"SAP: Creating Output Condition Records"

SAP: Create SD Output Condition Records

SAP R/3

SD (Sales & Distribution)

Output Condition

EDI

Billing

Tcode (VF01)

Tcode (VF02)

Tcode (VV31)

Tcode (VV32)

Billing Output

Create Output Condition Records which will enable EDI, fax, or printer output for invoices

When a new customer is created in SAP, an output condition record needs to be added for that customer. Existing customers may need to have output condition records changed.

The Retail, Select, and OEM business streams have set up printed and faxed output by customer in SAP. This means that when a new customer is created, output condition records need to be set up. This will allow automatic printing or faxing when a billing document is created for that customer. The following steps describe the process to create or change an output condition record for a given customer. To create a new output condition record for a customer (User TCode VV31): 1) Run transaction VV31 (Create Condition Records) 2) Enter the output type, for example: XXXX for FPP in PRINT, XXXX for FPP in FAX, XXXX for MOLP in PRINT or XXXX for MOLP in FAX 3) In the Key Combination dialog, select Billing Type/Bill-to Party and hit Enter 4) Enter the billing document type, for example Z4F2 for FPP invoice, Z4F1 for MOLP invoice,... 5) Enter the Bill-to number for the customer. The partner function is BP and the Partner number is the same as the Bill-to number. As a medium specify 1 (Printout) or 2 (Fax) in the Time field specify 4 (Immediate) or 1 (Batch Output) or 3 (Output via VF31). As a language identifier enter "EN" (English). 6) Save your entries Change/Delete an existing output condition record for customer (User TCode VV32): 1) Run transaction VV32 (Change Condition Records) 2) Enter the output type, for example: XXXX for FPP in PRINT, XXXX for FPP in FAX, XXXX for MOLP in PRINT or XXXX for MOLP in FAX 3) In the Key Combination dialog, select Billing Type/Bill-to Party and hit Enter 4) Enter the billing document type, for example Z4F2 for FPP invoice, Z4F1 for MOLP invoice,... and hit Enter 5) Select the condition record and hit the Communication button to specify a printer. The check boxes "Print immediately" and "Release after output" should be checked. 6) The condition record can be deleted (instead of changing any of the values) by selecting the condition record and choosing Delete from the Edit menu. This will disable output for the specified condition type, document type and customer. 7) Save your entries. To create the condition record: for EDI: 1) Use transaction code VV31 or follow the menu path: Logistics> Sales and Distribution> Master Data> Output> Billing Document> Create. 2) Enter the output type. 3) Click enter. 4) Populate the fields: Sales organization = to which the customer belongs Billing type = the invoice document type to set-up EDI

Bill-to = Bill-to customer number PartF = BP Partner = EDI partner name Med = 6 (EDI) Time = 4 (send immediately) L = E (English) 5) Save the condition record. To create output condition records for email output Create the output condition record using VV31 as described above For email the output types follow:

PRINTING EMAIL

Type Desc Type Desc

ZSI1 FPP SAPSCRIPT OUTPUT ZSP1 FPP SAPSCRIPT POSTSC

ZSI2 Select Sapscript Print ZSP2 SEL SAPSCRIPT POSTSC

ZSI3 MOL SAPSCRIPT OUTPUT ZSP3 MOL SAPSCRIPT POSTSC

ZSI5 SPAG Sapscript ZSP5 SPAG SAPSCRIPT POSTS

Z4IO FPP in print Japan N/A Requires preprinted form

Z4IP Select in Print Japan Z4PP SEL IN PRINT JP POST

Z4IT SPAG in Print Japan Z4PT SPAG IN PRINT JA POS

Note: Instead of output type Z4PI for Japanese proforma invoice, you should now use Z4PJ. Japan proforma invoices have now been configured to be triggered by Z4PJ to ensure that Japanese outputs are always correct in a Unicode environment. Going forward, please do not use Z4PI anymore.

"Change Ground Lead Time for Route Determination"

Update configuration for Route Determination -Shipping Condition: A4-Collect Ground and B4-Prepaid Ground

SAP

Route Determination

tcode(0VRF)

R/3

SAP

Ground Lead Time for Route Determination has changed from 6 days to 4 days for departure:TN, US and Destination: Nova Scotia, Canada

1.Enter configuration t-code 0VRF,

2.Select the relavent Departure and Destination locations

3. In the dialog structure screen, Double-click on "Route Determination Without Weight Group (Order)"

4. Update the relavent Shipping Condition A4 and B4. Select the Proposed Route which meets the requirement for the new lead time. Choose "AP04M" for A4 and B2. The Table will look as follows:

