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OVERVIEW Trigger:
 
Customer places a standard sales order.  

Business Process Description Overview

This document describes the procedure for creating a the following sales orders for a customer:
1.        To create a Standard Sales Order
2.        To create a Standard Sales Order with Reference to a Contract
3.        To create a Sales Order with Reference to a Quote
4.        To create a Rush Order
5.        To create a Cash Sales Order
6.        To create a Credit Memo Request.
7.        To create return order
8.        To create subsequent free delivery
9.        To create export/deemed export order
10.     To create make to order, order.
11.     invoice correction request

The sales order is a contractual agreement between a sales organization and a sold-to party about delivering products or providing a service for defined prices, quantities and times.

 

 

  

Input - Required Fields

Field Value / Comments


Order Type

A classification that distinguishes between different types of sales document.

Sales Organization

Independent unit that is responsible for sales processing of a product or product line.

Distribution Channel

The way in which products or services reach the customer. Typical examples of distribution channels are wholesale, retail, or direct sales.

Division

A way of grouping materials, products, or services.

Sold to Party

The customer who orders the goods or services.

Ship-to Party

The party who receives delivery of the goods.

Req.deliv.date

The proposed date by which the customer should receive delivery of the goods.

Material

Enter the material requested.

Order Quantity/ Return quantity

Enter the quantity requested.


  

Output - Results

Comments

Creation of a sales order

Refer to Business Process Procedure 'Display a Sales Order' or 'Display SD Document Flow' for verification

Decrease in available inventory at storage location

Only if system is configured for commitment of inventory at order entry.

 

 

 

 

 Tips and Tricks
      Procedural Steps

1.1.       Access transaction by:

Via Menus

Logistics ® Sales and Distribution ® Sales à Order ® Create

Via Transaction Code

VA01

1.2.       On screen "Create Sales Order: Initial Screen", enter information in the fields as specified in the table below:

 
 

Field Name

Description

R/O/C

User Action and Values

Comments

Order Type

A classification that distinguishes between different types of sales document.

R

Enter the desired order type

"OR" - Standard order
"RO" - Rush Order
"CS" - Cash Order
"G2" - Credit Memo Request

Sales Organization

Independent unit that is responsible for sales processing of a product or product line.

R

Enter Sales Organization for the customer.

 

Distribution Channel

Means of getting a product to the customer.

R

Enter Distribution Channel for the customer.

 

Division

Group of products or services.

R

Enter Division for the customer.

 

Sales Office

Physical location responsible for sales
Certain products or services within a
Given geographical area.

O

 

 

Sales Group

Group of sales people that are
Responsible for a special area of
Processing of a group of products or
Services within a specific sales office.

O

 

 

 

 

 

 

 

 (Note:  On above table, in column "R/O/C; R = Required, O = Optional, and C = Conditional)

1.3.             Perform one of the following a types of Sales Orders:

1.3.1          To create a Standard Sales Order, press the Enter key or click the green check mark icon and go to step 1.4.

1.3.2          To create a Standard Sales Order with Reference to a Contract, go to step 2.0.

1.3.3          To create a Sales Order with Reference to a Quote, go to step 3.0.

1.3.4          To create a Rush Order, go to step 4.0.

 1.3.5          To create a Cash Sales Order, go to step 5.0.
 1.3.6          To create a Credit Memo Request, go to step 6.0.

1.4.             "Create Standard Order: Overview", enter the information specified in the fields in the table below:

  

Field Name

Description

R/O/C

User Action and Values

Comments

Sold-to party

The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders.

R

Enter the Sold-to party's customer number or use matchcodes to find the number.

 

Ship-to party

The party who receives delivery of the goods.

R

 

 

Purch.order no.

Number that the customer uses to uniquely identify a purchasing document.

O

 

 

Req. Deliv.date

The proposed date by which the customer should receive delivery of the goods.

R

Enter the Requested Delivery Date.

Usually defaults to today's date

Material

Alphanumeric key uniquely identifying the material being
Ordered

R

Enter material number being ordered.

 

Order Quantity

Amount of material the customer is
ordering.

R

Enter quantity being ordered.

 

 

 

 

Press ENTER key

Alternately,
click on the green
check mark icon

 

1.4.1.    Dialog Box

If you identified several unloading points or several ship-to parties in the Customer Master record, the system will display the alternatives in a dialog box. The system can propose alternatives for Unloading Point, Ship-to Party, Payer or Bill-to Party. Select data from these proposals by positioning the cursor on the line and clicking on "Choose". 

