creating a standard sales order and product allocation

Creating a standard sales order

Overview

When to use

Carry out this procedure when you want to enter a 'standard' sales order. Standard sales orders include the following types of order:

l Sales order (order type OR);

l Back-to-Back order (order type OR) - an order where the product will be supplied by a third party (and therefore the sales order needs to trigger a Purchase Order to the third party);

l Rush order (order type OR) - an order where the requested delivery date is closer than normally permitted by then standard lead times, and for which additional manual processing will therefore be required;

l Export order (order type OR) - an order where the ship-to customer is located outside the country of the selling sales organization, requiring a DEA license check;

l Inter-company orders (order type OR) - an order where the supplying plant used in the order does not belong to the selling sales organization;

l Sales order in Brazil (order type ORB) - a standard order entered under the Brazil sales organization;

l Floating orders - (order type ORF) - an order for materials located at a floating plant (these orders have different demand planning requirements).

Do not use this procedure for the following types of order::

l Return order (order type ZRE, RE, REB or ROB) - refer instead to "Creating a return order";

l Sample orders:

¡ With ATP checking (order type FD) - refer instead to "Creating a sample order with ATP checking".

¡ Without ATP checking (order type ZFD) - refer instead to "Creating a sample order without ATP checking ";

l Consignment issue order (order type KE) - refer instead to "Creating a consignment issue order";

l Consignment pick-up order (order type KA) - refer instead to "Creating a consignment pick-up order";

l Consignment fill-up order (order type KB) - refer instead to "Creating a consignment fill-up order";

l Consignment return order (order type KR) - refer instead to "Creating a consignment return order";

l Stock transport order (order type NB or UB) - refer instead to "Creating a stock transport order (Inter-company)" or "Creating a stock transport order (inter-company)";

l A service order (order type ORS) - refer instead to "Creating a service order ".

Document ID: OR-OP01-VA01 Version 2.3 - 15 June 2004

of 36Creating a standard sales order

For more information on order types and when to use them, refer to the "Sales Order Types" Quick Reference.

Who should carry out this procedure

This procedure can be carried out by the following roles:

l XXXXXXXXXXXXXXXXXXXXXXXX





Before you start

You must know the following information to create a sales order:

l The customer number or customer Search Term (for either the sold-to party or the ship-to party);

l The products and quantities that the customer wants to order;

l The date on which the product should be delivered.

Procedure summary

This procedure consists of the following main tasks. Select the task to see step-by-step instructions.

1. Specify the order type

2. Specify the reference document (when creating with reference only)

3. Specify the customer and general header data information

4. Enter the order items

5. Handle GATP (availability and allocation) issues (if necessary)

6. Decide what to do next

7. Review the planned delivery dates

8. Review the shipping details and item category

9. Review the order pricing

10. Change the pricing date

11. Review the customer reference information

12. Review the partner functions

13. Review text at the header level

14. Review text at the item level

15. Enter a delivery block (if required)

16. Enter a billing block (if required)


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17. Check the DEA requirements (if required)

18. Save the order

1. Specify the order type

1.1 How to start this task

Select menu path

> Logistics > Sales and Distribution > Sales > Order > Create

or enter transaction code VA01 in the Command field.

Result: The Create Sales Order: Initial Screen [SAPMV45A/101] screen is displayed.

1.2 Specify the order type

Enter the order type and sales area by following the steps below:

1.3 How to continue

Step Field Action

1 Order Type Enter an order type from the following list, based on the scenario for the order you are entering:

For a... Enter...

'standard' sales order (all applicable scenarios listed under "When to use", above)

OR

standard sales order being entered in Brazil ORB

floating order ORF

2 Sales organization Enter your sales organization (company code).

Tip: You can leave these three fields blank; when you enter the customer on the next screen, the system will prompt you to select the sales area (which is the combination of sales organization, distribution channel and division) from a list of the sales areas to which the customer is defined.

3 Distribution channel Enter 10.

4 Division Enter or select the code of the sales division (Business Unit) from which the product is being purchased.

Note: It is only possible to order products from one sales division in a single order. If the customer has requested products marketed by different sales divisions then you will need to enter multiple sales orders - one for each sales division.


l If you want to create the order with reference to a sales contract, quotation, or other reference document (in which case the initial order details will be taken from the referenced document), then continue with "2. Specify the reference document", below.

l Otherwise, click the Enter button ( ). Result: The Overview [SAPMV45A/8001] screen is displayed.

Continue with "3. Specify the customer and general data header information".

2. Specify the reference document

2.1 Specify the document to reference

Specify the existing document on which you want to base your new order by following the steps below:

Step Field Action

1 - Click Create with Reference.

Result: The Create with Reference dialog box is displayed.

2 - Select the tabbed page corresponding to the type of document that you want to reference, as follows:

IF you want to reference THEN select...

a sales quotation Quotat.

another sales order Order

a sales contract Contract

a scheduling agreement SchedAgrmt

a billing document BillDoc

Note: Inquiries are not used for XXXXXXXX.

3 Order, or Contract, or Quot., or SchedAgree, or Billing document (as appropriate)

Enter the document number of the sales order, contract, quotation, scheduling agreement, or billing document that you want to reference.

Note: If you do not know the document number then you can use the matchcode to search for documents according to a number of different criteria.

4 Requested deliv.date Enter the date on which the customer wants the product to arrive at their location.

Note: If you are creating the order with reference to a billing document then this field is not available, and you should skip this step (you can enter the requested delivery date later in this procedure).

5 - Click the Copy button ( ).


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2.2 How to continue

Continue with "3. Specify the customer and general data header information", below.

3. Specify the customer and general data header information

3.1 Specify the customer

Specify the customer who is placing the order by following the steps below:

Result: The Overview [SAPMV45A/8001] screen is displayed. Much of the information required for your new sales order will be copied from the reference document. You can check and/or change this information later in this procedure.

Note: For Bill of Material (BoM) and Re-brand products the shipping information will not be copied into the new order. To re-determine this information, you should copy the material number, delete that line item, and then paste the material number into a new line and press ENTER.

Note: One or more messages may be displayed at this point. If a message contains a red exclamation mark (!), you will need to click the Enter button ( ) to clear the message, and then

select the Cancel button ( ) to exit from the Create with Reference dialog box. You can then correct the division or order type information, or select a different reference document.

Step Field Action

1 Sold-to party, or Ship-to party

You can specify the customer by entering the customer number of either the Sold-to party or the Ship-to party, in the applicable field.

If you do not know the customer number, then you can use the customer search term, by entering =A.searchterm in the applicable field. The searchterm is stored in the Search term 1 field in the Customer Master File, and is typically defined as the first four characters of the customer name followed by the first four characters of the customer's city.

