Accounts Receivable   Version 1.0 Unit 3: SAP Documents <ul><li>SAP-ERP </li></ul>
Course Agenda <ul><ul><li>Topic 1:  Introduction </li></ul></ul><ul><ul><li>Topic 2:  Customer Master </li></ul></ul><ul><...
Unit Objectives <ul><li>At the completion of this unit, you will be able to: </li></ul><ul><ul><li>Understand the Sales an...
Sales and Distribution Process Flow
Order to Cash Process Order Placed  Via Phone Mail, Fax Order Processed Post Goods  Issued Accounting Document AR  Credit ...
Key Terms <ul><li>SAP Sales and Distribution (SD)  </li></ul><ul><li>Document </li></ul><ul><li>Overview </li></ul><ul><li...
Document Structure <ul><li>Documents share a data structure consisting of the: </li></ul><ul><ul><li>Overview </li></ul></...
Data Population Difference Requisition # via Substitution – If needed Customer Payer# when creating over/ underpayment in ...
SAP Documents  –  Sales and Distribution (SD) <ul><li>There are five main SD SAP documents: </li></ul><ul><ul><li>Inquiry/...
<ul><li>Quotations </li></ul>Quotation Types <ul><li>ZCQ – Charge Quote </li></ul><ul><li>ZNCQ – No charge Quote </li></ul...
Sales Order Type <ul><li>Sales Orders </li></ul><ul><li>ZC – Charge order </li></ul><ul><li>ZN – No charge Order </li></ul...
Document Types   <ul><li>Document types: </li></ul>XR = Customer Invoice XG = Customer Credit Memo XA =  Customer Document...
Document Types – Data Sources   <ul><li>The data sources for document types will vary: </li></ul>XR = Customer Invoice XG ...
SAP Document: Accounting Delivery Billing   Acct   Order   Quote   <ul><li>The Accounting Document contains the  following...
Accounting Documents Relationship Browser Delivery Billing   Acct   Order   Quote
Document Flow <ul><li>Document flow can be accessed from any document within the document history </li></ul><ul><li>The mo...
Accounting Documents Document Flow Delivery Billing   Order   Quote   Acct   1. To access the document flow, first double ...
Document Flow <ul><li>Document Flow can be used to display each step in the order processing life cycle </li></ul>Delivery...
Demonstration 3.1 <ul><li>Observe as your instructor demonstrates: </li></ul><ul><ul><li>Relationship Browser </li></ul></...
Access Document Flow from Customer Line Item Display <ul><li>Most customer account questions / inquiries will reference th...
Access Document Flow from Customer Line Item Display Use transaction  FBL5N  or Follow the menu path to display the Custom...
Access Document Flow from Customer Line Item Display <ul><li>Enter the customer account or range of accounts and Company C...
Access Document Flow from Customer Line Item Display   3) Double Click on the Document Number (Invoice) to display the det...
Access Document Flow from Customer Line Item Display cont’d 4) From the Display Document  Screen, follow the menu path Env...
Access Document Flow from Customer Line Item Display cont’d 5)  From the Billing Doc: Click the Doc Flow Button 6)  Docume...
Document Research Strategies <ul><li>If the order originates within the SAP SD module, we have the capabilities to researc...
Unit Recap <ul><li>Document Flow can be used to display each step in the order processing life cycle </li></ul><ul><li>Doc...
Questions and Answers
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  • Trademarks SAP and the SAP logo are registered trademarks of SAP AG PowerPoint, Word, MS-DOS, and EXCEL are registered trademarks of Microsoft NOTE: All screen shots in this presentation are representative examples Screens in the actual environment may have minor differences, such as additional unused fields and colors based on system version Copyright 2007 Wyeth All rights reserved Neither this training manual nor any part thereof may be passed on to others, copied or reproduced in any form or by any means, or translated into another language, for any purpose without the express prior consent in writing of Wyeth All rights reserved Updated: 02 May, 2007
  • This process flow helps understand the whole SD process It integrates with MM (Materials management), and Accounting (Accounts Receivable and the General Ledger)
  • Sales and Distribution: SD is a process within SAP Sales allows you to execute different business transactions based on sales documents defined in the system Four groups of sales documents are differentiated: Customer inquiries and quotations Sales orders Outline agreements, such as contracts and scheduling agreements Complaints, such as free of charge deliveries, credit and debit memo requests and returns Document: A document is a transaction within a module that contains data elements Overview: The complete picture of a document It contains the user ID, entry date, posting date and all details associated with the document Header: Contains information that pertains to the whole document Item: Contains information that is specific to a line item Document Flow: The document flow shows how far the subsequent documents have been processed on an item-specific basis
  • A/R Documents will be populated with different data according to the specific data source
  • Sales and Distribution (SD) SAP Documents Sales-related business transactions are recorded in the system as sales documents and grouped into four categories: Pre-sales documents: inquiries and quotations Sales orders Outline agreements, such as contracts and scheduling agreements Customer problems and complaints, leading to free-of-charge deliveries and credit memo requests
  • To attain Accounting Documents Relationship Browser, Go to: Environment -&gt; Document Environment -&gt; Relationship browser Under Customer Billing Doc are all the accounting documents related to this transaction.
