p56 pharma presales activities

Business Process Procedures

EHP7 for SAP ERP 6.0February 2014EnglishEnglish

Pharma: APOPresales Activities (P56)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermanyBusiness Process Documentation

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Type StyleDescription

Example textWords or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

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Contents

5Pharma: Presales Activities

51Purpose

52Prerequisites

52.1Master Data and Organizational Data

62.2Business Conditions

62.3Roles

73Process Overview Table

94Process Steps

94.1Inquiry

124.1.1Document Flow

134.2Creation of a Quotation

154.3Output of the Quotation Document


174.4Creation of a Sales Order with Explicit Reference to the Quotation


194.5Creation of a Sales Order without Explicit Reference to the Quotation

224.6Output of the Sales Order Confirmation


244.7Creation of the Quantity Contract Document

254.8Creation of a Sales Order with Explicit Reference to the Contract

264.9Creation of a Sales Order without Explicit Reference to the Contract

294.10Output of the Contract

305Follow-Up Processes

305.1Sales Order Processing (P58)

305.2Accounts Receivable (157)

305.3Sales: Period End Closing Operations (203) (optional)

316Appendix

316.1Reversal of Process Steps

336.2SAP ERP Reports

Pharma: Presales Activities 1 Purpose

This scenario describes the presales business processes using the functions for inquiries, quotations, and contracts.

The inquiry is used to enter a request from customer into the system to either provide with a sales quotation or to store the inquiry electronically.

A quotation presents the customer with a legally binding offer for delivering a product or providing a service within certain fixed conditions.

A quantity contract is an agreement that your customer will order a certain quantity of a product from you during a specified period. The contract contains basic quantity and price information but no schedule of specific delivery dates and quantities.

2 Prerequisites

2.1 Master Data and Organizational Data

Default Values

Essential master data and organizational data are created in your ERP system during the implementation phase. Such as the data reflecting to an organizational structure of your company, master data that suits its operational focus (as, master data for materials, vendors, and customers).

Business process is enabled with this organization-specific master data, examples are provided in the next section.

Operational Focus

SAP Best Practices delivers standard values for more than one operational focus area, such as Services, Trade or Manufacturing. This means that you may find more than one master data table. Use the master data that matches the operational focus of your company (Service, Manufacturing, or Trading).

Additional Default Values

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ERP system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information about creating master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document: Sales CenterMaster / org. dataValueMaster / org. data detailsComments

MaterialPH-6602

Sold-to party:P-1001

Sales organization:1000

Distribution channel:10

Division:10

2.2 Business Conditions

The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scope items. As a result, you must have completed the following processes and fulfilled the following business conditions before you can start any activities in this scenario:

Business conditionScenario

You have completed all steps described in the Business Process Documentation Final Steps. These process steps include the step Costing Change MM Period to Current Period. Perform this activity if the MM period in the system is not set to the current period. Usually, this activity must be done once a month.Final Steps

2.3 Roles

Use

The following roles must be installed before testing this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites

The business roles have been assigned to the user who is testing this scenario.

Business RoleTechnical NameProcess Step

Sales PersonSAP_NBPR_SALESPERSON_SCreate Inquiry, Create Quotation, Create Sales Order, Create Contract

3 Process Overview Table

Process StepBusiness ConditionBusiness RoleTransaction CodeExpected Results

InquiryCustomer inquires a price for a certain productSales Administrator

VA11Released inquiry

Creation a Quotationcustomer inquires a quotation about a price for a certain productSales AdministratorVA21The quotation has been created in the system, it is printed and sent to the customer

Output of the Quotation DocumentQuotation is createdSales AdministratorVA23Output of Quotation is printed

Creation of Sales Order with Explicit Reference to QuotationQuotation is created in previous stepSales AdministratorVA01Sales Order is created

Creation of a Sales Order without Explicit Reference to the Quotationcustomer accepts the quotation the sales order can be created with reference to the quotationSales Administrator VA01Credit is approved, Confirmation is printed