If you do not know the customer number, or you cannot locate the correct customer via your search term, you can use a matchcode to perform a search for the customer you want. To do this click on the Matchcode button ( ) to the right of the field, enter the

selection criteria you know, and then click Enter ( ). This will produce a list of customers matching your selection. From here you can double click on the correct customer to select it and continue.

Caution:


3.2 Handling customer validation checks

When you click Enter, the system will perform a number of checks against the specified customer, and may prompt you with one or more messages or dialog boxes. The following table describes how to handle some of the more common messages:

Once the Ship-to party has been selected and validated (by pressing Enter), this party can not be changed. If you need to change the Ship-to party then you will need to cancel this order, and then create a new order with the correct Ship-to party.

2 PO number Enter the purchase order number (or other reference) provided by the customer.

Note: This may default from the Customer Master File record for the customer.

3 Req. deliv. date If not already specified, enter the date on which the customer has requested delivery.

Note: If you subsequently change this date after you have initially entered it, then the following message may be displayed:

Change in invoice date: The billing date is redetermined

Click the Enter button ( ) to clear this message.

4 - Press ENTER to confirm your entries.

Result:

l If you entered the Sold-to party: If you entered the Sold-to party, and the customer has multiple ship-to locations, then the Partner Selection box will be displayed. Click on the appropriate Ship-to party and click the Enter button ( ) to select it.

l If you entered the Ship-to party: If you entered the Ship-to party, the correct Sold-to party will automatically be selected (each Ship-to party can have only one associated Sold-to party) and copied into the order.

The system will perform some additional checks against the customer you specify. If any messages are displayed, you should handle these as described in "3.2 Handling customer validation checks", below.

If no messages are displayed, then continue with "3.3 Review the General header data information".

IF you see... THEN...

the message:

Note the product proposal

A product proposal record has been maintained for the customer, and the materials that the customer regularly orders will


3.3 Review the General header data information

Before you continue entering the order, you should check the information specified in the General header data area of the Overview screen. This information will be automatically copied into the order from the default values specified in the relevant Master File. You should therefore check these fields carefully in case you need to change them for this order.

automatically be included in the order.

Click the Enter button ( ) to clear the message.

the Sales area for customer dialog box You did not specify the sales organization, distribution channel, and/or division on the Initial screen. The dialog box will list all of the sales areas to which the customer is defined. Double-click the required sales area to select it.

the Partner Selection dialog box Either a required partner has not been specified (for example, you entered a sold-to party and not a ship-to party), or there are multiple possible partners for a category, and you need to select the correct one to use.

Double-click on the appropriate partner to select them.

the message:

Customer has has been assigned order block: Denied Party

The customer is on the Denied Party List. This list defines the customers to whom XXXXX XXXXX will not sell product. Note that the Denied Party screening performs a 'fuzzy' search on text strings in customer names, and may incorrectly identify a customer as blocked (for example, if customer "RISK" is on the list, the system may block customer "FRISKY" by mistake).

You cannot enter an order for a customer on the Denied Party List. You need to cancel this order and then (if necessary) contact the XXXXXXXXXXXXXXXXXXXXX to have the customer removed from the list (or removed from the check, if the 'fuzzy' search is incorrectly blocking them, before re-entering the order.

Step Field Action

1 Delivery prior. This field shows the 'customer category' for the customer (as specified in the Customer Master File record for the customer). This is used to drive XXXXXXXXXXXXXXXXXXXXXXXXX), as defined in your local Business Rules. You should make a note of this value, as this may determine some of the options that are available to you later in this procedure.

2 Contact person Make sure that this field specifies the correct contact person for this order.

Note:


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3.4 How to continue

Continue with "4. Enter the order items", below.

4. Enter the order items

4.1 Using the product proposal

If dynamic product proposal has been enabled for the customer, then the materials normally ordered by the customer will automatically be copied into the order (you will also have received a message informing you of this - see "3.2 Handling customer validation checks" above). You can choose to accept, reject, or change this proposal, as follows:

l If you want to ignore the product proposal (and remove all proposed items from the order), then click the Prod.Prop.:Active-InActive button ( ). Note that you must do this before you enter any quantities for these items.

This is automatically taken from the the Ship-To party's Customer Master File record (or the first contact in alphabetical order, if the customer has multiple contacts). If one or more of the products normally bought by this customer require DEA authorization, then this field must specify the DEA-authorized contact person for the customer (or the first contact in alphabetical order, if the customer has multiple DEA-authorized contacts). Refer to "17. Check the DEA requirements" for more information, if required.

3 Payment terms Verify the payment terms are correct for the customer placing the order. The payment terms will automatically be copied from the Customer Master File record.

If you change either of these fields, then the freight costs for the order may change, and will need to be re-determined. The system will automatically detect this when you press ENTER. The system will automatically re-calculate the freight costs, and the following message will be displayed:

Freight is re-determined

Click the Enter button ( ) to clear the message and continue.

4 Incoterms Verify the Incoterms are correct based on the Ship-To customer. The Incoterms will automatically be copied from the Customer Master File record.

Note: The Incoterms field has two parts. The first part is the code identifying the actual freight payment code. The second part is used to specify the location.

5 Title Transfer The title transfer terms will automatically be copied to the order from the Customer Master File record for the customer. Check this field to ensure that the correct terms are being used.

Note: The title transfer terms dictate the point at which title (ownership) of the product - and the associated risk of loss - transfers from XXXXXXXXXXXXX to the customer. The Title Transfer field has two parts. The first part is the code denoting when title transfer occurs; the second part denotes the location(s) where the risk of loss and title transfers. This field is also used to trigger automatic delivery confirmation documents for shipment, where title transfers at loading.


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l By default, the system will not copy the quantities from the product proposal. If you do want to use the quantities specified in the product proposal, then click on the Copy Quantities button ( ).

l If the customer is not ordering all of the proposed materials, then you will need to delete the products they don't want from the proposed list. To do this, click the row selection button to the left of the items(s) that they do not want to order, and then click the Delete row button (

) located below the All items worksheet.

You can add additional items to the order, or enter or change the quantities of proposed items, as explained in "4.2 Manually entering products and quantities", below.

Note: Dynamic product proposal is enabled for a customer in the Customer Master File record. It can propose products (and optionally quantities) based on: (1) any Item Proposal assigned to the customer, (2) any Customer-Material Info Records defined for the customer, and (3) - if enabled - historical sales.

4.2 Manually entering products and quantities

Enter the details of the products that the customer wants to order, in the All items worksheet, by following the steps below.

Step Field Action

1 Material If you want to specify a product and know the XXXX material number for the product, then enter this material number in this field.

Note: XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX

Note: You can enter either the customer material number, or the XXXX material number - they will both refer to exactly the same finished product.

Customer material no If you want to specify a product and know the customer material number for the product, then enter this material number in this field.

