SCM650 Cross-FunctionalCustomizingin SalesandDistributionSD] (2010) SCM650… · SCM650 Cross-FunctionalCustomizingin SalesandDistribution SAPSCM Date TrainingCenter Instructors EducationWebsite

SCM650Cross-Functional Customizing in

Sales and DistributionSAP SCM

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 95Course Duration: 3 Day(s)Material Number: 50099716

An SAP course - use it to learn, reference it for work

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Copyright © 2010 SAP AG. All rights reserved.

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g20100709143116

About This HandbookThis handbook is intended to complement the instructor-led presentation of thiscourse, and serve as a source of reference. It is not suitable for self-study.

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09-07-2010 © 2010 SAP AG. All rights reserved. iii

About This Handbook SCM650

Icons in Body TextThe following icons are used in this handbook.

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iv © 2010 SAP AG. All rights reserved. 09-07-2010

ContentsCourse Overview ......................................................... vii

Course Goals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Understanding Organizational Structures.................. 1Understanding Organizational Structures ... . . . . . . . . . . . . . . . . . . . . . . . .2

Unit 2: Copying Control ................................................ 23Copying Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Unit 3: Text Control...................................................... 49Text Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Unit 4: Output............................................................. 81Output Determination... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Output Processing (Example: SAPscript) . . . . . . . . . . . . . . . . . . . . . . . . . 95PDF-Based Forms in the Sales Process... . . . . . . . . . . . . . . . . . . . . . . . 114

Unit 5: Enhancements and Modifications ......................... 119Basics of Enhancements and Modifications... . . . . . . . . . . . . . . . . . . .120Adjusting Lists in Sales and Distribution ... . . . . . . . . . . . . . . . . . . . . . . .147Techniques for Avoiding System Modifications ... . . . . . . . . . . . . . . .158

09-07-2010 © 2010 SAP AG. All rights reserved. v

Contents SCM650

vi © 2010 SAP AG. All rights reserved. 09-07-2010

Course OverviewThis training course deals with complex Customizing settings that apply acrossall the functions in the Sales and Distribution area and that frequently cross overinto the area of system modification.

Target AudienceThis course is intended for the following audiences:

• Members of the project team who work with all aspects of Customizingfor Sales and Distribution.

Course PrerequisitesRequired Knowledge

• SCM600• and at least one of the following training courses: SCM605, SCM610 or

SCM615

Course GoalsThis course will prepare you to:

• Make settings that require knowledge of cross-application Customizingfunctions, to map Sales and Distribution (SD) requirements in the SAPsystem.

Course ObjectivesAfter completing this course, you will be able to:

• understand complex relationships when mapping organizational structures• adapt copying control• configure text control• implement output control• explain the options for system modification in any release• use personalization techniques to avoid system modifications

09-07-2010 © 2010 SAP AG. All rights reserved. vii

Course Overview SCM650

viii © 2010 SAP AG. All rights reserved. 09-07-2010

Unit 1Understanding Organizational

Structures

Unit OverviewThis unit provides a compact, deeper understanding of the organizational structurein Sales and Distribution, to enable the participants to make the correct decisionswhen creating the organizational model.

Unit ObjectivesAfter completing this unit, you will be able to:

• describe the main organizational elements in SD and their relationships toone another

• create organizational elements and use them to build organizational structures• define shared master data to reduce the effort required for creating and

maintaining master data• make Customizing settings that affect the use of organizational elements

Unit ContentsLesson: Understanding Organizational Structures ... . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Defining Organizational Structures ... . . . . . . . . . . . . . . . . . . . . . . 13Exercise 2: Understanding Organizational Structures... . . . . . . . . . . . . . . . 17

09-07-2010 © 2010 SAP AG. All rights reserved. 1

Unit 1: Understanding Organizational Structures SCM650

Lesson: Understanding Organizational Structures

Lesson OverviewAn overview of the significance of organizational structures in Sales andDistribution is provided as a reminder, to avoid unnecessary errors in this first,important step in the implementation project.

Lesson ObjectivesAfter completing this lesson, you will be able to:

• describe the main organizational elements in SD and their relationships toone another

• create organizational elements and use them to build organizational structures• define shared master data to reduce the effort required for creating and


Business ExampleOne of the first essential steps in implementing an SAP system is representing thestructure of your company in the system.

Setting up the organizational structure means representing the real world in theSAP system. The existing model influences:

• Master data• Processes (= document chains)• Reporting

As this will have a far-reaching effect on the productive system, you mustinvestigate the different effects in advance.

Brief recap of the mandatory organizational units insales and distributionThe organizational units form the framework for sales and distribution processingwith the module SD. The master records of sales and distribution (for example,customer master records and price elements) as well as the documents fortransaction processing (for example, orders and deliveries) are entered dependingon the organizational structures. Each piece of data in a master record is validwithin a particular part of the organization. The sales and distribution documentsare each entered in a specific subarea of the organization. The master data that isvalid there is automatically transferred to the sales and distribution documents. Inaddition, different control criteria for managing the master data and for transactionprocessing are defined depending on the organizational units.

2 © 2010 SAP AG. All rights reserved. 09-07-2010

SCM650 Lesson: Understanding Organizational Structures

Figure 1: Sales Organization

A sales organization is the organizational element in Logistics that represents thecompany structure according to its sales and distribution requirements.

A sales organization has an address and is the business unit that is legallyresponsible for product liability and rights of recourse. The sales organizationhas an address.

You can define your own master data within a sales organization. A salesorganization can therefore have its own customer and material master data aswell as its own conditions and pricing.

A sales organization is the highest summing level (after the client) for sales anddistribution statistics, with its own statistics currency.

You must create at least one sales organization in your SAP system.

A sales organization is assigned to only one company code.

You can use the sales organization as a selection criterion for listing all salesdocuments as well as for creating delivery and billing worklists.

You can define how the output is printed for sales and billing documentsdifferently for each sales organization.



Figure 2: Distribution Channels

A distribution channel reflects the means by which your products or servicesreach your customers.

You can assign a distribution channel to one or more sales organizations.

You can assign one or more plants to a distribution channel.

Within the distribution channel, you can define your own customer or materialmaster data as well as conditions and pricing.

You can create master data for a model distribution channel that can then be usedin other distribution channels. To do this, you also have to assign the modeldistribution channel to the other channels.

You can define your own sales document types for a distribution channel.

You can determine sales offices for a distribution channel.

All the items in a sales document belong to one distribution channel. The entiresales document is therefore created for a distribution channel.

The items in a delivery can belong to different distribution channels.

All the items in a billing document belong to one distribution channel.

You can use the distribution channel as a selection criterion for creating lists.



Figure 3: Division

You assign a division to one or more sales organizations.

You assign a division to one or more distribution channels.

A material always belongs to one specific division. You enter the division in Salesand Distribution screen 1 in the material master record.

Within the division, you can define your own master data for the customer aswell as conditions and pricing.

You can also create shared customer master data as well as conditions using amodel division which are then valid for several divisions.

You can define sales offices for a division.

You can determine that all the items in a sales document belong to the samedivision for each sales document type.

The items in a delivery or billing document can belong to different divisions.

You can use the division as a selection criterion for listing sales documents andcreating a delivery worklist.

You can define different ways of printing the output based on the sales documentsfor each division.

Connection between division and business areaThe business area is an organizational unit of external accounting that correspondsto a restricted activity area or area of responsibility in the company. Valuemovements entered in financial accounting can be added to the business area.



Caution: In the implementation project, the customer may have adivisional organization that is not based on the SAP ERP product-relateddivision concept, rather that has its roots in a divisional definition thatcorresponds to the concept of the business area in SAP terminology.

You can usually tell this by the statement: “In our company, a product may belongto several divisions.”

However, in the SAP material master, the division can only be occupied once.This division can then be used in the sales document to determine the businessarea using one of three predefined rules.

Figure 4: Division and Business Area Account Assignment

Creating a sales areaThe sales area is a combination of a particular sales organization, distributionchannel and division.

To create sales areas, assign the division and the distribution channel to the salesorganizations. When you do so, the system automatically proposes the divisionsand distribution channels that you have previously assigned to a sales organization.



Figure 5: Sales Area

Within customer master data, there are views with data that is specific to the salesarea, and order documents are created for a sales area.

Optional organizational units in sales and distributionThe following organizational units (for example, sales office) are not absolutelynecessary. Specify whether you want to use these elements in your company,and if so, in which form.

Figure 6: Optional Organizational Elements in SD



Sales office:

• An organizational unit that is responsible for sales and distribution withina geographical area.

• A sales office establishes contacts between the company and the regionalmarket.

• You can assign a sales office to one or more sales areas• A sales office can be subdivided into several sales groups.

Sales group:

• An organizational unit that carries out sales and is responsible for the salesprocess internally.

• You can assign a sales group to one or more sales offices.

Salespersons:

• A sales group consists of a certain number of salespersons. A salesperson isassigned to a sales office and group in the sales employee master record.

You can carry out sales analyses for different levels of the organizational structureusing the Sales Information System.

Reducing the complexity by using shared master dataBefore you make system settings for the master data, you must have completed thedefinition of the organizational structures.

Figure 7: Shared Master Data Concept

Shared master data minimizes the effort required to create and maintain masterdata.

You can specify which sales areas can use the shared master data in Customizing.



At “sales organization/distribution channel” level, you can define whichdistribution channel should be used for accessing the condition records and whichshould be used for accessing customer and material master data.

At “sales organization/division” level, you can define which division should beused for accessing condition records and which should be used for accessing thecustomer master data.

Figure 8: Shared Master Data - Example

In the above example, settings have been made in Customizing so that the salesarea data (1000, 10, 01) for the customer master and the sales area data (1000, 10)for the material master can also be used as shared master data for the followingsales areas:

• 1000 10 01• 1000 10 02• 1000 12 01• 1000 12 02

In this example, the condition records are not shared, enabling you to createdifferent pricing structures for each organizational unit.



Figure 9: Shared Master Data - Limits

It is not possible to define shared master data for all sales organizations.Improper use of the sales organization when mapping the organization here, forexample, as a level for mapping the distribution channel, would have seriousconsequences, as you would not be able to use the shared master data functions atthis level. Under certain circumstances this would then lead to an increase in thenumber of SD views that need maintaining in the master data.

Figure 10: Shared Master Data and SIS

Even if you are using the shared master data function, the specific organizationaldata transferred to the Sales Information System (SIS) comes from the sales,delivery and billing documents.



This allows detailed reporting for all organizational structures while minimizingthe amount of master data that needs to be created and maintained.

Cross-Division Sales

Figure 11: Cross-Divisional Sales Documents

If you want the division at item level to be proposed from the material masterrecord for the item, the “Item Division” field must be selected in Customizingfor the sales document type.

If you select this field, the system proposes the division from the material masterrecord for the item. If you leave the field blank, the division in the sales documentheader applies to all the items.

You may have to take account of the effect of this setting in the SIS update rulesby defining the source field you require for the division.

Introduction to the demonstration and exercisescenarioTo make the dependencies in question transparent, we have given ourselves thetask of setting up a new sales area in the existing system. Here you must makesome decisions depending on which properties you want to link with the newsales area.



Figure 12: Demonstration and Exercise Scenario: Configuration of a NewSales Area



Exercise 1: Defining OrganizationalStructures

Exercise ObjectivesAfter completing this exercise, you will be able to:• extend an organizational structure in Sales and Distribution

Business ExampleTo improve the evaluation of sales and distribution statistics, the management ofyour company has decided to add a distribution channel to sales organization 1000to make the subdivisions more exact.

It is your job to set up this distribution channel in the SAP system.

Task:

1. Define the new distribution channel for your activity group according to thefollowing table, using the description “VTWEG Group ##”:

Group number Distributionchannel


01 D1 11 E1

02 D2 12 E2

03 D3 13 E3

04 D4 14 E4

05 D5 15 E5

06 D6 16 E6

07 D7 17 E7

08 D8 18 E8

09 D9 19 E9

10 D0 20 E0

2. Assign your new distribution channel to sales organization 1000.

3. Set up two new sales areas:

Continued on next page



Sales organization: 1000

Distribution channel: See table

Divisions: 00 and 02

4. Maintain the business area account assignment for your sales areas byassigning rule 1 “Business area account assignment from plant/division”to them.



Solution 1: Defining OrganizationalStructuresTask:

1. Define the new distribution channel for your activity group according to thefollowing table, using the description “VTWEG Group ##”:



01 D1 11 E1

02 D2 12 E2

03 D3 13 E3

04 D4 14 E4

05 D5 15 E5

06 D6 16 E6

07 D7 17 E7

08 D8 18 E8

09 D9 19 E9

10 D0 20 E0

a) Menu path: Tools → Customizing → IMG → Execute Project →display the SAP Reference IMG → Enterprise Structure → Definition→ Sales and Distribution → Define, copy, delete, check distributionchannel

Choose Define distribution channel.

Choose New Entries.

2. Assign your new distribution channel to sales organization 1000.

a) Menu path: Display the SAP Reference IMG → Enterprise Structure→ Assignment → Sales and Distribution → Assign distribution channelto sales organization

Choose New Entries.

Assign your distribution channel to sales organization 1000.

Choose Save.

3. Set up two new sales areas:





Distribution channel: See table

Divisions: 00 and 02

a) Display the SAP Reference IMG→ Enterprise Structure → Assignment→ Sales and Distribution → Set up sales area

Choose New Entries.

Enter the two sales areas.

Choose Save.

4. Maintain the business area account assignment for your sales areas byassigning rule 1 “Business area account assignment from plant/division”to them.

a) Menu path: Display the SAP Reference IMG → Enterprise Structure→ Assignment → Sales and Distribution → Business Area AccountAssignment → Define Rules By Sales Area

Locate the entry for sales organization 1000 and your distributionchannel D# or E#.

Enter rule 1 in both the sales areas.

Choose Save.



