 Cancel None
Create New
session
Ctrl + P Print NoneCreate shortcuton Desktop
Ctrl + F Find F1F1 Help
Ctrl + G Find next Alt + F12Customize LocalLayout
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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2.Create Customer Master
OVERVIEW
Trigger:
Create a customer master record centrally when the Accounts Receivable
functions are shared.
Business Process Procedure Overview
Customer master contains data that controls how business transactions
are recorded and processed by the system. It also includes all theinformation about a customer that you need to conduct business
transaction with them. Customer master data is separate into 3 sections:
General Data, Company Code Data and Sales Area Data. The Generaldatacontains information that applies to all sales areas such as customername, address and contact information. The Company Code datais
specific to a company code and contain information such as reconciliationaccount, payment and dunning procedures. The Sales area data
contains information relevant to the sales organization and distributionchannels of your company. It contains such information as order
processing, billing and shipping.
This document describes the procedure required to create a customercentrally from either Accounts Receivable or Sales and Distribution. When
creating the customer centrally, you may enter some additional
information above what you can when creating a customer in A/R non-centrally (FD01) (such as Marketing, Unloading points, Export data andContact persons, as well as the Sales information). These fields, as wellas all of the Company code data, are not available to you when create a
regular SD customer in the SD module (VD01).
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
Last changed on: Last changed by: Version: 0 Page:
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Input -Required
Fields
Field Value / Comments
Company code
Account group Classification of the type of customer.
Customername/number
Identifier of a customer acceptable values are defined incustomizing by account group
Sales Area:
Sales Identifier of an independent unit that is responsible for
Distributionchannel
The way which products or services reach a customer.
Division A way of grouping materials, products or services.
Reference:
Customer Model after an existing customer
Company
SalesOrganization
Distribution
ReferenceDivision
Output - Results Comments
Centrally created customer
master record
Tips and Tricks: N/A
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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Procedural StepsAccess transaction by:
Via Menus Accounting Financial Accounting AccountsReceivable Masterrecords Maintain
Centrally Create
Logistics Sales and Distribution Master
Data Business Partners Customer
Create Complete
Via Transaction Code XD01
1.2. On screen Create Customer: Initial Screen, enterinformation in the fields as specified in the below table:
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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Field
Name
Description R
/O
/C
User Action and
Values
Comments
Account
group
You must assign each
account to an account gThe account group ensuthat only the relevant
screens and fields aredisplayed and ready forinput for each of the
customers different parfunctions. For example,
address, communicationand bank data fields are
omitted for the account
group for one-time acco
R This field is not
required if youdecide to use areference
customer/company code, below.
Use the drop
down menu.
Custome
r
Depending on the
configuration of thecustomer account, anexternal number
assignment, will allow the
user to enter thecustomer's account
number. If internalnumber assignment is
set, the system willassigns a customer
number when you savethe master data.
C Enter an
appropriateassignment ifrequired
Compan
y code
The company code ID C This field is not
required if youdecide to use a
referencecustomer/compa
Use the drop
down menu.
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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ny code, below.
Sales
organization
An organizational unit
responsible for the sale ofcertain products orservices. Theresponsibility of a sales
organization may includelegal liability for productsand customer claims.
O Enter a value if
wish to maintaisales informationow
You can assign
any number ofdistributionchannels anddivisions to a
salesorganization. Aparticular
combination ofsalesorganization,
distributionchannel, and
division is knownas a sales area.
Distribution
channel
The way in whichproducts or services reach
the customer. Typical
examples of distributionchannels are wholesale,retail, or direct sales.
O For eachcombination of
sales
organization anddistributionchannel, you can
further assign
one or more ofthe divisions
that are definedfor the sales
organization.You can, for
example, assign"Food" and
"Non-food"divisions to the
"Wholesale"distributionchannel. A
You can maintaininformation
about customers
and materials bysalesorganization and
distribution
channel. Within asales
organization youcan deliver goods
to a givencustomer
through morethan one
distributionchannel.
You can assign adistributionchannel to one or
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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particular
combination ofsales
organization,distribution
channel, anddivision is known
as a sales area.
more sales
organizations. If,for example, you
have numeroussales
organizations,each sales
organization mayuse the
"Wholesale"distributionchannel.
Division A way of grouping
materials, products, orservices. The system uses
divisions to determine the
sales areas and thebusiness areas for a
material, product, or
service.
O A product or
service is alwaysassigned to just
one division.
From the point ofview of sales and
distribution, the
use of divisionslets you organizeyour sales
structure aroundgroups of similar
products orproduct lines.This allows thepeople in a
division who
process ordersand service
customers tospecialize within
a manageablearea of
expertise.