Note: The customer material number is defined in the Customer Material Information Record (CMIR), and is typically used to specify the name by which the customer knows (and refers to) the product.

2 Order quantity Enter the quantity of the product that the customer wants to order.

3 SU Enter the unit of measure in which you have specified the order quantity (this is the 'sales unit of measure').

4 Shp. Cond. The shipping condition will be set by default. Check that the correct shipping condition has been selected.


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Note: If you change the shipping condition, then the following message is displayed:

Shipping conditions were changed: Re-determine route and shipping for all items?

and you should click Redetermine to confirm the re-determination.

RUSH ORDERS: If the order needs to be shipped outside of normal lead times, etc., you need to select a specific 'rush' shipping condition (which begins with the characters "RUSH) - this will expedite the order. Note that in this case you will also need to manually create the delivery and shipment (as explained at the end of this procedure).

Note: There may be an additional charge (upcharge) for rush orders (for example, to reflect the additional cost of a road shipment versus a rail shipment, or a flat service fee). XXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.

NO-MOVEMENT ORDERS: If there is no associated movement for the order, then select a shipping condition of InPlace Sale-No Move. You would normally do this for 'TAP & Ship' orders, where the product has already been positioned close to the customer's location (via an STO) and the customer has now taken this project themselves (which means that there is no 'delivery' to be made by XXXXXXXX. You can also use this shipping condition for 'finished' orders (i.e. where the customer already has the product - for example, where product has been re-routed from the original customer, and the order is being entered once the product has already been delivered).

5 Route If necessary, enter or select the code of the route that the delivery to the customer should take.

6 Batch You should not normally specify the batch in the order. The system will automatically assign the appropriate batch prior to delivery, and specifying it now may cause problems later. Note that it is not necessary to specify a batch to 'reserve' stock - GATP will handle availability for you.

You should therefore only specify the batch if you have been specifically asked to do so (for example, for 'Tap & Ship' orders, where the batch number is known already, or where the customer


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Note: If you subsequently change the items or quantities in the order, or (in some cases) change the shipping condition, you will need to re-price the order. For details of how to do this, refer to "9. Review the order pricing".

4.3 Check your entries

Press ENTER to confirm your entries.

Result: When you press ENTER, the system will carry out the following processing:

1. Retrieve the material description, unit of measure and other data from the relevant Master Data records, and copy this information into the order. The system will also retrieve the price from the Pricing Master, and copy this into the order (you can check this information later in this procedure).

2. Check the lead times for the order (that is, the amount of time it will take to arrange the delivery and prepare the product for shipment). If the Note schd.lines field for an order item is selected (once you press ENTER), then there is either transportation time issue (there is insufficient time to meet transportation lead-time requirements for the customer/combination entered), or a delivery date problem (not all of the product is available on the requested date, but it is available on another date). In this case you should continue with "7. Review the planned delivery dates" to resolve this issue.

3. Check product availability and allocation (a.k.a. GATP), and loading capacity, if these checks have been activated for your Business Unit. If there are any issues with GATP, then the APO Availability check: delivery proposal screen is displayed, and you must resolve these as explained in "5. Handle GATP (availability and allocation) issues". Otherwise, continue with Step 5. Note: If the system encounters an error when checking GATP, one of the following errors will be displayed. Handle these as described below:

is being sold a specific [often off-spec] batch, possibly at a special price).

7 - You may see a pop-up box if 'pop-up text' has been maintained. You should read any such text, and then click the Enter button ( ) to clear the pop-up.

Tip: You can re-display this text at any time by displaying the header-level Internal order notes (H-pop) text, as explained later in this procedure.

8 - Repeat steps 1 to 7 for each additional product that the customer wants to order.

Message Action Error in calling up function 'BAPI_APOATP_CHECK' in APO server 'P9P_100' connection closed

The APO system (which performs the GATP check) is not connected to the R/3 system. Contact your local Help Desk for assistance.

The planning area GDPA_PY could not be locked

Allocation could not be checked because the Demand Planner is currently updating the allocation in APO. Wait a while and then re-try.

Internal error in order (Num1 , Num2) requirement (Num3, Num4) rejected Item has no open quantity - Check


For more information on GATP, refer to the document "Understanding GATP".

4.4 How to continue

Once all checks have been carried out, and any problems resolved, continue with "6. Decide what to do next".

5. Handle GATP (availability and allocation) issues

5.1 Determine whether it is an availability or allocation issue

If the APO Availability Check : Delivery Proposal screen is displayed, then there is a problem with either product availability or product allocation. This screen shows the amount of product that can be confirmed (you can compare this with the requested quantity), but does not show which type of problem was encountered. Determine which is the case by following the steps shown below:

5.2 Handling allocation issues

Review the current allocation

If required, you can review the current sales allocation for the customer/product as follows:

fixed quantity ID

Step Field Action

1 - Click the Check Types button (located below the worksheet)

Result: The APO Availability Check: Confirmation proposal of check type screen is displayed.

l If the quantity shown in the Confirmed qty field in the Product availability check area is less than the requested quantity, then there is an availability issue, and you should continue with "5.3 Handling availability issues".

l If the quantity shown in the Confirmed qty field in the Product allocations area is less than the requested quantity, then there is an allocation issue, and you should continue with "5.2 Handling allocation issues".

Step Field Action

1 - On the APO Availability Check: Confirmation proposal of check type screen, click the Details button ( Magnifier) to the right of the Product allocations worksheet.

Result: The APO: Product Allocations Result screen is displayed. The only additional information on this screen is the requested quantity, shown in the Requested quant. field.

2 - On the APO: Product Allocations Result screen, click the Period button (Period).


Handle the issue

Click the Back ( ) button to return to the APO Availability Check : Delivery Proposal screen.

The table below lists the options that are available to you, to resolve the problem. To determine which option to select, you MUST consult the local Business Rules rules for your Business Unit.

5.3 Handling availability issues

Click the Back ( ) button to return to the APO Availability Check: Delivery Proposal screen.

The table below lists the options that are available to you, to resolve the problem. To determine which option to select, you MUST consult the local Business Rules rules for your Business Unit.

Result: The APO: Product Allocation Overview screen is displayed. This screen shows the total allocation quantity (in the Prod alloc. qty field) for each calendar month.

3 - If there are any open orders consuming the allocation (in which case the Incoming orders qty field will contain a figure, then you can display these orders by double-clicking on this figure.

3 - Once you have finished checking the allocation, click the Back ( ) button a number of times to return to the APO Availability Check: Confirmation proposal of check type screen.

Option Action

Option A Order a smaller quantity

Click the ONE TIME DELIVERY button. This will confirm the remaining allocation quantity for this order and allow the order to be saved as complete.

Result: The Overview screen is re-displayed. Continue with "8. Review the shipping details and item category".

