SAP SD Documents

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  • The Sales and Distribution document types are categorized as follows: Sales document types: Inquiry, quotation, standard order, credit and debit memo requests Delivery types: Delivery, returns delivery Billing types: Invoice, credit memo, debit memo Documents can be created with reference to previously created documents (for example, an order created with reference to a quotation). SAP can also keep track of the order cycle through the use of document flow. You can influence the control of the Sales and Distribution documents and create new document types. When creating a new document type, copy an existing one. By copying an existing entry you will also copy other table entries related to document processing. Select an order type that functions most like the one you are trying to create. Once your order type is created make the necessary changes. The initial rule on an SAP SD project should be that no new document types will be created. During design the sales processes are defined and SAP standard order types and configuration options should be fully explored to meet the business requirements. Once it is determined that a process can not be fulfilled with standard SAP document types/configuration, a new document type can be created.
  • The various sales document types are distinguished by their control elements, which are defined in tables. In this way, sales document types can be adapted to meet special demands or additional document types can be defined. Documents can vary along the following lines: Can the document be entered only with reference to another document? Should the existing customer-material information record be taken into consideration? Should the delivery date be proposed? Should the division be taken from the material master record for every item or should an alternative division specified in the header take precedence over the item specifications? Should a delivery note automatically be created when the sales document is posted?
  • Above are the document types delivered with SAP to support various business transactions. Sales documents are sometimes differentiated by whether they are pre-sales or sales documents. Pre-sales documents include Inquiries (IN) and Quotations (QT). An Inquiry is not a legally binding document but is used to document customer inquiries about a company’s products or services. A quotation is a legal document in that you are giving a customer price information which you need to abide by if the customer decides to make the purchase. Validity dates are maintained for these documents. Standard and rush orders are legal sales documents and represent a customer’s request for product to be delivered on a specified date. Outline agreements: Contract and Scheduling agreements are legal agreements between supplier and customer to supply certain products in certain quantities over a period of time for a specified price. There are several document types/business transactions which are related to dealing with customer complaints. The reject button on the tool bar of the sales document allows the rejection of the entire document, a dialog box allows entry of a rejection reason.
  • The system supports the following shipping functions: Deadline monitoring for referencing documents such as sales orders and purchase orders Delivery creation and processing Monitoring and rechecking of availability. If quantity is not available, a delivery is not created. Picking/picking confirmation (supported by WM) Packing and transportation planning Printing and transmission of shipping document and shipping papers Posting goods issue Updating of the billing due list via posting of goods issue Using overviews to control business transactions currently being carried out, activities still to be carried out, and possible bottleneck situations. The central document for initiating and tracking shipping related activities in SD is the delivery document.
  • The following functions are supported by billing: Invoice creation Credit and debit memo creation Cancellation of business transactions/invoices Transferring posting data to financial accounting. This transfer is generally carried out when the billing document is created. For complex billing documents (i.e., credit and debit memos) you may need to set a posting block in the billing document instead. The accounting document associated with the billing document will be created only after this block has been removed.
  • Using the menu path “Billing document  Create,” you enter the SD document number(s) for which you are creating a billing document. The system will verify whether or not the documents are relevant for billing. More than one document can be specified for billing. Also, more than one invoice can be created if the line items specified do not meet the requirements specified in the document flow. (See chapter 3) If the system is not able to create an invoice for a particular document to be billed (for example, because of a billing block), it is recorded as such in the billing log. Menupath: To create a specific billing document: Logistics  SD  Billing  Billing  document  Create
  • You create a return order (RE) when you agree to take back goods as a result of a complaint. A return order can be created with or without reference to a sales order. It can also be created with reference to a billing document. When you process returns, you can control whether the system should automatically set a billing block. This is controlled in sales document type configuration. After checking the goods, you can release the returns delivery for credit memo creation by removing the billing block on the return order. At this stage, you can also determine the amount of the quantity to be credited. You can also enter a reason for rejection. The basic steps to return processing in SAP are as follows: A return order is created that has an automatic billing block. A return delivery is created (post goods issue, but system understands it as a receipt; no picking). The billing block is removed from the return order and the order quantity is adjusted to equal the quantity actually received. A credit memo is created using the return order quantity as the basis.
  • SAP SD Documents

    1. 1. Documents in Sales and Distribution Processing Pre-Sales Activity Inquiry MM Quotation MM Returns Delivery MM, FI Invoice FI Scheduling Agreement Contract Sales Order MM, FI Delivery Free of Charge Shipment Debit Memo Credit Memo Sales Support Sales Shipping Billing Integration Points: = MM = MM & FI = FI
    2. 2. Standardised Sales Document Types Standard Order Delivery Free of Charge Debit/Credit Memo Requests Sales Document Types Quotation Inquiry Scheduling Agreement Returns
    3. 3. Sales Document Types IN = Inquiry SI = Sales information OR = Standard order SO = Rush order CO = Scheduling agreement Sales Phase RE = Return delivery DR = Debit memo request CR = Credit memo request SD = Subsequent delivery free of charge FD = Delivery free of charge Complaint Processing Pre-Sales Phase Sales Cycle
    4. 4. The Outbound Delivery Process <ul><li>Packing </li></ul><ul><li>Shipping papers </li></ul>Shipping Point <ul><li>Deadline monitoring </li></ul><ul><li>Availability check </li></ul><ul><li>Creating deliveries </li></ul><ul><li>Goods issue </li></ul><ul><li>Transfer </li></ul><ul><li>Picking </li></ul><ul><li>Picking confirmation </li></ul>Transportation Planning Point <ul><li>Planning dates </li></ul><ul><li>Group deliveries for shipment </li></ul><ul><li>Sales Order / STO </li></ul><ul><li>Loading </li></ul>1997
    5. 5. Billing Functions Order Delivery Invoice Credit Memo Request Credit Memo Debit Memo Request Invoice Cancellation Document 15.00 15.00 15.00 15.00 100.00 100.00 100.00 100.00 Debit Memo 1 2A 2B 3 X
    6. 6. Specifying the Documents to be Billed Delivery 1 Deliveries Delivery 2 Delivery 3 Invoice Invoice
    7. 7. Returns Returns (RE) Return Delivery (LR) Delivery #80006112 Sales Order #304 Invoice #90000110 Credit Memo (RE)

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