SALES DOCUMENTS
The Structure of the sales document is divided into three parts→
1. Header data
2. Item Data
3. Schedule line Data
1. Header data→ It is the data which is applicable to all the line item in sales document.
Example: - Customer data.
The source of header data is
• Customer master
• Control data (enterprises structure)
• Some part of configuration data
Header data will be controlled by document types.
The table of header data is [VBAK].
2. Item data→ It is the data which is applicable to particular line item in the sales document.
Example: - Material data
The source of item data is
• Material master
• CMIR
• Some part of control data
• Some part of configuration data
Item data will be controlled by item category.
The table for item data is [VBAP].
3. Schedule line data→ It is the data which consist of delivery dates and confirmed quantity
information.
The source of scheduling line data is only configuration data.
Schedule line data will be control by schedule line category.
The table for schedule line data is [VBEP].
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Sales document: - It is the document which consists of sales related information.
No. Process Document Type T-Code
1 Enquiry IN VA11
2 Quotation QT VA21
3 Order OR VA01
4 Rush Order RO VA01
5 Cash Sale CS VA01
6 Returns RE VA01
7 Credit memo request CR VA01
8 Debit memo request DR VA01
9 Invoice colleting request RK VA01
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10 Free of charge FD VA01
11 Subsequent delivery free of SDF VA01
charge
12 Consignment fill up KB VA01
13 Consignment issue KE VA01
14 Consignment return KR VA01
15 Consignment pick up KA VA01
16 Quantity contract QC VA41
17 Value contract general WK1 VA41
18 Value contract material specific WK2 VA41
19 Scheduling agreement DS VA31
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Document Type controls
The T-code to define document type is T-code→VOV8
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SD document category → Document category is the actual control, that controls the functioning
of sales document.
Ex. – Inquiry and quotation is different that will be determined by document category.
Sales document block → If we don’t want to use a particular document type then maintain this
field, then system will not allow creating the sales document with that document type.
Indicator → We use indicator only for RK. For RK we maintain indicator as “D”. Indicator D
controls that each line item from invoice will be copied as two-line items in invoice correction
request document.
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Number systems → In sales document we have option of both internal number and external
number.
Defining number ranges for sales document. [T-Code→VN01]
Item number increment → This fields control how the line-item number should be incremented
in sales document.
Sub item increment →Sub item concept is used for below scenarios:
i) Free goods→ Free goods are in relation to main item so free goods will have main item and
sub item.
ii) BOM→ Material with multiple components.
iii) Material determination→ Substituting one material in place of other material.
iv) Cross selling--> Selling other products with main product.
In below scenario we substitute the materials:
Reference mandatory→This field controls whether any preceding document required or not to
create a sales document. For Doc. Type RK and SDF will have reference mandatory.
Check Division → This field controls how system should response if the division in the header
deviates from division in the item i.e., whether to give warning message or error message or no
message.
If we want warning message then maintain 1
If we want error message then maintain 2
Item Division → If we check this the line-item division in sales document will be copied from
material master. If we uncheck this the item division in sales document will be copied from
header division.
Material Entry Type →This field controls how the material should be entered in sales document
i.e., whether to enter the material based on material number or product category.
Probability → This field specifies the chances of converting the document into order.
SAP standard says inquiry convert order is 30% and quotation convert order is 70%.
Read Info record → This field control whether to determine CMIR into sales document or not. If
we check this then only system will read CMIR and determine it into sales document. If we
uncheck this then system will not read CMIR and system will not determine it into sales
document.
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Check purchases order number → It will help to restrict the duplication of purchases order
number or sales order number while creating order. If PO number exist then system checks
whether customer is same or not if same then system will give warning message.
Enter PO number → If we check this while creating sales order, if PO number is blank then system
will copy sales order number as PO number.
Check Credit limit → This field specifies whether to perform simple credit check or automatic
credit check. If we want to perform simple credit check then maintain either “A” or “B” or “C”
Credit group→ This field will be used only for automatic credit check and this field controls which
transaction to block.