Option B Consult Supply Chain

There may be alternative ways of meeting the order quantity and dates. Depending on your local Business Rules and, typically, the customer category), you can contact XXXXXXXXXXXXXXXXXXX to discuss these options. Click the Cancel without Confirming button ( ). This will enable you to save the order with a zero-confirmed quantity, preventing subsequent processing, pending your discussion with XXXXXXXXXXXX. (Refer to the "Handle GATP Availability and Allocation Issues Sub-process" of the "Commit Order Process" for more details.)

Note: Orders with a Confirmed Quantity of zero (0) will appear on the Blocked Orders Report.

Option C Cancel the order

If it is not possible to satisfy the customer's requirements, then you may have to simply cancel the order.

Option Action


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5.4 How to continue

Option A Order a smaller quantity

Click the ONE TIME DELIVERY button. This will save the available quantity shown in R/3 as the confirmed quantity and allow the customer to receive a shipment of quantity on the date they have requested.


Option B Order the full quantity and make one delivery when it is all available

Click the FULL DELIVERY button. This enables you to provide the customer with the total quantity they have asked for on the earliest date that our inventory shows we will have the full quantity available. This creates a new schedule line in the sales order, with the delayed shipment date.


Option C Order the full quantity and make separate deliveries as product becomes available

Click the DELIVERY PROPOSAL button. This will create multiple deliveries of product for the quantities, as and when we next have the product available, until the full requested quantity has been delivered.


Note: Note that this will create multiple schedule lines in the order. XXXX design does not recognize multiple schedule lines within an order. If this option is selected, follow your business rules in ensuring that the information from the schedule line is transferred to the line item level or a new sales order.

Option D Try an alternative supply point

If you know the correct alternative supply point for this customer/product combination, and have the approval of the Supply Chain, then you can check to see if the product can be supplied from the alternative supply point. To do this, click the Cancel without Confirming button ( ), and then change the supply point as described in "8. Review the shipping details and item category".

Option E Consult Supply Chain

There may be alternative ways of meeting the order quantity and dates. Depending on your local Business Rules and, typically, the customer level), you can contact XXXXXXXXXXXXXXXXXXXX to discuss these options. Click the Cancel without Confirming button ( ). This will enable you to save the order with a zero-confirmed quantity, preventing subsequent processing, pending your discussion with XXXXXXXXXX. (Refer to the "Handle GATP Availability and Allocation Issues Sub-process" of the "Commit Order Process" for more details.)

Note: Orders with a zero-confirmed quantity will appear on the blocked orders report.

Option F Cancel the order

If it is not possible to satisfy the customer's requirements, then you may have to simply cancel the order.


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Continue with "6. Decide what to do next".

6. Decide what to do next

6.1 Overview

In some cases, once you have entered the customer and product details, the order is complete. However, in many cases, there will be additional information that you need to check or specify. Use this section to decide what other actions you may need to take.

6.2 Making additional changes

Use the table below to decide how to continue.

IF you want to... THEN continue with... Comments

Review (and possibly change) the schedule line information for one or more order items


You must do this for Three Company Back-to-Back Sales orders - automatic shipment creation will be blocked, as it will automatically be triggered from the shipment on the Stock Transport Order (STO).

Review or change the shipping details and/or item category.


You should always do this is there were GATP issues and you chose to deliver (all or some of) the product on a later date.

For Back-to-Back orders, you need to change the item category.

Review the prices used in the order, enter additional pricing conditions (such as final price, discounts or surcharges) manually, or re-price the order

9. Review the order pricing You should always do this for orders using a one-time price (OTP).

Change the pricing date 10. Change the pricing date You should only change the pricing date if you have been specifically asked to do so, or if you know the order will ship in a future month but the current month's price should be used.

Check or change the Purchase Order information in the sales order.


Typically, you would do this for inter-affiliate sales, where it is necessary to tie this sales order to an SAP Purchase Order document, or if you want to enter a different Purchase Order number for each order item.

Review the partner functions defined for the order, and add new ones if required.

12. Review the partner functions

Typically, you would do this if you need to specify additional documentation recipients.

Check or change header-level texts


Check or change item-level texts



6.3 How to continue

Once you have finished checking or changing the order and it is complete, continue with "18. Save the order", to save the order and complete this procedure.


7.1 Display the schedule lines

On the Overview screen, click on the row selection button to the left of the order item that you want to check, and then click the Schedule lines for item button ( ) - you can find this button below the worksheet.

Result: The Item Data screen [SAPMV45A/4003] is displayed, with the Schedule lines tabbed page selected. This screen lists the date(s) on which the requested quantity can be delivered to the customer.

7.2 Review the schedule lines

Check the scheduled delivery dates, as proposed by the system. Normally, you would expect to see one schedule line, for the entire order quantity, on the requested delivery date. If multiple lines are shown, then this will typically be because the full order quantity is not available on the requested date.

Manually block the order for delivery

15. Enter a delivery block This will stop the delivery from being dispatched, but the delivery and shipment will still be created.

Manually block the order for invoicing

16. Enter a billing block This will ensure that the goods issue of the delivery does not create a billing document. You would normally do this if the final price has not yet been agreed (and will not be agreed by the time of goods issue).

Check the data required for DEA processing

17. Check the DEA requirements

You will need to do this for orders of materials controlled by the U.S. Drug Enforcement Agency (such as XXXX, XXXXXXXXXXXXXXXXXXXXXXXX XX). If in doubt, try saving the order - the system will generate an error message if the DEA checks failed.

Step Field Action

1 Fixed date and qty Do not select this field. This field must always be cleared (deselected).

Quantities/dates area (one line per proposed delivery date):

2 Deliv. date This field should default to the value entered in the Req. deliv. date field on the Overview screen. You should not need to change it here.

Note: If the confirmed quantity (across all schedule lines) is less than the requested order quantity, then


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7.3 How to continue

l If you want to perform additional checks, or make additional changes, return to "6. Decide what to do next".

l Otherwise, if the order is ready to be saved, continue with "18. Save the order".


8.1 Display the shipping details

You can check the shipping details and item category from the Overview screen. If you are currently at another screen, then select menu path Goto > Overview to return to the Overview screen.

The shipping details and item category are shown in the All items worksheet, to the right of the product and quantity details. You may need to scroll the worksheet to the right to see this information.

3 Order quantity This field should default to the value entered into the quantity field for the selected order item. You should not need to change it here.

normally the order will be considered 'unfulfilled'; and will remain open for the unconfirmed quantity. However, if a fixed tolerance level has been specified in the Customer Master File record for the customer, and the unconfirmed quantity is within this tolerance, then the order will be considered fulfilled, and closed anyway. For example, if the customer orders 45,000 lbs and has a tolerance level maintained in the master record at 10%, if the confirmed quantity is 42,000 lbs, then the order will be considered complete, and closed.