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End User Manual
Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
Created on: 11/11/2010
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Example: If asales
organization sellsfood and non-food products
through both
retail andwholesaledistribution
channels eachdistribution
channel couldthen be further
split into foodand non-food
divisions.
Reference
Customer
The customer accountthat is being used as a
reference as analternative way in which
to create a customer
account
O The system copithe master data
from the referemaster record.
However, not al
data is copied,address informa
is not copied ov
The data fromthe referenced
customer is usedfor default
values and it issuggested that
all screens bereviewed before
saving any data.
Referenc The company codeassociated with the
O Select if youwant to copy the
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
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e
Company code
referenced customer default values
Referenc
e Salesorg
The sales org associated
with the referencedcustomer
O Select if you
want to copy thedefaults
Reference
Distributionchannel
The distribution channelassociated with the
referenced customer
O Select if youwant to copy the
defaults
ReferenceDivision
The division associatedwith the referenced
customer
O Select if youwant to copy the
defaults
Note: In column R/O/C of above table, R = Required, O =
Optional, C = Conditional
Press to continue.
On screen Create Customer: General Data, enter information in thefields as specified in the below table but keep in mind that the fields that
are displayed and required will vary depending on the account groupchosen and the configuration of the system:
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Address Information Grouping
FieldName
Description R/O/C
User Action and Values Comments
Name Customer name R Enter a proper name
Searchterm
Short name which isused to set up a
match code for
search criteria
R Enter a search term
Street Street address R Enter proper address
information
Postal
code orPO box
Zip code R Enter complete addressinformation
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Title: SAP SD
Module: SD User Manual
Release: ECC 6.0
Created by: Utpal Mishra
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code
Country Two digit country
identifier
R Enter appropriate
country code
Region
(state)
Two letter state
abbreviation
R Enter the region or
state (US)
Language
R Use the drop downmenu to select a
valid language code
Use the tab control to toggle between the General Data information
groups: Address, Control data, Payment transactions, Marketing,Uploading points, Export data, Contact persons. Alternatively, the
menu paths Goto Next tab (F8) andGoto Previous tab (F7) can
be used.
The Company Code Data button can be clicked to view the
company code information groups: Account management, Paymenttransactions, Correspondence, Insurance. Alternatively, the menu
path Goto Company code data (Ctrl + F2) can be used. With theexception of the Reconciliation account, all the fields on the other
tabs are optional.
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FieldName
Description R/O/C
User Action and Values Comments
Reconcili
ationaccount
When you post items
to a subsidiaryledger, the system
automatically posts
the same data to thegeneral ledger. Eachsubsidiary ledger has
one or morereconciliation
accounts in thegeneral ledger. These
R Enter the appropriate
account
Use the
drop downmenu.
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reconciliation
accounts ensure thatthe balance of G/L
accounts is alwayszero. This means that
you can draw upbalance sheets at any
time without havingto transfer totals
from the subledgersto the general ledger.
Use the tab control to toggle between the Company Code Datainformation groups: Account management, Payment transactions,
Correspondence, and Insurance. Alternatively, the menu paths
Goto Next tab (F8) andGoto Previous tab (F7) can be used.
The Sales Area Data button can be clicked toview the sales area
related information groups (if you have entered the Sales org, Distr
channel and Division): Sales, Shipping, Billing document, Partnerfunctions. Alternatively, the menu path Goto Sales Area data(Ctrl + F2) can be used.
Use the tab control to toggle between the Sales Area Datainformation groups: Sales, Shipping, Billing document, Partner
functions. Alternatively, the menu paths Goto Next tab (F8) and
Goto Previous tab (F7) can be used.
To save the customer master record, select Customer Save or
select the Save icon.
The system will display a message indicating the account number that
was created (if this was system generated) and the company code itwas created in.
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3.Change Customer Master
Overview
Trigger:
A change needs to be made to the customer master record, specificallybilling or accounting information.
Business Process Description OverviewThis document describes the procedure to change a customer master
records billing and accounting information.
Input - Required Fields Field Value / Comments
Customer Customer number
Company Code Company Code
Sales Organization Sales Organization
Distribution Channel Distribution Channel
Division Division
Output - Results Comments
Screens to changeCustomer Master Records
accounting information.
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Tips and Tricks
There are other fields that can be changed. To view or change theadditional fields click on the buttons containing that data.
