4.Sap Sd Sales Doc Confi

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Sales Document Types Con f igurat ionFOR OR:

Document Type Configuration

Concept

A document type represents a type of transaction in the system. For example, a Contract

Transaction is represented in the system using a document type QC. Similarly a quotation to a

customer is created in the system using a document type QT. The reason why different document

types are used to represent different transactions is because, each transaction behaves in a different

way from another. A quotation behaves differently from a Standard Order. Some examples are

shown below.

Quotation ( QT )

o Does not require Credit Check to be performed.o No Deliveries required directly for a quotation unless converted to an order.o Not relevant for billing.

Standard Order ( OR )

o Relevant for Deliveries and billingo Relevant for Credit Checko Different fields are required compared to a quotation ( For example, quote validity dates not required

)

o Generates material requirements to be passed on to MRP, whereas a quote does not.The document type QT controls the characteristics of the quotation document type. Also, if there are

slight modifications required, a copy of QT can be made like ZQT and used. For example, when

creating a quotation in a particular company, if credit checks needs to be performed that particular

feature can be enabled.

Configuration

The transaction code to configure a document type is [VOV8] or use the menu path [SPRO -> Sales

and Distribution -> Sales Documents -> Sales Document Header -> Define Sales Document Types ]

When creating new entries, as usual always try to choose an entry close to your required document

type and copy it. For example, if you want to create a quotation with different characteristics, its

always better to create the new document type as a copy of QT. That way all the item category
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determination, schedule like determination etc are already done for you unless you create new

item categories.

Lets go through some of the controls inside a document type say OR ( which is the document type

for a standard order ) . Not all controls are relevant , but we will try to cover the most important ones.

Select the document type OR and click on the magnifying glass or double click on OR to learn more.


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The controls are segregated into multiple sections.

1. Number Ranges2. General Control3. Transaction Flow4. Scheduling Agreement5. Shipping6. Billing7. Requested Delivery Date8. Contract9. Availability Check

As you can see, not all these sections are relevant for all types of documents. For example, the

Scheduling Agreement or the Contract Sections are not relevant for OR document type.

Before going into the controls in the different sections, there are some basic controls

The sales document category signifies at a broad level which type of sales document this document

type belongs to. These are hard coded and cannot be changed. The only document categories

possible are

o Inquiryo Quotationo Ordero Item Proposalo Scheduling Agreemento Scheduling Agreement with External Serviceo Contracto Returnso Order without Charge


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o Credit Memo Requesto Debit Memo Requesto Independent Requirements plano Master Contract

Now if you need to create a new document type that resembles a Returns document, you would

have to select the document category as H which stands for Returns. Because, the way a standard

order behaves from a return is very different. And the document category controls how it behaves.

Also a sales document can be blocked. An example is a scenario where a new promotion document

type has been created in 2000 and the business process has changed since 2005 that requires the

company to not use promotions any more. In order to force the order entry personnel not to use that

document type, the sales document can be blocked as shown in the picture below.

Now, lets explore the sections

Number Ranges

Number Ranges

The Number Range Internal Assignment is used to mention the number range that is to be used

when creating a sales document of this type. Transaction code [VN01] is used to define those

number ranges. Each of the documents created in the system need to have a unique number. This

is defined using the number ranges. Read more aboutNumber Rangeshere.

For example, the number range 01 in this case starts from 0000000001 to 0000199999. And the

current number is 12919
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So, when the next document of type OR is created, the number would start with 12920.

Similarly, if external number ranges are used, the number ranges assigned to 02 would be used.

Item Number Increment

This is the auto increment that is to be used when creating line items in the sales order. When a

sales order of type OR is created the line items that are automatically generated would start with 10

and go in increments of 10 there after.

Sub-item Increment

If new items need to be entered in between ( Say for example, between 10 and 20 ), then that item

will have to start with atleast 10 + 1 = 11.

General Control


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Reference Mandatory

Sales documents can be created with reference to other sales documents or other billing

documents. Read more about this inDocument Flow. This field signifies if a reference is mandatory.For example a release order can only be created with reference to a contract. Similarly if your

business dictates that a sales order cannot be created without reference to a quotation, you can

configure it here. The possible values are

o With reference to inquiryo With reference to Quotationo With reference to Sales Ordero Scheduling Agreement Referenceo With reference to Quantity Contracto With reference to Billing Documento

Check Division

When creating a sales order you can enter the sales organization, distribution channel and division.

However, it is possible that you enter materials belonging to different divisions in the sales order.

You can configure the system to either allow or disallow materials from different divisions be entered

in the sales order.

No Value

Allows materials of a different division at the line item level compared to the header level division

Error/ Dialog

This option will force the system to respond with either an error or a warning when a different

division is entered.

Probability

This field is rarely used and if used is used mostly in inquiries and quotations which are not actual

sales.