Commitment date→ If we maintain this field, we will get an extra field in line-item scheduling
tab. Any order with committed quantity will be given 1st performance while delivering the goods
to customer.
Screen sequence group→ This field controls which screen should be displayed in sales document.
Display ranges→ This field controls whether to display all items or only main items (this field is
used only if we have main item & sub item concept).
Incompletion procedure → This procedure consists of list of mandatory fields which user has to
enter while creating sales document. If any of the mandatory field is missing then either system
will not allow saving the sales order or even system will allow to save the status of the sales
document will be incomplete and incomplete document cannot be processed further.
Transaction group → Transaction group controls the T- code of the sales document type.
Document pricing procedure → This field is one of the parameters to determine pricing
procedure in sales document. Pricing procedure determination: - T-code→OVKK
Status Profile→ It is an order release process. After creating sales order by end user, the order
will be sent to authorized person to cross check the order; if everything is fine then authorized
person will release the order. Then only system will allow creating delivery and invoice.
Alternate sales document type 1 and 2 → If users are confusing between any two types of
document type i.e., instead of rush order user mistakenly created OR then user has to come out
from OR document create again the sales document with RO document, this confusion waste the
time of end user. To overcome this SAP has given a provision of alternate sales document type 1
and alternate sales document type 2. By using this we can swap the sales document from one
document type to another document type.
Incomplete Message → If we check this then if any of the mandatory field is missing then system
will not allow saving the sales document. If uncheck this even if some mandatory fields are
missing in sales document, then system will allow to save.
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Variant (Transaction variant) → It will help to control the fields in sales document i.e. mandatory
or optional or display or suppress. The T-code to create variant is [SHD0]
Shipping Delivery Type → Whatever the delivery type we maintain here system by default takes
it while creating delivery document.
Standard delivery type is “LF”
Return delivery type is “LR”
Cash sale delivery type is “BV”
Delivery without order reference “LO”
STO delivery type is “NL”
STO return delivery type is “NLR”
Intercompany STO is “NLCC”
Intercompany STO return is “NCR”
Intercompany billing is a sale between two company codes of the same company Performa
invoice is a dummy invoice which will not post the values into accounting.
Immediate delivery → We use this field only for “CS” and “RO”. If we maintain „X‟ then while
creating sales order system automatically creates delivery in the background.
In immediate delivery we can maintain either A or X.
If we maintain A then system will not check whether stock is available or not and system will
create delivery automatically.
If we maintain X and if stock is available then system will create delivery automatically in the
background.
Deliver block → If we maintain this field then order will be automatically blocked for delivery
and system will not allow creating delivery for that order. An authorized person has to release
the block then only system will allow to create delivery.
Shipping condition → This field is one of the parameters to determine the shipping point in sales
document. If we maintain shipping point here then system over right the shipping condition in
customer master while determining shipping point into sales document.
We use this field only for “CS” and “RO” document types and maintain “10” (immediate).
Delivery related billing type → if we maintain billing type here then system by default create
invoice. If the document type is delivery related billing, then maintain in delivery related billing
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Ex. – OR, RO, CI, DS ------ delivery related RE, CS, CONR, CR, DP, RK ----- order related billing types
QC, WK1, WK2, FD, SDF, CF, CP, IN, QT ------ not related for billing
The Standard billing type is “F2”
Cash sale billing type is “BV”
Return billing type is “RE”
Credit memo billing type is “G2”
Debit memo billing type is “L2”
Invoice cancellation type is “S1”
Return invoice / Credit memo cancellation “S2”
Performa invoice order related “F5”
Performa invoice delivery related “F8”
Intercompany billing type is “IV”
Intercompany billing is a sale between two company codes of the same company Performa
invoice is a dummy invoice which will not post the values into accounting.
Billing Block → If we maintain this field then the order will be automatically blocked for billing
and an authorized person has to cross check and release the block then only system will also to
create invoice. In standard RE, CR, DR, RK will have billing block.
Condition type line item → We have two types of condition types to determining product cost
into sales document.
i) EK01 ii) EK02
We use EK01 if the selling price is totally depended on cost.
We use EK02 if the selling price is totally not depended on cost.
