Cash Sales

EHP4 for SAP ERP 6.0

June 2010

English

Cash Sales Order (238)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Cash Sales Order (238): BPD

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites........................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Business Conditions........................................................................................................6

2.3 Preliminary Steps............................................................................................................6

2.4 Roles............................................................................................................................... 9

3 Process Overview Table.......................................................................................................10

4 Process Steps...................................................................................................................... 11

4.1 Create Sales Order........................................................................................................11

4.2 Check Batches (optional)..............................................................................................13

4.3 Post Goods Issue..........................................................................................................13

4.4 Billing............................................................................................................................. 14

5 Follow-Up Process...............................................................................................................15

6 Appendix............................................................................................................................... 16

6.1 Reversal of Process Steps............................................................................................16

6.2 SAP ERP Reports.........................................................................................................17

6.3 Used Forms................................................................................................................... 18

6.4 Support and Closing Considerations.............................................................................18



Cash Sales Order

1 Purpose

This scenario deals with cash only payment transaction for the sales of material to a customer.

The cash sales process is used when the customer places the sales order and picks up and pays for the goods at the same time. The system automatically proposes the current date in the sales order as the date for the delivery and billing. Once the sales order is saved, the system automatically creates a delivery.

You can run this scenario with batch-managed materials, but also with materials without batch management (then the process step for checking the batch number in the delivery is obsolete).

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard ValuesEssential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)You can test the scenario with other SAP Best Practices default values that have the same characteristics.

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

Using Your Own Master DataYou can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Master / Org. data

Value Master / Org. data details Comments

Material F235-1 Only use if you have activated the building block Batch Management (117).

See sections Business Conditions and Preliminary Steps.



Master / Org. data

Value Master / Org. data details Comments

Sold-to party 100000 Domestic Customer 00 You can test the scenario using another domestic customer.

Ship-to party 100000 Domestic Customer 00

Payer 100000 Domestic Customer 00

Plant 1000

Storage Location

1030

Shipping Point

1000

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 scenarios. 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 condition Scenario

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).

Prereq. Process Steps (154)

To run this scenario, the materials must be available in stock. If you use trading goods (HAWA) you can either:

Run the Procurement w/o QM (130) scenario or

Create stock using transaction MIGO (for more information, see the section Preliminary Steps).

Procurement w/o QM (130)

2.3 Preliminary Steps

2.3.1 Optional: Set Batch Management Requirement for Finished Product

UseEnsure that batch management for the finished product is set, if you want to run this scenario with checking the batch assignment in the delivery.

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



Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Materials Management Material Master Material Create (General) Immediately

Transaction code MM02

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

Business role Engineering Specialist (SAP_NBPR_ENGINEER-S)

NWBC menu Engineering Master Data Material Master Change Material

2. On the Change Material (Initial Screen), make the following entries and choose Enter:

Field name Description User action and values Comment

Material F235-1

3. On the Select View(s) Screen, select the Work scheduling and the MRP3 view and choose Enter.

4. On the Organizational Levels screen, make the following entries and choose Enter.


Plant 1000

5. Select the Work scheduling – Tab, make the following entries:


Work scheduling – Tab

Batch management indicator

set indicator

The batch management requirement cannot be set for the following reasons:

Stocks without batches already exist at plant level

SD documents exist (orders or deliveries) that have not yet been processed or that have been processed only in part.

6. Save your entries and go Back (F3) to the SAP Easy Access Screen (SAP GUI) orchoose Exit (Shift+F3) and confirm the Business client message with Yes, to return to SAP Home (SAP NetWeaver Business Client).

ResultThe batch management requirement is set.

2.3.2 Initial stock postingTo run through this scenario, the materials must be available in stock. Use transaction MIGO to create the required data.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP ECC menu Logistics Materials Management Inventory



Management Goods Movement Goods Movement (MIGO)

Transaction code MIGO


Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)

NWBC menu Warehouse Management Receiving Other Goods Movement

2. On the Goods Receipt Purchase Order screen, make the following entries:

Field name User action and values Comment

Business Transaction Goods Receipt Select Goods Receipt from the 1st Drop-Down Menu

Business Transaction Other Select Other from the 2nd Drop-Down Menu

Movement Type 561 561 – Receipt per initial entry of stock balances into unr.-use

3. Choose Enter.

4. On the Goods Receipt Other screen: Material tab, make the following entry and choose Enter:


Material F235-1

5. On the Quantity tab, make the following entry and choose Enter:

Field name User action and values

Qty in Unit of Entry 10000

6. On the Where tab, make the following entries and choose Enter:


Plant 1000

Storage Location 1030 Storage Location for Lean WM

7. On the appearing Batch tab, make the following entry and choose Enter:


Date of manufacture Enter the current date or a date in the past

8. Choose Enter.

9. Save your entries.

10. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) or Choose Exit (Shift+F3) and confirm the Business client message with Yes, to return to SAP Home (SAP NetWeaver Business Client).

ResultThe quantity of 10000 has been posted.