Exercise 2: Understanding OrganizationalStructures

Exercise ObjectivesAfter completing this exercise, you will be able to:• define shared master data

Business ExampleTo reduce the workload required for creating and maintaining data, your new salesarea should use the data from sales area 1000,12,00. It is your job to create thenecessary prerequisites in Customizing.

Task:

1. Define distribution channel 12 as the shared (common) distribution channelfor conditions and customer/material master data for your distributionchannel.

2. Now try to create a new standard order for the following purchase order inyour new sales area (1000, D# or E#, 00).

FAX

Customer: T-S50A##

PO number: ##-2-2

Req. delivery date: In one week

Material: T-AS1##

Quantity: 10

How does the system respond?

______________________________________________________

3. You still have to assign the permitted sales document types to your salesarea. You should copy existing agreements for sales organization 1000and distribution channel 10.

In Customizing for sales document types, configure the system so that thesettings for distribution channel 10 are used for assigning the sales documenttypes to the sales areas for distribution channel D# or E#.




4. Copy the pricing determination procedure for sales area (1000,10,00) toyour sales area (1000, D# or E#, 00).

5. Repeat exercise 2.

Create the new sales order.

Display the condition record for condition PR00 in the condition screen.

For which distribution channel has the condition record been created?

___________________________________________________



Solution 2: Understanding OrganizationalStructuresTask:

1. Define distribution channel 12 as the shared (common) distribution channelfor conditions and customer/material master data for your distributionchannel.

a) Menu path: Display SAP Reference IMG → Sales and Distribution →Master Data → Define Common Distribution Channels

Locate the entry for sales organization 1000 and your distributionchannel D# or E#.

Enter 12 in the “DCh-Conds” and “DCh-Cust/Mt” fields.

Choose Save.

2. Now try to create a new standard order for the following purchase order inyour new sales area (1000, D# or E#, 00).

FAX

Customer: T-S50A##

PO number: ##-2-2


Material: T-AS1##

Quantity: 10

How does the system respond?

______________________________________________________

a) Create a standard order:

Menu path: Logistics → Sales and Distribution → Sales → Order →Create

Chose order type “Standard order” and enter the data for your sales area.

b) With the following error message: Order type OR is not defined forsales area 1000 (D# or E#) 00.

3. You still have to assign the permitted sales document types to your salesarea. You should copy existing agreements for sales organization 1000and distribution channel 10.




In Customizing for sales document types, configure the system so that thesettings for distribution channel 10 are used for assigning the sales documenttypes to the sales areas for distribution channel D# or E#.

a) Menu path: Display SAP Reference IMG → Sales and Distribution→ Sales → Sales Documents → Sales Document Header → AssignSales Area to Sales Document Types

Choose Combine distribution channels:

Locate the entry for sales organization 1000 and your new distributionchannel D# or E#.

Enter 10 in the “RefDistCh” field.

Choose Save.

4. Copy the pricing determination procedure for sales area (1000,10,00) toyour sales area (1000, D# or E#, 00).

a) Menu path: Display SAP Reference IMG → Sales and Distribution →Basic Functions → Pricing → Pricing Control → Define and AssignPricing Procedures

Choose Define Pricing Procedure Determination.

Place your cursor on sales area (1000,10,00)

Select the entry for document procedure “A” and customer procedure“1” and choose Copy As.

Overwrite the distribution channel with your new distribution channel.

5. Repeat exercise 2.

Create the new sales order.

Display the condition record for condition PR00 in the condition screen.

For which distribution channel has the condition record been created?

___________________________________________________

a) Menu path:

Select the item and choose Conditions Item.

Select the line PR00 in the condition screen for the item and chooseMaster data condition record.

The condition record is created for distribution channel 12.



Lesson Summary

You should now be able to:• describe the main organizational elements in SD and their relationships to

one another• create organizational elements and use them to build organizational structures• define shared master data to reduce the effort required for creating and



Unit Summary SCM650

Unit SummaryYou should now be able to:• describe the main organizational elements in SD and their relationships to

one another• create organizational elements and use them to build organizational structures• define shared master data to reduce the effort required for creating and



Unit 2Copying Control

Unit OverviewThis unit deals with making copying control settings to meet special requirements.To do this, you will need to create a customer-specific data transfer routine, forexample.


• modify copying control to meet special requirements

Unit ContentsLesson: Copying Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Exercise 3: Sales Document - Header .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Exercise 4: Sales Document - Item ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41


Unit 2: Copying Control SCM650

Lesson: Copying Control

Lesson Overview


• modify copying control to meet special requirements

Business ExampleSD business processes are reflected by the flow of documents in the system.

You can use copying control to define the requirements and options whentransferring data from a reference document to its subsequent document.

When you create customer-specific requirements in particular, you can use theassigned copying control to determine which functions should be available.

A business process is composed of individual process steps that are recorded asdocuments. Data is copied from the preceding to the subsequent document in theprocess. This process chain is captured in the document flow.

Document Flow as a Map of the ProcessThe document flow is updated at document header level by default. If the “UpdateDocument Flow” indicator is set in copying control, the document flow is updatedfor individual items too.

You can navigate from the document flow to the relevant documents displayscreen.

You can also display additional data about the status of a document listed in thedocument flow.


SCM650 Lesson: Copying Control

Figure 13: Document Flow

Copy Control Tasks and ProcessThe copying control tables are an important element in Customizing for yourSAP system.

• These tables control many of the functions that are executed when you createa document that references a preceding document.

Before the data is copied, the system can check whether certain requirements havebeen met. Examples of these requirements are:

• Do the reference document and copied document have the same sold-toparty?

• Was the item being copied rejected ?• Have the items being copied already been referenced ?• Has the validity period of the reference document been exceeded ?

You can control which data should be copied when referencing, such as headerdata, partner data or conditions.

The “Create with Reference” function is available on the initial entry screen aswell as during document entry so that you could, for example, combine severalquotations for one customer in one sales order.



Figure 14: Copying Control - Overview

There are separate copying control tables for sales documents, deliveries andbilling documents.

• There are control tables for all levels of the sales document.• Example:• There are three levels for copying control for sales documents:

– Header– Item– Schedule line

Figure 15: Copying Requirements



Before data is copied from the reference document to the target document, certainrequirements must be met.

These requirements are contained in ABAP routines and assigned in the copyingcontrol tables using their ID number.

You can also use transaction VOFM to create customer-specific routines.

You can find transaction VOFM in the Implementation Guide under the followingpath:

Sales and Distribution → System Modifications → Routines → Define CopyingRequirements

The specified data transfer routines are not executed until the copying requirementsare fulfilled.

Copying Control at Header Level

Figure 16: Copying Control - Header Level

In copying control at header level, you define which source document types maybe copied into which target document types.

The system will not allow you to create a sales document that references anothersales document if the relevant sales document types are not contained in copyingcontrol.



The details screen for a selected “Target document type / Source document type”pair contains:

• Copying requirements• Data transfer routines• The agreement on whether or not item numbers are copied to the target

document• The “Full reference” agreement (that is; the system only copies the whole

source document into the target document, and issues system messages laterif someone tries to change the order quantity or delete an item)

Copying Control at Item Level

Figure 17: Copying Control - Item Level

In copying control, the item level controls are defined for each item category forevery “Target document type / Source document type” pairing.

The details screen for an item category contains:

• Copying requirements• Data transfer routines



and includes the following important entries:

• Quantity/value pos/neg:

Controls how the completed quantity in the item in the source document isaffected by the copying action.

• Copy quantity:

Determines the quantity that is copied to the target document

(for example, blank = best possible quantity = open order quantity for salesdocument type SP).

• Pricing type:

Specifies how pricing data should be handled when copying.

• Update document flow:

Specifies whether the system updates the document flow when a document iscopied.

Connection Between Copying Control and ItemCategory DeterminationThe item category determination rules also apply when you create sales documentswith reference. The system can find only one item category.

Figure 18: Influence of Item Category Determination

If an item category has been set manually in the source document, you mustfill the “Default Item Category” field so that by “overriding” the item categorydetermination, the corresponding item category is activated in the target document.



Influence of the Item Category Completion Rule

Figure 19: Updating the Reference Status

You can control when an item from the reference document is complete:

• An item is complete as soon as it is referenced.

In the above example, the inquiry is completely referenced even if only apartial quantity has been copied to the quotation.

• An item is only completed once the full quantity has been copied into asubsequent document.

The quotation item is only partially referenced in the above example. Thismeans that it is possible to enter several orders from this item until thequantity is completely used up.

• You can make these settings in Customizing when controlling the itemcategories.

If an item is rejected, it is given "not referenced/completed" status in thereference document.

Introduction to the Demonstration and ExerciseScenarioFrom the quotation processing area, new requirements are formed from the userdepartment that make it necessary to access the copying control.



Figure 20: Converting New Requirements to the Copying Control





Exercise 3: Sales Document - Header

Exercise ObjectivesAfter completing this exercise, you will be able to:• set your own requirements at header level when copying “from sales

document to sales document”.

Business ExampleIn your company, you often create a quotation for a certain customer, but theactual sales order for this quotation is issued to a sold-to party with a differentcustomer number.

Check your SAP system and, if necessary, configure it so that you are allowed tocreate orders with reference to a quotation for different customers. If the customeris the same for the quotation and sales order, the system should copy the purchaseorder data in the quotation to the sales order.

Task 1:First, test order creation with reference to a quotation.

1. Create a quotation with quotation type “QT” based on the followingcustomer inquiry.

The quotation should be valid until the end of the following month.

FAX Inquiry

Customer: T-S50A##

Buyer: Mr. Miller

Inquiry Number: ##-1-1.1


Material: T-AS3##

Quantity: 10

(Motorcycle 1200 cm3)

2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of theemployee who responded to the inquiry in the purchase order data.

3. Save the quotation and note the quotation number.

_______________________________________________________




4. The customer’s branch places an order with reference to the quotation fromactivity 1-1.1.

Try to create an order with your order type ZA## with reference to thisquotation.

FAX

Customer: T-S50B##


Valid to End of current month

Material: T-AS3##

Quantity: 6

5. How does the system respond?

_______________________________________________________

Task 2:Configure your order type ZA## in copying control so that you are allowed tocreate orders with reference to quotations for different customers, and so that thepurchase order data is also copied from the quotation to the order.

1. In copying controls from sales document type QT to ZA##, assign copyingrequirement 002 to your order type ZA##.

2. Assign the data transfer routine 951 (created by the instructor) to your ordertype. This means that the system also copies purchase order data.

3. Now test the new configuration for order type ZA## by repeating activity 1-4.

4. Save the order and note the order number.

________________________________________________________

5. Look at the quotation you created earlier. Check the status in the headerdata and note the reference status.

________________________________________________________

6. Customer T-S50A## also places an order with reference to the quotationfrom activity 1-1.1 (purchase order number ##-1-1).

FAX

Customer: T-S50A##





FAX


Material: T-AS3##

Quantity: 4

7. Create the order and look at the purchase order data.


________________________________________________________

9. Look at the quotation you created earlier. Check the status in the header dataand note the overall status.

________________________________________________________



Solution 3: Sales Document - HeaderTask 1:First, test order creation with reference to a quotation.

1. Create a quotation with quotation type “QT” based on the followingcustomer inquiry.

The quotation should be valid until the end of the following month.

FAX Inquiry

Customer: T-S50A##

Buyer: Mr. Miller



Material: T-AS3##

Quantity: 10

(Motorcycle 1200 cm3)

a) Create order:

Menu path:

Logistics → Sales and Distribution → Sales → Quotation → Create

Choose quotation type “QT” and enter your data.

2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of theemployee who responded to the inquiry in the purchase order data.

a) Menu path:

Select the item and choose Item Conditions.

Choose Insert Row in the lower part of the screen.

After entering the corresponding data, choose “Enter” to activate thecondition.

Return to the main screen.

Choose the Choose the Display document header details pushbutton inthe upper right-hand part of the screen.

Choose the Order data tab page.

Enter the Buyer name in the Name field.

3. Save the quotation and note the quotation number.Continued on next page



_______________________________________________________

a)

4. The customer’s branch places an order with reference to the quotation fromactivity 1-1.1.

Try to create an order with your order type ZA## with reference to thisquotation.

FAX

Customer: T-S50B##


Valid to End of current month

Material: T-AS3##

Quantity: 6

a) Create order:

Menu path:

Logistics → Sales and Distribution → Sales → Order → Create

Choose order type ZA## and enter the sales area data.

Enter Customer 2 with the number T-S50B## as the sold-to party inthe order header.

Choose: Sales Document → Create with reference.

Choose the Quotation tab page.

Enter the quotation number or look for your quotation using thepurchase order number ##-1-1.1

5. How does the system respond?

_______________________________________________________

a) The system outputs the error message: Sold-to parties are different.




Task 2:Configure your order type ZA## in copying control so that you are allowed tocreate orders with reference to quotations for different customers, and so that thepurchase order data is also copied from the quotation to the order.

1. In copying controls from sales document type QT to ZA##, assign copyingrequirement 002 to your order type ZA##.

a) Set copying requirement 002:

Menu path:

Tools → Customizing → IMG → Execute Project → Display SAPReference IMG → Sales and Distribution → Sales → Maintain CopyControl for Sales Documents

Choose Copying Control: Sales Document to Sales Document.

Choose: Table View → Display -> Change

Select Target: ZA##, Source: QT

Choose Detail (magnifying glass).

Enter routine 2 in the Copying requirements field.

2. Assign the data transfer routine 951 (created by the instructor) to your ordertype. This means that the system also copies purchase order data.

a) Set data transport routine 951:

Menu path:

See solution to 2-1

Enter routine 951 in the VBAK field.

Save your entries.




3. Now test the new configuration for order type ZA## by repeating activity 1-4.

a) Menu path:


Choose order type ZA## and enter the sales area data.

Enter Customer 2 with the number T-S50B## as the sold-to party inthe order header.