  • Document Flow Document flow can be accessed from any document within the document history The most complete listing of document is accessed from the earliest step The Document Flow List will highlight the document from which you accessed the list For example, if you accessed the Document Flow while you were in the Delivery Document, the Delivery Document will be highlighted in blue on the Document Flow NOTE: There may be more than one delivery associated with a single order document
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  • Transcript of "SAP Accounts Reveivable SAP Documents | http://sapdocs.info"

    1. 1. Accounts Receivable Version 1.0 Unit 3: SAP Documents <ul><li>SAP-ERP </li></ul>
    2. 2. Course Agenda <ul><ul><li>Topic 1: Introduction </li></ul></ul><ul><ul><li>Topic 2: Customer Master </li></ul></ul><ul><ul><li>Topic 3: SAP Documents </li></ul></ul><ul><ul><li>Topic 4: Accounts Receivable Functions </li></ul></ul><ul><ul><li>Topic 5: Financial Transactions, EFT and Lockbox </li></ul></ul>
    3. 3. Unit Objectives <ul><li>At the completion of this unit, you will be able to: </li></ul><ul><ul><li>Understand the Sales and Distribution process </li></ul></ul><ul><ul><li>Use the Document Structure </li></ul></ul><ul><ul><li>Display Accounting Documents </li></ul></ul><ul><ul><li>Utilize the Document flow to display Delivery, Billing and Sales order </li></ul></ul><ul><ul><li>Search for Documents </li></ul></ul>
    4. 4. Sales and Distribution Process Flow
    5. 5. Order to Cash Process Order Placed Via Phone Mail, Fax Order Processed Post Goods Issued Accounting Document AR Credit Review Delivery Creates Billing Invoice Payment Received Collections Cleared Order Released Order Blocked Credit dept. Reviews Order Refer to Credit Management Procedures
    6. 6. Key Terms <ul><li>SAP Sales and Distribution (SD) </li></ul><ul><li>Document </li></ul><ul><li>Overview </li></ul><ul><li>Header </li></ul><ul><li>Item </li></ul><ul><li>Document Flow </li></ul>
    7. 7. Document Structure <ul><li>Documents share a data structure consisting of the: </li></ul><ul><ul><li>Overview </li></ul></ul><ul><ul><li>Header </li></ul></ul><ul><ul><li>Items </li></ul></ul>Overview Data Header Data Item Data Item Data SAP Document
    8. 8. Data Population Difference Requisition # via Substitution – If needed Customer Payer# when creating over/ underpayment in cash application when an alternate payer is involved Reference Key 3 Blank Customer debit memo # (from customer remittance) Reference Key 2 Ship-to # via substitution Returns – blank - if needed Reference Key 1 Blank except when populated during cash application Reason Code Referenced invoices will copy all the information of the invoice Invoice Reference Billing Document Payment Reference Billing document Reference Key Orders-Billing Document Returns – Billing Document Returns with reference to an order – The reference order Billing document Check # (from customer remittance) Reference SAP Integration A/R Document Data Field
    9. 9. SAP Documents – Sales and Distribution (SD) <ul><li>There are five main SD SAP documents: </li></ul><ul><ul><li>Inquiry/Quote </li></ul></ul><ul><ul><li>Order </li></ul></ul><ul><ul><li>Delivery </li></ul></ul><ul><ul><li>Billing </li></ul></ul><ul><ul><li>Accounting Documents </li></ul></ul>Delivery Billing Accounting Order Inquiry/ Quote
    10. 10. <ul><li>Quotations </li></ul>Quotation Types <ul><li>ZCQ – Charge Quote </li></ul><ul><li>ZNCQ – No charge Quote </li></ul>EXPORT DOMESTIC <ul><li>ZBQT </li></ul><ul><li>ZFQT </li></ul><ul><li>ZPQT </li></ul><ul><li>ZVQT </li></ul>
    11. 11. Sales Order Type <ul><li>Sales Orders </li></ul><ul><li>ZC – Charge order </li></ul><ul><li>ZN – No charge Order </li></ul><ul><li>ZCM - Credit Memo Request </li></ul><ul><li>ZDM – Debit Memo Request </li></ul><ul><li>ZRN - Credit Memo Request for returns </li></ul><ul><li>ZRI - Return w / Delivery </li></ul>EXPORT DOMESTIC <ul><li>ZOR -Standard Sales Order </li></ul><ul><li>ZSM - Sample Orders </li></ul><ul><li>ZES - Employee Store </li></ul><ul><li>ZFR - No Charge / Free Replacement </li></ul><ul><li>ZRO - Emergency/ Rush Order </li></ul><ul><li>ZCAL - Complaints </li></ul><ul><li>ZCRM -Credit Memo Request </li></ul><ul><li>ZDRM -Debit Memo Request </li></ul><ul><li>ZREM- Returns w/o Delivery </li></ul><ul><li>ZRED -Returns with Delivery </li></ul>