Output of the Sales Order ConfirmationSales Order is createdSales AdministratorVA03Output of Sales Order is printed

Creation of the Quantity Contract Documenta quantity contract as an agreement that the customer will order a certain quantity of a product during a specified periodSales Administrator VA41Quantity contract created, printed, and sent to the customer

Creation of a Sales Order with Explicit Reference to the Contractcustomer fulfills the contract with individual releases in form of a release orderSales Administrator VA01Credit is approved, Order released, Confirmation is printed

Creation of a Sales Order without Explicit Reference to the ContractSales AdministratorVA01Sales Order is created

Output of the ContractSales AdministratorVA43

4 Process Steps

4.1 Inquiry

Use

The customer inquires a price for a certain product. An inquiry is created by a sales representative in the system with proposed price. This price must be approved by responsible manager. Afterwards it gets the status approved and can be transferred into a quotation to customer that is a legally binding offer. Prerequisites

The customer master and material master must have already been created in the system. Otherwise, you must create the customer or use a one-time customer. A condition record for the approval mail must be in the system.

Procedure

Option 1: SAP Graphical User Interface (SAP GUI)1. Access the activity using one of the following navigation options:

SAP MenuLogistics Sales and Distribution Sales Inquiry Create

Transaction CodeVA11

2. On the Create Inquiry: Initial Screen, make the following entries:

Field NameDescriptionUser Action and ValuesComment

Inquiry typeYQINInquiry

Sales Organization1000Dom. Sales Org

Distribution channel10Direct Sales

Division10Product Division 10

3. Choose Enter.4. On the Create Inquiry: Overview screen, make the following entries:


Sold-to partyP-1001

PO numberPurchase order number< customer reference >Any entry

Valid fromAny date (this date determines the pricing date)

Valid toDate in the future and after valid from date

Requested delivery date This field is filled automatically. If the validity of the inquiry is in the future a warning message displays. This can be ignored if the purpose of the inquiry is a price information. If it is to check the availability the required delivery date must be entered.

Material PH-6602

Order QuantityAny entry

5. Choose Enter.

6. The system determines the current price of material for the customer. To give a special price or a special discount, select the item and from the menu, choose Goto ( Items ( Condition. If a price exists, you can either change the condition PR00 or add a discount. Choose Insert row.

Choose K007 (for customer discount). Enter a percentage rate in the Amount field and choose Enter.7. Save your entries.

8. The status of the inquiry is APND (approval needed) and an SAP mail is sent to the person responsible for the price releases. Choose Enter.

9. Confirm the message Price Inquiry XXX has been saved.

10. An SAP express mail is sent to the user entered in condition record YQMA.11. To release the inquiry, run transaction VA12. Enter the document number mentioned in the SAP mail and choose Enter.

12. From the menu, choose Goto ( Header ( Status.13. Choose Object status.

14. In the Status with status no. area change status to 20 approved by manager and press Enter.

15. Go back and save the inquiry. The inquiry is now released and can be transferred into a quotation.

The order type YQIN is not relevant for credit limit check. If you want the inquiry to have a credit limit check, you must configure this.

If the purpose of inquiry is to check the availability of material, the schedule line must be changed to BP (from the menu, choose Goto ( Item ( Schedule lines: change schedule line category from AT to BP). Save the change.

If the inquiry is not approved, then a quote is generated referring to the inquiry. The following warning displays: Warning: Create quotation: User status APND.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role 1. Access the transaction as follows:Business RoleSales Administrator

(SAP_NBPR_SALESPERSON_S)

Business Role MenuSales Inquiry Create Inquiry

2. On the Create Inquiry screen, make the following entries:Field NameDescriptionUser Action and ValuesComment

Sold to partyP-1001

Sales Document TypeYQIN

Sales Organization 1000

Distribution Chanel10

Division 10

3. Choose Start.4. On the Price Inquiry: New screen, make the following entries:Field NameDescriptionUser Action and ValuesComment

PO numberPurchase order numberAny entry

Valid fromAny date (this date determines the pricing date)


Requested delivery date This field is filled automatically. If the validity of the inquiry is in the future a warning message displays. This can be ignored if the purpose of the inquiry is a price information. If it is to check the availability the required delivery date must be entered.