Choose: Sales Document → Create with reference



Choose Item selection.

Reduce the quantity to the required value and choose Copy.


________________________________________________________

a)

5. Look at the quotation you created earlier. Check the status in the headerdata and note the reference status.

________________________________________________________

a) Reference status: partly referenced

Menu path:

Logistics → Sales and Distribution → Sales → Quotation → Display

Choose Display doc. header details.

Choose the Status tab page.

6. Customer T-S50A## also places an order with reference to the quotationfrom activity 1-1.1 (purchase order number ##-1-1).

FAX

Customer: T-S50A##





FAX


Material: T-AS3##

Quantity: 4

a)

7. Create the order and look at the purchase order data.

a) The name of the purchaser was taken from the quotation.


________________________________________________________

a)

9. Look at the quotation you created earlier. Check the status in the header dataand note the overall status.

________________________________________________________

a) Overall status: completed.

Menu path:






Exercise 4: Sales Document - Item

Exercise ObjectivesAfter completing this exercise, you will be able to:• set your own requirements at item level when copying “from sales document

to sales document”.

Business ExampleThe marketing department has requested a “sample quotation” sales documenttype for special promotions, which the individual sales offices can use as atemplate when they create quotations for selected customers. This will make theprocess of creating quotations more efficient.

Task 1:Create a new sales document type “sample quotation group ##”, which can beused as a template for creating quotations.

1. Create quotation type ZQ## by copying quotation type ZAG.

2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the followingmaterial.

Sample Quotation

Customer: OTC-650

PO number: Sample quotation ##

Valid to: End of the following month

Req. delivery date: Default value

Material: T-AS3##

Quantity: 1

Promotional discount: 30 % (KA00)

3. Save the sample quotation and note the quotation number.

_______________________________________________________




Task 2:Customer 1 belongs to a selected group of customers that should receive a specialquotation based on the sample quotation.

1. Create a quotation with quotation type QT with reference to the samplequotation created in activity 1-3.

Quotation

Customer: T-S50A##


Required delivery date: In one week

Material: T-AS3##

Quantity: 1

2. On the conditions screen check whether the promotional discount has beencorrectly copied from the sample quotation.

Save the quotation and note the quotation number.

_______________________________________________________

3. Look at the sample quotation that you created previously. Check the statusin the header data and note the overall status and the reference status.

______________________________________________________

Task 3:

1. In a final test, try to create an order with reference to the sample quotation. Isit possible?

_____________________________________________________________



Solution 4: Sales Document - ItemTask 1:Create a new sales document type “sample quotation group ##”, which can beused as a template for creating quotations.

1. Create quotation type ZQ## by copying quotation type ZAG.

a) Menu path:

Tools → Customizing → Execute Project → Display SAP ReferenceIMG → Sales and Distribution → Sales → Sales Documents → SalesDocument Header → Define Sales Document Types

Place your cursor on sales document type ZAG.

Select the table entry.

Choose Copy As.

Overwrite ZAG with ZQ## in the Sales Document Type field.

Respond to the system query “Is the entry also relevant for copyingcontrol” with YES.

Save your entries.

2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the followingmaterial.

Sample Quotation

Customer: OTC-650


Valid to: End of the following month

Req. delivery date: Default value




Material: T-AS3##

Quantity: 1

Promotional discount: 30 % (KA00)

a) Create sample quotation:

Menu path:


Choose quotation type ZQ## and enter your data.

Promotional discount:

Select the item and choose Item Conditions.

Choose Insert Row in the lower part of the screen.

Choose condition type KA00 and enter 30 in the Amount field.


3. Save the sample quotation and note the quotation number.

_______________________________________________________

a)

Task 2:Customer 1 belongs to a selected group of customers that should receive a specialquotation based on the sample quotation.

1. Create a quotation with quotation type QT with reference to the samplequotation created in activity 1-3.

Quotation

Customer: T-S50A##





Required delivery date: In one week

Material: T-AS3##

Quantity: 1

a) Create documents with reference:

Menu path:


Chose quotation type QT and enter the sales area data.

Enter Customer 1 with the number T-S50A## as the sold-to party inthe order header.

Choose: Sales document → Create with reference


Enter the quotation number of the sample quotation, or search for itusing purchase order number “sample quotation ##”.

Choose Copy.

2. On the conditions screen check whether the promotional discount has beencorrectly copied from the sample quotation.

Save the quotation and note the quotation number.

_______________________________________________________

a)

3. Look at the sample quotation that you created previously. Check the statusin the header data and note the overall status and the reference status.

______________________________________________________

a)

Overall status: Open

Reference status: Not referenced

Menu path:






Task 3:

1. In a final test, try to create an order with reference to the sample quotation. Isit possible?

_____________________________________________________________

a) Copying from sales document ZQ## to OR is not supported (becausethe copying control does not contain an entry “Target OR - SourceZQ##”).



Lesson Summary

You should now be able to:• modify copying control to meet special requirements


Unit Summary SCM650

Unit SummaryYou should now be able to:• modify copying control to meet special requirements


Unit 3Text Control

Unit OverviewThis unit describes the text control options. The participants will also see howuser exits are employed to realize requirements that cannot be met using standardCustomizing for tables.


• Identify the source of texts in Sales and Distribution• Describe the criteria which influence how texts are determined• Define and assign text types in Customizing• Edit texts manually in the sales document

Unit ContentsLesson: Text Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Exercise 5: Texts in the Sales and Distribution Process ... . . . . . . . . . . . . 63Exercise 6: Configuring Text Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Exercise 7: Referencing and Copying Texts .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 75


Unit 3: Text Control SCM650

Lesson: Text Control

Lesson OverviewThis lesson describes the basic principles of text control in Sales and Distribution.Particular emphasis is placed on text determination in sales documents.


• Identify the source of texts in Sales and Distribution• Describe the criteria which influence how texts are determined• Define and assign text types in Customizing• Edit texts manually in the sales document

Business ExampleTexts are stored in the SAP system with a link to different objects.

During order entry, the system uses a configurable logic to access the saved textsand copy them to the document. You can also edit the texts manually or add newtexts.

You may need new text types in order to implement customer-specificrequirements. These new text types also have to be linked to document processing.


SCM650 Lesson: Text Control

Source of the Texts

Figure 21: Texts

Texts are stored in various objects in documents in the SAP system, such as thecustomer master record, the material master record, the customer-material-inforecord and in all documents.

The customer master record contains central texts, texts specific to Accountingand to Sales and Distribution as well as texts for contact persons. You can definedifferent text types for each of these areas.

Example of sales-specific text types:

Sales note, marketing note, shipping specification, etc.

The material master record contains a purchase order text and a sales text.

Documents contain texts at header and item level.

You can enter texts in several different languages.



Figure 22: Texts in Business Processes

Texts can be stored in the master data and copied from master data into sales anddistribution documents.

Texts can also be copied from a reference document to another sales anddistribution document,

for example, from a quotation to an order, or from an order to a delivery document.

Texts can be copied in a specific language.

You can determine the conditions under which texts are to be copied, for example,whether the text is copied from the customer master record or from a precedingdocument.

You can also copy a standard text into a sales document (for example, Christmasgreetings).



Configuring Text Control

Figure 23: Text Control Overview (Sales Documents)

Text control is used to determine texts automatically when you create a text object.

You can define different text determination procedures for each text object (forexample, the sales document header or the central texts for a customer).

The text determination procedures contain all the text types that can be maintainedfor a text object.

Each characteristic in a text object must be assigned to one of the definedprocedures. This means that when you create a customer master record, the systemuses the text determination procedure that has been assigned to that customer’saccount group. Or, in sales order entry, the text determination procedure isassigned to the sales document header that was assigned to the sales documenttype.

You can define an access sequence for every text type in the text determinationprocedure for documents. This sequence contains the search strategy used by thesystem to find the required text.

You can also define specific controls for each text type, such as including a texttype in the incompleteness log.



Figure 24: Text Control (1) - Text Type

A text type is created for a specific text object.

A large number of text types are delivered with the SAP system. In addition tothese text types, you can create customer-specific text types.

Figure 25: Text Control (2) - Access Sequence

An access sequence consists of individual access steps. You use the accesssequence to determine the search strategy the system uses to try to find a textautomatically.



Every access step contains a specified text object as the text source for the access.

You can also specify conditions for each access step to limit the search to:

• Specific partner functions• Specific languages• Any other conditions that you can define yourself

If you set up a new access sequence or change existing ones, you need to generatethe access steps in order to activate the new access sequence or the changes.

Figure 26: Text Control (3) - Permitted Text Objects

Every access step contains a specified text object as the text source for the access.

The text objects that can be used in the SD module are specified in the allowedvalues shown above.



Figure 27: Text Control (4) - Text Determination Procedure

Text types are included in a text determination procedure. The text determinationprocedures contain all the text types that can be maintained for a text object.

The attributes of the text determination procedure vary for customer or documenttext objects.

You can determine whether the text should be copied or referenced.

For document text determination procedures you can also specify whether:

• A text should be mandatory (incompleteness log)• The text should be determined automatically• Whether the text should be displayed in a text window (popup) when it is

transferred to the document.



Figure 28: Text Control (5) - Procedure Assignment

Each attribute of a text object must then be assigned to one of the defined textdetermination procedures.

This means that when you create a customer master record, the system uses the textdetermination procedure that has been assigned to that customer’s account group.

During order entry, the system assigns the procedure that belongs to the salesdocument type to the sales document header and the procedure that belongs to theitem category to the document items.

Determination Analysis for Texts

Figure 29: Text Control (6) - Analysis



You can use an analysis function for text control in the screens for maintainingsales documents (when creating and changing).

Menu path:

Goto → Header (or Item) → Texts

Choose Log

From the analysis function you can go directly to the Implementation Guide toconfigure the text control.

Referencing and Copying

Figure 30: Using Texts as Reference

For each text type in a text determination procedure, you can determine whetherthe text adopted is copied (duplicated) or referenced from the source document(template).

Using a text as a reference has the following consequences:

• As long as the text in sales document 2 refers to the text in sales document 1,it cannot be changed.

• If the text in sales document 1 is changed, the text in sales document 2 willbe changed too.

• If the text in sales document 2 is changed, it is copied automatically. Anychanges to the text in sales document 1 will no longer affect the text in salesdocument 2.



Figure 31: Copying Texts

For each text type in a text determination procedure, you can determine whetherthe text adopted is copied (duplicated) or referenced from the source document(template).

Copying the text has the following consequences:

• The duplicated text can be changed in the document.• If the text is changed in sales document 1, it does not affect sales document 2.

Copying texts requires more memory than referencing texts from a sourcedocument. You should therefore only choose to copy a text if copying is afunctional necessary.

Determining the Preceding Document during TextControl and BillingDuring billing, only one source can be referenced as a preceding document withthe text objects VBBK (sales and distribution header texts) and VBBP (sales anddistribution item texts).

This text source can be selected in the billing type configuration..



Figure 32: Text Source “Preceding Document” in the Billing Document

If “Text Delivery” is switched off, the corresponding texts are taken from the order.

If “Text Delivery” is switched on, the corresponding texts are taken from theoutbound delivery.

Converting Non-Configurable Requirements UsingCustomer-Specific Data Transfer RoutinesData transfer routines for texts are also created using transaction VOFM.

Figure 33: Customer-Specific Data Transfer Routine for Texts



In this case, the namespace for customer-specific routines (2-digit key) is between50 and 99.

You can find the descriptions of available data structures in the sample routines 1and 2, which are delivered as standard.

Introduction to the Demonstration and ExerciseScenario

Figure 34: Converting Requirements to the Text Control





Exercise 5: Texts in the Sales andDistribution Process

Exercise ObjectivesAfter completing this exercise, you will be able to:• Identify the source of texts in Sales and Distribution

Business ExampleAn employee from a sales office has created an order and printed the orderconfirmation. Here, he finds an additional text about his material that he did notenter. He would like to know from the system administrator why the text hasappeared in the document.

Task:

1. Search for the order in question with the purchase order number “##-1-2.6”.

2. Display the document and analyze the source of the material sales text forthe order item.

3. Where was the material sales text taken from (object key)?

___________________________________________________________

4. Display the sales text in the material master for material T AS3##.



Solution 5: Texts in the Sales andDistribution ProcessTask:

1. Search for the order in question with the purchase order number “##-1-2.6”.

a) Search for the order:

Menu path:

Logistics → Sales and Distribution → Sales → Order → Display

Choose search help “A: Sales Documents by Customer Purchase OrderNumber”.

Enter the purchase order number in the field: ##-1-2.6

2. Display the document and analyze the source of the material sales text forthe order item.

a) Display the text determination log in the order:

Menu path:

Select the order to be displayed.

Select order item 10

Choose Display item details.

Choose the Texts tab page.

Choose Display Log.

3. Where was the material sales text taken from (object key)?

___________________________________________________________

a) The material sales text was taken from object VBBP, ID 0001 (itemtexts from preceding document, material sales text).




4. Display the sales text in the material master for material T AS3##.

a) Display the sales and distribution text in the material master:

Menu path:

Logistics → Sales and Distribution → Master Data → Products →Material → Trading Goods → Display

Choose the sales and distribution text view.

Enter the organization levels:


Distribution channel: 12





Exercise 6: Configuring Text Control

Exercise ObjectivesAfter completing this exercise, you will be able to:• Define and assign text types in Customizing for Sales and Distribution

Business ExampleThe employees in customer service would like to be able to enter a particularquotation header text in quotations. It is your job to set up a relevant text type inthe SAP system.

Task 1:

1. Create a new text determination procedure for the sales document “Headertexts group ##” with ID (50 + ##), for example: for ## = 01→ 51), bycopying text determination procedure 01.

2. Add text type Y001, created in the previous demo by your instructor, intoyour new text determination procedure.

3. First, create your own access sequence 90## for text type Y001. Thequotation header text should be copied from the reference document in thecorrect language.