4 Rounded qty This field will automatically be updated based on the order quantity and the amount of the product available at the plant specified in the Plant field on the Overview screen.

5 Confirmed qty. This field shows the quantity that can be provided to the customer on the delivery date shown.

6 Sched.line cat. This field shows the MRP Type from the Material Master File record for the order item. You should not need to change this field.

Note: Typically, this field will contain CP, although for Three-company Back-to-Back sales orders, it should be ZA.


8.2 Review the shipping details and item category information

Many of the shipping-related fields will be copied from the Customer-Material Info Record (CMIR), if one has been created for this given customer/product combination. You should check these values - or specify them now if a CMIR has not been created - by following the steps shown below.

8.3 How to continue

l By default, the system will create one delivery (and shipment) for each line item in the order. If you need to group multiple line items into a single delivery document and a single shipment document, continue with "8.4 Grouping line items onto the same subsequent document";

Step Field Action

1 Plnt The default supplying plant for the selected product will automatically be copied into this field. If necessary, you can change the supplying plant. However, you should ensure that you have the approval of the Supply Chain before doing this.

If you want to select an alternate plant, then highlight the line item and click Add . The Line Item Additional Functionality dialog box is displayed. Click Alternative Plants [Plant]. A new dialog box will be displayed, showing a list of other plants that contain the same product. Choose the plant from which the product should be provided by highlighting the appropriate row. If there are no alternative plants for this product, the following message is displayed:

No entries for this ship-to/material in the table YSDA_ALTR_PLANT

2 Shipping point / Receiving pt

Enter the shipping point corresponding to the plant entered.

Note: This should automatically be specified, based on the plant and shipping condition entered.

3 Route Enter the route via which the product will be shipped.

Note: This field should be set automatically from the master data, based on the plant and Ship-to party that you have specified earlier. If it does not default, contact the Route Administrator or select another route for the appropriate shipping condition.

When routes are manually entered into the order, this will not cause the lead times and transit times to be re-calculated automatically.

4 ItCa Make sure that the correct item category is specified. This is normally based on the sales order type entered, and should not need to be changed.

BACK_TO_BACK ORDERS: Enter an item category of TAB. This will trigger the creation of a Purchase Order to the third-party by whom the ordered product will be supplied.



l By default, the system will automatically create the delivery and shipment documents. If you need to suppress the automatic creation of the shipment, then continue with "8.5 Suppressing automatic shipment creation";



8.4 Grouping line Items onto the same subsequent document

The XXXX system will generate a unique delivery and shipment for each individual line item in the sales order. For some orders, it may be necessary to group line items onto the same delivery and, in turn, place the products into a single shipment for a customer. If you need to do this, then follow the steps shown below, to group line items onto one delivery:

8.5 Suppressing automatic shipment creation

Normally, deliveries and shipments are automatically created for sales orders. If you want to suppress the automatic creation of the shipment (for example, if you want to combine deliveries from separate orders into a single shipment - this is often the case where a customer orders products from more than one Business Unit but they can be delivered in the same shipment) then you can do this by following the steps shown below. Note that the delivery will still be created.

Step Field Action

1 - From the Overview screen, select the Shipping tab.

Result: The Shipping tabbed page is displayed.

2 Delivery Group For all items that you want to group, enter a number to identify the group into which this item should be placed.

Example: If you have five line items, and you wish to combine three of those into one delivery and shipment, you would enter 1 into this field for each of those three items (and leave this field blank for the other two items) - this will cause those three items to appear in one delivery document. In this example, if you also wanted to combine the other two items into a single delivery, then you would enter 2 into this field for those two items.


4 -l If you want to perform additional checks, or make additional

changes, return to "6. Decide what to do next".


Step Field Action

1 - From the Overview screen, select the item for which you want to suppress the automatic shipment creation, and then click the Ext. Dtls. [Transport type] button ( ).

Result:


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Caution: If you suppress automatic shipment creation, then you will need to manually create the shipment later. Do not forget to do this.

8.6 How to continue



9. Review the order pricing

9.1 Display the prices

From the Overview screen, select the order item for which you want to display the pricing details, and then click the Item conditions button ( ).

Result: The Item Data screen is displayed, showing the Conditions tabbed page.

9.2 Review the item price

The price for the product, plus any discounts and surcharges, should automatically be copied into the order from the Pricing Master File. The table below lists the information that is shown for each pricing condition:

The External Details dialog box is displayed.

2 Pipe Ex. batch no. Enter X in this field.

3 Mode of transp. Use the matchcode to select the mode of transport that best matches the shipping condition on this order.

Note: If you do not specify a mode of transport, then the following message will be displayed:

Method of transport must be specified. Please specify.

Click Enter ( ) to clear this message.

4 - Click Enter ( ) to close the dialog box and return to the Overview screen.

Field Description

CnTy The condition type code. Note: For a full list of condition types, and a description of when each would be used, refer to the "Pricing Condition Types" Quick Reference.

Name A short text description of the condition type


Note: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

9.3 Manually entering a pricing condition type

If you want to manually enter a price (typically, a one-time price [OTP]) or want to enter additional pricing conditions (for example, discounts or surcharges), then do so by following the steps shown below:

9.4 Re-pricing the order

If you want to re-retrieve the latest price for the sales order item from the Pricing Master File, then do so by following the steps shown below. Typically, you would only need to do this when creating an order if you have changed the order quantity, and a scale price applies to the item, or if you have changed the pricing date. Otherwise, the correct price will have already been copied into the order when you started entering it.

Rate The unit price for the pricing condition.

Curr The currency in which the price is specified.

per The pricing unit (i.e., the price shown is per this number of units - typically 1, or 100).

UoM The pricing unit unit of measure.

Condition value The net value of this condition in the order (the unit price multiplied by the quantity).

Curr The pricing currency (in which the net value is shown).

OUn The ordering (sales) unit of measure (this may be different from the pricing unit of measure).

All other fields are not used.

Step Field Action

1 - Move the cursor to the first free condition line in the worksheet.

2 CnTy Enter or select the condition type for the price, surcharge, discount, freight charge, or tax amount.

3 Rate Enter the price per unit.

4 Curr Enter the currency in which this price is specified.

5 per Enter the sales quantity unit to which this price applies.

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXX

6 UoM Enter the pricing unit of measure.


Step Field Action

1 - Click Update.


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9.5 How to continue

Click Back ( ) to return to the Overview screen.



10. Change the pricing date

10.1 Understanding pricing dates

Normally, the system will use the goods issue date as the pricing date, when generating the invoice. This means that the system will use the price that is valid at the time that title over the product (effectively, ownership of the product) transfers to the customer, regardless of the date on which the order was entered, or the date on which the invoice is generated (which may be some time after goods issue, especially for those customers using scheduled billing or collective invoicing). Normally, this is exactly what is required.