Material PH-6602


5. Choose Enter.6. The system determines the current price of material for the customer. To give a special price or a special discount, select the item and from the menu, choose Goto ( Items ( Condition. If a price exists, you can either change the condition PR00 or add a discount. Choose Insert row.

Choose K007 (for customer discount). Enter a percentage rate in the Amount field and choose Enter.7. Choose Save Document8. The status of the inquiry is APND (approval needed) and an SAP mail is sent to the person who is responsible for the price releases. Choose Enter and confirm the message Price Inquiry XXX has been saved displays in the status bar.9. An SAP express mail is sent to the user entered in condition record YQMA 10. To release the inquiry, choose path Sales ( Inquiry ( Change Inquiry.11. On the Change Inquiry screen, enter your Inquiry number in Sales Document field and choose Start.12. On the Price Inquiry screen, choose the Header Details tab. 13. Choose the Status tab.14. Under User status with Number, choose status 20.15. Choose Save Document. The inquiry is now released and can be transferred into a quotation.

The order type YQIN is not relevant for credit limit check. If you want the inquiry to have a credit limit check, you must configure this.

If the purpose of inquiry is to check the availability of material, the schedule line must be changed to BP (Goto ( Item ( Schedule lines: change schedule line category from AT to BP). Save the change.

If the inquiry is not approved, then a quotation shall be generated with reference to the inquiry. The following warning displays: Warning: Create quotation: User status APND.

Result

The inquiry has been created. The status of inquiry can be monitored via document flow.

4.1.1 Document Flow

Use

The follow-up sales activities can now be monitored via document flow of the inquiry.

Procedure

Option 1: SAP Graphical User Interface (SAP GUI)1. Access the transaction choosing one of the following navigation options:

SAP MenuLogistics Sales and Distribution Sales Inquiry Display


2. On the Display Inquiry: Initial screen, enter inquiry number from the previous step, then choose Display document flow (Shift + F5; Environment ( Display document flow).3. On the Document flow screen, check status of the inquiry.If a subsequent document exists that was created referring to an inquiry, it can be viewed here.

4. To display the inquiry, select the Inquiry line and choose Display document.

5. Choose Back.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role 1. Access the transaction as follows:Business RoleSales Administrator


Business Role MenuSales ( Inquiry ( Display Inquiry

2. On the Display Inquiry screen, enter the Sales Document number created in previous step and choose Start.3. On the Price Inquiry screen, choose Header Details tab ( Document Flow tab.4. On the Document flow screen, check status of the inquiry.If a subsequent document exists that was created referring to an inquiry, it can be viewed here.

4.2 Creation of a Quotation

Use

The customer inquires about a quotation price for a certain product. The quotation presents the customer with a legally binding offer for delivering a product within certain fixed conditions.

Prerequisites

The customer master and the material master must exist in the system. Otherwise, create the customer or use a one-time customer.

Procedure

Option 1: SAP Graphical User Interface (SAP GUI)1. Access the activity using one of the following navigation options:

SAP MenuLogistics Sales and Distribution Sales Quotation Create


2. On the Create Quotation: Initial Screen, make the following entries:Field NameDescriptionUser Action and ValuesComment

Quotation typeQTQuotation

Sales Organization1000

Distribution channel10

Division10

3. Choose Enter.

4. On the Create Quotation: Overview screen, make the following entries:


Sold-to partyP-1001

PO number.

Purchase order number< reference number >Any entry

Valid fromAny date


MaterialPH-6602


5. Choose Enter.

6. The system determines the current price for the material for the customer. To give a special price or a special discount, select the item and from the menu, choose Goto ( Item ( Conditions. If a price already exists, you can either change the condition PR00 or add a discount. Choose insert row.

Choose, for example, K007 customer discount. Enter a percentage rate in the amount field and choose Enter.