4. Now add text type Y001 into your text determination procedure (50 + ##),and assign your access sequence 90## to the text type.

5. Assign the new text determination procedure for the sales document headerto your document type ZA## (previous assignment: determination procedure01).

Task 2:Test how your new assignment works.

1. Create a quotation with quotation type QT for the following customerinquiry:

FAX Inquiry

Customer: T-S50B##

buyer: Mr. Smith





Valid to: End of next month

Material: T-AS3##

Quantity: 1

2. Create a new quotation header text, for example, “While stocks last. Allorders subject to prior sale”.

3. Create an order with your sales order type ZA## with reference to thequotation above (purchase order number :##-2-4.3).

4. Check that the quotation header text has been copied into the order.

If necessary, use the analysis function for text determination to clear upany problems.

5. Complete the above order by entering an additional item text for “labels”with the following contents:

“Hold for Smith’s Motorcycle Center”

6. Save the order and note the document number.

____________________________________________________



Solution 6: Configuring Text ControlTask 1:

1. Create a new text determination procedure for the sales document “Headertexts group ##” with ID (50 + ##), for example: for ## = 01→ 51), bycopying text determination procedure 01.

a) Create a new text determination procedure:

Menu path:

Display SAP Reference IMG → Sales and Distribution → BasicFunctions → Text Control → Define and Assign Text DeterminationProcedures

Select: Sales Document / Header

Choose Change

In the Dialog Structure, choose theTextprocedure node.

Select the entry for the text determination procedure with key 01

Choose Copy As

On the next screen, overwrite key 01 with your own determinationprocedure keys (50 + ##), and change the description to “Header Text –Gr ##”

Choose Enter

In the following dialog box, choose Copy All

Save your entries.

2. Add text type Y001, created in the previous demo by your instructor, intoyour new text determination procedure.

a) Menu path:



Choose Change




3. First, create your own access sequence 90## for text type Y001. Thequotation header text should be copied from the reference document in thecorrect language.

a) Create access sequence 90##:

Menu path:

In the Dialog Structure, choose the node Access Sequences.

Choose New Entries.

Add the entry 90##.

Select the entry and choose the node Access Sequences for Text Idsin the overview tree.

Choose New Entries.

Enter:

SeNo 10

Text Object: VBBK

ID Y001

All languages: checked

Requirement: 1 (Reference document header)

Save the access sequence.

4. Now add text type Y001 into your text determination procedure (50 + ##),and assign your access sequence 90## to the text type.

a) Include text type Y001 in your own text determination procedure:

Menu path:

In the Dialog Structure, choose the Textprocedure node.

Select the entry for the text determination procedure with your key(50 + ##).

In the Dialog Structure, choose the node Text IDs in Text Procedure.

Choose New Entries.

Enter the text type Y001.

Assign your access sequence 90## to text type Y001.

Save the text determination procedure.




5. Assign the new text determination procedure for the sales document headerto your document type ZA## (previous assignment: determination procedure01).

a) Assign the new text determination procedure for the sales documentheader to your document type ZA##:

Menu path:



Choose Change

In the Dialog Structure, choose the Text procedure assignment node

Position the cursor on document type ZA## and assign your textdetermination procedure (50 + ##) to it.

Save the text procedure assignment.

Task 2:Test how your new assignment works.

1. Create a quotation with quotation type QT for the following customerinquiry:

FAX Inquiry

Customer: T-S50B##

buyer: Mr. Smith


Valid to: End of next month

Material: T-AS3##

Quantity: 1

a) Create Quotation:

Menu path:


Chose quotation type “QT” and enter the sales area data.




2. Create a new quotation header text, for example, “While stocks last. Allorders subject to prior sale”.

a) Menu path:



Page to the end of the list of available header text types.

Select the text type for the Form Header.

Enter the text and save the document.

3. Create an order with your sales order type ZA## with reference to thequotation above (purchase order number :##-2-4.3).

a) Create an order with reference to the quotation:

Menu path:


Choose the order type ZA## and enter the sales area data.

Choose Create with reference.



Choose Copy.

4. Check that the quotation header text has been copied into the order.

If necessary, use the analysis function for text determination to clear upany problems.

a) Check that the quotation header text has been copied into the order.

Menu path:



5. Complete the above order by entering an additional item text for “labels”with the following contents:




“Hold for Smith’s Motorcycle Center”

a) Create an additional item text:

Select order item 10


Select the Texts tab.

Select the label text.

Enter “Hold for Smith’s Motorcycle Center”

6. Save the order and note the document number.

____________________________________________________

a)





Exercise 7: Referencing and CopyingTexts

Exercise ObjectivesAfter completing this exercise, you will be able to:• Use manual text processing in sales and distribution documents

Business ExampleYou want the system to find as many texts in the sales document as possibleautomatically.

However, sometimes you need to process a text manually in a document.

Task 1:

1. Create a text module with:

Text name: Z ##

Text ID: SDVD

Language: Course language

For up-to-date information, read the test report in the latest issue of“Motorcycle Today”.

Task 2:

1. Create a QT quotation for the following customer inquiry:

FAX Inquiry

Customer: T-S50B##

Buyer: Mr. Smith

Inquiry Number: ##-3-2


Material: T-AS3##

Quantity: 1




2. At the end of the material sales text enter the text module that you createdabove.

3. Display confirmation of the quotation on the screen.

4. Save the quotation and note the document number.

____________________________________________________



Solution 7: Referencing and CopyingTextsTask 1:

1. Create a text module with:

Text name: Z ##

Text ID: SDVD

Language: Course language

For up-to-date information, read the test report in the latest issue of“Motorcycle Today”.

a) Create text module:

Menu path:

Tools → Form Printout → SAPscript → Standard Text

Enter the text name of your group

Choose Create.

Enter the text and save the text module.

Task 2:

1. Create a QT quotation for the following customer inquiry:

FAX Inquiry

Customer: T-S50B##

Buyer: Mr. Smith

Inquiry Number: ##-3-2





Material: T-AS3##

Quantity: 1

a) Create the order:

Menu path:


2. At the end of the material sales text enter the text module that you createdabove.

a) Add the text module:

Menu path:

Select order item 10.



Select text type “Materials sales text”.

Choose Detail.

Place the cursor at the end of the text on an empty line.

Choose: Insert → Text → Standard

(You can also access this function by selecting the Standardpushbutton.)

Enter your Text Name: Z##, Text ID: SDVD and set the “ExpandImmediately” indicator.

ChooseContinue.

Save the text.

3. Display confirmation of the quotation on the screen.

a) Menu path:


Choose Header output preview.

4. Save the quotation and note the document number.

____________________________________________________

a)



Lesson Summary

You should now be able to:• Identify the source of texts in Sales and Distribution• Describe the criteria which influence how texts are determined• Define and assign text types in Customizing• Edit texts manually in the sales document


Unit Summary SCM650

Unit SummaryYou should now be able to:• Identify the source of texts in Sales and Distribution• Describe the criteria which influence how texts are determined• Define and assign text types in Customizing• Edit texts manually in the sales document


Unit 4Output

Unit OverviewThis unit describes the output control options. The unit also goes on to explainhow to process printed output with SAPScript, to give the participants an idea ofthe effort required for enhancements.


• Describe the purpose of output types• Set up various transmission media for issuing or printing output• Select the dispatch times at which the output is issued• Adjust the output determination to meet customer-specific requirements• Explain how output types are processed in the SAP system• Assess the degree of difficulty involved in adjusting the existing layout for

output types to meet your requirements• Name the steps needed for integrating customer-specific output types• List the sales documents for which PDF-based forms are available• Specify which business function must to be activated so that these forms

can be used

Unit ContentsLesson: Output Determination ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Exercise 8: Configuring Output Determination ... . . . . . . . . . . . . . . . . . . . . . . . 89Lesson: Output Processing (Example: SAPscript) . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Exercise 9: Layout Modification for Output Types... . . . . . . . . . . . . . . . . . . .103Exercise 10: Processing your Own Output Types... . . . . . . . . . . . . . . . . . . .107

Lesson: PDF-Based Forms in the Sales Process ... . . . . . . . . . . . . . . . . . . . . . . .114


Unit 4: Output SCM650

Lesson: Output Determination

Lesson OverviewThis lesson describes the basic principles of output control in Sales andDistribution. Particular emphasis is placed on the condition technique used.


• Describe the purpose of output types• Set up various transmission media for issuing or printing output• Select the dispatch times at which the output is issued• Adjust the output determination to meet customer-specific requirements

Business ExampleOutput in the SAP system is for communication purposes (particularly with thecustomer).

You can set individual requirements (condition technique) to determine whether anoutput should be generated, who the recipient should be, and which transmissionmedium should be used.

The information that influences output determination is stored as master data, inthe form of condition records.

Figure 35: Output Types in SD


SCM650 Lesson: Output Determination

Output is a means of communication for exchanging information between partnersand systems.

You can transmit output for different sales documents, such as quotations, orders,deliveries or invoices.

You can make output determination dependent on different criteria. The conditiontechnique is used for this.

We differentiate between header output and item output.

Header output issues the whole document while item output is for issuing eachindividual item in the document.

Figure 36: Transmission Media

The transmission medium determines how output is issued. For example, youcan agree with the customer that an order confirmation is sent by EDI or thatnotification is given beforehand by way of the Internet.

Processing the output (in other words, sending the information) is controlled bythe relevant processing program. A program with the relevant layout sets can beassigned to each output type and transmission medium.



Figure 37: Communication Strategy

A communication strategy represents a sequence of communication types.

The communication strategy can be used for external transmission. Itsearches through the sequence of given communication types until it findsthe communication data for the required address (taken from Central AddressManagement).

You define the communication strategy used in the additional data for the outputcondition record.

Figure 38: Timing of Output



You can determine when an output is to be issued.

The following times are available:

• The output to be sent is selected by a standard program (RSNAST00) that isset to run at regular intervals. You can decide whether an output should beselected the next time the program runs (transmission time-spot 1) or at atime specified by the user (transmission time-spot 2).

• There is a special selection program for different sales documents (forexample, deliveries and billing documents). You use it to process outputonline or in batches (transmission time-spot 3). You can schedule a batch toensure regular processing (as for time 1).

• The output is issued automatically as soon as a document is posted(transmission time-spot 4).

Figure 39: Overview of Output Determination

Output is determined (like pricing and text determination) using the conditiontechnique.

A condition record for an output type contains the requirements for that outputtype. If these are met, then the system proposes that particular output type.

You determine the transmission medium, the time and the partner function in thecondition record.

Output is sent to the partner who matches the partner function in the underlyingobject (for example, the sales order). It is also possible to create output that is notdependent on a particular partner (for example, labels).



You can use the analysis function on the output screen in the sales documents tocheck the output determination and see why a particular output was proposed,or why it was not determined.

Figure 40: Output Determination - Access Sequences

The access sequence is a search strategy used by the SAP system to search for thevalid output condition records.

Each access step contains the name of a condition table that in turn contains thekey fields for the output condition records.

The rule that governs the sequence in which the system searches states that itshould search “from the specific to the general”.

To create a new access sequence, copy a similar existing access sequence andmake any necessary changes to the copy.

If you define your own access sequences, the keys should start with Y or Z, as thesenamespaces have been kept free in the standard system by SAP for this purpose.



Figure 41: Output Determination - Analysis

You can use the Analysis function for output determination in the sales documentscreens (with the create or change functions).

Menu path:

Extras → Output → Header (or item) → Process

Choose Goto → Determination analysis





Exercise 8: Configuring OutputDetermination

Exercise ObjectivesAfter completing this exercise, you will be able to:• Adjust output determination to meet specific requirements

Business ExampleYour company normally prints out order confirmations.

It is now often the case that customers wish to be informed by fax.

When you determine the transmission medium for these customers, the systemshould automatically choose the fax machine.

Task 1:

1. Find out which output determination procedure is assigned to the salesdocument header for your order type ZA##.

__________________________________________________________

Task 2:Customer T-S50A## wants you to send the order confirmation by fax.

1. Check the settings for output determination to see whether the SAP systemallows you to store this customer request in the master data.

2. Which key combinations can you use to make output determination for theoutput type BA00 dependent on the current time?

1.)

2.)

3.)

3. Create an output condition record for customer T-S50A## with output typeBA00 for:




SORG: 1000

Transmissionmedium:

Fax

Date/Time: Send with application own transaction

Task 3:

1. Create an order with order type ZA## for the following purchase order fromcustomer T-S50A##.

FAX

Customer: T-S50A##

PO number: ##-1-3


Material: T-AS1##

Quantity: 10

2. Check whether the output determination has had the desired result. Ifnecessary, use the analysis function for output determination to clarify anyproblems.

3. What problem has the determination analysis found?

____________________________________________________

4. Terminate order entry!

Task 4:

1. Enter the fax number 123456789 for customer 1 in the customer masterrecord.

2. Repeat Task 3 above.



Solution 8: Configuring OutputDeterminationTask 1:

1. Find out which output determination procedure is assigned to the salesdocument header for your order type ZA##.

__________________________________________________________

a) The output determination procedure V10000 is assigned for the ordertype ZA#.

Menu path:

Display SAP Reference IMG → Sales and Distribution → BasicFunctions → Output Control → Output Determination → OutputDetermination Using the Condition Technique → Maintain OutputDetermination for Sales Documents → Assign Output DeterminationProcedures → Allocate sales document header

Locate entry ZA##.

Task 2:Customer T-S50A## wants you to send the order confirmation by fax.

1. Check the settings for output determination to see whether the SAP systemallows you to store this customer request in the master data.

a) Menu path:

Display SAP Reference IMG → Sales and Distribution → BasicFunctions → Output Control → Output Determination → OutputDetermination Using the Condition Technique → Maintain OutputDetermination for Sales Documents → Maintain Output Types

Select output type BA00 and choose Details.

Z001 is entered as the access sequence. Go back to the overview treefor output control.