SC Description TGroup Description Proposed Rte. Description

A1 Collect 1 Day 0001 On palettes AC11A Collect 1 Day (RAD) Air 1 A2 Collect 2 Day 0001 On palettes AC22A Collect 2 Day (RAD) Air 2 A4 Collect Ground 0001 On palettes AC04M Collect Ground (RAD) 4 (No guarantee) B1 Prepaid 1 Day 0001 On palettes AP11A Prepaid 1 Day (RAD) Air 1 B2 Prepaid 2 Day 0001 On palettes AP22A Prepaid 2 Day (RAD) Air 2 B4 Prepaid Ground 0001 On palettes AP04M Prepaid Ground (RAD) 4 (No guarantee) C0 Customer Pick Up 0001 On palettes AD00CE Customer Pick Up (RAD) __ ____________________ ____ ____________________ ______ ________________________________________

"SAP: Determine if a Customer has a Credit Block/Limit"

Determine if customer has a Credit Block/Limit

Customer Master

User TCode XD03

User TCode FD33

SAP R/3

SD (Sales & Distribution)

credit block

credit limit

credit management

Enter change here. What has changed recently in the caller's environment?

If an order cannot be entered into SAP for the customer, then the customer may be on credit block. If an order can be entered in SAP, but goes on a delivery block, the customer may have exceeded their credit limit.

Enter cause here. What is the source of the problem?

From within the customer master-payer: Use transaction XD03 and following the menu path: 1. Extras > Blocking Data 2. screen has options for Sales and Distribution Block which include Orders, Deliveries and Billing Documents. The option "02" is for Credit Hold. Use transaction FD33. 1. Enter the payer number 2. Select the credit control area 3. Click "Overview" 4. Check if the field under Control: Blocked is selected. If an order can be created for the customer, but the customer has exceeded their static credit limit, only the delivery is blocked. Access this information through the customer master(for the Payer) by also using transaction XD03 and following the menu path: 1. Environment > Credit Management 2. From the Credit Management initial screen, select the option for "Overview" 3. Hit Enter Check the credit limit that has been set-up for the customer. This credit limit is usually determined by the Credit Management group. Sales orders on credit hold can be released by the Credit Management group

Enter note here. What additional information is relevant to the problem?

"Why delivery is not generated for the sales order?"

Why delivery is not generated for the sales order?

Why backorder reschedule does not confirm on a certain date ?

SD (Sales & Distribution)

SAP R/3

Unloading points - Customer master

Delivery

Schedule line dates; First Dates

V_V2

Availability check

Possible causes:

1. Delivery block - customer master or sales order header/line level

2. Factory calendar, customer calendar - affects scheduling

3. AutoDDL setup for the customer - check AutoDDL variant setup

4. Availability of goods - affects scheduling (stock status / no stock / Open PO )

5. Timing of goods receipt of open PO affects, where there is no existing stock

6. Stock allocation

7. 'Complete delivery' indicator should not be set at sales order document header. When this is set, all line items must have the same schedule line delivery date.

8. Availability check configuration for sales org must allow partial delivery

9. 'Procurement type' in material master should be 'F' for external procurement

10. A new order was copied from an old order and the plant/shipping point combination is no longer valid

Check through above possible causes to determine which

In APOC, day before Public holiday and public holiday are both marked as non-working days in the factory calendar.

AutoDDL variant is still maintain at specific ship-tos (due to the timezone issue of Redmond vs APOC)

Delivery days is now determined by the customer calendar setup at VD03 - Unloading points

Customer calendar is introduced with MQR03 CR855. Effective since 05/09/2003.

All new customers ship-tos need to have this unloading point populated at VD03.

"SAP: Deliveries Being Created for Orders with SPL Block"

Deliveries Being Created for Orders with SPL Block

SAP R/3

GTS

Delivery Copy Control Config VTLA

Order document is blocked due to a GTS Sanctioned Parties List hit, but subsequent delivery is allowed to be created.

Go to tran code VTLA or SPRO->Logistics Execution->Shipping->Copying Control->Specify Copy Control for Deliveries. Select the proper Delivery Type and double click on Item folder. Under Conditions, change Order requirements to 950 - Item;GTS check. Save. This change will require a SPL check when the delivery creates - if a block already exists on the sales order then the delivery will not be created.