7. Choose Enter and save your entries.

The message Quotation XXX has been saved displays in the status bar.

The quotation can also be created referring to an inquiry (Go to VA21,(in NetWeaver business client choose path Sales ( Quotations ( Create Quotation) enter the order type QT and choose Create with reference. In the window, enter the inquiry number on the Inquiry tab and choose Copy). If the inquiry is not approved, a quotation is generated referring to the inquiry. The following warning displays: Warning: Create quotation: User status APND.

During the copy, the validity date of the inquiry is checked and a warning displays if the referred inquiry is not valid.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction as follows:

Business RoleSales Administrator


Business Role MenuSales Customer Cockpit Customer Cockpit Access Customer Cockpit

2. Make the following entries and choose Display Customer:


Customer NumberP-1001

3. On the Customer Cockpit screen, select the following option:


Other ActivitiesCreate Quotation

4. On the Create Quotation screen, make the following entries and choose Continue:


Sales Document TypeQTStandard Order

5. On the Quotation: New screen, make the following entries:


PO numberP56 test

Req. deliv. Date

Valid fromAny date


MaterialPH-6602

Order Quantity10

6. Choose Save Document. Make a note of the sales order number: __________.4.3 Output of the Quotation Document

Use

After quotation has been created in the system, it must be an output and sent to the customer by fax, email, or post. The output of the quotation is controlled by message control (in other words, the correct message is found and printed on the correct printer).

The sales document can be output in two different ways. It can be displayed on the screen in virtual form or printed out on a printer. The document is either output automatically at a given point in time or is triggered manually.

ProcedureOption 1: SAP Graphical User Interface (SAP GUI)31. Access the activity using one of the following navigation options:SAP MenuLogistics Sales and Distribution Sales Quotation Display


2. On the Display Quotation: Initial Screen, enter your quotation number.

3. From the menu, choose Sales Document ( Issue Output to.4. On the Output screen, select Message type AN00 and choose Print Preview.

5. Choose Back.

6. Choose Print Options, enter logical destination locl and mark print immediately.

7. Choose Execute.8. Choose Print.Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

1. Access the transaction as follows:Business RoleSales Administrator



2. Make the following entries and choose Display Customer:Field NameDescriptionUser Action and ValuesComment


3. On the Customer Cockpit P-1001 screen, choose active query: Open Quotation and maintain selection criteria (refresh if required).4. Select your Sales Document item and choose Sales Document in PDF Format.5. A print preview is generated for the sales document.6. Choose Close.

Result

The quotation has been created and printed and can now be sent to customer. The status of inquiry can be monitored via document flow.

4.3.1 Document Flow

Use

The follow-up sales activities can now be monitored via document flow of the quotation.

Procedure

Option 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing one of the following navigation options:

SAP MenuLogistics Sales and Distribution Sales Quotation Display


2. On the Display Quotation: Initial screen, enter a quotation number from previous step, then choose Display document flow (Shift + F5; Environment ( Display document flow).

3. On the Document flow screen, check the status of quotation.If subsequent documents exist that were created with reference to quotation, it can be seen here.

4. You can display the quotation by selecting the Quotation line and choosing Display document.

5. Choose Back.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role







3. On the Customer Cockpit P-1001 screen, choose active query: Open Quotation and maintain selection criteria (refresh if required).4. Select your Sales Document item and choose Display.On the Sales Order Processing screen, choose Header Details tab ( Document Flow tab.5. On the following screen, check the status of the quotation.If subsequent documents exist that are created referring to the quotation, it can be viewed here.

6. Choose Close.4.4 Creation of a Sales Order with Explicit Reference to the Quotation

Use

If the customer accepts quotation, sales order can be created referring to a quotation. During the validity period of quotation, the system automatically determines price PR00 agreed in the quotation.