Choose: →Maintain Access Sequences

Select the access sequenceZ001 and choose Accesses Dialog Structure.

2. Which key combinations can you use to make output determination for theoutput type BA00 dependent on the current time?




1.) Sales Organization / Distribution Channel / Division / Customer

2.) Sales Organization / Customer

3.) Order Type / Sales Organization / Sold-to Party

a)

3. Create an output condition record for customer T-S50A## with output typeBA00 for:

SORG: 1000

Transmissionmedium:

Fax

Date/Time: Send with application own transaction

a) Create output condition record for output type BA00:

Menu path:

Logistics → Sales and Distribution → Master Data → Output → SalesDocument → Create

Choose BA00 in the “Output type” field

Choose the key combination Sales Organization / Customer Number

Enter your data.

Task 3:

1. Create an order with order type ZA## for the following purchase order fromcustomer T-S50A##.

FAX

Customer: T-S50A##

PO number: ##-1-3





Material: T-AS1##

Quantity: 10

a) Create an order belonging to the order type ZA##:

Menu path:


2. Check whether the output determination has had the desired result. Ifnecessary, use the analysis function for output determination to clarify anyproblems.

a) Menu path:

Choose Extras → Output → Header → Edit


3. What problem has the determination analysis found?

____________________________________________________

a) No fax number could be determined for partner T-S50A##.

4. Terminate order entry!

a)

Task 4:

1. Enter the fax number 123456789 for customer 1 in the customer masterrecord.

a) Enter the fax number in the customer master record:

Menu path:

Logistics → Sales and Distribution → Master Data → BusinessPartner → Customer → Change → Sales and Distribution

Enter your customer and the sales area data.

Select the Address tab page.

Enter data in the “Fax” field.

Save your entries.

2. Repeat Task 3 above.

a)



Lesson Summary

You should now be able to:• Describe the purpose of output types• Set up various transmission media for issuing or printing output• Select the dispatch times at which the output is issued• Adjust the output determination to meet customer-specific requirements


SCM650 Lesson: Output Processing (Example: SAPscript)

Lesson: Output Processing (Example: SAPscript)

Lesson OverviewThis lesson describes the basic principles of processing printed output withSAPscript.


• Explain how output types are processed in the SAP system• Assess the degree of difficulty involved in adjusting the existing layout for

output types to meet your requirements• Name the steps needed for integrating customer-specific output types

Business ExampleChanging output types to meet customer-specific requirements is an importantpart of many implementation projects.

These adjustments include providing additional fields, logos and barcodes as wellas displaying additional header and item texts.

You might also need to add new, customer-specific output types.

Procuring and Preparing Data

Figure 42: Procuring and Preparing Data



The structure and data in the documents that are processed online are stored inthe database.

To transmit output, the system procures the data from the database and prepares itfor the required transmission medium.

Figure 43: Printing Data

The system procures and prepares data in two separate steps when printingdocuments.

The printing controls are defined in the SAPscript form, independent of the printoutput program.

The output is then transmitted to a printer or other output device.



Figure 44: Example: Output BA00 (Order Confirmation)

Several communication structures are available for printing documents:

• VBDKA (document header view for inquiry, quotation and order)• VBDPA (document item view for inquiry, quotation and order)• VBDKL (document header view for delivery note)• VBDPL (document item view for delivery note)• VBDKR (document header view for billing document)• VBDPR (document item view for billing document)



System Adjustment - New Fields for PrintingDocuments

Figure 45: New Fields for Printing Documents: Case 1

Simple changes that do not need preparation logic or new fields in thecommunication structure can be processed directly in the form with SAPscript.

A form modification is “pure” if the following prerequisites are met:

• The field exists in the communication structure• The field is NOT contained in the form• The field can be integrated into the form in an existing format



Figure 46: New Fields for Printing Documents: Case 2

New fields for printing documents are copied into the following INCLUDES(structures integrated into the communication structures).

• Header data for order documents in VBDKAZ (contained in VBDKA)• Item data for order documents in VBDPAZ (contained in VBDPA)• Header data for delivery documents in VBDKLZ (contained in VBDKL)• Item data for delivery documents in VBDPLZ (contained in VBDPL)• Header data for billing documents in VBDKRZ (contained in VBDKR)• Item data for billing documents in VBDPRZ (contained in VBDPR)

Now the new field can be processed in the form as in Case 1.

Occasionally, the system may need to access the processing program (for example,if additional data needs to be read).



Integrating a New Output Type

Figure 47: Integrating a New Output Type

New output types are normally based on existing document types

This means that if you need to create any document data, you can copy most of itfrom an existing communication structure.

The real work starts when writing the processing program and its form definition.

This is where you need an ABAP programmer and someone familiar withSAPscript.

Figure 48: Example: Customer’s Material Label ZMAT



A processing program has to be written for procuring the transmission data andcontrolling the form output. This program should be given a name from thecustomer’s name range (for example ZZLO650) and be based on the specifiedcommunication structures VBDKL (document header view for delivery note) andVBDPL (document item view for delivery note).

The processing program, together with the relevant SAPscript form in whichthe required layout was programmed (name, for example ZZ_MAT_LABEL), isassigned to output type ZMAT in Customizing.

You must add output type ZMAT to the output determination procedure fordeliveries so that the system includes it during output determination.


Figure 49: Converting Requirements to the Output Control





Exercise 9: Layout Modification for OutputTypes

Exercise ObjectivesAfter completing this exercise, you will be able to:• Understand how output types are processed in the SAP system

Business ExampleDuring the implementation project, you made some small changes requested bythe Customer Service department to the layout of the forms for quotation andorder confirmation:

The terms of delivery (Incoterms) together with the description should be printedin the sales documents.

Furthermore, when creating quotations, the quotation header text should only beprinted in the confirmation document. When a sales order is created with referenceto this quotation, this quotation text should not appear in the order confirmation.

It is your job to check whether these changes work.

Task 1:

1. Search for the quotation with the purchase order number ##-2-4.1 anddisplay the print formatting for the quotation on the screen.

2. Was the quotation header text output?

__________________________________________________

3. Was the description of the Incoterms output?

__________________________________________________

Task 2:

1. Use the document flow to find the order that was created with reference tothis quotation and display the print formatting for the order on the screen.

2. Was the quotation header text output in the order confirmation?

__________________________________________________



Solution 9: Layout Modification for OutputTypesTask 1:

1. Search for the quotation with the purchase order number ##-2-4.1 anddisplay the print formatting for the quotation on the screen.

a) Menu path:


Choose search help “Sales Documents according to PO number”.

Enter ##-2-4.1 in the purchase order number field.

Choose the right document from the hit list.

Choose: Sales Document → Issue Output To

Choose Print preview.

2. Was the quotation header text output?

__________________________________________________

a) Yes, the quotation header text was output.

3. Was the description of the Incoterms output?

__________________________________________________

a) Yes, the description of the Incoterms was output.

Task 2:

1. Use the document flow to find the order that was created with reference tothis quotation and display the print formatting for the order on the screen.

a) Menu path:


Choose Display document flow.

Select the order number.

Choose Display document.

Choose Header output preview.

2. Was the quotation header text output in the order confirmation?




__________________________________________________

a) No, the quotation header text was no longer output.





Exercise 10: Processing your Own OutputTypes

Exercise ObjectivesAfter completing this exercise, you will be able to:• Name the steps needed for integrating customer-specific output types

Business ExampleTo optimize sales and distribution processing in your company, you have created aspecial material label (output type ZMAT) in the SAP system. The use of this newitem text type “Additional label text”, output with the material label, should makeit easier for the customer (retailer) to identify the delivered goods and assign themto the correct end customers.

Task 1:Your colleagues in the programming department have informed you thatprogramming has been completed for the output type ZMAT and is ready fortesting.

1. Check whether output type ZMAT has been correctly configured inCustomizing.

2. Which procedure contains ZMAT (ZMAT should be an item output fordeliveries)?

3. Which access sequence is assigned to the output type?

4. Which processing program and form has been assigned?

Task 2:Change the settings so that you can also use output type ZMAT for your shippingpoint Z0# without any problems.

1. Maintain the print parameters for your shipping point Z0##.

Shipping point: Z0##

Output device: LP01

Suffix1: ZMAT

Suffix2: MAT-LABEL

2. Create output condition records for your customers T-S50A## and TS50B##for output type ZMAT:




SORG: 1000

Transmission medium: Print Output

Date/Time: Send immediately

Task 3:

1. Search for the order with purchase order number ##-2-4.3 and create anoutbound delivery for it.

2. In the output screen for the item, check that the system finds and sets outputtype ZMAT. Use the determination analysis to clarify any problems.

3. If output determination is correct, save the delivery.

4. Print the label.

5. Look at the output generated in the spool.



Solution 10: Processing your Own OutputTypesTask 1:Your colleagues in the programming department have informed you thatprogramming has been completed for the output type ZMAT and is ready fortesting.

1. Check whether output type ZMAT has been correctly configured inCustomizing.

a) Menu path (general):

Display SAP Reference IMG → Logistics Execution → Shipping →Basic Shipping Functions → Output Control → Output Determination→ Maintain Output Determination for Outbound Deliveries

2. Which procedure contains ZMAT (ZMAT should be an item output fordeliveries)?

a) Output type ZMAT was included in procedure V20001.

Menu path (continued):

→ Maintain Output Determination Procedure

Select the entry V20001 and choose the Control Data node in theDialog Structure.

3. Which access sequence is assigned to the output type?

a) Access sequence 0003 is assigned to the output type ZMAT.


→ Maintain Output Types

Select the entry ZMAT.

Choose Detail.

4. Which processing program and form has been assigned?

a) For medium 1: Program ZZLO650, form ZZ_MAT_LABEL


→ Maintain Output Types

Select the entry ZMAT and choose Processing Routines in the overviewtree.




Task 2:Change the settings so that you can also use output type ZMAT for your shippingpoint Z0# without any problems.

1. Maintain the print parameters for your shipping point Z0##.


Output device: LP01

Suffix1: ZMAT

Suffix2: MAT-LABEL

a) Menu path:

Display SAP Reference IMG → Logistics Execution → Shipping →Basic Shipping Functions → Output Control → Output Determination→ Define Print Parameters Shipping

Choose Shipping.

Choose ZMAT.

Choose New Entries.

Enter and save your data.

2. Create output condition records for your customers T-S50A## and TS50B##for output type ZMAT:

SORG: 1000

Transmission medium: Print Output

Date/Time: Send immediately

a) Menu path:

Logistics → Sales and Distribution → Master Data → Output →Shipping → Create

Choose ZMAT in the “Output type” field

Choose the key combination Sales Organization / Customer

Enter your data.




Task 3:

1. Search for the order with purchase order number ##-2-4.3 and create anoutbound delivery for it.

a) Menu path:

Logistics → Sales and Distribution → Sales → Order → Display

Choose search help “A: Sales Documents by Customer Purchase OrderNumber”.

Enter ##-2-4.3 in the purchase order number field.

Choose the right document from the hit list.

Logistics → Sales and Distribution → Shipping and Transportation →Outbound Delivery → Create → Single Document → With Referenceto Sales Order

Change the selection date to the end of next week.

2. In the output screen for the item, check that the system finds and sets outputtype ZMAT. Use the determination analysis to clarify any problems.

a) Menu path:

Select delivery item 10.

Choose: Extras → Delivery Output → Item


3. If output determination is correct, save the delivery.

a)




4. Print the label.

a) Menu path:

Logistics → Sales and Distribution → Shipping and Transportation →Communication/Printing → Outbound Delivery Output

In the selection screen, enter:

Output type: ZMAT


Delivery: Delivery from last activity

Choose Execute.

Select the list of delivery items.

Choose Process.

5. Look at the output generated in the spool.

a) Menu path:

System → Services → Output Control

Choose Execute.

Select the relevant spool request.

Choose Display content.



Lesson Summary

You should now be able to:• Explain how output types are processed in the SAP system• Assess the degree of difficulty involved in adjusting the existing layout for

output types to meet your requirements• Name the steps needed for integrating customer-specific output types



Lesson: PDF-Based Forms in the Sales Process

Lesson OverviewThis lesson contains information about the PDF-based forms (PDF = PortableDocument Format) in the sales process. These forms are available as of SAPERP 6.0 Enhancement Package 2.


• List the sales documents for which PDF-based forms are available• Specify which business function must to be activated so that these forms

can be used

Business ExampleIn the Form Builder, PDF-based forms are defined for the sales process. Theseforms are used by the portal role internal sales representative for the Webapplication sales summary, for example. These PDF-based forms can replacethe SAPscript forms used up to now.

PrerequisitesThe following technical prerequisites must apply:

• SAP ERP 6.0 Enhancement Package 2• The business function SD_01 must be active (transaction SFW5)

Which forms are available?• Order confirmation (SD_SDOC_FORM01)• Invoice/billing document (SD_INVOICE_FORM01)• Invoice list (SD_BIL_LIST_FORM01)• Customer contact (SD_CAS_FORM01)• Output form for sales summary (SD_CFS_FORM01)• Mailing example for customer contact (SD_CAS_MAIL_FORM01)

Application Example: Order ConfirmationThe PDF-based forms are defined in the Form Builder SAP Easy Access Menu ->Tools -> Form Printout -> Interactive Forms (transaction SFP)


SCM650 Lesson: PDF-Based Forms in the Sales Process

These forms can replace the SAPscript forms used up to now. The customer canuse these forms to set up their own forms.

Figure 50: Order Confirmation: SAPscript and PDF-Based

The forms are assigned to the output type, just like all other forms. For theorder confirmation SD_SDOC_FORM01, the relevant processing program isSD_SDOC_PRINT01.