1.5.       Availability Check

Once you have selected the data, the material data description that you entered is displayed. If the system carries out an availability check and finds that there is insufficient stock for an ordered item to be delivered on the requested date, it displays a screen on which you can choose between several delivery proposals including one-time delivery and delivery proposal.  A one-time delivery will only ship the quantity proposed and no subsequent deliveries will be created.  The delivery proposal will propose a delivery schedule based on receipt of goods and availability. 

1.6.       Optional Screens

If you want to enter further data for the header or the items, select the corresponding menu entry. If you want to change data for the items, mark the items before you select a menu entry.
    1.6.1.    Enter all necessary data.
 

1.7.           Save the sales order by clicking on the Save

    
1.8.            To create sales order with reference to contract/return invoice

             Sales Document (On the Top Corner) --> Create with Reference

               
2.0.       On screen "Create Sales Order: Initial Screen", press Create with Reference ICON or (F8).

2.1.       On Dialog box "Create With Reference", select the Contract tab and enter contract number.  Click on the Copy Icon (F5) to copy information from contract.

2.2.       "Create Standard Order: Overview", enter or change the following information:

   

Field Name

Description

R/O/C

User Action and Values

Comments

Purch.order no.

Number that the customer uses to uniquely identify a purchasing document.

R

Enter/verify customer P.O. number.

Document may not be complete without a P.O. number

Req. Deliv. Date

Date customer requires delivery

R

Enter/verify requested delivery date.

Usually defaults to today's date

Order Quantity

Amount of material the customer is
Ordering

R

Enter/verify quantity ordered.

Defaults to target amount in

SU

Sales unit of Measure

R

Enter/verify the unit of measure for the material.

Defaults of U of M in contract

 

 

 

Press ENTER key

Alternately, click on the green check mark

2.2.1.    Data from the contract will be defaulted into the appropriate fields.

2.2.2.    Customer number and material may not be changed as the contract was prepared for a specific customer and material and may have special pricing which is valid for that customer and material combination only.  Only specific data may be over-ridden. A contract is binding and states specific products at specific prices that cannot be changed. Common examples of data that may be changed are delivery dates and quantities. If specified in the contract, partial quantities may be delivered as long as the contract total is not exceeded.

2.3.       Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).

 2.4.       (Add additional steps/screen prints if required. See Sample Template.)
 (Create a standard sales order with reference to a quote)
  
3.0.       On screen "Create Sales Order: Initial Screen", press Create with Reference ICON or (F8).

3.1.       On Dialog box "Create with reference", select the Quotation tab and enter the quotation number.  Click on the Copy Icon (F5) to copy information from quotation.

3.2.       On screen "Create Standard Order: Overview", the Sold-to party, material, quantity, unit of measure and value will be displayed.  Enter or change the following information:

  

Field Name

Description

R/O/C

User Action and Values

Comments

Purch.order no.

Number that the customer uses to uniquely identify a purchasing document.

O

Enter the Customer's PO number

 

Req. Deliv.date

The proposed date by which the customer should receive delivery of the goods.

R

Enter the date the customer requests for delivery.

Usually defaults to a given date

Order Quantity

The total order quantity for this item.

R

The order quantity may be adjusted

Defaults to the
quantity in the
quotation.

SU

Sales unit of measure

R

The Unit of measure may be changed

Defaults to Unit
of measure in the
quotation.

 

 

 

Press ENTER key

Alternately, click
on the green
 check mark

3.2.1.    Data from the quotation will be defaulted into the appropriate fields on the order.

3.2.2.    The Customer number and material numbers may not be changed, since the quotation was prepared for a specific customer and material and may have special pricing which is valid for that customer and material combination only.

3.2.3.    All other data may be over-ridden as deemed necessary. Common examples of these types of changes are delivery dates and quantities.

3.2.4.    Additional products may be added to the order as required to fulfill customer requirements.

 

3.3.       Review data on this screen and any of the optional screens as appropriate. Make changes or additions according to normal sales order processing.

3.4.       Save the sales order by clicking on the Save Icon (F11 or Ctrl + S).

3.5.       (Add additional steps/screen prints if required. See Sample Template.)

   (Create a Rush Order)

4.0.       "Create Sales Order", press the Enter key or click the green check mark icon.