Procedure


1. Access the activity using one of the following navigation options:

SAP MenuLogistics Sales and Distribution Sales Order Create


2. On the Create Sales Order: Initial screen, make the following entries:


Order typeYPOR

3. Choose Create with reference.

4. On the Create with reference dialog box, on the Quotation tab, enter the quotation number and choose Item Selection and Copy. The corresponding data is copied over to the sales order. 5. On the Create PH Standard Order: Overview screen, enter the PO number and press Enter.

6. To ensure that the quotation is open and can be used later (for Creation of a sales order B) without explicit reference to quotation), reduce the quantity.

7. You can check if the correct price was found via (Menu... () Goto ( Item ( Conditions.

8. If all entries are correct save the sales order.

If credit management is activated in your system you might be notified by the system that credit limit for this customer has been exceeded. In this case, the sales order must be released (TC: VKM3). Refer to the Business Process Documentation of scenario Credit Management (XXX).

9. The sales order number displays. 10. Continue with the standard delivery and billing process as described in the Sales Order Processing (scenario P58).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

1. Access the transaction choosing the following navigational option:









Other ActivitiesCreate Order

4. On the Create Sales Order screen, make the following entries and choose Start:


Sales Document TypeYPORStandard Order

Reference DocumentYour Quotation number

5. On the Standard Order PH: New screen, the corresponding data is copied over to the sales order. 6. To ensure that the quotation is open and can be used later (for Creation of a sales order B) without explicit reference to quotation), reduce the quantity.

7. To check if the correct price was found, choose the Item Details tab ( pricing tab.

8. If all entries are correct, save the sales order.


9. Continue with the standard delivery and billing process as described in the Sales Order Processing (incl. PoD and CoA) (P58).

4.4.1 Document Flow

Use

The follow-up sales activities of the quotation can now be seen in document flow:

Procedure



SAP MenuLogistics Sales and Distribution Sales Order Display


2. On the Display Sales Order: Initial screen, enter sales order number from previous step, then choose Display document flow (Shift + F5; Environment ( Display document flow).

3. On the Document Flow screen, check the Status of sales order. If subsequent documents exist, such as deliveries, it can be seen here.

4. You can display quotation or sales order by selecting respective line and choosing Display document.

5. Choose Back.








3. On the Customer Cockpit screen, select the active query Sales Document Search and maintain quick criteria maintenance (choose refresh if required).4. On the Standard Order PH: XX screen, choose Header Details ( Document Flow.5. On the Document Flow screen, check the Status of sales order. If subsequent documents exist, such as deliveries, it can be seen here.

6. Choose Close4.5 Creation of a Sales Order without Explicit Reference to the Quotation

Use

If a sales order is created for a certain customer and material that are equivalent to those of an open quotation, system can support the user in several ways to assign the order to an open quotation. In this case, the system brings up a message box that allows you to either neglect the message or choose creating the order with reference to a certain quotation that means copying items of the quotation into the order.

Procedure







Order typeYPOR

Sales organization1000


Division10

3. Do NOT choose Create with reference. Confirm your entries with Enter.

4. On the Create Standard Order: Overview screen, make the following entries:


Sold-to partyP-1001

Customer no.

PO number.Purchase order number< Your PO number >Any entry

Req. deliv.dateDate in the future

MaterialPH-6602

Order quantityany quantity

5. Choose Enter.

If there are open quotations for the material (PH-6602) the screen displays Open Quotations for item. Choose List to see the open outline quotations.

6. On the Referenced documents dialog box, select your open quotation and choose Copy.

7. The corresponding data is copied over to the sales order. You can change the quantity.

8. To check if the correct price is found, choose Goto ( Item ( Conditions.

9. If all entries are correct save your sales order.

10. The sales order number displays. 11. Continue with standard delivery and billing process as described in the Sales Order Processing (incl. PoD and CoA) (P58).