Lesson Summary

You should now be able to:• List the sales documents for which PDF-based forms are available• Specify which business function must to be activated so that these forms

can be used

Related Information

• www.service.sap.com/adobe• Documentation in the SAP online help: Search for “SAP Interactive Forms

by Adobe” -> PDF-based Print Forms


SCM650 Unit Summary

Unit SummaryYou should now be able to:• Describe the purpose of output types• Set up various transmission media for issuing or printing output• Select the dispatch times at which the output is issued• Adjust the output determination to meet customer-specific requirements• Explain how output types are processed in the SAP system• Assess the degree of difficulty involved in adjusting the existing layout for

output types to meet your requirements• Name the steps needed for integrating customer-specific output types• List the sales documents for which PDF-based forms are available• Specify which business function must to be activated so that these forms

can be used


Unit Summary SCM650


Unit 5Enhancements and Modifications

Unit OverviewThe members of the project team need to know the available options for modifyingthe system, since requirements arise in nearly every implementation project thatnecessitate the extension of SAP transactions beyond the range of possible settingsin table Customizing.


• Describe the options for making release-independent modifications to thesystem in Customizing for Sales and Distribution

• Explain the idea behind the SAP enhancement concept• Use the standard listing functions in the sales processing system• Use display variants to adjust the listing functions for certain user groups

to their requirements• Optimize the scope of the display for these lists with user-specific display

variants• define account groups for maintaining customer master records• adapt screens that use the display element “table control” to meet your

specific requirements• create transaction variants

Unit ContentsLesson: Basics of Enhancements and Modifications ... . . . . . . . . . . . . . . . . . . .120

Exercise 11: Elements of System Modification ... . . . . . . . . . . . . . . . . . . . . . .135Exercise 12: Extensions SAP Transactions... . . . . . . . . . . . . . . . . . . . . . . . . . .143

Lesson: Adjusting Lists in Sales and Distribution... . . . . . . . . . . . . . . . . . . . . . . . .147Exercise 13: Lists and the ABAP List Viewer .. . . . . . . . . . . . . . . . . . . . . . . . . .153

Lesson: Techniques for Avoiding System Modifications ... . . . . . . . . . . . . . . . .158Exercise 14: Account Groups / Field Selection Customer MasterRecord ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167Exercise 15: Table Control and Transaction Variants.. . . . . . . . . . . . . . . . .173


Unit 5: Enhancements and Modifications SCM650

Lesson: Basics of Enhancements and Modifications

Lesson OverviewThis lesson describes the basics of system modification in Sales and Distributionand provides an introduction to the various techniques that have developed overthe years.

In an example, several different enhancements are combined to solve a problem.


• Describe the options for making release-independent modifications to thesystem in Customizing for Sales and Distribution

• Explain the idea behind the SAP enhancement concept

Business ExampleDuring many implementation projects you will be faced with requests to changethe SAP transactions beyond the capabilities of the Customizing settings to matchthe processes used by the customers.

To do this, you can use the SAP system interfaces so that these enhancementsapply for all releases (no future maintenance necessary).

Figure 51: Basics of System Modification

When modifying the system, your main aim should be to use the SAP interfacesfor customer enhancements.

This reduces, or ideally even eliminates any effort required to transfer thesemodifications every time the release is updated.


SCM650 Lesson: Basics of Enhancements and Modifications

If you carry out customer modifications without using these interfaces, you willprobably have to maintain them each time the release is updated.

Elements of System Modification

Figure 52: Elements of System Modification

The elements for system modifications in Sales and Distribution are groupedtogether in the IMG under the menu path

Sales and Distribution / System Modifications.

The enhancement concept also includes transaction CMOD (Project Managementof SAP Enhancements), which enables the customer to supplement the applicationlogic, screens and menus with their own elements.



Adding new fields

Figure 53: Adding New Fields With Condition Technique

We recommend that you use the condition technique for system modificationsbecause many of the functions in the SD application component also use thecondition technique.

This technique is used by pricing, output control, account determination, listing,exclusion and substitution to determine prices or output, for example.

For each component, all the fields permitted for access to condition records arecombined in their own communication structures.

Communication structures thus contain all the data fields that can be used whenaccessing a condition table.

You can only evaluate fields that are contained in the relevant communicationstructure in the access sequences within the different applications of the conditiontechnique.

INCLUDES in which new data fields can be added were linked to all the relevantcommunication structures. The system does not overwrite them when you upgradeyour release.

A detailed checklist in the Implementation Guide explains the procedure.

Search for Create New Fields (Using Condition Technique).



Figure 54: Adding New Fields Without Condition Technique

Adding new fields for printing documents was discussed in the unit "ProcessingOutput".

Customer master fields are copied to the sales document in two steps:

1. A field from the customer master table (KNA1 or KNVV) is first copiedby INCLUDE (KUAGVZ, KUWEVZ, KURGVZ and KUREVZ) to thesold-to party, ship-to party or payer view (KUAGV, KUWEV, KURGV orKUREV). The field is transported from the master data to the view with auser exit (V05E....).

2. The field is copied from the respective customer view (KUAGV,KUWEV, KURGV or KUREV) to the order table (VBAK, VBKD orVBAP). The field is populated in the program MV45AFZZ by a user exit(USEREXIT_MOVE_FIELD_TO_VBAK(_VBAP,_VBKD)).

Material master fields are copied to the sales document in two steps:

1. A field from the material master table (MARA, MARC or MVKE) is firstcopied to the material view (MAAPV or MAEPV) using an append structure.

2. The field is copied to the order item table (VBAP) from the materialview. The field is populated in the program MV45AFZZ by the user exit(USEREXIT_MOVE_FIELD_TO_VBAP).



Figure 55: Reserve Fields in Customer and Material Masters

Reserve fields can be used for all functions and are stored in the customer masterrecord. You can fill them and use them for specific installations.

• The fields are maintained in customer master maintenance for Sales andDistribution under “ Extras → Additional Data ”. Different fields are usedfor the general customer master and for sales data.

Five 3-digit fields are also included in the material master record (MVKE).

You can enter fields for material master maintenance in the Sales and Distributionview: Sales organization data 2 view.

There are check tables for each field where you can determine the permittedvalues for that field.

Hint: If you want to use one of the reserve fields, you should give thefield its own name. You can do this within transaction CMOD using themenu path: Goto -> Text enhancements -> Keywords -> Change

Since these are SAP fields, the system overwrites these names again whenyou update the release. Therefore, the same menu contains the pointRestore cust.version so that you can restore these names.

RoutinesRoutines are short subprograms that perform different functions during documentprocessing. In SD, you can use transaction VOFM to create and process routinesfor copying requirements, data transfers, requirements and formulae.



Figure 56: Example for a customer-specific routine

Copying requirements determine whether or not certain data can be copied whenyou copy documents. For example, a copying requirement can stipulate that ifyou copy an inquiry to a quotation, the document header must contain the samecustomer.

Data transfer routines provide fine-tuned control for the copied fields. Forexample, a data transfer routine can specify that certain item fields can only becopied together with other fields and only to contracts, credit and debit memos.

Routines for requirements and formulae are used for functions that use thecondition technique.

A requirement can make the execution of an access dependent on certainprerequisites. For example, it checks the document currency in pricing to seewhether the local currency or a foreign currency is being used. Depending uponthe result, the access is either executed or not.

The pricing uses formulae to define particular logic for the pricing. You cannotuse only the standard Customizing to set this logic.



Overview of the enhancement technology that is usedin the module SD

Hint: The technology that is presented here is provided for programmersin the SAP NetWeaver Programming courses BC425 “ Enhancementsand Modifications” .and BC427 “ Enhancement Framework”

Our objective is to familiarize the customizing expert for Sales andDistribution with this possibilities for a better collaboration with theprogramming department when he is looking for a solution that exceedscustomizing.

Figure 57: Example of a user exit

User exits are defined entry points in SAP transactions where customers canimplement their own additional programming logic for a specific installation.

They are used to populate newly incorporated fields, for example.

Using them also requires a certain amount of discipline because, in contrast to thefunctional enhancements described below, there is no precise, program-controlledselection of the interface here.



Figure 58: Extensions to SAP Transactions

The enhancement concept makes frequently needed adjustments to customermodifications when a release is upgraded virtually redundant. In contrast tocustomer modifications, this is achieved by providing interfaces that have beendetermined by SAP for the customer enhancements.

The customer can enter coding in a layer that has been demarcated by SAP and,within certain limits, adapt the transactions to suit specific processes.

Text enhancements enable you to provide extra documentation for data elementsused in all transactions and change keyword texts.

Function module exits allow the customer to implement additional programminglogic in a transaction. The SAP application developer determines where a functionmodule exit can be called in a transaction and which data can be transferred.

Screen enhancements: Areas in the screens defined by the application developercan be configured by the customer. The customer can display additionalinformation here or enter data.

Menu enhancements: The customer can activate and name guiding menu points.The function code that you define for selecting a menu point can be used in thedefinition of a corresponding function module exit.



Figure 59: Example: Function Module Exit SDVFX004

Function module exits allow the customer to implement additional programminglogic in a transaction.

The SAP application developer determines where a function module exit can becalled in a transaction and which data can be transferred. The developer alsocreates the relevant function modules with short text, interface and documentation.

The functions included in a function module exit are described in the relevantSAP documentation.

Figure 60: Business Transaction Events (BTE)

Business Transaction Events (BTEs) give you the option of integrating additionalcomponents such as function modules into the SAP standard system.

There are two types of interface available:

Publish & Subscribe interfaces



These should inform you that specific events have taken place in the SAP standardapplication and make the data created as a result available to the external software.The external software does not return any data to the SAP standard system.

Process Interfaces

These are used to submit business processes to another control that cannot beimplemented in the standard system. This means that process interfaces replacestandard processes.

You can connect external developments to the standard SAP system. Theadditional developments are generally carried out using the ABAP workbench.

Figure 61: BTE: Possible Scenarios (1)

The above example refers to Publish & Subscribe interfaces. The data flow onlygoes in one direction - from the SAP application to the additional components.

The SAP application developer makes interfaces available at specific events in atransaction, in which a partner or customer can define additional logic.

In the simplest case, such an interface would only be used by one partner or bythe customer.



Figure 62: BTE: Possible Scenarios (2)

This scenario also only refers to Publish & Subscribe interfaces.

Unlike customer exits, Business Transaction Events give you the option of usingan interface more than once for additional logic.

If this is the case, the user must decide which enhancement he wants to execute ata given time.

Both enhancements exist alongside each other without hindering each other; onlyone enhancement can be processed during runtime.

Figure 63: Publish & Subscribe vs. Process Interfaces



Publish & Subscribe interfaces:

• When the event is triggered, one or more additional operations can be started.They do not affect the standard program.

• If there are more than two operations, they do not affect each other.• Add-on components only import data.• Example: Additional checks (authorizations, available duplicates, and so on)

Process interfaces:

• Unlike Publish & Subscribe interfaces, process interfaces are designed sothat data can be exchanged in both directions. This has consequences for theadditional components that can be connected to an interface.

• When the event is triggered, a process in the standard program can only bereplaced by another process.

• If you use an add-on from a partner company that uses a process interface,for example, this extension is executed at runtime. If you also want to usethe same interface, the partner extension is rejected and your own extensionexecuted at runtime.

Figure 64: Business Transaction Events: SAP and Customer

Business Transaction Events allow the customer to implement additional logicin an application function in a similar way to function module exits. TheSAP application developer decides where such events should be defined in anapplication function and what data should be transferred. He creates a samplefunction module with short texts, interfaces and documentation and describes thepossible functions for this event in the relevant SAP documentation.



First, he assigns an 8-digit event number, which qualifies the BTE. This numbershould be in accordance with specific conventions. The 5th and 6th digits, forexample, should be identical with events in the same program.

The SAP developer includes the event with the extended table maintenance intable TBE01. He specifies a sample function module sample_interface_<n>,which must later be created and which defines the interface for the customer.

The event is assigned to an application component in table TBE02. It is possibleto assign an event to several components. An FI assignment means, for example,that the interface is assigned to all the nodes below it (FI-*).

Figure 65: Differences Between Customer Exits and BTEs

Unlike customer exits, the use of Business Transaction Events is client-specific.This means that the same event can be used for different purposes in several clients.

BTEs can be used more than once.

With Publish & Subscribe interfaces the user can then choose which customerenhancement he wants to execute.

For process interfaces the component that is furthest to the right is executed inthe sequence SAP Application - AddOn - Customer.

The most recent enhancement technology is the Business Add-In (BAdI). Theycame about with the development of the ABAP programming language towardsobject-oriented programming (ABAP objects). Where possible, SAP applicationdevelopers should create new enhancement scenarios using this technology.



Figure 66: Overview: Business Add-Ins

Implicit Enhancement Points (available with SAPNetWeaver 7.0)Enhancement points are points in SAP programs, in which customers can addadditional functions in the form of source code without making modifications.

Implicit enhancement points are at certain points in the SAP program and they arenot explicitly provided by SAP Development. Explicit enhancement points areenhancement points provided by SAP Development.

The case in which we are interested here is that implicit enhancement pointsare available at the beginning and at the end of a subroutine.

That means we could use this new technique as an alternative for our examplewith a customer-specific routine earlier in this lesson. Instead of creating a newroutine 951, performing the original routine 051 and adding some code, we coulddirectly insert the additional code using the implicit enhancement point at theend of the routine 051.

Obviously it is impossible to explain here in our customizing course the completeEnhancement Framework - but you should be aware of this new technology. Formore information please attend course “BC427 Enhancement Framework” orcontact the programming experts of your implementation project.




Figure 67: Exercise and Demonstration Scenario for System Adjustment



Exercise 11: Elements of SystemModification

Exercise ObjectivesAfter completing this exercise, you will be able to:• understand the options for creating system modifications in Sales and

Distribution that remain independent of the release.

Business ExampleBilling type F2 has been configured for your company so that the delivery numberis used as a split criterion when you create billing documents.

However, you would also like to combine several deliveries in one billingdocument for certain customers, if other requirements permit. It is your job toconfigure the SAP system to meet this requirement in such a way that it remainsunaffected by any release upgrade (release-independent changes). Some of yourcolleagues have already done the preparatory work, which you can now use to finda solution for these requests.