"How to create a payment term"

Create a payment term

SAP R/3

AP (Accounts Payable)

TCode (OBB8)

New payment term (or discount code)

Terms of Payment

1) Goto TCode OBB8 2) Click on New entries 3) Enter the a value in the Payment Terms field. A naming convention is generally used for the Payment Term name (Discount % plus the net days due) 4) Enter the Day limit (usually 0) 5) Enter the Sales text and the Own Explanation. 6) Enter the Account type (usually both Customer and Vendor are checked). 7) Enter the payment terms. After the payment term is created it can be assigned to a vendor using FK02 or XK02 in the payment transaction section of the company code data. Example: Create a payment term for a vendor where there is a 2% discount if we pay them within 10 days and the total net amount is due within 60 day. In OBB8: Payment Terms: 0260 (02 for 2% and 60 for 60 days net due) Day Limit: 0 Sales text: 2% 10 days, net 60 days Own explanation: 2% Disc. if pd. from 10 days of invoice, net 60 Payment terms: Term % No. of days 1. 2.00 10 2. 60

"G/L Account xxxxxx is not defined in company code xxxx"

SAP: To explain the reason for accounting document error 'G/L Account xxxxxx is not defined in company code xxxx'

SAP

SD

Billing

FI

Accounting document is not created for a billing document

In VF02, click menu path: Billing document -> ReleasetoAccounting, system displays the above error message

VFX3 (Release to Accounting)

There could be several reasons for this error :

1. The G/L account is correct but has not been defined for the company code.

2. The customer tax classification is wrongly defined in the ship-to customer master, this resulted in wrong tax code being retrieved from the wrong combination of MWST condition record. Goto invoice item pricing screen, select MWST and click <analysis>. This will show MWST condition record, check the customer tax classification. For eg. ship-to has 'Z' tax classification defined in the customer instead of '1' .

These solutions correspond to the type of errors described above :

1. Inform user to request SAPMAINT to create / extend the G/L account in the required company code

2. Inform C&C to correct the customer tax classification. For the invoice that fail to post to accounting, use VF02 to change correct the customer tax classification and saved.

"SAP: Pricing error on Invoice-Z400 pricing condition is missing"

Pricing error on Invoice-Z400 pricing condition is missing

SAP R/3

TCode (VF02)

TCode (VA03)

MOET

Intercompany Invoice - Z4IV

Z400

EDI1

Pricing error on Invoice: Z400 pricing condition is missing

The invoice has not posted to FI (generated an accounting document)

Use TCode VA03 and follow the menu path, Goto -> Header > Purchase Order Data. Check if the field "Your Reference" is populated. If it populated with MOET97, this order was passed via MOET. Often users will want to add line items to orders after they have been passed from MOET. Since MOET overwrites the pricing data in SAP, the user needs to remember to add the pricing condition EDI1 in addition to the pricing condition Z400.

If the user forgets to add the price condition EDI1, the Z400 price will remain zero and copy into the invoice with no value.

To correct the invoice, the user should: 1. Use TCode VF02 and hit enter 2. Select the line item with Z400 equal to zero. 3. Click the Item Pricing Condition Button 3. From the Pricing screen, click the Update button and select option B, to Carry Out New Pricing. This should pull the pricing data into the invoice. 4. Save the invoice. 5. Verify that the accounting document has generated by selecting from the menu path Environment > Display Document Flow

If the Invoice stuck is an Intercompany Invoices - document type Z4IV, contact the person who created the preceding Purchase Order / Inbound Delivery to add the price on the Invoice.

"SAP: Understanding the Goods Receipt Inbound (EDI 861) Application Support Notification"

SAP: Understanding the Goods Receipt Inbound (EDI 861) Application Support Notification

SAP R/3

Inbound IDOC

Basic type: WMMBID01

Status Type: Status 53

EDI

861

Interface

Goods Receiving

EDI 861 goods receipt

MM (Materials Management)

FW: Goods Receipt Inbound (EDI 861) Application Support Notification

Email notification is sent SAPSDEDI that looks like this:

-----Original Message----- From: SAP e-mail notification service MSS Sent: Monday, April 19, 1999 4:33 PM To: SAP SD EDI Messaging Subject: Goods Receipt Inbound (EDI 861) Application Support Notification Statistics Report name: ZVE86101 Cactus - EDI 861 Goods Receipt inbound interface BDC Session name: 861_WWIRL Number of IDocs processed: 0000002 Number of Purchase Orders: 0000001 Number of line items: 0000041 Number of Call Transactions: 0000041 Number of BDC Transactions: 0000000 Number of Errors: 0000000 Number of "short" transactions: 0000000 Number of "over" transactions: 0000000 Number of "damaged" transactions: 0000000 Number of validation errors: 0000000

There is also a file attachment that will show additional information on the IDoc, for example:

0000000002492987 04/19/1999 16:32:23 A Open IDoc IDoc locked

Sometimes IDOCs are temporaily locked by another process. Check the data in the IDOC using transaction WE02. Verify that the line items in the IDOC have posted to SAP by checking the document numbers and line items referenced in the IDOC. If all the data has been posted, there is no further action on the part of App Support.