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Procedural Step
Access transaction by:
Via Menus Logistics Sales/distribution Master data
Business Partners Customer Change
Complete
Via Transaction Code XD02
On screen Change Customer: Initial Screen, enter the following
information in the table below:
FieldName
Description R/O/C
User Action and Values Comments
Customer Customer number R
Company R Needed at
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Code input if
companycode data
exists forcustomer
Sales
organization
O
Distributi
onchannel
O
Division O
PressEnter
Note: On above table, in column R/O/C; R= Required, O =Optional, C =Conditional)
System will display customer master tabs for maintenance, under 3
separate buttons for general data, sales area data, and company codedata. Select the tabs under those buttons containing fields to be
changed. Enter changes as required under company code data.
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Module: SD User Manual
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Tabs
Account
management
A transactions tab
under companycode data
Paymenttransactions
Correspond
ence
InsurancePaymentTransaction
s
A paymenttransactions tab
under general databutton
Specifically forbank details,
payment cardinfo, alternatepayer.
Billing A billing document Specifically for
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document tab under sales area
data button
billing document
info, delivery andpayment terms
defaults, accountassignment
group, andtaxes.
After making changes to the desired fields, click the Save icon or
Ctrl+S.System returns to the initial screen and message
Changes have been made is displayed in the status line at
bottom of screen
Exit Change Customer record. (Click on yellow up-facingarrow icon, or Shift-F3)
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4.Display Customer Master
Overview
Trigger:
Displaying a customer master record centrally.
Business Process Procedure Overview
Customer master data is the data you require to conduct businessrelationships with your customers. It includes address data and terms of
payment, for example. It also controls how business transactions are postedto a customer account and how the posted data is processed. Master data is
stored in master records.
Input Required Fields Field Value/CommentsCustomer Account Number
Output - Results CommentsDisplaying the CustomerMaster Record Centrally
.
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Tips and Tricks
There are other fields that can be displayed. The view the additionalfields click on the additional fields icon.
Procedural Steps
o Access transaction by:
Via Menus Logistics Sales and Distribution Master
Data Business Partners Customer
Display Complete
Via Transaction Code XD03
On screen Customer Display: Initial Screen , enter information in
the fields as specified in the table below:
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FieldName
Description R/O/C
User Action and Values Comments
Customer
Unique key used toidentify the
customers accountnumber.
R Select match code tosearch for specified
customer number withother key values.
Compan
y Code
Independent unit that
is responsible forsales processing of a
product or product
line
O
Sales
Organization
Independent unit that
is responsible forsales processing of a
product or productline
O
Distribut Means of getting a O
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ion
Channel
product to the
customer
Division Group of products orservices
O
All SalesAreas
Select this button toview allowable
combinations of salesorganizations,
distribution channels,
and divisions.
O
Custome
rs SalesAreas
Select this button to
view allowablecombinations of sales
organizations,distribution channels,
and divisions basedon a given customernumber.
O Choose this button when
you have the customernumber, but are not sure
about the salesorganization, distribution
channel, or the division.
Press ENTER key User mayalso click
on thegreen
checkmark.
(Note: On above table, in column R/O/C ; R = Required, O = Optional,
C = Conditional)
On screen Display Customer: General Header, view theinformation below by clicking the desired tabs:
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Select the Sales Area Data Icon (Ctrl + F3) to view data specific
associated to the customer and the specified sales area. Onscreen Display Customer: Sales Area Data, select the view the
information below by clicking the desired tabs:
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System will display selected customer master tabs for
maintenance. Enter changes as required.
o After making changes to the desired fields, click the Saveicon or Ctrl+S.
o System returns to the initial screen and messageChangeshave been made is displayed in the status line at bottom of
screen.
Exit Maintain Hierarchy Node processing. (Click on yellow up-facing arrow icon, or Shift-F3)
(Add additional steps/screen prints if required. See SampleTemplate.)
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5.Create Excise Master Data
Overview
Trigger:
In this activity you are going to create excise details of a customer
Business Process Procedure Overview
Creation of excise details for a customer
Output - Results CommentsExcise details of thecustomer are updated
Procedural Steps
Access transaction by:
Choose radio button Customer excise Details and click Maintain
(F5)
Via Menus Indirect Taxes Master Data Excise RateMaintenance
Via Transaction Code J1ID
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Field Name R/O/
C
User Action and
Values
Comment
s
Customer R
ECC No. R
Excise Registration No. R
Excise Range R
Excise Division R
Excise Commissionerate R
CST number R
LST number RPermanent account number R
Exc.Tax Ind. Custom. R
Service Tax Registration
Number
R
PAN Reference Number R
Save your entries after feeding the relevant data.