Task 1:You have decided to use the reserve field “Customer group 1” in the customermaster – sales area data as a switch for this purpose. You want to analyze thisswitch as a requirement in copying control for individual billing types.

A billing type (ZF##) has already been created for you.

1. In copying control for “Delivery document to billing document” with targetZF## and source LF, replace copying requirement 004 with requirement 904(created by the instructor) for all item categories.

Hint: First, select all the entries and choose Edit → Change FieldContents. However, make sure that you are at item level.

2. In the sales order Header Data, Additional Data A tab for customerT-S50B##, choose the value 001 (SPECIAL) in the“Billing Variant” field(before the key word change made by your instructor: customer group 1)

Task 2:

1. Create an order with order type OR for the following purchase order forcustomer T-S50B##.




FAX

Customer: T-S50B##

PO number: ##-1-2

Req. delivery date: Immediately

Material: T-AS1##

Quantity: 10

Material: T-AS2##

Quantity: 10

2. Find out whether the value 001 has been copied from the Customer Masterto the “Billing Variant” (= customer group 1) field in the additional datafor the order header.


_____________________________________________________

Task 3:

1. Create a delivery and a transfer order for picking and post the goods issue forthis order. Use shipping point Z0## and warehouse number 010 when youcreate the transport order. Note down the document number.

________________________________________________________

Task 4:

1. Try to create an invoice for this delivery.

2. What system message do you receive?

______________________________________________________

3. What does the log say?

______________________________________________________

4. Which billing type is automatically proposed?

______________________________________________________




Task 5:

1. Try once more to create an invoice for this delivery. Choose the new billingtype ZF## in the default data.

2. Save the invoice and note the document number.

______________________________________________________

3. Why can you now create an invoice?

______________________________________________________



Solution 11: Elements of SystemModificationTask 1:You have decided to use the reserve field “Customer group 1” in the customermaster – sales area data as a switch for this purpose. You want to analyze thisswitch as a requirement in copying control for individual billing types.

A billing type (ZF##) has already been created for you.

1. In copying control for “Delivery document to billing document” with targetZF## and source LF, replace copying requirement 004 with requirement 904(created by the instructor) for all item categories.

Hint: First, select all the entries and choose Edit → Change FieldContents. However, make sure that you are at item level.

a) Change Copying control “Delivery document to billing document”:

Menu path:

Display SAP Reference IMG → Sales and Distribution → Billing →Billing Documents → Maintain Copying Control for Billing Documents

Choose Copying control: Delivery document to billing document

Choose: Table View → Display -> Change

Select Target: ZF##, Source: LF

Select the table entry and choose the Item node in the overview tree.

Choose Select All.

Choose: Edit → Change Field Contents

Choose Copying Requirement.

Enter routine 904 in the “Copying Requirements” field.

Choose Replace.

Save your entries.




2. In the sales order Header Data, Additional Data A tab for customerT-S50B##, choose the value 001 (SPECIAL) in the“Billing Variant” field(before the key word change made by your instructor: customer group 1)

a) Enter the billing variant in the customer master:

Menu path:

Logistics → Sales and Distribution → Master Data → BusinessPartner → Customer → Display → Complete

Enter your customer and the sales area data.

Choose Sales area data.

Choose: Extras → Additional Data

Maintain the data and save your entries.

Task 2:

1. Create an order with order type OR for the following purchase order forcustomer T-S50B##.

FAX

Customer: T-S50B##

PO number: ##-1-2


Material: T-AS1##

Quantity: 10

Material: T-AS2##

Quantity: 10

a) Create order:

Menu path:





2. Find out whether the value 001 has been copied from the Customer Masterto the “Billing Variant” (= customer group 1) field in the additional datafor the order header.

a) Yes! Value 001 (SPECIAL) was copied.

Menu path:

Choose Display details for document header.

Choose the Additional data A tab page.


_____________________________________________________

a)

Task 3:

1. Create a delivery and a transfer order for picking and post the goods issue forthis order. Use shipping point Z0## and warehouse number 010 when youcreate the transport order. Note down the document number.

________________________________________________________

a) Create the outbound delivery, pick and post the goods issue.

Menu path:

Logistics → Sales and Distribution → Shipping and Transportation →Outbound Delivery → Create → Single Document → With Referenceto Sales Order

For picking, choose:

Subsequent Functions → Create Transfer Order

Enter your warehouse number 010. Choose function 2 in the field“Transfer picking quantity” (transfer picking quantity as deliveryquantity to the delivery and post goods issue).

Save the transfer request.




Task 4:

1. Try to create an invoice for this delivery.

a) Create a billing document:

Menu path:

Logistics → Sales and Distribution → Billing → Billing Document →Create

Enter the delivery number and choose Execute.

2. What system message do you receive?

______________________________________________________

a) No billing documents have been created. See log.

3. What does the log say?

______________________________________________________

a) Log content: Requirement LO650 has not been met.

Menu path:

Edit → Log

4. Which billing type is automatically proposed?

______________________________________________________

a) The billing type “Invoice (F2)” is automatically proposed.

Menu path:

Display SAP reference IMG→ Sales and Distribution → Sales → SalesDocuments → Sales Document Header → Define Sales DocumentTypes

Display the details for sales document type OR.

Delv-rel. billing type: F2




Task 5:

1. Try once more to create an invoice for this delivery. Choose the new billingtype ZF## in the default data.

a) Create the billing document with the new billing type (default data):

Menu path:

Logistics → Sales and Distribution → Billing → Billing Document →Create

Choose billing type ZF## in the default data (trade fair billing document##).

Enter your delivery number and choose Execute.

2. Save the invoice and note the document number.

______________________________________________________

a)

3. Why can you now create an invoice?

______________________________________________________

a) The invoice can be created with the new billing type, because the billingvariant field (= customer group 1) in the additional data for the orderbelonging to the delivery item contains the value 001 (SPECIAL).



Exercise 12: Extensions SAP Transactions

Exercise ObjectivesAfter completing this exercise, you will be able to:• understand the basic principles behind the SAP enhancement concept.

Business ExampleAs an element in the SAP enhancement concept, function module exits allow thecustomer to implement additional programming logic in a transaction.

The Customer Accounting department in your company requires the materialnumber to be transferred as additional information to the G/L account line inthe accounting interface.

Task 1:An enhancement project DEMO650 has been created in order to meet theAccounting department’s request.

1. Display the enhancement components for the enhancement projectDEMO650.

Task 2:Test the functions in this enhancement.

1. Display the accounting document for your invoice from exercise 11-5.2. Thetext field in the G/L account line should now contain the material number.

Task 3:

1. Try to find out whether there is a user exit in the system for determining thestorage location. Search for the term “storage location”.



Solution 12: Extensions SAP TransactionsTask 1:An enhancement project DEMO650 has been created in order to meet theAccounting department’s request.

1. Display the enhancement components for the enhancement projectDEMO650.

a) Menu path:

Tools → ABAP Workbench → Utilities → Enhancements → ProjectManagement → Enter the project name DEMO650

Select the subobject Components.

Choose Display.

Task 2:Test the functions in this enhancement.

1. Display the accounting document for your invoice from exercise 11-5.2. Thetext field in the G/L account line should now contain the material number.

a) Display accounting document:

Menu path:

Logistics → Sales and Distribution → Billing → Billing Document→ Display

Choose Accounting Overview.

Display the accounting document.

Choose a revenue account item.

The text field should now contain the material number.




Task 3:

1. Try to find out whether there is a user exit in the system for determining thestorage location. Search for the term “storage location”.

a) Menu path:

Tools → ABAP Workbench → Utilities → Enhancements → Definition

Choose the search help in the Enhancement field.

Choose Infosystem.

Do not complete any fields in the selection screen, remove the limit forthe number of hits and choose Execute.

A list of all the SAP enhancements appears.

Choose Find (binoculars).

Search for the word storage location.

Among others, you should find enhancement V02V0002.



Lesson Summary

You should now be able to:• Describe the options for making release-independent modifications to the

system in Customizing for Sales and Distribution• Explain the idea behind the SAP enhancement concept


SCM650 Lesson: Adjusting Lists in Sales and Distribution

Lesson: Adjusting Lists in Sales and Distribution

Lesson OverviewLists play a central role in managing the daily work of the end user in many areasof the SAP system. It is therefore particularly important that the system provides abroad range of personalization options.

Here too, you will see real-world examples of how these extensive options can beextended further by employing user exits.


• Use the standard listing functions in the sales processing system• Use display variants to adjust the listing functions for certain user groups


variants

Business ExampleThere are list functions to search for and check sales documents in the system.These help you solve different types of business queries.

You can adapt these lists to meet the specific requirements of individual usergroups.

User-specific display variants also enable you to personalize lists to meet thedemands of each user.



Using the ABAP List Viewer for Lists of Sales andDistribution Documents

Figure 68: Lists Are Used Everywhere

The information provided by Sales and Distribution can be divided into four areas:

• Links to sales documents and master records for:

– Finding business transactions– Displaying all transactions that are relevant to a master record

• Displaying transactions that have reached a certain stage, for example:

– All orders due for shipping– All currently valid quotations

• Displaying the document flow, to answer such questions as

– Which orders have been copied from quotations?– In which delivery and which billing document were certain order items

entered?• Analyses, for example

– Orders blocked for delivery– Documents according to status



Figure 69: Linking Sales Documents and Master Data

There is a list function for every sales and distribution document.

You can use this function to display sales documents for a particular customer ormaterial, for example.

In the process, you can choose whether you want to see all the sales documentsor the only open ones.

Open sales documents are, for example, inquiries and quotations that have not yetbeen fully referenced,

or orders that still have to be delivered or billed.

You can use “Additional selection criteria” to restrict the data selection further, forexample, according to distribution channel or document type.

The structure of the list can be changed in the system settings.



Figure 70: Example: List of Sales Orders

You can use the search, sort and sum functions to process the data that you haveselected. You can use the search function to further restrict the available list.

You can display the status information for each document (for example, completestatus, delivery status, billing status or completion).

The display variants enable you to change the list display.

In some lists you can also save display variants that you defined.

From the list, you can call up the document you want to process.

You can print your lists or send them as a document in SAPoffice.



Figure 71: ABAP List Viewer - Creating a Display Variant

The amount of scope you have for working with display variants depends onthe list:

• All lists allow you to

– choose one of the variants delivered with the SAP standard system– change the list display

• You cannot save any changes that you make to the current display variantin lists that only contain the SAP standard display variants. When choosingdisplay variants, the system offers only the standard display variantsdelivered by SAP.

• In some lists you can save your own display variants.

– User-specific display variants must begin with a letter (A-Z).– Display variants for all users (customer-specific standard display

variants) must begin with “/”.

You can find the documentation for the ABAP List Viewer in the SAP Libraryunder CA - Cross-Application Components.

System Modifications: New Fields for Lists of Salesand Distribution DocumentsIn this environment too, there are customer requirements that can only be met byexpanding the underlying field catalog. This is demonstrated by the followingexample:



Figure 72: New Field for List of Sales Orders



Exercise 13: Lists and the ABAP ListViewer

Exercise ObjectivesAfter completing this exercise, you will be able to:• use the standard list functions in Sales and Distribution• use layouts to restrict the scope of the list display

Business ExampleDocument lists and evaluations are a useful aid to customer service employees fororganizing their daily work and answering a wide variety of questions. The ABAPList Viewer can be used to adjust many of the information functions to meet theindividual needs of the user more closely.

Task 1:

1. Which orders has your customer T-S50A## placed since the beginning ofthe month?

2. Who created these orders in the system?

3. Display the “Delivery block” field.

4. How many orders did the customer place for material T-AS3##?

Task 2:

1. Display all the orders for material T-AS1##.

2. Display the document status for the first document.

Task 3:You would like to define a new layout for displaying the list of orders so that youcan see the delivery and billing block fields for each order immediately.

1. Change the structure of the list using the standard layout “Orders” so that thefields for delivery and billing blocks are displayed.

2. Save the layout in such a way that only you can select it.

Enter a name that includes the character sequence LO650-##. Choose thedescription “Layout group ##”.

3. Define your newly created layout as the initial layout.



Solution 13: Lists and the ABAP ListViewerTask 1:

1. Which orders has your customer T-S50A## placed since the beginning ofthe month?

a) Menu path:

Logistics → Sales and Distribution → Sales → Information System→ Orders → List of Sales Orders

Enter the customer T-S50A## in the sold-to party field.

Choose ENTER.

2. Who created these orders in the system?

a)

3. Display the “Delivery block” field.

a) Menu path:

Choose:

Settings → Layouts → Current

This takes you to the definition screen for layouts.

In the list of hidden fields, select the line with the “Delivery block” field.

Choose Show Selected Fields (arrow to left).

The field is copied to the right hand side (displayed fields).

Choose Copy.




4. How many orders did the customer place for material T-AS3##?

a) Menu path:

Choose:

Settings → Layouts → Choose

Select the layout 1SAP Order items.

Select the “Material” column.

Choose Set Filter.

Enter the material T-AS3## as a filter value.

Choose Execute.

Task 2:

1. Display all the orders for material T-AS1##.

a) Menu path:


Enter the material T-AS1## in the material field.

Choose ENTER.

2. Display the document status for the first document.

a) Menu path:

Select the first line in the table.

Choose: Environment → Document Status




Task 3:You would like to define a new layout for displaying the list of orders so that youcan see the delivery and billing block fields for each order immediately.

1. Change the structure of the list using the standard layout “Orders” so that thefields for delivery and billing blocks are displayed.

a) Menu path:


Enter the customer T-S50A## in the sold-to party field.

Choose ENTER.

Choose:

Settings → Layouts → Current

This takes you to the definition screen for layouts.

In the list of hidden fields, select the line with the “Delivery block” field.