Use transaction WE02 to display the IDoc. The IDoc should be in status 53 - Application Document Posted. This means that no further action is necessary.

For additional validation, you can look at the data records within the IDoc. The segments E1MBXYI will list PO line items. Look up the PO line items in a seperate session via ME23, PO history. You should see a goods receipt posted for the line items on the IDoc

The BDC Session generated, in this case, 861_WWIRL should be processed by the business using transaction SM35. The users received notification of BDC Sessions created and know to process the sessions daily.

"SAP: Create new material that points to a specific G/L account."

MS Sales: Create new material that points to a specific G/L account.

SAP R/3

WWOPs maintenance

TCode (VKOA)

TCode (MM01)

TCode (OKB9)

Non-Revenue Material

MS Sales

Account determination

New SKU/material manually added to SAP SKU revenue/credit does not flow to MsSales G/L account must already exist in SAP

WWOPS SAP maintenance request for a new manual SKU pointing to a specific G/L account

The requestor has to provide the following information:

1. Name of the SKU 2. Industry sector 3. Material type 4. G/L account 5. Company code 6. Sales organization 7. Distribution channel 8. Plant

The Steps A - E are instruction for creating and configuring the Material: A. Account Group Assignment Code

1. TCODE OVK5 - The account assignment group has to be created 2. Double check to see if an assignment already exists which can be used. 3. If not, create a new entry by Clicking New Entry. 4. Enter a code not used and a description for the group 5. Save the change; create a new transport. Note the transport number

B. Assign G/L Accounts

1. Tcode VKOA, 2. Double Click Table 003: Material Grp/Acct Key 3. Click New Entry; Create the following entry: ? The application (V), condition type (Z4KF), channel (MS), sales

org (provided by business), new account assignment group (created above), account key (ERL), and the G/L account have to be assigned

4. Save the change; add this change to the noted transport in step A.

C. Create the Material (the material has to be manually created in each system MS1, MST, and MSS)

1. Tcode MM01 ? create the new SKU. NOTE: Create w/reference from an existing custom SKU. Use TCODE

SE16 to display the ZVMSSALE5 table for a list of skus. Example: Material# REBATE-FPP 2. Fill in the Acct assignment grp on the ?Create Material ? General : Sales: Sales Organization Data? screen. 3. Some fields are required and will be blank as you create the SKU ? use the pull downs and your best

judgment on the appropriate entries. Use the other SKU?s in ZVMSSALE5 as reference.

D. Add material to ZVMSSALES Table (excludes the material from MSSales extract)

1. Tcode SM30 - Enter the ZVMSSALE5 as the Table/View; Click maintain 2. Select New Entry; enter the new material and descriptiong 3. Click Save; Create a new transport to move the material to MST for testing.

E. Testing > Production

1. Test the new material w/the business before creating the material in MSS. 2. Move each transport to MSS when testing is signed off. 3. In MSS, request the temporary update role to create material master records.

Important Notes:

The business came back several months after this new SKU was set up and said that the credit memos for Xretallow were hitting the wrong profit center. The credit memos are posting to the correct GL account 525001, which was mapped incorrectly to IO 1012696 in OKB9 and IO 1012696 is set up for profit center 13301. They want GL account 525001 to be set up to post to profit center 15929, so we need to have this GL account set up for IO 1095349 (which is mapped to the correct profit center, P15929). Since this involves changing the OKB9 entry for GL account 525001, the request was forwarded to the SAP Finance Support team (fimmteam). They get the necessary approvals from FIMMTEAM (refer to primus sap2407) and SAPMAINT, then make the change to OKB9.

Check if the IO numbers has been created (Accounting > Controlling > Internal orders > Master data > Order > display). If it is not there, have finance in region to create the necessary in the MST/MSS. Thereafter request them to submit SR for fimmteam to create the necessary OKB9 entires (GL to IO).

When creating sku for MAL used with order type Z4C6 and Z4D6, item category group in the sales view MM01 should be Z4SV (most skus are set with Z4F1).

Materials created mannually should be NON revenue materials, this is invoices using these materials should not be passed to MS Sales. MS Sales will reject the invoice since they validate SKUs from MS Product. This will trigger a cancelation or credit/debit of the document. To avoid passing the material to MS Sales you can ether:

- Add the material to table ZVMSSALE5 (this will require a transport from MS1->MST, test it,

get sign off, and then ->MSS) OR

- Change Material Group to NON-REV

If the material created manually needs to be passed to MS Sales, contact MS sales (msss) before creating it and get approval

For access to MM01, apply for SD temp update role. While applying for the Temp role please mention clearly that this is for creating/extending non revenue SKU's.

This Primus is applicable for NON - REVENUE SKUs only.