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6.Maintain Condition Records
Overview
Trigger:
Specific Condition records for conditions like Pricing, Taxes, Excise etc
need to be maintained at the backend for be automatic determination indocuments
Business Process Procedure Overview
The Condition records can be maintained for pricing, taxes, excise etc.
Input Required Fields Field Value/Comments
Condition Type
AccessOther Condition SpecificParameters eg:
Customer/material withrelease status
Sales OrganizationDistribution Channel
CustomerMaterial
AmountValid From
Valid To
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Output Results CommentsCondition record for
automatic determination issaved.
Tips and Tricks: N/A
Procedural Steps
1.1. Access transaction by:
Via Menus Logistics -> Sales and distribution -> Master
data-> Conditions -> Conditions usingcondition type
docs
Via Transaction Code VK11
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1.2. On screen Create Condition Records", enter information in the
fields as specified in the screen below:
Field Name R/O/C User Action and
Values
Comments
SalesOrganization
R
DistributionChannel
R
Customer R
Material R
Amount R
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Valid From R
Valid To R
(Note: On above table, in column R/O/C ; R = Required, O = Optional,C = Conditional)
Save the record after feeding data
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7.Create Sales OrderOVERVIEW
Trigger:
Customer places a standard sales order.
Business Process Description Overview
This document describes the procedure for creating a the following salesorders for a customer:
1. To create a Standard Sales Order2. To create a Standard Sales Order with Reference to a Contract3. To create a Sales Order with Reference to a Quotation
The sales order is a contractual agreement between a sales organization and
a sold-to party about delivering products or providing a service for definedprices, quantities and times.
Input Required Fields Field Value / Comments
Order Type A classification that distinguishes betweendifferent types of sales document.
Sales Organization Independent unit that is responsible for sales
processing of a product or product line.
Distribution Channel The way in which products or services reach the
customer. Typical examples of distribution channare wholesale, retail, or direct sales.
Division A way of grouping materials, products, orservices.
Sold to Party The customer who orders the goods or services.
Ship-to Party The party who receives delivery of the goods.
Req.deliv.date The proposed date by which the customer
should receive delivery of the goods.
Material Enter the material requested.
Order Quantity Enter the quantity requested.
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Output - Results CommentsCreation of a sales order Refer to Business Process Procedure Display a
Sales Order or Display SD Document Flow forverification
Decrease in availableinventory at storage
location
Only if system is configured for commitment ofinventory at order entry.
Procedural Steps
Access transaction by:
Via Menus Logistics Sales and Distribution Sales
Order Create
Via Transaction Code VA01
On screen Create Sales Order: Initial Screen, enter information in
the fields as specified in the table below:
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Field
Name
Description R/O
/C
User Action and Values Comments
OrderType
A classification thatdistinguishes
between differenttypes of sales
document.
R Enter the desired ordertype
ZORP Job Order
ProductsZCR
CreditMemo
RequestZORS-Job
OrderServices
ZORM-JobOrder Scrap
Sales
Organiz
ation
Independent unit that
is responsible for
sales processing of aproduct or productline.
R Enter Sales Organization
for the customer.
Distribut
ionChannel
Means of getting a
product to thecustomer.
R Enter Distribution
Channel for thecustomer.
Division Group of products or
services.
R Enter Division for the
customer.
Sales
Office
Physical location
responsible for salescertain products or
services within agiven geographical
area.
R
SalesGroup
Group of sales peoplethat areresponsible for aspecial area of
R
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processing of a groupof products or
services within aspecific sales office.
(Note: On above table, in column R/O/C; R= Required, O= Optional,
and C= Conditional)Perform one of the following a types of Sales Orders:
To create a Standard Sales Order, press the Enter key or click thegreen check mark icon and go to step 1.4.
To create a Standard Sales Order with Reference to a Contract, goto step 2.0.
To create a Sales Order with Reference to a Quote, go to step 3.0.
To create a Credit Memo Request, go to step 4.0.
On screen Create Standard Order: Overview, enter theinformation specified in the fields in the table below:
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FieldName
Description R/O/C
User Action and Values Comments
Sold-toparty
The customer whoorders the goods or
services. The sold-toparty is contractually
responsible for salesorders.
R Enter the Sold-to partyscustomer number or use
matchcodes to find thenumber.
Ship-to
party
The party who
receives delivery ofthe goods.
R
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Purch.order no.
Number that thecustomer uses to
uniquely identify apurchasing
document.
O
Req.Deliv.da
te
The proposed date bywhich the customer
should receivedelivery of the goods.
R Enter the RequestedDelivery Date.