In some cases, however, it is necessary to ensure that the price valid on a specific date, and not the goods issue date, is used. Typically, this is where prices are established monthly, and the order will ship in a different month to the month in which the order was entered, but the customer is still entitled to the price valid during the month in which the order was entered. To achieve this, you can force the system to use a specific date, by manually entering a pricing date in the order (as explained below).

10.2 Change the pricing date

If you want the order to be priced using a specific date, then specify the required pricing date by following the steps shown below:

Result: The Pricing type (1) dialog box is displayed.

2 PrTyl If you want to remove any manual pricing conditions that you

may have entered, and retrieve new prices from the Pricing Master File, then select the entry for B (Carry out new pricing).

l If you want to keep any manual pricing conditions that you may have entered, then select the entry for C (Copy manual pricing elements and redetermine the others). (Note that manual prices will always override 'automatic' prices.)

3 - Click Copy [Enter].

Result: The dialog box is closed, and the order item is re-priced with the latest prices from the Pricing Master File.

Step Field Action

1 - If you are not already at the Overview screen, select menu path Goto > Overview.

2 - Click the row selection button to the left of the item for which you want to change the pricing date, and then select menu path Goto


10.3 Confirm the pricing date change

If you enter a manual pricing date, then the system will use this date and not the goods issue date, when creating the invoice. However, occasionally, the system does not recognize that you have entered a specific pricing date (even though the Pricing date field shows the correct [manually-entered] date), and will ignore this date - and use the goods issue date - at the time of invoicing. You therefore need to confirm that the system has indeed recognized that the pricing date has been manually changed. To do this, follow the steps shown below:

10.4 How to continue

Click the Back button ( ), to return to the Overview screen.




11.1 About the customer reference information

The customer purchase order (PO) number and/or reference document numbers may be automatically copied from the Customer Master File Record for the customer, or from Stock Transport Orders (STOs) that have been linked to the Sold-to or Ship-to parties. However, in some cases, it will be necessary for you to manually enter a purchase order number or other reference information yourself (for example, to reference other SAP R/3 documents related to the order).

This reference information can be entered at either the header level (applying to the order in general) or at the item level (applying only to a specific order item). By default, any purchase order number specified at the header level will be used for each item, unless a purchase order is also entered at the item level, in which case the item-level Purchase Order number will apply (to

> Item > Sales A.

Result: The Item Data [SAPMV45A/4003] screen is displayed, with the Sales A tabbed page selected.

3 Pricing date Enter the date that should be used when pricing the order.

4 - Press ENTER to confirm your changes.

Step Field Action

1 - Select the Additional Data B tabbed page (you may need to use the tabbed page drop-down button ( ) to do this).

General Data area

2 Pricing date set manually

If you changed the pricing date, then this field should be automatically selected (you will not be able to select this field yourself). This will prove that the system did recognize the date change. If this date is not selected, then the system is not working correctly. In this case, you must contact XXXXXXXXXXXXXXX for assistance.


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that item). This task explains how to enter references at both levels, as required.

11.2 Reviewing header-level reference information

If you want to check or enter reference information at the order header level, then do so by following the steps shown below:

11.3 Reviewing item-level reference information

If you want to check or specify reference information at the item level, then do so by following the steps shown below:

Step Field Action

1 - Select menu path Goto > Header.

Result: The Header Data screen is displayed.

2 - Select the Purchase order data tab.

Sold-to party area:

3 PO number This field will default to the purchase order number you specified on the Overview screen (or will be taken from the relevant Master Data). You can change this field, if required.

Note: This purchase order number will automatically be copied into all of the order line items, unless you specifically enter another number at the item level (as explained below).

Ship-to party area:

4 Your reference For most sales orders, this field is not used. However, for some sales orders, this field provides an important link to other SAP documents. You can verify the contents of this field as follows:

l If you are entering a Floating Sales Order (order type ORF), ensure that this field is populated with its corresponding STO document number. This will be used to process the shipment document for this order.

l If you are entering a Three-company Back-to-Back Sales order, upon saving this order, an Inter-company STO will be created in the background. The STO number will be copied into this field at that time (but the field should be blank now).

l If you are entering a standard order, this field should not contain anything.


6 - Click Back ( ) to return to the Overview screen.

Step Field Action

1 - Select menu path Goto > Item > Purchase Order Data.

Result: The Item Data screen [SAPMV45A/4003] is displayed, with the Purchase Order Data tab selected.





12 Review the partner functions

12.1 About partner functions

Normally, several partner functions will be automatically specified in the order, based on the Customer Master File for the customer. Sometimes, it will be necessary for you to assign additional partners - for example, to send documents relating to the order to additional parties.

Tip: Refer to the "Sales Partner Functions" Quick Reference for a list of possible partner functions, and the conditions under which each would be used.

12.2 Display the currently-assigned partners

From the Overview screen, select menu path Goto > Header > Partner.

Result: The Header Data screen [SAPMV45A/4002] is displayed.

12.3 Enter or change the partner functions

If you need to change the partner assigned to a partner function, or enter additional partner functions, then do so by following the steps shown below:

Sold-to party area:

2 PO number By default, this field will contain the purchase order number entered on either the Overview screen or at the header level. If necessary, enter a different purchase order number for this specific item.



Step Field Action

1 Partn.funct.l If you want to change an existing partner function, then move

the cursor to the required entry.

l If you want to add a new partner, then move the cursor to the first free entry in the worksheet, and then enter or select the required partner function.

2 Partner Enter or change the partner number the Partner number.

Tip: For customer-related partners, you can use a matchcode to perform a search by

Note: You can not change a required partner function that has been copied from the Customer Master






13.1 About header-level text

Header-level texts are texts that apply to all items in the order. Some texts may be automatically copied into the order from the Customer Master File record for the customer, or from any reference document used.

For a full list of the available categories of header-level sales texts, refer to the "Sales Text" Quick Reference.

13.2 Review the header-level texts

To display or change any of the available header-level texts, follow the steps below:

customer number to see what numbers are linked to the customer entered in the order.

File. If you need to change the partner for one of these functions, then you will need to submit a Master Data Change Request to the XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXGroup, to have the master data changed.



Step Field Action

1 - From the Overview screen, select menu path Goto > Header > Texts.

Result: The Header Data screen [SAPMV45A/4002] is displayed showing the Texts tabbed page.

2 Txt ty. Double-click on the required category of text to display the currently-defined text (if any) in the text area.

3 - Double click in the text area.

Result: The Change Texts screen (a full-screen text editor) is displayed. Check the text category shown in the screen title to ensure that you are entering the text in the correct text type field. (Note that you can


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Click the Back button ( ) to return to the Overview screen.


simply enter text in the text area, but accessing the Change Texts screen provides you with the opportunity to check the text category, as the highlighted text category in the Txt ty. may not necessarily be the category for which you are entering text into the text area, even if it looks that way.)