Financial postings:

Material Debited Credited Cost Element / CO Object



Accounts Accounts

Finished Good F235-1

220000 Finished Goods

229970 Invent own products

none

2.4 Roles

UseThe following roles must have already been installed to test 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.

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

Business role Technical name Process step

Sales Administration SAP_NBPR_SALESPERSON-S Sales Order Entry (VA01)

Delete Dales Document (VA02)Print Sales Order (VA03)

Warehouse Clerk SAP_NBPR_WAREHOUSECLERK-S

Check Batches (VL02N),Edit Batch Number (VL02N)Delete Delivery (VL02N)Post Goods Issue (VL06O)

Cancel Goods Issue for Delivery Note (VL09)

Billing Administrator SAP_NBPR_BILLING-S Create Billing Document (VF01)

Change Billing Document (VF11)

Accounts Receivable Manager

SAP_NBPR_AP_CLERK-M Request for Billing

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S Assignment of this role is only necessary if you want to print the invoice via the system icon Print Invoice.Automatic printing is possible without assignment of this role.

The role Employee (Professional User) must only be assigned if you wan to print the invoice via the system icon Print Invoice. Automatic printing is possible without assigning this role.



3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Create Sales Order

Material is available

Sales Administration

VA01 Sales order is saved and a follow-on delivery is created

Check Batches (optional)

Material is batch controlled

Warehouse Clerk

VL02N Batch numbers are assigned to the materials

Post Goods Issue Material is available, and relieved from inventory

Warehouse Manager

VL06O The goods issue is posted.

Billing GI has been posted

Sales Billing VF01 Invoice created and posted in FI/CO



4 Process Steps

4.1 Create Sales Order

UseIn this activity, you enter a cash sales order.



SAP ECC menu Logistics Sales and Distribution Sales Order Create

Transaction code VA01

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


Order Type BV

Sales organization

1000


10

Division 10

3. Choose Enter.

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


Sold-to Party 100000

Ship-to Party 100000

PO Number <any number>

Material number

F235-1

Quantity for each material

for example, 100 You can choose any quantity within the amount available in stock

5. Choose Save. The system issues the information message: Cash Sale XXX has been saved (delivery XXXXXXXX created) on the status bar.

6. Go Back (F3) to the SAP Easy Access Screen.


Business role Sales Administration (SAP_NBPR_SALESPERSON-S)

NWBC menu Sales Sales Orders Sales Order Processing Create Sales Order (Lean Order)



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


Sold-to party 100000

Order Type BV

Sales organization

1000


10

Division 10

8. Choose Start.

9. On the Cash Sale: New screen, enter the following data:

PO Number <any number>

Material number

F235-1

Quantity for each material

for example, 100 You can choose any quantity within the amount available in stock

10. Choose Enter

11. Choose Save Document.

ResultYou have created a cash sales order document. The delivery is created simultaneously in the background.

The print-out of the cash sale form is executed automatically and immediately (see settings in SAP GUI transaction VV13 for Output Type RD03 and defaults in your user settings in transaction SU3).

You can also start the printout manually:


SAP ECC menu Logistics Sales and Distribution Sales Order Display

Transaction code VA03

1. Enter the order number in the Display Sales Order: Initial Screen. From the menu, choose Sales Document Issue Output To

2. In the Output dialog box, mark the line with the message type: RD03.

3. Choose Print. The system issues the message: Output was successfully issued.


Business role Sales Administration (SAP_NBPR_SALESPERSON-S)

NWBC menu Sales Sales Orders Sales Order Processing Change Sales Orders (VA02)

4. Enter the order number in the Change Sales Order: Initial Screen. From the menu choose More Sales Document Issue Output To



5. In the Output dialog box, mark the line with the message type: RD03.

6. Choose Print. The system issues the message: Output was successfully issued.

ResultYou have printed out the sales order.

4.2 Check Batches (optional)

UseIn this activity you check the assigned batch numbers. This process step is only applicable for batch-managed materials.

PrerequisitesBatch management has been activated and the material has been classified.



SAP ECC menu Logistics ® Sales and Distribution ® Shipping and Transportation ® Outbound Delivery ® Display

Transaction code VL02N



NWBC menu Warehouse Management Shipping Outbound Delivery Change Delivery

2. On the Change Outbound Delivery screen, enter your outbound delivery number.

3. Choose Enter.

4. In the Batch Split Indicator column, choose Batch Split Exists.

5. In the Batch field, check the batch number assignment.

6. Choose Save.


ResultBatch numbers are assigned to the materials.

4.3 Post Goods Issue

UseIn this activity, you post the goods issue.

Procedure



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


SAP ECC menu Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery Outbound Delivery Lists and Logs Outbound Delivery Monitor

Transaction code VL06O



NWBC menu Warehouse management Shipping Outbound Delivery Outbound Delivery Monitor

2. Choose For Goods Issue.

3. Make the following entries:

Field name User action and values

Shipping point 1000

4. Choose Execute (F8).

5. Mark the relevant delivery.

6. Choose Post Goods Issue.

7. Choose today’s date and select continue in the dialog box.


ResultThe goods issue is posted.