1. Access the transaction choosing the following navigational option:Business RoleSales Administrator



2. Make the following entries and choose Display Customer:Field NameDescriptionUser Action and ValuesComment


3. On the Customer Cockpit screen, select the following option:Field NameDescriptionUser Action and ValuesComment


4. On the Create Sales Order screen, make the following entries and choose Start:Field NameDescriptionUser Action and ValuesComment


5. On the Standard Order: New screen, make the following entries:Field NameDescriptionUser Action and ValuesComment

PO number920-02

Req. deliv. Date

MaterialPH-6602

Order QuantityAny quantity

6. Choose Enter.7. On the Select Open items for Material dialog box, select your open quotation and choose OK.8. The corresponding data copies over to the sales order. You can change the quantity. 9. To check if the correct price is found, choose the Item Details tab ( Pricing tab.10. If all entries are correct save your sales order.11. Choose Save Document.12. Continue with standard delivery and billing process as described in the Sales Order Processing (incl. PoD and CoA) (P58).

4.6 Output of the Sales Order Confirmation

Use

After a sales order has been created in the system, a confirmation must be output and sent to the customer by fax, email, or post office. The output of the confirmation is controlled by message control (in other words - correct message is found and printed on the correct printer).

The confirmation can be output in two different ways. It can be displayed on the screen in virtual form or printed out on a printer. The document is either output automatically at a given point in time or triggered manually.

Procedure





2. On the Display Sales Order: Initial Screen, enter your sales order number. You can search for this using input help.

3. From the menu, choose Sales Document ( Issue Output to.4. In the Output dialog box, choose Print Preview.

5. Choose Back.

6. Choose Print Options, enter logical destination locl and mark print immediately.

7. Choose Execute.8. Choose Print.Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role








3. On the Customer Cockpit screen, select active query: Sales Document Search and maintain quick criteria maintenance (refresh if required)

4. Select your Sales Document line and Display Sales Document in PDF format

Result

The sales order has been created; the confirmation has been printed and can be sent to the customer. The status of the order can be monitored in the document flow.

4.6.1 Document Flow

Use

The follow-up sales activities of the quotation can now be monitored via the document flow:

Procedure





2. On the Display Sales Order: Initial screen, enter the sales order number from the previous step, then choose Display document flow (Shift + F5; Environment ( Display document flow).

3. On the Document flow screen, check the status of the sales order. If subsequent documents exist, such as deliveries, it can be viewed here.

4. You can display the quotation or the sales order by selecting the respective line and choosing Display document.

5. Choose Back.


1. Access the transaction as follows:







3. On the Customer Cockpit screen, select active query: Sales Document Search and maintain quick criteria maintenance (refresh if required).4. Select your Sales Document line and choose Display.5. On the Sales Document Processing screen, go to Header Details tab ( Document Flow tab.6. On the Document flow screen, check the status of the sales order. If subsequent documents exist, such as deliveries, it can be viewed here.

5. Choose Back.

4.7 Creation of the Quantity Contract Document

Use

A quantity contract is an agreement that a customer orders a certain quantity of a product during a specified period. The contract contains basic quantity and price information but no schedule of specific delivery date and quantity. The customer fulfills a contract by placing sales order against it.Prerequisites

The customer master must have already been created in the system. Otherwise, you must create the customer or use a one-time customer.

Procedure



SAP MenuLogistics Sales and Distribution Sales Contract Create





Business Role MenuSales Contracts Create Contract

2. On the Create Quotation: Initial Screen, make the following entries:


Contract typeCQQuantity Contract

Sales Organization1000


Division10

3. Choose Enter.4. On the Create Quantity Contract: Overview screen, make the following entries:


Sold-to partyP-1001

PO number.

Purchase order number< reference number >Any entry

Valid from

Valid to

Material PH-6602

Target QuantityAny entry

5. Choose Enter.

6. Then select the item and choose in the menu (for NWBC: Menu... () Goto ( Item ( Conditions.7. The system determines current price of material for the customer. To give a special price or a special discount, mark the item and choose the menu Goto ( Item ( Conditions. If a price exists you can either change the condition PR00 or add a discount. Therefore, choose Insert row and choose K007 for customer discount. Enter a percentage rate in the amount field and press Enter.