4 - If you want to insert a predefined Standard Text into this text field, then select menu path Insert > Text > Standard.

Result: The Insert Text dialog box appears. Complete this dialog box as follows:

Step Field Action

i Text Name Enter the name of the standard text that you would like to insert into the order.

Note: If you do not know the name of the standard text, you can use the matchcode to help select the standard text from a list.

ii Text ID This should default to ST.

iii Language Use the matchcode to select the language of the text you would like to insert.

iv - Click the Enter ( ) button.

Result: Text defaults into the text field you selected.

5 - Review or modify the text, as required.

Note: To edit a Standard Text that you have inserted (in Step 4), you need to click the Change Command button ( ), and then edit the text in the Command area.

6 - Click the Save button ( ) to save your changes.

Result: The following message is displayed:

Text was saved

7 - Click the Back ( ) button to return to the Header Data screen.

8 - Repeat steps 2 to 7 to review any other categories of text.




14.1 About item-level text

Item-level texts are texts that apply only to the single item against which they are entered. Some texts may be automatically copied into the order from the Customer Master File record for the customer, or from any reference document used.

For a full list of the available categories of item-level sales texts, refer to the "Sales Text" Quick Reference.

14.2 Review the item-level texts

Step Field Action

1 - On the Overview screen, select the item for which you want to change the texts, and then select menu path Goto > Item > Texts.

Result: The Item Data screen [SAPMV45A/4003] is displayed, showing the Texts tabbed page.

2 Txt ty. Double-click on the required category of text to display the currently-defined text (if any) in the text area.

3 - Double click in the text area.

Result: The Change Texts screen (a full-screen text editor) is displayed. Check the text category shown in the screen title to ensure that you are entering the text in the correct text type field. (Note that you can simply enter text in the text area, but accessing the Change Texts screen provides you with the opportunity to check the text category, as the highlighted text category in the Txt ty. may not necessarily be the category for which you are entering text into the text area, even if it looks that way.)

4 Text box If you want to insert a predefined Standard Text into the text field, then select menu path Insert > Text >Standard

Result: The Insert Text dialog box appears. Complete this dialog box as follows:

Step Field Action

i Text Name Enter the name of the standard text that you would like to insert into the order.

Note: If you do not know the name of the standard text, you can use the matchcode to help select the standard text from a list.

ii Text ID This should default to ST.

iii Language Use the matchcode to select the



Click the Back button ( ) to return to the Overview screen.



15. Enter a delivery block

15.1 About delivery blocks

If you enter a delivery block on the order, then this will prevent the creation of a delivery document for the order (which means that the order cannot be delivered to the customer). It will only be possible to create the delivery and perform subsequent processing once the block has been removed.

You can block either the entire order (a block at header level) or an individual item within the order (a block at the item level). This task contains two sections - one for each level of block. Refer to the relevant section depending on what you want to block.

15.2 Entering a delivery block at the header level

If you want to enter a delivery block against the entire order, then do so by following the steps shown below:

language of the text you would like to insert.

iv - Click the Enter ( ) button.

Results: Text defaults into the text field you selected.

5 - Review or modify the text, as required.

Note: To edit a Standard Text that you have inserted (in Step 4), you need to click the Change Command ( ) button, and then edit the text in the Command area.

6 - Click the Save button ( ) to save your changes.

Result: The following message is displayed:

Text was saved

7 - Click the Back ( ) button to return to the Item Data screen.

8 - Repeat steps 2 to 7 to review any other categories of text.

Step Field Action


15.3 Entering a delivery block at the item level

If you want to enter a delivery block against one or more individual items in the order, then do so by following the steps shown below:




16. Enter a billing block

16.1 About billing blocks

1 - On the Overview screen, select the Shipping tab.

Result: The Shipping [SAPMV45A/4001] screen is displayed.

2 Delivery block Select the type of delivery block that you want to apply to the order.

Tip: For an explanation of the various block types, refer to the "Block Codes" Quick Reference.


Step Field Action

1 - On the Overview screen, select the item that you want to block, and then select menu path Goto > Item > Schedule lines.

Result: The Item data screen is displayed, showing the Schedule lines tabbed page.

Quantities/dates worksheet:

2 Delivery block Select the type of delivery block for the order to be blocked. This will block only the item you have selected.

Note: If there are multiple schedule lines (one per delivery) then you can block one or more individual schedule lines.




5 - Repeat steps 1 to 4 for all additional items that you want to block for delivery.


If you enter a billing block on the order, then this will prevent the creation of a billing document for the order (which means that an invoice cannot be issued to the customer).

You can block either the entire order (a block at header level) or an individual item within the order (a block at the item level). This task contains two sections - one for each level of block. Refer to the relevant section depending on what you want to block.

16.2 Entering a billing block at the header level

If you want to block the entire order for billing, then do so by following the steps shown below:

16.3 Entering a billing block at the item level

If you want to block one or more individual items in the order for billing, then do so by following the steps shown in the table below:

Step Field Action

1 - From the Overview screen, select menu path Goto > Header > Billing.

Result: The Header Data screen [SAPMV45A/4002] is displayed, showing the Billing tabbed page.

Billing area:

2 Billing block Select the type of billing block that you want to apply to the order.




Step Field Action

1 - On the Overview screen, select the item that you want to block, and then select menu path Goto > Item > Billing.

Result: The Item Data [SAPMV45A/4003] screen is displayed, showing the Billing tabbed page.

Billing area:

2 Billing Block Select the type of billing block that you want to apply to the order item.




5 - Repeat steps 1 to 4 for all additional items that you want to block for billing.





17. Check the DEA requirements

17.1 About DEA requirements

The sale of certain products (such as XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX) is controlled by the U.S. Drug Enforcement Agency (DEA). A product is designated as requiring DEA authorization in the Material Master File Record for the product. There are two distinct DEA checks carried out in SAP, depending on whether the order is domestic or export, as follows:

17.2 Check the material

If you want to confirm that the product is DEA-controlled, then you can display the material definition using transaction MM03, as described in the user procedure "Displaying a Material Master File record for a non-MRO material". If the Product Attribute 10 field on the Sales: Sales org. 2 screen is selected, then the product is DEA-controlled, and the above checks will be applied.

17.3 Check the DEA contact person

For domestic orders, make sure that the contact person for the order (specified in the Contact person field, in the General header data area on the Sales tabbed page of the Overview screen) is specified exactly the same as the DEA contact person specified in the Customer Master File record for the ship-to party. Note that the Customer Master File lists the last name and first name of the contact separately - in the order, the contact must be specified as the first name followed by the last name (separated by one space only).