Usuallydefaults to
todaysdate
Material Alphanumeric key
uniquely identifyingthe material being
ordered
R Enter material number
being ordered.
OrderQuantity
Amount of materialthe customer isordering.
R Enter quantity beingordered.
Press ENTER key Alternately
,click on
the greencheckmark icon
Dialog BoxIf you identified several unloading points or several ship-to parties in the
Customer Master record, the system will display the alternatives in adialog box. The system can propose alternatives for Unloading Point,
Ship-to Party, Payer or Bill-to Party. Select data from these proposals bypositioning the cursor on the line and clicking on Choose.
Availability Check
Once you have selected the data, the material data description that you
entered is displayed. If the system carries out an availability check andfinds that there is insufficient stock for an ordered item to be delivered
on the requested date, it displays a screen on which you can choose
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between several delivery proposals including one-time delivery anddelivery proposal. A one-time delivery will only ship the quantity
proposed and no subsequent deliveries will be created. The delivery
proposal will propose a delivery schedule based on receipt of goods andavailability.
Optional Screens
If you want to enter further data for the header or the items,select the corresponding menu entry. If you want to change data
for the items, mark the items before you select a menu entry.
Enter all necessary data.
Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).(Create a standard sales order with reference to a contract)
On screen Create Sales Order: Initial Screen, press Create with
Reference ICON or (F8).
On Dialog box Create With Reference, select the Contract tab andenter contract number. Click on the Copy Icon (F5) to copyinformation from contract.On screen Create Standard Order: Overview, enter or change the
following information:
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Field
Name
Description R/O
/C
User Action and Values Commen
ts
Purch.or
der no.
Number that the
customer uses to
uniquely identify apurchasingdocument.
R Enter/verify customer
P.O. number.
Docume
nt may
not becompletewithout
a P.O.
number
Req.
Deliv.
Date customer
requires delivery
R Enter/verify requested
delivery date.
Usually
defaults
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Date totodays
date
OrderQuantity
Amount of materialthe customer is
ordering
R Enter/verify quantityordered.
Defaultsto target
amountin
SU Sales unit of Measure R Enter/verify the unit ofmeasure for the material.
Defaultsof U of M
incontract
Press ENTER key Alternately, clickon thegreen
check
markData from the contract will be defaulted into the appropriate fields.Customer number and material may not be changed as the contract
was prepared for a specific customer and material and may havespecial pricing which is valid for that customer and material
combination only. Only specific data may be over-ridden. A contractis binding and states specific products at specific prices that cannot
be changed. Common examples of data that may be changed are
delivery dates and quantities. If specified in the contract, partialquantities may be delivered as long as the contract total is not
exceeded.Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).
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On screen Create Sales Order: Initial Screen, press Create withReference ICON or (F8).
On Dialog box Create with reference, select the Quotation tab and
enter the quotation number. Click on the Copy Icon (F5) to copyinformation from quotation.
On screen Create Standard Order: Overview, the Sold-to party,material, quantity, unit of measure and value will be displayed.
Enter or change the following information:
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FieldName
Description R/O/C
User Action and Values Comments
Purch.or
der no.
Number that the
customer uses touniquely identify a
purchasingdocument.
O Enter the Customers PO
number
Req.
Deliv.date
The proposed date by
which the customershould receive
delivery of the goods.
R Enter the date the
customer requests fordelivery.
Usually
defaultsto a
givendate
OrderQuantity
The total orderquantity for this item.
R The order quantity maybe adjusted
Defaultsto the
quantity
in thequotatio
n.
SU Sales unit of measure R The Unit of measure maybe changed
Defaultsto Unitof
measure
in thequotatio
n.
Press ENTER key Alternat
ely, clickon the
greencheck
mark
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Data from the quotation will be defaulted into the appropriatefields on the order.
The Customer number and material numbers may not be changed,
since the quotation was prepared for a specific customer andmaterial and may have special pricing which is valid for that
customer and material combination only.All other data may be over-ridden as deemed necessary. Common
examples of these types of changes are delivery dates andquantities.
Additional products may be added to the order as required to fulfillcustomer requirements.
Review data on this screen and any of the optional screens as
appropriate. Make changes or additions according to normal salesorder processing.
Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).(Add additional steps/screen prints if required. See Sample
Template.)
(Create a Credit Memo Request)
On screen Create Sales Order: Initial Screen, press Create with
Reference ICON or (F8).On Dialog box Create with reference, select the Bill Doc tab and
enter the billing document number.Click on the Copy Icon (F5) to copy information from billing
document. System will default data from billing document intocredit request fields.