Credit Limit Check

There are different types of credit management that can be used in SAP SD. Read more aboutSAP

Credit Managementhere. This field signifies what kind of credit check need to be used for this kind

of sales document.
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Credit Group

This field is almost always set to 01 for all sales documents. Read more aboutSAP Credit

Managementto learn more about Credit Group.

Output Application

For standard sales document types, this is set to V1. Shipping documents have this field as V2,billing documents as V3 etc.

Read Info record

This field needs to be checked if this document type needs to use theCustomer Material Info Record

( CMIR ). Read more aboutCustomer Material Info Record here.

Check Purchase Order Number

When the incoming Customer PO contains a duplicate PO number or if the order entry personnel is

creating a duplicate sales order ( with the same PO number ), this field can be used to force a check

for a pre-existing Purchase Order Number for that customer. There are only 2 options in this field. A

blank means no check. A implies to do a duplicate check on existing PO numbers. Lets setit to A

for order type OR and see the difference.

o Create a sales order with PO # = Bulk Order 123 for customer 1400.

o Lets create another order for the same customer with the same PO #. This time the system wouldissue a warning message saying that the purchase order number Bulk Order 123 already exists.

This is a way of preventing duplicate POs from being entered in the system.

Enter PO Number

This check box is used to copy the Sales Order Number into the PO Number field. This could be

used when there is no Actual PO # from the customer but a number needs to be entered in the PO

Number field. To test this, just create a sales order and without entering a PO Number save the
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You can select the order type ( highlighted in orange above ) and if the constraints are fulfilled, the

order type can be changed. The configuration for the same is to have ZOR and ZTA as the

alternative document types in the

Incomplete MessagesThis field allows the user to save the order irrespective of the messages in the incompletion log. Use

this feature when you want to force the user to not save the order without completing all the

necessary items as specified in the incompletion log of the sales document header and item. Read

more about Incompletion log here.

Quotation Messages

When creating sales orders, if there are outstanding quotations for the customer for this material,

you can configure the system to react differently based on the different options that are configured.

The possible options are self-explanatory.

A / B Check at Header / Item level

C / D Check at header / item level and copy if unique. This option is useful, if there is only 1

matching quotation that you just want to be copied into the sales order.

E / F Check at Header / Item Level and branch directly to selection list. This option is useful if there

are multiple quotations and you want the list of multiple quotations to be shown to the user creating

the order.

As an example, lets set this field to E ( which checks for matches at the header level ) and try to

create 2 quotations 20000036 and 20000037 for the customer 1400.

Now if we create a sales order for the same customer 1400, irrespective of the line items, the list of

open quotations are displayed.


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however, if the option was set to F, this message would not have been shown until the line items

entered in the sales order matched the line items in the open quotations.

Shipping

This section controls the delivery parameters.

Delivery Type

This field contains the delivery document type that is used when a delivery is created for the sales

order. The standard delivery LF is used when creating a delivery document for the sales document

of type OR.

Immediate Delivery

Consider the case of a rush order ( As soon as the order is created, the delivery needs to be created

). Again, there are 2 cases here. Creation of the immediate delivery if stock is available and

confirmed and creation of the delivery irrespective of the stock situation. Rush order follows the first

example. As you can see in the screenshot below, as soon as the rush order is created and saved,

the delivery is automatically created ( Subject to availability )


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Exercises

Question 1 :

A rush Order is a transaction that is used in business when the nightly delivery batch process needs

to be bypassed and a delivery needs to be created as soon as the order is created.

Based on this description, create a new order type in SAP that suits this business scenario and give

the order type.

Question 2 :

A cash sale is a transaction that is used in business when the cash is paid upfront instead of the

standard payment terms. The delivery of the goods is also taken immediately. In order to

accomodate this, the standard system proposed date for delivery should not be pushed out like a

standard order, but needs to be the same day as the order is being taken.


the order type.

Responses to Sales Document Types Configuration

1.Question 1 :

A rush Order is a transaction that is used in business when the nightly delivery batch process needs

to be bypassed and a delivery needs to be created as soon as the order is created.


the order type.

I created a copy of the RO (rush order) sales document. YO contains all of the original attributesof the RO rush order. Key among those is the value X in the immediate delivery flag to force the

creation of the delivery for all line items as soon as the order is saved.

Question 2 :

A cash sale is a transaction that is used in business when the cash is paid upfront instead of the

standard payment terms. The delivery of the goods is also taken immediately. In order to acomodate


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this, the standard system proposed date for delivery should not be pushed out like a standard order,

but needs to be the same day as the order is being taken.


the order type.

I created a copy of the CS (cash sales) order document. YCS contains all of the original attributes

of the original CS document type. Key flags are: X in the immediate delivery flag to force immediate

delivery for all items with available quantity, a check mark in the purposed delivery date field so the

system will purpose the current date as the delivery date, and BV (cash sale) as the billing type in

the delivery related billing field and the BV in the order related billing fields.