In the list of hidden fields, select the line with the “Billing block” field.

Choose Show Selected Fields (arrow to left).

The system copies the fields to the right-hand side (displayed fields).

Choose Copy.

2. Save the layout in such a way that only you can select it.

Enter a name that includes the character sequence LO650-##. Choose thedescription “Layout group ##”.

a) Menu path:

Choose:

Settings → Layouts → Save

3. Define your newly created layout as the initial layout.

a) Menu path:

Choose:

Settings → Layouts → Administration

Select the initial layout column in the line with your layout. A tickappears.

Choose Save.



Lesson Summary

You should now be able to:• Use the standard listing functions in the sales processing system• Use display variants to adjust the listing functions for certain user groups


variants



Lesson: Techniques for Avoiding System Modifications

Lesson OverviewThis lesson presents several concepts you could use to adapt the user interface tothe requirements of the end user without system modifications.


• define account groups for maintaining customer master records• adapt screens that use the display element “table control” to meet your


Business ExampleAn important factor in the success of an implementation project is the ability tomodify the interface for screen transactions to meet the requirements of differentbusiness transactions and user groups.

You can make these modifications in the SD application component in thecustomer master data.

In addition, you can adjust the individual transactions using transaction variants,and users can also define their own views for displaying a large number of tables.


SCM650 Lesson: Techniques for Avoiding System Modifications

Controlling the Customer Master Using AccountGroups

Figure 73: Customer Master

Sales data constitutes the basic data for Sales and Distribution and Shipping.

Company code data constitutes the basic data for Financial Accounting.

General data is assigned directly to clients. It is then valid for both the variouscompany codes as well as the different sales areas. The customer number used inSales and Distribution is thus identical to the customer number used in Accounting.

Figure 74: Customer Master - Account Groups

An account group is a classification within the customer master records.



The account group specifies:

• Which entries in the master record are required or optional (field selection)• The number range for the customer account number• Whether the number is assigned by the user or the system

(external or internal number assignment)

• Whether or not the account is a one-time account (conto pro diverse)• Which output determination procedure is used

You can add your own account groups to those that are predefined in the SAPstandard system.

Figure 75: Customer Master - Selecting Fields for Data Groups

You can find general data as well as the data specific to sales and distribution andthe company code in the customer master record.

You can use field selection for each account group to determine whether fieldentries are optional or required. Any fields that are not required can be hidden.



Figure 76: Customer Master - Field Selection for Account Groups

Account groups are already set up in the SAP standard system for the differentpartner functions, such as:

• Sold-to party• Ship-to party• Payer• Bill-to party

Specific fields are selected for each of these account groups. The field selectiondepends on the functions within the required partner function.



Figure 77: Customer Master - Additional Influences on Field Selection

In addition to the account group, the transactions for creating, changing anddisplaying a customer master record also influence which fields are selected.

There are transactions which can be used

• from a sales and distribution perspective• from an accounting perspective• centrally for both perspectives• to process a customer master record.

In the SAP standard system, you can maintain banking details using either theaccounting or the central transaction, for example.

Figure 78: Linking Rules for Field Selection



The field status information for the two influencing factors (account group andtransaction) are combined in pairs. The status with the highest priority is alwayschosen first.

Personalization Using Table Controls

Figure 79: Table Control

“Table control” is a display element that enables you to configure the table viewto meet customer-specific requirements. This is particularly useful if the tablecontains a lot of fields.

Every user can define their own view of the data to make their own work easier, by:

• Changing the sequence of columns• Changing the width of columns (including making them invisible)• Saving the settings as a display variant• Making their display variant the standard setting

An administrator can also make individual fields invisible for the whole system.

• (Authorization object: S_ADMI_FCD in the Basis Administrationauthorization class.)



Transaction Variants

Figure 80: Transaction Variants / Screen Variants / GuiXT

Transaction processes can be simplified with screen variants. These can:

• Enter default values in fields• Hide and change the ready for input status of fields• Hide whole screens

Hiding and compressing screens as well as hiding fields makes it easier to workwith the SAP system and gives you a better overview.

A transaction variant is made up of screen variants.

A transaction variant is assigned to one transaction alone. Each transaction canhave several variants.

Transaction variants are only permitted for dialog transactions.

If you are using batch input (or batch input recording), the system does NOT takeaccount of the values in the transaction variants.

The supplementary tool GuiXT allows for flexible design of individual screens.GuiXT uses a script language for scripts that run on the front-end. You canfind more information on the homepage for the manufacturers of GuiXT(http://www.synactive.com).



Calling a Transaction Variant Using the SalesDocument TypeA transaction variant is normally called using a variant transaction that can beincorporated in a user role, for example.

With sales document types, an additional option is to assign the transaction variantin Customizing for the sales document type. Dependencies arise as a result of thisspecial feature. These are illustrated in the following graphic.

Figure 81: Calling Transaction Variants for VA01





Exercise 14: Account Groups / FieldSelection Customer Master Record

Exercise ObjectivesAfter completing this exercise, you will be able to:• define account groups for maintaining customer master records.• describe the most important influencing factors for field selection when

maintaining customer master data

Business ExampleTo ensure that order entry is as easy as possible with no system queries aboutincomplete customer master data, your company has decided that Incoterms mustalways be entered in the sales and distribution data for a customer master record.

Task 1:You want to maintain your system in such a way that the Incoterms must alwaysbe entered in sales and distribution data when customer master data is maintained.The system should also create a sequential customer number automatically whenyou create a new customer master record. Define a new account group with thesecharacteristics.

1. Define a new account group by copying existing account group 0001.

Key: Z##

Description: LO650-## Customers

2. In the details screen, assign a number range to your new account group sothat numbers are issued automatically, as required.

3. Branch from the details screen for your account group to the field statusfor the sales data.

4. Use the subgroup list to find the group that contains the Incoterms.

Choose the correct subgroup and set the Incoterms as a required entry field.

Task 2:

1. Customers with account group Z## should be able to copy the

• sold-to party




• ship-to party

• bill-to party

• payer

partner functions.

Make the relevant assignments in Customizing for Sales and Distribution.

Task 3:Create a new customer master record from the sales view with your new accountgroup Z##.

1. Create a new customer master record from the sales view with your newaccount group Z##.



Division: 00

Account group: Z##

2. Now try to enter a customer number. Does the system allow you to do this?

________________________________________________________

3. Choose the following data:

Search term: LO650-##

Country: Germany

Language: Language of the course

Transportation zone: D000020000

Shipping condition: 01

Tax classification: 1

4. Now try to leave the billing data screen without entering the Incoterms.Does the system allow you to do this?

_______________________________________________________

5. Choose the Incoterms FH, save the customer master record and note downthe customer number.

_______________________________________________________



Solution 14: Account Groups / FieldSelection Customer Master RecordTask 1:You want to maintain your system in such a way that the Incoterms must alwaysbe entered in sales and distribution data when customer master data is maintained.The system should also create a sequential customer number automatically whenyou create a new customer master record. Define a new account group with thesecharacteristics.

1. Define a new account group by copying existing account group 0001.

Key: Z##

Description: LO650-## Customers

a) Menu path:

Display SAP Reference IMG → Logistics - General → BusinessPartner → Customers → Control → Define Account Groups and FieldSelection for Customers

Select the entry for account group 0001.

Choose Copy As.

Enter the key Z## and a description.

2. In the details screen, assign a number range to your new account group sothat numbers are issued automatically, as required.

a) Menu path:

Select the entry for your new account group Z##.

Choose Detail.

Choose the number range 02.

3. Branch from the details screen for your account group to the field statusfor the sales data.

a) Menu path:

Place the cursor on the “Sales data” field in the “Field status” section ofthe screen.

Choose Expand field status.

4. Use the subgroup list to find the group that contains the Incoterms.




Choose the correct subgroup and set the Incoterms as a required entry field.

a) Set the Incoterms as a required entry field.

Menu path:

Choose Subgroup list.

Result: the Incoterms are in the “Billing” in the Select Group section ofthe screen. Enter/Continue.

Double-click on Billing in the Select Groupsection of the screen.

Select “Req. Entry” for the “Incoterms” field.

Save your entries.

Task 2:

1. Customers with account group Z## should be able to copy the

• sold-to party

• ship-to party

• bill-to party

• payer

partner functions.

Make the relevant assignments in Customizing for Sales and Distribution.

a) Assign the permitted partner functions to account group Z##:

Menu path:

Display SAP Reference IMG → Sales and Distribution → BasicFunctions → Partner Determination → Set Up Partner Determination

Choose: Set Up Partner Determination for Customer Master

Choose: Account Groups - Function Assignment.

Assign your account group Z## to the four functions (SP, BP, PY,SH) by selecting the existing entries for account group 001 and usingtheCopy as function.

Save your assignments.




Task 3:Create a new customer master record from the sales view with your new accountgroup Z##.

1. Create a new customer master record from the sales view with your newaccount group Z##.



Division: 00

Account group: Z##

a) Create customer master record:

Menu path:

Logistics → Sales and Distribution → Master Data → BusinessPartner → Customer → Create → Sales and Distribution

Select new account group Z## and enter your sales area.

Enter your data on the address tab page.

Choose Sales Area Data.

Complete the required fields and save the master record.

2. Now try to enter a customer number. Does the system allow you to do this?

________________________________________________________

a) No, because numbers are issued internally for account group Z##.

3. Choose the following data:

Search term: LO650-##

Country: Germany

Language: Language of the course

Transportation zone: D000020000

Shipping condition: 01

Tax classification: 1

a)




4. Now try to leave the billing data screen without entering the Incoterms.Does the system allow you to do this?

_______________________________________________________

a) No, because the Incoterms are defined as required entries.

5. Choose the Incoterms FH, save the customer master record and note downthe customer number.

_______________________________________________________

a)



Exercise 15: Table Control and TransactionVariants

Exercise ObjectivesAfter completing this exercise, you will be able to:• adapt screens that use the display element “Table Control” to meet

user-specific requirements.• create transaction variants

Business ExampleBecause each person’s daily tasks are different, the users would often like toconfigure the screen transactions themselves according to their individual needs.You want to learn about this option so that you can explain it to the users in yourcompany.

Task 1:

1. Create an order with order type OR for the following purchase order.

FAX

Customer: Search term: Lo650-##

PO number: ##-1-2


Material: T-AS1##

Quantity: 10

Material: T-AS2##

Quantity: 10

2. Use table control to reduce the width of the “Order quantity” column inthe overview screen.

3. Change the sequence of columns by putting the “Net value” field behindthe “Description” field.

4. Save your changes as a display variant under the name LO650-##.

5. Set display variant LO650-## as your standard setting.




Task 2:

1. Create a transaction variant with the name “ZLO650_##” for the transactionVA01 (Create order).

2. Create transaction code ZLO650_## for your transaction variants.

3. Include the transaction in your favorites menu.



Solution 15: Table Control and TransactionVariantsTask 1:

1. Create an order with order type OR for the following purchase order.

FAX

Customer: Search term: Lo650-##

PO number: ##-1-2


Material: T-AS1##

Quantity: 10

Material: T-AS2##

Quantity: 10

a) Create an order belonging to the order type OR:

Menu path:


Choose order type “OR” and enter your data.

2. Use table control to reduce the width of the “Order quantity” column inthe overview screen.

a) Menu path:

Place your cursor on the dividing line between the “Order quantity”and the “SU” fields.

Hold the mouse button down and drag the line to the left.

3. Change the sequence of columns by putting the “Net value” field behindthe “Description” field.

a) Menu path:

Place the cursor on the column heading for the “Net value” field.

Hold the mouse button down and drag the field to the right of the“Description” field.




4. Save your changes as a display variant under the name LO650-##.

a) Menu path:

Place the cursor on the symbol in the upper right-hand corner of thetable control.

Click on the symbol. A dialog box appears.

Enter the name for your display variant.

Choose Create.

Choose Copy.

5. Set display variant LO650-## as your standard setting.

a) Menu path:

Place the cursor on the symbol in the upper right-hand corner of thetable control.

Click on the symbol. A dialog box appears.

Select your display variant as the standard variant.

Choose Copy.

Task 2:

1. Create a transaction variant with the name “ZLO650_##” for the transactionVA01 (Create order).

a) Create transaction variant:

Menu path:

Display SAP Reference IMG→ SAP NetWeaver → General Settings →Field Display Characteristics → Configure Application TransactionFields

Enter the transaction VA01 and the variant ZLO650_##.

Run the transaction for the first screens and create a screen variantfor the individual screens.

Save and test your entries.




2. Create transaction code ZLO650_## for your transaction variants.

a) Create transaction code:

Menu path:

Display SAP Reference IMG→ SAP NetWeaver → General Settings →Field Display Characteristics → Configure Application TransactionFields

Enter the transaction VA01 and the variant ZLO650_##.

Choose: Goto → Create variant transactions

Enter the transaction name ZLO650_##.

Choose Continue.

Save your entries.

3. Include the transaction in your favorites menu.

a) Menu path:

Favorites → Add Transaction



Lesson Summary

You should now be able to:• define account groups for maintaining customer master records• adapt screens that use the display element “table control” to meet your



SCM650 Unit Summary

Unit SummaryYou should now be able to:• Describe the options for making release-independent modifications to the

system in Customizing for Sales and Distribution• Explain the idea behind the SAP enhancement concept• Use the standard listing functions in the sales processing system• Use display variants to adjust the listing functions for certain user groups


variants• define account groups for maintaining customer master records• adapt screens that use the display element “table control” to meet your



Course Summary SCM650

Course SummaryYou should now be able to:

• understand complex relationships when mapping organizational structures• adapt copying control• configure text control• implement output control• explain the options for system modification in any release• use personalization techniques to avoid system modifications


FeedbackSAP AG has made every effort in the preparation of this course to ensure theaccuracy and completeness of the materials. If you have any corrections orsuggestions for improvement, please record them in the appropriate place in thecourse evaluation.