    12. 12. Document Types <ul><li>Document types: </li></ul>XR = Customer Invoice XG = Customer Credit Memo XA = Customer Document DZ = Customer Payment
    13. 13. Document Types – Data Sources <ul><li>The data sources for document types will vary: </li></ul>XR = Customer Invoice XG = Customer Credit Memo XA = Customer Document DZ = Customer Payment A/R Direct Posting Payments
    14. 14. SAP Document: Accounting Delivery Billing Acct Order Quote <ul><li>The Accounting Document contains the following info: </li></ul><ul><ul><li>General Ledger Accounts </li></ul></ul><ul><ul><li>Breakdown of delivery charges etc </li></ul></ul>General Ledger Account
    15. 15. Accounting Documents Relationship Browser Delivery Billing Acct Order Quote
    16. 16. Document Flow <ul><li>Document flow can be accessed from any document within the document history </li></ul><ul><li>The most complete listing of documents is accessed from the earliest step </li></ul><ul><li>A complete Document flow is always from the header </li></ul>Delivery Billing Accounting Order Quote
    17. 17. Accounting Documents Document Flow Delivery Billing Order Quote Acct 1. To access the document flow, first double click on the Sales Order 2. Click Display Document Flow
    18. 18. Document Flow <ul><li>Document Flow can be used to display each step in the order processing life cycle </li></ul>Delivery Billing Accounting Order Quote
    19. 19. Demonstration 3.1 <ul><li>Observe as your instructor demonstrates: </li></ul><ul><ul><li>Relationship Browser </li></ul></ul><ul><ul><li>Document Flow </li></ul></ul>
    20. 20. Access Document Flow from Customer Line Item Display <ul><li>Most customer account questions / inquiries will reference the invoice number </li></ul><ul><li>Use transaction FBL5N to access Customer Line Item Display Screen </li></ul><ul><li>From the Customer Line Item Display Screen, we can “drill-down” from the invoice number into the document flow </li></ul>
    21. 21. Access Document Flow from Customer Line Item Display Use transaction FBL5N or Follow the menu path to display the Customer Line Item
    22. 22. Access Document Flow from Customer Line Item Display <ul><li>Enter the customer account or range of accounts and Company Code. </li></ul><ul><li>Click on Execute icon or (F8) </li></ul>
    23. 23. Access Document Flow from Customer Line Item Display 3) Double Click on the Document Number (Invoice) to display the details
    24. 24. Access Document Flow from Customer Line Item Display cont’d 4) From the Display Document Screen, follow the menu path Environment-> Document Environment-> Original Document to get to the billing Document
    25. 25. Access Document Flow from Customer Line Item Display cont’d 5) From the Billing Doc: Click the Doc Flow Button 6) Document Flow will allow you to access the SD documents relating to the order
    26. 26. Document Research Strategies <ul><li>If the order originates within the SAP SD module, we have the capabilities to research and view the full document history within SAP </li></ul>Integration SAP SD Module SAP A/R Module SAP System
    27. 27. Unit Recap <ul><li>Document Flow can be used to display each step in the order processing life cycle </li></ul><ul><li>Document flow can be accessed from any document within the document history </li></ul><ul><li>The most complete listing of documents is accessed from the earliest step – header </li></ul><ul><li>Much of the data contained within the original sales order is carried forward to subsequent documents </li></ul>
    28. 28. Questions and Answers

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