                                                

4.1.       "Create Rush Order: Overview," enter the below information:

  

Field Name

Description

R/O/C

User Action and Values

Comments

Sold-to party

The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders.

R

 

 

Ship-to party

The party who receives delivery of the goods.

R

 

 

Purch.order no.

Number that the customer uses to uniquely identify a purchasing document.

R

 

 

Req. Deliv.date

The proposed date by which the customer should receive delivery of the goods.

R

 

Usually defaults to today's date

Material

Alphanumeric key uniquely identifying the material being
Ordered

R

 

 

Order Quantity

The total order quantity for this item.

R

 

 

 

 

 

Press ENTER key

Alternately, click on the green check mark icon

 

4.2.       Save the Rush Order.  (Click on the disk icon, or F11)  System will respond with 'Rush Order [order number] has been saved (delivery [delivery number] created)'

4.3.       Exit Rush Order processing.  (Click on the yellow up-facing arrow icon, or Shift-F3)

   (Create Cash Sales Order)

5.0.       "Create Sales Order: Initial Screen", press the Enter key or click the green check mark icon

5.1.       "Create Cash Sale: Overview", enter the below information:

  

Field Name

Description

R/O/C

User Action and Values

Comments

Sold-to party

The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders.

R

 

 

Ship-to party

The party who receives delivery of the goods.

R

 

 

Purch.order no.

Number that the customer uses to uniquely identify a purchasing document.

R

 

 

Req. Deliv.date

The proposed date by which the customer should receive delivery of the goods.

R

 

Usually defaults to today's date

Material

Alphanumeric key uniquely identifying the material being
Ordered

R

 

 

Order Quantity

The total order quantity for this item.

R

 

 

 

 

 

Press ENTER key

Alternately, click on the green check mark icon

     

5.2.       Select menu path:  "Extras ® Output ® Header à Edit"

  
            5.2.1.    Verify cash sale invoice (output type RD03) appears for the document.

                        Click on the left-facing green arrow icon, or F3, to return to Order Entry Screen 

5.3.       Save the Cash Order.  (Click on the diskette icon, or F11)  The system automatically processes the delivery in the background and prints out a cash sale invoice.  Because this is a cash sale, no invoice is produced during the billing run.

5.4.       Exit Cash Order processing.  (Click on the yellow up-facing arrow icon, or Shift-F3)

           
  (Create a Credit Memo Request)

6.0.       On screen "Create Sales Order: Initial Screen", press Create with Reference ICON or (F8).

6.1.       On Dialog box "Create with reference", select the Bill Doc tab and enter the billing document number. 

6.1.1.    Click on the Copy Icon (F5) to copy information from billing document.  System will default data from billing document into credit request fields.

6.2.       On "Create Credit Memo Request: Overview" screen, enter the below information:

   

Field Name

Description

R/O/C

User Action and Values

Comments

Sold-to party

The customer who orders the goods or services. The sold-to party is contractually responsible for sales orders.

R

 

See section 1.3.1

Ship-to party

The party who receives delivery of the goods.

R

 

See section 1.3.1

Purch.order no.

Number that the customer uses to uniquely identify a purchasing document.

R

 

 

Billing block

Indicates if the entire sales document is blocked for billing.

O

 

Billing block 08 'Check credit
memo'  will default for credit
memo requests

Order reason

Indicates the reason for creating the sales document.

R

 

 

Material

Alphanumeric key uniquely identifying the material being
Ordered

R

 

See section 1.3.1

Target quantity

A target quantity represents the total
quantity of an item for which you want to
 issue a credit memo request.

R

 

See section 1.3.1

 

 

 

Press ENTER key

Alternately, click on the green check mark icon

  

6.2.1.    If the credit request is being created with reference to an order, these fields will contain data defaulted from the order. This data can be changed if necessary.

6.3.       Save the Credit memo Request.  (Click on the diskette icon, or F11)

6.3.1.    System validates document.

6.3.2.    If document is complete, system returns to "Create Credit Memo Request: Overview" and displays message 'Credit Memo Request (Document number) has been saved', in status line at bottom of screen

6.3.3.    If document is incomplete, system displays dialog box asking if user wants to save incomplete document or wants to process missing data. Choose desired option. (Enter data as required to complete document and save or save as incomplete. See Create Standard Order document for details on incomplete order processing.)

 

6.4.       Exit Credit Memo processing.  (Click on the yellow up-facing arrow icon, or Shift-F3)