Billing plan type→ We have two types of billing plan
Periodic billing
Mile stone billing
1. Periodic billing is billing on regular intervals. Ex. - monthly billing (Service and rental
contracts)
2. Mile stone billing is activity-based billing i.e., billing based on work done. Ex. –
Construction industry & project industry (Railway).
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Lead time in days → If we maintain lead time in days here, then it over right RLT in material
master while performing delivery scheduling.
Propose delivery date→ If we check this then system will propose today date as requested
delivery date in sales document. If we uncheck this system will not propose request delivery date
in sales document.
Propose PO date → If we check this system will propose today as PO date, if we uncheck this
system will not propose PO date in sales document.
Date Type → This field controls how the requested delivery date should appear in sales
document i.e., day wise, week wise, month wise. If we maintain 1 then day wise, 2 weeks wise, 3
months wise etc.
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Standard business process
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Inquiry → Whenever customer enquiries about the product we create enquiry document in SAP.
Enquiry document is an internal document.
Types of Enquiries: - Walking, phone, E-mail, or website, tender notice.
Enquiry document consists of customer details, material details, quantity details, and validity periods.
Quotation → Whenever customer enquiries about the products, in return we create quotation
document with reference to enquiry and send this quotation to customer.
Quotation document is an external document which we submit to customer. Quotation document is a
legal document.
Quotation document consists of: - customer details, material details and specification, details, pricing,
validity period, terms & conditions.
Sales Order → If customer is not satisfied with the quotation, then he will further negotiate. If
everything works out for customer, he will place order. Then we create order in SAP with reference to
quotation.
Order is an agreement between company and customer, for supplying the goods to the customer.
Sales order consists of customer details, delivery details, material details, quantity details, pricing, terms
and conditions. Etc.
Delivery → After order we deliver the goods to customer for that we have to create delivery document
in SAP. In delivery we have three activities.
1. Picking 2. Packing [Link] (Post goods issue).
2. Picking List consists of material, Quantities and Storage Location.
Invoice → After PGI we create invoice and send the goods to customer.
While creating invoice system generates accounting document The accounting entry is: -
The accounting entry is: -
Customer Account Debit
TO
Revenue Account Credit
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BUSINESS PROCESSES
1. Inquiry
T-code→ VA11 Document Type →IN, enter sales area and mention the customer no. in sold to
party, mention the date, mention the material detail, mention the order quantity, enter save it
Make a note of inquiry no.
2. Quotation
T-code→ VA21 Document Type →QT, click on create with reference mention the inquiry no.
Click on copy, save it system will generate a quotation number note it down.
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3. Order
T-code→ (VA01) Document Type→ OR, click on create with reference mention quotation no
click on copy saves it. Make a note of Sales order Number.
Whenever we create sales order in SAP, in the background system performs various activities.
1. Partner Determination
2. Listing Exclusion
3. Material Determination
4. Free Goods
5. Delivery Scheduling
6. Availability Check
7. Pricing
8. Credit Management
9. Text Determination
10. Output Determination
11. Transfer of Requirements
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3. Delivery (VL01N)
T-code→ (VL01N) Enter the shipping point, Enter Delivery date which we mentioned in the sales order,
Enter sales order number. Go to picking TAB mention the storage location, mention the picking quantity
click on post goods issue and save it. Make a note of delivery no.
When we do PGI, system performs various activities in the background
1. It Updates Stocks
2. Inventory Accounting Document generates Accounting Entry Is: -
Cost of goods sold account debit
TO
Inventory Account Credit
3. It updates in document flow
4. It updates in credit management
5. It updates in LIS
6. It updates in billing Due List
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4. Invoice (VF01)
Delivery Number will be automatically copied into billing document, if we create invoice immediately
after delivery. Press enter and save it.
When we create INVOICE, system performs various activities
1. Accounting Document Generates Accounting Entry is→
Customer Account Debit
TO
Revenue Account Credit
2. Profitability analysis document generates
3. Cost Center Document generates
4. It Updates in Document Flow
5. It Updates in Credit Management
6. It Updates in LIS
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