Financial postings:

Material Debited Accounts Credited Accounts

Cost Element / CO Object

Finished Good F235-1

500000 cost of Goods Sold 134000 Invt – Finished Goods

none

4.4 Billing

UseBilling signifies the end of the business transaction in Sales and Distribution.



SAP ECC menu Logistics Sales and distribution Billing Billing document Create

Transaction code VF01




Business role Sales Billing (SAP_NBPR_BILLING-S)

NWBC menu Sales Billing Create Billing Document

2. On the Create Billing document screen, enter the sales order number.

3. To process the document, choose Enter.

4. On the Cash Sales (BV) Create: Overview of Billing Items screen, choose Save. The system displays the message Document 9xxxxxxx saved.

5. From the menu bar, choose (More…) Billing Document Change.

6. On the Change Billing Document screen, in the Billing field, enter the billing document number.

7. Choose Accounting.

8. On the List of Documents in Accounting dialog box, double-click the accounting document. The various accounts and offsetting entries are.

9. Choose Back.


ResultA billing document has been created and the postings to FI and CO have been made.

Financial postings:

Material Debited Accounts

Credited Accounts

Cost Element / CO Object

Trading Good (HAWA)

111000 Cash 410000 Sales revenue

216100 Sales Tax

410000

5 Follow-Up Process

You have finished all activities that are part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in one or more of the following scenarios, using the master data from this document.

Closing Operations SD (203) (optional)

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

ProcedureComplete all activities described in the Business Process Documentation of the scenario: Closing Operations SD (203) (Chapters Review Incomplete Sales Orders, Review Incomplete



SD Documents (deliveries), Review Outbound Deliveries for Goods Issue and Review List Blocked (for accounting) Billing Documents) using the master data from this document.

6 Appendix

6.1 Reversal of Process StepsIn 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 role Sales Administration

Business role menu Sales Sales Orders Sales Order Processing Orders (Homepage)

Choose Tab All Sales Orders.

Mark your sales order and choose Change.

Comment Select menu Sales Document Delete.

Delivery

Transaction code ( SAP GUI) VA01 (delivery created automatically after cash sales order entry)

Reversal: Delete Delivery

Transaction code ( SAP GUI) VL02N

Business role Warehouse Clerk

Business role menu Warehouse management Shipping Outbound Delivery

Choose All Deliveries tab.

Mark your delivery and choose Change.

Comment Select menu Outbound Delivery Delete.

Step reversal of Transfer Order is not possible but the whole delivery document can still be deleted via VL02N.



Check BatchesTransaction code ( SAP GUI) VL02N

Reversal: Edit Batch Number

Transaction code ( SAP GUI) VL02N


Business role menu Warehouse management Shipping Outbound Delivery Display Outbound Delivery

Comment

Post Goods IssueTransaction code ( SAP GUI) VL06O

Reversal: Reverse Goods Issue

Transaction code ( SAP GUI) VL09


Business role menu Warehouse management Shipping Outbound Delivery Cancel Goods Issue for Delivery Note

Comment

BillingTransaction code ( SAP GUI) VF01

Reversal: Cancel Billing document

Transaction code ( SAP GUI) VF11

Business role Sales Billing

Business role menu Sales Billing Change Billing Document

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

6.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you 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)



ReportsReport title Transaction

Code (SAP GUI)Comment

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

Backorders V.15 All orders still due for shipping are displayed in this list

SD Incomplete Documents V_UC A list with incomplete documents.

Release Billing Documents for Accounting

VFX3 A list with documents.

Outbound delivery Monitor VL06O Monitor for collective processing of deliveries and for obtaining information on general shipping processing.

6.3 Used Forms

UseIn some of the activities of this business process, forms are used. The table below provides details on these forms.

Common form name Form type Used in

process step Output type Technical name

Cash Sale Cash sales order entry

RD03

Delivery Note Smartforms Post Goods Issue

LD00 YBAA_SDDLN

Transfer Order SAP Script Delivery Due List

YB_LVSTAEINZEL

Bill of Lading Smartforms Post Goods Issue

YBL1 YBAA_SDBLD

Picking List SAP Script Picking EK00 YB_SD_PICK_SINGL

Sales Invoice Smartforms Create Billing RD00 YBAA_SDINV

6.4 Support and Closing ConsiderationsSales Documents

Transaction Code (SAP GUI) Comments

V.02Incomplete SD Documents: The list determines all incomplete sales documents based on the selection criteria specified.

V.15Backorders: The system creates a list on the basis of the schedule lines for shipping and the unconfirmed schedule lines.

Delivery Documents


VL06O Outbound Delivery Monitor: the delivery monitor is used to display and



process completed deliveries and deliveries that are still open.

V_UCSelection of Incomplete SD Documents: the list determines all incomplete delivery documents on the basis of the specified selection criteria.

Billing Documents


VFX3Release Billing Documents for Accounting: use this function to display which billing documents are blocked for transfer to accounting.