On Create Credit Memo Request: Overview screen, enter thebelow information:
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Field
Name
Description R/O
/C
User Action and
Values
Comments
Sold-toparty
The customer whoorders the goods or
services. The sold-toparty is contractually
responsible for salesorders.
R See section 1.3.1
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Ship-toparty
The party whoreceives delivery of
the goods.
R See section 1.3.1
Purch.order no.
Number that thecustomer uses to
uniquely identify apurchasing
document.
R
Billingblock
Indicates if the entiresales document is
blocked for billing.
O Billing block 08Check credit
memo willdefault for credit
memo requests
Orderreason
Indicates the reasonfor creating the salesdocument.
R
Material Alphanumeric key
uniquely identifyingthe material being
ordered
R See section 1.3.1
Targetquantity
A target quantityrepresents the total
quantity of an itemfor which you want toissue a credit memorequest.
R See section 1.3.1
Press ENTER key Alternately, click
on the greencheck mark icon
If the credit request is being created with reference to an order,
these fields will contain data defaulted from the order. This data
can be changed if necessary.Save the Credit memo Request. (Click on the diskette icon, or F11)
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System validates document.If document is complete, system returns to Create Credit Memo
Request: Overview and displays message Credit Memo Request
(Document number) has been saved, in status line at bottom ofscreen
If document is incomplete, system displays dialog box asking ifuser wants to save incomplete document or wants to process
missing data. Choose desired option. (Enter data as required tocomplete document and save or save as incomplete. See Create
Standard Order document for details on incomplete orderprocessing.)
Exit Credit Memo processing. (Click on the yellow up-facing arrow
icon, or Shift-F3)
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8.Change Sales OrderOVERVIEW
Trigger:
Customer requires changes to an existing sales order.
Business Process Description Overview
This document describes the following:(1) how to change an existing Standard Sales Order.
(2) how to change or cancel an existing Return Order for a customer.
(3) how to release a Billing Blocked Order.
(4) how to release a Delivery Blocked Order.(5) how to delete a Sales Order.
(6) how to change a Credit Memo Request.If a purchase order already exists for the business transaction and you make
changes in the sales order, you must also make these changes manually inthe purchase order as it is not updated automatically. Alternately, you can
change the quantities and dates in the purchase order and the system willthen copy them automatically into the sales order.
When you change a sales order you can either change the data for individualitems in the order or you can make changes simultaneously to more than
one item by using the fast change function. With the fast change function,you can carry out certain changes for several or all items at the same time.
Using this function, you can change the following data:
Reason for rejection Delivery block Billing block Delivery date
Delivery priority Plant
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Input - Required Fields Field Value / Comments
Order Number Enter order number or use match codes to findorder number.
Output - Results Comments
Updated sales order Refer to Business Procedure document Display
Sales Order to verify changes
Tips and Tricks
If you do not have the sales order number, you can use the searchfunction. This function allows you to search by Purchase order no., Sold-
to party, Delivery document, Billing document, or WBS element.
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Procedural Steps
Access transaction by:
Via Menus Logistics Sales and Distribution Sales
Order Change
Via Transaction Code VA02
On screen Change Sales Order: Initial Screen, enter the specifiedinformation in the fields in the table below:
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Field
Name
Description R/O/
C
User Action and Values Comments
Order
Number
The number that was
assigned to thereturn order when
created.
R Enter the return order
number or usematchcodes to find the
number.
Purchase Order
No.
Customers purchaseorder number. This
number establishes alink between thecustomers purchaseorder and the sales
document.
O Thisnumber
can beused toselect thereturn
document.
Sold-to The number that O This
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Party identifies thecustomer.
numbercan be
used toselect the
returndocument.
Delivery The number that
identifies thedelivery.
O This
numbercan be
used toselect the
returndocument.
Press ENTER key User may
also clickon the
green
checkmark
Perform one or more of these changes to a sales order:
Changing a Standard Sales Order, proceed to step 1.3.Changing or canceling an existing Return order, proceed to step2.0.Releasing a Billing Blocked Order, proceed to step 4.0.
Releasing a Delivery Blocked Order, proceed to step 5.0.Deleting a Sales Order, proceed to step 6.0.
Changing a Credit Memo Request, proceed to step 9.0.
On screen Change Standard Order #####: Overview, enterchanges to the information fields below:
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FieldName
Description R/O/C
User Action and Values Comments
Ship-to-
Party
The party that
receives the deliveryof goods
O
Purchase Order
Number
Customers PurchaseOrder Number
O
PricingDate
This date is used fordate related prices
and foreignexchange rates.
O Defaultsto the
currentdate.