8. Choose Enter and save your entries.

9. The message Quantity Contract XXX has been saved displays in the status bar.

4.8 Creation of a Sales Order with Explicit Reference to the Contract

Use

The customer fulfills a contract with individual release in the form of a release order. Release order is then processed like a standard order. During the validity period of contract the system automatically determines price PR00 as well as delivery deadlines agreed in the contract.

Procedure







Order typeYPOR

3. Choose Create with reference.

4. On the Create with reference dialog box, enter contract number noted above on the contract tab, and choose Item Selection and Copy.

5. The corresponding data is copied to the sales order. You can change quantity. In this case, reduce quantity, so that the contract is still open and can be used for Scenario Creation of a sales order B) without explicit reference to the contract (see below).

6. On the Create standard order overview screen, enter purchase order number.

7. You can check if correct price was found via (Menu... () Goto ( Item ( Conditions.

8. If all entries are correct, save your sales order.

9. The sales order number displays. 10. Now you can continue with standard delivery and billing process as described in Sales Order Processing (incl. PoD and CoA) (P58). Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role













Reference DocumentYour Contract number

13. On the Standard Order PH: New screen, the corresponding data is copied to the sales order. Reduce quantity, so that the contract is still open and can be used for Scenario Creation of a sales order B) without explicit reference to contract (see below).

14. To ignore the warning messages, press ENTER.

15. To check if the correct price was found, choose the Item Details tab ( Pricing tab

16. If all entries are correct save the sales order.


11. Now you can continue with the standard delivery and billing process as described in the Sales Order Processing (incl. PoD and CoA)(P58P58).

4.9 Creation of a Sales Order without Explicit Reference to the Contract

Use

If a sales order is created for a certain customer and material that are equivalent to those of an open contract, the system can support the user in several ways to assign the order to an open contract. In this case, the system brings up a message box that allows you to either neglect the message or chose creating the order with reference to a certain contract that means copying items of the contract into the order.

Procedure





2. On the Create Sales Order: Initial screen, enter the necessary data:


Order typeYPOR

Sales organization1000


Division10

3. Do NOT choose Create with reference. Confirm your entries with Enter.

4. On the Create Standard Order: Overview screen, make the following entries:


Sold-to partyP-1001

Customer no.

PO number.

Purchase order numberAny entry

Required delivery date

Material PH-6602

QuantityAny

5. Confirm your entries with Enter.

If there are open outline agreements for the material the dialog box Open outline agreements/quotations for item For this material PH-6602 there are open outline agreements displays. You could choose Continue to neglect the message. Then, choose List to see the open outline agreements.

6. The dialog box Referenced documents displays. Select your open contract and choose Copy.

7. The corresponding data (such as price) is copied over to the sales order. You can change the quantity.

8. You can check if the correct price was found via (Menu... () Goto ( Item ( Conditions.

9. If all entries are correct, save the sales order.

10. The sales order number displays. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role














5. On the Standard Order: New screen, make the following entries:


PO number920-04

Req. deliv. Date

MaterialPH-6602

Order Quantity5

6. Choose Enter.

If there are open quotations for the material (PH-6602) the screen displays Open Quotations for item. You can choose Continue to ignore the message. Then, choose List to see the open outline quotations.

7. The dialog box Referenced documents displays. Select your open quotation and choose Copy.

8. The corresponding data is copied over to the sales order. You can change the quantity.

9. You can check if the correct price is found via Item Details tab ( Pricing tab.10. If all entries are correct, save your sales order.

11. Choose Save Document.11. Now you can continue with standard delivery and billing process as described in the Sales Order Processing (incl. PoD and CoA) (P58).

4.10 Output of the Contract

Use

After the contract has been created in the system, it must be output and sent to the customer by fax, email, or post office. The output of the contract is controlled by message control, in other words, the correct message is found and printed on the correct printer.

The sales document can be output in two different ways. It can be displayed on the screen in virtual form or printed out on a printer. The document is either output automatically at a given point in time or triggered manually.