If necessary, you can display the Customer Master File record using transaction XD03, as described in the user procedure "Displaying a Customer Master File record". The customer's contacts are be listed on the Contact Persons tabbed page of the General data screen. The DEA contact will have a Function field value of P2 (Purch.Agent DEA Auth).

17.4 Check the DEA license

Order type Requirements

Domestic Orders If the product is DEA-controlled, then the customer must have a DEA contact person defined for them in the Customer Master File record for the ship-to party. This person must then be specified as the contact person for the order. If the customer does not have a defined DEA contact person, or this person's name is not specified as the contact person for the order, then the order will be blocked.

Export Orders If the ship-to address indicates that the product is being exported, then there must be a DEA License Master Record in SAP for the ship-to party. If such a license does not exist, the order will be blocked.

Note that there is nothing you can change in the order to remove this block (other than removing the DEA-controlled product from the order). Instead, you need to contact XXXXXXXXXXXXXXXXXXXXXXXXXXXX and ask them to follow-up the issue with the customer.


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For export orders, you need to make sure that a valid DEA license for the ship-to party has been recorded in the system. You can do this using transaction VX03N, as described in the user procedure "Displaying a DEA License Record". You can use the Matchcode button on the License number field to select the Licenses: Search using customer option, and search based on the ship-to party number. If your search does not return any data, then a license has not been defined for the customer. If a license is found, then you need to check that the status is Accepted, and that the validity period covers the order delivery date.




18. Save the order

18.1 Save the order

Click the Save button ( ) to save and complete the order.

Result: When you save the order, the system will perform a number of checks. These include:

l A check of the customer's credit;

l If necessary, a check that the relevant DEA data has been specified;

l A check that all of the data required to process the order has been specified.

If any of these checks fail, then an error message will be displayed. You should resolve all of these errors as described in "18.2 Handling order validation checks", below.

If there are no problems with the order, or once all issues have been resolved, the following message will be displayed:

Document <DocNo> has been created.

18.2 Handling order validation checks

The table below lists some of the more common messages that may be displayed when you try to save the order, and describes how to handle them.

Message Meaning and responseWARNING: PO Number is blank You have not entered the customer's Purchase

Order number. Enter one now in the PO number field on the Overview screen.

ERROR: Price not found for line item <Item>

A valid price could not be found for the order item. Either request the definition of the price in the Pricing Master, or manually enter a price now, as described under "8. Review the order pricing".

INFORMATION: Oldest of open items overdue

The customer's oldest open receivable is overdue (it was not

Tip: For more



Click Exit ( ) to return to the SAP Easy Access menu screen.

You have now completed this procedure.

18.4 What happens next

As soon as the order has been saved (unless it has been saved as incomplete), an Order Confirmation document will be sent to the customer (unless the customer has requested not to receive Order Confirmations).

Nearer the requested delivery date (depending on the lead times defined in the system), a delivery document and shipment will automatically be created for the order, by the system. If necessary, you can create the delivery and shipment manually, instead of waiting for the system to create them. However, if you create the delivery and shipment manually, and then the order needs to be changed, you may need to manually delete and then re-create the delivery and shipment. It is therefore advisable to leave the creation of the delivery and shipment as late as possible (which is when the system will create them).

paid by the required date), and the customer has therefore failed the 'oldest overdue item' credit check. The order will be blocked, and must be released by Credit. (See "What happens next" below, for additional information.)

information on credit checks and settings, refer to the "Credit Control Settings" Quick Reference.

INFORMATION: Dynamic credit check has been exceeded <value><currency>

The value of this order (specified in the message) will cause the customer to exceed their (dynamic) credit limit. You can either reduce the order quantity, or save the order as-is, and it will be blocked which will require a release by Credit. (See "What happens next" below, for additional information.)

Contact person is not DEA authorized for Material <MatNo>

The material is DEA-controlled, but the contact person specified for the order is not a recognized DEA contact. Refer to "17. Check the DEA requirements" for instructions.

Document Incomplete Save the doc. as incomplete, or process the data

Some required data is not specified in the order. Click Edit to display the Incompletion Log. Select each item and click Complete data in turn. The relevant screen will be displayed; complete the missing data as described in this procedure.

Optionally, you may choose to save the document as incomplete. In this case, you will need to change the order later, and specify all missing data, before the order can be confirmed to the customer.


In some cases, the delivery and shipment will not be created by the system (for example, if you blocked the automatic shipment creation). In other cases, you may need to create the delivery and shipment manually (for example, for a rush order). If you definitely need (or want) to create the delivery and shipment documents manually, then refer to the user procedure "Creating a delivery document".

Orders blocked for credit

The Credit group continuously monitor orders blocked for credit, and will therefore automatically be notified of this order (see "The Customer Credit Process" for more information). Credit will review the customer's credit status, outstanding receivables, and other relevant information, and decide whether the order should be released or not. If Credit decide to release the order, then they will unblock it in the system. If they do not agree to release the order, then they will inform you directly.

You will not receive an automatic (system-generated) confirmation when the order is released. You should therefore monitor blocked orders, as described in the user procedure "Reviewing blocked or held orders". When the order no longer appears on the list of blocked orders, you can continue to process the order. Although you may not need to make any changes to the order (if it was complete before being blocked for credit), you should review the order to make sure that the delivery and shipment are created automatically, and create them manually if they were not. You may find it useful to display the order document history (as described in the procedure "Changing a sales order") to determine this.

Related information

Business Rules Process documents

The Commit Order Process The Customer Credit Process

Training courses Order Processing

Job Aids Sales Order Types Sales Partner Functions Credit Control Settings Sales Text Block Codes

Document Change History

Vers. Date Description of change

1.0 06-NOV-2002 Original document.

1.1 23-OCT-2003 Updated to include details of checking PO/reference data, and GATP processing.

1.2 11-NOV-2003 The Fixed date and qty field (on the Item Data screen, Schedule Lines tabbed page) must not be used. The procedure has been updated to explicitly state this.

2.0 11-MAY-2004 Significant updates following Perfect Order Workshops, including:

l Moving Sales Text details to a separate document;

l Adding information on manually pricing the order;

l Clarifying DEA-check requirements and processing;

l Clarifying GATP allocation and availability issue options;


l Significantly re-working the procedure navigation;

l Providing additional help on handling exceptions and error messages.

Has it helped? Is anything missing? Let us know by completing the Feedback Form below.

2.1 20-MAY-2004 Additional information provided on handling GATP issues.

2.2 03-JUN-2004 Additional information provided on what to do with orders blocked for credit (under "18.4 What happens next").

2.3 15-JUN-2004 Describe use of 'no movement' shipping condition.

This document is uncontrolled when printed. The latest version can be viewed as an on-line document via the Knowledge Warehouse.

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creating a standard sales order and product allocation

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