The datecan bechangedmanuall
y. The
pricingwill
recalculated
automatically.
Material
(s)
Material Number of
the product beingordered
O
OrderQuantity
Amount of materialthe customer is
ordering
O
Make changes as needed to the data on the screen. Fields open for
change are white. Fields not open for change are gray.
To access additional header information for the order, click on theDisplay doc. header details button or Goto Header. Select the
tab that contains the information that needs to be changed.
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To access additional item information for the order, select theitem wanted by marking the box to the left of the item line, thenclick on the Display item details button the bottom of the screen
or Goto Item. Select the tab that contains the information thatneeds to be changed.
If your change is to delete an ordered item from the order,select the item to be deleted and select the delete line icon.
Save the sales order. (Click on the diskette icon, or F11)Exit Sales Order processing. (Click on the yellow up-facing arrow
icon, or Shift-F3)(Change or Cancel a Return Order)
On screen Change Return Order: Overview - Single Line Entry,enter the below information:
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Field
Name
Description R/O
/C
User Action and Values Comme
nts
Ship-to-Party
The party thatreceives the delivery
of goods
O
Purchas
e OrderNumber
Customers Purchase
Order Number
O
PricingDate
This date is used fordate related prices
and foreignexchange rates.
O Defaultsto the
currentdate.
The date
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can bechanged
manually. The
pricingwill
recalcul
atedautomat
ically.
Material
(s)
Material Number of
the product beingordered
O
Order
Quantity
Amount of material
the customer isordering
O
o Make changes as needed to the data on the screen. Fields open forchange are white. Fields not open for change are gray.
o To access additional header information for the order, click on theDisplay doc. header details button or Goto Header. Select the
tab that contains the information that needs to be changed.
o To access additional item information for the order, select the item
wanted by marking the box to the left of the item line, then click onthe Display item details button the bottom of the screen or Goto
Item. Select the tab that contains the information that needs to bechanged.
o If your change is to delete an ordered item from the order,
select the item to be deleted and select the delete line icon.
o Save the changes. (Click on disk icon, or F-11)
o Exit Return Order processing. (Click on yellow up-facing
arrow icon, or Shift-F3)
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o Cancel the Return Order - To cancel the Return Order, eachitem must be rejected. This can be accomplished by using
fast change as follows:
o Mark all of the items on the overview screen of the salesdocument. To select all of the items use the menu path Edit
Select Select all.
o To enter the rejection reason for all of the items use the
menu path Edit Fast change of... Reason for rejection.o Enter the reason for rejecting the order.
o Select Copy.
o Save the changes. (Click on diskette icon, or F11)
o Exit Return Order processing. (Click on yellow up-facing
arrow icon, or Shift-F3)
(Release Billing Blocked Orders)
On screen Change Standard Order: Overview, enter information
in the following steps below:
In the header section, delete the data in the field Billing block torelease the entire order for billing. To release a specific line item
only, go to step 4.2.Select the item to be released by clicking on the button next to the
item. Click the Display item details button. Goto the Billing taband delete the data in the field Billing block.
Save the sales order. (Click on the diskette icon, or F11)
Exit Sales Order processing. (Click on the yellow up-facing arrow
icon, or Shift + F3)
(Release a Delivery Blocked Orders)
On screen Change Standard Order: Overview, enter or change thefollowing information:
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In the header section, delete the data in the field Delivery block torelease the order for delivery. This releases the entire order for delivery.To release a specific line item only, go to 5.2.Select the line item. Then click on the Display item details button and goto the Schedule Line tab. Remove the delivery block from the Deliveryblock column. This releases that specific item for delivery.Delivery block and removal at the header level is only effective if thisblock is assigned to the corresponding delivery type in the customizing
table TVLSP. In contrast, the block at the schedule line level does notrequire the block to be assigned to the corresponding delivery type inCustomizing.Save the sales order. (Click on the yellow diskette icon, or F11)Exit Sales Order processing. (Click on the yellow up-facing arrow icon, orShift-F3)
(Delete Sales Orders)
On screen Change Sales Order: Overview, enter the followinginformation:
From the menu line at top of screen select:
Sales document Delete
The system will respond with the message Do you really want todelete Order (order number)? Confirm your intention to deletethe sales order by clicking the Yes button.Exit Sales Order Deletion processing. (Click on the yellow up-facingarrow icon, or Shift-F3)
(Change Credit Memo Request)On screen Change Credit Memo Request: Overview - ., enter thebelow information:
FieldName
Description R/O/C
User Action and Values Comments
Ship-to- The party that O
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Party receives the deliveryof goods
PurchaseOrderNumber
Customers PurchaseOrder Number
O
PricingDate
This date is used fordate related pricesand foreign exchangerates.