Procedure



SAP MenuLogistics Sales and Distribution Sales Contract Display





Business Role MenuSales Contracts Display Contract

2. On the Display Contract: Initial Screen, enter your contract number. You can search for this using input help.

3. From the menu (in NWBC: Menu...), choose Sales Document ( Issue Output to.4. In the Output dialog box, choose Print Preview.

5. Choose Back.

6. Choose Print Options , enter logical destination locl and mark print immediately.

7. Choose Execute.8. Choose Print.Result

The contract has been created, printed and can be sent to the customer. The status of contract can be monitored in the document flow as described above for quotations.

5 Follow-Up Processes

5.1 Sales Order Processing (P58)

You can continue with the standard delivery and billing process as described in the Sales Order Processing (incl. PoD and CoA) (P58)

5.2 Accounts Receivable (157)

In this activity you post the incoming payment.

Complete all activities described in the Business Process Documentation of the scenario: Accounts Receivable (157) (Chapters Post Payments using Automatic Payments Program, Post Incoming Payment from Customer Manually, Automatic Clearing of open items in customer accounts, Manual Clearing of Open items in customer accounts) using the master data from this document.

5.3 Sales: Period End Closing Operations (203) (optional)

This scenario describes the collection of periodic activities such as day ending activities or legal requirements like Intrastat and Extrastat reporting.

Complete all activities described in the Business Process Documentation of the scenario: Sales: Period End Closing Operations (203) (Chapters Review Sales Documents blocked for billing, Review Billing Due List, Review Log of collective invoice creation and Review List Blocked (for accounting) Billing Documents) using the master data from this document.

6 Appendix

6.1 Reversal of Process Steps

In the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Sales Order Entry

Transaction code (SAP GUI)VA01

Reversal:Delete Sales Document

Transaction code (SAP GUI)VA02

Business roleSales Administrator

Business role menuSales Sales Orders ( Sales Order Processing ( Sales Order WorklistChoose Search tab.

Mark your sales order and choose Change.

CommentSelect menu Sales Document ( Delete

Delivery Process

Transaction code (SAP GUI)VL01N

Reversal:Delete Delivery


Business roleWarehouse Clerk

Business role menuWarehouse management Shipping ( Outbound DeliveryChoose Due for Post Goods Issue tab page.

Mark your delivery and choose Change.

CommentSelect menu Outbound Delivery > Delete

Check Batches


Reversal:Edit Batch Number



Business role menuWarehouse management Shipping Outbound Delivery ( Display Outbound Delivery

Comment

Assign Serial Number


Reversal:Edit Serial Number



Business role menuWarehouse management Shipping ( Outbound DeliveryChoose Due for Post Goods Issue tab.


Comment

Picking

Transaction code (SAP GUI)VL06O

Reversal:Remove Picking Quantity from Delivery Item



Business role menuWarehouse management Shipping ( Outbound DeliveryChoose Due for Post Goods Issue tab.


Comment

Post Goods Issue


Reversal:Reverse Goods Issue.

Transaction code (SAP GUI)VL09


Business role menuWarehouse management Shipping Outbound Delivery ( Cancel Goods Issue for Delivery Note

Comment

Billing

Transaction code (SAP GUI)VF04

Reversal:Cancel Billing document

Transaction code (SAP GUI)VF11

Business role Billing Administrator

Business role menuSales ( Billing ( Change Billing Document

CommentGo to transaction VF11, enter the relevant billing document number, choose Enter and save your result. An invoice cancellation document has been created balancing the original invoice.

6.2 SAP ERP Reports

Use

The table below lists the reports that you can use to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221) Logistics Processes: SAP ERP Reports for Logistics (222)Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

Reports

Report titleTransaction code (SAP GUI)Comment

List of Sales OrdersVA05A list of all selected sales orders is displayed.

List Billing DocumentsVF05A list of all selected billing documents is displayed.

Orders within Time PeriodSD01A list of sales orders within a specific time period

Incomplete SD DocumentsV.02A list of all incomplete documents on the basis of the specified selection criteria is displayed.

Outbound delivery monitorVL06OMonitor for collective processing of deliveries and for obtaining information on general shipping processing.

SAP AG

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