O Defaultsto the
currentdate.The date
can bechanged
manuall
y. Thepricing
willrecalcul
ated
automatically.
Material(s)
Material Number ofthe product beingordered
O
OrderQuantity
Amount of materialthe customer isordering
O
Make changes as needed to the data on the screen. Fields open forchange are white. Fields not open for change are gray.
To access additional header information for the order, click on the
Display doc. header details button or Goto Header. Select thetab that contains the information that needs to be changed.
To access additional item information for the order, select the itemwanted by marking the box to the left of the item line, then click on the
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Display item details button the bottom of the screen or Goto Item.Select the tab that contains the information that needs to be changed.
If your change is to delete an ordered item from the order, selectthe item to be deleted and select the delete line icon.Save the changed credit memo request. (Click on the yellow disketteicon, or F11)System returns to the initial change screen and the message
Credit Memo Request (request number) has been saved isdisplayed in the status line at bottom of screen.Exit Credit Memo Request processing. (Click on the yellow up-facingarrow icon, or Shift-F3)
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9.Display Sales Order
OVERVIEW
Trigger:
The need to review order documents.
Business Process Description Overview
This document describes the procedure required for displaying any type oforder for a customer and for reviewing various aspects of the order.
Input - Required Fields Field Value / Comments
Order Number Enter order number or use matchcodes to
find order number.
Output - Results CommentsScreen display of an order This process will only display a sales order. No
changes can be made in Display mode. SeeBusiness Process Procedure Change Order if
changes need to be made.
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Procedural StepsAccess transaction by:
Via Menus Logistics Sales and Distribution Sales
Order Display
Via Transaction Code VA03
On screen Display Sales Order: Initial Screen, enter the
information below:
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FieldName
Description R/O/C
User Action and Values Comments
Order
Number
The number that
uniquely identifiesthe sales document.
This number wasassigned at order
creation.
R Enter the Order number.
Purchase Order
No.
The number used bythe customer for
unique identificationof the purchasing
document. Thisnumber establishes a
link between thecustomers purchase
O Thisnumber
can beused to
selectthe
document.
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order and the salesdocument.
Sold-toParty
The customer whoorders the goods or
services.
O Thisnumber
can beused toselect
the
document.
Delivery The number thatuniquely identifiesthe
delivery.
O Thisnumbercan be
used toselectthedocumen
t.
Billing
Docume
nt
The number that
uniquely identifies
thebilling document.
O This
number
can beused toselectthe
document.
WBS
Element
Key identifying a
WBS (WorkBreakdown Structure)
element.
O
(Note: On above table, in column R/O/C; R= Required, O= Optional,and C= Conditional)
Note: If you are printing a sales order, do not press the enter key after
entering the sale order number. Use the following menu path Salesdocument -> Issue output to, and go to step 1.3.
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You can print the order confirmation from this screen. Use the
menu path Sales Document > Issue Output to.
In the dialog box Output Output select the output type and clickon the Print options pushbutton.
Confirm the information in the Issue Output dialog box andselect Execute. You return to the Output Output dialog box.
Click on the Printer icon. System returns to the Initial Screen andthe message Output was successfully issued is displayed in statusline.
On screen Display ###### Order ######: Overview, view the
order information displayed.
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From this screen you can choose any of the following tabs to
review specific information: Sales, Item Overview, Itemdetails, Ordering Party, Procurement, Shipping, and Reasonfor rejection.
To view additional header information displayed for the
order, click onthe icon buttons at the top of the screen: Document Flow,Status Overview, Sales Summary, Sold-to Party, Header
Output View or List of Sales Orders or use theircorresponding F-Keys. You can also follow the menu pathGoto -> Header to obtain additional header information.
To view Document Flow, click on the Document Flow icon
button or use the menu path Environment > DisplayDocument Flow. There are informational buttons displayed
at the top of the document flow screen which do thefollowing:
Details (F2): Click on the doc line to be displayed, then click
the details button (magnifying glass). The system displaysthe ordered materials and quantities, unit of measure, value
of the order and its status. Select an item and select Statusoverview to see the Sales Order Status Overview screen,
showing the status for the item you selected.
Status Overview (Shift + F6)): Click on the doc line to be
displayed, then click the button. The screen Sales Order Status Overview shows Ord. no., Processing status and
completeness data.
Display Document (F8): Click on the doc line to be displayed,then click the button. System displays the doc in full.
Service Documents (Shift + F7): Can be used with sales or
service documents.
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